end 3 001 project documentation
Post on 14-Apr-2018
217 Views
Preview:
TRANSCRIPT
-
7/30/2019 END 3 001 Project Documentation
1/24
-
7/30/2019 END 3 001 Project Documentation
2/24
The purpose of this procedure is to establish control of
incoming and outgoing documents at the project site. Tofacilitate expeditious controlled distribution of
documents, and to ensure that drawings used by
Construction Field Operations are the current issues or
latest revisions for implementation.
This procedure covers the control of incoming and
outgoing project documents, which includes
construction drawings, specifications, standardreferences, construction procedures, memorandums,
instruction letters, communications, correspondences,
and other applicable documents, during the
construction of the project, handled by Field
Engineering Support Group at the project sites.
-
7/30/2019 END 3 001 Project Documentation
3/24
DEFINITIONS
IFC - Issued for Construction drawings.
REFERENCES
EN ISO 9002 : 1994
4.5 Document and data control
PROJECT MANAGER
Has overall management responsibility for the Project
Construction Operation including the administrative supervision
of the Field Engineering Support Group. All project
communications, correspondences, document transmittals are
passed through for approval and signing of the Project Manager.
-
7/30/2019 END 3 001 Project Documentation
4/24
(continuation)
PROJECT SITE ENGINEERING MANAGERSUPERINTENDENT or SUPERVISING ENGINEER
Supervise project documentation works. Determines
standard distribution procedures and responsible for the
satisfactory distribution and control of Documents in the
project site.PROJECT DOCUMENT CONTROLLER
Receiving, recording, filing, reproduction, distribution,
updating, protection and return of clients issued project
documents upon completion of the project in accordance
with the requirements of the Contract.
File in controlled manner all identified documents
collected by Engineering, Materials, Quality Control,
Project Control, Contracts Departments and from the
Managers file for retention after completion of the project.
-
7/30/2019 END 3 001 Project Documentation
5/24
(continuation)
PROJECT DEPARTMENT HEADS
Responsible for the collection of Project Active Files, for
documents mentioned in Clause 6.2.9 in their respectivedepartments for archiving.
Responsible fro the developing, monitoring and control of
Controlled project documents for any necessary secondary
distribution within their respective department, referred to in
Clauses 6.4.2.1. Procedure No. END-3-010, Central
Documentation Control.
OVERVIEW
Field Engineering Support Group shall maintain the project
work site, copies of all Issued for Construction (IFC) drawings,
specifications, standard references, construction procedures,
memorandums, instruction letters, vendors data, instruction
manuals, contract documents, addenda, communication and
other applicable correspondences.
-
7/30/2019 END 3 001 Project Documentation
6/24
(continuation)
RECEIVING, RECORDING, FILING AND DISTRIBUTION
Project Document Controller acknowledges receipt of
document from Costumer by signing the incoming transmittal.The documents may consists IFC drawings, specifications and
other construction documents, stamp date and records in
Form No. END-4-001B, Project Management Control System
Engineering Drawing / Document Register (Incoming)
The register includes the item number, transmittal number of
Costumer, date received, item description, drawing/referencenumber, sheet number, revision number, print/sepia, number of
copies, index number, plant/unit area, remarks column for
additional information. This ensure accurate maintenance of
master distribution and transmittal status at all times and
also provide easy identification and quick access to the
documents. Project Document Controller will reproduce copies for
distribution and shall distribute the documents to recipient.
Document Controller will produce Log Book and write on log
book pages the following information, as formatted below
(next page).
-
7/30/2019 END 3 001 Project Documentation
7/24
The above format will be used by the Document Controller whenever he
distribute primary copies of documents at the project site. This is tominimize use of Transmittal Form No. QAD-4-202
Project Document Controller will distribute the documents to field
Operations through the office of the respective discipline Field
Department Heads. The Field Department Heads or his designatedrepresentatives shall indicate his name & signature on the
Receivers column on the DOCUMENTS LOG BOOK upon receipt of
the documents. This is to ensure that the documents are not
issued to the field operation without knowledge.
