Engineering Procedure SAEP-136 16 September 2008 Saudi Aramco Management of Electric Equipment Obsolescence Program Electrical Substations Equipment Standards Committee Members Ishwait, Basel A., Chairman Ghamdi, Mohammed Ahmed, Vice Chairman Fayez, Hamad Abdullah Gopal, Uarutharaja Hartman, Ralph August Helfrich, Cory Allan Maghrabi, Ibrahim Mohammad Nazzawi, Abdullah Omar Ojan, Jawad Ali Ramadhan, Mohammad Jafar Refai, Jobran Ali Rumaih, Waleed A. Carlson, Ron W. Sheef, Jaafar Abdullah Saudi Aramco DeskTop Standards Table of Contents 1 2 3 4 5 6 7 Scope............................................................. 2 Applicable Documents................................... 2 Terms and Definitions.................................... 2 Program Components.................................... 4 Program Description...................................... 5 Responsibilities.............................................. 7 Electrical Obsolescence Flowchart.............. 10 Appendix A - Equipment Manufacturer Survey.. 11 Appendix B - Obsolescence Criteria and Scoring Procedure........................ 12 Previous Issue: 30 June 2004 Next Planned Update: 1 July 2009 Revised paragraphs are indicated in the right margin Primary contact: Qahtani, Ali Mohammed on 963-3-876-0323 Copyright©Saudi Aramco 2008. All rights reserved. Page 1 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 1 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program Scope This SAEP describes the implementation and administration of the Saudi Aramco Electrical Equipment Obsolescence program. The purpose of this program is to monitor and report on the state of Electrical Equipment obsolescence at all Saudi Aramco facilities. In itself, the result of the obsolescence measurement does not constitute justification, inclusion or approval of a project in the Capital Program. 2 Applicable Documents The requirements contained in the following documents apply to the extent specified in this procedure. ¾ Saudi Aramco References Saudi Aramco Engineering Standards SAES-P-100 Basic Power System Design Criteria SAES-P-103 Direct Current and UPS Systems SAES-P-116 Switchgear and Control Equipment Saudi Aramco Materials System Specifications 3 16-SAMSS-502 Metal-Enclosed Low-Voltage Assemblies 16-SAMSS-503 Indoor Controlgear - Low-Voltage 16-SAMSS-504 Indoor Metal-Clad Switchgear - 1 to 38 kV 16-SAMSS-506 Indoor Controlgear - High Voltage 16-SAMSS-507 High Voltage Motor Controller - Outdoor 16-SAMSS-508 SF6 Gas Insulated Circuit Breakers, Outdoor 34.5 kV through 230 kV 16-SAMSS-510 Manually Operated Pad Mounted SF6 Switchgear 16-SAMSS-519 Indoor Switchboard 17-SAMSS-514 Battery Charger/Rectifier 17-SAMSS-516 Uninterruptible Power Supply (UPS) Systems Terms and Definitions 3.1 Terms Approved Third Party Supplier: A spare parts supplier, other than the Original Equipment Manufacturer, who has the license to supply spare Page 2 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program parts/upgrades for a specific device. Approval of such a supplier needs complete type test data, performed on the equipment, for evaluation. BI-19 project: A special Master Appropriation in the Capital Budget. It provides funds for construction or purchase of miscellaneous assets with minimum capital value of $10,000 and maximum total project cost of $2,000,000. Capital Projects: A project with a value over $2,000,000 and documented in the annual budget as separate budget items. Controlgear: Equipment manufactured to either 16-SAMSS-503 (Low Voltage Controlgear), 16-SAMSS-506 (High Voltage Controlgear) or 16-SAMSS-507 (High Voltage Motor Controller - Outdoor). Critical loads: Loads for which a single contingency failure could cause a loss of power which would create an immediate hazard to human life or cause a significant reduction in Saudi Aramco production, or loads which cannot be shut-down for a minimum of one day annually for scheduled maintenance on upstream power supply equipment. Examples of critical loads are: major computer centers, critical care areas in clinics and hospitals, major office buildings, process units in major gas plants, major GOSPs, Terminals, and process units in refineries. DC Power System: Consists of batteries, battery chargers and output distribution Panel boards, built to 17-SAMSS-514. Electrical Equipment: Equipment used to transmit and distribute electricity. Major Electrical Equipment are listed in section 4.1.1. Electrical Master Plan: A survey of all facilities, headed by FPD, to plan for all expected future projects, including the replacement of obsolete equipment. High Voltage: Voltages 1000 V or greater unless otherwise designated in a specific MSAER or referenced international standard, as defined in SAES-P-100. Low Voltage: Voltages less than 1000 V, unless otherwise designated in a specific MSAER or referenced international standard, as defined in SAES-P-100. Obsolete Equipment: No longer