SYSTEM TURNOVER - DAWCO · The PM, QCS and Turnover group shall be aware of, prepare for, and address potential obstacles such as: • Failure to identify systems and set up turnover

PROCEDURE

SYSTEM TURNOVER

Uncontrolled if printed. Confidential – Property of DCM Group Reproduction, recording and distribution, in whole or in part, in any form or by any means, is strictly prohibited without prior written authorization from DCM Group.

Page 1 of 24 Rev. 3.0 – 2016-06-06 DCM-PR-AQ-008-A

Revision Table

Revision Date Paragraph Description

1.0 2015-04-09 New document First Issue

2.0 2015-06-01 Logos and scope Changed logos

3.0 2016-06-06 Attachments & Document Updated attachments and titles of personnel to reflect current Quality Control Manual

SYSTEM TURNOVER

DCM-PR-AQ-008-A

Approved By:

Name: Gordon Canning

Title: Corporate Quality Manager, Western Canada

Signature:

Date: 2016-06-06

PROCEDURE

SYSTEM TURNOVER



TABLE OF CONTENTS

2.0 THE TURNOVER PROCESS: ......................................................................................................................... 3

3.0 THE SYSTEM TURNOVER PLAN .................................................................................................................. 3

3.1 Keys to Success .......................................................................................................................................... 3

3.2 DEFINING SYSTEM BOUNDARIES, PROCEDURE, PACKAGE FORMAT & CONTENT .................................... 4

3.3 CLIENT ACCEPTANCE OF THE PLAN ........................................................................................................... 5

3.4 RECORDS .................................................................................................................................................... 5

3.5 PUNCH LIST ................................................................................................................................................ 5

3.5 TURNOVER DOCUMENTS AND THE PROJECT ............................................................................................ 6

4.0 OBSTACLES TO SUCCESS ............................................................................................................................ 6

5.0 REFERENCES: .............................................................................................................................................. 7

6.0 SYSTEM TURNOVER DETAILS ..................................................................................................................... 7

7. DEFINE THE SYSTEM BOUNDARIES ............................................................................................................ 8

8. PROJECT CONTROLS ................................................................................................................................ 10

9.0 TURNOVER PROCEDURES ........................................................................................................................ 10

10.0 TURNOVER PACKAGE CONTENT .............................................................................................................. 11

11.0 CLIENT ACCEPTANCE OF THE TURNOVER PLAN ...................................................................................... 12

12.0 COMPLETING THE WORK ......................................................................................................................... 12

13.0 RECORDS – IMPLEMENTAITON & TRACKING .......................................................................................... 13

14.0 ESTABLISHING THE START UP SEQUENCE ............................................................................................... 13

15.0 WORK-REMAINING LIST ........................................................................................................................... 14

16.0 PUNCH LIST .............................................................................................................................................. 15

17.0 TURNOVER THE PACKAGES AND PROJECT .............................................................................................. 16

18.0 TURNOVER THE PACKAGES AND THE PROJECT PLANNING CHART ......................................................... 17

18.1 PROJECT PLANNING STAGE-FLOW CHART NOTES ................................................................................... 17

18.2 PROJECT PLANNING CHART ..................................................................................................................... 18

18.3 TURNOVER PACKAGE TABLE OF CONTENTS - EXAMPLE - A .................................................................... 19

19.0 SYSTEM TURNOVER– TCCC - EXAMPLE - B .............................................................................................. 22

19.1 PUNCH LIST / WORK-REMAINING - EXAMPLE- C ..................................................................................... 23

19.2 TURNOVER TRACKING SHEET - EXAMPLE -D ........................................................................................... 24

PROCEDURE

SYSTEM TURNOVER



1.0 PURPOSE:

1.1 The purpose of this guide is to present how to plan and execute the Systems Turnover Process.

o Based on the experiences of company staff.

o Follows our Core Values.

o Includes industry best practices.

1.2 This procedure covers the timeline from pre-job project planning to the transfer of the System Turnover

Packages and the Care, Custody and Control of the project to the Client.

2.0 THE TURNOVER PROCESS:

• Plan – The Quality Control Supervisor (QCS) in conjunction with the Project Planner shall prepare the

Systems Turnover Plan. On large projects where the size and scope warrants, this function may be

assigned to a Turnover Manager.

• Define- The Project Management group shall ensure the owner has defined the systems/boundaries,

and accepted the procedures and turnover package table of contents.

• Acceptance - The CM shall obtain acceptance of the plan from the Client.

• Records – The QCS shall ensure that all records are signed, collected and assembled into turnover

packages.

• Punch List – The QCS shall manage the work-remaining list and punch list using the QC staff.

• Turnover – The QCS or (For Larger Projects) the Turnover Supervisorshall be responsible for

managing the process for transferring the project turnover documents to the Client.

3.0 THE SYSTEM TURNOVER PLAN

• The Quality Control Supervisor (QCS) & Project Planner (PP) shall start development of the turnover

plan at the “Project Set-Up” stage. This plan shall be identified in the Quality Plan and either form part of

the quality plan or for larger projects be referenced in the plan as a stand alone procedure. The Project

Manager (PM) shall approve the turnover plan for the project.

