Have you been to a Vendor Package HAZOP which ended up being a waste of time for all stakeholders? Delivering hundreds of HAZOPs in different sectors all year round, ORS facilitators share their advice for getting the most value from Vendor Package HAZOPs:
For the overall HAZOP coordinator/system responsible:
Be proactive, and ensure that all vendor drawings and information are included in the preparations and Terms of Reference (ToR).
Share the ToR document with all participants including Vendors in advance to allow preparations. One day is not enough. As a minimum allow 1 week.
If vendor P&ID legend is different from project P&ID legend, attach vendor P&ID legend to ToR.
Ensure that the Vendor representative is competent to answer the complex questions which can come up during the HAZOP. A sales representative may not always be the right person.
Allow Vendor representatives to participate in the HAZOP workshop 1-2 hours earlier so that they get used to the harmony in the group and become familiar with the expected level of details & brainstorming.
Arrange a pre-meeting with the Vendor representative in order to align expectations on presentations, and ensure that they attend with the correct personnel to objective with the session and expected contribution.
Plan for a post-HAZOP meeting with Vendor Representatives to align on the action follow-up & close-out including the contractual implications of recommended improvement points. Such discussions should not be held during the HAZOP.
For the Vendor representatives:
Work with the HAZOP coordinator to ensure that all vendor drawings are included in the ToR.
Ask for the final ToR from the HAZOP coordinator. Study the ToR carefully.
Think holistically and beyond the Vendor Package scope. Understand where Vendor Package delivery will fit in in the overall system design.
Determine the interfaces with the rest of the system. Study the process interfaces (temperature, pressure, flow, dimensions, piping spec, set points, etc.) as well as the operational restrictions.
Ensure that set points with signals to the appropriate systems (PCS/PSD/ESD) are included and shown on P&IDs.
Do not assume that the participants know the details about the Vendor Package.
Prepare simple presentations and illustrations for your system. If possible, distribute the representations to the HAZOP coordinator (and participants) in advance.
Do not be defensive. Act in harmony with the rest of the HAZOP team. Benefit from the opportunity to capture all relevant improvement points for the Vendor Package.
Most of the participants may not know (or care) about the contractual aspects. Avoid deep dives into the contractual requirements and focus on the technical aspects.