GASCO - RUWAIS TRAINS 1&2 HP & LP FLARES
PROJECT DOCUMENT CONTROL PROCEDURE
GASCO Document No. 5631-PRC-00-AA-8001
Dhabi Nortech Project No. P-GAS-0213
REV DATE PAGES DESCRIPTION BY CHECK DISC APPROVE EM APPROVE 3RD PARTY APPROVE DM or MD APPROVE
A1 14/08/2015 13 Issued for Comment SSL BND SSL KSN BND
A2 08/10/2015 13 Updated Re-Issued for
Table of Contents
INTRODUCTION
3
1.
GENERAL
3
3.
ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS)
3
4.
PROJECT & DOCUMENT NUMBERING & REVISION CONTROL
4
5.
DOCUMENT FORMAT
8
5.1
Drawings
8
5.2
Documents
8
5.3
Document Revision Control
8
6.
MASTER DOCUMENT REGISTER (MDR)
9
7.
DOCUMENTATION ISSUE, TRACKING & STORAGE
9
7.1
Documentation Issue
9
7.2
Tracking
9
7.3
Documents for Review by Client
9
7.4
Control of Comments from Client/Dhabi Nortech
10
8.
CLIENT / SUPPLIER DOCUMENTATION
10
8.1
Client Documents
10
8.2
Supplier Documents
10
9.
CORRESPONDENCE
11
9.1
Emails
11
9.2
Letters
11
10.
DISTRIBUTION
12
11.
PROJECT REPORTING
13
INTRODUCTION
The procedure has been produced for use on the GASCO Ruwais Trains 1&2 HP & LP Flares. Project specific requirements are in line with those requested by the customer.
1.
GENERALThe objective of this procedure is to ensure that all documents, correspondence and deliverables (hereafter collectively named as documents), prepared, received and sent by Dhabi Nortech are recorded, distributed and filed in an efficient and controlled and
traceable manner. 2. DEFINITIONS
Documents: In the context of this procedure applies to all documents such as specifications, calculations, reports, minutes of meetings and all design drawings.
The EDMS implemented through ProArc is the system or tool adopted by Dhabi Nortech for the numbering, control and management of all documentation. ProArc will be managed by the Dhabi NortechDocument Control Manager (DCM).
CRS - Comment Resolution Sheet DCC - Document Control Centre DCM - Document Control Manager DM - Delivery Manager
EDMS - Electronic Document Management System EM - Engineering Manager
MDR - Master Document List SDR - Supplier Document List
3. ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS)
All Dhabi Nortech project documents will be stored on the ProArc EDMS; DCC will be responsible for allocating document numbers by using a document profile within ProArc. The document profile will store the native file and PDF of the document that has been issued. All documents can be retrieved by searching for documents by number, title & by using other fields in the profile.
4. PROJECT & DOCUMENT NUMBERING & REVISION CONTROL
A unique numbering system is used for filling and recovery of all documents as described in Client document ORTPP-PR-003.