• The QCS & PP shall ensure the plan is complete - include all parts - Definition, Approval, Records,

Punch list and Turnover & Transfer of Care Custody and Control etc.

• The QCS and PP shall ensure that the Systems and Boundaries are completely defined and

referenced in the turnover plan.

• The Project Manager (PM) shall ensure the system turnover plan into is incorporated into Project

Controls – including the master schedule and document control process.

3.1 Keys to Success

PROCEDURE

SYSTEM TURNOVER



• Together the PM and QCS shall be responsible for managing the resources and processes for the

document control department and for providing guidance and direction to personnel for the collection,

storage, handling, security and turnover of documents.

• The PM and Construction Manager (CM) shall collaborate with the QCS on the development and

support a strong project QA/QC program.

• PM, and CM, and QCS shall coordinate with Start-Up Team (if part of contract and scope of work).

• QCS shall include (when applicable) Vendor and Subcontractor documentation in the turnover process.

• The system turnover plan shall include instruction of Supervision and Craft on document completion

and submission.

• The QCS shall set up a turnover tracking system and a work-remaining/punch list management system.

(See section 20.1.)

• The PM shall ensure the QCS /Turnover Supervisoris empowered to manage the project turnover

process.

3.2 DEFINING SYSTEM BOUNDARIES, PROCEDURE, PACKAGE FORMAT & CONTENT

• The PM shall be responsible for ensuring that the system boundaries are defined early in the project.

• The PP and QCS shall ensure that the systems and boundaries are project specific and are

coordinated with start-up needs and contract requirements.

• The PP and QCS shall ensure that there are a balanced number of systems and that they are arranged

so that they are logical and manageable.

• The PP and QCS shall ensure that only documents that absolutely need to be included in the package

are added to the FIWP’s.

• The QCS shall establish a workable system to track documents and work remaining.

• The QCS shall avoid duplication of records, and submit a single package for entire project when

sensible, for example RT work, concrete, structural steel and grouting. Use cross references between

packages.

• Turnover Packages shall include vendor and subcontractor records when applicable.

• The QCS shall develop a project specific turnover procedure of tasks and responsibilities to include

examination and testing. Refer to the QA/QC Turnover Inspection and Test Plan (ITP).

• When defining the contents of the turnover package, considerable thought shall be given to the

establishment of “Common” or General Turnover Binders which contain records that apply to the

project as a whole not just the individual systems. It is important to identify which documents are to be

by system verses general binder early in the project to accommodate labelling and tracking documents

by system if required.

PROCEDURE

SYSTEM TURNOVER



3.3 CLIENT ACCEPTANCE OF THE PLAN

• The QCS shall obtain and document the Client acceptance of the plan and forms before starting to

accumulate documents.

• The QCS shall present the Client with the complete picture – the systems/boundaries, a sample system

turnover package with index, completed sample forms and a copy of every form that will be included.

• The PM and QCS shall agree to the turnover procedures with all stake holders.

• The QCS shall establish exactly where and when the Client will signoff forms, punch lists and

packages.

• The QCS shall push for electronic transmittal, or electronic and a limited number of hard copies.

• The PM and QCS shall obtain Client acceptance of the plan and get approval in writing.

• The PM and QCS shall agree on what work needs to be completed and documented for each project

milestone and add milestones to project schedule.

3.4 RECORDS

The Quality Control Supervisor (QCS) shall:

• Review the QA/QC Inspection and Test Plans (ITP).

• Instruct supervision and craft on what, when and how to record their work.

• Ensure records get from the field into the central project file as soon as practical.

• Ensure every record is filled out properly with no blanks, use N/A if not applicable.

• Direct the Quality Department/Document Control Department to scan, catalogue and file every

completed record as soon as it is received.

• Establish a system to track and maintain records. (i.e. Sign in and out log) Lost records equal likely

rework; treat the records and turnover books like gold.

• Establish a secure room to house and protect the turnover documents.

3.5 PUNCH LIST

The Project Manger (PM) and Quality Control Supervisor (QCS) shall:

• Implement a punch list tracking system that is tailored to the project needs (See example in Section

19.1). Ensure every item is assigned an individual ID.

• Ensure that all item are never deleted and that every item is closed it when it is completed.

• Fully describe each item, don’t generalize, and be specific.

• Prioritize items.

PROCEDURE

SYSTEM TURNOVER



• Hold adequate punch list review meetings, adjust frequency to project needs.

• Identify the date each item is added to punch list and by whom.

• Assign a due date to each item.

• Assign names to each item not just department or company and hold individuals accountable.

• Get signoff initials and keep the originals.

• Keep track of changes in the due dates, don’t just change the dates.

• Have Inspectors walk down the systems as soon as possible so recurring items can be prevented.

• Ensure punch list items don’t pile up. Get upper management acceptance on timely completion and

enforce if necessary.

• Identify and track material and equipment needs.

