1.

5 GUIDELINES FOR PREPARING INSPECTIONS & TEST PLANS (ITP)

Agrarian Reform Communities Project

1.0 OBJECTIVE

The purpose of this Work Instruction is to describe the method to be used by all LGUs
for preparing an Inspection and Test Plan. It also describes the approval process.

2.0 SCOPE

This Work Instruction applies to all LGUs and to all sub-projects undertaken during the
construction of sub-projects implemented under the ARCP.

3.0 DEFINITIONS

Inspection and Test Plan (ITP)

The document that list inspections and tests to be carried out for a specific trade, work
section or operation. It identifies points in the manufacturing, installation and construction
process at which tests and inspections occur.

Hold Point (H)

A ‘hold’ point is mandatory. It defines a point beyond which work may not proceed without
the inspection or test being verified by another party. This ‘other party’ might be ARCWG
and DARPO, it could also be a representative of a government agency.

Witness Point (W)

A ‘witness’ point provides another party with the opportunity to verify the inspection or test,
at their option. Notification to DARPO representative is required.

Surveillance (S)

Periodic monitoring of any stage of the work in progress.

Self Inspection (X)

Where the LGU performing the work verifies its own quality often with the aid of checklists,
the output for this inspection is an inspection record.

Work Area

A single section of the total work usually defined by location, which for any trade or activity
will be completed before moving onto another area. Example: a room, a building, a length of
pipeline between manholes, etc.

The LGU is responsible for ensuring that all required Inspection and Test Plans are
prepared.

3.1 The Plans for their own work, in the final analysis the LGU are responsible.

3.2 The LGU LPO Head is made responsible for preparing an d submitting Inspection
and Test Plans prior to approval and final acceptance by the DARPO and CPMO
 1.5 GUIDELINES FOR PREPARING INSPECTIONS & TEST PLANS (ITP)
Agrarian Reform Communities Project
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4.0 RESPONSIBILITIES

4.1 DARPO approves the ITP.

4.2 DARPO ensure that the ITP is followed by the LGU.

5.0 DETAILS

5.1 Preparing an Inspection and Test Plan

The following steps are involved in documenting ITP:

5.1.1 Read the contract documents (including the technical specifications) and prepare
a list of any discrepancies, ambiguities and missing information regarding
materials standards and/or workmanship.

5.1.2 Contact the DARPO/RI Engineer and resolve the issues listed as a result of 5.1.1.

5.1.3 Examine the scope of work and divide it into separate ITP. As a general guide it
is normally convenient to document a separate ITP for each trade or work section.

5.1.4 Review the contract documentation and note the quality requirements. Include
any references to tests, approvals and hold and witness points.

5.1.5 Prepare an ITP reflecting the requirements of the contract documents and using
the notes from 5.1.4.

5.1.6 Determine what needs to be recorded on checklist or inspection forms.

5.1.7 Design checklists and inspection forms.

5.1.8 Approve and issue the draft ITP for acceptance prior to commencing the work
described in each plan. Incorporate any amendments required and issue the final
edition to ARCWG, DARPO and APO/CPMO

5.1.9 Decide how best to divide the works by location and indicate these locations
either on a schedule (with reference to grids and levels) or by marking up
drawings.

5.1.10 Train Project Engineers in the use of the ITP. Formalize a procedure for
notification of appropriate party for Witness and Hold points.

5.1.11 Carry out inspections and tests in accordance with the approved ITP. Where
Hold or Witness points are designated record results on checklists or forms.

5.2 Identification of the Inspection and Test Plan

5.2.1 Record the following particulars of the contract either on the Inspection and Test
Plans or on a separate cover sheet:

a) Project Name /Number

b) Contract No. and/or Work Breakdown Structure No. (WBS)
c) Description of process for that particular ITP
 1.5 GUIDELINES FOR PREPARING INSPECTIONS & TEST PLANS (ITP)
Agrarian Reform Communities Project
d) Revision number (starting with 0 for the first issue)
e) Submitted by: Date:
f) Approved by: Date:

5.3 Developing the Inspection and Test Plan

Include the following information in your ITP:

5.3.1 Activity number: Sequential

5.3.2 Description of the activity: (What)

List the major activities in a sequential manner including operations, inspection

and test. The activities are likely to be for example receiving materials, sub-base
preparation, excavation, bedding, pipe laying, backfilling, assemble, obtain
approval, paint, inspect, test, etc.

