003 - Operating Procedures

OPERATING PROCEDURES
6.0 Resource Management

7.0 Process Management
8.0 Analysis & Improvement
bringing visions to life

Table Of Contents
OP No. Title Revision Date
6.0 RESOURCE MANAGEMENT

6.01 Company Organization 3 31.07.2014
6.02 Job Descriptions 3 31.07.2014
6.03 Marketing Organization 3 31.07.2014
6.04 Induction Training 3 31.07.2014
6.05 Project Planning 3 31.07.2014
6.06 Flow of Documents & Record Control 3 31.07.2014

6.07 CAD Service 3 31.07.2014
6.08 Reporting 3 31.07.2014
6.09 Filing / Archiving 3 31.07.2014
6.10 Review of documents and Drawings 3 31.07.2014

6.11 Project Cost Calculation 3 31.07.2014
6.12 Project Management Plan / Project Execution Plan 3 31.07.2014
6.13 Training Concept / Training Program 3 31.07.2014

6.14 Internal Services 3 31.07.2014
IT Central Information Technology -Infrastructure and
6.15 3 31.07.2014
Operation
6.16 IT Central Information Technology -Projects 3 31.07.2014
6.17 Business Development Documents 3 31.07.2014
6.18 Control of general documents, form sheets and standards 3 31.07.2014

6.19 Procurement of engineering and other services 3 31.07.2014
6.20 General Procurement 3 31.07.2014
6.21 Checking of Invoices 3 31.07.2014

6.22 Testing of Equipment 3 31.07.2014
6.23 Health and Safety 3 31.07.2014
6.24 Environmental Protection 3 31.07.2014
6.25 Knowledge Management 3 31.07.2014
Document Name Revision Date Page

OP - Table of Contents 3 Jul 2014 1 of 2
Table Of Contents
OP No. Title Revision Date
7.0 PROCESS MANAGEMENT

7.01 Application / Prequalification 3 31.07.2014
7.02 Proposal Preparation / Follow-up 3 31.07.2014
7.03 Contract Preparation 3 31.07.2014
7.04 Invoicing 3 31.07.2014
7.05 Change Management 3 31.07.2014
7.06 Claims Management 3 31.07.2014

7.07 Project Management 3 31.07.2014
7.08 Expert Assessments / Studies 3 31.07.2014
7.09 Engineering / Design 3 31.07.2014
7.10 Cost planning 3 31.07.2014

7.11 Design Review 3 31.07.2014
7.12 Preparation of Tender Documents 3 31.07.2014
7.13 Assistance in Award of Contract 3 31.07.2014

7.14 Mobilization / Construction Preliminaries 3 31.07.2014
7.15 Construction Supervision 3 31.07.2014

7.16 Defects & Liability Period 3 31.07.2014
7.17 Material Approval 3 31.07.2014
8.0 ANALYSIS AND IMPROVEMENT

8.01 Non-conformities Detection, correction, Prevention 3 31.07.2014
8.02 Internal Audits 3 31.07.2014

8.03 Client Feedback 3 31.07.2014
8.04 Key Performance Indicators 3 31.07.2014
Document Name Revision Date Page

OP - Table of Contents 3 Jul 2014 2 of 2
Operating Procedure OP No. 6.01
Quality
Company Organization Management
1. PURPOSE
To define of the structural organization of the company and of the competencies of the
employees
2. FIELD OF APPLICATION
Dorsch Holding GmbH DC Abu Dhabi & Dorsch Qatar
3. TERMINOLOGY AND ABBREVIATIONS
not required
4. COMPETENCIES & RESPONSIBILITIES
Main sphere of responsibility: GM
Responsibilities
Tasks G HR HR/ HSM Q
HD PM DS DC IT FI BD
M D AD /EM M
1. Determination of company
R C I F I I I I
organisation
2. Determination of
competencies and signatory R I I F I I I I
powers
Legend:
R = Responsible for Implementation GM = General Management
A = Accountable for Implementation HD = Director / Heads of Departments
C = Consulted (also for Participation) HRD = Head of Responsible Department
I = Informed PM = Project Manager
DS = Discipline Specialist
V = Verified by DC = Document Control
S = Signed by HR = Human Resources
F = Filed By AD = Administration
IT = Information & Technology
FI = Finance
BD = Business Development
HSM = Health & Safety Management
EM = Environmental Management
QM = Quality Management
Document No. Prepared: Checked Released Revision Date Page