3.5 TURNOVER DOCUMENTS AND THE PROJECT

• The QCS shall keep track of the turnover systems using a project specific Turnover Tracking

Spreadsheet (See sample in section 19.2).

• First impressions count – The QCS shall be responsible for ensuring that hard copy binder covers look

professional, by using consistent formatting, adding spine inserts and spending the few extra dollars on

new good quality binders.

• The QCS and PM shall work together to obtain the Client signoffs, especially for Transfer of Care,

Custody (TCCC) and Control of systems and turnover documents.

4.0 OBSTACLES TO SUCCESS

The PM, QCS and Turnover group shall be aware of, prepare for, and address potential obstacles such as:

• Failure to identify systems and set up turnover packages early in the project.

• Lack of understanding of systems and their components.

• Incomplete or missing documentation.

• Overly large and complicated turnover system.

• Unrealistic construction schedule.

• Poor workmanship leading to many punch list items that delay construction progress and lower

productivity.

• Changes in system boundaries.

• Design changes.

PROCEDURE

SYSTEM TURNOVER



• Construction generally progresses by “area” but turnover must be by system. It takes constant effort to

make a smooth transition to complete systems from area construction.

5.0 REFERENCES:

The following are key reference sources for developing and implementing site-specific turnover plans and procedures:

• Intranet: Share Point Publications \ DCM-MA-AQ-02 \Quality Control Manual:

• System Turnover-Project Planning Chart (Section 18.2 of this document)

• Inspection and Test Plan (ITP)

• Project Quality Plan

• Exhibit A – Example - Turnover Package Table of Contents (TOC)

• Exhibit B – Example - Transfer of Care, Custody & Control (TCCC)

• Exhibit C – Example - Punch List / Work Remaining List

• Exhibit D – Turnover Tracking Sheet

Also available:

• Intranet: Eliot - Applicable Information Areas

6.0 SYSTEM TURNOVER DETAILS

• Know your customers - There may be one or several - the contractual customer, the owner, and the

end user of the facility or the start-up and commissioning entity.

• One or two turnovers? - On some projects, there may be two turnovers (i.e. .when there is a “Start-Up

Team” that has been assembled as part of contract and scope of work). There may be one turnover

from DCM construction to start-up team and then one from DCM to the Client/Engineer after start-up is

complete

• Think! - Defining systems and turnover requirements in a way that supports the efficient performance of

construction, checkout and turnover will improve the overall project schedule and reduce costs.

• Tailor to the job - The system turnover and start-up requirements will vary from contract to contract.

Guidelines for systems turnover must be tailored for the specific project contract scope of work. This

should be planned as early in the project as possible.

• Turnover Supervisor - For smaller projects, this responsibility is assigned to the Quality Control

Supervisor (QCS) who is ultimately responsible for managing the turnover process. The QCS shall

have sufficient knowledge and experience in each of the project disciplines. On larger project this may

be a separate position, but ultimately the responsibility for managing turnover resides with the project

QCS.

PROCEDURE

SYSTEM TURNOVER



• Coordination with Planners – The QCS shall coordinate the turnover planning with the Project

Planner(s). For electrical system turnover, ensure electrical circuit schedules have a column for

turnover packages.

• Involve the client - The project management team shall engage the client early in the project to

establish systems. Systems definition must involve the Client and occur early enough in the project so

documentation is generated and packaged appropriately from the start.

• Get the Flows - The project management team shall obtain an up to date set of the Process Flow

Diagrams (PFDs), Piping & Instrumentation Diagrams (P&IDs) and Electrical single line (one-line)

drawings. (System Scoping P&ID’s).

• Identify the Systems –The project management team shall work with the Client in order to identify the

systems on the Process Flow Diagrams (PFDs) and using the additional details shown on the P&IDs

and electrical single line drawings, identify the different process flows and start deciding how to

breakdown the project into systems for turnover. Follow the raw material through the process and see

where it goes, what gets added and what side-streams or other products are produced.

• Match the contractual requirements – The project management team shall ensure the choice of

systems and their boundaries are compatible with contract requirements for any required order or

schedule for turnover of systems or areas.

• Match the construction and energization schedules – The project management team shall ensure

the systems and boundaries are compatible with other construction milestones and follow the planned

sequence of energization and start-up of the facility. This requires at least a general awareness of the

start-up process.

• Match start-up needs - The project management team shall match the needs of the start-up

personnel. If start-up personnel are available they will be responsible for system definition for process

items that involve start-up. Sometimes a system will be defined based on a start-up need such as

chemical cleaning.

• Boundaries for start-up – The project management team shall consider boundaries for start up. In

order to define a system to be turned over for start-up it must be separate from the rest of the facility,

and it must be capable of being isolated. This means the boundaries must be set at valves, dampers,

switches or other block/disconnect locations.

• Start-up sequence - The project management team shall ensure the sequence of systems start-up is

defined. Again, ensure it ties with the scheduled order of construction completion and turnover. When

start-up personnel become available they will take over responsibility for the finalized start-up sequence

• Project wide turnover systems - The project management team shall ensure that when part of the

scope of work that earthwork, concrete and structural steel disciplines are turned over for the total

project instead of by individual systems unless the client requires otherwise. Similarly, installations such

as plant and instrument air or electrical power distribution to switchgear of MCCs may be turned over

for the total project.

