Section 2 — Documentation Requirements

IPE Engineering Practices Format Guidelines

IPE Engineering Practice IPE-EP-2-1-1

Document number: IPE-EP-2-1-1 · Section: 2 — Documentation Requirements

SCOPE

• This Practice governs the formats by which the IPE Practices shall be developed and revised. The Practice details the format including layout, text styles and standards which all Practices shall follow. This Practice does not concern itself with technical content, it only addresses how the technical information is to be presented in a consistent manner.
• The scope of word processing includes document text, page title blocks, tables and data sheets.
• The scope of Computer Aided Design (CAD) activity includes all figures.
• Any deviation from this Practice must be approved by the procedure described in EP 1–1–3.

2.0 REFERENCES

The latest edition of the following standards and publications are referred to herein.

STANDARDS AND PUBLICATIONS

DEFINITIONS

• Adobe Acrobat – The publishing software used to convert the on line document into its final viewable format.
• Arial – The Arial typeface.
• Auto Lead – Leading that is 120% of the chosen type size.
• AutoCAD – Automated computer aided design software for constructing engineering drawings and designs.
• On–line document – Electronic version of a practice, suitable for distribution over a network or via magnetic or optical media and viewable on a computer terminal.
• Portable Document Format (PDF)– The viewable document format created by Adobe Acrobat.
• Visio – CAD software used to produce figures.
• WORD – Word processing software by Microsoft Corporation used in the composition of

IPE Engineering Practices.

4.0 GENERAL

Each Practice is produced by converting other word processing software or original composition in WORD and linking Visio drawing files into the WORD document. The final document contains the required links between documents and to tables and figures within the document. The final document is converted to PDF format. The entire collection is indexed for search using the Adobe Catalogue function. Viewing is accomplished by using Adobe Reader Version 5.0. A hardcopy of a Practice can be produced by the print command in Acrobat Reader.

WORD PROCESSING SOFTWARE

New or revised Practices will be produced using the following software:

• Draft document in WORD.
• Final document in Adobe Acrobat PDF.

COMPUTER AIDED DESIGN (CAD) SOFTWARE

• All figures shall be produced using the Visio Technical program.
• Default values used except as follows: DIMVARS

DIMASO: OFF

• DlMASZ: 0.1

DIMEXE: 0.05

DIMEXO: 0.05

• DlMTAD: ON
• DlMTlH: OFF
• DlMTOH: OFF
• DlMTXT: 0.1
• DlMZlN: 3

SNAP: 0.05

LTSCALE: 0.2 LIMITS:

LOWER LEFT 0, 0

UPPER RIGHT 6.5, 8.5 STYLE:

TEXT STYLE NAME: STANDARD

• FONT FILE: Arial HEIGHT: 0 (TEXT HEIGHT SET IN DRAWING TO 0.1 FOR ALL TEXT)

WIDTH FACTOR: 1 (FOR NOTES IN UPPER/LOWER CASE USE 1.2)

BACKWARDS: NO

UPSIDE–DOWN – NO

• Drawing Size – 6.5 inches wide 8.5 inches high

7.0

7.1

7.2

7.3

7.4

8.0

9.0

9.1

9.2

9.2.1

INSERTING VISIO DRAWINGS INTO WORD

Visio drawings are inserted into the WORD document using the WORD paste command. The drawing is opened in Visio.

The Copy Drawing command is used to place the drawing onto the clipboard.

The appropriate WORD document is opened and a text box inserted into the correct position.

Using the Paste command, the drawing is pasted into the text box and sized. The text box is formatted with no line, no wrapping and lock anchored to the position.

FORMAT DESIGNS

The standard format design for IPE Practices shall be the IPE Standard Format as detailed in this Practice. An alternate format design, API Format, may be used for Practices that strictly conform to API standards and revisions. The API format is used to reference and augment existing API documents for use as IPE Practices. Only those requirements that differ from or supplement the API document are specified in the IPE Practice. As a result, the text numbering format is identical to the referenced API document(s). The IPE Practice and referenced API Document(s) form the purchase specification. The Practices shown in Table 1 are formatted in the API format.and referenced API Document(s) form the purchase specification. The Practices shown in Table 1 are formatted in the API format.

IPE STANDARD FORMAT

Margins

The standard margins for 8–1/2 inch by 11 inch paper are top 1.1, bottom 1.0, left 0.9, right 0.8,

0.3 gutter, header 0.6 and footer 0.4 inches.

Titloe Block

The Title Block and text are designed as follows:

9.2.2 All text is centered within title block.

The Table of Contents is generated using the WORD generated Table of Contents. Two outline levels are included in the initial generation. Extraneous text is deleted.

• Reference Section
• All referenced publications shall be labeled and placed in a table.
• Reference groups shall be labeled e.g., ASTM Standards, SSPC Standards, IPE

Engineering Practices.

• Reference group label names shall be emphasized as in section 9.9 of this Practice.
• References shall be identified by number and description.
• Definitions Section
• Standard Practice definitions shall be in accordance with EP 1–1–1.
• Each definition shall be identified with a subsection number.
• Definitions shall be placed in alphabetical order.
• Tables
• All tables shall be bordered and entitled.
• All tables shall be centered along centerline of text and Title Block.
• Titles shall be formatted with 5 points above and 14.4 points below.
• Table Notes shall be formatted with 0.55 points above and 0 points below with line spacing of

9.45 points.