useful, i.e. when the function(s) performed by the equipment or system is physically or economically unsupportable. Obsolescence: Obsolescence is defined as the process of becoming obsolete. Obsolescence can be used to describe the process through which Electrical Page 3 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program equipment (technology/system/component) transitions during its life cycle from the 'original state' (design/installation) towards a state of being obsolete. The circumstances and parameters contributing to obsolescence have been identified in the 8 Obsolescence Criteria contained in Appendix B of this procedure. Redundant System: A system where a load is supplied by two power sources; such as a double ended switchgear, or where two loads exist with the same function; such as run and standby pumps. Spare Parts: For purposes of determining obsolescence, spare parts for major equipment shall be limited to components of type tested assemblies. This does not include items such as relays, fuse blocks, CTs, etc. Switchgear: Equipment manufactured to either 16-SAMSS-502 (Low Voltage Switchgear) or 16-SAMSS-504 (High Voltage Switchgear). UPS System: Consists of batteries, battery charger/rectifiers, inverters, static transfer switch, bypass line (bypass transformer and maintenance bypass switch), and output distribution Panelboards, built to 17-SAMSS-516. 3.2 Abbreviations AOC Aramco Overseas Company ASC Aramco Services Company BOE Board of Engineers CSD Consulting Services Department DC Direct Current EPI Engineering Program Item FPD Facilities Planning Department MSAER Mandatory Saudi Aramco Engineering Requirements MSO Material Supply Organization OEM Original Equipment Manufacturer PDD Power Distribution Department SAES Saudi Aramco Engineering Standards SAMSS Saudi Aramco Material Specification System UPS Uninterruptible Power Supply Page 4 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 4 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program Program Components The Electrical Equipment Obsolescence Program was developed in 2003 in response to a BOE request to measure and track the status of obsolescence of Saudi Aramco Electrical Equipment. The main objective is to ensure the continued availability of a safe and reliable power supply system. The Obsolescence Program currently consists of the following components: 5 • DATABASE: A Company-Wide database of Electrical Equipment information, accessible to all Business Lines, Admin. Areas and Departments that will be maintained in an up-to-date manner as prescribed by this document. • CRITERIA: An eight point Obsolescence Criteria and scoring system with guidelines that are intended to provide an objective measure of obsolescence for existing Electrical Equipment. The Criteria will be periodically applied using the database to determine and track equipment obsolescence. • REPORTS: Upon completion of the Criteria evaluation, the results will be archived and obsolescence reports will be generated with flags highlighting specific areas of obsolescence risks and concerns. • FPD PLANNING: Electrical Equipment Obsolescence Reports shall be provided to Facilities Planning Department (FPD) as an input to the development of the business case analysis for new project submittals by Proponents, and shall be used for future updates of the Electrical Master Plan. Program Description This section provides an overview of the management requirements of the Electrical Equipment Obsolescence Database, Obsolescence Criteria, Scoring, and Reporting Systems. 5.1 Database The database contains detailed information on the Electrical Equipment for each Saudi Aramco facility. The database tracks the following equipment types: • Low voltage and high voltage Switchgear as defined in 16-SAMSS-502 and 16-SAMSS-504. • Low voltage and high voltage Circuit Breakers as defined in 16-SAMSS-502 and 16-SAMSS-504. • Low voltage and high voltage control gear as defined in16-SAMSS-503 and 16-SAMSS-506. Page 5 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program • Outdoor motor controllers, as in 16-SAMSS-507. • Low voltage and high voltage outdoor switches, as defined by 16-SAMSS-508 and 16-SAMSS-510. • Low voltage Switchboards, as defined by 16-SAMSS-519. • UPS systems as defined by 17-SAMSS-516. • Battery Chargers as defined by 17-SAMSS-514. 5.1.1 Database Information Gathering Database contains fields of data originating from the Proponent, CSD, FPD, MSO, and the Vendor. Each organization will be responsible for performing its own information gathering. 5.1.2 Database Access The Obsolescence Database will be shared over the Company intranet to the assigned Proponent, CSD, MSO, and FPD representatives with password access. 