VNM GENR ITM PCD CHV 0000 00004 00 H03 Document Transmital Procedure

H03 29/03/2011 Re-issued for Implementation & Use CEVP CEVP MCDX

H02 20/01/2011 For Implementation & Use CEVP CEVP MCDX

H01 07/04/2010 For Implementation & Use LKAB

REV DATE DESCRIPTION ORIG CHK APPR

DOCUMENT CONTROL NO.

Project Area Discipline Type Originator Package Sequence-Sht Revision

VNM GENR ITM PCD CHV 0000 00004-00 H03

Vietnam Block B Gas Project

Title: Document Transmittal Procedure


Document Transmittal Procedure

VNM-GENR-ITM-PCD-CHV-0000-00004-00

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Page 2

Printed Date: Uncontrolled when printed

Table of Contents

1. INTRODUCTION ............................................................................................................. 3

2. OVERVIEW ..................................................................................................................... 3

3. REFERENCES ................................................................................................................ 3

3.1 COMPANY Requirements .................................................................................... 3 3.2 Definitions ............................................................................................................ 3

4. TRANSMITTAL FIELDS .................................................................................................. 4

4.1 Header Information .............................................................................................. 4 4.2 Line Item Information ........................................................................................... 5

5. DOCUMENT ISSUE PURPOSES ................................................................................... 6

6. DOCUMENT RETURN CODES ...................................................................................... 6

7. TRANSMITTAL FORM PROCESS .................................................................................. 7

7.1 File Receipt Time ................................................................................................. 7

8. COMPANY ISSUED DOCUMENTS FOR REVIEW BY CONTRACTOR ......................... 7

9. TRANSMITTAL FORM TEMPLATE ................................................................................ 8

ATTACHMENT 1 ....................................................................................................................... 9




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1. INTRODUCTION

It is COMPANY policy to manage information consistently throughout all phases of the Work, from initial concept design through de-commissioning, to ensure efficient access to information. Beginning at the Effective Date, CONTRACTOR contributes uniquely to the COMPANYs capability to implement this strategy.

2. OVERVIEW

This procedure provides instruction on the use of the COMPANY provided transmittal template form (VNM-GENR-ITM-FRM-CHV-000-00005-00).

CONTRACTOR shall utilize COMPANY transmittal template form (VNM-GENR-ITM-FRM-CHV-0000-00005-00) in the exchange of all Documents with COMPANY and in accordance with the COMPANY Document Control and Exchange Specification (VNM-GENR-ITM-SPC-CHV-0000-00004-00). This includes Engineering Technical Documents, Project Management Documents and Official Correspondence.

The referenced transmittal form must be used to exchange information between CONTRACTOR and COMPANY and a transmittal may be originated by either COMPANY or CONTRACTOR.

The only Document exchange between COMPANY and CONTRACTOR that does not have to be listed on the transmittal form is the transmittal form itself.

3. REFERENCES

3.1 COMPANY Requirements

Project information shall be supplied in accordance with the Agreement and as defined in this specification and to the following COMPANY Information Management (IM) requirements.

VNM-GENR-ITM-SPC-CHV-0000-00001-00 Information Management Requirements Specification

VNM-GENR-ITM-SPC-CHV-0000-00002-00 Vital Documentation and Data Deliverables (VDD) Specification

VNM-GENR-ITM-SPC-CHV-0000-00003-00 Numbering and Coding Specification

VNM-GENR-ITM-SPC-CHV-0000-00004-00 Document Control and Exchange Specification

VNM-GENR-ITM-FRM-CHV-0000-00005-00 Transmittal Form

3.2 Definitions

For the purpose of this specification, the following definitions shall be applied:

1. Document A means of communicating a collection of related information. This includes electronic files containing the equivalent of paper documents such as specifications or drawings, correspondence, an electronic model such as the 3D electronic model, or Database.




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2. Engineering Technical Documents Formal information which includes text documents, databases, and drawings that communicate technical information defining the physical or functional requirements of the project.

3. eRoom An online collaboration tool used by COMPANY as a file transfer tool between CONTRACTOR and COMPANY.

4. Issue Date The date a document was transmitted. Note that this date is specific to a single transmission and that a single document may be transmitted to several parties each on different dates.

5. Issue Purpose The reason a document is being transmitted, such as information or review. This value is reflected only on the transmittals and in the document management systems, not on a Document.

6. Official Correspondence Formal communication between two or more parties to provide instructions or clarification on pertinent issues; for example a letter between COMPANY and CONTRACTOR. (Note: E-mail is not considered official correspondence).

7. Project Management Documents Documents that communicate non-technical information regarding the status, administration, control and management of the Project.

8. Project Time Zone Contract designated time zone for official communications.

9. Revision (code) A code differentiating one published (issued) version of a document from another. The codes which are acceptable to describe this are defined in the Numbering and Coding Specification (VNM-GENR-ITM-SPC-CHV-0000-00003-00).

10. Revision Date The date a document was last modified. Note that this date does not change if a document is issued on multiple dates after its last modification.

4. TRANSMITTAL FIELDS

4.1 Header Information must include but not be limited to the following

Field Description Mandatory

Contract # CONTRACTORs contract number or equivalent code, agreed by COMPANY. Hard coded or chosen from dropdown list if multiple contracts

Yes

(Issue) Date Date transmittal is dropped in eRoom Yes

Transmittal # Unique transmittal number per COMPANY Numbering and Coding Specification (VNM-GENR-ITM-SPC-CHV-0000-00003-00)

Yes

Media Electronic, hard copy, disk or other Yes

From Originator of transmittal. Chosen from dropdown list or hardcoded by project before giving template to contractor

Yes




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To Recipient of transmittal. Chosen from dropdown list or hardcoded by project before giving template to contractor

Yes

Remarks A free-text field which is available to allow for any optional notes or special instructions that may be useful regarding the transmittal.