(continuation)
ITEM No. ITEM DESCRIPTION REFERENCE No. DATE Distrbt.ORIGINATOR
Name/Sign
DATE RECEIVERECEIVER
Name/Sign
REMARK
Form No. END-4-001H
-
7/30/2019 END 3 001 Project Documentation
8/24
(continuation)
Conflict between drawings, specifications or standards are brought
to the prompt attention of the Costumer Representatives by the
Field Engineering Manager / Superintendent or Supervising
Engineer. The Costumer representative on resolving the conflict
and shall advise MMG, in writing.
Sepias and photocopies received from the Costumer
Representatives are kept for ready reference and reproduction.
All documents are kept in separate room, neatly filed on sticks or in
drawing cabinets. Documents shall be filed in a sequencecorresponding to a key index, per discipline, on a respective plant
area.
Documents transmitted prior to the effective contract dates are
likewise handled as provided above.
Upon Project Completion, all technical data, standards,
specifications, design, drawings and the like, furnished by theCostumer, shall be returned to the Costumer, if specified in the
Contract. Alternatively, such documents may be destroyed or
disposed of in accordance with individual costumer instruction /
contractual requirement.
-
7/30/2019 END 3 001 Project Documentation
9/24
(continuation)
PROJECT ACTIVE FILES
(Form No. END-4-001C) for archiving shall be maintained in a
secured environment at the Dammam warehouse or DMSYard. The period of retention may vary in accordance with
contractual warranty periods, but shall not be less than two
(2) years following the project completion date. An
indeterminate retention period may be required in relation to
unresolved claims.
Documents to be considered for archiving may include but
are not restricted to the following:
MATERIAL FILES
Includes Material receiving report, Requisition Slip, PurchaseOrder, Over/Short Damage Report, Weekly Material Check
Report, Costumer Supplied Material Receiving Report, materials
status log. And etc..
-
7/30/2019 END 3 001 Project Documentation
10/24
(continuation)
ENGINEERING FILES
Includes Site Query, Work Estimates, As-Built drawings, Field Work
Directives, Change Notice, Avoid Verbal Orders, letters on claims,
Change request, Calculations, specifications, standard drawings,
and etc
QUALITY CONTROL FILES
Includes Inspection and Test Reports, Certification Dossiers,Control Procedures, Welding Report and etc
PROJECT CONTROL FILES
Includes Foreman Daily Progress Report, Daily Report to Costumer,
Weekly Report, Monthly Narrative Report, Construction Schedules
(All Construction Schedules, S-Curve, CPM, manpower & EquipmentHistograms developed from start to the last phase of the project)
Change Order Settlement, Progress Report, Billing, Timesheets and
etc
-
7/30/2019 END 3 001 Project Documentation
11/24
(continuation)
CONTRACT FILES
o Includes Field Work Directives, Change Orders, Settlement of
Change Orders, Subcontractor Contract and Job Specifications.
PROJECT MANAGER SECRETARY FILES
o Includes incoming and outgoing letter, Facsimiles, Memos,
Minutes of meeting and etc..
OTHER COMMUNICATION AND CORRESPONDENCES
o Which are vital to unresolved Change Orders or Claims and
reference information beneficial to any unexpected
requirements.
o Respective Project Department Head shall collect all the above
respective documents in their custody and make corresponding
records using Form No. END-4-001C (Project Active FileRecord). This files shalll be sequence in the storage boxes in
accordance with the indices and label (END-4-010U) place on
the side of the box with the corresponding box number, then
transmit the record to the Project Document Controller who will
prepare the transmittal for archiving.
-
7/30/2019 END 3 001 Project Documentation
12/24
(continuation)
o For large volume of Project Active Files, documents
storage boxes shall be placed inside a conex vancontainer, properly identified or marked for
identification of a Project Name, Contract Number
and date delivered for archive. The conex van container
shall be stored at Dammam Maintenance Shop (DMS)
storage yard.o Project Document Controller shall prepare the Master
List of the Project Active File and a copy forwarded to
Central Documentation Control Section for record
control.
o Field Engineering to co-ordinate with ProjectWarehouse who will in turn take-over the
responsibility for transporting the Conex Van
containing the Project Active Files to DMS,
-
7/30/2019 END 3 001 Project Documentation
13/24
(continuation)
SUPERSEDED DOCUMENTS
Project Document Controller will stamp SUPERSEDED mark on
superseded drawings and/or documents, and update the ProjectManagement Control System (Form No. END-4-001B)
Project Document Controller reproduce a copy of the current issue
or latest revision drawing or documents and distribute to recipient.