DC-QMS-OP-601 QM MR RMD 3 Jul 2014 1 of 2
Quality
Company Organization Management
5. FLOW CHART
not required
6. DESCRIPTION
none
7. ATTACHMENTS
Attachment 1 Company Organization Chart

Attachment 2 Form "Competencies and Signatory Powers"

Quality
Job Description Management
1. PURPOSE
The objectives and tasks of key personnel means of job descriptions.
not required
Main sphere of responsibility: HR
Responsibilities
M D AD /EM M
1. Preparation of Job Description I C F R
2. Approval of Job description I C C C C F R C C I C C
Legend:
FI = Finance
5. FLOW CHART
not required
6. DESCRIPTION
none
7. ATTACHMENTS
Attachment 1 Job Descriptions of key personnel

Quality
Marketing Organization Management
1. PURPOSE
Regulation of the performance of tasks related to marketing, business development and sales.
not required
Main sphere of responsibility: HD / BD / GM
Responsibilities
M D AD /EM M
1. Market investigation R R F I R
2. Market strategy R R F I R
3. Setting of budget targets R R F C R
4. Budgetary administration and
R R F C R
control
5. Monitoring of business
R R F I R
development
6. Quality control R R F I R C
Legend:
FI = Finance

Quality
Marketing Organization Management
5. FLOW CHART
Market Research
Demend analysis
Market Contract points
Investigation OP 7.1 Market supply
Prequalificat
ion Focal point
-technical
-regional
-schedule
OP 7.2 Adaptive measures
Market Proposal
Strategy preparation
Analysis of acceptances / rejections
-prequalifications
-proposals
OP 7.3
Contract Analysis of contracts after completion of
preparation project
Selection of
projects for Decision matrix
follow up Strategy conformity
Competitions
Own strengths / weaknesses
Available personnel / qaulifications
Work in hand / capacity
Monitoring of Business development budget
business
development Coordination of inter disciplinary interests and
& quality activities
control
Prequalification /bidding
-cover letters / prequalification and bids
-technical proposal
-conditions of contract
Attachments (company profile and standards
Budgetory
-editing, response to Request For proposal
control
OP 7.1
Prequalifica
tion
6. DESCRIPTION and 7. ATTACHMENTS none

Quality
Induction Training Management
1. PURPOSE
Initial training of new employees in respect of internal regulations and operations of Quality and
HSE management.
none
Main sphere of responsibility: HR / HRD / QM / HSM / EM
Responsibilities
M D AD /EM M
1. Coordinate of induction training I C I I R&A C C C
2. Conduct induction training I C I I R&A I C C
3. Administration R R I I A I I I
4. Personnel matters R C C C I A I I I I
Legend:
FI = Finance

Quality
Induction Training Management
5. FLOW CHART
not required
6. DESCRIPTION
New employees need to understand the organizations mission, goals, values and philosophy,
personal practices, health and safety rules, responsibilities related to the job , methods, time
scale and expectations; thus integrating the new person in to the work environment
A new employee requires to be familiar with the information regarding employee guide lines,
employee hand book etc which are readily available in Dorsch Intranet (http://dc-web.dorsch.ae/).
6.1 Coordination of Initial Training
This is performed by the HR Department. HR department shall periodically verify their staff list
against trainings given, evaluation and performance output and update accordingly.
Attendance at the induction training has to be confirmed in writing by the participant in the
prescribed format (Initial training confirmation) and handed over to the Head of the responsible
department (copy to Human Resources Department).
7. ATTACHMENTS
Attachment 1 Training Aids, Notes and Forms

Quality
Project Planning Management
1. PURPOSE
Determination and planning of project activities and monitoring means based on the project
requirements as a prerequisite for an orderly execution and monitoring of all project work.
not required
Main sphere of responsibility: HRD & Project Manager / Director
Responsibilities
M D AD /EM M
1. Proposal preparation Stage R R
2. Contract review I C R R I
3. Elaboration of project tasks and
I C R R I
WRS
4. Project planning I C R C I
5. Project initiation I C R C I
6. Project Management Plan I C R C I
7. Project Monitoring I C R C I C
8. Project review I C R C I C
Legend:
F = Filed by AD = Administration
FI = Finance

