ENGINEERING DRAWINGS MANAGEMENT POLICY (IFC · PDF fileThis policy takes precedence over L1-NAM-PRO-003 Infrastructure As Built Drawing Management due to business restructures. New

ENGINEERING DRAWINGS MANAGEMENT POLICY (IFC/AS BUILTS)

L1-CHE-POL-001 Version: 4 Effective from: 21st December 2016

Approving Manager: Process & Interface Manager Approval Date: 21/12/2016 Next Review Date: 21/12/2019 PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 1 of 15

Approval

Amendment Record

Approval Date Version Description

15/10/2015 1 This policy takes precedence over L1-NAM-PRO-003 Infrastructure As Built Drawing Management due to business restructures. New Content Applicable.

15/02/2016 2 Minor updates and edits throughout document 13/04/2016 3 Guideline of Best Practice Added (Appendix 1)

21/12/2016 4

Incorporate organisational structure changes, address INX feedback concern regarding PTV DMS access required by operations and maintenance and minor edits to be inclusive of Infrastructure.




Table of Contents 1 Purpose ............................................................................................................................ 3

2 Scope ............................................................................................................................... 3

3 Governance Hierarchy .................................................................................................... 3

4 Abbreviation .................................................................................................................... 4

5 Definitions ....................................................................................................................... 5

6 Reference & Legislations ................................................................................................ 6

7 Related Documents ......................................................................................................... 7

8 Engineering Design and IFC Management Policy ......................................................... 7

8.1 Design Phase ....................................................................................................................8

8.2 Issued For Construction Phase .........................................................................................9

9 Engineering As-Built / As In Service Management Policy .......................................... 10

9.1 As-Built / AIS Drawings must capture: ........................................................................... 10

9.2 As-Built / AIS Drawing Package(s) submission to Engineering must contain:............... 10

9.3 Management of As Built / AIS Drawing Package(s): ...................................................... 11

10 Engineering Design/ Issue For Construction/ As-Built Management Lifecycle ........ 13




1 Purpose The purpose of this policy is to define the responsibilities and processes required for Metro Trains Melbourne (MTM) to fulfil its role as an Accredited Rail Transport Operator (ARTO) under the terms of the ‘DMS Service Level Agreement,’ in order to comply with the requirements of the Public Transport Victoria (PTV) Drawing Management System (DMS) and the PTV Infrastructure Drafting Standards.

This policy covers (and is written from the perspective of) Engineering Process & Interface Management (P&IM) Design & Review (D&R) policy for the control, management, reporting, project expediting and DMS interfacing on behalf of the MTM Engineering Division. This is to ensure KPIs for Engineering / Infrastructure drawings continue to be met and reported.

2 Scope This document applies to the management of Design Drawings, Issue for Construction (IFC) Drawings through to As-Built Drawings (ABD) by the Engineering, Process & Interface Management – Design & Review team.

However, for independent projects (e.g. Level Crossing Removal, Melbourne Metro Tunnel) at the discretion of MTM, the Director of Projects and Planning and the Director of Engineering - independent internal Projects - may establish/apply/manage/govern their own and/or contribute to engineering and infrastructure drawings management processes in addition to compliance and coordination with L1-CHE-POL-001.

This policy does not apply to Rolling Stock managed by Fleet Engineering. It underpins alignment and compliance with the customer PTV DMS Policy.

This policy shall be applicable to all works undertaken on the MTM network. It will be applicable for all works managed by MTM Projects and Planning Division (PPD), Infrastructure Delivery or external 3rd Party organisations, designs by design consultants and “in-house” designs undertaken by Engineering, and organisations that are responsible to complete as-built drawings.

This policy serves as a generic document that applies to Engineering P&IM and all Engineering disciplines in common. Where applicable, PPD and Engineering (including Infrastructure Delivery) shall refer to all applicable (including discipline-specific) Standards, Processes, Procedures and Requirements.

Section 8 stipulates the policy regarding design and IFC management while section 9 covers the policy on As-Built and As-In-Service management.

3 Governance Hierarchy Figure 1 below depicts the Governance Hierarchy amongst the various stakeholders associated with Design/IFC/As-Builts as described in this policy.