Example: 5631-PRC-07-BD-1001
4 DIGITs (Max) - Sequential Number
1 DIGIT (Max) - Document Size – See Table C
1 DIGIT (Max) – Discipline – See Table B
2 DIGITs (Max) - Plant No. – See Table A
3 DIGITs (Max) – Document Type – See Table D
4 DIGITs (Max) - Project No.
Table A – Plant Location
Code Plant
00 General
05 Ruwais
07 Utilities
Table B – Discipline/Engineering Letter Discipline Code
A General
B Process
C Civil & Structural
D Static Equipment E Energy Packages F Furnaces G Packages J Instrumentation L Piping M Mechanical N Insulation Q Foundations P Electrical R Buildings S Site Improvement T Telecommunications
W Welding & Metallurgy
X Painting
Y HSE
Table C – Document Format
Code Original Paper Size
A A4
B A3
C A2
D A1
E A0
Table D – Document Types
Commercial/Contract Documents
Document Code Document Type
CBE Commercial Bid Evaluation PEP Project Execution Plan
REP Report
SCH Schedule
Project Documents
Document Code Document Type
AUR Audit Report
AUR Audit Report
BIS Bid Appraisal Summary
BID Bid Evaluation
CSS Cost & Schedule Summary OPR Operating Procedure PCN Project Change Notice PCS Project Cost Summary
RKM Risk Management
STA Statement
General Documents
Document Code Document Type
ANA Analysis
APP Application
ASS Assessment
ATR Action Tracker
BLS Bid List
BOD Basis of Design
BOM Bill of Materials
CAC Calculation
CEP Contract Execution Plan
CRE Concession request
CRT Commissioning Report
CTR Cost Time Resource
DAB Data Book
DAS Data Sheet
DCN Design Change Notice DDM Document Distribution Matrix DOC Declaration of Conformity DRF Deviation Request DTN Document Transmittal EAF External Audit Form
EML Email
ENQ Enquiry
ENS Environmental Statement ERA Environmental Risk Assessment
EST Estimate
EVA Evaluation
FAX Fax
FDS Functional Design Specification
FOR Forms
IAF Internal Audit Form IDX Index Register or List
INT Interface Document
IOM Installation, Operating & Maintenance Manual (IOM) ITP Inspection & Test Plan
ITT Invitation to Tender
LST List
LTR Letter
MAN Manual
MAT Matrix
MOM Minutes of Meeting
MRB Manufacturing Record Book MTO Material Take-off
NCR Non-Conformance Report
NOT Notification
PCP Project Control Procedure PCS Project Cost Summary PDP Project Delivery Plan PFS Performance Standard
PHI Philosophy
PLD Project Plan Deviation
POL Policy
PQP Project Quality Plan
PRC Procedure
PRG Programme
PRL Proposal
PSC Project S Curve
PUR Purchase Order
QAM Quality Assurance Manual
QPN Quality Plan
QRY Project/Technical Query
QUA Qualification
REG Register
REQ Requisitions
RNS Risk Notification Sheet
RQT Request
RTA Recommendation to Award SDS Supplier Data Schedule SEP Service Execution Plan SII Site Instruction
SPA Spares Listing
SPE Specification
SOW Scope of Work
STD Standard
STU Study
TBE Technical Bid Evaluation TCO Technical & Commercial Offer
TNN Technical Note
TOR Terms of Reference
TPR Test Procedure
VAR Variation Order
VOR Variation Order Request WCS Weight Control Sheet
WKP Workpack
WPS Welding Procedure Specification
Technical Documents
Document Code Document Type
ADD Addendum
ASY
Assembly
BLD
Block Diagrams
CAU
Cause & Effect Diagram
CCR
Change Request
CDD
Circuit Diagram
CER
Certification Record
CRD
Cable & Routing Record
CSA
Cross Section Area
DTL
Detail Drawing
ELD
Equipment Layout
ELV
Elevation
FAB
Fabrication
FLD
Flow Diagram
GEN
General Arrangement
HAZ
Hazardous Area Classification
HMB
Heat & Mass Balance
HOK
Hook-up Diagram
IND
Interconnection Diagram
INS
Installation Drawing
ISO
Isometric
LAY
Layout
LDI
Logic Diagram
LID
Line Diagram
LOD
Loop Diagrams
PAL
Panel Layouts
PED
Penetration Details
PFD
Process Flow Diagram
PID
Piping & Instrumentation Diagrams
PIS
Pipe Support
PPL
Plot Plan
SCE
Schematic
SKE
Sketch
SLD
Single Line Diagram
TER
Termination Diagram
UFD
Utility Flow Diagram
Sequential Number
The serial numbers shall be:
1001 (to 1999) – Flow Sheets, P&ID, Plot Plans 2001 (to 2999) – Piping Layout, Isometrics, Supports 3001 (to 3999) – Equipment Related
4001 (to 4999) – Civil Related 5001 (to 5999) – Instrument Related 6001 (to 6999) – Electrical Related
7001 (to 7999) – Rotating Equipment Movables
8001 (to 8999) – General Documents, HSE (now included) 5. DOCUMENT FORMAT
Standard templates shall be used for all documents, drawings data sheets, specifications, calculations and reports. Standard templates shall be held within discipline specific folders within the Dhabi Nortech Quality Management System at G:\QA\05-Standard Documents. All documents other than drawings shall have a front sheet which is formatted in accordance with OP-SD- 001 Standard Document Template.
