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QUALITY MANUAL

QUALITY MANAGEMENET SYSTEM Version 15.0.0 AS/NZS IOS9001:2015

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QA Manual Copyright © July 2018 Version 15.0.0 DMA

Introduction DMA is a Consulting Engineering organisation that provides engineering design solutions for various building and infrastructure projects. The purpose of this Quality Manual is to document DMA’s quality system, to assist, instruct and guide employees whose actions affect engineering and design quality and to inform DMA’s customers on what controls are implemented to assure quality. The Quality Policy of DMA is based on providing customer satisfaction. We are committed to continuous improvement in quality and the assessment of our quality system to assure its suitability to meet the requirements of DMA and the requirements of our customers We strive for continuous improvement in meeting the objectives of our company by:

• Providing solutions that exceed our customer’s expectations

• Delivering a service that results in complete customer satisfaction

• Having continuous and total staff commitment

By meeting our objectives defined within this manual we will be able to:

Provide adaptable, flexible and cost efficient design solutions

Produce defect free designs.

Deliver customer satisfaction by providing:

Services on time.

Exceptional Service quality.

AUTHORISED: Russell Lamb – Managing Director

Signed: APPROVED: Malinga Senanayake– Quality Manager

Signed: ISSUE DATE: 27 July 2018 VERSION No: 15.0.0

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QA Manual Revision Table

DMA QA Manual Revision Table

Version Number

Revision Date Details Sections Description of Changes

10.0.0 22/02/2010 First Release 10.1.0 09/12/2010 Second Release 11.0.0 17/09/2012 Current Version All General Revisions 11.0.1 19/09/2012 Section amended &

Section added 27.1.4 / 21.1.5

27.1.4 amended 27.1.5 added

12.0.0 28/08/2013 Sections amended & Sections added

17 28.1 QMS Portal Home Page

- 28.1 amended - 28.2.2 amended Organisational Chart amended - Revit 2011 User Guide removed - DMA 3D BIM Manual added.

13.0.0 1/09/2014 Sections Amended 4/6/17/21.2/25.1/27/28.2.2/30.4.4/31.4.3/31.8/36/42/Appendix 2 - 4

4. Company History 6. The Scope of Supply for DMA 17. Organisational Chart 21.2 DMA Control of Product Related Non-Conformance Procedure 27. Design Review Procedure 28. Documents Validation and Issuing Procedure 30. Project Documents Control Procedure 31. File Saving Protocol 34. DMA CAD Protocols 36. Master Document Register 42. DMA Standard Forms Appendix 2 - 4. The IT System Appendix 6 added

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Version Number

Revision Date Details Sections Description of Changes

13.0.1 16/09/2016 Sections amended 3.3, 3.3 Professional Engineer Act Definition added

14.2 Document retention formats updated

27.1.1, BCA replaced with NCC

27.1.4 and 27.1.5

Incorporation of RPEQ responsibilities and implications to Checking Engineers

27.1.6 Issuing of Preliminary Drawings and requirement to Digitally Sign

27.1.7 Incorporation of Digital Signatures

28.1, 28.2 Revised flow charts incorporating Digital Signatures to Drawings

38.1 Position descriptions updated

41 Disaster Recovery procedures updated

14.0.0 10/10/2017 Reference amended

Whole document

Changed the reference of the AS/NZ ISO9001 to 2015

Section amendment

5. Current Structure

Reference to employee numbers under each category has been changed to more general reference to total number of staff

Section amendment

6. The Scope of Supply for DMA

Fire Engineering added as a new service and Fire changed to Fire Services

Section amendment

7. DMA’s Vision

Changed to Engineering better built environments. Engineering firm of choice

Section amendment

11.7 Management Meeting Agenda

Following points are added Individual

discipline reports (Mechanical, Electrical,

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Hydraulics & Fire Strategic Planning

Section amendment

17. Organisational Chart

Changes to some positions

Section amendment

18.2 Total Synergy Practice Management System (TSPM)

Following points are added Probability

forecasting of Proposals and pipeline management

Fee forecasting of active projects

Section amendment

26. Project Categorisation & QA Plan Setup Procedure

Added Fire project categorisation procedure flowchart as 26.2 All numbering in this section changed after that

Reference amendment

Whole document

Reference to CAD Manager changed to VDC Manager

Section amendment

36. Master Document Register

Replaced with a new register

Section amendment

39. List of Checking and Validating Engineers

List amended to reflect the staff changes and new RPEQ engineers

Section amendment

40. The IT System – Network Design

Whole section amended

Appendix amendment

41. Server Roles and Backups Diagram


Appendix amendment

42. Disaster Recovery Procedure


15.0.0 27/07/2018 Section amendments

9 Heading changed to DMA's Approach to Quality (Quality Policy)

27

Added new Project Budget Control Procedure

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28 Added new Design Check List Procedure

29 Changed Design Review Procedure section number to 29

Changed all other Section numbers after Design Review Procedure to

17 Changed Organisational Chart

29.3 Flow chart amended to categorisation of projects with a value >$50k

29.4.1 Replace The project commission value with A Range of factors including the size, complexity & building classification of the project

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Table of Contents

Introduction .....................................................................................................................1 QA Manual Revision Table .............................................................................................2

DMA QA Manual Revision Table............................................................................................................... 2 1. Revision History - Release 15.0.0 ............................................................................12

1.1 Overview........................................................................................................................................... 12 1.2 Summary Of Changes ....................................................................................................................... 12

2. Scope of the Quality Manual ....................................................................................13 3. Manual Status and Definitions .................................................................................14

3.1 Distribution....................................................................................................................................... 14 3.2 Change Control ................................................................................................................................. 14 3.3 Terms and Definitions....................................................................................................................... 14

4. Company History.......................................................................................................16 5. Current Structure ......................................................................................................17 6. The Scope Of Supply For DMA ................................................................................18 7. DMA's Vision..............................................................................................................19 8. DMA's Mission ...........................................................................................................20 9. DMA's Approach to Quality (Quality Policy)...........................................................21 10. Quality Management System Model ......................................................................22

10.1 Figure – 1 ........................................................................................................................................ 22 11. Management Responsibility...................................................................................23

11.1 Quality Policy .................................................................................................................................. 23 11.2 Quality Objectives........................................................................................................................... 23 11.3 Organisation ................................................................................................................................... 23 11.4 Management Representative......................................................................................................... 24 11.5 Management Review...................................................................................................................... 24 11.6 Management Meetings .................................................................................................................. 24 11.7 Management Meeting Agenda....................................................................................................... 25

12. Human Resources...................................................................................................26 12.1 Staff Training .................................................................................................................................. 26 12.2 Training Program ............................................................................................................................ 26 12.3 Training Records ............................................................................................................................. 26 12.4 Annual Staff Reviews ...................................................................................................................... 27 12.5 Personnel Files................................................................................................................................ 27

13. IT System .................................................................................................................28 14. Document Control ...................................................................................................29

14.1 QMS Documentation Control ......................................................................................................... 29 14.2 Document Retention ...................................................................................................................... 29

15. Marketing Plan.........................................................................................................30 16. Contracts..................................................................................................................31 17. Organisational Chart...............................................................................................32

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18. Service Delivery.......................................................................................................33 18.1 Outline ............................................................................................................................................ 33 18.2 Total Synergy Practice Management System (TSPM)..................................................................... 33 18.3 QMS Procedures............................................................................................................................. 33 18.4 Operational Procedures.................................................................................................................. 33

19. Documents & Records Management.....................................................................34 19.1 Outline ............................................................................................................................................ 34 19.2 Document Control Flow Chart........................................................................................................ 34 19.3 Document Changes Flow Chart ...................................................................................................... 35 19.4 Operational Description ................................................................................................................. 35

20. QMS Auditing...........................................................................................................37 20.1 Outline ............................................................................................................................................ 37 20.2 Operation Description .................................................................................................................... 38

21. Control of Non-Conforming Product Procedure ..................................................39 21.1 Outline ............................................................................................................................................ 39 21.2 DMA Control Of Product Related Non-Conformance Procedure ................................................... 39 21.3 DMA Control Of System Related Non-Conformance Procedure .................................................... 40 21.4 Operation Description .................................................................................................................... 40

22. Corrective and Preventive Action..........................................................................42 22.1 Outline ............................................................................................................................................ 42 22.2 Operation Description .................................................................................................................... 43

23. Project Workflow Map.............................................................................................44 23.1 Outline ............................................................................................................................................ 44 23.2 Operation Description .................................................................................................................... 46

24. Contract Execution Procedure...............................................................................48 24.1 Outline ............................................................................................................................................ 48 24.2 Operation Description .................................................................................................................... 48

25. Engagement of Sub Consultants Procedure ........................................................50 25.1 Operation Description .................................................................................................................... 51 25.1.1 Work Instructions........................................................................................................................51 25.1.2 Sub Consultants Project Requirements.......................................................................................52

26. Project Categorisation & QA Plan Setup Procedure............................................53 26.1 Outline ............................................................................................................................................ 53 26.2 Fire Safety Engineering (only) Categorisation ................................................................................ 54 26.3 Non Fire Services Project Categorisation ....................................................................................... 55 26.4 Operation Description .................................................................................................................... 56 26.4.1 Introduction ................................................................................................................................56 26.4.2 Work Instructions........................................................................................................................56

27. Project Budget Control ...........................................................................................58 27.1 Outline ............................................................................................................................................ 59 27.2 Understanding the project ............................................................................................................. 59 27.3 Revisit, review & reforecast............................................................................................................ 59 27.4 Budget status.................................................................................................................................. 59 27.5 Variations........................................................................................................................................ 59 27.6 Setting a fee.................................................................................................................................... 59

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27.7 Operation Description .................................................................................................................... 59 27.7.1 Handover of the project when the job is won.............................................................................59 27.7.2 Setting up a budget .....................................................................................................................59 27.7.3 Setting up Budget Tracking spreadsheets ...................................................................................60

27.8 Sub project Budget Control ............................................................................................................ 60 27.8.1 Budget tracking ...........................................................................................................................60 27.8.2 Budget Over Runs (BOR) .............................................................................................................60

27.9 Discipline Principal Engineer’s role................................................................................................. 60 27.10 Budget Control support to the Project Managers ........................................................................ 60 27.11 Lessons Learnt .............................................................................................................................. 61 27.12 Budget Control Team.................................................................................................................... 61

28. Design Checklist Procedure...................................................................................62 28.1 Outline ............................................................................................................................................ 62 28.2 Process............................................................................................................................................ 62 28.3 Design Input.................................................................................................................................... 63 28.4 Design Development ...................................................................................................................... 63 28.5 Design Input at Design Review ....................................................................................................... 63

29.Design Review Procedure .......................................................................................64 29.1 Operation Description .................................................................................................................... 64 29.1.1 The Design Review process focusing mainly on: .........................................................................64 29.1.2 The extent of checks and review to be carried out are dependent on: ......................................65 29.1.3 Alterations to the QA Plan...........................................................................................................66 29.1.4 Staff authorised to carry out Design Review reviews..................................................................66 29.1.5 Allocation of RPEQ engineer for Design Review for Mechanical, Electrical and Fire (Wet Fire) services...................................................................................................................................................66 29.1.6 Issuing of Preliminary Drawings ..................................................................................................67 29.1.7 Design Review Exception – Issuing of Selected Drawings ...........................................................67

30. Document Validation and Issuing Procedure.......................................................68 30.1 All Documents ................................................................................................................................ 68 30.2 Operation Description .................................................................................................................... 69 30.2.1 Drawings......................................................................................................................................70 30.2.2 Digitally signed (Validated) drawings ..........................................................................................71 30.2.3 Digitally signed (Validated) Text based Documents ....................................................................71 30.2.4 Allocation of RPEQ Engineer for Validation.................................................................................71 30.2.5 Staff authorised to carry out Validation of Documents ..............................................................72

31. Workflow Management ...........................................................................................73 31.1 Overview......................................................................................................................................... 73

32. Project Document Control Procedure ...................................................................75 32.1 Outline ............................................................................................................................................ 75 32.2 Internal Documents........................................................................................................................ 75 32.3 External Documents ....................................................................................................................... 76 32.4 Operation Description .................................................................................................................... 76 32.4.1 Introduction ................................................................................................................................76 32.4.2 Document Origin .........................................................................................................................77 32.4.3 Document Forms.........................................................................................................................78 32.4.4 Paper Documents ........................................................................................................................78 32.4.5 Electronic Documents .................................................................................................................78

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32.4.6 Emails ..........................................................................................................................................79 32.4.7 Issuing Of Project Documentation ..............................................................................................79 32.4.8 Documentation Files ...................................................................................................................79

33. File Saving Protocol................................................................................................80 33.1 Outline ............................................................................................................................................ 80 33.2 Operation Description .................................................................................................................... 80 33.2.1 Introduction ................................................................................................................................80 33.2.2 Principles of the File Nomenclature System................................................................................80

33.3 Internal Origin Electronic Documents ............................................................................................ 82 33.3.1 Introduction ................................................................................................................................82 33.3.2 Work Instructions........................................................................................................................83

33.4 Internal Origin Paper Documents ................................................................................................... 84 33.4.1. Introduction ...............................................................................................................................84 33.4.2 Work Instructions........................................................................................................................85 33.4.3 Administration Staff ....................................................................................................................85

33.5 External Origin Paper Documents .................................................................................................. 86 33.5.1 Introduction ................................................................................................................................87 33.5 2 Work Instruction .........................................................................................................................87

33.7 External Origin (NON DMA) Electronic Documents Received Via E-mail ....................................... 88 33.7.1 Introduction ................................................................................................................................89 33.7.2 Work Instruction .........................................................................................................................89 33.7.3 Paper Document Stamp ..............................................................................................................89

34. Email Saving Procedure .........................................................................................90 34.1 - Emails Sent ................................................................................................................................... 90 34.2 - Emails Received............................................................................................................................ 90 34.3 - Operational Description ............................................................................................................... 91 34.3.1 Outline.........................................................................................................................................91 34.3.2 Email Saving Rule.........................................................................................................................91 34.3.3.Work Instructions........................................................................................................................92 34.3.4 Saving Project Emails...................................................................................................................92 34.3.5 General Office Correspondence or Non Project Emails ..............................................................93 34.3.6 Saving of Attachments ................................................................................................................93 34.3.7 Operational Pointers ...................................................................................................................93

35. Project Archiving Paper and Electronic Forms....................................................94 35.1 Outline ............................................................................................................................................ 94 35.2 Comments ...................................................................................................................................... 95 35.3 Procedures...................................................................................................................................... 95 35.3.1 Paper Files ...................................................................................................................................95 35.3.2 Archive Boxes ..............................................................................................................................96 35.3.3 NAS Backup .................................................................................................................................96

36. DMA CAD Protocols................................................................................................97 36.1. Introduction................................................................................................................................... 97 36.2. Implementing A New Job............................................................................................................... 97 36.3. Lead Drafter................................................................................................................................... 97 36.4. Drawing Creation........................................................................................................................... 98 36.5. X Ref Creation................................................................................................................................ 98 36.6. Incoming Drawings ........................................................................................................................ 98

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36.6.1 Architectural Drawings................................................................................................................98 36.6.2 Xref Creation ...............................................................................................................................99 36.6.3 Civil and Structural Drawings ....................................................................................................101

36.7. DMA Drawings............................................................................................................................. 101 36.7.1 Guide Lines ................................................................................................................................101 36.7.2 Starting a new Drawing .............................................................................................................101 36.7.3 Drawing Sheets..........................................................................................................................102

36.7.3.1 Title Block Attributes ...........................................................................................................102 36.7.3.2 North Point ..........................................................................................................................103

36.7.4 Drawing Numbers......................................................................................................................103 36.7.4.1 Drawing Save Requirements ...............................................................................................103

36.7.5 Drawing File Naming .................................................................................................................103 36.7.6 Text Style ...................................................................................................................................104 36.7.7 Dimension Style.........................................................................................................................106

36.7.7.1 Leader Arrows .....................................................................................................................107 36.7.8 Drafting Procedure....................................................................................................................108 36.7.9 Drawing Procedure....................................................................................................................108 36.7.10 Plotting ....................................................................................................................................109

36.7.10.1 Pen Colours and Sizes ........................................................................................................109 36.7.10.2 Batch Plotting in AutoCAD.................................................................................................109

36.7.11 Publishing CAD Drawings to PDF ............................................................................................. 113 36.7.11.1 Bluebeam .............................................................................................................................113

36.8. Layers........................................................................................................................................... 115 36.8.1 General Layers...........................................................................................................................115 36.8.2 Electrical Services ......................................................................................................................116 36.8.3 Fire Services...............................................................................................................................118 36.8.4 Mechanical Services ..................................................................................................................118

36.9. Linetypes...................................................................................................................................... 118 36.9.1 DMA Linetype Examples............................................................................................................119 36.9.2 Linetype Scale (ltscale) and Paperspace Linetype Scale (psltscale)...........................................119

36.10. Issuing Drawings........................................................................................................................ 119 36.10.1 Preliminary Issues....................................................................................................................120 36.10.2 Building Approval ....................................................................................................................120 36.10.3 Information Only .....................................................................................................................121 36.10.4 Tender Issue ............................................................................................................................121 36.10.5 Construction Issue...................................................................................................................122 36.10.6 Issuing/ Sending Drawings ......................................................................................................123 36.10.7 File Formats and Folder Locations...........................................................................................123 36.10.8 CAD File Issuing .......................................................................................................................124 36.10.9 Hard Copies .............................................................................................................................124 36.10.10 Electronically – Email.............................................................................................................124 36.10.11 As Builts .................................................................................................................................124 36.10.12 Project Based Web Sites........................................................................................................124

36.11. Drafting Tips .............................................................................................................................. 124 37 Workplace Health & Safety Plan & Procedures...................................................127 38. Master Document Register...................................................................................128

36.1. Master Document Register.......................................................................................................... 128 39. Appendices ............................................................................................................129

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40. Position Descriptions ...........................................................................................130 41. List of Checking and Validating Engineers ........................................................131 42. The IT System - Network Design..........................................................................132

42.1 DMA IT System Documentation ................................................................................................... 132 42.2 Network Design Diagram.............................................................................................................. 132

43. Server Roles and Backups Diagram....................................................................134 43.1 Server Roles & Backups Diagram.................................................................................................. 134 43.2 Backup Diagram............................................................................................................................ 135 43.3 Summary Explanation................................................................................................................... 136 43.4 Backup/Replication Schedules...................................................................................................... 137 43.5 Backup Monitoring ....................................................................................................................... 138

44. Disaster Recovery Procedure ..............................................................................139 44.2 Disaster Recovery Escalation & Timeframes ................................................................................ 140

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1. Revision History - Release 15.0.0

1.1 Overview

DMA has had a Quality Management System (QMS) in operation since February 2010. The Quality Manual (QM) and the QMS has been substantially revised.