PTV – DRAWING MANAGEMENT SYSTEM POLICY

MTM – ENGINEERING DRAWINGS

MANAGEMENT POLICY (DESIGN/IFC/AS BUILTS)

MTM – FRANCHISE AGREEMENT - ARTO

INDEPENDENT MAJOR PROJECT

ALLIANCE

MTM PROJECTS / INFRASTRUCTURE

DESIGN / ISSUED FOR CONSTRUCTION MANAGEMENT POLICY

MTM PROJECTS / INFRASTRUCTURE

AS-BUILT / AS IN SERVICE MANAGEMENT POLICY

Figure 1 – Governance Hierachy

4 Abbreviation ABD As-Built Drawings

AIS As In Service

ARTO Accredited Rail Transport Operator

CM Configuration Management

DMS Drawing Management System

D&R P&IM Design & Review

IDD Infrastructure Delivery

IFC Issued for Construction

MTM Metro Trains Melbourne

M&R Maintenance & Renewals

P&IM Process & Interface Management

PPD Projects & Planning Division

PTV Public Transport Victoria

VRIOGS Victorian Rail Industry Operators Group Standards




5 Definitions

As Built (As In Service) Drawing

Revised set of drawings submitted by a contractor upon completion of a project or a particular job. They reflect all changes made in the specifications and working drawings during the construction process, and show the exact dimensions, geometry, and location of all elements of the work as completed under the contract. A Drawing is considered As In Service when it accurately reflects the configuration of the As Built infrastructure in the field.

Book In The process of Booking In a Drawing after it has been Booked Out in accordance with the DMS Processes.

Book In Authoriser

The person (Head of Engineering (or delegate)) who determines that a Drawing Package has been reviewed and is ready to be authorised and booked in to DMS.

Booked Out Drawing

A Drawing is considered to be Booked Out when it is locked and issued to a User for editing. A Drawing can only be Booked Out to one User at a time. Viewing of a PDF version of a Drawing is possible while the Drawing is Booked Out.

Certifier The person who certifies that a Drawing is As In Service in accordance with the DMS Processes and who has the technical competency to perform this role to the reasonable satisfaction of the relevant Authoriser.

Certified Copy A Certified Copy is a PDF version of the CAD Design for an As Built Drawing which has the signature of the Certifier that the AIS Drawing is the update of the IFC or Post-IFC Drawing capturing all subsequently approved Design Change Requests (DCRs) and accurately reflecting the latest Configuration of the network and as built condition.

Check Print A Check Print is an As Built Drawing submittal ‘believed’ to be a Compliant Drawing, but contains the ‘Check Print’ watermark within the Title Block and does not contain the Certified Signature. Its purpose is to cut down administration within Engineering Review Time for Projects.

Clean Copy A Clean Copy is an original PDF version of the CAD Design for an As Built Drawing which has not been signed by the Certifier.

Controlled Drawing

A Drawing is considered Controlled by a Drawing Controller when that Drawing Controller has Booked Out the Drawing in their name.

Compliant Drawing

Compliant Drawings are As in Service Drawings that have been certified and authorised in accordance with the DMS Processes and which comply with the components of PTV Infrastructure Drafting Standards & PASS Geometric Coordinates.




Dispensation A Dispensation is a formal agreement with PTV for exemption of compliance with VRIOG Standards.

Designers ‘Designers’ as used in this policy document includes: External design consultants and MTM designers (including Engineering, Projects, Infra-Delivery) & covers any authorised individual(s) undertaking design.

Design Change Request (DCR)

Design Change Request (DCR) is used to control and manage all requests for design changes after a design package has been approved and has been “Issued for Construction”.

Engineering Refers to Office of the Chief Engineer.

First Pass The initial review of an Engineering As-Built Drawing Package within Engineering.

Issued for Construction

A Drawing is considered Issued for Construction when the drawing has undergone design review(s), the design solution presented on the drawing has been accepted by Engineering and by all appropriate stakeholders with no outstanding comments, and has been issued with a stamp “Issued for Construction”, ready and authorised to be used for site construction or installation.

Non-Compliant Drawing

Non-Compliant Drawings are Drawings that have not been certified and authorised As in Service in accordance with the DMS Processes and / or do not comply with the components of Infrastructure Drafting Standards.