7. DEFINE THE SYSTEM BOUNDARIES

PROCEDURE

SYSTEM TURNOVER



• General discipline guidelines – The QCS shall ensure that the following components are included in

a system as applicable:

Mechanical - All pieces of equipment. Heat Exchangers are included in the system that receives the energy in the media flowing from the heat exchanger.

Piping - All piping valves, supports and specialty items. The boundaries for piping systems must be a process blind, valve, code boundary, or other method of isolation.

Electrical - All electrical components required for power and control of the equipment included in the package back to the individual motor starters. Individual motor starters are included in the system for the equipment; however the MCCs and buses are part of an electrical distribution package.

Instrumentation - All instruments on the piping or equipment in the system including power and signal wiring that will allow completion of loop checks.

• Maintain balance - Maintain a balance between creating too many systems and making systems too

large; both will be unmanageable.

• Mark-up the P&IDs - After the systems and their boundaries are defined, they shall be marked up in

color on a copy of the P&IDs and PFDs.

• Prepare turnover package index – The QCS shall prepare the Turnover Package Index (See Section

18.3 Turnover Table Of Contents Example A) of a standard system breakdown for a typical project. For

smaller project types use a simpler index if practical. The system numbers differ with various equipment

suppliers and design firms, and of course plant equipment and systems vary from project to project.

Each system is typically discipline specific and may have one or more subsystems as well. Example A

in section 18.3 should be modified to be project specific.

• Brief description of systems – The Quality Supervisor & Project Planner shall prepare a brief

description of each system and the system components. While a utility system may show on several

P&IDs and a process system on only one or two, it should be possible to describe the system and its

boundaries in two or three sentences. All equipment, piping and instruments within the boundaries,

including the electrical and instrument circuits serving those items are included in the system. If the

design is not complete, system boundaries may need to be broad and require further breakdown later.

• Get buy-in and acceptance - Distribute the turnover index, system descriptions and the marked up

and highlighted PFDs/P&IDs and get buy in and approval from the Project Manager, Project Engineer,

discipline Superintendents, Planners and the Client QA . It is important all parties review and thoroughly

understand the system boundaries.

• Assign system IDs - Once the turnover systems are defined and approved, assign the turnover

system identification to each equipment item, pipeline number, electrical circuit and instrument. Cross-

reference the line lists, indexes, and cable and equipment schedules to the turnover systems. Every

facility component must belong to one and only one system; leave nothing undefined.

PROCEDURE

SYSTEM TURNOVER



8. PROJECT CONTROLS

• Incorporate into Project Controls - As turnover systems are defined, it is important to incorporate this

information into DCM’s project controls systems. The Quality Control Supervisor shall ensure that the

Project Control personnel are provided with the turnover systems.

• Balance between too much and too little - It is equally important to maintain a balance and not

incorporate excessive "systems" information into the project controls; they may become too

complicated or diluted to serve their purpose.

• Keep it straight forward - The primary discipline tools for tracking progress of components of systems

for turnover are the cable pull card system, pipe tracking system (Weld Tracking system) and the

equipment list and instrument index with their associated inspection and test matrices. They will track

the progress of the components of the turnover systems, show their individual status at a reasonable

level of detail, and provide the overall status of each system.

• Turnover Tracking Systems - For projects with heavy document loads, the QCS shall employ a

tracking program. The “In-house” system shall include systems turnover, punch list, and hydro test

tracking.

• Include turnover dates in the project schedule - The project schedule shall include turnover dates

which shall tie them to the schedule logic. Turnover dates shall be identified as contractual

requirements or goals. Do not over complicate the schedule with turnover activities. When possible,

identify schedule activities with systems as well as phase codes.

• Baseline Scope - The project scheduler shall identify and track the baseline scope by discipline and

system in order to provide meaningful information on the status of turnover systems.

9.0 TURNOVER PROCEDURES

• Client approval – The QCS shall ensure that procedures for checkout and testing are accepted by and

coordinated with the client.

• Inspections and tests – Refer to the Inspection and Test Plans (ITP) for both turnover and the

individual disciplines. The project ITP’s are included in the Quality Manual as exhibits.

o Responsibilities of each party: Owner, Client, Design Engineer, DCM Personnel, DCM Subcontractors, Suppliers, etc. shall be identified in the Quality Plan and project procedures.

o Required Inspections and Tests: The specific test methods and acceptance criteria shall be established within the Quality Plan and project specific Inspection & Test Plans.

• The Quality Plan and project Specifications shall identify the persons authorized to accept the work

for each party and clear rules as to when parties are required to witness and/or sign off.

• The Project Quality Plan – The Project Quality Plan shall identify project specific procedures and

forms that are made project specific and include all relevant contract requirements. The QCS shall

ensure that once accepted all parties follow them.