All documents shall be in the English language
All documents, except drawings, shall be supplied in a searchable PDF format 5.1 Drawings
New drawings will be prepared using the appropriate CAD system; an appropriate template will be selected for drawings and will be saved in the relevant document profile on ProArc. Client document numbers will also be added within the Dhabi Nortech drawing template where applicable.
5.2 Documents
All documents will be saved in the relevant document profile on ProArc. Client document numbers will also be added within the Dhabi Nortech drawing template where applicable. 5.3 Document Revision Control
Where Dhabi Nortech apply their own revision control system the following shall apply. All ‘Preliminary / For Information’ status documents shall be identified by revision P1, and then further revisions shall be identified by P2, P3 onwards.
All ‘For Approval’ status documents shall be identified by revision A1, and then further revisions shall be identified by revision A2, A3 onwards.
All ‘Issued for Design / Enquiry’ status documents shall be identified by revision B1 and then further revisions shall be identified by revision B2, B3 onwards.
All ‘Issued for Construction / For Use’ status documents shall be identified by revision C1 and then further revisions shall be identified by revision C2, C3 onwards.
shall be identified by revision Z2, Z3 onwards.
All ‘Cancelled’ status documents shall be identified by revision XX, with CANCELLED clearly marked across the document.
Changed information
When a drawing is changed, a revision cloud / bubble with the revision number inside (in a triangle) shall be shown alongside each change. As the drawing progresses, i.e. Preliminary through Design, Enquiry and Construction, existing revision clouds / bubbles shall be removed at each update to show a clean drawing.
When changing a document, all changes should be referenced on the document front sheet / drawing title block to show the current revision of the document. Revision numbering will be as follows:
REV DATE PAGES DESCRIPTION A1,B1,
C1 etc.
Rev Date
Pages
effected Description of change
6. MASTER DOCUMENT REGISTER (MDR)
It will be the responsibility of DCC to ensure the MDR is maintained and updated through the life of the project. DCC will reserve document numbers & add Client document numbers in ProArc, delivery dates will be set against the document number to track progress in accordance with Client document SVP(P)-PR-027
7. DOCUMENTATION ISSUE, TRACKING & STORAGE
7.1 Documentation Issue
Release of Documents to Client
Final issue of documents shall be transmitted to the Client only after review and sign-off by EM. The extent and format of such documentation will be advised by the client.
Issue and Distribution
The distribution of documents to Client, Suppliers and & third parties will be as noted on the transmittal with the reason for issue included; ProArc will maintain records of all documents that have been issued.
7.2 Tracking
When documents are issued to a receiver outside Dhabi Nortech, DCC will be responsible for checking receipt of the transmittal. Signed Transmittals will be stored in ProArc by DCC. DCC will be responsible for expediting turnaround of documents on internal squad check/workflow. Progress of document production and review is monitored using ProArc. 7.3 Documents for Review by Client
Documents requiring comment / approval by Client or other external authority will be agreed during the Project Kick-off meeting. Documents will be issued with a Transmittal and return by dates will be recorded on the document profile. The standard timescale will be 10
working days, however this may vary depending on agreed timescales with Client. The turnaround times will be indicated by the DM on the issue request. DM/DCC will expedite all outstanding documents from clients and record all received comments in the document profile on ProArc.
7.4 Control of Comments from Client/Dhabi Nortech
Documents, when issued for review to Client, will be accompanied by a CRS, this will be completed by the DCC and will be included in the transmittal to the Client. The CRS is completed by the Client and returned to Dhabi Nortech for resolution.
8. CLIENT / SUPPLIER DOCUMENTATION
The numbering, review and control of client and vendor documentation is as follows. 8.1 Client Documents
Client documents will be received by DCC and they will be logged in ProArc in the relevant project. DCC will include the client number in the client number field on the document profile. DC will notify the Project team that new documents have been received by sending an email link with the details.
8.2 Supplier Documents
The supplier will provide a supplier document register (SDR) listing documents with expected dates of issue. DC will reserve document profiles in ProArc and include dates for expediting and add client document numbers if required. The client numbers will be given to the supplier for inclusion on the documents.
a. Numbering
Supplier documents will be received by DCC and then logged in ProArc in the relevant project. DCC will include the supplier document number in the supplier document number field on the document profile.