Red-Line Drawing

A Red-Line drawing is essentially an intermediate drawing that shows corrections or changes made to the drawing during the manufacture or construction phase.

6 Reference & Legislations PTV Drawing Management System (DMS) Policy

Melbourne Metropolitan Train Franchise Agreement

PTV Infrastructure Drafting Standards




7 Related Documents PTV Drawing Management System User Guide

PTV DMS Book In Request Form

L1-CHE-GDL-002 Master Engineering As-Built DMS Register Process Map

L1-CHE-INS-002 DPN – Dispensation for Signalling Drawings

L1-CHE-PRO-007 Management of Overlapping Design Agreement

L1-NAM-PRO-001 Signalling Design Technical Review Procedure

L1-NAM-PRO-002 MTM Design and Technical Review Procedure

L1-NPD-PRO-002 Works Readiness Procedure

L1-PRJ-PRO-002 Gate Procedure for Projects

L3-CHE-GDL-001 Drawing Check Print & Drawing Revision Stamp Process

L3-PRJ-PRO-004 As Built Drawing – Managed by Projects

L3-PRJ-PRO-005 Design Document Change Request – Construction Phase

L4-CHE-FOR-035 Metro As In Service Tracking Control Form

L4-CHE-FOR-042 Engineering As-Built Review Template

L4-CHE-FOR-043 Unrevised/Obsolete/Unused Drawing Declaration Form

L4-CHE-FOR-045 Engineering - Design Review Request Form

L4-CHE-FOR-046 Engineering Design Review Comments Sheet

8 Engineering Design and IFC Management Policy • All Project or M&R (maintenance & renewal) works shall require designs to be

undertaken, unless exempted by Engineering.

• Engineering Design & Review (P&IM) is the central contact point for all Design (reports, drawings and testing and commissioning plans) submissions for MTM Engineering review and responses.

• All works undertaken on the MTM network must be in accordance with the Management of Change process and shall have the appropriate sign off by relevant stakeholders.

• The Project Manager / Alliance shall comply with the Works Readiness Procedure (L1-NPD-PRO-002) and Gate Procedure for Projects (L1-PRJ-PRO-002) to ensure Works Readiness requirements are satisfied.

• Designs shall demonstrate conformance with the functional, non-functional, performance, operational and maintenance requirements and all relevant Standards.

• Design packages developed “in-house” by Engineering disciplines shall adhere to the Drawing Check Print & Drawing Revision Stamp Process (L3-CHE-GDL-001).




8.1 Design Phase

• Designers shall be responsible for the preparation of design documentation for all relevant Engineering disciplines that will be affected by the works, commencing from the concept design phase through to the final design phase, including, Concept, Preliminary, Detailed and Final designs.

• The appointed design consultant shall produce and maintain Design / Drawings Management Plan(s) which will include a Master Design Drawings Register that will be prepared prior to design production and maintained throughout the project execution by the Projects.

• Designers shall book out drawings (if existing in DMS) or shall obtain new drawing numbers (if new drawings to be developed) from PTV DMS as needed before production of drawings and drawing alterations.

• A schedule of design packages shall be developed based on project / program scope and timeframes and will be provided to Engineering.

• Designer(s) shall submit all design packages, drawings, reports and testing and commissioning plans to Engineering (P&IM) Design & Review team as per MTM Design and Technical Review Procedure (L1-NAM-PRO-002) and Signalling Design Technical Review Procedure (L1-NAM-PRO-001).

• All design preparation and checking shall be carried out by competent people prior to submission to MTM Engineering for review as per Business Rules Manual for the Contracting Rail Safety Worker (L0-HMR-MAN-001). Design team members’ qualifications, experience and competencies shall be submitted prior to receipt of design submissions by Engineering.

• The technical review shall be conducted using the appropriate Engineering Design Review Comments Sheet template in Excel spreadsheet (L4-CHE-FOR-046).

• Engineering P&IM D&R team will interface with all Engineering disciplines and MTM Programs / Projects / Infrastructure teams to facilitate design reviews and response via agreed protocol (e.g. Outlook email, TeamBinder, etc).

