project document control procedure
TRANSCRIPT
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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 CHECKDISC
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 13Updated Re-Issued for
CommentSSL BND SSL KSN BND
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Table of Contents
INTRODUCTION 3
1. GENERAL 33. ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS) 34. PROJECT & DOCUMENT NUMBERING & REVISION CONTROL 45. DOCUMENT FORMAT 85.1 Drawings 85.2 Documents 85.3 Document Revision Control 8
6. MASTER DOCUMENT REGISTER (MDR) 97. DOCUMENTATION ISSUE, TRACKING & STORAGE 97.1 Documentation Issue 97.2 Tracking 97.3 Documents for Review by Client 97.4 Control of Comments from Client/Dhabi Nortech 108. CLIENT / SUPPLIER DOCUMENTATION 108.1 Client Documents 108.2 Supplier Documents 109. CORRESPONDENCE 119.1 Emails 11
9.2 Letters 1110. DISTRIBUTION 1211. PROJECT REPORTING 13
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INTRODUCTION
The procedure has been produced for use on the GASCO Ruwais Trains 1&2 HP & LPFlares. Project specific requirements are in line with those requested by the customer.
1. GENERAL
The objective of this procedure is to ensure that all documents, correspondence anddeliverables (hereafter collectively named as documents), prepared, received and sent byDhabi Nortech are recorded, distributed and filed in an efficient and controlled andtraceable manner.
2. DEFINITIONS
Documents: In the context of this procedure applies to all documents such asspecifications, calculations, reports, minutes of meetings and all design drawings.
The EDMS implemented through ProArc is the system or tool adopted by Dhabi Nortech forthe numbering, control and management of all documentation. ProArc will be managed bythe Dhabi NortechDocument Control Manager (DCM).
CRS - Comment Resolution SheetDCC - Document Control CentreDCM - Document Control ManagerDM - Delivery ManagerEDMS - Electronic Document Management SystemEM - Engineering Manager
MDR - Master Document ListSDR - Supplier Document List
3. ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS)
All Dhabi Nortech project documents will be stored on the ProArc EDMS; DCC will beresponsible 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 beenissued. All documents can be retrieved by searching for documents by number, title & byusing other fields in the profile.
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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 SizeSee Table C
1 DIGIT (Max)DisciplineSee Table B
2 DIGITs (Max) - Plant No.See Table A
3 DIGITs (Max)Document TypeSee 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 InstrumentationL Piping
M Mechanical
N Insulation
Q Foundations
P Electrical
R Buildings
S Site Improvement
T Telecommunications
W Welding & Metallurgy
X Painting
Y HSE
Z Marine
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Table C Document Format
Code Original Paper Size
A A4
B A3
C A2D 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 TypeAUR 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 BookDAS 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 EstimateEVA Evaluation
EWN Early Warning Notice
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FAX Fax
FDS Functional Design Specification
FOR Forms
IAF Internal Audit Form
IDX Index Register or List
INT Interface DocumentIOM 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 ProcedurePCS 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 OrderQAM 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 SheetWIS Work Instruction
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WKP Workpack
WPS Welding Procedure Specification
TechnicalDocuments
Document Code Document Type
ADD Addendum
ASY AssemblyBLD 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 ElevationFAB 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
WDD Wiring Diagram
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Sequential Number
The serial numbers shall be:1001 (to 1999)Flow Sheets, P&ID, Plot Plans
2001 (to 2999)Piping Layout, Isometrics, Supports3001 (to 3999)Equipment Related4001 (to 4999)Civil Related5001 (to 5999)Instrument Related6001 (to 6999)Electrical Related7001 (to 7999)Rotating Equipment Movables8001 (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 inaccordance 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 templatewill 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 templatewhere applicable.
5.2 Documents
All documents will be saved in the relevant document profile on ProArc. Client documentnumbers 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, andthen further revisions shall be identified by P2, P3 onwards.
All For Approval status documents shall be identified by revision A1, and then furtherrevisions shall be identified by revision A2, A3 onwards.
All Issued for Design / Enquiry status documents shall be identified by revision B1 andthen further revisions shall be identified by revision B2, B3 onwards.
All Issued for Construction / For Use status documents shall be identified by revision C1and then further revisions shall be identified by revision C2, C3 onwards.
All As Built status documents shall be identified by revision Z1, and then further revisions
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shall be identified by revision Z2, Z3 onwards.
All Cancelled status documents shall be identified by revision XX, with CANCELLEDclearly marked across the document.