PROCEDURE

SYSTEM TURNOVER



10.0 TURNOVER PACKAGE CONTENT

• Content - Turnover packages consist of the inspection and test documents required to certify

completion of the system. This may be up to mechanical completion or also include commissioning and

start-up phases when included in the contract scope.

• Only include what absolutely has to be there. (Check the contract documents for a “Contractor

Document Requirements List” (CDRL) or similar document. This document typically defines both

“system” and “general” turnover arrangement.

• The Transfer of Care, Custody and Control (TCCC) must also be included.(See Example B shown

in section 19.0)

• The System Turnover Books can be included with all start-up documentation in “Project Vendor Data

Books” that cover the entire project if requested by the Client.

• The scope will depend on the client and the project type. Each turnover package usually requires:

A description of the systems/disciplines and the system boundaries. o Signed-off punch list and a list of any exceptions along with their projected completion

dates for final acceptance of the system. o Test and inspection documents included for equipment and items within the package with

an index of contents. o As- built or redline drawings as applicable to the system. o A turnover form to transfer responsibility for the system which must: o Be tailored to the contract requirements, o Identify the level of acceptance being requested, o State the degree of transfer of care, custody and control, and o Require the client's signature to confirm acceptance.

• Sample package forms - A sample of forms to track System Turnover Packages (Turnover Package

Table of Contents, Inspection and Test Plan, and Care, Custody & Control Letter may be found on

DCM’s share point data base.

• A sample form “System Turnover for Start-up/Commissioning” for disciplines and other parties to

sign off a system ready for turnover to the start up team is attached also. This form is for use when

start- up is included in contract scope. The formal transfer of Care, Custody and Control to the client will

happen after start-up is completed.

• Other contents - The system turnover packages may also include other documents and manuals

required by contract such as Operating and Maintenance manuals and sub-vendor manuals for

equipment included in the system.

PROCEDURE

SYSTEM TURNOVER



11.0 CLIENT ACCEPTANCE OF THE TURNOVER PLAN

• Sample package – The Quality Supervisor shall prepare one sample turnover package for client

review and approval. This shall be done at the early stages of the project; the QCS shall propose

submitting the packages electronically instead of the typical multiple hard copies. The QCS shall strive

to limit the number of hard copies needed to save copying time and expense.

• Client acceptance – The QCS shall ensure the systems breakdown, turnover procedures, signoffs,

and the scope, exact content, arrangement and presentation of the turnover documents are acceptable

to the client and obtain written approval. The QCS shall ensure the Client understands the importance

of holding to agreed format and the time and cost impacts of changing it. Where possible ensure that all

groups within the Client organization, such as turnover, operating and maintenance groups, accept the

scope and format. The Client should have already approved the Project Quality Plan with the tests and

inspections required and the test forms to be used.

• Multiple Originals - Some items are not amenable to copying or scanning, or the original must be kept

by DCM such as Code Radiographic film. The QCS shall plan for the production of more than one

original if required.

• Set up turnover master files - The QCS shall scan the client approved sample and send to document

control. The QCS shall ensure both hard copy and electronic master turnover files are prepared that

match the accepted turnover package format. This will make assembling the packages easier and

quicker. Ensure turnover hard copies are scanned promptly and then filed in the master turnover file.

12.0 COMPLETING THE WORK

• Progress Review - The QCS shall conduct periodic reviews with all disciplines to review schedule

status and identify potential conflicts. The short interval schedules prepared by each field supervisor

must include the turnover dates and planned walk-through of their work.

• Detailed reviews – The project team shall review system status with each discipline well in advance of

the required turnover date. The emphasis shall be on completeness of documentation, work items

remaining and the date they will be completed. The project team shall review status again shortly

before the required turnover date.

• Quality Control Supervisor is responsible for conducting routine reviews of all aspects of the process,

including physical inspection, documentation, completeness and quality of documentation, package

review and schedule status.

• Transfer to Start-up Team - On projects where responsibility extends to commissioning and start-up

there will be a point as the system construction work is completed to handover the “ownership”, the

care, custody and control of the system and any work remaining to the start-up team. The QCS shall

ensure this handover is formalized and documented the same as if the transfer was to the Client.

PROCEDURE

SYSTEM TURNOVER



13.0 RECORDS – IMPLEMENTAITON & TRACKING

• Records and Responsibility - The Inspection and Test Plans (ITP) in the site specific QA/QC Plan,

the turnover procedures and the project schedule define the requirements and responsibilities for the

required inspections, documentation and time frame for the completion and turnover of the work.

• Ready for turnover - Whenever possible systems should be complete prior to the actual turnover date.

The turnover documentation package shall also be complete and ready to submit. However, the

agreed turnover procedure should allow for when this does not happen. If the Client agrees, readiness

for system acceptance may be determined by a review of documentation, a walk down inspection, and

recording of all outstanding items on the punch list. The turnover package can then be submitted later

as part of the final acceptance process.

• Partial turnovers - The project team and the Client must be aware of the implications of turning over

portions of the project. Warranty and maintenance responsibility issues as well as safety concerns need

to be addressed. Be sure the Client understands that by occupying a portion of the work and by

accepting Transfer of Care, Custody and Control of systems prior to final acceptance of the total

project, they will be accepting full responsibility for operation, maintenance and repair of those systems

and that the warranty period begins on that portion.