All superseded drawings and documents are segregated from the
current issues files by the corresponding field discipline
responsible Field Supervisor or Foreman using the drawings or
documents. Superseded drawings or documents are either being
kept by field operation for further reference or are returned to the
Project Document Controller for safe keeping, where appropriate.
Superseded drawings and documents are filed in separate cabinet
for later reference, if demanded.
A Computer database or appropriate computer program is
implemented by Field Engineering Support Group where the
contract requires the application of a computerized program for
handling documents and for ensuring accurate maintenance of
master distribution status.
S O CO O O SS O C CO O
-
7/30/2019 END 3 001 Project Documentation
14/24
DISTRIBUTION AND CONTROL OF ISSUED PROJECT CONTROLLED
DOCUMENT USED BY FIELD OPERATION DEPARTMENTS
Field Discipline Department Heads or his designated
representative shall allocate Control Copy Number for identified
secondary distribution Controlled Copy Holders within his
department. Control Copy Number for secondary distributioncopy holder shall be prefix to the Primary Controlled Copy Holder
Control Number, Below are examples of assigning control
numbers, which will vary per discipline, types of drawings of
documents, Department Heads shall assign appropriate control
number.
Example1
PQAM-4CR01-QCP-03/01
PQAM = Project Quality Assurance Manual
4CR01-QCP = Manual Number
O3 = Primary Controlled Copy Holder No. 3
O3/O1 = Secondary Distribution Controlled Copy
Holder No. 1
( ti ti )
-
7/30/2019 END 3 001 Project Documentation
15/24
(continuation)
Example2
PD-ISO-03/01
PD =
Piping Drawing (changes with discipline)
ISO =
Isometric (changes with type drawing)
O3 =
Primary Controlled Copy Holder No. 3
O3/O1 =
Control No. of Number One Secondary
Distribution Controlled Copy Holder
Note : All piping isometric drawings covered by the above Control Numberwill be change in Form No. END-4-001G
Accomplished Form No. END-4-001G and outgoing documents log bookwill be used when distributing it to Secondary Controlled CopyHolder together with all covered drawings and/or documents.
( ti ti )
-
7/30/2019 END 3 001 Project Documentation
16/24
(continuation)
Field Discipline Department Heads or his designated
representative shall register in Form No, END-4-001G Field
Operation Secondary Controlled Documents Register (Incoming/
Outgoing) all controlled documents requiring secondary
distribution. Registration of documents and/or drawings dataincludes names of primary & secondary copy holders controlled
copy holders number, document or drawings reference details,
issue dates, and etc.. Copies of documents and/or drawings shall
be stamped Controlled Copy (sample below) in red ink and the
Copy Holder Name, Number & Date, written on the space
provided thereof.
After secondary distribution of drawings, documents and specifications to fieldoperation retrieval of these documents, drawings and specifications areresponsibility of construction operation or designated person who will issued thesecondary copy.
MOHAMMAD AL-MOJIL GROUPCONTROLLED COPY
COPY HOLDER NAME : _____________
COPY NO. : _____________________
DATE ISSUE : ____________________
Sample Stamp
( ti ti )
-
7/30/2019 END 3 001 Project Documentation
17/24
(continuation)
Upon completion of the project. Secondary Copy Holders of
controlled documents shall return all issued controlled copies to
their respective Department Heads or Designated Representative.
Subsequent steps to be undertaken by the Designated
Representative, refer to Clause 6.2.8 & 6.2.10 for proper dispositionof project document. Also refer Procedure END-3-010 in conjunction
to procedure END-3-001 for other related document control
information.