• Design packages for MTM Engineering review must be sent via email correspondence to Engineering D&R email box ([email protected]) with appropriate Design Review Request Form (L4-CHE-FOR-045) included as cover sheet. All fields in this form are to be completed; otherwise the design package may not be processed for review by Engineering.

• Each design package submission shall include the occupation(s) that the design package relates to and relevant design review cycle (Preliminary, Detailed, Final). Designs submitted to individuals in Engineering not in accordance with the above instructions will not be accepted, tracked or responded to by Engineering (P&IM) D&R.

• Engineering will manage the design reviews and respond to Projects within 10 business days (excluding the submission and return response days themselves).

• Designer(s) must provide responses back to MTM Engineering on Engineering’s review comments within 10 business days (excluding the submission and return response days themselves). All comments shall be agreed to be closed or transferred to the next design stage before the designer may proceed to submit the next phase of the design.




• All Design drawings will be produced in compliance with the PTV Infrastructure Drafting Standards (compliant drawings) and MTM Management of Overlapping Design Agreement procedure, L1-CHE-PRO-007. Non-compliant drawings shall require dispensation approval via PTV DMS website.

• Designers shall identify all drawings required (new, to be revised, obsolete and superseded) in the Master Design Drawings Register.

• The Engineering Design Package submitted during the design phases shall be marked up with a watermark “Preliminary Design”, “Detailed Design” or “Final Design” stamp in red just above the Title Block.

• Designers shall prepare appropriate enabling / staging works design package(s) when applicable and submit to Engineering for review and acceptance. These drawings if appropriately discussed and agreed with Engineering discipline may be produced in project internal drawing numbers if as-built drawings are not required to be booked into DMS.

• The Engineering P&IM D&R team will work with MTM programs / projects / infrastructure teams to propose and support improvements where required.

8.2 Issued For Construction Phase

• Project team shall ensure that all comments have been addressed by the designer and agreed to be closed out by Engineering before the issue of IFC.

• Upon design acceptance, the designer(s) shall issue the complete set of design packages for construction, and the design packages shall be baselined and identified as “Issued for Construction” or “Approved for Construction”.

• MTM Engineering Design Package(s) approved for construction shall be produced with a watermark “Issued for Construction” stamp in red above the Title Block.

• Designer(s) must use the “lssue for Construction” drawings package and associated documents and reports for construction activity on site.

• All Design / Document / Drawing changes that occur after IFC shall be captured in a Design Change Request (DCR) Form (L3-PRJ-PRO-005) and submitted to Engineering for review and acceptance. (Note: DCR Form is expected to be released by March 2016. If needed, contact the D&R Manager – P&IM in the interim.)

• All design drawings updated after IFC must be stamped “Post - Issue for Construction” and the superseded design drawing stamped “Superseded” and the two drawings kept together.




9 Engineering As-Built / As In Service Management Policy As-Built or As In Service Engineering Drawing Packages are the revised set of engineering drawings compiled upon completion of a Project or M&R (maintenance & renewal) works.

All rail infrastructure As In Service drawings, their current status and any other baseline information are stored and maintained on the PTV DMS website (https://dms.ptv.vic.gov.au). Only approved users are allowed to gain access to this system.

MTM staff (Engineering, Projects, Operations and Maintenance) who require access to the rail infrastructure drawings or PTV DMS system may email to [email protected] with their name and contact details. A DMS User Access Request Form will be sent by PTV to apply and seek approval for access. MTM users who have been granted access to DMS system are to comply with the DMS policy.

On the PTV DMS system, users will be able to locate and download specific drawings in PDF format for viewing however a drawing can only be updated when it is booked out from the DMS system. DMS users can find out if a drawing has been booked out to someone or otherwise anytime. If a drawing is not booked out of DMS, the drawing is not being updated by any project and the version available on the DMS system is the latest. However, if a drawing has been booked out by anyone, the drawing in the DMS system may not be the latest version. For further information regarding current status or drawing numbers that have not been submitted, users may contact the PTV DMS or the user who has booked out the drawing.

9.1 As-Built / AIS Drawings must capture:

• All changes to Issue for Construction and Post – Issue for Construction drawings during the Construction phase.

• The exact As In Service physical configuration baseline of the Project / M&R works capturing all updates of final completed works, post commissioning.