5.2 Electrical Equipment Obsolescence Criteria 5.2.1 Criteria Description The Electrical Equipment Obsolescence Criteria consists of 8 individual criterions, which are questions selected to fully cover all obsolescence aspects. When scored and summed, they produce an objective measure of that equipment obsolescence. Additionally, threshold values for each criterion have been established, those criteria that are at or below the threshold value will be flagged. These measurements provide for a more in-depth indication of the condition of the equipment. See Appendix B: Obsolescence Criteria and Scoring Procedure for a detailed list of the Obsolescence Criteria and instructions for their use. 5.2.2 Electrical Equipment Obsolescence Criteria Application and Scoring 5.2.2.1 The Electrical Equipment Obsolescence Criteria are to be scored utilizing the information retained in the database. The Criteria require careful and deliberate evaluation using the best information and data available, therefore application of the Criteria will not be automatic and will require specific individual scoring for each plant. Page 6 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 5.3 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program 5.2.2.2 The Electrical Equipment Criteria are to be applied and scored for each piece of equipment, identified in section 5.1, within each plant. Each criterion has a 0-10 scoring, with 0 being the lowest score. Each criterion has a weighting (1.25). The score multiplied by the weight produces the composite criterion score. All 8 criteria summed make the Equipment Obsolescence rating. A rating of 40 or less, out of 100, will be the hurdle rate at which an item of equipment may be considered obsolete. 5.2.2.3 Additionally, each criteria question is assigned a Flag Threshold. If the numeric evaluation score is equal to or below the threshold value a "Flag" is set for that criteria question. This provides additional indicators as to the condition of the Electrical Equipment. Obsolescence Reporting An obsolescence report will be generated and affected users will be notified when criteria scoring falls below the threshold score. 5.4 Implementation Plan The Electrical Equipment obsolescence condition, as measured through this SAEP, is one of the inputs to developing the business case justification for Electrical Equipment upgrade or replacement projects. In itself, the result of the obsolescence measurement does not constitute justification, inclusion or approval of a project in the Capital Program. Following are general guidelines that shall be used to plan for obsolete equipment identification and replacement: 6 5.4.1 Obsolete equipment whose failure would constitute a safety hazard shall be rectified immediately under a BI-19 project, or submitted to FPD for introduction into the capital plan as a safety priority. These items will be assigned a ranking of 1. 5.4.2 Projects for the replacement/retrofitting of all other obsolete equipment shall be submitted to FPD for assessment and potential inclusion into the capital plan, based on Business Case Analysis. Responsibilities Administration of the electrical obsolescence program shall be as follows: 6.1 Proponent Responsibilities The Proponent Departments shall ensure that the Electrical Equipment data Page 7 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program exists, for the various systems at their facilities. To this end, each Proponent shall select their coordinator and identify him to both FPD (Information Technology and Electrical Facilities Planning Division) and CSD (Electrical Equipment Unit). This Coordinator is responsible for access to the Database within his organization. The Proponent coordinator shall: 6.1.1 First consult the obsolescence database to verify the status of the equipment before approaching MSO. 6.2 6.1.2 In partnership with MSO, confirm equipment spare parts status with the vendor, using the vendor questionnaire in Appendix A. 6.1.3 Update the database, provide all related documentation and populate it with new equipment, with the assistance of the maintenance organizations and PDD. 6.1.4 Proponent Coordinators will be the single point contact for all interdepartmental Obsolescence communications. MSO Responsibilities The MSO Department will be required to supply data to the Obsolescence Database. To this end, MSO shall identify an Obsolescence Coordinator from Supplier Development & Registration Unit of Purchasing Department. This Coordinator is responsible for contacting vendors, using the questionnaire of Appendix A. The MSO coordinator will be responsible for access to the database and providing input for the Obsolescence Scoring evaluation. Coordinators will be the single point contact for all interdepartmental Obsolescence communications. 6.3 CSD Responsibilities 6.3.1 Standards Coordinator shall be the responsible for ownership of this SAEP. 6.4 6.3.2 If the proponent confirms information other than that in the database, CSD shall verify this information. 