Any special requirements for supplier document format will be identified at the Kick Off meeting.
b. Location Of Documents
All supplier documents will be stored by DCC on ProArc in the relevant project; these will be searchable by document number and title. New revisions will supersede the previous version and will be filed in the same document profile.
Supplier Documentation Review
DCC creates workflow as per supplier document distribution matrix Reviewer checks documents by viewing on ProArc
Reviewer closes workflow
DM receives workflow and reviews all comments made DCC receive notification workflow is complete
DCC issue documents to vendor indicating status
Completed reviews will be confirmed with a document status code:- 1 – Accepted
2 – Accepted with Comments incorporate Revise & Resubmit 3 – Not Accepted. Revise & Resubmit
4 – For Information
These will be shown on the document profile and Transmittal. 9. CORRESPONDENCE
The circulation and distribution of emails, letters and transmittals will be as noted in 10.1 below. Any technical discussion with the client must be addressed to the clients
representative raising the issue (using the email reply all function) and ensure that the DM/EM/DCC is copied in any response.
Where this is a new discussion raised by Dhabi Nortech then they should be addressed, in the first instance, with the persons noted below in table 10.1.
The subject line of all emails/transmittals should follow the clients requested format; e.g. 5631 (FEED) : (letter/email/transmittal reference) : (subject of message)
For clarity, and in accordance with OP-SEP-001, Do Not change subject in any email trail. 9.1 Emails
Emails must include the project number (and/or transmittal reference) and subject in the subject field, a project mailbox has been created in outlook Public Folders. All emails should be filed in the relevant month for archiving.
9.2 Letters
10. DISTRIBUTION
10.1 – From Dhabi Nortech to Client
Correspondence Type
Mean of Communication Recipients
Contractual Matters Letters/Fax To: PX2
Cc: PC, PCP, PX2/M1 Project Documents (Except contractual matters) Letters/Fax/Transmittals 2 Hard copies To: PX2 Cc: PX2/M1 E-mail To: PX2/M1 Cc: PX2, PX-3/P-SEC0, PX1/S1
Day to day technical E-mail To: PX-3/P-SEC0
Cc: PX2, PX2/M1
Circulation Legend
Designation Name Email Address
PX Hasan Mohamad Al Ali –
Vice President, Projects Ruwais
[email protected] PC Mahmoud A. Yousef Al Hosani –
Vice President, Project Controls
PCP Bharat Mehta –
Projects Procurement & Contracting Department Head
PX2 Joseph Gerald –
Sr. Project Manager (Ruwais)
[email protected] PX2/M1 Assaad Abdallah – Project
Manager
[email protected] PX-3/P-SCE0 Abdelsayed Botross –
Sr. Construction Engineer
[email protected] PX1/S1 Sikander Ali –
Office Administrator #
[email protected] PCC/P-SPAS7 Saravanan Amarnath – Planning
**
# copied on all project emails (not contractual) ** copied on planning related emails only
10.2 – From Client to Dhabi Nortech
Correspondence Type Mean of
Communication
Recipients
Contractual Matters Letters/Fax To: DM Cc: EM, MD Project Documents (Except
contractual matters)
Letters/Fax/Transmittals To: DM Cc: DCC
E-mail To: DM
Cc: DCC
Day to day technical E-mail To: DM
Cc: DCC, EM and relevant Technical Lead Engineer below
Circulation Legend
Designation Name Email Address
DM Brian Newbould –
Delivery Manager
MD Bryan Bunn – Managing
Director [email protected] EM Keith Stephenson – Engineering Manager [email protected]
SWE Steve Wake –
Civil & Structural
Technical Lead Engineer
CCY Craig Cowley –
E I & C Technical Lead Engineer
AOE Anthony O’Rourke –
Piping Technical Lead
anthony.o’[email protected] SSN Shaheeb Shan – Mechanical Technical Lead [email protected] SDN Steve Donegan –
Process Technical Lead
Document Control Centre (DCC) to be included in all project related emails (not contractual) – [email protected]
11. PROJECT REPORTING
The following reports will be produced from ProArc: Document status
Documents awaiting Client Approval Documents Approved by Client Master Document Register (MDR) Supplier document status
Supplier Document Register (SDR)
The above will be supplied to GASCO on request along with any additional reporting requested by GASCO