• Turnover to start-up team - When a system is turned over to the start-up team the components of the

system the QCS shall ensure each system is tagged as being under the control of the start-up team.

14.0 ESTABLISHING THE START UP SEQUENCE

• Coordinate with start-up – The QCS shall ensure that as part of the system definition the sequence of

systems start-up is coordinated with the construction completion and turnover schedules.

• Be proactive - Whenever practicable, be proactive in developing the start-up sequence of the facility.

This has an effect in our overall schedule, manpower and equipment resources. It will also affect

required deliveries of materials supplied by DCM and others.

• Contract requirements - In defining the start-up sequence contractual requirements must be

addressed. The establishment of new or changed schedule milestones to accommodate a turnover

schedule creates a contractual change to the schedule.

• Get buy-in - Regardless of who develops it, to assure a safe and logical start-up of the facility, the

owner, engineer and construction personnel should review in detail and accept the start-up sequence.

• Start early - The start-up sequence and the turnover milestones shall be set early in the project to

identify and resolve potential conflicts between the contract construction schedule and the systems

turnover milestones.

PROCEDURE

SYSTEM TURNOVER



15.0 WORK-REMAINING LIST

• Prepare a work-remaining list – The QCS shall ensure that a spreadsheet of remaining work is

prepared (See example C shown in section 19.1). The format will be similar or identical to that of the

punch list. The work- remaining list and the punch list can be combined, but first check with the Project

Manager on the contractual implications if such a list becomes available to the Client. If combined,

leave the flexibility to separate them, so only the punch list of work items remaining at the time of the

turnover walk down with the Client appear in the turnover packages

• Headings – the Work-Remaining list should identify for each item:

o DCM Test Package Number

o Punch Item Number

o Drawing Number

o Category

o Description

o Location

o System

o Initials of inspector or requestor

o Request date

o Punch type A, B,C

o Priority

o Date completed by Construction

o Individual responsible for completing- Initials of person who completed the item

o Date Cleared by QC and the Inspectors initials

o Completion date

PROCEDURE

SYSTEM TURNOVER



• Priority - Priority assignment is important. A comprehensive list to modify for the project is as follows.

Reduce the number categories, if practical based, on the project milestones.

o Required for mechanical completion per contract

o Start commissioning

o Begin start-up

o Commercial operation

o Substantial completion

o Final completion

o Client responsibility

o ‘Wish list’

Note: use three or four categories, maximum

• Work remaining sample - A sample form for work remaining (and punch list) is attached (See

example C shown in section 19.1.). An Excel version is available for modifying to be project specific.

• Manage the list – The QCS shall keep track of the list and report to the project team with regular

updates including how many outstanding items, how many completed, items soon due and any items of

concern. A written process for requesting additions to the list or notifying of completion is best.

16.0 PUNCH LIST

• Agree on a single punch list - A single punch list for all project items is best for most project types.

The Project Manager and QCS shall ensure this becomes a mandatory part of the turnover procedure

for the project..

• Conduct system walk downs - When work on a system is complete, or the only outstanding work

items are not required for turnover, request and conduct a walk down inspection of the system and the

documentation, following the agreed turnover procedure. The point at which work- remaining items are

transferred to the punch list is normally when all contract work on a system is thought complete and the

final walk down of the system is performed with the client.

• Prepare and administer the punch list - With the Client’s approval, the QCS or his delegate shall

compile items from all parties including the Owner and the Engineer and manage the resolution or

completion of all punch list items. This will include any work remaining items already identified and not

yet closed. Once the punch list is prepared for a system, the system’s work remaining list is voided. The

QCS shall use a spreadsheet, similar to example C shown in section 19.1.

• Resolve outstanding punch list items – The QCS shall ensure that punch list items are corrected

promptly. As punch list items or exceptions to the package are cleared, the QCS shall notify the Client

and agree that the item has been corrected and is accepted. Generating and clearing punch lists is a

critical part of the turnover process.

PROCEDURE

SYSTEM TURNOVER



17.0 TURNOVER THE PACKAGES AND PROJECT

• Turnover packages - Based on contract requirements and accepted turnover procedures the QCS or

delegate shall prepare the turnover packages:

• Master copy of package - the QCS or delegate shall assemble a complete master package for each

system using the original documents.

• Check the package - the QCS shall review the master copy of the package for conformance to

contract requirements and the Project Quality Assurance/Quality Control Plan as well as to verify

completeness. This requires that documents be crosschecked against each other. The QCS shall also

check the package for errors and have them corrected by the responsible QC Inspector.

• Copy & check again - If transmitting hard copies, make the required number of copies and assemble

the identical books. The QCS shall double-check the packages for copy quality, content and assembly.

• Retain the originals - DCM retains the originals unless the contract explicitly requires otherwise. The

QCS shall stamp and sign each package as a “Certified Original Copy” Note: for ASME Section I Code

work DCM is required to retain the original code documents.

