10 - Report Preparation and Distribution

Abstract

Typically, four stages of the study report are provided—preliminary, draft, final, and addendum. Preliminary report is a rough draft of the report provided to the project manager. It is used to give a good immediate approximation of the content of the final report that will be issued including any recommendations that will be made. Draft report is a report that has been reviewed and edited by the team leader and the scribe to ensure proper organization and correct transcription of notes. Final report is the finished review meeting report that has evaluated and incorporated pertinent comments from the draft report and forms a part of the project design file. Addendum report is a report that resolves any recommendations concluded from the hazard and operability (HAZOP) or What-If review final report. To distribute report, recent practice is to issue electronic reports (e-copies) for ease and speed of distribution and for reduction of hardcopy files, with scanned or e-copies of drawings/attachments included. Final reports should be provided on A4 paper size, preferably in three ring binders (or equivalent) with individual labeled sectional tabs. Drawings that highlight the nodes or areas should be included by: bubble outlining and identifying the nodes/areas on the P & IDs/plot plan and color coding (highlighting) the nodes/areas on the P & IDs/ plot plan.