If the operation is a test or an inspection indicate the characteristics to be

inspected or tested.

The characteristics of a product can be defined as “a distinguishable property of

an item, material or process.” Examples of characteristics are color, size,
strength, flatness, alignment, capacity, density, etc.

The characteristics to be verified will frequently determine the stage at which the
inspection or test must take place. Such further work might also cover up or deny
access for the purposes of verifying certain characteristics.

5.3.3 Specification: (Why)

Indicate the contractual document number and item that requires the operation or
the inspection or the test. It is a reference for all parties involved.

5.3.4 Procedure: (How)

For many operation, the methods employed will be self-evident and determined
by the characteristics being examined. In other cases, however, the precise
manner in which the operation is carried out may need to be described.

If it is a standard test, the method would be described in a standard such as an

ASTM, ISO or AASHTO. If the method is not standard, a procedure needs to be
written and presented to APO/CPMO for its approval.

The LGU might have internal procedure for performing certain operation and
tests, the reference number should be indicated in this column.

5.3.5 Stage/Frequency: (When)

The stage/frequency (timing, how often) will often be determined by the type of
the inspection and/or test and the characteristics under consideration. The
frequency shall be stated in a unit which is measurable. Such unit may be for
example: per batch, per 1000 m2, once a day, every truck, etc.
1.5 GUIDELINES FOR PREPARING INSPECTIONS & TEST PLANS (ITP)
Agrarian Reform Communities Project

5.3.6 Acceptance Criteria:

Acceptance criteria should normally be defined in the contract documents (either

directly or by reference to other standards such as American, British and ISO
Standards). Where this is not the case, it will be necessary to clarify with the
Owner’s representative. It is essential to mutually establish acceptance criteria
(where not obvious to both parties) as these become the yardsticks against which
the product/work is declared conforming or non-conforming.

The standards or document against which conformance is measured could be for

example; Contract specification, Contract drawings, Workshop drawings, Samples
and/or prototypes, Regulatory requirements, ISO Standards, Owner’s/Consultants
recommendations.

5.3.7 Inspection by: (WHO)

The “Inspection By” section of the ITP indicates the person or organization
responsible for performing the inspection/test and the parties involved.

As noted in the definitions, a “HOLD” point (denoted by H is a point in the work

process beyond which work may NOT proceed without an approval.

An H in the DARPO box indicates that the DARPO must be notified in advance
and that the Contractor cannot proceed with the following work until authorized by
the DARPO or his representative.

A witness point (denoted by W) is a point in the work process at which it is desired

to test or inspect. Due notice must be given but work may proceed past this point
if the LGU or DARPO representative chooses not to attend.

Hold and Witness points applicable to the DARPO representative are included in
the Specification.

This may be in the form of a special schedule that lists all such required points.
Alternatively, they may be indicated from the wording in the Specification e.g.,
“shall be approved by the DARPO Representative” or “ as directed by the DARPO
Representative” are “hold” points, 24 hours notice of intention must be given
“would be a typical witness point.”

The approval requirements of authorized bodies (Codes and Standards) are hold
points.

It is the LGU’s responsibility to identify the hold and witness points that are
required for the Sub-Contractors and employees who are doing the work. The
LGU should do this to the extent that is necessary to be confident that the work is
being carried out to the standards required by the Specification.

The LGU should note that the DARPO, APO and APO/CPMO will retain the
option to inspect the work at any stage. When preparing the ITP, Surveillance(s)
should therefore be shown in the DARPO and APO/CPMO,s column against all
selected inspection or test points which are not otherwise covered by “HOLD” or
“WITNESS” points.
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Agrarian Reform Communities Project

5.3.8 Output/Records

Records are essential to quality assurance in that they offer the documented
evidence necessary to provide the confidence that the product or work is in
accordance with the specification.

The records, which will be in various forms, will include the checklists. The
Records column indicates the form or checklist number used to record the
inspection results. Other examples of records include: test certificates, certificate
of compliance, survey data, written approvals.

5.4 Submittal and Approval of the ITP

5.4.1 The LPO Head must review and approve the Inspection and Test Plans prior to
issue for final acceptance by DARPO.

5.4.2 The LGU submits his ITP to the DARPO for review and approval. The ITP must
be approved by Provincial Project Manager, (PARO II).

5.4.3 Once approved, the DARPO issues a copy of the ITP to the LGU, ARCWG,
DARPO and APO/CPMO.

5.4.4 The LGU Project Engineer is responsible for implementation of the ITP.