ITP & QCP in Vendor Inspection — 6-Step Builder + Templates

In vendor inspection, two documents define success: the Inspection & Test Plan (ITP) and the Quality Control Plan (QCP). Together, they ensure suppliers follow the right processes and provide the evidence clients need for acceptance. Without them, projects risk costly delays, rejected materials, and audit findings. This guide shows you how to build ITPs and QCPs that are practical, auditable, and fully aligned with client and code requirements.

 

Essentials

• ITP = roadmap of what to inspect, when, and against which acceptance criteria.
• QCP = framework for how processes, resources, and responsibilities ensure quality.
• Together = evidence + control; one verifies results, the other secures processes.
• 6-Step ITP Builder = simple, repeatable process to create inspection plans.
• Outcome = traceable inspections, fewer NCRs, smoother vendor surveillance.

 

ITP & QCP in One Minute (Quick Definitions)

ITP in One Line

An ITP is not just a checklist — it is a binding document between vendor and client that ensures inspections are performed against the right codes and acceptance criteria. For example, a valve manufacturer may list “Hydrostatic test → API 598 → Hold Point for Client.” Without this clarity, disputes are inevitable.

QCP in One Line

A QCP, following ISO 10005 guidelines, sets the process framework: calibration requirements, operator qualifications, welding procedures, and material traceability. It answers the “how” question: how will the vendor control and monitor quality before defects occur? In EPC projects, it also demonstrates compliance with ISO 9001 QMS and industry-specific standards such as ISO/TS 29001.

ITP vs QCP: Perfect Partners, Not Duplicates

Think of them as two complementary tools:

• The QCP ensures the process runs correctly (qualified welders, calibrated gauges, controlled raw materials).
• The ITP provides evidence of results (welds inspected, hydrotests passed, coating verified).

Together, they provide clients with both confidence in the process and proof of conformance. (See [What Is Vendor Inspection?] (W1.1))

 

Start Smart: Inputs, Risk & Approvals

Before drafting, you need the right foundation.

Specs & Standards (Scope Clarity)

Every plan must be based on:

• Contract/PO → defines obligations.
• Drawings/specs → technical requirements.
• Codes/standards → acceptance references (ASME, API, EN).

Without these, ITP/QCPs become generic templates that clients often reject. (See [Vendor Inspection ITP Template (Excel) + How to Use] (W1.4))

Risk & Criticality → Drives Witness/Hold Points

Witness and Hold points should be risk-driven:

• High-risk (e.g., pressure vessel hydrotest) → Hold Point.
• Medium-risk (e.g., dimensional inspection) → Witness Point.
• Low-risk (e.g., packing check) → vendor self-check.

This ensures that resources focus on what matters most rather than spreading thin across low-value checks.

Customer Approvals, Signatures, Revisions

No ITP or QCP is valid without client approval.

• Approval signatures → confirm alignment.
• Revision tables → track updates (spec changes, NCR lessons).
• Distribution control → ensures teams work with the right version.

 

6-Step ITP Builder (Featured Checklist)

Step 1: Break Down Process Steps

Map out manufacturing from raw materials → fabrication → assembly → testing → packing. Example: In a pump project, steps may include casting inspection, machining, balancing, hydrotest, painting, and packing.

Step 2: Identify Inspection/Test Activities

Specify inspections at each step:

• Visual weld inspection,
• Dimensional checks,
• NDT (UT, RT, MT, PT),
• FAT (Functional Acceptance Test).

Avoid vague entries like “check quality.” Instead, write “Measure impeller diameter ±0.2 mm.”

Step 3: Map Acceptance Criteria

Every activity needs a reference:

• Welding → ASME IX, AWS D1.1.
• Valves → API 598.
• Coating → SSPC, ISO 12944.

This eliminates disputes and strengthens defensibility during audits.

Step 4: Assign Witness/Hold Points & Responsibilities

Use W/H symbols and RACI roles. Example:

• Hydrotest → Hold Point, Client.
• Coating → Witness, Inspector.
• Packing → Vendor self-check.

Step 5: Define Evidence & Records

Every row must specify deliverables: IRs, test reports, photos, calibration certificates. These flow into the final dossier.

Step 6: Set Revision & Approval Workflow

Include a revision log and client sign-off section. Without it, outdated ITPs circulate — a major audit non-conformance.

📌 Download: ITP + QCP Starter Kit (Excel/Word)

 

From Paper to Practice: Anatomy of a Real ITP

A vendor’s ITP for a heat exchanger might look like this:

• Step Sequence → Material receipt → Cutting → Welding → PWHT → NDT → Hydrotest → Painting → Packing.
• Activities & Acceptance → Hydrotest: ASME VIII; PWHT: procedure spec; Paint DFT: SSPC standards.
• RACI Roles → Vendor Responsible; Inspector Witness; Client Hold.
• Records & Traceability → Each row points to an IR or certificate, all indexed in the document register.

