API Spec Q2 Toolkit - All-In-One

Documentation Package

List of Documents
 Certification Templates

API Spec Q2 Toolkit - All-In-One Documentation Package

List of API Spec Q2 Toolkit – Quality Management System

Level 1 - Manual, Objectives, Policy

1. Quality Manual
2. Quality Objectives
3. Quality Policy
Level 2 – Procedures & Processes
1. Control of Documents
2. Control of Records
3. Control of Personnel Competency, Training & Awareness
4. Contract Review
5. Risk Assessment and Contingency Planning
6. Design and Development of Services
7. Purchasing Products and Services
8. Verification of Purchased Services & SRP
9. Execution of Service
10. Identification and Traceability of Products or Services
11. Service Related Product Status
12. Storage, Preservation and Assessment
13. Control of Customer Supplied Property
14. Preventive Maintenance Inspection Test Program (PMITP)
15. Control of Testing, Measuring, Monitoring and Detecting Equipment (TMMDE)
16. Service Performance Validation and Control
17. Control of Nonconformities
18. Management of Change
19. Customer Satisfaction
20. Internal Audits
21. Analysis of Data
22. Corrective and Preventive Actions
23. Safeguarding and Preservation
24. Management Review
25. Validation of Processes for Production and Servicing
26. Maintenance and Calibration of Equipment
 Certification Templates

API Spec Q2 Toolkit - All-In-One Documentation Package

27. Analysis of Data Regarding Effectiveness of QMS

28. Review of Requirements
Level 3 – SOPs
1. Lock Out / Tag Out
2. Tool Management
3. Asset Condition Assessment
4. Safety Critical Equipment
5. Daily Maintenance Checks
6. Non Productive Time Management
7. Corrosion Prevention
8. Pressure Testing
9. Safe working under H2S Environment
10. Equipment Inspection
Level 4 – Formats & Templates
1. Master List of Internal Documents
2. Master List of External Documents
3. Master List of Formats
4. Document Distribution List
5. Document Change Request
6. Obsolete Document Register
7. Master List of Employees
8. Job Roles, Responsibilities & Authorities
9. Competency Matrix
10. Training Plan
11. Training Attendance Sheet
12. Training Effectiveness Evaluation
13. Training Need Analysis
14. Employee Performance Evaluation
15. Employee Suggestion and Feedback
16. Enquiry Register
17. Contract Review Checklist
18. Variation in Contract Form
 Certification Templates

API Spec Q2 Toolkit - All-In-One Documentation Package

19. Risk Assessment & Contingency Plan Register

20. List of Critical Products, Components & Activities
21. Deviation/Change Request Form
22. Supplier Initial Evaluation Form (Critical & Non-Critical)
23. Supplier Performance Evaluation Form
24. Approved Supplier List
25. Supplier Audit Checklist
26. Purchase Requisition Form
27. Purchase Order
28. Inspection Request
29. Material Receiving Inspection Report
30. Visual Inspection Report
31. Dimensional Inspection Report
32. Service Quality Plan
33. Service Performance Validation Report Template
34. Identification Tags
35. Master List of Measuring & Monitoring Equipment
36. Out of Calibration Register
37. Goods Receiving Note
38. Material Requisition Form
39. Service Requisition Form
40. Material Issue Note
41. Stock Assessment Report
42. Equipment Disposal Report
43. Customer Property Register
44. Asset Condition Assessment Report
45. Preventive Maintenance Plan
46. Critical Spare Parts List
47. Initial Fault Finding Checklist
48. Equipment Deficiency Report Template
49. Shutdown Report
50. Equipment Handover Form
 Certification Templates

API Spec Q2 Toolkit - All-In-One Documentation Package

51. Certificate of Conformance

52. Nonconformity Register
53. Nonconformity Report
54. Corrective & Preventive Action Report
55. Corrective & Preventive Action Register
56. List of Qualified Internal Auditors
57. Internal Audit Plan
58. Internal Audit Checklist
59. Internal Audit Schedule
60. Internal Audit Report
61. QMS Data Analysis Report
62. Improvement Suggestion Form
63. MOC Request Form
64. Meeting Minutes Template
65. Management Review Meeting Minutes
66. Customer Complaint Register
67. Customer Satisfaction Survey
68. Procedure Template
69. Equipment Calibration and Maintenance Register
70. Performance Monitoring Spreadsheet
71. Action Confirmation
72. Employee Competency Assessment Record
73. Service Design and Development Profile
74. Deviation/Change Request Register
75. Purchased Product or Service Requirements
76. Physical Inventory Sheet
77. In Process-Final Inspection Report
78. Sign-In Sheet
79. Risk Register
Product Code: CT18-1 Product Cost: $1,699.00 USD
API Spec Q2 Documentation Toolkit – View Product
Quality Manual