Changed information
When a drawing is changed, a revision cloud / bubble with the revision number inside (in atriangle) shall be shown alongside each change. As the drawing progresses, i.e.Preliminary through Design, Enquiry and Construction, existing revision clouds / bubblesshall 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 willbe as follows:
REV DATE PAGES DESCRIPTION
A1,B1,C1 etc. RevDate Pageseffected Description of change
6. MASTER DOCUMENT REGISTER (MDR)
It will be the responsibility of DCC to ensure the MDR is maintained and updated throughthe life of the project. DCC will reserve document numbers & add Client documentnumbers in ProArc, delivery dates will be set against the document number to trackprogress 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 byEM. 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 thetransmittal with the reason for issue included; ProArc will maintain records of all documentsthat have been issued.
7.2 Tracking
When documents are issued to a receiver outside Dhabi Nortech, DCC will be responsiblefor 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 squadcheck/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 agreedduring the Project Kick-off meeting. Documents will be issued with a Transmittal and returnby dates will be recorded on the document profile. The standard timescale will be 10
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working days, however this may vary depending on agreed timescales with Client. Theturnaround times will be indicated by the DM on the issue request. DM/DCC will expedite alloutstanding documents from clients and record all received comments in the documentprofile 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 becompleted by the DCC and will be included in the transmittal to the Client. The CRS iscompleted 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 relevantproject. DCC will include the client number in the client number field on the documentprofile. DC will notify the Project team that new documents have been received by sendingan email link with the details.
8.2 Supplier Documents
The supplier will provide a supplier document register (SDR) listing documents withexpected dates of issue. DC will reserve document profiles in ProArc and include dates forexpediting and add client document numbers if required. The client numbers will be given tothe supplier for inclusion on the documents.
a. Numbering
Supplier documents will be received by DCC and then logged in ProArc in the relevantproject. DCC will include the supplier document number in the supplier documentnumber field on the document profile.
Any special requirements for supplier document format will be identified at the Kick Offmeeting.
b. Location Of Documents
All supplier documents will be stored by DCC on ProArc in the relevant project; thesewill 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 Reviewerchecks 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:-
1Accepted
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2Accepted with Comments incorporate Revise & Resubmit
3Not Accepted. Revise & Resubmit
4For 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 10.1below. Any technical discussion with the client must be addressed to the clientsrepresentative raising the issue (using the email reply all function) and ensure that theDM/EM/DCC is copied in any response.
Where this is a new discussion raised by Dhabi Nortech then they should be addressed, inthe 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 thesubject field, a project mailbox has been created in outlook Public Folders. All emailsshould be filed in the relevant month for archiving.
9.2 Letters
Letters issued to the Client must be issued with a sequential Correspondence Number.
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10. DISTRIBUTION
10.1From Dhabi Nortech to Client
CorrespondenceType
Mean of Communication Recipients
Contractual Matters Letters/Fax To: PX2Cc: PC, PCP, PX2/M1
Project Documents(Except contractualmatters)
Letters/Fax/Transmittals2 Hard copies
To: PX2Cc: PX2/M1
E-mail To: PX2/M1Cc: PX2, PX-3/P-SEC0, PX1/S1
Day to day technical E-mail To: PX-3/P-SEC0Cc: PX2, PX2/M1
Circulation Legend
Designation Name Email Address
PX Hasan Mohamad Al Ali
Vice President, Projects Ruwais
PC Mahmoud A. Yousef Al HosaniVice President, Project Controls
PCP Bharat MehtaProjects Procurement &Contracting Department Head
PX2 Joseph GeraldSr. Project Manager (Ruwais)
PX2/M1 Assaad AbdallahProjectManager
PX-3/P-SCE0 Abdelsayed BotrossSr. Construction Engineer
PX1/S1 Sikander Ali
Office Administrator #
PCC/P-SPAS7 Saravanan AmarnathPlanning**
# copied on all project emails (not contractual)** copied on planning related emails only
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10.2From Client to Dhabi Nortech
Correspondence Type Mean ofCommunication
Recipients
Contractual Matters Letters/Fax To: DM
Cc: EM, MDProject Documents (Exceptcontractual matters)
Letters/Fax/Transmittals To: DMCc: DCC
E-mail To: DMCc: DCC
Day to day technical E-mail To: DMCc: DCC, EM and relevant TechnicalLead Engineer below
Circulation Legend
Designation Name Email Address
DM Brian NewbouldDelivery Manager
MD Bryan BunnManaging
Director
EM Keith StephensonEngineering Manager
SWE Steve WakeCivil & StructuralTechnical Lead Engineer
CCY Craig CowleyE I & C Technical LeadEngineer
AOE Anthony ORourkePiping Technical Lead
SSN Shaheeb ShanMechanical Technical
Lead
SDN Steve DoneganProcess 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 reportingrequested by GASCO