• Transmittal of the packages - the QCS shall provide under transmittal the required number of copies

for completed systems or disciplines to the Client for their acceptance of the work and documented

turnover package, each turnover package shall have a Transfer of Care, Custody and Control included

in the packages for the Client to sign and return. Retain the copy of the transmittal & TCCC form

containing the Client’s signature acknowledging receipt of the package.

• Track progress – Turnover is typically performed progressively and as such the QCS shall keep track

of ongoing progress for submission and Client approval of turnover packages and signing of the

Transfer of Care, Custody and Control forms. (See Section 19.2 for a sample Turnover Tracking Sheet)

• Retain a file copy - the QCS shall retain an electronic copy (and a hard copy if also submitted) of the

accepted system packages including the signed TCCC form in the document control department and

for record retention.

• Project Close Out – At the end of the project the QCS shall ensure that the Turnover Packages and all

Code Radiography film are placed into banker boxes, Labeled with the project name, job number and

shipped or delivered to the corporate office in Sherwood Park to the Attention of the Corporate Quality

Manager for the purpose of storage and archiving.

PROCEDURE

SYSTEM TURNOVER



18.0 TURNOVER THE PACKAGES AND THE PROJECT PLANNING CHART

18.1 PROJECT PLANNING STAGE-FLOW CHART NOTES

• If there is no contractual obligation for DCM to turn the facility over by systems but there

is a cost benefit to do so, the QCS shall obtain Client approval prior to initiating a system

approach.

• DCM’s Planning Group, Corporate QA/QC Department or the design engineers can

assist with defining the systems. Taking this initiative can help present DCM in a positive

light and assure that we understand the system boundaries. At this stage of the project,

the system boundaries may be broad and require further breakdowns later in the project.

• Turnover dates shown on the project schedule shall clearly define whether they are

contractual requirements or goals.

• The QCS and Client shall agree on forms and format to be used. Refer to the Inspection

and Test Plans (ITP’s) in the Project Quality Plan & Quality Manual. A matrix identifying

specific forms for each activity is an excellent tool.

• The QA/QC plans shall also address testing and inspection methods and who will be

qualified to do it. Everyone involved needs to understand how to complete the

documentation.

• In-house system walk-through shall be performed by Construction and QC and DCM

generated work remaining/punch list items shall be documented and completed.

• The Project Quality Plan will identify the required quantity of turnover packages, sign-off

sheets, allowance for punch list, etc. On some projects, it may be possible to have two

turnovers. One from construction to Client start-up and then one from DCM to the

Client/Engineer after start-up is complete.

• Phase 2 is the Project Execution Stage and starts with preparing the sample turnover

package for Client review and acceptance.

PROCEDURE

SYSTEM TURNOVER



Review the contractual

documents to determine

DCM’s scope, mechanical

completion, commissioning,

Operations, etc. ,

Are there contractual

requirements to turn

the facility over by

system?

Has the Owner or

Engineering Firm

defined system

boundaries / scope etc.

Use process flow diagrams and

single lines, mark up systems

required and issue to the Client /

Engineer for review and comment

Has the start up sequence and

dates been established?

Does it make sense to

turn the plant over by

systems by DCM or the

Owner?

Phase 2

Incorporate Turnover

Documentation

Requirements into

discipline QA/QC Plans

and establish a method

for tracking

Based on the process flow

diagrams and single line

drawings and discussions with

start up teams determine

sequencing dates and issue to

the Client or Engineering Firm for

review.

Incorporate Turnover Dates into

the project Schedule

Using DCM’s QA/QC

Standards ,and the

Supplier’s Document

Requirements List (if

defined in the contract)

determine required

documentation and submit

to Client for review &

comment.

Does the contract

documents define turnover

documentation

requirements?

Review Productivity

Report and schedule to

determine the best

method for incorporating

systems into these

documents without

making it complex or

loosing their other

purpose.

Yes

Yes

No

Yes

Yes

No

No

No

Yes

18.2 PROJECT PLANNING CHART

PROCEDURE

SYSTEM TURNOVER



18.3 TURNOVER PACKAGE TABLE OF CONTENTS - EXAMPLE - A

No.: Required: Administrative Complete Date Resp.

1.1 Yes Description SU 1.2 Yes Turnover P&ID SU 1.3 No Single lines SU 1.4 Yes Equipment list ENG 1.5 Yes Valve list ENG 1.6 Yes Instrument List ENG 1.7 No Line list ENG 1.8 No DCS I/O List ENG 1.9 Yes Commissioning and testing SU 1.10 Yes Work remaining list SU 1.11 Yes Construction Punch list SU 1.12 Yes COD Punch list SU 1.13 No Permits DCM 1.14 Yes Construction completion and SU 1.15 Yes Turnover to Owner Form SU

No.: Required: Civil / Foundations /

Structural Complete Date Resp.