As a company, DMA understands that an essential part of the QMS is the requirement for continual improvement.

As part of updating the QMS, DMA has moved to deliver the QMS through a dedicated online web portal accessible by all staff resulting in the QMS being more user friendly and readily accessible.

1.2 Summary Of Changes The changes in the Quality Manual and the Quality Management System are summarised below;

The DMA Web Portal has been introduced as the new QM delivery mechanism providing better, more streamlined access to the QMS.

Better delivery of the QM and QMS is achieved by providing an intuitive, engaging graphical user interface helping staff and management to navigate simply throughout the system.

The entire document including flow charts has been revised, removing lengthy explanations and excess wording making the QM clear and precise, leaving little to no room for different interpretations.

Faster access to QMS information with only “one click” is provided to locate required information.

Review and Verification (R&V) has been changed to Design Review to give more clarity to what this process is about.

The QMS now provides for multiple QA plans (Multiple Design Reviews) to be created to facilitate staged design and documentation programs or where technically or engineering disparate elements of a project dictate (or suit) separate Design Reviews being undertaken.

The QMS now provides for select drawings (not complete sets or a significant extent of a set) to be issued without a Design Review having been undertaken, in specific circumstances.

The DMA workflow management and resource planning process is included in the QMS.

Since the last QMS was developed, DMA has embraced Revit as a designing tool. Revit software is specifically built for Building Information Modelling (BIM), helping building professionals design, build and maintain higher quality buildings. It allows the user to design with both parametric 3D modelling and 2D drafting elements. In addition, Revit's database for a project can contain information about a project at various stages in the building's lifecycle, from concept to construction to decommissioning. Revit’s integrated features supports mechanical, electrical and Plumbing systems modelling, analysis of System Design, more accurate construction documentation and easier export of design models for cross-discipline collaboration. Access to the latest Revit User Guide is available as a new feature in the DMA Web Portal.

New QM print options - print the entire document or only the specific topics required by the user.

http://en.wikipedia.org/wiki/3D_modeling�

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2. Scope of the Quality Manual To describe the Quality Management System (QMS) in operation, and set out in detail the philosophies and operational methods of DMA to comply with the requirements of the AS/NZS ISO 9001:2015 standard. The QM is the prime reference document for all quality related activities performed by DMA and will be used for the purposes of auditing the effectiveness of the QMS . It will also serve as a training document for Management and Staff. The manual is structured in a way to meet the requirements of AS/NZS ISO9001:2015. The Quality Manager is responsible for the development and maintenance of the QMS. This responsibility entails:

Monitoring and reviewing the suitability and operation of each section of the QMS through a systematic audit program,

Documenting non-conforming services and customer complaints and their review and resolution,

Ensuring management are made aware of these issues through their inclusion within management meeting agenda.

The following sections describe the way in which DMA addresses each process and element of the QMS and where appropriate, references are made to more detailed quality operating procedures and work instructions.

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3. Manual Status and Definitions

3.1 Distribution The QM must be authorised by a Director prior to release. The QM revision status is indicated by the Version Number located in the document footer. All printed hard copies are treated as uncontrolled copies.

3.2 Change Control The Quality Manager is responsible for making available updates of the Manual as and when changes are approved. Uncontrolled copies of the Manual shall not be maintained or updated by DMA, but shall only be current at the time of issue. All revisions of the Manual or part thereof shall be approved by the Quality Manager and authorised by a Director. Maintenance and management of this material is the responsibility of the Quality Manager. A Director will assume this responsibility if required. 3.3 Terms and Definitions - Meanings of words used in the Quality Manual Contract - A documented statement of agreed requirements, needs and expectations between two or more parties in a Customer and or Supplier relationship. Customer Supplied Product - Information including drawings, specifications and privileged confidential information not originating from DMA. Non-conformance-A deficiency in characteristic, documentation, or process implementation, which renders the quality of a product or activity unacceptable or indeterminate. Objective Evidence - Any documented statement of fact, information or record, either quantitative or qualitative, pertaining to the quality of an item or activity, based on observations, measurements or tests, which can be verified. Plan - A document describing, identifying or scheduling specific practices, procedures or arrangements relevant to particular items, processes, services, projects or contracts. Procedure - Documented processes that describes the step-by-step activities to be performed, and used when work affects more than one function of DMA. Professional Engineers Act - The Professional Engineers Act of Queensland Quality - The totality of features and characteristics of a product or service that have a bearing on its ability to satisfy a given need. Quality Manual - A document setting out the general quality policies, procedures and practices of a company. Quality Plan A document derived from the quality program that sets out the specific practices, resources and activities relevant to a particular process, contract or project. Quality plans can cover a number of parts produced using a common process.

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Quality System Audit - A documented activity performed to verify by examination or evaluation of objective evidence the adequacy of and compliance with the established quality assurance and related quality systems. Quality System - The organisation structure, responsibilities, activities and events that together provide organised procedures and methods of implementation to ensure the capability of the organisation to meet quality Requirements. (Refer AS/NZS ISO9001:2015) Corrective & Preventative Action - Corrective Action is used to eliminate the cause of non-conformances by determining the cause of the nonconformity. Preventative Action methodologies are used to identify the cause of potential non-conformances, such methodologies include risk analysis and trend analysis. Verification - The act of reviewing, inspecting, testing, checking, or otherwise ensuring and documenting whether items, processes, services or documents conform to specified requirements. Design Review – The Design Review process is a mechanism for ensuring design standards, alignment and diligence throughout the course of the design process. This process also ensures that designs meet appropriate standards for consistency, accessibility and usability. Design reviews can be used to evaluate design and system characteristics and specification provided in the client brief. This process when carried out effectively can minimise late stage changes to design requirements and concepts. Standard - A standard is a document. It is a set of rules that control how people develop and manage materials, products, services, technologies, processes, and systems. Quality Planning - Quality planning involves setting quality objectives and then specifying the operational processes and resources that will be needed to achieve those objectives. Quality planning is one part of quality management. Quality Management System (QMS) - A QMS is a set of interrelated or interacting elements that organizations use to direct and control how quality policies are implemented and quality objectives are achieved. Quality Assurance (QA) - Quality Assurance is a set of activities intended to establish confidence that quality requirements will be met. QA is one part of quality management. Operating Procedure - A procedure is a way of carrying out a process or activity. A procedure defines and controls the work that should be done, and explains how it should be done, who should do it, and under what circumstances. In addition, it explains what authority and what responsibility has been allocated and what outputs should be generated. Quality Process – Is a set of activities that are interrelated or that interact with one another. Processes use resources to transform inputs into outputs. Processes are interconnected because the output from one process becomes the input for another process. An effective process is one that realizes planned activities and achieves planned results. Quality Manager (QM) – With assistance from the management team the QM is responsible for developing, implementing, communicating and maintaining the company’s QMS. The QM promotes quality achievements and performance improvements throughout the company.

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4. Company History In 1973 Douglas Walter Middleton established D Middleton & Associates Pty Limited. Initially the company traded under the name of Thomas Middleton & Associates as a result of an association with D.S. Thomas & Partners of Sydney. In 1985 the company changed its name to D. Middleton & Associates. In 1998 the company’s trading name was changed to DMA Professional Engineers. In 2013 the company celebrated its 40th anniversary. A new logo and corporate colours were introduced as part of a re-branding exercise. The company name was also changed from D.Middleton & Associates to DMA Engineers.

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5. Current Structure At present DMA employs 30 staff comprising of Engineers, Drafting and Administration staff

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6. The Scope Of Supply For DMA To Provide Consulting Engineering services specialising in the design, documentation and contract administration of building services in the fields of;

Mechanical

Electrical

Communications

Fire Engineering

Fire Services

Vertical Transportation, Escalators, Travelators and Lifts

Hydraulics

DMA also provides consulting engineering services in the design and documentation of Underground Reticulation Design (URD) for electrical, communication and roadway lighting.

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7. DMA's Vision Engineering better built environments. Engineering firm of choice

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8. DMA's Mission DMA is an established consultancy providing engineering building services to a diverse range of market sectors and clients. DMA is committed to providing professional engineering services allowing our clients to achieve outstanding success in their area of endeavour. Knowledge gained through our extensive company history and varied project experience, coupled with our adaptable and pragmatic approach, enables us to provide cost effective and buildable solutions that work. We value our relationships, built on our dependable nature, trust and respect. DMA is proud of our reputation, values and culture, founded on the quality, loyalty and commitment of our people who are central to our service delivery, future growth and ongoing success.

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9. DMA's Approach to Quality (Quality Policy) This policy and its associated objectives will be aligned to the strategic direction of the business which is documented in the DMA Strategic Plan

This Quality Policy will be reviewed as required to ensure it remains appropriate to the purpose and contents of the DMA’s strategic plan and that it continues to support the strategic direction of this plan

DMA is committed to providing quality professional engineering services that meet client requirements and to achieve a high level of client satisfaction.

Quality necessitates understanding who our customer is, what our customers’ expectations and needs are, meeting or exceeding those expectations, delivering on time and on budget, and to continually improving customer satisfaction.

Our commitment to quality includes the following objectives:

Dedication to supplying a quality service with a Quality Management System built on the requirements of ISO 9001:2015

Our customers and ourselves being confident that our service is meeting agreed requirements

Complying with all relevant legislation, regulations, standards, codes of practice and project Terms of Reference

Identifying and preventing service problems

Support, training and skills development of staff to deliver our engineering services to meet our customers’ requirements and our Quality Management System.

Continuous monitoring of our service delivery and the effectiveness of our Quality Management System to ensure that our processes remain appropriate and effective

Consultation with staff members and our clients in the pursuit of continuous improvement and refinement of our processes

A Quality Management System that works for our business and truly adds value to what we do

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10. Quality Management System Model The Quality Management System (QMS) implemented by DMA functions to develop, sustain and improve the management of the company. It is designed to respond promptly to changes and ensure that it is always relevant to the needs of the company and its clients. Figure-1 indicates the relationship between the activities of DMA and the resources provided to facilitate these activities. The QMS complies with the methodologies, practices and requirements of AS/NZS ISO9001:2015 Standard.

10.1 Figure – 1

This QA manual has been developed to assist DMA in achieving the best possible product and service outcomes. It forms part of the training program and a reference to DMA’s quality management policy requirements, quality requirements to ISO 9001:2015 quality forms, systems audits, reports and project management requirements.

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11. Management Responsibility This section describes the means by which DMA acknowledges its responsibility for Quality through the provision of a Quality Policy, the definition and allocation of individual management responsibilities, the nomination of a management representative and the operation of a system review.

11.1 Quality Policy The Policy Statement contained in this manual was developed by Management and Quality Experts to express the Quality Objectives of the organisation. Communication of the Quality Policy forms part of the staff induction process and copies of the Policy Statement are communicated and prominently displayed within the office.

11.2 Quality Objectives The Policy Objectives contained in this manual define DMA 's continued commitment to Quality.

11.3 Organisation The organisational chart shows functional relationships and areas of authority, defining delegation of responsibility and authority (unless determined otherwise by the Directors where appropriate). Statements of job responsibilities and authorities (prepared so that staff know what is expected of them) are maintained for all personnel who manage, undertake and verify work affecting the client’s expectations and the product or service quality. These statements take the form of position descriptions. Electronic master copies of all position descriptions are maintained, reviewed and approved by the Directors and distributed to staff members as deemed appropriate. The Quality Manager maintains the Master Document Register to ensure all QMS documentation is up to date at all times. Key responsibilities and authority of Senior Management positions are defined within the Quality Manual. The Directors at all times will co-ordinate the provision of appropriate resources to ensure the specified requirements for all staff and clients can be met and maintained. Only trained personnel are assigned to management and work activities including verification activities, which includes but is not limited to the following:

The use of appropriate procedures and forms.

Quality System documentation and/or procedures.

Standards and Codes.

Regulatory and Statutory requirements.

Quality System audits are arranged and managed by the Quality Manager and performed by suitably trained and qualified internal and/or independent auditors. In the unforeseen absence of an employee with designated responsibility and/or authority for this activity, responsibility and authority is delegated upwards as per the organisational chart, for re-delegation.

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11.4 Management Representative The Quality Manager is nominated by the Directors to fulfil the role of the management representative for the QMS. The Quality Manager has the ultimate responsibility and authority to resolve all quality matters within his or her authority. Issues beyond that authority level will be addressed by the Directors. The Quality Manager has the authority and responsibility to ensure the effective implementation and operation of the QMS and to see that the requirements of AS/NZS ISO9001:2015 are met, maintained and continually improved. The Quality Manager is responsible for assessing and reporting on the performance of the QMS to Management for review and for using this information as a basis for continual improvement of the QMS.

11.5 Management Review The QMS is reviewed on a yearly basis, or more frequently if required, by the Directors and the Quality Manager. The purpose of the review is to assess the effectiveness of the system and to determine whether any changes to the system are considered necessary to meet:

The current and future needs in satisfying the requirements of AS/NZS ISO9001:2015

The QMS

Customers’ expectations, and

The company's Quality Policy or if applicable, statutory or regulatory requirements.

Management review considers information drawn from but not limited to the following business areas:

DMA Strategic Plan

Financial Records including Cash Flow, Profit and Loss, Budgets

Quality Audit Reports - External & Internal as well as Non-conformance reports

Client Feedback – comments or complaints

Industry Competency Standards

Management and Staff Structure

Benchmarking within the Industry

11.6 Management Meetings The Management Team typically meet monthly, no less than quarterly, to ensure that the QMS continues to be executed in accordance with the requirements of the current quality standards and DMA’s business needs. The Directors or the Business Support Manager may call an unscheduled Management Meeting at any time to satisfy specific project requirements, customer complaints, audit findings or to address

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special business needs. The Directors may request other staff members to participate in the Management Meetings as non-permanent members.

11.7 Management Meeting Agenda The Management meeting agenda will include, but is not limited to the following items:

Review of previous minutes.

General Quality System issues, Non-conformity reports and corrective actions taken.

Individual discipline reports (Mechanical, Electrical, Hydraulics & Fire

Staff training requirements.

Human Resources Issues

Strategic Planning

General business and the date for the next Management Meeting.

Marketing

Monthly financials

The Business Support Manager is responsible for the preparation of the Management Meeting agenda and for circulating it to attendees prior to the next meeting.

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12. Human Resources DMA is an equal opportunity employer. All potential employees are assessed on their competency for the position available. Each position within the company has an individual position description that identifies the employees key responsibilities, their role in the company, and any formal education, training and experience completed. All new employees are given an induction, which includes, but is not limited to:

An introduction to the employee’s position.

An introduction to the routine operations of DMA.

An explanation of how the position contributes to achieving the high standards of service offered by DMA to its Clients.

An introduction to the QMS.

An introduction to the IT System.

An introduction to the Occupational Health and Safety rules of DMA.

Other DMA policies in force at the time of employment.

12.1 Staff Training Staff at each level within the company are trained to organise and execute their own work and where competent, to motivate, mentor and supervise others. All staff participate in external or in-house training as required to enhance their skills and to add quality and value to their work. All staff training and competence levels are detailed in the staff training matrix. This shows management where to allocate further training in the required/specific areas to ensure work is performed by competent staff. All personnel are involved in identifying training needs in the DMA workplace.

12.2 Training Program The internal training program addresses the following:

The induction of new staff into the company and the QMS.

The use of Standard Documents, Forms, Procedures and written documentation.

The development of competencies as potential for a career path within DMA.

Professional development undertaken by individual employees.

12.3 Training Records The Quality Manager maintains training records for all staff in the training matrix. All New employees certificates attained from external sources are saved for future reference. An attendance sheet records all internal training sessions and attendees.

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12.4 Annual Staff Reviews On a yearly basis the Directors will review staff performance, which encompasses at a minimum the following:

Joint assessment of employee’s performance

Employee level of Job satisfaction

Identification of training and development needs.

Assess and provide comments on the workplace.

The results of the annual review process are documented for each employee and filed in their personnel file.

12.5 Personnel Files Employee files are maintained in electronic format. Files are maintained for the duration of employment plus five years as they contain all relevant records related to employment, taxation, superannuation and legal requirements.

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13. IT System The DMA IT Systems is managed and maintained both internally and by an approved Network Systems Administration Contractor. Each DMA Staff member is allocated a user name and password for log in access to the DMA IT network. All staff members have a work addressed email and are responsible for managing the emails they receive. The company website is managed and maintained in-compliance with an approved professional to promote and provide relevant company details.

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14. Document Control Document Control within DMA is managed as per the Document Control Procedure. The Document Control Register lists all current Management and Quality policies and procedures. All documents are reviewed and approved prior to being released to all staff. The approving authority is shown on each document within the footer.

All changes to documents are reviewed and approved by management prior to use.

Obsolete documents are archived to ensure they are not accessible.

Documents are reissued after a number of changes have been made.

Users can submit change requests and once a reviewer approves the change, the old version is archived and the new version becomes current.

14.1 QMS Documentation Control The QMS internal documentation is maintained by the Quality Manager. This includes, but not limited to:

Quality Manual.