Sample Document

API Spec Q2, 1st Edition

 Organization Name
Insert Logo
Quality Manual

API Spec Q2 Quality Management

System Manual

DOCUMENT NO:

REVISION NO:

DATE OF REVISION:

PREPARED BY:

REVIEWED BY:

APPROVED BY:

SIGNATURE:

Doc No: Rev No: Rev Date: Page No 2 of 7

 Organization Name
Insert Logo
Quality Manual

Company Profile

About Organization

Write here about your company, mainly cover points about, what is vision mission and
values of organization. History including establishment year and what is the purpose of
your organization. Write about your business services and competitors as well.

Scope of Certificate

The manual is prepared as per guidelines of API Spec Q2 Quality Management System for
service supply organization to the petroleum and natural gas industry. The API Spec Q2, 1st
Edition Quality Management System has been implemented in Organization Name.

Write here scope of certification, for example.

Well Construction Services,

Or Production, Well Servicing,

Or Inspection Activities.

Doc No: Rev No: Rev Date: Page No 3 of 7

 Organization Name
Insert Logo
Quality Manual

1. Scope

1.1 General

The Organization Name Quality Manual provides general policies & procedures for the
service supply of our industries. The quality manual is the top-tier quality document for
Organization Name. The intention and purpose of this manual are to provide a quality
management system (QMS) that enables all personnel working for the company to carry out
their duties in a manner that ensures the quality policy of the company is fulfilled.

QMS complies with all applicable requirements contained in API Spec. Q2 1st Edition and
covers matters of Services Provided. Organization Name aims to demonstrate its ability to
consistently provide a reliable service that meets customer and applicable legal
requirements and address customer satisfaction through the effective application of the
system, including processes for continual improvement and the prevention of
nonconformity. Address all internal and external issues and the requirements of the relevant
interested parties.

Reference:

API Spec Q2, 1st Edition Doc. Name Doc. Number

CL 1 -

1.2 Exclusions

(Include any exclusion if there)

Doc No: Rev No: Rev Date: Page No 4 of 7

 Organization Name
Insert Logo
Quality Manual

2. Normative Reference

The following referenced documents are indispensable for the application of this document.
For dated references, only the edition cited applies. For updated references, the latest edition
of the referenced document (including any amendments) applies.

• API Specification Q2, 1st Edition

3. Terms, Definitions, and Abbreviations

3.1 Terms and Definitions

For this document, the terms and definitions are given in ISO 9000 and the following shall
apply. When identical terms are defined in ISO 9000 and this document, the following
definitions shall apply.

Terms Definitions

Specified limits of acceptability applied to process or product

Acceptance Criteria
characteristics.

Acceptance Demonstration through monitoring or measurement that the product

Inspection conforms to specified requirements.

Comparison to a standard of known accuracy and making any needed

Calibration
adjustment(s).

Act or process of satisfying the legal and other applicable requirements

Compliance
of regulation or regulatory body.

That deemed by the organization, product specification, or customer as

Critical mandatory, indispensable or essential, needed for a stated purpose or
task and requiring specific action.

Defined limits placed on characteristics of materials, products, or

Design Acceptance
services, Established by the organization, customer, and/or applicable
Criteria (DAC)
specifications to ensure conformance to the product design.

The process of proving a design by testing to demonstrate Conformity

Design Validation
of the product to design requirements.

The process of examining the result of a given design or Development

Design Verification
activity to determine conformance with Specified requirements.