2.1 No Material receiving report CS 2.2 No Off-site manufacturing CS 2.3 No Soils testing plan and results QA 2.4 No Concrete placement release, CS 2.5 No Concrete placement CS 2.6 No Concrete pour log CS 2.7 No Concrete compressive strength QA 2.7 No Concrete foundation release QA 2.9 No Mass concrete temperature log QA 2.10 No Grout log CS 2.11 No Batch plant check list CS 2.12 No Pile driving log CS 2.13 No Structural steel checkout CS 2.14 No Structural weld inspection SC 2.15 No Structural steel torque SC 2.16 No Structural steel torque records SC

No.: Required: Piping Complete Date Resp.

3.1 No Weld test log PS 3.2 No Weld maps / travelers PS 3.3 No Weld inspection request / log PS 3.4 No Post weld heat treatment log PS 3.5 No NDE reports QA 3.6 No Boiler code data PS 3.7 No Pipe blow down and cleaning PS 3.8 No Flushing cleaning inspection PS 3.9 No Jeep test report QA 3.10 No Pipe pressure / leakage report PS 3.11 No Pressure test report QA 3.12 No Pressure test log QA 3.13 No Pipe hydrostatic / Leak test QA

PROCEDURE

SYSTEM TURNOVER



3.14 No Pipe hanger / support PS 3.15 No Vessel acceptance and PS 3.16 No Test Log Package PS 3.17 No Inspection Report PS

No.: Required: Mechanical Complete Date Resp.

4.1 No Mechanical alignment form MS 4.2 No Lubrication tag and log MS 4.3 No Shaft rotation tag and log MS 4.4 No Sole plate / foundation release MS 4.5 No Grout pour / cube test log MS 4.6 No Turbine alignment worksheet MS 4.7 No Periodic storage / maintenance MS 4.8 Yes On site vendor records VENDORS

No.: Required: Electrical Complete Date Resp.

5.1 No Unit sub station checklist ES 5.2 No Power transformer check list ES 5.3 No Medium voltage motor starters ES 5.4 No Draw out air circuit breakers ES 5.5 No Medium voltage air switches ES 5.6 No Switchgear and switchboard ES 5.7 No Motor control center sections, ES 5.8 No MCC Starters ES 5.9 No MCC Breaker ES 5.10 No Dry Type transformers megger ES 5.11 No Insulation resistance tests ES 5.12 No Motor test and MCC data ES 5.13 No Lighting and distribution panel ES 5.14 No Cable dielectric test ES 5.15 No Cable termination log ES 5.16 No Circuit schedule ES 5.17 No Generator, sync and wound ES 5.18 No Inspection of packaged ES 5.19 No Ground systems test record ES 5.20 No Ground/earthling system ES 5.21 No Motor run-in record SU 5.22 No Bus duct check list ES 5.23 No Panel list and schedules ES 5.24 No Protective relaying and meter EPS 5.25 No Current Transformer test report EPS

No.: Required: Instrumentation Complete Date Resp.

6.1 No Calibrator cal sheets IS 6.2 No Loop status SU 6.3 No Loop check SU 6.4 No Temperature indicator check IS 6.5 No Pressure indicator check list IS 6.6 No Transmitter calibration IS 6.7 No Control valve calibration IS 6.8 No Indicator calibration IS 6.9 No Electro pneumatic converter IS 6.10 No Switch device IS

PROCEDURE

SYSTEM TURNOVER



6.11 No Controller IS 6.12 No Thermocouple / RTD check list

No.: Required: Start-up Complete Date Resp.

7.1 SU 7.2 SU 7.3 SU

Legend:

DCM DCM CONSTRUCTION PV Painting subcontractor

QA DCM QA/QC IV Insulation subcontractor

EN Engineer HV Heat tracing subcontractor

CS Civil superintendent SV Switchyard subcontractor

SS Structural superintendent ES Electrical subcontractor

ES Electrical Superintendent CTG CTG Vendor

PS Piping Superintendent HRSG HRSG Vendor

IS Instrumentation superintendent ACC Air Cooled Condenser

MS Mechanical superintendent SU SU Start-up group

FV Fire protection subcontractor ACCE ACC erection contractor

PROCEDURE

SYSTEM TURNOVER



19.0 SYSTEM TURNOVER– TCCC - EXAMPLE - B

TRANSFER OF CARE CUSTODY & CONTROL (TCCC)

System

System Description

Scope

This system has been completed except as noted on the attached Construction

Punch List. This system will be turned over to the start-up and commissioning group

and will be off limits to any further construction activities unless expressly directed by

Civil

Structural

Piping

Mechanical

Electrical / Instrum.

Instrument Cal’s

DCS System

QA / QC

Construction Mgmt.

Vendors

Owner

DCM Start-up

Comments / Notes

PROCEDURE

SYSTEM TURNOVER



19.1 PUNCH LIST / WORK-REMAINING - EXAMPLE- C

PROCEDURE

SYSTEM TURNOVER



19.2 TURNOVER TRACKING SHEET - EXAMPLE -D

Documents

SYSTEM TURNOVER - DAWCO · The PM, QCS and Turnover group shall be aware of, prepare for, and address potential obstacles such as: • Failure to identify systems and set up turnover