Quality Procedural Documents.

Master Document Register and DMA Standard forms.

Meeting Records.

Project Files

The QM or parts thereof may be reproduced for commercial use or for prequalification purposes. Distribution will not be controlled.

14.2 Document Retention All relevant documents are retained to comply with the Federal and State regulatory requirements. Type of Record Hard Copy

Soft Copy

Retention Period (Soft Copy / Hard Copy)

Method of Destruction

Financial Records No Yes Indefinite (7 years) Shredding

Personal Records No Yes Indefinite (7 years) Shredding

Quality Records No Yes Indefinite (3 years) Shredding

Project Records/Files No * Yes Indefinite (3 years) Shredding

Quotations No Yes Indefinite (I year) Shredding

Emails No Yes Indefinite Shredding

IT Systems backups N/A Yes Daily, Weekly & Monthly Not Applicable

Electronic Backups N/A Yes Yearly Not Applicable

* Fully managed records are maintained as soft copy

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15. Marketing Plan The DMA Marketing Plan is the foundation of how DMA will promote, market and increase awareness of the DMA brand. A key element of the DMA marketing plan is how DMA intends to leverage on its current position by seeking new opportunities through existing client relationships and networking initiatives. The Directors are responsible for all the marketing decisions. Each marketing activity is evaluated on meeting the following requirements:

The introduction of new clients

The retention of existing clients.

Collection of feedback for analysis and effectiveness of marketing strategies.

How the activity will help the broader recognition of DMA services.

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16. Contracts In accordance with the DMA operating policy, no contract or commitment is entered without prior consultation of the Directors. Professional advice is sought on all potentially significant legal issues before negotiations reach an advanced stage. Any contracts or unusual trading terms are identified for review by the Managing Director and where applicable DMA financial and legal representatives.

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17. Organisational Chart

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18. Service Delivery

18.1 Outline DMA utilises the Total Synergy Practice Management Suite combined with specific QMS Procedures and Operational Procedures to deliver its services in accordance with the QMS.

18.2 Total Synergy Practice Management System (TSPM) The TSPM suite addresses the projects lifecycle from winning the business through to managing all aspects of projects. Total Synergy provides a holistic means of administering and accessing key aspects of our projects including but not limited to:

Raising project job numbers

Managing projects at a project and sub project level

Managing project contacts, company and personnel

Extensive search features for projects and contacts

Probability forecasting of Proposals and pipeline management

Project team correspondence

Time sheet entries

Fee forecasting of active projects

Creating a standardised project folder and sub folder system for server saving and accessing of project files

Managing of project Work In Progress (WIP)

Invoicing of completed works

Financial management of projects

Project reporting

Specific on-line help can be accessed from within the TSPM application by using the dynamic help function.

18.3 QMS Procedures QMS Procedures set out the framework of the QMS and provide direction and guidance on how the Quality related actives of DMA are performed.

18.4 Operational Procedures Operational Procedures set out the framework of tasks and activities to be undertaken and offers direction and guidance on how Project related activities of the business are performed.

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19. Documents & Records Management

19.1 Outline To provide an overview and reference on how QMS documentation, records, project related documentation and records are managed and controlled.

19.2 Document Control Flow Chart

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19.3 Document Changes Flow Chart

19.4 Operational Description QMS records and documents are maintained by the Quality Manager. Records and documents include, but are not limited to:

Quality Manual

QMS Procedures

Operational Procedures

Master Document Register

Management review meeting minutes

Project Files

Project email and correspondence

Project meeting minutes, including non-conformances and their resolution

Internal Audit Schedule

Internal and External Audit reports

The Quality Manager reviews and approves all QMS documentation prior to release and use. QMS documentation is maintained in soft copy. Only soft copy documents are controlled documents.

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The Quality Manual revision status is indicated by the Electronic Version Number contained in the footer of the document. The DMA Master Document Register details the documents currently in use and their revision status, place and method of control. Documents and records are maintained and archived in accordance with the Document Control Procedure and the DMA Project Archiving - Paper and Electronic Files.

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20. QMS Auditing

20.1 Outline To provide an overview and reference on how DMA plans and conducts audits of the QMS, and how it manages and acts on the findings of such audits.

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20.2 Operation Description The Quality Manager will establish and communicate the internal audit schedule. The following documents along with the project files will form the basis for rigorous internal auditing. This ensures all activities performed will conform to company policy, the client’s specifications and expectations, including the requirements of the current ISO9001:2015 Standard. All statutory and mandatory requirements will be addressed as a matter of course. Procedures, documents and records to be audited will include but not limited to the following:

Quality Manual

QMS Procedures

Operational Procedures

Master Document Register

Management review meeting minutes

Project Files

Project emails and correspondence

Project meeting minutes, including non-conformances and their resolution

Internal Audit Schedule

Internal and External Audit reports

Internal audit reports are reviewed by the Quality Manager and presented to Directors for review and comment. The Directors in consultation with the Quality Manager will develop improvement policies if needed and ensure these policies are implemented, re-audited and proved to be effective. This process will ensure that the QMS functions effectively and remains relevant to the company. Non-conformances reports are discussed at the weekly workflow meetings where corrective and preventative actions are put in place for identified non-conformances. All non conformances are entered into the non-conformance Register which is an agenda item during the management meeting. Any and all work performed by an appointed Quality Consultant is reviewed by DMA to ensure their needs are being met with compliance to the ISO9001:2015 Standard and the external audits of the certification body.

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21. Control of Non-Conforming Product Procedure

21.1 Outline To provide an overview and reference on how Non-Conforming Products are identified and managed within the QMS.

21.2 DMA Control Of Product Related Non-Conformance Procedure

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21.3 DMA Control Of System Related Non-Conformance Procedure

21.4 Operation Description QMS or Project Non-Conformances take two main forms, those being:

QMS or procedurally orientated Non-Conformances (System Non-Conformances) or

Product related Non-Conformances

QMS or procedural Non-Conformances (System Non-Conformances) relate to the preparation of project deliverables (Documents) and are typically identified prior to their formal issue . They are typically identified internally by staff or management throughout the normal course of business or by an internal or external QMS system audit and are generally dealt with internally. The Quality Manager is to be notified of all non conformances. The Quality Manager, with assistance from the Project Manager and Lead Engineer determine the Corrective and Preventive actions in accordance with the Corrective and Preventive Action Procedure. Following agreement on the suggested corrective and preventative action(s), the agreed action(s) are implemented. Product related Non-Conforming products relates to DMA’s formally issued project deliverables (products) and are normally identified after formal issuing of deliverables to external parties. Product related Non-Conformances may require communication and resolution with external parties due to the product being formally issued. Product related Non-Conformances result from, but are not limited to one of the following external project actions:

Review of project drawings and/or specification, by a client or project team member

Review of report, by a client or project team member

Project Request for Information (RFI) from project team members

Building Approval Supply Authority Review

QFRS Review

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Product related Non-Conformances may, but not necessarily fit into one of the following categories:

Fit for purpose

Code compliance

Functionality

Coordination

Brief compliance

On notification of Non-Conforming products, the Project Manager needs to evaluate the nature and extent of Non-Conformance and/or complaint. Where the Project Manager is not directly responsible for the engineering discipline the Project Manager should involve the Project Engineer(s) in evaluating the nature and extent of the Non-Conformance. Once aware of the Non Conformance, the Project Manager is to immediately notify the Quality Manager of the Non-Conformance. Depending on the nature and seriousness of the Non-Conformance, the Quality Manager may become actively involved to determine the corrective and preventive actions necessary to address the Non-Conformance. The Project Manager and Lead Engineer(s) where necessary, research the history and events leading up to notification and document their findings. The Project and Quality Manager review the findings and develop a response complete with proposed corrective action(s) in accordance with the Corrective and Preventive Action Procedure. This is communicated to the DMA staff member or external party. The Project Manager is to liaise with the notifier and reach agreement on proposed corrective action(s). If agreement cannot be reached, further review is required to determine alternate suggested corrective action(s) Following agreement the Project Manager is to implement the agreed corrective action(s).

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22. Corrective and Preventive Action

22.1 Outline To provide an overview and reference in which system and project related Non-Conformances are identified and managed within the QMS.

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22.2 Operation Description QMS or Project Non-Conformances are identified by staff, management, external project team members, clients and through internal and external quality audits. On identification of a non conformance, the matter is referred to the Quality Manager to review. The Quality Manager reviews the Non-Conformance to determine:

Whether it is a valid Non-Conformance

If it’s impact is significant and poses significant risk

If the Non-Conformance is assessed as being not valid, is of low risk or impact, the issue is reviewed with direct team members and monitored. If the Non-Conformance is valid, has significant impact or associated risk, a detailed review is undertaken. Project Team members including management as necessary are involved in the review. The Quality Manager will ensure a root cause analysis is completed with the findings documented and communicated to the Directors, ensuring management are aware of risk, issues, and the proposed corrective and improvement action proposed. Non-Conformances, which pose a significant risk to the business, will be immediately dealt with and corrected. Minor issues posing a lesser risk will be addressed in an appropriate manner and time frame. At the conclusion of the investigation, the Quality Manager with the project team are to agree on the extent of immediate preventive and corrective actions to be implemented and document an Action Plan. All Non-Conformances shall be noted and reviewed in each Management Meeting. Any QMS Non-Conformance will be investigated, analysed and actioned to ensure the QMS remains compliant to the ISO9001:2015 Standard and DMA’s own internal requirements. Any project Non-Conformance will be investigated, analysed and actioned to ensure that future designs and project deliverables are compliant with project requirements, regulatory and code requirements and DMA’s own internal requirements QMS and Project Non-Conformances will be included within the next internal audit to ensure that corrective and improvement actions taken have been implemented correctly and are functioning effectively.

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23. Project Workflow Map

23.1 Outline To provide an overview and reference on the tasks and activities performed in the delivery of our work, providing reference to specific Operational Procedures. The Project Workflow Map details the sequence of events that are typically performed. These include in the following order:

New Project Enquiry (NPE’S)/pre contract award stage

Project Start Up phase

Project design development and documentation stage

Project construction phases

Project completion & close out phase

The procedure provides reference to additional operational procedures that although not in the direct workflow path, are necessary to achieve compliance with the QMS.

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23.2 Operation Description DMA receives requests for services from varied sources including but not limited to:

Clients

Building and property owners

Builders or construction companies

Business owners and operators

Local authorities

State and Federal government departments

Project Managers

Installation and service contractors

Quantity surveyors

Body corporates

Architects, Project Managers and the like acting on behalf of clients (client’s representative).

Requests for services are referred to as New Project Enquiries, or NPE’s. have a project status of Proposal in Total Synergy. A Director, Senior Associate or Associate is allocated the NPE. If the NPE is within the company’s area of expertise and sufficient resources are available to fulfill the request a preliminary fee proposal is prepared. While the Fee Proposal is being prepared an initial Resource Plan is developed which documents in more detail the resource requirements to complete the project. The preliminary fee proposal is reviewed and finalised with a Director. The Fee Proposal is submitted to the client. If clarification or amendment is requested, the requested changes are considered and the fee proposal reassessed and amended. Following review by a Director, the fee proposal is finalised and resubmitted. If the Fee Proposal is unsuccessful the status is changed to Unsuccessful in Total Synergy and the NPE is closed out. If the Fee proposal is successful, the Business Support Manager assigns a Project Manager, Lead Engineer and Lead Drafter to the project. Together they form the Project Team who are responsible for the delivery of the project. Following allocation of the Project Team, the project is handed over to the Project Manager. The project status is changed to Active in Total Synergy and work commences on the project. If Sub-Consultants are required to fulfil project requirements, the Project Manager engages Sub-Consultants in accordance with the Engagement of Sub-Consultants Procedure.

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A member of the Admin team categorises the project in accordance with the Project Categorisation Procedure and puts the Project QA Plan in place. The project team works on the project in accordance with the project program and prepares preliminary Project Deliverables (Documents). Project Deliverables may be in the form of, but not limited to the following:

Reports

Briefs

Site inspection reports

Drawings

Specifications

Formal applications or Submissions

Project Deliverables are created, modified and filed in accordance with the Project Document Control Procedure. The various phases of the Project undergo Design Review in accordance with the Project Design Review Procedure and the Project QA Plan. Project Deliverables undergo Validation prior to being issued to the client or client’s representative in accordance with the Document Validation and Issuing Procedure. Notes:

During preliminary project phases the Project Manager and Project Engineers attend meetings as required by the client and peer consultants.

The Project Manager and Project Engineers action items arising from the project meetings and other project communication to meet the project requirements and in preparing the project deliverables.

During tender and contract negotiation phases of projects, the Project Manager and Project Engineers attend meetings and respond to tender and contract negotiation correspondence and requests for information.

During construction phases of projects, the Project Manager and Project Engineers attend site, respond to Requests for Information meetings, carry out site inspections and review compliance of contractors work in accordance with contract documentation, standards and regulations.

Throughout the project, the project team may be increased, decreased or adjusted as necessary to satisfy the project requirements and is done so by the Project Manager, in consultation with the Quality Manager.

Invoicing of Project fees are issued throughout the various phases of the project in accordance with work completed and the project contract. Following the fulfillment of all Project Deliverables, the project status is changed to Complete in Total Synergy.

Following completion of the project, all project documents are saved in project files and electronically in the Project folder on the Server. On a periodic basis, documents are archived in accordance with the Project Archiving Paper & Electronics Forms Procedure.

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24. Contract Execution Procedure

24.1 Outline To provide staff with guidance on the tasks and activities to be performed in executing a contract following DMA winning a project. The steps can be minimal or extensive depending on whether formal contract execution is required

24.2 Operation Description Following fee proposal acceptance by a client, the Business Support Manager hands the project over to the Project Manager. A member of the Admin team updates the Project status from Proposal Submitted to Active in Total Synergy.

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If no Formal Contract Execution is required, the client acceptance is saved (in accordance with the File Saving Protocol and the project commenced. If Formal Contract Execution is required, the Project Manager reviews the contract, amending as necessary and signs a copy(s) of the contract. The signed contract is saved electronically on the project server in accordance with the File Saving Protocol. A paper copy of the signed contract is saved in the Formal Contract file within the office. The original copy(s) of the contract are forwarded to the client for their signing. On receipt of the signed contract, the Project Manager is to again review the contract for possible changes made by the client, if any. If no changes have been made to the contract and it is signed correctly, the contract is saved again electronically in the project server folder. A paper copy of the returned and fully signed contract is saved in the Formal Contract file within the office. If changes have been made to the contract, the Project Manager is to consider the changes made. If the changes are acceptable, the contract is saved again electronically in the project server folder. A paper copy of the returned and fully signed contract is saved in the Formal Contract file within the office. If changes have been made to the contract and the changes are unacceptable, the Project Manager must address the changes with the client and negotiate to the agreement of both parties. Given agreement can be reached, on receipt of a fully signed contract, the contract is saved again electronically in the project server folder. A paper copy of the returned and signed contract is saved in the Formal Contract file within the office. If agreement can not be reached on the changes to the contract, the contract is to be abandoned.

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25. Engagement of Sub Consultants Procedure

Sub-consultants are not to go further than the contract.

Expiry dates for Professional Indemnity, Public Liability and Work Cover Insurances for long term sub-consultants must be sighted and recorded

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25.1 Operation Description On occasions, DMA will outsource elements of work through the engagement of a specialist sub-consultant/s to meet client requirements that DMA cannot meet. Outsourced work may include, but not limited to the following:

Electrical sub division design

Hydraulic design

Environmentally Sustainable Design & Services (ESD)

Supply authority approved road lighting design

High Voltage design

Lighting and specialized communications designs

Fire engineering design

Sprinkler design

Hydraulic services design

When work is outsourced, control shall be maintained to ensure compliance with the DMA QMS. Under no circumstances shall work be further outsourced, without approval by DMA. Under no circumstances shall the sub-consultant carry out work over and above the work set out in the contract.

25.1.1 Work Instructions The Project Manager shall determine the need, nature and extent of outsourcing. One or more capable and suitable companies are to be identified and shortlisted. The Project Manager with the Business Support Manager are to review the work to be outsourced and the suitability of the proposed sub-consultants. On agreement, the Project Manager will prepare a Sub-Consultant Project Requirements document and request for fee submission. Requests are made to the sub-consultants to provide a fee submission in accordance with the Sub Consultants Project Requirements. Following receipt of fee submissions, the submission(s) are reviewed and assessed, and a suitable sub-consultant selected. Throughout the engagement, the Project Manager shall ensure that the sub-consultant is kept adequately informed of all aspects of the project, including transmission of relevant project documentation. Sub-consultants may attend meetings as required throughout the project. On receipt of documents from the sub-consultant/s and prior to being formally issued, the following is to take place:

The sub consultant needs to provide evidence of necessary Design Review checks having been undertaken

The sub consultant must show evidence that the documents have been validated

The Project Manager will then review the documents and validate in accordance with DMA Validation and Issuing Procedure

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If anomalies are identified, the sub-consultant is informed of the anomalies to be amended for the document to be re-issued. Upon validation by the Project Manager, the documents are transmitted to the client in accordance with DMA’s Document Validation and Issuing Procedure. Notes:

Design Review checks are to be carried out by the sub consultant for all outsourced work consistent with other services provided by DMA in accordance with the Project QA Plan.

Where a specific task only is outsourced and a sub-consultant or sub-contractor is not specifically engaged to perform the work, e.g. for a lighting design carried out by a lighting supplier, and that lighting supplier does not provide evidence of required Design Review checks being done and the documents validated, such checks shall be carried out by DMA staff in accordance with the Project QA Plan, as if the work was carried out internally. For this to occur, the lighting supplier will be required to provide full and complete design files and information necessary for the Design Review checks to be carried out.