No

Received By A free-text field used where receipt confirmation is requested via a non-electronic submission of information.

No

Receipt Date Date transmittal was received where receipt confirmation is requested via anon-electronic submission of information.

No

4.2 Line Item Information must include but not be limited to the following


File Name Each electronic file submitted to COMPANY shall have its file name set to the document number contained in the file followed by the standard file type extension (such as .doc, .pdf, etc.). The file name shall not include any other text.

Yes

Document Number

The full and complete document number, in accordance with COMPANY document numbering requirements. File name (without file extension) should equal document number except where Business Unit specific number is required for filename.

Yes

(Rev)ision The COMPANY revision number per the Numbering and Coding Specification (VNM-GENR-ITM-SPC-CHV-0000-00003-00)

Yes

(Revision) Date The date of the issued revision as indicated on the Document.

Yes

Title The title physically on the document in the title block or on the cover page. Modest length descriptive text that summarizes the purpose of the document.

Yes

Issue Purpose Selected from drop down list in transmittal form.

Yes except for CONTRACTOR response transmittal

Interface Document

Selected from drop down list in transmittal form (Yes/No)

Yes

Comments A free-text field which is available to allow for any optional notes that may be useful regarding the current version document.

No




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5. DOCUMENT ISSUE PURPOSES

Each document transmitted between organizations must have an issue purpose assigned to it. CONTRACTOR or COMPANY shall select from the following issue purposes when transmitting documents:

Issue Purpose Description

For Bid The originator of the transmittal provides the Document to the recipient as information related to a Bid. No response is requested from the recipient.

For HAZOP The originator of the transmittal provides the Document to the recipient as information related to HAZOP. No response is requested from the recipient.

For Information The originator of the transmittal provides the Document to the recipient for information and reference. No response is requested from the recipient.

For Purchase The originator of the transmittal provides the Document to the recipient as information related to a Purchase. No response is requested from the recipient.

For Review The originator of the transmittal requests the recipient to review and comment on the Document.

For Handover The originator of the transmittal provides final version of documents with all signatures and complying with Contract requirements

VOIDED Document The originator of the transmittal provides the Document to the recipient to inform the recipient that the Document has been voided. No response is requested from the recipient.

For Bid, For HAZOP and For Purchase issue purposes are by default treated as issued For Information. Depending on Project requirements, this default may be modified to be treated as issued For Review which will require a response transmittal with the appropriate Return Code.

6. DOCUMENT RETURN CODES

If Originator issues a Document that requires review by Recipient, the Recipient shall assign a Return Code for that Document on the response transmittal.

The following table lists the return codes which will be applied:

Code Name Note

1 Reviewed/No Comment

2 Reviewed/With Comments

3 Revise/Resubmit COMPANY use only

4 Not Reviewed

Detailed information on the Document Return Codes can be found in the Numbering and Coding Specification (VNM-GENR-ITM-SPC-CHV-0000-00003-00).




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7. TRANSMITTAL FORM PROCESS

1. Originator Document Controller fills out all required fields on the transmittal header.

2. A unique transmittal number is assigned to the transmittal form as per COMPANY standard.

3. All Documents being transmitted are listed as individual line items in the transmittal form with all required fields completed.

4. For all transmittals submitted by CONTRACTOR to COMPANY, PDF and Native versions of the same document number must be transmitted on separate transmittals.

5. Transmittal filename shall match the transmittal number.

6. A Win-Win-zip file including the transmittal form and all Documents being transmitted is created.

7. The Win-zip file shall be named to match the transmittal number.

8. The Win-zip file is loaded into COMPANY eRoom for pickup by Recipient Document Controller.

9. Recipient is automatically notified by email that files have been uploaded.

10. Recipient downloads Win-Win-zip file from eRoom to a local drive and performs a QA check on the contents. COMPANY to approve CONTRACTORs proposed QA check procedure

11. Upon confirmation by Recipient that the file retrieved is functional, the Recipient will delete the Win-Win-zip file from eRoom. Originator will not delete any files from eRoom unless requested by Recipient and/or download confirmed by Recipient.

CONTRACTOR failure to use the COMPANY provided transmittal template (in Excel format) or to comply with the instructions contained in Contract documents, will at COMPANYs sole discretion, result in COMPANY rejection of the entire transmittal or of any part thereof. Refer to the Document Control and Exchange Specification (VNM-GENR-ITM-SPC-CHV-0000-00004-00) for details on Document rejection. No modifications to the COMPANY provided transmittal template will be permitted without the express written approval of COMPANY.

7.1 File Receipt Time

File receipt times will be based on the time zone of the recipient organization (or Project Time Zone if one is designated). Files which are placed into eRoom after 5 PM on a Business Day shall be considered received at 7 AM the following Business Day. Files which are placed into eRoom on a non Business Day shall be considered received at 7 AM on the first subsequent Business Day.

8. COMPANY ISSUED DOCUMENTS TO CONTRACTOR

There are instances where the COMPANY will issue a Document to a CONTRACTOR for review (such as an interface document) or for information. The COMPANY DMS automatically generates an outbound transmittal.




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The following steps should be followed:

1. Documents are selected from within the COMPANY DMS.

2. Transmittal is automatically generated.

3. CONTRACTOR will use the comment field in their response transmittal to indicate the Return Code (leaving Issue Purpose blank).

9. TRANSMITTAL FORM TEMPLATE

The COMPANY template includes fields available for the COMPANY DMS. At Projects discretion, not all fields indicated in this procedure may be part of the Project-specific transmittal template. See Attachment 1 for Form Template




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ATTACHMENT 1 INCOMING TRANSMITTAL FORM TEMPLATE