Doc No: Rev No: Rev Date: Page No 5 of 7

 Organization Name
Insert Logo
Quality Manual

3.2 Abbreviations

Abbreviation For
ANNEX Annexure

API American Petroleum Institute

BD Business Development

CAPA Corrective Action & Preventive Action

CL Clause

DAC Design Acceptance Criteria

FR Format
HOD Head Of Department

HR Human Resource
ISO International Organization for Standardization

ITP Inspection & Test Plan

KPI Key Performance Indicator

LLC Limited Liability Company
MOC Management Of Change

MR Management Representative
MRM Management Review Meeting
NC Non Conformance

NCR Nonconformance Report

NDI Non-Destructive Inspection

PCD Production Control Department

PRO Procedure
QA Quality Assurance

QM Quality Manual

QMS Quality Management System

Spec Specification

Doc No: Rev No: Rev Date: Page No 6 of 7

 Organization Name
Insert Logo
Quality Manual

4. Quality Management System Requirements

4.1 Quality Management System

4.1.1 General

Organization Name has established, implemented and maintained documented Quality

Management System for service supply of Services Provided in the Organization to
petroleum & natural gas industries and can effectively measure, manage and improve upon
the Quality Management System of its business activities.

The system comprises of effective procedures, documents, and records, which meet the
requirements of API Specification Q2, 1st Edition.

4.1.2 Quality Policy

Organization Name has defined and documented its QMS policy for its commitment to
Quality management system. General Manager (Top Management) has approved the QMS
Policy.

 It is ensured that the Quality Management System policy.

 Is appropriate to the purpose and context of the organization and supports its
strategic direction.
 Provides a framework for setting QMS Objectives.
 Is communicated, understood, implemented & maintained at all relevant functions
and levels within the Organization Name and to the people working on behalf of the
company.
 Includes a commitment to satisfy applicable requirements (including legal and other
requirements) and continually improve the effectiveness of Quality Management.
 Is available to the relevant interested parties, as appropriate.
 Is periodically reviewed by the top management for continuing suitability.

Doc No: Rev No: Rev Date: Page No 7 of 7

Procedure for Control of Documents

Sample Document

API Spec Q2, 1st Edition

 Organization Name
Insert Logo
Control of Documents Procedure

Procedure for Control of Documents

DOCUMENT NO:

REVISION NO:

DATE OF REVISION:

PREPARED BY:

REVIEWED BY:

APPROVED BY:

SIGNATURE:

Doc No: Rev No: Rev Date: Page No 2 of 4

 Organization Name
Insert Logo
Control of Documents Procedure

1.0 Purpose

To establish a procedure for document control with respect to adequacy assessment,

approval, issue, amendment, use of current versions, controls on documents of external
origin in product realization and management of obsolete documents.

2.0 Scope

This procedure covers the control activities for Quality Management System documents
including external origin documents such as Codes, Standards, etc.

3.0 Responsibility

This procedure covers the control activities for Quality Management System documents
including external origin documents such as Codes, Standards, etc.

Review, control and maintenance of Quality

Management Representative
Management System documentation.

Responsible for the preparation and approval of

Department Heads
procedures.

4.0 Abbreviation

QM Quality Manual
MR Management Representative

QMS Quality Management System

MOC Management of Change

5.0 Procedure

5.1 Document Control – General

The document control system controls all documents and data to satisfy the elements
of QMS Standard in such a manner that

 They can be located.

Doc No: Rev No: Rev Date: Page No 3 of 4

 Organization Name
Insert Logo
Control of Documents Procedure

 They are periodically reviewed, revised as necessary and approved for

adequacy prior to issue and use by authorized personnel.
 The current revision of relevant documents are available at all locations where
operations could significantly impact the performance of Quality
Management System.
 They are legible, dated, readily identifiable and properly stored.
 Documents are revised/updated based on the outcomes of audit results,
improvements, changes in base data, legal requirements, etc.
 Documents shall be approved before use, when necessary to update the
documents shall be changed and reapproved before issue.

5.2 Distribution

 Procedures & other applicable project specific documents (Process Sheet,

Inspection & Test plan etc.) shall be distributed at respective workstation.
 These documents shall be distributed using a unique controlled copy number.
Records of such distributions are maintained by MR.
 Other applicable lists are displayed at respective work station for adequacy of
information.
 All the documents shall be distributed on the Document Distribution List.
 Uncontrolled copy of the document shall not be circulated through any
means. Documents issued for reference purpose shall be suitably marked as
“FOR REFERENCE PURPOSE”.