Quality
5. FLOW CHART References:

Project management Manuals (Supervision & Design))
OP 7.2 Project checklist
Proposal prep.
&follow up Proposal preparation
-In parallel with project planning
Proposal
Depending on scope of work
preparation
-Finance in respect of taxes/ estimate/ coefficient/
OP 7.23 Insurances/Bonds, etc
Contract -BD support / checking in respect of proposal/
preparation conditions of contract, subcontracts, liability/risk
Acceptance and review of contract

-selection/appointment of Project manager
-review of contract
Contract -contract services
review -Contract fees
-special conditions
-risk assesment
Client requirement /elaboration of rough concept

Elaboration of OP 6.6 -project objectives
project tasks documents & -project tasks/ activities
record control -project phases
-project cost framework
-Quality definition
-contract deadlines
OP 6.7
CAD
processing Conversion of client requirements into
tasks/obligations of company/project team
-stakeholders /parties
OP 6.8 -project organisation
Reporting -project structure/work packages =WBS
-interface definition
Project Planning -CAD parameters (if applicable)
-guidelines for tendering and award of contract
-activity sequence planning /time scheduling
OP 6.9 -Resource planning
Filing -Subcontractor services planning
/Archiving -document management
-communication (meetings, reports)
-review steps, quality assurance plan
-miscellaneous procedures (further)
OP 6.10 -initial estimate of costing
Document -commencement of project
Review
OP 6.19
1 Procurement of
Eng. & Other
services

Quality
1
-kick of meeting, external
-project start-up workshop
(joint elaboration of requirements of team)
Project -project meeting
Initiation
Defenition of all parameters and determination

OP 6.12 of responsibilities for project execution binding
PMP for all participants
PMP guideline
Control of success-critical factors and procedures

-adherence to parameters
-fulfilment of contract
Project -quality plan, review steps
Monitories -traget/actual performance comparisons
-cost of completion
-project status reports
Control of project evaluation

-lessons learned
-ex post cost accounting
OP 8.1 Non-
-KPIs
conformities
Project -project documentation
Detection,
review Correction, -archiving
Prevention
Evaluation by client
-request confirmation of services rendered
-request certificates
6. DESCRIPTION
none
7. ATTACHMENTS
Attachment 1 Proposal checklist

Attachment 2 Kick-off meeting, internal
Attachment 3 Kick-off meeting, external

Quality
Flow of documents and record control Management
1. PURPOSE
Definition of the organized, structured and formalized handling and distribution of documents.
DT = Document Transmittal Sheet

FD = File for daily copies
PF = Project File
Main sphere of responsibility: PM / DC
Responsibilities
M D AD /EM M
1. Record in document list /Logs I I C R/A C
2. Distribution of incoming
I C I R/A C
documents
3. Document Reviews I C R/A I C
4. Release of outgoing Documents I C C R/A I
5 Archiving I C I R/A I
Legend:
FI = Finance

Quality
5. FLOW CHART
Part A Incoming Documents

Document
-Assignment of document number
Mail in -Record in document list
internal / Document
-confirming and receipt stamp on DT if
external
necessary
-DT as cover or action slip
Incoming
Stamp for receipt
correspondence
distribution/
log, entry
action slip
copy/scan
no Response
by DC
required?
yes Part B
Out Going
Documents
Distribution to /
by responsible
personnel
OP 6.10
no Review of
Documents
& Drawings
Outgoing
correspondence log/ -Instruction signature regulation
drawing list/ doc. lists
yes copy/scan of sent -Monitoring of DT return with receipt stamp
documents
DT / letters
preparation
Distribution
Via mail/Fax etc
PF and / or
FD record
OP 6.9 Filing
/ Archiving

Quality
6. DESCRIPTION
6.1 Terminology, Definitions
Document: This OP summarizes all papers under the term "document that ensure the precise and
contractually agreed handling of a project in a perusable way. Among other things, this includes
Presentation, calculation and planning documents; drawings, method statements, material

submittal, item lists, QS documents; time schedules and network plans; lists of bidders; all
correspondence with all contracted partners (client, sub-employers, other experts) including
letters, fax copies, e-mails, telexes, DT, minutes, reports, phone calls, internal memos (related to
the project).
DT: Document Transmittal Sheet

FD: File for daily copies
PF: Project file
6.2 Tasks
Distribution of incoming/outgoing documents has to be in accordance with the subject, names

and project lists. (see also action slip)
6.2.1 Incoming mail is to be listed in a log
6.2.1.1 Receipt record
Incoming mail has to be stamped.