Where work is undertaken by contract staff who are typically tasked and directed by DMA Project Managers and Lead Engineers and the contract staff do not have overall responsibility for an element of work by way of commission or engagement, such work is treated as work carried out by DMA employees and is subject to the normal and full extent of Design Review and validation, in accordance with the Design Review Procedure and the Validation and Issuing procedure.

25.1.2 Sub Consultants Project Requirements The Sub-Consultants Project Requirements provides the sub consultant with all the necessary details and any specific requirements of the project. As a minimum the following information should be provided:

Required nature and scope of work to be provided

Method of engagement

Notification that under no circumstances shall work be further outsourced, without approval by DMA.

Notification that under no circumstances the sub-consultant shall not carry out work over and above the agreed scope of work.

Client brief, or extract of relevant section relating to work being outsourced

Program, if not included in client brief

Any specific project requirements pertaining to the engagement

Extent of Design Review checks to be carried out by the sub consultant

Outline of Design Review checks to be carried out

Notification that all documents are to be validated in accordance with DMA’s QMS prior to issue.

Notification that the sub-consultant shall have in place Professional Indemnity Insurance relating to the work being undertaken of not less than $5,000,000. (Evidence to be provided)

Notification that the sub-consultant shall have in place Public Liability Insurance relating to the work being undertaken of not less than $10,000,000. (Evidence to be provided)

Time when the fee submission is required

Current Work Cover certificate to be provided

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26. Project Categorisation & QA Plan Setup Procedure

26.1 Outline The project Categorisation sets the minimum Design Review checks performed prior to formal deliverables being validated and issued. The Project Categorisation Procedure is also used to create a Project QA Plan or multiple QA Plans for more complex projects, and records for the project. In a project’s simplest form, a single QA Plan only is required given that no specific project requirements exist that warrant multiple QA plans (i.e. Multiple Design Reviews). Multiple QA plans (Multiple Design Reviews) may be required due to staged design and documentation programs or where technically or engineering disparate elements of the project dictate or suit separate Design Reviews being undertaken. An example of a project requiring multiple QA Plans might be a staged design and documentation program requiring staged submissions throughout the overall program, say for different stages or packages of work, e.g. Stage 1, Stage 2, Mini Major 1, Malls and Common Areas, Major 1 etc. as for a large retail development. Multiple QA Plans and multiple (separate) Design Reviews may also be implemented when two or more elements of a project are distinctly different in nature or type of service (technically or engineering disparate elements), with separate Design Reviews being suited to two or more checking engineers to facilitate workload or due to their area of expertise. An example of this might be separate QA plans for a Coles store and for the specialty shops for a regional shopping centre.

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26.2 Fire Safety Engineering (only) Categorisation

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26.3 Non Fire Services Project Categorisation

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26.4 Operation Description At the commencement of a project, the required project criteria is input into the Project Start Up and Categorisation form which assesses the project and determines the Project Categorisation. The Project Categorisation is used to determine the Design Review checks that relate to the project and to produce a Project Quality Plan, or in the case of complex projects, Multiple Project QA Plans. The Project Quality Plan(s) is used to create a Project Quality Assurance (QA) Plan(s) to manage the quality aspects of the project and to act as evidence of the steps performed.

26.4.1 Introduction Projects are categorised depending on:

Whether formal project deliverables other than tender documentation are required.

A range of factors including the size, complexity & the building claisification of the project

Whether the design is of standard or generic design.

Projects will be allocated a Categorisation of C1, C2, C3 or C4 which sets the minimum extent of Design Review checks that the project must undergo C1 requires the most Design Review checks reducing to C2 and finally to C3 requiring only 1 Design Review Initial Categorisation may be challenged by the Project Manager should the Project Manager consider that the Categorisation is inappropriate for the project. The Project Manager must consult with the Quality Manager on Categorisation challenges. Should the Quality Manager agree with the challenge, the Categorisation shall be reduced one level. i.e. Category C1 to Category C2 etc. Specific projects may require a Project specific QA plan to be developed, determined by the Project Manager in consultation with the Quality Manager. Following sign off by the Quality Manager, the Project specific QA plan may replace the default project QA plan.

26.4.2 Work Instructions

The Business Support Manager hands over a new active project to the Project Manager.

The Project Startup & Categorisation Form (Excel template) is used to categorise the project and to prepare the QA Plan and Record Sheet for the project.

The Project Manager considers the initial Categorisation and if acceptable, confirms the Final Project Categorisation.

For staged or complex projects of technically or engineering disparate elements, multiple QA Plans are to be prepared, and separate Design Reviews are undertaken

The Quality Manager considers the initial Categorisation and if acceptable, confirms the Final Project Categorisation.

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Should the Project Manager consider that the Categorisation is inappropriate when considering the specifics of the project, the Project Manager may challenge the Categorisation and review it with the Quality Manager.

If the Quality Manager agrees with the challenge, the project Categorisation may be amended by the Quality Manager, reducing its Categorisation by one level.

If agreement cannot be made between the Project Manager and the Quality Manager, the issue is to referred to the Managing Director.

If any amendment is made to the project Categorisation, the Quality Manager is to amend the Project Start Up and Categorisation Form to state the reason(s) for the change to the Categorisation.

The Quality Manager digitally signs the Project Startup & Categorisation Form.

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27. Project Budget Control

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27.1 Outline Budget overruns are a good indication for project success or failure. Budgeting and cost control compromises the estimate of costs, the setting of an agreed budget and management of actual and forecast costs against the budget. A budget identifies the planned expenditure for the project.

27.2 Understanding the project What clients say they need or want in a project often isn’t as simple as it may seem upfront. This can lead to unidentified goals and expectations on both sides. Be sure to put in as much time that is needed to get a good understanding of the client requirements/scope. First and most important step to an effectively managed budget is to ensure project requirements are accurately identified and addressed before a fee has been developed. Developing a fee for a project is a collaborative exercise of all who could be involved with the project.

27.3 Revisit, review & reforecast Frequent budget review is essential to make sure the budget is on track preventing budgets from getting too far out of hand.

27.4 Budget status An important part of staying on budget is to make sure all team members are aware of the current budget status. Keep the project team informed of the budget. An informed team is an empowered team that takes ownership of its project. By keeping the team informed of the budget status, they will be more likely to watch their individual budgets and far less likely to charge extra “grey area” hours to the project.

27.5 Variations Project Managers should carefully manage scope by creating variations for work that isn’t covered by the project’s initial scope. Variations authorise additional funding for the project to cover the cost of extra work and thus keep the project aligned with its new budget.

27.6 Setting a fee Building a fee is a collaborative exercise involving all engineers that will be involved in the project. This way all will be committed to the budget from the beginning and will take ownership to it.

27.7 Operation Description

27.7.1 Handover of the project when the job is won If the seller is not the PM of the project a handover explaining the scope and limitations/exclusions must be done when the client has accepted the fee. This will allow the transition to be seamless and the PM to feel that he is comfortable taking on the job

27.7.2 Setting up a budget Budgets are set up when a job is activated on the back of the information used to build up the fee. New budgets need to be set up when a variation or a new sub project is added to the project. This information will provide the staff levels and hours required for every sub project level. In most instances a fee estimate spreadsheet would have created to build the fee and the information from that will be sufficient to set up a budget. If the fee is a small one, the seller will be able to provide the information required to set the budget.

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After the budget has been set the individual discipline budgets are to be sent to the Project Manager & the Lead Discipline Engineers for their agreement. If there are any issues with the individual budgets the Lead Discipline Engineers need to discuss and come to agreement with the Project Manager. All Lead Engineers need to confirm to the Project Manager that they understand and are happy with the budgets in the very beginning

27.7.3 Setting up Budget Tracking spreadsheets As part of setting up of the project all phase budget tracking spreadsheets are created by the person activating the job. At this stage all sub projects and the project to be flagged as Green on all Project Budget Status.

27.8 Sub project Budget Control

27.8.1 Budget tracking Lead Discipline Engineers need to track their budgets on a weekly basis on Friday evening or on Monday before the weekly discipline workflow meetings. Lead Disciplines are to run their individual Sub Project Summary Report from Synergy to find out the sub projects they are responsible. This report has direct links to individual Budget Tracking spreadsheets. It’s mandatory to use the budget tracking spreadsheet to determine where the phase is at that time and how much more resources are required to complete this phase. If the resources needed to complete the phase is more than the remaining budget the sub project must be flagged Red and let the project Manager the reason behind why it is anticipated the actual resources needed will be more than the budget.

27.8.2 Budget Over Runs (BOR) As soon as the Lead Discipline Engineer realizes that the required hours to complete the phase is going to be more that the allocated budget he/she should discuss this with the Project Manager. The Project Manager is to determine the quantum of the budget overrun. If this is insignificant make a note in the budget tracking sheet and flag the sub project and the project red. Tis need to be monitored closely to make sure the budget doesn’t exceed more than agreed by the Project Manager and the Lead Discipline Engineer. If the budget over run is going to be significant the Project Manager should request the Budget Control team to apply for a BOR. The the Project Manager should come up with reasons for the BOR as well as how many extra hours are required to complete the phase. If agreed to create a BOR the sub project in question will be put in to Pending (Inv.) status and another sub project with the same sub project name and (BOR) at the end will be set up with a budget of the agreed extra hours required. A Budget tracking sheet is to be created for this sub project and needs to be monitored as same as any other sub project.

27.9 Discipline Principal Engineer’s role If a project discipline looks like having a significant budget over run the Project Manager should discuss this with the Discipline Principal Engineer to see whether the sub projects in question could be put back on track. The possibility of getting a variation should be looked at by revisiting the scope and what is the client is asking to deliver.

27.10 Budget Control support to the Project Managers Support Staff to update the Project Managers and Lead Discipline Engineers project/sub-project status report to be taken to the weekly discipline workflow meetings to be discussed. Every week the support staff shall discuss the projects that are flagged Red with the Project Managers to determine an action plan to bring it back to Green or manage it closely so the budget over runs are contained to an accepted level.

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27.11 Lessons Learnt If there is a significant difference in the fee submitted and resources required this needs to be discussed with the Project Manager and record the lessons learnt from this. This information needs to be discussed at the weekly Budget Control meetings.

27.12 Budget Control Team This team is to be comprised with Directors and support staff. This team is to meet weekly to discuss any issues arising during the week and projects that has been flagged Red during the week with a significant budget over run. At this meeting the budget control process is to be reviewed and fine-tuned if needed.

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28. Design Checklist Procedure

28.1 Outline Design Check List forms an important part of the aids for the design team to undertake self-checking and for the review person to ensure that all aspects of the project have been properly dealt with. This is an integral part of the design process and should be prepared for every discipline undertaken for the project. The Design Check List is constructed to take the engineers through the different steps required to develop a design for a specific need. This process is conducted to achieve confidence that the design satisfies the functional and nonfunctional requirements of the project. The Purpose of this is to ensure relevant engineering requirements have been completed prior to the engineer seeking a design review and/or validation. Using the Design Check List will help to ensure consistency and completeness in designs. Using the Design Check Lists will ensure that specific issues of importance to the project are addressed before the design advances. This procedure should encourage team interaction and ensure that the project milestones are met.

28.2 Process The Design Check List is to be used by every individual service during the design phase of the project. The checking engineer with the designing engineer should decide which parts are applicable throughout the design process. This will ensure that the appropriate parts are considered to the specific design. Design Check List has a description of what needs to be checked in the document as various bullet points with a check box next to it. The design engineers need to check out the box with a X after verifying that the requisites of the particular point mentioned in the checklist are fulfilled for the document being checked. This checklist has a long list of descriptive points which need to be checked against the document under checking. The engineer needs to check each of the points in the checklist against the design requirements and tick of the check boxes for compliance against the points in the Check List. All points will not be relevant to every design but needs to be checked to make sure nothing is missed. The Design Check List need to be completed before the design is ready for Design Review check by a Checking Engineer. If the Design Check List is not completed the Checking Engineer will not carry out the Design Review. When the Checking Engineer signs the QA form he/she will need to sign off the Design Check List part on the QA form. When documents are Validated the Validating Engineer needs to check that the Design Check List part on the QA form is signed before validating the documents. If this hasn’t been signed the Validating Engineer should get the design engineer to complete the Design Check List prior to validating the documents. For Cat C4 jobs, the Design Check List completion can be checked at the validation point. For all other jobs checking of the Design Check List should be done as part of the Design Review process.

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28.3 Design Input These requirements depend on what the design is to be based including Statutory and/or Regulatory requirements. Scope of work for individual projects needs to be taken into consideration in determining which parts of the Design Check List is relevant to the project.

28.4 Design Development This Design Check List should be used as a tool to be considered and implemented to produce the most appropriate design for the client requirements.

28.5 Design Input at Design Review An audit of the Design Input must be checked against the scope of work to ensure that all relevant parts have been considered to identify and resolve any issues to avoid any shortfall, ambiguity or conflict of requirements.

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29.Design Review Procedure

29.1 Operation Description The Design Review process is an essential requirement to allow validation of formal documents to be issued in accordance with the Validation and Issuing Procedure

29.1.1 The Design Review process focusing mainly on:

Compliance with the client brief

Compliance with project or reverse briefs/reports

Compliance with Fire Engineering Design Briefs and Fire Engineering Design Reports

Compliance with supply authority requirements including Energex, Ergon, Telstra etc.

Compliance with client or project guidelines or standards (e.g. TCP for Qld Health projects, Woolworths, Coles etc.)

Statutory authority requirements including but not limited to the Queensland Building Act, Workplace Health and Safety Act, the Queensland Electrical Safety Act, and the National Construction Code of Australia

Compliance with relevant Australian Standards

Compliance with other QA procedures and protocols

System design concepts and system fundamentals

Appropriateness of chosen systems, equipment and components

Fulfillment of scope of services to be provided

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Appropriateness of spatial allocations to satisfy intended use, maintenance and statutory requirements

spatial coordination with architectural building design

Interface coordination with other engineering and building trades

Budgetary suitability

29.1.2 The extent of checks and review to be carried out are dependent on:

The relevant phase of the project

The advancement or development of preliminary project documents

The technical complexity of the project

The value of the project

The project client

The Design Review process will be carried out using sketches, preliminary design drawings, specifications, reports (project deliverables) and design calculations. The requirement to maintain evidence of Design Review checks having been done is at the discretion of the Checking Engineer. Where a record of the Design Review checks is to be kept, they are to be scanned and saved on the project server in accordance with the File Saving Protocol. Typically the Project Engineer will discuss the project with the Checking Engineer prior to the review to determine the extent of documentation required for the review, and to agree a time for the review to be completed by. Following checking, the Checking Engineer will provide a marked up copy of the reviewed documents together with any supplementary review comments to the Project Engineer. Depending on the nature and extent of the comments, the Checking Engineer or the Project Engineer may request a review meeting to discuss the comments in further detail. Where re-work of the documents and/or calculations are required, the Project Engineer must amend the documents and calculations and re-submit to the Checking Engineer for review. Following a satisfactory review the Checking Engineer will advise the Project Engineer and digitally sign the Project QA Plan as evidence of the QA Design Review having been done. As the design moves from concept to construction, the submission requirements reflect the increasing resolution of the project. The different stages of design requirements take into consideration this naturally progressive sequence to arrive at a tender-ready submission for final review. The Design Review process continues throughout the various project phases until all phases have achieved sign off. This way design is evaluated against requirements at different stages in order to verify the outcomes of previous activities and identify any issues.

http://en.wikipedia.org/wiki/Design�

http://en.wikipedia.org/wiki/Requirements_analysis�

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Depending on whether a formal issue of documents is required for the specific project phase having been reviewed and verified, the documents may advance to the validation stage in accordance with the Documentation Validation and Issuing Procedure. Where significant project changes have occurred to previously signed off phase documents (e.g. if the project substantially changes in scope or undergoes a re-design), the Design Review process will be undertaken a subsequent time.

29.1.3 Alterations to the QA Plan. Should the Project Engineer consider that a Design Review sign off is not required for a particular phase, the Project Manager may apply to the Quality Manager for the requirement to be dropped. To be approved by the Quality Manager the Project Manager must demonstrate that the documents reviewed in previous phase checks were of an advanced state and that the changes in design and or design documentation do not warrant the subsequent Design Review being undertaken. The Quality Manager may liaise with the previous checking engineer in making his determination. Another situation where a phase Design Review sign off is dropped, is if a phase of the project was cancelled, e.g. Guaranteed Construction Sum(GCS) Phase. In this instance, the next Design Review sign off to be achieved would be Developed Design (DD) Review phase sign off. Where a phase Design Review sign off is dropped, the Quality Manager will sign the Project QA Plan with a digital signature noting “Not Req’d” as part of the digital signature.

29.1.4 Staff authorised to carry out Design Review reviews

Company Directors, Senior Associates, Associates and other authorised engineers are authorised to carry out Design Review reviews and sign offs, within their area of expertise.

Refer APPENDIX 3 for a list of authorised Checking Engineers.

29.1.5 Allocation of RPEQ engineer for Design Review for Mechanical, Electrical and Fire (Wet Fire) services At project activation, an RPEQ for each discipline is to be allocated being responsible for each discipline of mechanical, electrical and fire (Wet Fire) services.

Where a Lead Discipline Engineer is an RPEQ, unless noted otherwise they will be allocated as the RPEQ for the respective discipline.

The RPEQ allocated for mechanical, electrical and fire services at the beginning of a project can be changed throughout a project as required.

For work designed by a Discipline Engineer that is not and RPEQ, the discipline RPEQ shall carry out the Design Reviews as per the QA plan, unless there are exception circumstances.

For work designed by a Discipline Engineer that is an RPEQ, another RPEQ or authorised reviewer shall carry out the Design Reviews as per the QA plan.

Allocated discipline RPEQs are responsible for the level of involvement they undertake on allocated projects so that they satisfy the ‘direct supervision” requirements in each of the 5 elements of directing, overseeing, evaluating and taking full responsibility for the service being provided, in compliance with the Professional Engineers Act.

