Example of Procedure for Identification & Traceability

1.0 PURPOSE

The purpose of the procedure is

• To identify and trace while the product is under control of XXX, and / or the applicable product specifications throughout the product realization process, including applicable delivery and post-delivery activities.
• To include requirements for maintenance or replacement of identification and /or traceability marks.

2.0 SCOPE

This procedure is applicable to all the following systems and standards

• ISO 29001: 2020/API Spec Q1, 9th edition
• API Spec ….
• API Spec …..
• API Spec …..
• API Spec ……
• API Spec …

3.0 RESPONSIBILITY

1. Management Representative
2. Machine Shop Manager
3. Operations Engineer
4. QA/QC Engineer
5. All concerned personnel

4.0 INPUTS

1. In coming products/services
2. Job orders
3. Customer/External provider
4. Product status
5. Tools, Equipment, M&ME

5.0 RESOURCES

Competent Manpower, Computers, Printer & Internet connection, Stationaries, XXX Procedures

6.0 PROCEDURE

6.1 PRODUCT IDENTIFICATION

1. The name of products, their part numbers when available, label, location, type, model, and serial number and other related information, are some identifiable information for identification; all parts and assemblies that form part of a customer contract are identified by a unique Job/Heat/Part Number/API – Control Number or other approved code marking system.
2. Colored labels, stickers or paint may be used for the identification for the status of a particular product.
3. This identification method is maintained throughout all stages of the operation to enable traceability to the original requirements. This procedure is prepared to demonstrate the above activity.
4. SRV number identifies all incoming material and the status of inspection identified
5. Item or part during process identified by Job/Contract No
6. All customer supplied material identified with SRV No and customer name. Customer material for a particular job/contract, the job/contract number written on the material or the SRV should direct to the (identify) the particular job or contract number. (Refer Store Receipt Voucher – XXX/STR/01)
7. If any material is required to be cut into many pieces, each piece have the same identification or traceability sheet prepared to identify the same.
8. Service and Maintenance activities are recorded in Service Report or by equivalent reports that may be supplied by customers with Job/ Contract number references.
9. In summary all products and/ or parts available positively identified as conforming products before reaching the customer.
10. All concerned Department Managers are responsible to ensure that this requirement of product identification is carried out for easy traceability of products when non-conformance occurs and when customer complains about the delivered product.
11. Receiving, inspection and Store operation exist to reconcile material identification and receipt documentation for acceptability during receipt inspection through all production until final delivery of the completed products.
12. If any material found non-conforming to the requirement, the QC Engineer prepares a non-conformance report and the material is identified separately as non-conforming material.
13. In case of urgent release material for production prior to the inspection identified clearly POSITIVE RECALL.

6.2 INDIVIDUAL PRODUCT TRACEABILITY

1. Specialist Oilfield Services recognize the importance of both material and individual traceability and controls have been established throughout all Company Operations.
2. All Parts and Assemblies which form parts of a Customer Contract are identified by a unique Job/Contract/Part Number/SRV No.
3. This identification method is maintained throughout all stages of the Contract to enable traceability to the original requirements.
4. The Quality Assurance Department, the workshop operations or both maintain Procedures for identifying the Product from Company or Customer applicable Drawings, Specifications and/or other Technical Documents during all stages of Production, Delivery and/or Installation.
5. Receiving, Inspection and Stores Operations exist to reconcile material identification and receipt documentation for acceptability upon receipt to sight or during receipt inspection.
6. Where job lots are used, lot or batch control methods may be used but marking materials and methods must not be harmful to the parent material.
7. Processing of all contract parts is carried out in a controlled sequence and manner, as specified in the Contract Instruction Documents.

6.3 RECEIVING RAW MATERIAL FROM EXTERNAL PROVIDER

1. All material received from the external provider checked against the delivery note, purchase order and material certificates to insure that quantities ordered are correct and all material certificates are accounted for and signed off.
2. After all paperwork is in order and the material is unloaded, each piece of raw material checked to ensure that it is marked with the heat number from the material certificate for that piece of material. An indelible weather resistant marker used.
3. Items that are already marked should be checked against the certificate for accuracy.
4. When unloading the raw material and marking the MRIR numbers on the material is complete, all paperwork (copies of packing list, material certificates etc.) is inspected by the QC Engineer/Inspector, the MRIR signed off by the QC Engineer for inspection record.

6.4 MATERIAL PREPARATION

1. Before any material is cut for a work order in fabrication for a work order all prints, bills of material, routers and material traceability forms should be accounted for.
2. All raw materials should be marked with the MRIR number, MRIR with item number or MRIR with heat number. The MRIR have the complete identification of material for traceability.
3. All operations personnel are responsible to maintain the identification and traceability at all time.

6.5 CONTROL WITHIN THE WORKSHOP

1. The Production and Quality Plan provide the means for ensuring that the original Contract file requirements are being met and that the base Contract/Order requirements are being achieved at all stages of production.
2. Where ever possible maximum information for the identification and traceability recorded on the Quality Plan.
3. Depends on the type of work a separate traceability sheet may be prepared and maintained.

6.6 PRODUCTION HOLD

Within the manufacturing if any material to be hold for production due to any reason identified clearly with a Tag or the item may be transferred to the specific Hold Area.

6.7 SCRAP AND NON-CONFORMING

1. All non-conforming material identified by yellow sticker (Non-conforming) or yellow sticker on the material identification card, scrap or rejected item identified clearly with a red sticker (Rejected), red sticker on the Material Identification Card, Red Paint or segregated to the designated scrap/Non-conforming Material area.
2. The management of manufacturing and segregation areas is such that it precludes any possibility of production and/or residual stock retention intermixes.

7.0 IDENTIFICATION AND TRACEABILITY MAINTENANCE AND REPLACEMENT

1. All incoming materials in XXX are identified by MRIR No. /Heat No. / Part No. etc. When these material are taken for production the same identification maintained with the relevant unique identification (Job No/Contract No, Part No etc.) until the item changed as part or finished product.
2. Whenever the products are only identified by the Job No, Mfr’s serial number or the part number, the traceability of the material documented in a traceability chart/sheet, in the Quality Plan itself or such document which can provide the identification and traceability of the item.
3. The final product identification made and maintained in accordance with the product standard, drawing.
4. In case of customer supplied product received for repair, service or remanufacturing, the original identification considered as the product identification, which may be traceable through the internal marking system. This may be done through recording the mfrs. serial number on the SRV or on the Job inspection report as well as in the Production and Quality Plan and Delivery Note etc.
5. Operations Engineer/Supervisor along with QA/QC Engineer ensures that all the materials are properly identified during all stages of production process till the final product.

7.1 AT STORES

In stores the raw materials are identified by their codes/grades and placed at the designated places with proper tagging and identification.

7.2 MACHINES IDENTIFICATION

Identification of plant and machinery, office equipments, measuring instruments are identified by unique Identification number and records are maintained.

8.0 OUTPUTS

SRV Numbers, JOB number, Machine & MME Identification, Non-conforming products

9.0 KEY PERFORMANCE INDICATOR

Traceability

10.0 ASSOCIATED DOCUMENTS & RECORDS

DESCRIPTION	FORMAT NUMBER	RESPONSIBILITY
Store Receipt Voucher	XXX/STR/01	Store Keeper
Delivery Note	XXX/STR/03	Store Keeper
Material Receiving Inspection Report	XXX/STR/04	Store Keeper
Production and Quality Plan	XXX/QA/01	Store Keeper