Assignment of a serial number by General document control.
Assignment of the number according to following number systems:
XXXXX
Start with number 1 at the beginning of each year.
6.2.1.2 All the incoming/outgoing Documents/correspondence shall be scanned and retained in the
system for the specified period with traceable label indicating of the origin/destination, project
reference, DC reference, Subject and date.
6.2.2 Incoming documents are to be distributed in accordance with the action slip for distribution.
Project relevant key personnel of distribution are do be determined for circulating and response
to the document.

Quality
6.2.3 For outgoing document transmittals the use of document transmittal form (see attachment1) is
recommended. Standard forms are to be used for letters, minutes of meeting, faxes, internal
memos (see DC server/General Information/letter Head & logo)
6.2.3.1 Outgoing mail has to be stamped.

Assignment of a serial number by General document control.
Assignment of the number according to following number systems:
Project ID or Code/XXXXX/YY
Start with number 1 at the beginning of each year.
6.2.4 Regulations concerning daily copies of incoming/outgoing documents, telefaxes and e-mails to be
listed, will be defined by the Head of the departments or Project Manager if needed to be
necessary.
6.2.5 Newly prepared documents have to be reviewed professionally, and to be endorsed two
responsible persons and interdisciplinary before they can be released. Errors, faults and
inconsistencies with other fields are to be marked on the document. Those documents are to be
returned for rectification prior to distribution.
6.2.6 Filing on the project level has to be carried out according to OP 6.9. (Filing/Archiving)
7. ATTACHMENTS
Attachment 1 Document Transmittal Form

Attachment 2 Action Slip
Attachment 3 Server Data Storage System

Quality
CAD Service Management
1. PURPOSE
Ensure an agreed structure for preparation and efficient economical realization and
documentation of CAD drawings prepared in a project team in collaboration with other technical
disciplines as well as external producers or receivers of CAD drawings.
CAD = Computer aided design

Plot = Production of drawing related data on a delivery sheet
Main sphere of responsibility: HRD / DS
Responsibilities
M D AD /EM M
1. CAD Scope of services definition R
2. CAD rules R
3. CAD project Instruction R
4. Drawing list/documents / List of
A
deliverables
5. Drawing preparation/production A
6. Document control and release A A C
7. Archiving A A C
Legend:
FI = Finance

Quality
CAD Service Management
5. FLOW CHART
Project Start
-Choice of system
-CAD project responsibility
-Resource Management
CAD scope of services -Data exchange
definitions
-CAD rules
-Filing structure
-Drawing List
CAD Project Instruction -Documents
-Checklist drawing review
Checklists -Numbering system
-Change revisions
-Archiving
CAD Rules
Standards -File name
-Layer structure
-Layer colours, line thickness
-Line types
-Test style
-sheet sizes, scales
Drawing List Documents -Drawing title head
-Dimensions /measurement
-Drawing rules
-File exchange /check list
CAD Preparation / -Actualisation drawing document

-Drawing list
-Drawing control via control plot
-Version guide
Drawing plots including:

Drawing OP 6.6 Review -Plot data list/file
Control of documents & -Prepared by
drawings
-Update of drawing documentation

Drawing Release -Secure of plot data and files
Archiving of files and OP 6.9

documents Filing &
Archiving
6. DESCRIPTION
See CAD manual

7. ATTACHMENTS
Attachment1 : Drawings List Template

Attachment2 : Check list for CAD drawings
Quality
Reporting Management
1. PURPOSE
Definition of orderly reporting and meetings.
not required
Main sphere of responsibility: PM
Responsibilities
M D AD /EM M
1. Project reports (external) I R R F
2. Internal reports I R R F
3. Project meetings I I R F
4. Internal meetings I I R F
Legend:
FI = Finance
5. FLOW CHART
not required