5.3 Identification

All documents under the control of quality management system shall be readily
identifiable and legible with the following information:

 Document number;
 Revision status;

ITEM DOCUMENT TYPE CODE

1 Quality Manual QM

2 Quality Plan PL
3 Procedures PR

Doc No: Rev No: Rev Date: Page No 4 of 4

Procedure for Contract Review

Sample Document

API Spec Q2, 1st Edition

 Organization Name
Insert Logo
Contract Review Procedure

Procedure for Contract Review

DOCUMENT NO:

REVISION NO:

DATE OF REVISION:

PREPARED BY:

REVIEWED BY:

APPROVED BY:

SIGNATURE:

Doc No: Rev No: Rev Date: Page No 2 of 4

 Organization Name
Insert Logo
Contract Review Procedure

1.0 Purpose

The purpose is to establish a procedure to ensure that customer purchase orders are
reviewed and managed in a systematic, consistent, and strictly controlled method from
receipt through the order entry process.

2.0 Scope

Applicable to all customer inquiries for services.

3.0 Responsibility

This procedure covers the contact review for Quality Management System documents
including origin documents such as division, job title, etc.

Determine customer’s requirement, communication

Sales/Marketing
with customers, hosting the contract review process.

Responsible for the review of the requirements along

Department Heads with Sales/Marketing identifying the contractual risks
involved

4.0 Abbreviation

QM Quality Manual
MR Management Representative

QMS Quality Management System

MOC Management of Change

5.0 Procedure

5.1 Enquiry

All the enquiries received shall be entered in the Enquiry Register.

All essential features of the enquiry and customer requirements are reviewed and
verified. If necessary, any missing essential customer requirements and essential
enquiry features are obtained and verified either in writing (emails, fax) or verbal
phone calls, or both.

Doc No: Rev No: Rev Date: Page No 3 of 4

 Organization Name
Insert Logo
Contract Review Procedure

Enquiries from the clients will be forwarded to the concerned departments with a
requirement for a quotation, the job will be evaluated, and the commercial
department will raise a quotation to the client.

5.2 Determination of Requirements

Information to be recorded while determining the customer requirements shall

include the minimum

 Requirements specified by the customer.

A customer requirement for service is identified by the Sales/Marketing department

initially through the following medium:

 Tender Notice put by customer

 Enquiry through emails
 Initial customer communication

 Legal and other applicable requirements.

Sales/ Marketing department shall identify the legal requirements and ensure the
compliance with them. The legal requirements are as follows;

 Applicable local Acts, Rules and Regulations

 Contractual terms and conditions
 Applicable specifications, codes, etc.

 Requirements not stated but considered necessary for the provision of

service

Sales/Marketing department identifies the requirements not stated but considered

necessary for the provision of service such includes as a minimum:

 Customer Name and Billing Address.

 The requirements specified by customers include delivery, service after
delivery and other responsibility and obligation set out in the contract.

Doc No: Rev No: Rev Date: Page No 4 of 4

Format for Corrective & Preventive
Action Report

API Spec Q2, 1st Edition

 Organization Name
Insert Logo
Corrective & Preventive Action Report

NCR No: Department:

Date: Initiator:

Source:

Description of Problem

Correction
Describe the action taken to correct the NC

Determine NC occurred else where

Determine if the products/services delivered

Date of correction completion/implementation:

Correction/Implementation by:

Root Cause Analysis

Explain why the NC occurred

Explain the gaps in the QMS

Doc No: Rev No: Rev Date: Page No 2 of 3

 Organization Name
Insert Logo
Corrective & Preventive Action Report

For “Oversight”, “Human Error”, and “Lack of Awareness”, what led to it?

Corrective Action/Preventive Action

Explain the controls implemented to address the root cause

Explain how the corrective action has minimized the likelihood of recurrence

Explain the Changes and need for MOC

Explain the details of Effectiveness Verified

Corrective/Preventive Action implemented Date:

Implemented by:

Effectiveness verified by:

Status of NC:

Evidences

APPROVAL

Name Signature Date

Requested by:

Reviewed by:
Approved by:

Doc No: Rev No: Rev Date: Page No 3 of 3

Format for Internal Audit Schedule

API Spec Q2, 1st Edition

 Organization Name
Insert Logo
Internal Audit Schedule

Audit for Calendar Year: Department:

Criteria: Auditor:

Scope: Auditee:

Standard Clauses Name of the

Date / Time of Function / Name of the
Sr. No Auditee /
Internal Audit Department API Spec Q2 Internal Auditor
Responsibility

APPROVAL
Name Signature Date
Prepared by:

Reviewed by:

Approved by:

Doc No: Rev No: Rev Date: Page No 2 of 2