END 3 001 Project Documentation

7/30/2019 END 3 001 Project Documentation

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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.


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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.


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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.


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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.


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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).


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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


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(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.


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(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..


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(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


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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.


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(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,


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(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


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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

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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.

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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

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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.


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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)


REPRODUCE SECONDARY

COPIES AND DISTRIBUTE

(END-4-001H)


PROJECT

ACTIVE FILES

(COMPLETED PROJECTS)


ORIGINAL PROJECT DOCUMENTS

ISSUED BY

COSTUMERS

SUPERSEDED DRAWINGS /

DOCUMENTS IS REPLACED

WITH CURRENT ISSUES


FILE ORIGINAL DOCUMENT

IN ORDER / MAINTAIN IN

SECURED ROOM/CABINET

PROJECT DEPARTMENT HEADS

COLLECT / RECORD / FILE IN

STORAGE BOX

(END-4-001C)


PREPARES

TRANSMITTAL

MASTER LIST

COORDINATE WAREHOUSE FOR

TRANSPORT ARCHIVE BOXES

TO STORAGE WAREHOUSE/YARD


PROJECT DOCUMENT CONTROLLERPROJECT DOCUMENT CONTROLLER

A1END


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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.

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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.

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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.

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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.


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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


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