Quality
Reporting Management
6. DESCRIPTION
6.1 Reports
6.1.1 Project reports
Reports have to be prepared, distributed and filed according to the contractual stipulations. For
each project a final report, the project close out report is required. Form and structure, content
and intervals have to be agreed with the client. The DC standard-forms must be used whenever
possible (see op 6.18 and Project Management Manuals).
6.1.2 Internal monthly reports
The monthly report by the Departments Heads shall be formed in accordance with Attachment 3.
6.2 Minutes of meetings
Generally, minutes (including attendance sheet) must be written for all project meetings. The
numbering shall be continuous.
DC-standard:
Definition of the topics of the agenda (standard agenda s. enclosure) in accordance with
the client at the first project meeting (kick-off meeting). These topics should be kept until
end of the project, whenever possible.
Minutes formsheet s. See Project Management Manuals
Attendance formsheet s. operation procedure 6.18
6.2.1 Project meetings / design and construction meetings
External and internal project-meetings have to be held in regular intervals. They serve to inform
and coordinate all project parties regarding the project development during the design and
construction phases. The client shall be also invited to the external project meetings according to
the project requirements
6.2.2 Internal meetings
The internal meetings (GM, coordination, information and all other meetings) must be
documented in writing enclosing topics and participants, etc.
Regular meetings / Fixed Day meetings etc. shall be numbered continuously.
7. ATTACHMENTS
Attachment 1 Sample project meeting agenda (for construction Project)

Attachment 2 Sample attendance sheet
Attachment 3 Sample monthly report (Internal)

Quality
Filing / Archiving Management
1. PURPOSE
Securing of an orderly filing and archiving system.

Exceptions: Small orders on hourly basis and with a project period of maximum one
month as well as filling systems for special projects.
not required
Responsibilities
M D AD /EM M
1. Setting-up of project filing I C R A I R I I I
2. Setting up of archiving I C R A I R I I I
3. Archive Inspection I I I I R/A I C
Legend:
FI = Finance
5. FLOW CHART
not required

Quality
6. DESCRIPTION
6.1 Establishment of project filing system
6.1.1 General regulations
Generally, for all projects a unified filing system should be established in accordance with the filing
structure on the DC server and with the project requirements. The number of project and the cost
account should be indicated on the back of the hard copy folders and all files should according to
the enclosures (see attachment 1).
In file number one of each project, a list of contents should be included with reference to the filing
structure. Example for a filing structure is given in attachment 2. in accordance with the filing
structure for the projects on the server
6.1.2 Digital Filing
Dorsch is using a network attached storage system (NAS) for filing of all digital data. For this
purpose the company developed a folder structure which is maintained by the IT department and
permissions (read/write) are given based on current company policy as well as management
decision. All employees are encouraged to use the NAS for all digital files and furthermore to
convert hard copies into digital data.
6.2 Establishment of archiving system
6.2.1 Soft copy archiving system
After a project is completed, the project folder will be completely moved to another NAS in order
to free up storage space on the main NAS system. With shifting the project folder, all write
permissions are removed from the project folder in order to prevent anyone to accidently temper
with the data. However the read permissions will be kept intact in order to allow checking the
existing files.
6.2.2 Hard copy archiving system (Under use untill 2009)

After termination of a project, the project files hard copies are to be archived as follows:-
Numbering of file 1 to x
Indication of year (end of project) on each File
Amendment to list of contents in footnote total number of files 1 to x
Registration in shelves: labeling of the shelves with project numbers
Registration in cartons: labeling of cartons with project number, name of the department
and year (end of project)

Quality
Fixing of the end of archiving period: 10 year if no other requirements (legal or by client) is
known
The archiving takes place in the designated rooms and storage facilities outside the office. The
period of archiving is usually 10 years or depending on legal contractual requirements. After the
archiving period has elapsed, the project files shall be destroyed.
The secretary or document controller of the department supervises the archiving and destruction
of the documents and maintains respective list.
6.3 Back Up Strategy
The NAS for the active data is backed up daily (incremental method) to another independent NAS.
Every weekend a full back up of the complete company data (active NAS + NAS for archive) is
taken on tape drives. The last 3 weeks are available and stored in different locations. The latest
version is stored in the fireproofed safe in the finance department of Dorsch in Abu Dhabi. The
version which is one week older is stored at the home of the IT Manager or another IT staff. The
version which is 2 weeks old is kept in the tape library to be used for the next back up. Final
archived tapes are considering lifelong storage.
7. ATTACHMENTS
Attachment 1 Sample file labels