6.3.3 CSD is responsible to assist with all technical matters associated with this effort. FPD Responsibilities 6.4.1 FPD maintains its traditional role of business case and project alternative analysis and the development of project justifications consistent with the Page 8 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program Capital Programs investment policies and requirements of Corporate Planning and Finance. 6.4.2 FPD will utilize Obsolescence criteria evaluations to identify business opportunities and assist in the development of migration, upgrade and replacement Programs and Planning Strategies via updates of the Electrical Master Plan. 6.4.3 FPD shall issue a bi-annual reminder to all proponent organizations to update the database, as part of the Electrical Master Plan. 6.4.4 FPD shall discuss the issue of Electrical Obsolescence during any future Electrical Master Plan meeting with the proponents. Proponent and FPD are responsible for assessing and scoring equipment entered into the database using the ranking criteria. Page 9 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 7 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program Electrical Obsolescence Flowchart Scoring Cycle of 2 years during the Electrical Master Plan Operational, maintenance and spare part concerns identified by user Proponent Database Flagging a particular equipment for reevaluation based on its score Check database for current status on equipment Standardization with the asistance of the Proponent Proponent Use SAEP questionnaire, in contacting manufacturer Update database bsed on new findings, and entering new equipment Perform criteria evlauation scoring Score > 40 Score < 40 CSD CSD No alert, wait for next scoring cycle Confirm findings Issue allert to facilities and notify FPD No Take action Yes FPD and Proponent 30 June 2004 16 September 2008 Project evaluation and submittal Revision Summary New Saudi Aramco Engineering Procedure. Editorial revision to replace the Electrical Substations Equipment Standards Committee Chairman and Vice Chairman. Page 10 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program Appendix A – Equipment Manufacturer Survey Manufacturer Equipment Type Survey Questions: 1 Are spare parts available 2 Are the available spare parts complete or limited 3 Are these original equipment spare parts new or refurbished? 4 How many years will these parts be available 5 Is there a minimum quantity of parts required to process an order? Specify. 6 What is the average delivery time for non-stocked spare parts? 7 Do you have an existing spare parts agreement with Saudi Aramco? 8 Is there a factory-built direct replacement/retrofit for the equipment? 9 Is design test data available for this direct replacement/retrofit equipment? 10 Can you refurbish/recondition this equipment? 11 Where is the refurbishment work done? 12 What is the warranty period for new/reconditioned/refurbished equipment 13 Please provide contact information (name or position, complete address, telephone number, fax number and e-mail) Yes No Page 11 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program Appendix B – Obsolescence Criteria and Scoring Procedure The obsolescence evaluation criteria are listed below and described in more detail later: Criterion 1 Rate the criticality of the fed load. Criterion 2 Rate the redundancy of Supply/Load. Criterion 3 Rate the availability of spare parts from the OEM or an approved third-party supplier. Criterion 4 Rate the years of vendor support. Criterion 5 Rate the speed of spares delivery. Criterion 6 Rate the cost of spares. Criterion 7 Rate the failure incident rate since last PM. Criterion 8 Rate the equipment condition and age. Page 12 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program Appendix B – Obsolescence Criteria and Scoring Procedure (Cont'd) Obsolescence Criterion 1 Rate the criticality of the fed load Criterion Clarification: "Loads for which a single contingency failure could cause a loss of power which would create an immediate hazard to human life or cause a significant reduction in Saudi Aramco total production, or loads which cannot be shut-down for a minimum of one day annually for scheduled maintenance on upstream power supply equipment. Examples of critical loads are: major computer centers, critical care areas in clinics and hospitals, major office buildings, process units in major gas plants, major GOSPs, Terminals, and process units in refineries." This definition is extracted from SAES-P-100. Data Source: Proponent shall provide information on the criticality of the load based on the above definition and utilizing: • Single line diagrams • Process and Instrumentation Diagrams Guideline for scoring: Score Load Criticality 0 Critical 10 Not critical Page 13 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program Appendix B – Obsolescence Criteria and Scoring Procedure (Cont'd) Obsolescence Criterion 2 Rate the redundancy of Supply/Load Criterion Clarification: The load can