Documentation
Fully traceable engineering documentation — ISO 9001 doc control, KKS / RDS (IEC 81346), client-specific formats. Every calculation traceable five years later.
Every calculation traceable. Every design version-controlled. Every standard reference documented.
Engineering documentation in most firms is a “project-end task” — generated as PDF the day before handover. We generate documentation during the project, at the moment of decision. The reason: when a customer asks “why was this calculation done this way?” five years later, the answer needs to be available the same day. This is not just a customer-service nicety — it is a system-safety requirement. EU Machinery Regulation 2023/1230, ISO 9001 and ISO 12100 all mandate traceability.
Our documentation model
Traceability chain
Customer specification (RFP)
↓ (every requirement tagged — REQ-001, REQ-002, …)
Sizing & calculations
↓ (every calculation references a standard code + version + date)
Equipment design (drawings + specs)
↓ (every component has an IEC 81346 tag, optional)
Production (manufacturing + welding records)
↓ (FAT report — measured value + tolerance)
Test & commissioning (SAT + IST)
↓ (commissioning report — actual system performance)
Operations (O&M manual + spare parts)
↓ (incident learning — modification records)
Lifecycle end (decommissioning records)Each link is traceable in both directions:
- Upstream: “why is this component here?” → design decision + customer requirement
- Downstream: “if this component changes, what is affected?” → linked disciplines + standards compliance
Deliverables
Sizing & calculations
- Calculation reports — per discipline (electrical, HVAC, acoustic, fuel, seismic, pressure)
- Excel + Mathcad / Python source files (not only PDF — the calculation source is delivered)
- Standard reference table — for every calculation, which standard, which clause
- Assumptions register — site conditions, inputs (altitude, temperature, etc.)
Equipment design
- 2D + 3D drawings (general arrangement + detail) — AutoCAD or SolidWorks
- P&ID + Single-Line Diagram (SLD)
- Instrument list, valve list, line list, equipment list, motor list, cable schedule
- Datasheet per major equipment item (IEC or ISA format)
- KKS / RDS tag numbering (IEC / ISO 81346) — optional, per project
Production
- Manufacturing Data Book (MDB) — certificates + test records + as-built
- Welding records — WPS + WPQ + PQR + welder qualifications
- NDT reports — radiography, ultrasonic, penetrant
- Material certificates — EN 10204 Type 3.1 or 3.2
- FAT report — measured value + tolerance, photographic record
Test & commissioning
- Test plan (pre-)
- Witness test reports (site)
- Commissioning report — system “as-tested” performance
- Punch list — open items
- Handover certificate — transition to operations
Compliance & safety
- CE Technical File (EU) — Machinery Directive Annex VII content
- Hazard register (HAZOP / FMEA-driven)
- Risk assessment report (ISO 12100 methodology)
- Functional safety report (IEC 61508 / 61511 — if SIL-rated system)
- Declaration of Conformity
Operations
- O&M manual — operating + maintenance procedures
- Spare parts list — critical + recommended
- Training material — operator training
Client-specific documentation
Some customers / sectors require their own document formats. We deliver in whatever format the customer requires:
| Customer type | Typical requirement |
|---|---|
| Data centre (Uptime-certified) | Uptime Institute reports + commissioning levels (Levels 1–5) |
| NEBB commissioning | NEBB Procedural Standards compliant |
| NETA acceptance | NETA ATS report format |
| Oil & gas EPC | API Q1 / Q2 + customer-specific forms (e.g. Saudi Aramco SAES, ADNOC) |
| EU CE marking | Annex VII Technical File complete |
| Marine class society | DNV / ABS / LR Survey reports |
| TR Yapı Denetim | EMO / MMO-approved implementation project |
Documentation management process
Tools
- Version control: Git-based (every document has revision history)
- Document management: SharePoint (ES4PS default) — Aconex, ProjectWise or Dropbox supported per customer preference
- CAD storage: AutoCAD Vault or SolidWorks PDM for large projects
- Calculation storage: Mathcad Worksheet + Python notebook (both version-controlled)
Document numbering
- Each document has a unique number + revision (e.g. ES4PS-2026-001-CALC-HVAC-R03)
- Each revision carries a change history (what changed, why, approved by)
Approval workflow
- Self-check (author)
- Discipline review (discipline lead)
- Inter-discipline review (HVAC ↔ acoustic ↔ enclosure)
- Quality review (ISO 9001 — independent)
- Client review + approval
Standards we apply
| Subject | Standards |
|---|---|
| QMS document control | ISO 9001 |
| Quality plans | ISO 10005 |
| Lab competence | ISO / IEC 17025 |
| Reference designation (KKS) | IEC / ISO 81346 |
| Management system auditing | ISO 19011 |
| CE Technical File | Machinery Directive Annex VII (2006/42/EC or 2023/1230) |
| Oil & gas QMS | API Q1 (manufacturing) + API Q2 (service) |
| Material certs | EN 10204 |