• Compliance to PTV Infrastructure Drafting Standards.

9.2 As-Built / AIS Drawing Package(s) submission to Engineering must contain:

• Drawings certified by an authorised person (Certifier) from the project.

• Native CAD file and corresponding PDF file (with Clean Copy and scanned Certified Copy combined into a single PDF file) for each of the drawings (based on drawing numbers) being enclosed.

• If exempted by MTM Engineering, Check Print copies (including clean PDF, CAD Files, PTV Book In Form) may be submitted for First Pass review by Engineering. The As-Built drawings will subsequently be rectified based on review comments and resubmitted with Clean and Certified PDF copies and native CAD files to Engineering for further review and approval.

• Red-Line mark-up copies of IFC or Post – IFC drawings shall be submitted as supporting documentation together with As-Built packages for Engineering review The designer must address all comments and resubmit the complete certified package (with native and PDF files as above) for Engineering review prior to book-in to DMS.




• PTV DMS Book In Request Form (current template) must be completed with applicable PTV DMS Drawing Authoriser signatories as applicable to Engineering discipline.

• MTM As In Service Tracking Control Sheet (current template) and all applicable fields must be populated as per L4-CHE-FOR-035. All Projects fields in this form are to be completed; otherwise the design package may not be processed for review by Engineering.

Non-Compliance: An Engineering As-Built Drawing Package will be rejected and returned to Project Completions if compliance with any of the listed protocols as detailed within this policy has not been met.

9.3 Management of As Built / AIS Drawing Package(s):

• All Engineering As-Built Packages must be submitted by individual discipline teams (Infrastructure Delivery only) or through Project Completions (applicable to Projects and Planning) via [email protected] and hardcopy delivered to P&IM Design & Review team. NOTE: 1) Packages will not be accepted from individuals that are sent directly to individual engineers or without first going through Project Completions (applicable to Projects). 2) As Built drawings relating to M&R Retentions are to be submitted for review and DMS book in via email M&[email protected] with M&R Retentions tracker number for appropriate tracking and close-out with PTV.

• The Master As-Built DMS Register shall be managed and controlled by P&IM D&R team. This Register provides complete lifecycle management traceability from package receipt, review, DMS submittal and rejection/acceptance of packages from PTV.

• For Dispensation Requests, Test Copies and Overlapping Design Agreements, refer to PTV Infrastructure Drafting Standards and MTM Procedure L1-CHE-PRO-007 Management of Overlapping Design Agreement. For Unused Numbers, Unrevised Drawings, Non-Compliant Drawings, L4-CHE-FOR-043 [Unused, Obsolete, Unrevised Declaration Form] must be submitted. The applicable MTM Engineering discipline reviewer will review the As Built design, for its technical AIS compliance, PTV Infrastructure Drafting Standard compliance and provide comments on the Engineering As-Built Review Comment Template (L4-CHE-FOR-042).

• Engineering has 20 Business Days to provide the review of each As-Built Engineering Drawing Package (excluding submission and processing management, as well as the written response days themselves).

• Authorisation of PTV DMS Book in Forms shall only be carried out by a MTM Head of Engineering (or standing delegate) that has Drawing Authoriser status in PTV DMS. MTM/PTV Drawing Controller and Drawing Authoriser Master Access Listings are controlled by P&IM, as approved by the Design & Review Manager (P&IM) and PTV Manager, Configuration Management.

• If any errors relating to technical content/ PTV Infrastructure Drafting Standards/PASS Coordinates within the As-Built Engineering Drawing Packages are found (by the MTM Engineer or by PTV), the package will be rejected and returned to the project (via Project Completions) or delivery teams. They, in turn, will coordinate with the applicable designer(s) for rework and re-submission until compliance has been attained meeting all the above requirements.




• A Compliant As-Built Engineering Drawing Package will achieve acceptance by the PTV’s DMS through the “DMS Book In Request – Complete” notification. This notification is provided to Engineering P&IM D&R Team by PTV for on forwarding by D&R to Delivery team or Project Completions to forward to the respective Project. Note: An initial notification is provided to D&R when an As-Built Engineering Drawing Package has been booked into PTV DMS. This does not indicate completion/compliance. PTV’s CM Team via DMS conducts all compliance checks with PTV Infrastructure Drafting Standards/PASS Coordinates. Once a package has been submitted to PTV, MTM Engineering P&IM – D&R has no responsibility or visualisation as to the workload/priorities/processing-time by PTV.