OUTGOING DOCUMENTS
(To Client, Subcontractor & other Parties)Project Document Controller will register in PROJECT TRANSMITTAL
CONTROL LOG (Form No. END-4-001D, Rev 1, 27 Feb. 1996) all
outgoing document forwarded to Client, Subcontractor or other
parties. The Project Transmittal Control Log includes the Item
Number, Transmittal Number, Date Issued, Issued to (recipient
name), signature of receiving person and description or remarks arenoted in the space provided for particulars. This is to ensure that all
outgoing documents issued to Client, subcontractors and other
parties are fully documented and controlled.
-
7/30/2019 END 3 001 Project Documentation
18/24
START
PROJECT SITE ENGINEERING
PROJECT DOCUMENTATION
CONTROL
(END-3-001)
PROJECT DOCUMENT CONTROLLER
AKNOWLEDGE RECEIPT
OF DOCUMENT
FROM COSTUMER
STAMP DATE OF ISSUE
RECORD IN REGISTER
(END-4-001B)
PROJECT DOCUMENT CONTROLLER
REPRODUCE SECONDARY
COPIES AND DISTRIBUTE
(END-4-001H)
PROJECT DOCUMENT CONTROLLER
PROJECT
ACTIVE FILES
(COMPLETED PROJECTS)
PROJECT DOCUMENT CONTROLLER
ORIGINAL PROJECT DOCUMENTS
ISSUED BY
COSTUMERS
SUPERSEDED DRAWINGS /
DOCUMENTS IS REPLACED
WITH CURRENT ISSUES
PROJECT DOCUMENT CONTROLLER
FILE ORIGINAL DOCUMENT
IN ORDER / MAINTAIN IN
SECURED ROOM/CABINET
PROJECT DEPARTMENT HEADS
COLLECT / RECORD / FILE IN
STORAGE BOX
(END-4-001C)
PROJECT DOCUMENT CONTROLLER
PREPARES
TRANSMITTAL
MASTER LIST
COORDINATE WAREHOUSE FOR
TRANSPORT ARCHIVE BOXES
TO STORAGE WAREHOUSE/YARD
PROJECT DOCUMENT CONTROLLER
PROJECT DOCUMENT CONTROLLERPROJECT DOCUMENT CONTROLLER
A1END
-
7/30/2019 END 3 001 Project Documentation
19/24
PROCEDURE FOR PROJECT DOCUMENTATION CONTROL
ACKNOWLEDGE RECEIPT OF DOCUMENT / RECORDING
Project Document Controller will acknowledge receipt of documents
from Costumer by signing the incoming Costumer generated
Transmittal. The documents may consist of IFC drawings,
specifications and other construction documents. He will stamp date
and record on Form END-4-001B Document Register (Incoming)
REPRODUCTION / DISTRIBUTIONReproduce secondary copies for distribution. Distribute secondary
controlled reproduced copies to Field Operations / Recipients
through the office of the respective discipline Field Department
Heads.
FILING
File all original documents in secure room, neatly retained on sticks
or in drawing cabinets, in orderly sequence corresponding to a key
index, discipline and plant areas.
( ti ti )
-
7/30/2019 END 3 001 Project Documentation
20/24
(continuation)
SUPERSEDED DRAWINGS / DOCUMENTS
Reproduce secondary copies of the current issue or latest revision
drawing and or documents for distribution. Remove superseded
drawings / documents from the file and replace with the current issues.
Distribute secondary controlled copies to Field Operation / Recipients
through the office of the respective discipline. Field Department Heads.
The distribution shall be controlled in accordance with PFE (05)
Control of Technical Literature used Form No. END-4-001H (Outgoing
Document Log Book) to record distribution.
Stamp SUPERSEDED mark on all superseded drawings and /or
documents and update the Engineering Drawing / Document Register
(Form No. END-4-001B)
File all superseded original drawings and documents in a separate
cabinet in orderly sequence corresponding to a key index., discipline or
plant areas for future reference, or whenever demanded.
All superseded secondary copies of drawings / documents issued tofield Operations (FO) should be removed from the latest issue files by
the corresponding field discipline responsible Field Supervisor or
Foreman and destroyed.
( ti ti )
-
7/30/2019 END 3 001 Project Documentation
21/24
(continuation)
ORIGINAL PROJECT DRAWINGS / DOCUMENT ISSUED BY COSTUMER
Upon project completion, all original copies of documents furnished by
the Costumer during the life of the project shall be returned to the
Costumer. If specified in the Contract. Alternately, such documents may
be destroyed or disposed of in accordance with the individual costumer
instruction / contractual requirement.