📌 Resource: [Master Inspection Templates Pack (ZIP): ITP, Checklists, Forms]

 

Risk-Right: Witness & Hold Points Matrix

Choosing W/H Points (Risk, Criticality, Customer Expectations)

 

Step	Activity	W/H	Responsibility	Evidence
1	WPS Qualification	H	Vendor + Client	WPS, PQR, WPQ
2	Dimensional Check	W	Vendor + Inspector	IR
3	Hydrotest	H	Vendor + Client	Hydro Report, Photos
4	Coating DFT	W	Vendor	DFT Report
5	Packing	–	Vendor	Packing List

This matrix clarifies who attends which inspection, when work can proceed, and what record is mandatory.

QCP That Actually Controls (ISO 10005 Aligned)

A Quality Control Plan (QCP) is more than a filler document—it is the vendor’s quality backbone.

 

QCP per ISO 10005: Scope, Processes, Responsibilities, Resources

Per ISO 10005, a QCP should cover:

• Scope → Which products/processes does it apply to?
• Processes → Welding, machining, coating.
• Responsibilities → QA/QC staff, production supervisors.
• Resources → Calibrated tools, qualified staff.

 

Process Controls vs Inspection Points

Process Controls → WPS approval, welder training.

Inspections → Visual weld check, RT film review.
Mixing them confuses responsibilities. Keeping them distinct makes audits smoother.

 

Linking QCP to ITP (Control → Evidence → Acceptance)

Think of the QCP as the engine and the ITP as the dashboard. QCP ensures processes run right; ITP proves outcomes. Together, they satisfy ISO 9001 supplier control.

 

Close the Loop: Documentation & Reporting

Inspection is meaningless without clear documentation. ITPs and QCPs must feed into reporting systems that clients recognize.

IR Linkage (Inspection Records)

Every inspection/test creates an IR (Inspection Report) or checklist. These reports document what was checked, the acceptance reference, and the outcome. Without IRs, it’s impossible to prove compliance.

When to Raise NCR (Non-Conformance Reports)

If an activity fails the acceptance criteria, an NCR must be issued. NCRs trigger corrective actions, re-inspections, and preventive lessons. This closes the quality loop and ensures transparency.

Build the Final Dossier

Dossiers compile everything: ITPs, IRs, NCRs, certificates, revisions, calibration records. Missing records = client rejection.

📌 Download: Inspection Dossier Index (Excel) + Document Register (Excel)
📌 See: [Vendor Inspection Reporting: IR/NCR/Final Dossier] 

 

Governance that Sticks: Revisions & Change Control

Revision Logs

Track number, date, description, and approval. Example: Rev.2 — Added coating inspection after NCR.

When to Update

• Design/spec changes,
• Risk re-evaluations,
• Lessons learned from NCRs.

Audit Interfaces

• ISO 9001 → requires document control.
• ISO 19011 → provides audit principles.

Weak revision control = audit finding.

 

Mini Case: From Risk to Witness Point

Imagine a vendor fabricating a pressure vessel nozzle weld.

1. Risk identified: Pressure boundary failure = high safety risk.
2. Decision: Assign a Hold Point at weld procedure qualification and hydrotest.
3. Acceptance references: ASME IX (welding), ASME VIII Div.1 (hydrotest).
4. Execution: Client attends the hold point; inspector reviews reports.
5. Outcome: A weld defect triggers an NCR. Vendor repairs, inspector verifies, ITP is revised with an added NDT check.

👉 This scenario shows how risk drives witness/hold logic, how NCRs are handled, and why ITP revision control is essential.

 

Pitfalls to Avoid

Even experienced QA/QC teams fall into traps. Common mistakes include:

• Over-generic ITPs → Copy-paste tables that don’t match project scope.
• Missing acceptance criteria → Leads to disputes when failures occur.
• No W/H logic → Too many hold points delay projects; too few miss risks.
• Poor records → IRs, calibration certificates, or photos not attached.
• Ignored revision control → Using outdated ITP/QCP versions in audits.

✅ Avoiding these pitfalls ensures ITP/QCPs are practical, auditable, and trusted by clients.

 

FAQs

Q1. What is the main difference between an ITP and a QCP?
An ITP lists inspection/test activities with acceptance criteria, while a QCP describes how processes are controlled to prevent defects.

Q2. Who prepares the ITP for vendor inspection?
The vendor drafts the ITP, but it must be reviewed and approved by the client/inspector before manufacturing starts.

Q3. What are Witness and Hold points in an ITP?
A Witness Point means the client is invited to attend, but work may proceed if absent. A Hold Point means work cannot continue without client approval.

Q4. When should an ITP or QCP be revised?
Revisions are needed when specifications change, new risks emerge, or NCRs/lessons learned require updated controls.

Q5. How does ISO 10005 relate to QCPs?
ISO 10005 provides guidelines for preparing quality plans (QCPs), ensuring they cover scope, processes, responsibilities, and resources.

Q6. What documents go into the final inspection dossier?
The dossier includes ITPs, IRs, NCRs, certificates, calibration records, approvals, and revision logs, indexed for completeness.

Q7. Can I use a template for building ITPs?
Yes. Standardized templates help ensure consistency and compliance, but they must be tailored to each project’s scope and risks.

 

Downloadables Summary

📥 Top Micro-CTA: ITP + QCP Starter Kit (Excel/Word)
📥 Docs Section: Witness/Hold Matrix, Dossier Index, Document Register
📥 Reporting: IR/NCR Forms (Vendor Inspection Reporting: IR/NCR/Final Dossier]

 

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