• If not accepted by PTV, the package will be rejected with an error report notification by PTV which will be forwarded to Project Completions by Engineering P&IM D&R for further action.

• Individual Non-Compliant Drawings within a Drawing Package when being re-submitted to PTV DMS will be done manually by Project Completions with Engineering being notified as Project Completions holds responsibility for individual drawing tracking/closeout.

• Overall responsibility for satisfactory As-Built completion lies with the MTM Project Completions Team.




10 Engineering Design/ Issue For Construction/ As-Built Management Lifecycle

Figure 2 - Engineering Drawings Management (Design/IFC/As-Built) Process Flow


L1-CHE-POL-001 Version: 4 Effective from: 21 December 2016


Appendix 1 – MTM Engineering Drawings Management – Guideline for Best Practice Background/Scope: Engineering D&R team within Engineering P&IM - is the central point of contact for all IFC design and As-Built DMS Engineering Packages. They provide the key interface between Project > Project Completions > Engineering > PTV, facilitating Engineering drawing review & management between all engineering disciplines: Signals, Track & Structures, Electrical, OCS. NOTE: (Rolling Stock not applicable), across all MTM Project Works, M&R Works, Retentions, Legacy Project works. While also providing support across Alliance Projects and PTV initiatives.

Purpose: This guideline is set to promote best practice recommendations for Engineering drawing management compliance and meeting Project milestones through Works Readiness gates and Project Completions process from the Engineering perspective.

Guideline Recommendations: Issue For Construction (IFC)

• The Project team/Alliance should provide Engineering (particularly for major projects) with a comprehensive Drawings Management Plan, Drawing Register (listing all booked out drawings/drawing numbers from PTV DMS) and Drawing Submission Schedule based on design lots and work packages.

• Design Packages are recommended to be planned early and split into manageable work submittals per construction stages and per discipline (e.g. for work occupations), as each design package would be reviewed and approved by Engineering separately to enable progress of each stage of construction.

• Detailed design packages should be submitted prior to T-12 for Engineering to review and comment within 10 business days. Every subsequent design package submission to Engineering should be accompanied with the designer responses to engineering comments and revised design drawing(s) or report(s) for close-out of comments raised by Engineering. Re-submittal without the designer response to comments will result in direct rejection of the design package.

• It is the project team’s responsibility to ensure sufficient lead times for Engineering reviews and closing out of comments to achieve IFC at T-5 as per the Works Readiness requirement.

As Built Management

• As Built packages should be broken down into design lots of work per discipline into manageable DMS drawing work submittals – eg. 50 Drawings per package submittal (not exceeding 100 drawings in a package).

• Check-Print/Red Line mark ups should be provided at First Draft Review of As Builts. Certified copies will be accepted at ‘2nd Pass’ Engineering Review, ‘1st Pass’ submittal into PTV DMS. The project is to ensure that designers/contractors incorporate ALL comments identified by Engineering for submission of clean and certified As-Builts.

• Engineering Design & Review is available to provide PTV Infrastructure Drafting Standard checks, post Engineering (discipline) review.


L1-CHE-POL-001 Version: 4 Effective from: 21 December 2016


• It is recommended the ‘1st Pass,’ draft As-Built packages are provided at T+0 for initial engineering review (T+20 days) for response to projects by T+4. Certified As-Builts should be provided post T+4 (T+20 days) for amendment review & initial PTV DMS submittal. This is mandatory to meet the T+8 milestone detailed in the Works Readiness. There are to be no outstanding comments remaining against an As-Built package prior to loading into PTV DMS.

• A possibility exists [upon agreements between the Project and Engineering] to attempt to meet towards T+10 day turnaround of As-Built reviews (for major programs) if dedicated resources were funded by the project and are available.

NOTE: Total completion of an Engineering As-Built package (regardless of drawing numbers) can average between 2 to 3 ‘passes,’ before final acceptance into PTV DMS. That can ‘best case’ span between 2-6 months for completion.