Updates on Standards / Codes of Practice

Authorities may inform the public on the updates of their requirement through circulars or seminars. If such is the case concerned staff may attend such seminars on behalf of XYZ CONSULTING Sdn Bhd.

At the conclusion of such seminar, the attendee shall inform the company about such revisions or updates. Seminar notes or any circulars on the updates shall then be circulated to those affected and subsequently maintained as a reference documents.

Table 3:

Document Approved By Method of Registering

Register Transmittal • Site Office (2 sets)

• Works Contractors

Programme Project Manager Not required Transmittal

Client Site Office

Works Contractors Sub-Elements

Programme Project Manager Not required Transmittal

Client Consultants Project Quality

Plan Client Not required Transmittal

As per distribution list in Plan

Project Safety

Plan Project Manager Not required Transmittal

As per distribution list

SI Register Memo/fax As indicated

Inwards

Issuance Date: 1/11/2010 PQP: 45 18.5.1 Correspondence to Client

All correspondence to Client shall be signed by the Project Director. Only persons designated by the Project Director to do so may sign in the event of his absence.

Correspondence to Client shall be done by one of the following methods:

- Letter

- Request for Information - Fax Cover Sheet - Documents Transmittal

- Confirmation of Instruction (to confirm verbal instruction)

Correspondence to client must be issued by XYZ CONSULTING SDN. BHD.. All personnel sub-contractors and suppliers under the project shall not be permitted to address directly to the Client or the Client’s Representative.

Address all correspondence to:

XYZ CONSULTING SDN BHD Jln Aman,

Kuala Lumpur

Copies to be issued as follows : - Project Director

- Project Manager

- Consultants (If necessary)

Correspondence to be on XYZ CONSULTING SDN. BHD. letterhead and reference be made to the project name.

Correspondence from Client shall be:

- Date stamped upon receipt

- Read by the Project Director who would decide on the action to be taken either distribution for action or information

- Coped and forwarded to Head Office for information

- Copied and filed chronologically under “Client Correspondence – “In-Out” by Document Controller.

18.5.3 Verbal Instruction from Client

Verbal instruction from Client must be confirmed in writing using the “Confirmation of Instruction Form” with copies of confirmation send to organizations shown on the form.

18.5.4 Correspondence to Work Contractors

All correspondence to Work Contractors shall be jointly signed by the Project Manager and other executive. Only persons designated by the Project Manager to do so may sign in the event of his absence. All correspondence are to be deposited at XYZ CONSULTING SDN. BHD.’s Site Office pigeon holes for their collection.

Memos/faxes can be raised by respective person in charge of the department.

Correspondence to Work Contractors shall be done by one of the following methods:

- Letter

- Site Instruction

- Documents Transmittal - Notice to Comply

Issuance Date: 1/11/2010 PQP: 47 Work Contractors:

- Project Director/Manager - Contractors/sub-contractor - Project Engineer

All correspondence to work Contractor other than the Documents Transmittal must be sighted by the Project Manager and copy to be kept by document controller according to relevant work contractor/ works package.

A Register of Site Instructions to be kept by the Document Controller.

18.5.5 Correspondence from Work Contractor

A site mail box must be established in the Project Office and Works Contractors instructed to deliver correspondence via this mail box or by fax addressed to the Project Manager.

All correspondence from work contractor must be date stamped upon receipt.

Project Manager must review all correspondence/s and decide further distribution and original copy to be kept and filed by document controller according to relevant work contractor/ works package.

Any notice of discrepancy, obscurity of meaning etc. shall be forwarded by the subcontractor to the Project Director or Project Manager and any reply from the Project Director or Project Manager shall be by means of a Tender Addendum or Revised Construction Drawing

18.5.6 Standard Forms

The following standard forms shall be used:

- Documents Transmittal - Confirmation of Instruction - Site Instruction

- Notice to Comply - RFI Register

- Site Instruction Register - Client Instruction Register

18.5.7 Filing System

Responsibility:

- The Project Manager is responsible for the overall running of the Site Office administration.

- Document Controller is responsible for the filing system ensuring they are legible, readily identifiable and retrievable.

Procedure:

- The system shall be established by the preparation of a list of all the proposed files. A numbering system for the files shall then be created.

- The original document or record must always be filed in the central filing system.

- Archiving at the completion of the project as follows:

 Update the file listings

 Place central filing system records into numbered and labelled boxes

 Enclose a list of all records on the box

 Send a copy of the box lists to head office

Issuance Date: 1/11/2010 PQP: 49 Responsibility:

- The Project Manager is responsible for the Site Establishment including all Site Records.

- The Site Engineer and his supporting staffs are responsible for the keeping of Site Dairy and the preparation of the Site Daily Reports and the Day-works Record etc.

Procedure:

- The Site Dairy and Site Daily Report shall be completed every day without fail.

- The Day-Works Record shall be completed as and when the Day-Works are carried out.

- To submit the Site Diary daily – before 3.30pm on the following day.

- To submit Approval Chit and QAQC Forms / Inspection List – before 3.30pm for inspection the next morning.

- To submit Material Inspection Form for all construction material used in the construction works within 24 hours upon delivery.

Filing:

- Ensure that the original record is filed in the filing system

- Site Personnel may maintain their own files in the file but original must always be filed in the central filing system.

Archiving:

- At the completion of the project, update the file listings

- Place all central filing system records into numbered and labelled boxes - Enclose a list of all records in the box

- Send a copy of the box lists to head office

Progress Report shall include the following :

• Financial and Physical Status

• Photos

• Work Programme

• Weather Report

• Site Organisation

• Site Machinery and Manpower

• Site Activities / Work Done