PROJECT ACTIVE FILES
Project Active Files on completed project considered for archive may
include, but not limited to the following:
Material Files
Engineering Files
Quality Control Files
Contract Files
Project Managers Files
Other Internal / external correspondences & communications.
(continuation)
-
7/30/2019 END 3 001 Project Documentation
22/24
(continuation)
Respective Project Department Heads (PD) shall collect all the above
respective documents in their custody and make corresponding records
using Form END-4-001C Project Active File Record and shall file in
orderly manner in storage boxes in accordance with the corresponding
box number.
Endorse respective Project Active Files records to project Document
Controller who will prepare the transmittal for archiving.
Project Document Controller prepares the Transmittal and master list
address to Central Documentation Section in Dammam for record
control and advise for the archiving at MMG Central Archive. For large
volume of Project Active Files, documents storage boxes shall beplaced inside container van, properly identified or marked for
identification of Project Name, Contract Number and date delivered for
archive. The container van shall be stored at Dammam Central
Warehouse (DMS) storage yard.
Field Engineering shall coordinate with Project Warehouse who will in
turn take-over the responsibility for transporting the container vancontaining th Project Active Files to DMS storage yard. Copy of the
Document Master List is also retain inside the Container van.
CWD transport the boxes to Dammam warehouse archive room or the
Container Van with the Project Active Files to DMS storage yard.
-
7/30/2019 END 3 001 Project Documentation
23/24
Mohammad Al-Mojil Group
Project Active File Control
Flow Chart
MATERIAL DEPARTMENT ENGINEERING DEPARTMENTQUALITY CONTROL
DEPARTMENTPROJECT CONTROLS
DEPARTMENT CONTRACTS DEPARTMENTPROJECT MANAGERS FILES
SECRETARY
MATERIAL RECEIVING REPORT,REQUISITION SUP, PURCHASED
ORDERS,MATERIAL STATUSLOG OVERSHORT/DAMAGE
REPORT, ETC.
START
SITE QUERY, WORK ESTIMATESAS BUILT DRAWINGS, CHANGE
NOTICE CHANGE REQUEST,LETTER ON CLAIMS,CALCULATION, ETC..
INSPECTION & TEST REPORTS,CERTIFICATION DOSSIERS,
CONTROL PROCEDURES,WELDING REPORT, ETC
MANPOWER & EQUIPMENTRECORDS, DAILY REPORT,
MONTHLY NARRATIVE REPORT,CONSTRUCTION SCHEDULE,
ETC
FIELD WORK DIRECTIVES,CHANGE ORDERS, SETTLEMENT
OF CO. SUBCONTRACTORCONTRACT & JOB
SPECIFICATIONS, ETC
INCOMING & OUTGOINGLETTERS, FACSIMILES, MEMOS,MINUTES OF MEETINGS, ETC..
COLLECT IDENTIFIEDDOCUMENTS FOR RETENTION,PUT IN DOC BOXES, LABEL AND
FORWARD TO PROJECTDOCUMENT CONTROLLER
RECEIVE, CHECK, RECORD ANDPREPARE TRANSMITTAL (QAD-
4-202) ADDRESSED TO CDCSECTION, DAMMAM
MATERIAL RECEIVINGCOORDINATE WITH CDC
DOCUMENT CONTROLLER FORSPECIFIC DOCUMENT ARCHIVE
LOCATION OR STORAGEWAREHOUSE PRIOR DISPATCH
TO DAMMAM
PROJECT DEPARTMENT
HEADS
PROJECT DOCUMENTSCONTROLLER
PROJECT DOCUMENTS
CONTROLLER
TRANSMIT DOCUMENTS TODAMMAM OR TO SPECIFIED
LOCATION UPONCONFIRMATION BY CDC
DOCUMENT CONTROLLER
END
END-4-001C / END-4-010U
PROJECT DOCUMENTS
CONTROLLER
-
7/30/2019 END 3 001 Project Documentation
24/24
top related