be fed from two power sources (such as a double ended switchgear). There are two or more loads performing the same duty (such as running and standby motors on process pumps). Data Source: Proponent shall provide information on the redundancy of the load based on the above definition and utilizing: • Single-line diagram • Process and Instrumentation Diagrams Guideline for scoring: Score Redundancy 0 Not redundant 10 Redundant Page 14 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program Appendix B – Obsolescence Criteria and Scoring Procedure (Cont'd) Obsolescence Criterion 3 Rate the availability of spare parts from the OEM or an approved third-party supplier Criterion Clarification: Are spares available within the Saudi Aramco system? Are spares available from the Original Equipment Manufacturer? Are spares available from an approved third party supplier? Data Source: Proponent in collaboration with MSO shall provide information on the availability of spare parts through: • Saudi Aramco spares system • Vendor questionnaire Guideline for scoring: Score Spares Availability 0 No spares available Limited spares available within Saudi Aramco system, the OEM or the approved third party supplier (FLAG) Only normal consumable spare parts available within Saudi Aramco system, the OEM or the approved third party supplier All spares available within Saudi Aramco system, the OEM or the approved third party supplier 3 7 10 A flag is triggered on a score of "3" or less. Page 15 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program Appendix B – Obsolescence Criteria and Scoring Procedure (Cont'd) Obsolescence Criterion 4 Rate the years of vendor support Criterion Clarification: This score should be based on the years of stated support available. Data Source: Information on the years of support can be found from the Vendor questionnaire. Guideline for scoring: Score Years of Support 0 No support available 2 Support available for only 2 years 5 Support available up to 5 years (FLAG) 8 Support available from 5 to 10 years 10 Support for 10 years or more A flag is triggered on a score of "5" or less. Page 16 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program Appendix B – Obsolescence Criteria and Scoring Procedure (Cont'd) Obsolescence Criterion 5 Rate the speed of spares delivery Criterion Clarification: This score should be based on the time required for the delivery of spare parts from any source. Normal lead time for one complete unit could take up to 1 year. Data Source: • Vendor questionnaire • Recent proponent purchase orders Guideline for scoring: Score Delivery time 0 Greater than six months 2 Within 6 months 4 Within 4 months (FLAG) 6 Within 2 months 8 Within 1 month 10 Within 1 week A flag is triggered on a score of "4". Page 17 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program Appendix B – Obsolescence Criteria and Scoring Procedure (Cont'd) Obsolescence Criterion 6 Rate the cost of spares Criterion Clarification: This score should be based on the cost of the equipment spare parts in comparison to a complete equipment replacement. Data Source: Proponent in collaboration with MSO shall provide information on spare part cost compared to new equipment cost. Guideline for scoring: Score Cost of Spares 0 More than 60% of equipment value (FLAG) 3 40% of equipment value 7 25% of equipment value 10 10% or less of equipment value A flag is triggered on a score of "0". Page 18 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program Appendix B – Obsolescence Criteria and Scoring Procedure (Cont'd) Obsolescence Criterion 7 Rate the failure incident rate since last PM Criterion Clarification: This score should be based on the number of failures that have occurred since the last Preventive Maintenance (PM) on a specific piece of equipment. Failures caused by human error shall not be considered. Data Source: Equipment Proponent (i.e. Plant or PDD) shall provide information on the equipment rate of failure between consecutive PM (maintenance records). Guideline for scoring: Score Failure rate 0 More than 2 failures since last PM 3 2 failures since last PM (FLAG) 7 1 failure since last PM 10 No failures since last PM A flag is triggered on a score of "3" or less. Page 19 of 20 Document Responsibility: Electrical Substations Equipment Issue Date: 16 September 2008 Next Planned Update: 1 July 2009 SAEP-136 Saudi Aramco Management of Electric Equipment Obsolescence Program Appendix B – Obsolescence Criteria and Scoring Procedure (Cont'd) Obsolescence Criterion 8 Rate the equipment condition and age Clarification: This score should be based on the equipment physical condition and age. Data Source: Equipment Proponent shall provide information on equipment age and physical condition. Guideline for scoring: Condition Age 0-10 Good Fair Poor 10 7 4 10-15 9 6 3 15-20 8 5 2 20-25 7 4 1 25+ 6 3 0 A flag is triggered on a score of "4" or less. Page 20 of 20