Document.

No
Date:-
POSITIVE RECALL PROCEDURE
Rev:- 0 Page 3 of 9

1.0 PURPOSE

The purpose of this procedure is to ensure that Non-Inspected items (due to non-availability of
some documents) are positively identified, issued for installation and recorded in order to permit
immediate recall and replacement in the event of nonconformity to specified requirements

2.0 SCOPE

The procedure shall be applicable to all Tagged and Untagged Bulk materials in contract
scope of this project ‘

3.0 REFERENCE

Sl.# Document Tittle Document No

3.1 Contract Document :

3.2 Project Quality Plan
3.3 Procedure For Handling, Inspection, Storage
And Preservation Of Materials :
3.4 Procedure For Control Of Project Non
Conformity, Corrective And Preventive Action :

4.0 ABBREVIATIONS & DEFINITION

DC Document Controller
RG Company/Client RasGas
Contractor
PQM Project Quality Manager
PM Project Manager
PRR Positive Recall Report
MC Material Controller
UIN Unique Identification Number
Positive Recall System A system of activities, resources and records which
Ensure full traceability of materials and enables ease
Retrieval of materials installed into the Work.
MDR/MRB Material Data Record/ Material Record Book (collection of
OA/QC Related documents, records and data provided by
vendor for its product supplied under a Purchase Order)
SPE Senior Project engineer
CS Construction Superintend
MRS Material Request Slip

5.0 PROCEDURE

5.1 A quarantine area shall be established at the fabrication site to hold the material
which requires additional documents for compliance. In cases, where the test
certificates or any other supporting documents are not supplied by the vendor,
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storekeeper /material controller shall follow-up for the same with procurement
Manager.
5.2 Permanent materials /equipment which are quarantined due to non-availability of
Inspection Release Notes, Mill Certificates or MDRs/MRS's can be released under recall
system provided COMPANY approval is obtained. For each tagged item or bulk items of
the same class / rate / shape and grade, CONTRACTOR Material Controller (MC) will
generate and sign the Positive recall Report (PRR) as per Attachment 1, Sec 1. MC will
assign a UIN for each non-verified material to be released. This number shall be stenciled
on the non-verified material by a suitable marker (low-chloride type for stainless steel
materials). MC will then release the PRR to SPE/CS along with MRS. SPE will attach
marked-up P&IDs /Isometric drawings and location map to highlight the location of use for
the material. The UIN provided by MC shall be transferred on the P&IDs / Isometric
drawings by SPE.

Senior Project Engineer (SPE) will call for a meeting to discuss the schedule and urgency for
release of non-verified material. Attendees shall be CONTRACTOR MC, CONTRACTOR
QA/QC Engineer, CONTRACTOR SPE, RG PE/PM and RG QC. Once all attendees accept
to release such material, CONTRACTOR SPE/CS, Contractor QA/QC Engineer & RG
PE/PM & RG QC shall sign the PRR in respective cells confirming their agreement on early
release (Attachment-1 : Sec-II). After confirmation for release in meeting, MC shall affix
aluminium metal tags to the materials (using SS wires) before release and transfer the
stenciled UIN on the tags. MC shall issue RFI for material receiving inspection of those non-
verified tagged materials before releasing to Contractor. A copy of the PRR shall be
attached to the RFI. QC will inspect the materials without MTC and if visually acceptable, he
will accept the RFI with reference to PRR and will include this outstanding item in QC punch
list. These materials shall then be released to the contractor including PRR (with all
attachments) and MRS. shall be responsible for the installation of these non-verified
materials at the exact locations marked in the relevant drawings attached to the PRR. QC
Inspector shall verify the correct installation as per PRR Attachments.
Recall register will be maintained by MC as per Attachment-3. The problem related to the
materials to be released will be mentioned in both recall report and register under the
section "Remarks".
Note: the use of recall system shall be kept to a minimum. And shall not be used as a mean
to release equipment that is currently subjected to quarantine as result of an ongoing non-
conformance report."
5.3 Recall of Major Equipment
Major equipment means static equipment, rotating equipment, packaged equipment
and so on. Since the major equipment should have its own equipment no., it can be
easily recalled using Equipment List, Plot Plan Drawings and P&IDs.
5.4 Recall of Tagged Items
A tagged item is an item which is assigned with its own Tag No. For instance, control
valves (instrumentation), piping special components (piping), and electrical equipment
will be categorized in this group. These items can be recalled using the relevant key
drawings such as P&IDs, Piping layout drawings, Electrical construction drawings.
5.5 Recall of Non Tagged Bulk Materials
For piping, electrical and instrument non-tagged bulk materials, MC will provide ID tags
for every item being issued. Recall system for these items is by the use of UIN. Refer
to Sec-III of Attachment-1

1) To release non- tagged bulk material items under recall system, MC shall first
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assign UIN based on the item number in the drawings and shall enter it in the PRR
together with other pertinent information such as item description, heat , grade, size,
drawing number or P&ID number. Such drawings will be marked up with the UIN
and archived at Material Control Group. The UIN will be assigned per the rules set
in section 4.6.2 here under.