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RPEQs have the option to increase the categorisation of a project for their assigned projects or reinforce the option to add design reviews to standard/mandated reviews as per the standard QA categorisation process.

RPEQs have the option to put in place hold points, or to request that they sign preliminary drawings before issue.

29.1.6 Issuing of Preliminary Drawings Preliminary drawings shall not to be issued ahead of the relevant project phase Design Review having been completed. i.e. No Design Review completed – No preliminary Drawings to issued.

All drafted preliminary drawings shall be signed by the respective discipline Engineer or other delegated Discipline Engineer or Checking Engineer.

29.1.7 Design Review Exception – Issuing of Selected Drawings In particular circumstances, select drawings (not complete sets or a significant extent of a set) may be issued without a Design Review having been undertaken.

The reasons to issue drawings in this manner would be:

For the purpose of coordination and/or client review prior to a more compete or formal issue of the project

or

for some other extenuating circumstances which may arise from time to time

The issuing of select drawings without or before a project Design Review having been performed is subject to approval by the Quality Manager and shall conform to the following:

The QA Manager is informed of the reason for doing such and Approval granted

An entry is to be made in the project QA Excel Workbook for each drawing issued

All drawings being issued are reviewed and treated as if they are being Validated, including:

Each drawing reviewed and digitally signed by a Validator, prior to issue

Each drawing(s) saved in the R&V exceptions folder

Typically the extent of drawings that are treated as Design Review exceptions should be a minor percentage of the overall project, approximately in the order of 15% or less.

Design Review Exception is not to be used to issue an advanced or complete component or stage of a project. If this is a requirement, multiple QA Plans are to be put in place as set out in Section 27.1, with appropriate multiple project Design Reviews having been performed.

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30. Document Validation and Issuing Procedure

30.1 All Documents

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30.2 Operation Description The Validation and Issuing Procedure deals with the suitability of the final product (Project Deliverables - drawings, specifications and reports). The Validation process relies on the Design Review checks having been previously completed.

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The Validation process shall not occur unless the Project QA Plan and Record Sheet has relevant phase Design Review sign off, in accordance with the QA Plan. All Project Deliverables (Documents) issued externally from DMA’s office must be issued formally with attached document transmittal. An acceptable exception to using a DMA transmittal is where a web based documentation portal is utilised for a project that incurs an electronic transmittal or other auditable record of document transfer. Examples of this are Aconex, Project Centre and the like. Project Deliverables include, but are not limited to:

Reports

Briefs

Drawings

Specifications

Formal applications or Submissions

The Project Manager is responsible for the issuing of Project Deliverables. The Project Manager may delegate the responsibility to the VDC Manager, Project Engineer or other staff member as necessary. Where drawings are issued with other documents, or are being amended to a new Revision prior to issue, the task is delegated to the Lead Drafter unless another specific circumstance requires or dictates an alternative. When drawings have been previously issued and are to be issued to another party (PDF format only), the Lead Engineer or Project Engineer may issue the drawings, or delegate the task to the Lead drafter, another engineer or administration staff member. All formal Project Deliverables require validation prior to issue. The only exception is when documents are issued as a Preliminary Issue prior to being issued with a formal revision status, in which case they can be issued without validation. All Project Deliverables that are issued, including documents issued as a Preliminary Issue are to be issued with a document transmittal.

30.2.1 Drawings Prior to drawings being issued, Validation checks and Sign Off must be carried out. Drawings are to be prepared in PDF format and saved in a folder created called “For Checking” under the date folder in previous revisions DMA drawing folder. The Design Engineer or the Lead Drafter shall submit the drawings for validation to the Validating Engineer by emailing a hyperlink to the For Checking Folder. If changes are required, the Design Engineer and Project Manager (as necessary) are conferred with to finalise amendments to the drawings. The Project Engineer is to action the required changes and resubmit to the Validating Engineer.

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The Validator shall digitally sign the drawings when satisfied with the drawings and as a record of the validation.

30.2.2 Digitally signed (Validated) drawings Once drawings are digitally signed the Validating engineer shall move them from the For Checking folder to the Previous Revision folder. After moving the drawings the empty For Checking folder shall be deleted. Where drawings are required to be issued in formats other than PDF, the drawings can be prepared in the required format(s). The Lead Drafter or other delegated drafter shall also create bound AutoCAD copies of all drawings issued and save in the “Previous Revisions” folder located in the corresponding project folder in accordance with the DMA CAD Protocols. Prior to issuing drawings and transmittals, the Lead Drafter shall confirm with the Project Manager if specifications, certificates or other documents are to be included with in the issue package. If so, copies are prepared in the format(s). The Lead Drafter or other delegated staff member shall prepare a transmittal confirming all documents (i.e. drawings, specifications, certificates, etc.) issued on that date. All documents issued must include the accompanying Document Transmittal. Notes following initial drawing issue:

validated and digitally signed drawings can be re-issued without re-validation and re-signing

Project Engineers and other staff members can issue copies of validated (digitally signed) drawings as required by following this procedure.

30.2.3 Digitally signed (Validated) Text based Documents Prior to being issued, Validation sign off must be obtained on Reports, Briefs, Specifications, Formal applications, Submissions and other formal printed documents, Electronic copies or printed copies (only as required) of documents are to be provided to the assigned Validating Engineer to carry out validation checks. These text based documents are to be saved in a for Checking folder under the Previous Revisions folder in Specifications folder created by the Design Engineer. When this done a hyperlink to this should be sent to the Validating Engineer. If changes are required, the Design Engineer and Project Manager (as necessary) are to be conferred with to finalise amendments. The Validator shall digitally sign the drawings when satisfied with the text based document and as a record of the validation.

30.2.4 Allocation of RPEQ Engineer for Validation

For work designed by lead engineers that are not RPEQs, the designated discipline RPEQ is required to sign/approve all documents at time of issue to validate the documents.

In the absence of the designated discipline RPEQ being available to validate documents, the discipline RPEQ can delegate this responsibility to another RPEQ or authorised validator. In the

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event that the designated RPEQ is on leave or otherwise unavailable, another RPEQ or authorised validator is to validate the documents, and inform the designated RPEQ of doing such.

For work designed by lead engineers that are RPEQ’s, an alternate RPEQ or authorised validator is required to sign/approve all documents at time of issue to validate the documents.

30.2.5 Staff authorised to carry out Validation of Documents

Refer APPENDIX 3 for a list of authorised Validating Engineers.

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31. Workflow Management

31.1 Overview Workflow management:

provides a process for the allocation and management of resources

facilitates effective Project Management and practice wide project delivery

provides a system to plan and manage Quality Assurance activities to ensure compliance with DMA’s QMS generally and project specific QA Plans

enables clear and concise communication of practice wide agreed targets and deliverable dates

and provides a framework to meet client’s project requirements and programs

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32. Project Document Control Procedure

32.1 Outline To provide an overview and reference on how project documentation is controlled within the Quality Management System. Project Document Control deals with the origin of the documents (internal or external), the form of the document, (paper, and/or electronic) and outlines the method in which documents are to be controlled including references to other related procedures and protocols.

32.2 Internal Documents

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32.3 External Documents


32.4.1 Introduction The Project Team are responsible for the delivery of the project and for the preparation, maintenance and control of project documentation. Project documentation includes but is not limited to:

Contract documentation

Fee submissions

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General Project documentation including;

Drawings

Sketches

Specifications

Reports

Project Meeting Minutes

Letters

Faxes

Emails

File Notes

Miscellaneous

32.4.2 Document Origin Project Documentations is divided into 2 Origins, being Internal and External documentation. Internal Origin documents are created by DMA staff or alternatively will be an external document that is modified by DMA staff. Internal documents include but are not necessarily limited to:

Fee submissions

General Project Documentation

External Origin documents are provided by clients, peer consultants, project contractors and sub-contractors, or other project team members. External documents typically include:

New Project Enquiry (NPE)

Contract Documentation

General Project Documentation

New Project Enquiry – Requests for fee submissions are received by clients or peer consultants acting on behalf of a client. All NPE’s are forwarded to a Directors/Senior Associates to evaluate the request and determine if a fee submission is warranted. Contract Documentation – Contract documentation is received at the commencement of a project. Contract documentation may also be received throughout the project should contractual changes occur. For engagements not requiring Formal Contract Execution, a copy of the acceptance (contract engagement) is saved on the Project Server in accordance with the File Saving Protocol. For engagements requiring Formal Contract Execution, a copy of the acceptance (contract engagement) is saved on the Project Server in accordance with the File Saving Protocol and the Contract Execution Procedure. A paper copy of the signed contract is to be saved in the Formal Contract file within the office.

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General Project Documentation – Project documentation is received for active or previously active projects. Project documentation is forwarded to the Project Manager or the designated project staff member for saving and actioning.

32.4.3 Document Forms Project Documentation may be created or be maintained in one of 3 Forms being:

Paper

Electronic

Email

32.4.4 Paper Documents Paper documents may be an Internal document created by DMA or an existing external paper document that is modified or marked up by DMA staff. Paper documents will include but not be limited to:

Sketches or diagrams

Calculations

File notes

Meeting Notes

Minutes of Meetings

Fee proposal hand workings

Miscellaneous items

On finalisation of a new or modified paper document, it is converted to an electronic form and saved on the server in accordance with the File Saving Protocol. For paper documents the Lead Engineer/Drafter is responsible for determining the document file name and electronically saving the file to the project server in accordance with Document File Saving Protocol.

32.4.5 Electronic Documents All internal electronic DMA documents are to be named and saved in accordance with the File Saving Protocol. External electronic documents are to be saved to the project server using the file name of the received document, where a clear and identifiable file nomenclature system exists. For external documents that do not have file names using a clear and identifiable file nomenclature system, files are to be renamed and saved in accordance with the File Saving Protocol.

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For electronic documents created by DMA staff, the staff member creating the document is responsible for determining the correct document file name and saving the file to the project server in accordance with Document File Saving Protocol.

32.4.6 Emails All project emails are saved to the project server in electronic format in accordance with the Email Saving Procedure.

32.4.7 Issuing Of Project Documentation All externally issued Project documentation is issued in accordance with the Document Validation and Issuing Procedure under the cover of a document transmittal. A Document Transmittal register is maintained to ensure that all documents are logged and controlled.

32.4.8 Documentation Files Electronic files are saved on the Project Server within a core standard sub folder system for all projects. Additional sub folders are added as required for specific project requirements however the core sub-folder system is always retained. Paper based project files are maintained within the Current and Recently Completed Projects file system, for a period as deemed necessary. Periodically, completed project files are transferred to the Project Archive Files in accordance with the Document Retention Policy and the Document Archiving Procedure.

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33. File Saving Protocol

33.1 Outline To provide reference and instructions on the file naming convention (nomenclature system) to be followed and the methods of saving documents in an electronic manner. The protocol relates to all DMA documents other than CAD or drawings files. (See DMA CAD Protocols)


33.2.1 Introduction All documents created or modified by DMA staff are to be named and saved in the project server, and within the project files in accordance with this File Saving protocol. The File Saving Protocol:

Provides standardisation of file naming and saving procedure for all staff

Caters for electronic and paper and documents

Caters for internal and external and documents

Provides a consistent and identifiable file nomenclature system for saving files

Provides a means of searching and locating existing files

33.2.2 Principles of the File Nomenclature System The principles of the Filename Nomenclature System are as follows:

All documents are catered for (paper or electronic / internal or external).

All filenames are unique

All filenames contain the 4 digit project number as allocated by Total Synergy

All filenames contain a single character Service Code identifying the service the document relates to.

All filenames contain a 3 character document Type Code, relating to the specific type of the documents.

All filenames contain either a Date Code or a Revision Code depending on the type of the document.

For external origin files, a suffix of (Ext) is added to the filename. No suffix exists for internal origin documents.

The option exists to include a description as a suffix to the filename. The following examples are offered to illustrate the system:

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33.3 Internal Origin Electronic Documents

33.3.1 Introduction

Internal origin documents are created by DMA staff.

Internal origin documents (original source documents) include but are not limited to MS Word, MS Excel, MS PowerPoint etc.

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33.3.2 Work Instructions

Prior to starting or saving a new document, use the file naming convention to give a filename.

Save the file with the given filename to the correct server project folder.

For existing electronic documents that are modified with a Revision Number update, use the File Save As option and amend the revision code as required.

As determined by the File Saving Protocol, document filenames will be one of the following types:

Revision Based Document

Date based Document

Dynamic or live working document

Document Types Explained Revision Based Documents are to be initially saved without a revision tag. At document validation prior to formal issue the required revision tag (A) is to be added to the filename. For all subsequent document revisions, the filename is amended to include the next revision tag + supplemented by “ in progress” while the document is being amended. At document re-validation prior to formal issue the “in progress” extension is to be removed from the filename. No copies of “in progress files” are retained on the server, unless documents are genuinely in progress. If static copies of electronic documents are required, the standard format to be used is PDF. The static PDF copy must be saved with the same filename as the original, including the Revision Tag. Date Based Documents are typically a once off document and not subject to revision. The date identifier is included in the filename to indicate the date of the file being issued. Dynamic or working files such as excel spreadsheets or lighting calculation files etc., the working or dynamic copy of the file is saved without a date or revision identifier. If a static copy of the file is created, (PDF or a read only copy of the source document is made) a date or revision identifier must be added to the filename, as appropriate.

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33.4 Internal Origin Paper Documents

33.4.1. Introduction

Internal origin paper documents are typically produced by a Project Manager or Project Engineer and on occasion by Draftspersons and other DMA staff. Documents typically take the form of a hand calculations, a sketch or diagram, a file note record, a hand fee proposal working and the like.

Filing and saving to the server of Internal Origin paper documents is normally done by the Document Controller.

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33.4.2 Work Instructions Document Author

Prior to finalisation of a paper based document, the document is to be annotated with necessary filing information. The document author is to annotate the document as follows:

Front page – Top RHS Project Number e.g. -5954 Service Code e.g. -M for Mechanical Document Type e.g. -CAL for calculation Date - 01/01/2012 (Date calculations are completed) Page 1 of total number of document pages e.g. Page 1 of 8 for 8 pages Subsequent page(s) – Top RHS Page number of total number of document pages e.g. Page 2 of 8 thru to Page 8 of 8 for 8 pages of calculations

All pages forming part of the document are to be 'Nalcliped' together.

Documents are to be placed in staff members "Out Tray" for routine collection and actioning by the Document Controller. Alternatively, personally hand the documents to the Document Controller if files require immediate actioning.

33.4.3 Administration Staff

Admin Staff member collects project filing from DMA staff Out Trays on a routine basis, scans, saves and files the project documentation.

The document is reviewed to confirm that key information has been annotated on the document by the author. If incomplete or incorrect information exists, the document controller is to confer with the document author to resolve the discrepancies.

The File Namer Tool is used to generate a filename.

The first page of the document is stamped with the Paper Document Stamp.

The document is scanned on the office copier and emailed to the Document Controller’s email address.

The email attachment is to be opened in Bluebeam using MS Outlook

The document is reviewed and compared to the original to ensure that it has scanned correctly.

The document is saved on the project server in PDF format with the allocated filename in the correct project server folder.

The original paper document is filed in the project file.

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33.5 External Origin Paper Documents

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33.5.1 Introduction

External origin paper documents are received by DMA by one of 4 methods:

o Australia Post Mail

o Hand delivered to DMA reception

o Delivered by courier to DMA reception

o Received by a DMA staff member when outside of the office and checked in with Reception when returning to the DMA Office

Filing and saving to the server of External Origin paper document(s) is typically done by the Document Controller.

33.5 2 Work Instruction

On receipt of the document(s) it is date stamped with the Date Received Stamp by the Receptionist.

Document(s) (with transmittal if existing) are forwarded to the Document Controller.

The Document Controller reviews the document(s)

o To determine the associated project number

o To determine whether a recognised filename nomenclature system exists for the document(s)

o Stamps document with the Paper Document Stamp

If a recognised nomenclature system exists, the paper document numbers are used.

If a recognised nomenclature system does not exist, the File Namer Tool is used to generate a file name(s) for the document(s).

The Document Controller annotates the document(s) Paper Document Stamp with relevant information.

The document(s) is scanned and emailed to the Document Controller’s email address.

The email attachment is opened in Bluebeam using MS Outlook and the document(s) reviewed and compared to the original to ensure that it has scanned correctly.

The document(s) is saved on the project server with the allocated filename in the correct project server folder.

If a Document Transmittal accompanies the document(s), the Transmittal is treated as another document and scanned and saved to the project server.

On saving of the document(s) and transmittal (if existing), an email is prepared and sent to the Project Team members advising receipt of the documents. If a transmittal does not exist, the email will contain a description of the documents received. A hyperlink to the project server folder were the document(s) are saved is included in the email

Finally the document(s) is filed to the project file.

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33.7 External Origin (NON DMA) Electronic Documents Received Via E-mail

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33.7.1 Introduction

External electronic documents are received by email.

Saving to the server of External Electronic document(s) is typically done by the Document Controller.

33.7.2 Work Instruction

Emails are received by staff who review the document(s) using Bluebeam to determine the associated project number.

The document(s) are reviewed to determines whether a recognised filename nomenclature system exists for the document(s).

If a recognised nomenclature system exists, the existing filename(s) are to be retained.

If a recognised nomenclature system does not exist, the File Namer Tool is used to generate a file name(s) for the document(s).

The document(s) is saved to the project server with the allocated filename on the correct project server folder.

If a Document Transmittal accompanies the document(s), the Transmittal is treated as another document and saved to the project server.

On saving of the document(s) and transmittal (if existing), an email is prepared to be sent to the Project Team members advising of receipt of the documents. If a transmittal does not exist, the email is to contain a description of the documents received. A hyperlink to the project server folder that the document(s) is saved to is included in the email to provide ready access to the documents received.

Finally the email is saved to the server in accordance with the Email Saving Procedure.

