Chapter 12: QA/QC Documentation & Report Preparation
📘 Overview:
In QA/QC, documentation is as important as inspection itself. If work isn’t documented, it didn’t happen. Well-maintained records ensure traceability, legal compliance, quality audits, and client satisfaction.
📂 Key Components of QA/QC Documentation
1. Inspection Test Plan (ITP)
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A document that outlines:
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What will be inspected
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When it will be inspected
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Who will inspect it
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Acceptance criteria
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Example: ITP for welding may include visual inspection, NDT, and hydrotesting at specific stages.
2. Method Statement
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Step-by-step guide on how a process will be executed safely and as per standard.
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Includes equipment, materials, sequence, inspection checkpoints.
3. Material Test Certificates (MTC)
Issued by supplier for raw materials (plates, bolts, etc.)
Contains chemical composition and mechanical properties.Ensures material meets design code (e.g., ASME SA516 Gr. 70).
4. Welding Procedure Specification (WPS) & PQR steel.
5. Non-Destructive Testing (NDT) Reports
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Include details of:
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Type of test (UT, RT, PT, etc.)
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Inspector name and level (ASNT Level II/III)
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Result (Accept/Reject) with reference images
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6. Dimensional Inspection Reports
Used for verifying dimensions of fabricated items.
Includes tolerances, instruments used, and inspector name.7. Calibration Records
Must be maintained for all inspection equipment.
Should show date of last calibration, due date, and results.8. Site Observation Reports (SOR)
Raised by QC/consultant if non-compliance is found during work.9. Non-Conformance Reports (NCR)
Official record of deviation from approved procedures or specs.
Includes cause, corrective action, and preventive action.10. Final Documentation / Quality Dossier
At the end of the project, a complete record is handed over:
All ITPs, Reports, Test Certificates
As-built drawingsCalibration records
Approvals and compliance certificates
🏭 Industrial Example:
Scenario:
A refinery project was delayed because hydrotest records could not be located during client audit. The work had been done, but without signed reports, it had to be redone.
Lesson:
Lack of documentation = Work not accepted. Proper paperwork is key to timely project handover.
📑 Best Practices in QA/QC Documentation:
| Practice | Benefit |
|---|---|
| Use standardized templates | Ensures consistency |
| Sign and date all reports | Establishes responsibility |
| Back up records digitally | Prevents loss |
| Audit documents regularly | Prepares for client audits |
| Keep revision logs | Tracks changes |
🧰 Field Application Tips:
Carry printed and digital ITPs during inspections.
Record measurements in ink, not pencil.Use photo evidence where possible.
Keep a site QA/QC logbook.
Submit daily/weekly reports to clients.
Quiz: QA/QC Documentation & Reports
Q1. What is the purpose of an Inspection Test Plan (ITP)?
A) To reduce manpower on site
B) To plan the quality inspection activities at each stage
C) To calculate project cost
D) To maintain stock levels
🟩 Correct Answer: B
Q2. A Welding Procedure Specification (WPS) must be supported by which document?
A) Purchase Order
B) Project Drawing
C) Procedure Qualification Record (PQR)
D) Safety Manual
🟩 Correct Answer: C
Q3. Which document certifies the chemical and mechanical properties of raw materials?
A) WPS
B) MTC (Material Test Certificate)
C) NCR
D) NDT Report
🟩 Correct Answer: B
Q4. If a weld fails inspection and deviates from the approved specification, what document is issued?
A) Site Work Report
B) Method Statement
C) Non-Conformance Report (NCR)
D) Inspection Clearance
🟩 Correct Answer: C
Q5. Which of the following is not typically found in a final QA/QC dossier?
A) Safety incident logs
B) ITPs and test reports
C) As-built drawings
D) Calibration records
🟩 Correct Answer: A
Q6. What is the best way to ensure inspection reports are legally valid?
A) Save as draft only
B) Mark with a pencil
C) Get them signed and dated by authorized personnel
D) Store them in an open folder
🟩 Correct Answer: C
Q7. What is a Site Observation Report (SOR) used for?
A) Record procurement delays
B) Note client payment history
C) Report non-compliance or quality concerns
D) Track weather conditions
🟩 Correct Answer: C
Q8. Why are revision logs important in QA/QC documentation?
A) To calculate cost
B) To track who worked on the site
C) To maintain a history of document changes
D) To assign work shifts
🟩 Correct Answer: C
Q9. What is the primary risk of poor QA/QC documentation in a project?
A) More job opportunities
B) Faster completion
C) Client disputes and rework
D) Improved morale
🟩 Correct Answer: C
Q10. How should photos be used in QA/QC reporting?
A) Only for marketing
B) For keeping memories
C) As supporting evidence in inspection reports
D) Never used
🟩 Correct Answer: C