• Table Notes shall be flush left with the left edge of the table border.
• All tables must be entitled as follows:
• Titles shall be emphasized per section 9.9 of this Practice.
• All the Tables shall be placed in the back of the document and shall have table numbers.
• Avoid splitting tables between pages. Tables that must be split between pages shall have separate borders. However, the continued portion shall be entitled and designated as CONTINUED. Table column and row titles shall be continued.
• Horizontal row titles within tables shall be separated from table text by a horizontal line.
• Vertical column titles within tables shall be separated from table text by a vertical line.
• Vertical and horizontal lines separating table text are discretionary.
• Table text shall be emphasized per Section 9.9 of this Practice.
• All tables shall have column titles.
• Font Styles

The font styles shown in Table 2 shall be used.

• Section Numbering

• Hierarchy: each section of the document shall be laid out with no more than 4 tiers. This format minimizes white space. The following shall be used as an example of the 4–tier system.

SECTION NUMBERING AND LAYOUT

• Para:1 Second level. Included in table of contents when only a phrase
• Para:2 Third level
• Para:3 Fourth level
• List Number
• List Bullet

9.8.2 Guidelines

Sections shall not have a subsection number unless subsections are greater than 2 in number. Sections having only one (1) subsection shall not be numbered.

• Text Emphasis

Table 3 shall be used when emphasizing text. Section and subsection titles shall be emphasized by standard hierarchy.

• Document Sections
• Every section shall have a title.
• Subsection titles are optional. When a second level section is entitled, it should be included in the table of contents.
• When necessary, document sections shall be split between pages, however, sentences shall not be split between pages. Each page shall begin with a new section, subsection number, or sentence.
• Document sections shall follow the layout format in section 9.8.1 of this Practice.
• Subsections shall follow in sequential order.
• All Practices, as a minimum requirement, shall have sections 1.0 SCOPE, 2.0 REFERENCES and 3.0 DEFINITIONS. The remaining sections shall be labeled and organized using the author’s discretion.
• Figures
• All figures and drawings shall be generated per Section 6.1.
• All figures shall be numbered and placed at the back of the document.
• Data Sheets
• All data sheet headers are designed as follows:

First page header

Subsequent page headers

• Data sheet text shall be UPPER CASE.
• Inspection Checklists and Installation Records

The format design for Inspection Checklists and Installation Records is discretionary. Headings should be consistent with the Data Sheet headings.

API STANDARD FORMAT

• Similarities to IPE Standard Format

Table 4 Table 4 lists the previous sections of this document that apply to both IPE Standard format and API format designs. Additional, unique requirements for the API format design are given in sections 10.2, 10.3, and 10.4 of this Practice.

• Unique Subsection on API

Table 5 lists the different subsections of this Practice that uniquely apply to the API format designs.

• Section Numbering

Hierarchy: Each section of the document shall be laid out with no more than 4 tiers. This format follows the API format and facilitates the use and cross–reference of the API and associated IPE Practices. The following shall be used as an example of the 4 tier system.

API FORMAT – SECTION NUMBERING AND LAYOUT

• Document Sections
• See Sections 10.1 and 10.2 for additional requirements for the API format document sections.
• The IPE Practices listed in Section 8.0 of this Practice are not a consolidation of the API standards. The Practices indicate revisions, additions or deletions to the API document sections in order to conform with IPE standard requirements. As a result, the Practices subsections may or may not follow in sequential order.

PUBLISHING

• Electronic Publishing

The original IPE Practices issued for on–line viewing shall be produced using Adobe Acrobat software.

• Printing

Hardcopy EP’s are printed from the electronic version.

• Binders

There will be a limited number of hardcopy EP’s per site. The hardcopies shall be kept in binders and shall be designed as follows:

• Sheet size shall be 11 inch 8–1/2 inch with a 1/2 inch tab allowance.
• Ring shall be designed as follows:
• Capacity: 3 inch
• Type: Slant–D
• Number of rings: 5
• Material shall be as follows:
• Gauge: .100
• Class: Poly
• Color: #107 Silver
• Finish: Matte
• Decoration shall be 3 color silk screen to front & spine covers; 2 colors PMS ink match; 1 standard ink color. The cover and spine shall be designed as shown in Figure 1 and Figure 2 respectively.
• Sheet Lifter shall be 3 inch Binder, .07 gauge flat poly full page installed.
• Pockets shall be translucent spine pocket; welded on three sides.

12.0 VIEWING

The on–line Practices shall be viewed with Adobe Reader Version 5.0.

13.0 REVISIONS

Revisions are highlighted by a revision bar to indicate changes between the preceding practice.

14.0 TABLES

TABLE 1

API FORMAT PRACTICES

TABLE 2 FONT STYLES

TABLE 3

IPE STANDARD FORMAT – TEXT EMPHASIS

NOTES:

• Underlining or Italics is not allowed for this text.
• Emphasizing this text is optional.
• Required.

TABLE 4

FORMAT CROSS REFERENCES – SIMILARITIES

TABLE 5

FORMAT CROSS REFERENCES – DIFFERENCES

15.0 FIGURES

FIGURE 1 BINDER COVER

IPE ENGINEERING PRACTICES

PLANT MANUAL VOLUME 4

PHASE 1

FIGURE 2

BINDER SPINE

IPE

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