33.7.3 Paper Document Stamp

The Paper Document Stamp contains the following fields:

o Project Number

o Service Code

o Document Type

o Date

o File Name

o Date saved by

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34. Email Saving Procedure

34.1 - Emails Sent

34.2 - Emails Received

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34.3 - Operational Description Project emails are to be saved to the project on the server as follows:

Email you send , whether internal or external

Email you receive with your email address in the TO, field.

If you are included only in the CC or BCC fields, you do not need to save the email. If more than one DMA staff member is included in the TO field, to be on the safe side save the email. For internal emails, it is the responsibility of the sender to save the email. Emails should be saved immediately – time permitting, when sent or read for the first time.

34.3.1 Outline Microsoft Outlook provides a macro saving tool called Email Save Options (ESO) to save emails and attachments from Outlook to the server. The ESO provides a quick and consistent method of saving emails, both of a project and non project nature. The ESO provides the following:

Standardises the procedure for all staff

Significant time saved in saving of emails

Caters for incoming and outgoing emails, including project specific emails

Allows saving of email attachments

Keeps emails in logical sub folders once saved, with a category tag to indicate what save method has been taken.

Assists with better management of your Inbox and Sent Items folders.

Once saved, your sent and received emails are categorised for future reference and moved to child folders under your Inbox and Sent Items folders . Your Inbox and Sent Items folders should be empty. All emails are saved in a text based format. Under certain circumstances, staff may choose to save the email, with associated attachment in message (.msg) format.

34.3.2 Email Saving Rule All Staff - when you read an email for the first time, or send an email, save it at once. By doing this:

The project number will most likely be fresh in your mind or easy to locate,

The information is accessible for all staff to access.

Your Inbox or Sent Items folder will be empty.

You manage your email folders better

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34.3.3.Work Instructions To open the Email Save Options (ESO) window click on the icon located on the Quick Access Toolbar. The ESO provides the following options and functionality:

Allows saving of project based emails.

Allows saving of general office email correspondence

Allows saving of email attachments

34.3.4 Saving Project Emails To save Project emails, enter the project number and click Find, or hit the enter key. Provided you entered a current project number, it will return the full project name. If this is the correct project click Save Now.

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If the project name is incorrect, re-enter the project number and click Find again-once the correct project name is displayed under ‘Location’ click Save Now, or hit the enter key. Operating Tip If you cannot recall the project number, switch to Synergy, do a quick search using a key word from the project name to locate the project number. Switch back to Outlook and continue saving the email.

34.3.5 General Office Correspondence or Non Project Emails Non Project related email and general correspondence can be saved in the following folders:

General Office Correspondence

IT Emails

Misc

QA Emails

Total Synergy

To save non project emails select the email type and click Save Now or hit the enter key

34.3.6 Saving of Attachments Open the ESO and click Save Attachments - navigate to the correct folder (or create a new folder if required), now save the attachments. Once the attachments are saved, elect to save the email (best option) or close the ESO. Note: email attachments should be saved prior to saving the email.

34.3.7 Operational Pointers

Save Now - On clicking Save Now the following occurs

o The email will have its category set to “Saved”

o The email will be moved from your parent Inbox or Sent items folder to a child folder, ‘Saved Inbox’ or ‘Saved Sent Items” respectively

o The email will be closed and will switch back to your Inbox or Sent Items folder.

Don’t Save - This option helps staff to keep their Inbox and Sent Items folders empty and free of emails that do not need to be saved. On clicking Don’t Save, the following occurs:

o The email will have its category set to “Not Saved”

o The email will be moved from your parent Inbox or Sent Items folder to a child folder, “Saved Inbox” and “Saved Sent Items” respectively

o The email will be closed and will switch back to your Inbox or Sent Items folder

Save Later - Select this option if you are uncertain where to save the email or wish to save the email later. The Save Later option sets a Category Flag of Save Later to the email .The email is marked as read, and remains in its original folder

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35. Project Archiving Paper and Electronic Forms

35.1 Outline After a period of time all completed projects are archived to limit the storage space requirements. Key areas that need to be considered in regard to project archiving and data retention are as follows:

Total Synergy

Server Files

Paper Files

Archive boxes

NAS (Network Attached Storage)

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35.2 Comments By retaining project information in paper and electronic files we have quick and ready recall of information.

For electronic files Synergy offers the fastest method to find previous project information, due to its central nature and enhanced search features. Next, is the server project folder. As a last resort, the paper project file.

Information on previous projects is frequently required as a reference for new project design/s and for client/project information.

Paper files need to be archive frequently .

Project Archiving boxes are retained initially in DMA offices for a period of approximately 1-2 years for information that cannot be accessed in electronic form.

Need to review statutory periods for retaining project information and ensure that destroy dates on archive boxes are marked appropriately.

35.3 Procedures

35.3.1 Paper Files

Archive as frequently as possible, target monthly.

Admin only to archive hardcopy documentation.

Archive to paper files when no electronic file activity has occurred for 6 months. Run a report in Synergy for complete projects. Update report in archive registers to reflect same. In order of oldest project number, review projects to verify date of last server file activity. [Do search on project folder to determine last project activity, search all files and sort on date]. For projects that fall outside 6 month window, carry out paper archiving.

Enter Archive Box No. in Archive Box No. Attribute Field in Synergy.

Amend Archive spreadsheet to indicate that paper file archiving has occurred and include archive box number.

Store archive box in office on completion

Archiving procedures:

Label archive box with next archive box number and ‘To’ and ‘From’ dates (To–month and year archived, From – Destruction date, 3 yrs later than To date)

McDonalds, NAB and Aldi Stores projects are all allocated separate archive box numbers.

If a project requires more than one box, it is to be labelled Box -1, -2 or -3 etc.

Remove Project file and any superseded files and label with box number (this ensures any removal of documentation is correctly returned).

Archive boxes are to be no more than ¾ full to allow spare space for future documentation archiving.

Most recent archive boxes are to be stored in the office.

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35.3.2 Archive Boxes

As necessary, move archive boxes from DMA office to DMA storage shed, due to physical storage limitations.

Amend Archive spreadsheet to indicate Archive box has been taken to storage shed.

Shortly after the destroy date has passed destroy old archive boxes at DMA storage shed

Amend details in Archiving Spreadsheet.

Projects with no paper filing are given archive box number '999' in Synergy.

35.3.3 NAS Backup

Manage extent of files on NAS server.

Backups automatically sent off site via internet.

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36. DMA CAD Protocols

36.1. Introduction This protocol is designed to give all staff a full understanding of standards and procedures within DMA for all CAD documents. It is expected that ALL staff read, understand and comply with these standards and procedures.

36.2. Implementing A New Job When a new project is created in Total Synergy, a complete Project Folder directory is created on the file server, under the Parent Project folder. The project directory structure is shown below.

36.3. Lead Drafter When a new project is created in Total Synergy, the Cad Manager in consultation with the Project Manager will allocate a Lead Drafter to the project. The Lead Drafter is the first point of contact and is responsible for all CAD and drawings matters, requests for drawing updates, drafting work and the issuing of drawings for their assigned projects.

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If the assigned Lead Drafter is unable to accommodate any of the above requests, the Lead drafter will address the issue with the CAD manager and Project Leader to ensure an acceptable result.

36.4. Drawing Creation New drawings shall be created only by CAD staff except with the following exception

In the event that repetitive project work is undertaken and drafted by an Engineer, that Engineer may create new drawings following agreement by the CAD Manager. All drawings shall be in accordance with CAD manual.

36.5. X Ref Creation Xref’s shall be created and updated by CAD staff only, with 2 exceptions in the following circumstances as per Drawing Creation only.

CAD staff cannot create or update Xref’s in the timeframe. Providing agreement with the CAD Manager, engineers may create or update Xref’s. All Xref’s shall be in accordance with CAD manual.

In the event that repetitive project work is undertaken and drafted by an Engineer, in agreement with the CAD Manager, engineers may create or update Xref’s. All Xref’s shall be in accordance with CAD manual.

36.6. Incoming Drawings

36.6.1 Architectural Drawings

All Architectural drawings will be forwarded to the Lead Drafter immediately upon receipt. The Lead Drafter will file and prepare the architectural drawings as background x-refs, or delegate the task as appropriate.

The Architectural Parent folder, as defined below, is used to store all current files (dwg and PDF)\ to allow easy and proper access.

Example Parent Architectural folder

Note: The Architectural parent folder will always contain the most current files in both CAD and PDF versions . Original Architectural drawing(s) are also to be saved in a discrete date referenced sub folder under the Architectural Parent Folder.

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Example date specific sub folder

For large or complicated projects, as determined by the Cad Manager or Project Leader, an issue or reason descriptor may be added to the date folder name. i.e. 6060 Mt Ommaney\Drawings\Architectural\08-02-05 (Tender)

If the file received is a zip file, unzip the files to the date folder, then delete the zip file.

Copy the new files (dwg/PDF files) to the Architectural parent folder directory and delete the previous revision in the Architectural parent folder.

Depending on the file nomenclature system used by the issuing Architect, previous revision files may or may not have the same filename, with or without revision suffixes included in the filename.

For filenames without suffixes, superseded files are to be overwritten.

For filenames with suffixes, superseded files are to be deleted from the parent Architectural folder.

When updating the Architectural parent folder with updated revision files, superseded files can be deleted and restored (if necessary) as all files will exist in date specific sub folders.

The parent architectural drawing folder shall contain only current revised drawings so staff have access to current information in an expedient and consistent manner.

36.6.2 Xref Creation

A copy of the architectural files will be saved in the Drawings\DMA\Xref directory as per the below example.

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Once saved, files will be modified as followed;

All information on and including the layout tabs shall be deleted (Paperspace/modelspace drawings) if the drawing is in one space then delete the title block, legend & superfluous notes.

Files will be bound (if required) and exploded. Unreferenced or unwanted xref/image files are to be detached. Ensure when exploding that attributed blocks are not exploded using the general explode command. Use ‘burst’ or ‘express tools/blocks/explode attributes to text.

All information on the drawing that can be isolated using layer isolate, i.e. dimensions, floor tiles, wall & window tags etc. must be deleted.

Grid lines are to have the following format;

o Colour 190

o Linetype ‘cent’

Furniture is to be as follows (this does not include toilets, urinals & sinks. There are permanent fixtures);

o Colour 65

o Linetype continuous

Ceiling plans (RCP) both, T-bar & plasterboard are to have the following format;

o Colour 190


Building over is to be as follows;

o Colour 253

o Linetype ‘hid’

Remainder of building, i.e. stairs, walls, doors etc. is to be as follows;

o Colour 8


When creating an xref floor plan, if the Architect drawings are issued as separate floor, ceiling & furniture plans for the same level, then the furniture & RCP’s shall be copied onto the general floor plan. Separate or multiple xref shall not be used. Once all of the above has been done, the drawing must be purged of all unwanted layers, blocks, linetypes, shapes etc. The file should then be saved as per the File Saving Protocol . This drawing will then be xref attached into the electrical, fire, medical gas, mechanical, Hydraulics & vertical transportation drawings & their respective sub-discipline drawings as required. After the architectural drawings have been modified for DMA use, insert the block called xref_att_block, which can be found at S:\data01\ Standards\CAD\General. This block is to be inserted on Defpoints layer and the information that is required to be typed in, as follows:

Original Name: name of Architect’s drawing file received

Revision: revision of Architect’s drawing file received

Date received: Date DMA received Architect’s drawing file

Xref name: DMA xref file name

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Date created: Date that DMA created xref file

Below is an example of xref_att_block

36.6.3 Civil and Structural Drawings

All Civil and Structural drawings are to be saved in the appropriate directory. Service or Trade drawings are to be saved and managed as per 34.6.1 Architectural Drawings using a parent folder for current revision files, and date sub folders for date issued drawings.

36.7. DMA Drawings

36.7.1 Guide Lines

When developing an Electrical, Fire or Mechanical services drawings, all entities are to be drawn with colour and linetype Bylayer.

All general blocks created with ‘by block’ attributes are to be inserted on the corresponding layers (refer 34.8 Layers for layer names and definitions) with colour Bylayer.

At no stage is there to be any entities outside the drawing sheet border.

Unwanted data in model space must be minimised.

All viewports are to be on Defpoints or DPQ-Modelport layer, colour Bylayer and locked.

36.7.2 Starting a new Drawing

After launching AutoCAD, you are in a new drawing named Drawing.dwg. This drawing contains several DMA CAD standards, including text style, dimensioning style, linetypes, linetype scale and layers. The drawing is then to be saved. i.e. 1234-MS01, and all x-ref files attached to the drawing after this save.

The user will be able to determine if they are using DMA’s template drawing by clicking on the Layer Properties Manager button. When the Layer Properties Manager dialog box appears, you will see DMA’s General Layers (refer to Section 5.1 General Layers for list of layers). If these layers do not appear, the user can create a new drawing, based on the DMA Template drawing by choosing File then New. The Select Template dialog box will appear path your way to S:\data 01\Standards\CAD\Templates then click on DMA Template.dwt and click the Open button. Now the DMA Template drawing has been loaded.

In model space and on layer _xref, the architectural background drawing will be x-refed at 0,0. When attaching x-ref files, path type is to be set to ‘relative path’. This is to be done on all x-ref files attached to any working drawing. Full path is not to b used unless instructed by the CAD Manager. The x-ref layer will also be locked.

All Electrical, Fire, Hydraulics and Mechanical service’s drawings and legend’s will be done in model space.

Under no circumstances are any DMA working drawings stored on staff local C:\ drives.

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Mechanical Services drawings are to be created by using DRAPRO and the Autosys full drawing – layout page setup. This dialogue box allows for page size selection and also for scaling of the drawing, 1:100, 1:50 etc. This function will then setup all text sizes and dimensions and linetype scaling as required.

36.7.3 Drawing Sheets DMA standard drawing sheets are kept at the following location, S:\data01\Standards\CAD\ Sheets. Below is a table showing the drawing sheet file names and a brief explanation:

Title Name Description

A0_hoz A0 drawing sheet with title block along bottom of the drawing sheet A0_vrt A0 drawing sheet with title block on right hand side of drawing sheet A1_hoz A1 drawing sheet with title block along bottom of the drawing sheet A1_vrt A1 drawing sheet with title block on right hand side of drawing sheet A2_hoz A2 drawing sheet with title block along bottom of the drawing sheet A2_vrt A2 drawing sheet with title block on right hand side of drawing sheet A3_hoz A3 drawing sheet with title block along bottom of the drawing sheet A3_vrt A3 drawing sheet with title block on right hand side of drawing sheet A4_hoz A4 drawing sheet with title block along bottom of the drawing sheet A4_vrt A4 drawing sheet with title block on right hand side of drawing sheet B1_hoz B1 drawing sheet with title block along bottom of the drawing sheet B1_vrt B1 drawing sheet with title block on right hand side of drawing sheet

Prior to the creation of working drawings the title block and attributed files require renaming as follows - with 1234 being the respective job number. 1234_A0_HOZ, 1234_A0_HOZ_ATT. The appropriate title block file will be copied from S:\data 01\Standard\CAD\Sheets to the project folder. Open the title block drawing and insert the architect’s and clients logo in the appropriate location. Edit the project name and details on to the title block, and lastly enter the correct project number. Save and close the title block drawing. Title blocks are xrefed from the project number\drawings\xref directory, into the layer called title, in paper space at coordinates 0,0,0 and at a scale of 1:1.

36.7.3.1 Title Block Attributes Title block attributes are found in the same directory as the title blocks, S:\data 01\standards\CAD\Sheets. Below is a table showing title block attribute file names and a brief explanation.

File Name Description

A0_hoz_att A0 drawing sheet title block attributes A0_vrt_att A0 drawing sheet title block attributes A1_hoz_att A1 drawing sheet title block attributes A1_vrt_att A1 drawing sheet title block attributes A2_hoz_att A2 drawing sheet title block attributes A2_vrt_att A2 drawing sheet title block attributes

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A3_hoz_att A3 drawing sheet title block attributes A3_vrt_att A3 drawing sheet title block attributes A4_hoz_att A4 drawing sheet title block attributes A4_vrt_att A4 drawing sheet title block attributes B1_hoz_att B1 drawing sheet title block attributes B1_vrt_att B1 drawing sheet title block attributes

36.7.3.2 North Point The attributed title block text files contain a north point. This is a dynamic block and can be rotated to the desired angle as required. The north point also has its own layer:- _north. This layer can be turned off for drawings that do not require a north point on them, i.e. Schematic, detail drawings etc. The drawing title section of the attributed block contains multiline text editing functions. To open, click the button at end of the text line. This will display the formatting window Fill in the title as required , when finished click the ok button. All title block attribute files are to be inserted at 0,0,0 in paper space. When inserted a dialog box will appear. Type the appropriate information and click on the “OK” button when finished.

36.7.4 Drawing Numbers

36.7.4.1 Drawing Save Requirements Once the drawing has been created it is to be saved to the correct project location as per the File Saving Protocol. The drawing is to be saved in paperspace mode to zoom extents. The Plot dialogue box is to be opened and the Ricoh Plotter is to be selected along with correct sheet size, scale of 1:1 and the DMA-Standard.ctb file. Plot Area is to be set to extents and Plot Offset set to centre the plot and Drawing Orientation, landscape. Once all of this is correct click the Apply to layout button. Drawings shall be numbered/ identified as follows:

Mechanical Services

Electrical Services

Fire Services

Lifts and Moving Walks

Medical Gases

MS01, MS02… ES01, ES02… FS01, FS02 … VT01, VT02 … MG01, MG02…

All drawings issued for sketch purposes shall have the following format

SKMS01 SKES01 SKFS01 SKVT01 SKMG01 This is to be the standard for all drawings prepared and issued by DMA unless specifically instructed otherwise by a client and or the architect i.e. Westfield Projects.

