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TECHNICAL SPECIFICATION APPROVAL PROCESS/PROCEDURE

1.0 Objective

Main purpose of this SOP is the verification and preparation of the specifications correctly so
as to reflect the specific requirements of the Equipment and is sufficient to act as a means of
accepting the delivery of that equipment .

It shall lead to mitigation of following :

a. Technical Specifications not covering all aspects of the equipment.

b. Specifications prepared by persons without the proper and related experience.
c. Specifications based on verbal proposals or definitions.
d. Specifications that are over-stated and lead to higher priced goods.
e. Specifications that are too wide and lead to a corresponding variety in the proposed
equipment.
2.0 Responsibility
All employees (Executive and Drawing staff ) of Deptt associated with relevant Project
Engineering Group. However as per DOP remark (ix), sec-I, Pg. 20, HOD shall be final
approving authority in respect of TS, BOQ and Tender Drawings.

3.0 Conceptualization of TS
As most Hydro Power Projects being unique in view of varying nature of project sites and
their approachability, the technical specifications along with tender drawings is to be
prepared with due conceptualizing keeping in mind the project layout, its road connectivity,
seismic zone and most important optimised design in view of Manufacturers considerations
etc. An appropriate strategy to meet the challenges based on past experiences also needs to be
incorporated and the technical specifications to be framed considering maintenance easy.

Prepared By: Reviewed By: Approved By:

(Process Owner)
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4.0 Establishing Standards

Define correctly a list of standards for each equipment, which are required to ensure that the
equipments specific function or feature is as per latest technology and meets the latest design
standards accepted worldwide. This is a critical step as it is such standards that will be used
when evaluating the design in this SOP.

5.0 Documents are to be referred

Identify and collect the documentation that the Design would be based on. Such documents
as the following may be needed:

a. Functional specification of the department (if available at this time)

b. Act and regulations
c. IEC/IEEE/IS and other relevant standards listed above.
d. Technical drawings of projects available within department
e. Data sheets for equipment available within department
f. Latest technical Brochures and Catalogues

6.0 Involvement
Ensure that the manufacturers, are part of the planning process. They must be consulted for
latest market trends and theoretical analysis if any to be got conducted for mitigating future
short coming to a reasonable extent.

7.0 Studies to be conducted

a. System studies for optimization of Plant parameters.
b. Insulation cordination study for fixing equipment BIL.
c. Earthing Study for finalization of Earth mat design.

8.0 Review Specifications

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(Process Owner)
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The team setup to evaluate the specifications will now review the specifications and establish
whether or not they consist of a complete system design that can be used for procurement,
manufacture, delivery, installation and later use.

9.0 Good Practices and Recommendations:

It may be useful to submit the specifications to other Project Engineering group within
department. An independent objective review may pinpoint design weaknesses that are hard
to see by the team developing them. If possible an outside agency such as CEA under the
Government of India or independent third party such as Consultants can also be referred.

10.0 Approval of the Specifications:

A) Technical Speification Approval procedure for First Time

The hierarchical structure for approval in deptt shall be as below:-

HOD Approving authority

Project Engineering Head/ (E7/E7A) Recommending Authority

Section Head ( E5/E6) Reviewing Authority

Function/Unit Head (E2 to E4) Preparing Authority

The Specification prepared shall be checked with reference to requirement of standards and
site conditions. Further, they shall be examined carefully for the interface requirement viz
civil, hydro mechanical, station engineering, statutory institutes etc.

Every Technical Specification approval shall carry following template checklist duly signed
to ensure the quality of engineering works:-

Sr.No. Description Remarks

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(Process Owner)
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1 Civil Interface Checked/ Not Checked

2 Hydro mechanical interface Checked/ Not Checked

3 Station Engineering Interface Checked/ Not Checked

4 Statutory Interface Checked/ Not Checked

Once the Specifications are seen as fit, they can be submitted to the approving authority and
got approved in the formats at per Annexure-2 and released for tendering.

B) TS Revision:

Once approved and is being revised, an amendment needs to be got approved again by HOD.

The changes made in the revised TS shall be indicated in the brief in form of a revision
note

11.0 Document Management

The Project Engineering Group responsible for the management, administration and
safekeeping of record management of deptt shall be responsible for Recording, Storage,
distribution of copies as per the approved record management policy of SJVN from time to
time.

Prepared By: Reviewed By: Approved By:

(Process Owner)