2) To recall the item, use mark-up drawing that shows the unique Identification No.
and the location where the item was installed.

3) In addition to the above, some of these non-tagged bulk materials might have
marking with the Manufacturer’s name or trademark. To check these marks will be
also helpful to confirm the correct recall system.

5.6 Closing of Positive Recall Report

1) Positive Recall Report shall be closed as early as possible (depending on the

respective actions to be completed) and have all the required documents before
signing of the MAC (Mechanical Acceptance Certificate) for the project.

2) CONTRACTOR Material Controller and/or Senior Project Engineer to raise an

Inspection application to CONTRACTOR & RG Quality team for verification and
closing-out of comments/punch lists which are identified in the Positive Recall
Report.

3) Upon completion of inspection and acceptance by CONTRACTOR & RG Quality

inspectors, all required documentations (inspection reports, material certificates, data
sheets, etc.) shall be attached and Positive Recall Report must be signed-off by
CONTRACTOR & RG.

4) As soon as the report is endorsed for close-out, Material Controller shall update its
Status as "closed" in the Positive Recall Register.

5) The Positive Recall Report will be archived at Material Controller office until the end of
the project.

6) In the event that contract requirements (or specifications) cannot be met, the item(s) Shall
be recalled and be kept in quarantine until further notice and processed according to Non-
Conformance Procedure

5.7 Recording Status

1) Recall report numbering shall be registered by QA/QC Engineer in a Punch List that
will be subsequently handed over to COMPANY for information.

2) When the condition reported in PRR is resolved under vendor's guarantee, the
status shall be registered in the Positive Recall Register by MC and the punch
closed by SPE & QA/QC Engineer.
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3)M C shall prepare a monthly report showing the status of any material released under the
positive recall system. A copy of each monthly report shall be distributed to COMPANY.

5.8 Numbering System

PRR Shall be numbered in theformat RGCP-xxxx- PRR-XXX

(Sequence Number 001,002,003 etc.)

(Positive Recall Report)

(Project Number)

E.g. first Positive Recall Report issued shall be numbered as RGCP-XXX-PRR-001 & so on

Unique identification number (UIN) shall be provided (for non- Tagged bulk materials) in the
following format:

PRR - XXX- AB-N

Sequence Number for the same item 1, 2, 3 etc.

Serial number from MTO/BOM

(Positive Recall Report Number)

6.0 ATTACHMENTS

1) Positive Recall Report Format

2) Material Request Slip

3) Positive Recall Register

 Page 7 of 9

CONTRACT No:-

Project Title :

POSITIVE RECALL REPORT

Project No:- Report No

Decipline Date

Description Of
Quantity
Inspection:-

Purchase Order No. Delivery Note No

Supplier Delivery Date

THE FOLLOWING ITEMS HAVE BEEN RELEASED ON RECALL BASIS

(Give complete description including the requirements for further inspection)

Location of Use

P & ID No

Isometric Drawing No

Unique Identification No

Remarks
The above items are subject to further examination by the Discipline / QC Eng / Inspector. If further inspection detects non-compliance,
the above items will be recalled and kept in a Quarantine area and processed according to Qcon Procedure: Non conformance Report
Procedure:
xxxxxx RasGas
Completed By Senior Project
Material Verified By QA/QC
Engineer Proj. Engineer/PM QC
Controller Engineer
/Construction

Name

Signature

Date

FINAL INSPECTION / EXAMINATION

The above items have inspection and found (tick only):
Do not meet the requirement specified in the contract. The above items shall be kept in a Quarantine area till further notice. Non-
conformance Report No……………………………………………….Dated………………………..

The specified requirement in the Purchase Order are fulfilled. Additional Documents have been reviewed and found acceptable.
The above items are finally released for construction.

xxxxxxxxxxxx RasGas
Senior Project
Completed By Material Engineer Verified By QA/QC
Proj. Engineer/PM QC
Controller /Construction Engineer
Superintend
Name

Signature

Date

Distribution to :- Contractor QA/QC MC CE/PE RG/Company Subcontractor

 Page 9 of 9

CONTRACT NO PROJECT NO

POSITIVE RECALL REGISTER

RECALL REPOERT MATERIAL ISSUE MATERIAL DELIVERY QANTITY PRR STATUS

PO NO MATERIAL TAG NO UIN MATERIAL DESCRIPTION SIZE P&ID NO/REV NO DRAWING NO/ REV NO SUBCONTRACTOR MRS NO AREA PUNCH LIST NO REMARKS
NO DATE SUPPLIER NOTE NO RELEASED OPEN/CLOSED