36.7.5 Drawing File Naming All drawings prepared by DMA are to have the following file naming convention:-

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1234-MS01.dwg

1234-ES01.dwg

1234-FS01.dwg

Sketch drawings are to have the following file naming convention:-

1234-SKMS01.dwg

1234-SKES01.dwg

Xref background files are to be named as follows:-

1234-xref-grnd fl.dwg

1234-xref-1st fl.dwg

Xref services model files are to have the following:-

1234-xref-grnd fl mech.dwg

1234-xref-grnd fl elec.dwg

The xref files are normally stored under the job specific xref directory. Larger scale projects will have the services xref files located under the specific services directory. This requirement will be determined by the Lead Drafter at the start of the project.

36.7.6 Text Style DMA’s Standard text style name is ISOCP; the font used font is ISOCP at a height of 0 and a width factor of 1.0.

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All notation text is to be 2.5mm high in paperspace mode. Below are a table and an equation to determine the correct text height when producing drawings at different scales. (Paperspace text height) x (drawing/viewport scale) = Modelspace text height - Example:2.5mm x 50 = 125mm

.25 Pen 35 Pen 5 Pen 7 Pen

2.5mm text 3.5mm text 5mm text 7mm text

Drawing Scale

Used for general notation

Used for naming Equipment

Used for headings

1:1 2.5mm 3. 5mm 5.0mm 7.0mm 1:2 5.0mm 7.0mm 10.0mm 14.0mm 1:5 12.5mm 16.0mm 25.0mm 35.0mm 1:10 25.0mm 35.0mm 50.0mm 70.0mm 1:20 50.0mm 70.0mm 100.0mm 140.0mm 1:25 62.5mm 87.5mm 125.0mm 175.0mm 1:50 125.0mm 175.0mm 250.0mm 350.0mm 1:100 250.0mm 350.0mm 500.0mm 700.0mm 1:200 500.0mm 700.0mm 1000.0mm 1400.0mm 1:250 625.0mm 875.0mm 1250.0mm 1750.0mm 1:500 1250.0mm 1750.0mm 2500.0mm 3500.00mm 1:1000 2500.0mm 3500.0mm 5000.0mm 7000.00mm

Notation and General Notes text is to be produced with Mtext using capital text only, the only exception to this is for abbreviations, i.e.: kilowatt = kW, etc., using word wrap. Use the ENTER key only to start a new paragraph. The ISOCP text style must be used at all times. Dtext may be used for duct sizes or equipment abbreviations only. To create superscript text, type the text required, followed by shift + 6 keys. Highlight the text to be superscript including ^ symbol, then click the Stack/ Unstack button as indicated below.

Below is the outcome, once the stack button has been pressed.

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To create subscript text, press the shift + 6 keys first followed by the text required. Highlight the text to be subscript including the ^ symbol and then click the Stack/ Unstack button as indicated below.

Below is the outcome, once the stack button has been pressed.

All text shown on drawings shall be LEFT JUSTIFIED. No other justification is to be used except for the following exceptions:

o Text used in tables:- Centre

o Titles:- Centre

o Duct Sizes:- Centre

Notes, either general or drawing specific explanatory notes are to be Left Justified, without exception.

36.7.7 Dimension Style The Standard dimension style for DMA drawings is 1_100, with a drawings default settings at a scale of 1:100. This dimension style will produce notation leaders with an arrow style of closed ,size of 3mm. All notation leaders are to be on the appropriate text layer and be colour Bylayer. If you are required to produce drawings at a different scale, click on the Dimension pull-down menu at the top of the AutoCAD screen. Click on the Style… option – in the Dimension Style Manager window, click New . In the New Style Names Option type the new dimension style that is required (e.g. 1_20 for a scale of 1:20). Click continue ..

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The New Dimension Style window will now appear. Click on the Fit Tab, enter the scale value to suit the scale you are drawing in. the Scale for Dimension features options (under the thumbnail view) See below.

Click OK to return back to the Dimension Style Manager window, highlight the new dimension style ,then click on the Set Current button. Click the close button - the new dimension style is now ready to be used.

36.7.7.1 Leader Arrows All Leader Arrows are to be placed from notes using the following 2 methods only:-

From the beginning of the note, when the leader arrow commences from the left hand side of the note,

From the end of the note, when the leader arrow commences from the right hand side of the note.

Filled in leader balls are also acceptable as required, i.e. to refer to a room instead of an item. Unfilled leader balls are not to be used.

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36.7.8 Drafting Procedure When working on DMA drawings the following drafting rules apply:

The drawing of new equipment, lights, ductwork, etc. use a pen thickness of 0.5 (Cyan) and linetype is to be Bylayer.

When drawing existing equipment, lights, ductwork, etc. objects are to be drawn on the services Existing layer using Bylayer properties (pen thickness of 0.25, White, and linetype is to be hid).

When drawing equipment, lights, ductwork, etc. that are to be deleted or removed, objects are to be drawn on the services Deleted layer using Bylayer properties (pen thickness of 0.18, Red, and linetype is to be hid).

When equipment, lights, ductwork, etc. is to be relocated, the existing position of equipment, lights, ductwork, etc. must be drawn on the services Existing layer using Bylayer properties (as above). The new location is to be drawn using a pen thickness of 0.5 (Cyan) and linetype is to be Bylayer.

36.7.9 Drawing Procedure Once a drawing is created and xref background files attached, the Drafter will print the drawing at full scale unless instructed otherwise. The prints are then given to the Engineer/Designer for marking up purposes. The Engineer / Designer will mark the drawing up using a RED pen only. Other colour pens cannot to be used unless it is to differentiate a comment or instruction for the drafter. Pencil cannot to be used for final markup purposes. Pencil should only be used for construction line purposes and should either be drawn over, in Red pen or erased off the drawing prior to being given to drafters. The drafter is responsible for checking of all of the markups and work that they produce. The drafter shall mark off all work that is given to them on the markup drawing as drafted, using the following colours:- Yellow:- for work completed Blue:- work not completed/ query of the markup

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Once the markup is complete, the drafter is to self check their work against the markup. Correct any minor errors and mark off in yellow on the new check print prior to being handed back to the Engineer/Designer. (If there are major errors, then the drawing is to be amended and a new check plot printed off prior to going back to the engineer/designer.) Engineers/ Designers are to use either a Pink or Green highlighter for marking off completed work/changes. Yellow and Blue highlighters are not to be used by Engineers/Designers for marking up and/or checking.

36.7.10 Plotting When plotting DMA drawings, use the DMA Standard.ctb plot style assignment. When plotting reduced sized drawings to A3 paper, use the DMA Standard A3.ctb plot style assignments. When plotting incoming electronic drawings (architectural, civic, structural, etc.) that do not come with the associated plot style assignments, use the monochrome.ctb plot style assignment.

Pen Thickness Colour Numbers 0.13 9 0.13@60% 41, 65, 190, 253 0.18, Red 0.18 @ 60% 8, 30, 62 0.18 @ 70% Blue 0.25 @ 30%-70% 251-254 (used for shading) 0.25 Yellow, White, 10 0.35, Green 51 0.5 Cyan 0.7 Magenta 1.0 70

36.7.10.1 Pen Colours and Sizes Colour numbers not listed in the above table have a default pen thickness of 0.25mm. The DMA Standard A3.ctb plot style files settings are half the pen thickness of the above table.

36.7.10.2 Batch Plotting in AutoCAD Before plotting drawings that are being issued, check that all North Points, titles, stamp revisions, and amendment descriptions are all current and correct. To open the Batchplot select the 'output' Ribbon Tab and click Batchplot.

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Alternatively, select Print then Batchplot from the pull down menus.

To add the drawing files to be plotted use the “+” icon (Show hint = Add Sheets) located on the small tool bar as shown below. Multiple files can be selected and added simultaneously.

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Once all the files have been added, click the “Sheet Name” column to arrange the files in alphanumerical order. Highlight ALL the drawings to be plotted, -click on the <Default None> listing, below Page Setup/3D DWF to display a drop-down menu as shown below.

If the drawings have been setup correctly, you will have a list of preset options already in place. If the preset options are not set up, or do not meet the print requirements click on Import. The Import Page Setups for Publishing window will appear, as shown below.

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Click Look in and navigate to S:\data01\Standards\CAD\Publish settings\ where there are options for different size drawing sheets. Choose the drawing sheet size that you wish to plot. The selected option you choose will apply to all the highlighted files. When you return to the Publish window, in the ‘Include when adding sheets’ option ensure that the “Layout Tabs” is ticked, as shown below. If this is not done, AutoCAD will not plot the drawings correctly.

Check that in the Publish to option box that the Plotter named in page setup has been selected. You can also plot your drawing in reverse order, so that the first drawing is plotted last. Click Publish options to select.

With all the correct settings, click the Publish button and AutoCAD will plot your drawings..

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36.7.11 Publishing CAD Drawings to PDF

36.7.11.1 Bluebeam Bluebeam is the standard method of creating PDF files from AutoCAD drawings. This can be done by following these instructions;

Click the ‘Batch PDF’ button in the top left corner of window, or, following Bluebeam > Batch PDF

A ‘Batch Warning’ will appear, click ‘continue’, and it will save the current drawing

The ‘Batch Startup’ window will appear, click ‘New Batch’.

In the New Batch window follow the Steps as follows

Step 1 -click on ‘Add Files’ and locate the drawings.

Step 2 - Select Output ‘One output file per Document

Step 3: Set Output Folder, click the ‘Set Folder’ button and locate folder to save them in.

Step 4: Click OK.

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Step 5. Select Run > click Convert Batch

Step 6. The Batch create file list window will appear. Add a revision suffix if ALL drawings are at same revision. E. [A], [P1]. Click the ‘Start’ button

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Step 7. The batch processing window will appear. Once it has finished, the PDF creation is complete.

36.8. Layers

36.8.1 General Layers The General layers listed below is used irrespective of which discipline drawings are being worked on. Note that an underscore has been used for all standard layers which will place these layers in front of layer 0,therefore being easier to manage. It is easier to read listed layers when they are all presented in lower case, please use lower case when naming layers.

* No items are to be drawn, inserted or attached on layer .0 (zero)

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36.8.2 Electrical Services Cable Tray

Conduits

Lighting

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Electrical Services cont.. Power

Single Line Diagram

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36.8.3 Fire Services

Fire Services (Sprinkler) drawings can be produced using standard DMA symbols and layers or by using DRAPRO. If using DRAPRO then the relevant layers will be generated automatically as the entity is drawn .

36.8.4 Mechanical Services Mechanical Services drawings are produced using the AutoCAD package DRAPRO . All layers for mechanical services are automatically generated and inserted into the relevant drawing by the package.

36.9. Linetypes DMA linetypes are a combination of the standard AutoCAD linetypes plus DMA custom linetypes (see below for DMA linetypes examples). All of these linetypes have been loaded into the DMA template drawing. If at any time, you need to reload a specific linetype, follow the instructions below. Click on Format then Linetype… the Linetype Manager window will appear. Click on Load - the Load or Reload Linetypes window appears, click File and navigate to S:\data01\Standards\CAD\ Linetypes\ - for file name DMA Engineers.lin Double click on DMA Engineers.lin to display all the DMA linetypes. At this point you can look for a particular linetype or right mouse click on one of the linetypes and choose Select All, then click OK. this will return you to the Linetype Manager window, click OK to close the window and return to your drawing. Where ever possible, use an existing DMA linetype rather than creating a new one.

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36.9.1 DMA Linetype Examples

36.9.2 Linetype Scale (ltscale) and Paperspace Linetype Scale (psltscale) The ideal linetype scale (ltscale) is 100 and the Paperspace linetype scale (psltscale) set to 0 (zero) for DMA drawings drawn at a scale of 1:100, Alternatively both linetype scale (ltscale) and Paperspace linetype scale (psltscale) can both be set to one (1). Note: ltscale is generally set at the same scale as the viewport unless specifically instructed otherwise. i.e. 1:100 dwg, ltscale=100. 1:250 dwg, ltscale=250 etc.

36.10. Issuing Drawings All drawings issued will be issued with a Revision and Revision descriptor which will describe what stage of the project the drawings are being issued for, or will be descriptive of what has been amended.

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Drawings will generally be issued with the following Revisions and Issue Descriptors:

Preliminary Issue

Building Approval

Tender Issue

Construction Issue

Unless instructed by the client and agreed with the Project Leader and CAD Manager, drawings shall not be issued with the following revision descriptors:-

General Revision

Revisions as clouded

Preliminary Tender Issue

36.10.1 Preliminary Issues Revisions shall commence at P1 and the revision description shall be “Preliminary Issue”. The relevant issue date will also be entered onto the title block. All subsequent issues shall follow the same format with the next numerical issue, i.e. P2, P3 etc During the Preliminary phase of the project, any changes and/or modifications to the drawings DO NOT have to be clouded or have the revision triangle (S:\Data01\Standards\CAD\General) added to the drawings. All preliminary drawings issued out of the office shall have the preliminary/not for tender stamp, refer below. P1PRELIMINARY ISSUE DD/MM/YY

Once the preliminary phase of the project is finished, all previous preliminary issues shown on the revision section of the title block shall be removed.

36.10.2 Building Approval Drawings issued for building approval as required by councils and regulatory authorities shall adhere to the following:- BA BUILDING APPROVAL ISSUE DD/MM/YY

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Generally these types of issues will only be done once, therefore subsequent issues will not be required.

36.10.3 Information Only This stamp is used only when a working model is issued to an architect or client for coordination or incorporation of ceiling services onto their reflected ceiling plans. (a working model is a drawing file that DOES NOT contain a title block). This stamp is located under the stamps directory:- S:\Data01\Standards\CAD\General\Stamps The only other occurrence where this stamp is used is when an architect or client request a project to be issued with this status or when a project is issued after tender/construction issue for review and or comment due to unforeseen tender changes and/or addendums.

36.10.4 Tender Issue Tender issue drawings shall have the following when being issued. A TENDER ISSUE DD/MM/YY All tender documents issued out of the office shall have the tender/NFC stamp, refer below.

Issues will be alphabetical and start at A. All subsequent issues shall have any modifications / changes to the drawing clouded and the revision triangle placed next to the clouds. As drawings are reissued, previous revision clouds and triangles are deleted from the drawings and the relevant new clouds and triangles added. Revision clouds & triangles shall be placed on layer _rev. All drawings issued from tender stage require approval by an independent engineer/designer not associated with the project. The approver’s initials shall be added to the title block prior to printing and issuing, as below.

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36.10.5 Construction Issue Construction Issue drawings shall have the following when being issued. B CONSTRUCTION ISSUE DD/MM/YY All construction drawings issued out of the office shall have the construction issue stamp, refer below.

Issues will follow on from tender issue. The next issues will follow alphabetically. All subsequent issues shall have any modifications/changes to the drawing clouded and the revision triangle placed next to the clouds. As drawings are reissued, previous revision clouds and triangles will be deleted from the drawings and the relevant new clouds and triangles added. Revision clouds & triangles shall be placed on layer _rev. All drawings issued from construction stage require approval by an independent engineer/designer not associated with the project. The approver’s initials shall be added to the title block prior to printing and issuing. The stamps are all part of the standard DMA title blocks, they are all assigned their own respective layer, as below:-

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When issuing a drawing/project, the relevant layer is left turned on and the remainder of the layers turned off, as shown above. The issue requirements as described are to be used on all projects that are carried out by DMA. The only exception is if directed by a client and/or architect.

36.10.6 Issuing/ Sending Drawings When issuing or sending DMA drawings out of the office, the following procedures MUST be followed. Every drawing and/or specification that leaves DMA office must be accompanied with a transmittal form. The transmittal form states the date of issue, which drawings and/or specifications are being issued and what revision/s, to whom, how many copies, the reason for issuing drawings and/or specifications, and how DMA are sending drawings and/or specification to the recipient. This requirement exits for paper and digital forms of drawings whether issued in physical paper form, in digital form issued by physical CD/DVD/Memory Stick or via email on a web based portal Transmittal forms can be found in the transmittal directory under the project directory. When completing a transmittal form all drawings and specification descriptions must be exactly as they appear on the drawings and/or specifications (only when there is insufficient space on the transmittal form are abbreviations to be used ). All drawings and specification descriptions are to be in CAPITAL letters.

36.10.7 File Formats and Folder Locations When issuing DMA drawings or sending DMA drawings out of the office, the following procedures MUST be followed. A copy of all drawings in PDF format and DWG format with associated revision shall be kept in the \.....\....\DMA\Previous Revisions, in addition to the active drawing file in the DMA parent drawing folder. PDF Files All files shall be PDF’d and saved in a folder, named with the date of issue with the following folder convention:- \.....\....\DMA\Previous Revisions\DD-MM-YY[reason]\*.PDF The file shall be saved with the following file name convention:- 1234-MS01[revision].PDF In addition, a copy of the PDF file should be saved in the previous revisions parent folder in the same format. By doing this, the previous revisions folder will always contain a copy of the current revision drawing in PDF format only for all staff to have access to the most current drawings for the project. In an expedient and consistent manor. DWG Files The drawing files (.dwg) shall be placed under the relevant date directory using the Etransmit command. Once all drawings have been Etransmitted to the required location, the Lead Drafter or the person delegated this responsibility will by using reference manager, re-path all xref files to the relevant date directory. The file names of the issued services drawings will be edited to include the relevant revision as follows:-

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1234-MS01[revision].dwg

36.10.8 CAD File Issuing If CAD files are to be issued to a client and/or architect, then the title block and DMA logo can remain. The title block file names are:- Horizontal Sheet:- DMA_hoz.dwg Vertical Sheet:- DMA_vrt.dwg If in doubt, refer to the CAD manager for clarification prior to issuing ANY cad files.

36.10.9 Hard Copies When hard copies of drawings and/or specifications are issued to clients or builders outside of the DMA office, a transmittal form must be issued.

36.10.10 Electronically – Email When issuing drawings and/or specifications electronically to clients, a transmittal form is to be issued in PDF format. Do not issue DMA’s Excel Spreadsheet transmittal form. The transmittal form, in PDF format, is saved in the transmittal directory, under the project directory, in reverse date order (YY_MM_DD). This PDF transmittal can be attached to the email with the drawings that are being issued.

36.10.11 As Builts When DMA drawings are issued to contractor for the purpose of constructing “As Built”, make sure that DMA’s title blocks and all references to DMA have been removed from the drawings before issuing the drawings.

36.10.12 Project Based Web Sites If files are being issued to a project specific website i.e. Project Centre, ProjectWeb etc., a DMA transmittal IS NOT required. Transmittal issuing is part of the website and they have to be created and sent via email to the relevant recipients. Project websites generally require all issues of drawings in .PDF format.

36.11. Drafting Tips

Be precise; don’t try to use AutoCAD like an illustration program, in which you eyeball locations and distances. Use one of the many AutoCAD precision techniques every time you specify a point or distance.

AutoCAD gives you two different ways of controlling object properties such as colour, linetype and lineweight: Bylayer and Byobject. Unless you have a really good reason to assign properties Byobject – such as instructions from the CAD Manager or a client’s request. Use the Bylayer method. Colours, linetypes and lineweights have been assigned to layers so that objects inherit their properties from the layer on which they reside.

There is a real temptation to cram as much information as possible on to one drawing using AutoCAD’s viewports, moving, scaling and the like. This method is normally used to reduce the number of drawings per project. This practice can result in hard to update, use and read drawings when you are working on them or plotting drawings. If a project requires another drawing to make things legible, create one!

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The EXPLODE and BURST commands make it easy to explode polylines, hatches and blocks into single line entities. The problem is that these objects were grouped together for a reason. It’s recommended that drafters DO NOT explode or burst any objects.

Become knowledgeable with these CAD standards and take advantage of any standardised resources and approaches that are available. These standards are to help you with your drafting and become more efficient and make ALL DMA drawings consistent.

Scales on drawings to be correct - the wrong scale can cost thousands of dollars in miscalculated route lengths.

Too long arrows i.e. note too far from arrow head.

Notes to line up down the side of plan layouts.

If notes on a drawing have 2 or more lines of text, MTEXT is to be used. Mtext note blocks are to have the same ratio.

Leader arrows are not to cross over each other and should be the same colour as the text.

Text spacing to be consistent and close together.

Major equipment notation, examples are switchboards, FDP’s, AC plantroom equipment is to be 3.5mm high text, colour green and underlined.

Check mark ups thoroughly - a spelling mistake or missed symbol on typical unit layout can cost tens of thousands later on.

Room names need to be on and not obscured by symbols and notes, where possible.

Notes are to keep clear of background text and building outlines, where possible.

Switch line types and cable tray and conduit run line types to be more consistent with line breaks.

Detail and line diagram drawings need to have drawings better placed over drawing sheet and not too cluttered. If necessary go to an extra drawing.

Make sure that grid lines are shown and have the correct linetype and linetype scale before plotting.

Symbols to be more consistent between job and projects.

Title blocks and drawing titles need to be more consistent between drawings in the same set - different style lettering and titles.

Make sure that when highlighting mark-ups that you have actually done what you’ve highlighted.

Viewports are to be on layer Defpoints or DPQ_modelport and locked, once they are at the correct scale.

WIPEOUT IS NEVER TO BE USED ON DRAWINGS!

BACKGROUND MASK IS NEVER TO BE USED WHEN USING MTEXT

General presentation – OWN the drawing; these drawings are a representation of DMA and YOU!

Be consistent with headings for details, sections and plans. Make sure that the text size is the same and the pen thicknesses are the same.

If you are not sure of text/notes on a mark-up, ask!

If you are not sure where a detail on a mark-up has come from or what is required, ask!

Working with AutoCAD, it takes just as much time and effort to do something correctly as it does to it incorrectly. Therefore save yourself some time and effort by doing your drafting correctly first time.

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North point to be shown on all floor plans and part floor layouts. (True north and project north if required)

Notes and references are to be kept clear of any services work. i.e. Do not run a switch line through a note or reference tag.

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37 Workplace Health & Safety Plan & Procedures 37.1 DMA Workplace Health & Safety

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38. Master Document Register

36.1. Master Document Register

No Revision Document Description Document File Name

1 v1-1 Authority to proceed Authority to Proceed_v1-1.dotm

2 v1-1 Budget estimate template Budget estimate template.xltx

3 v1-1 CAD Check List CAD check v1-.xltx

4 v1-1 Checklist - Design (all services) Checklist - Design (all services).xltx

5 v1-1 Credit Card Authorisation Form Credit Card Authorisation Form_v 1-1.docx

6 v1-1 CV Template CV_Template.dotm

7 v1-1 DMA Powerpoint template DMA_Powerpoint.pptx

8 v1-1 Document Review Stamp Document Review Stamp.docx

9 v1-1 Excel Template Excel Template v1-1.xltx

10 v1-1 Fax Transmission Form Fax Transmission Form_v1-1.dotm

11 v1-1 Fee Proposal Long version Fee Proposal_Long_v1-1.dotm

12 v1-1 Fee Schedule Letter Fee Schedule_Letter_ENG_v1-1.dotm

13 v1-1 Landscape Page Instructions Landscape Page Instructions.dotm

14 v1-1 Letter Head Letter Head_v1-1.dotm

15 v1-1 Letter Issue Letter Issue v1-1.dotm

16 v1-1 NCR template NCR_v1-1.dotm

17 v1-1 Normal blank Word document Normal.dotm

18 v1-1 Notes Grids Notes Grids v1-1.dotm

19 v1-1 Notes Ruled Notes Ruled v1-1.dotm

20 v1-1 Sample Report Sample Report_v1-1.dotm

21 v1-1 Sample Electrical Specification Sample Specification_Elec.dotm

22 v1-1 Site Inspection Report Site Inspection Report v1-1.dotm

23 v1-1 Sketch Titleblock Instructions Sketch Titleblock Instructions.docx

24 v1-1 Synergy New template Synergy_New Template_NE.docx

25 v1-1 Tax Invoice Tax Invoice N3.dot

26 v1-1 Visitor Email Alert Instructions Visitor Email Alert Instructions.docx

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39. Appendices

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APPENDIX - 1

40. Position Descriptions Position Descriptions are prepared on an employee by employee basis and are located in the employee records folders for all employees.

All employees sign their respective Position Description at the commencement of their employment at DMA Engineers and subsequently re-sign an updated Position Description when their roles and responsibilities have changed to a substantive nature to warrant such.

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APPENDIX - 2

41. List of Checking and Validating Engineers The list of Checking and Validating Engineers is published by Management when new staff are added or removed. This list is maintained as a separate document that is available to all staff on the DMA server.

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42. The IT System - Network Design

42.1 DMA IT System Documentation This document has been prepared on request from DMA Engineers to provide an update to the current systems design, and disaster recovery procedures in place.

42.2 Network Design Diagram The diagram below provides an overview of the system design. Each item is “tagged” with a coloured circle and a number. Each tag is addressed in brief in the summary explanation section below the diagrams.

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See Summary Design further below for an explanation.

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APPENDIX - 3

43. Server Roles and Backups Diagram

43.1 Server Roles & Backups Diagram The diagram below provides an overview of the system design. Each item is “tagged” with a coloured circle and a number. Each tag is addressed in brief in the summary explanation section below the diagram.


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43.2 Backup Diagram The diagram below provides an overview of the backup solution for the network design. Each item is “tagged” with a coloured triangle. Each tag is addressed in brief in the summary explanation section below the diagram.


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43.3 Summary Explanation A. VMWARE Host Servers (VM01,VM02 and VM03). Three IBM Servers provide a virtualisation

platform for the DMA server farm. VMWARE Vsphere 6.0 operating system is installed on all servers. The VMWARE system allocates physical CPU, memory and disk resources to virtual guest machines to ensure efficient use of the physical specifications of the host servers. VM03 is the production virtualisation platform. VM01 & VM02 function as the hot failover environment.

B. Vcenter server. This virtual Vcenter server continually monitors VM03 and provides “high availability” recovery to move virtual servers instantly to the failover host servers VM01/VM02 if the production server becomes unresponsive.

C. IBM Storage Servers (SAN01, SAN02 & SAN03). Three high performance Storage Servers provide redundant disk array storage to the VMWARE servers. Virtual machine data is stored on this redundant disk storage and mounted by the VMWARE servers. The Production VMWARE server (VM03) has access to all IBM Storage Servers. The VM01 & VM02 failover servers have access to the Production disk storage server SAN03, and access to either SAN01 or SAN02. This configuration ensures double-redundancy and business continuity in the event of a failure of either a VMWARE server and/or an IBM Storage server. Veeam Backup & Replication software runs on DMATS03 and performs a daily replication of each virtual machine (DMAFS01, DMASQL03, DMATS03) to one of the failover SAN units. This ensures that in the event of a SAN failure the servers can be recovered to the previous daily replica by simply booting up the replica on the alternate SAN. This reduces downtime from SAN failure to as little as 15 minutes.

D. DMA File Server (DMAFS01). This virtual File server is the primary server for the DMA network. Windows 2012 R2 Standard Edition is installed and functions as the Active Directory Domain controller to control all security authentication for access to network shared resources (eg: files, printers). All data files for DMA Engineers are centrally located on this server. Access to data files is controlled by user account authentication and membership to security groups.

E. DMA Terminal Server (DMATS03). This virtual Windows 2012 R2 Standard server provides Terminal Services (also known as Remote Desktop Services) for DMA Engineers. Primarily, this is used for remote access to the system resources from roaming or home workers. The server provides multiple simultaneous users to be logged on and access network resources within a controlled secure environment. The Terminal Server can only be accessed remotely after establishing a VPN connection. DMATS03 also runs the Veeam Backup and Replication software and hosts a variety of productivity applications for users.

F. DMA SQL server (DMASQL03). This virtual server is the host for Microsoft SQL Server 2014 Express service which is the database platform for DMA Engineer’s selected CRM and workflow management system “Synergy”. The server performs no other tasks and is interfaced through a Synergy application connection configured on each workstation (or from the Terminal Server). Security to Synergy data is controlled by the application itself.

G. DMA subscribe to an Office 365 Enterprise plan which hosts the Exchange Online Server (database for Outlook mailboxes), in addition to Sharepoint and Onedrive for Business file sharing.

H. Onsite Network Attached Storages (DMANAS04 & DMANAS03). Two Network Attached Storage servers provide the primary storage point for backup images for servers and workstations. Acronis TrueImage software is installed on each of the file servers and the workstations. The backup software is scheduled to perform monthly full baseline disk-level backup images of each of the

computer’s storage volumes. This baseline image is backed up to the Onsite NAS on the 1st day of

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each month. On a daily basis, the backup software creates incremental snapshot backup images for each computer and stores these with the baseline images. This provides DMA Engineers with multiple restore paths to the recovery of individual files, or the total restoration of all drives for all servers and workstations.

I. Portable Hard drives. Each month, a portable hard drive containing the fully monthly baseline & incremental set for each server is stored on a portable hard drive which is then located at the residence of a DMA Engineers senior manager. The archive set is comprised of twelve (12) portable hard drives rotated annually.

J. Offsite Backup Replication. DMA subscribe to Microsoft Azure cloud hosting platform. A virtual machine running in this environment is the target for offsite replication of DMA onsite backups. The Monthly baseline and Daily incremental backups for all servers are automatically replicated offsite via the Internet using the automation provided by the Blueprint Managed Services Portal agent installed on each of the servers.

K. The system is connected to the Internet and protected from unauthorised external access by a Cyberoam firewall router which controls two Internet services. External users must establish a Virtual Private Network (VPN) connection in order to access the system remotely. The VPN protocol ensures that all traffic to and from the network to the remote user is encrypted. To ensure a two- tier level of security, VPN user accounts and passwords are assigned to individuals and are separate to their standard network access user account.

43.4 Backup/Replication Schedules The table below outlines the schedule for backups for the DMA systems.

Server Backup Type Schedule

DMAFAS01 Monthly Baseline Backup 1st day of month 11:00pm

Daily Incremental Backup Daily, 11:00pm

Veeam Replication to failover SAN Daily, following DMASQL03/ DMATS03 replication completion

DMASQL03 Monthly Baseline Backup 1st day of month, 9:30pm

Daily Incremental Backup Daily, 9:30pm

SQL Database Backup - Synergy Daily, 3:00am

Veeam Replication to failover SAN Daily, following DMATS03 replication completion

DMATS02 Monthly Baseline Backup 1st day of month, 7:00pm

Daily Incremental Daily, 7:00pm

Veeam Replication to Alternate SAN Daily 10:00pm

ALL SERVERS Offsite Replication of backups via Internet

24 Hours x 7 days Continual process

DMAFAS01 Monthly Baseline Backup 1st day of month 11:00pm

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43.5 Backup Monitoring Blueprint Technologies Australia Pty Ltd are engaged to provide a range of maintenance services for DMA Engineers. These tasks include involvement with the management of the backup systems.

Daily Tasks include;

• Automated review of logs & notifications generated by Acronis TrueImage backup software on all servers and workstations

• Automated review of logs & notifications generated by Veeam Backup & Replication software on all servers

• Responding to the automated alerts indicating backup failure or the absence of backup activity Monthly Tasks include;

• Checking the integrity and capacity of the Network Attached Storage (onsite and offsite destinations for backup images) Quarterly Tasks include;

• Performing a test restore from the backup images stored on the onsite and offsite Network Attached Storage units

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APPENDIX - 4

44. Disaster Recovery Procedure Below is a diagram representing an overview of the Disaster Recovery Procedure for DMA Engineers.

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44.2 Disaster Recovery Escalation & Timeframes The table below has been prepared to outline the escalation process and target timeframes for a variety of anticipated disaster recovery scenarios.

Event Restore

From Prerequisite / Steps to Recovery

Task Owner

Current Business Impact Current Approx Timeframe

Troubleshoot problem & escalate for support

DMA Staff, BTA

Some data files inaccessible 1 Hour

Confirm accessibility of files for recovery from onsite backup images

BTA Continued loss of access 30 Mins

Minor data incident on

Primary File Server(eg: accidental

deletion of files). Probability over

three years = 60%

Onsite Disk Backup

Restoration of latest image to Terminal Server Hardware

BTA All terminal server users operational after restoration.

30 Mins

Total Outage 2 Hours

Remotely troubleshoot problem.

BTA All terminal server (remote)users unable to work.

2 Hours.

Confirm suitability oflatest replica forrecovery

BTA Continued loss of access for terminal server (remote) users

1 Hours.

Non-hardware Failure of terminal

server Probability over

three years = 20%

Onsite SAN

Replica

Boot replica and confirm access to Terminal Server

BTA Functionality restored forterminal server users

1 Hours.

Total Outage 4 Hours.


DMA Staff, BTA

Limited access to system for duration of troubleshooting.

4 hours

Boot server replicas and confirm access to all required services.

BTA ` 4 hours

Hardware failure of SAN storage

array. Probability over three years

= 5%

Onsite SAN

Replica

Hardware problem resolved by warranty provider

IBM 1 day


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Event Restore

From Prerequisite / Steps to Recovery

Task Owner

Current Business Impact Current Approx Timeframe


DMA Staff, BTA

Limited access to system for duration of troubleshooting.

4 hours

Switch virtualmachine to operational VMWARE host server

BTA Continued loss of access 1 hour

Hardware failure of VMWARE

Server. Probability over

three years = 10%

Redundant VMware host server

Hardware problem resolved by warranty provider

IBM 1 day


Remotely troubleshoot problem.

BTA Loss of access to SYNERGY database

2 Hours.

Confirm suitability oflatest replica forrecovery

BTA Loss of access to SYNERGY database

2 Hours.

Non-hardware Failure of

Database (SQL) Server

Probability over three years =

20%

Onsite SAN

Replica

Boot replica and confirm access to SQL services

BTA Functionality restored 1 Hour

Total Outage 5 Hours

Remotely troubleshootproblem.

BTA No outbound delivery or receipt of inbound external email. Loss of Web browsing capability for all users. No remote support capabilities or remote access for VPN users.

2 Hours Extended InternetOutage

Probability over three years =

20%

N/A

Reconfigure Internal systems to use backup Internet connection if available

BTA All outbound Internet access restored, with some limitations in terms of access speed. Inbound mail delivery still not operating.

2 Hours

Reconfigure DNS to deliver email to IP address of backup Internet connection

BTA, ISP

All Internet & Email access restored to normal operation

4 Hours

Failback system after service restoration

BTA, ISP

Failback scheduled to minimise business disruption. NO impact upon users for this task.

6 Hours


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Event Restore

From Prerequisite /Steps to Recovery

Task Owner

Current Business Impact Current ApproxTimeframe

Serious failure or loss of server hardware for

multiple critical servers

Probability over three years = 5%

Onsite Disk

backup

Diagnosis, coordination of recovery and liaise with internal and external parties

BTA Multiple outages - mail, file, print, terminal services, Synergy

4 Hours

Authorisation, selection and acquisition of replacement hardware.

BTA Continued loss of all access 2 days

Assembly, installation of recovery platform and preconfiguration

BTA Continued loss of all access 1 day

Recovery of allaffected servers fromdisk backup.

BTA Continued loss of all access 1.5 Days

Post recovery problemresolution

BTA Some limitations on services available may be experienced to issues associated with multiple server restorations.

4 Hours

Total Outage 5.5 Days

Multiple outages - mail, file, print, terminal services, Synergy

Catastrophic Loss of all server and onsite storage equipment

Probability over three years = 0.5%

Offsite Disk Storage

Restore all systems from offsite disk storage

DMA Staff, BTA

As per above + access/delivery of Offsite Storage (1 day)

Total Outage 6.5 Days

For more information on this document please contact Blueprint Technologies Australia. Contacting Blueprint Technologies Australia Freecall:1800 064 906 Phone: (07) 3852 1250 Fax: (07) 3852 1194 e-Mail:[email protected] Website:http://www.bta.com.au