Attachment 2 Sample list of contents of files
Attachment 3 Project Filing System

Quality
Review of documents and drawings Management
1. PURPOSE
Definition of procedure for review of documents and drawings, including release and distribution.
not required
Responsibilities
M D AD /EM M
1. Identification of document
I C R R/S C
requirements
2. Preparation of documents I C R R/S C
3. Keeping of document/ drawing
I C R I C
lists
4. Review/coordination of the
I C R R/S C
comments
5. Release and distribution I C R I I
6. Filing / Archiving I C R I I
Legend:
FI = Finance

Quality
5. FLOW CHART
-defenition of contents of documents
Data collection Identification & -number and type of documents
(incl. of relevant Preparation of -numbering system
standards) documents and
drawings
If documents coming form external parties:
distribute only with receipt stamp and action slip
-completeness
-practicability/flexibility
Review by -technical correctness
discipline Use check lists -in line with standards (including HSE)
specialist -appropriate
-in line with contracts
-interfaces
Examinati -plausibility
on by -status of revision
participatin -signature of reviewer
g Experts
Coordination of Final control

review / check / finalization
comments by project
responsible
-signature of organisation
Registration in OP 6.6 -signature of approver
Logs / drawing lists/ documents &
Registers submission Record
database / logs Control
Documents transmittal sheet

no Changes OP 6.6
upon documents &
review by Record
client
Control
yes
-in line with contract
-change management
Change by
-lessons learned
author
-analysis of non-conformities
(coordination)
-preventive actions

Quality
-release stamp
-signatures according to project regulations
Release/ OP 6.7
find dou. & CAD
starts next processing
phase
Registration in doc.
lists/ drawing list & Log / registers -in accordance with the contract and project
/ submission agreements / project management plan
database
Copying/distributio
n asper circulation
agreements
OP 6.9
Filing /
archiving
6. DESCRIPTION
This operating procedure is valid for all kinds of plans, drawings, calculations and other documents
in all phases of the project according to the quality plan and / or procedure for checking/review
established at the beginning of the project. Special checklists are to be developed in the various
technical departments for review of the drawings and other documents.
6.1 Identification of Document requirements & preparations of documents
For the sake of identification and traceability the documents are marked with title block/drawing
caption, number, abbreviation of the responsible person, the drafts-man / engineer and reviewer
as well as the date. In the event of changes to the document, the initials of the person initiating
respective changes are required.
Documents are to be identified and numbered. The numbering system has to be defined at the
beginning of the project.

Quality
Each revision has to be clearly identified by means of change marks and indices.
As a rule, a alpha numerical index is used for changes up to release (phase release) and an
alphanumerical index after the release.
6.2 Documents and drawing list
The list of deliverables has to be prepared before the beginning of the project and to be updated
and added to circulating or outgoing documents for information and as proof of distribution
6.3 Review of documents and drawings
The review of documents and drawings is realized by means of checklists. Each department shall
develop and use checklists for internal performance monitoring. Copies shall be sent to the QM;
they are will be handed out to other departments if needed. All changes to documents and
drawings have to be checked with regard to possible consequences/impacts.
6.4 Release and distribution of documents and drawings
To release documents and their revisions, a rule for signatures and stamps to be used is needed.
Restricted releases for a specific purpose only have to be documented by means of an
additional note or stamp.
All Documents including the document lists are distributed on the basis of a project-specific
distribution key. A document transmittal sheet is recommended to be used for each distribution
6.5 Filing and registration
The filing and archiving is organized according to OP 6.9.
7. ATTACHMENTS
none

Quality
Project cost calculation Management
1. PURPOSE
Preparation of a project cost calculation.
not required
Main sphere of responsibility: HRD
Responsibilities
M D AD /EM M
1. Preparation of cost calculation I C C R I
2. Preparation of project
I C C R I
information sheet
Legend:
FI = Finance
5. FLOW CHART
not required

Quality
Project cost calculation Management
6. DESCRIPTION
6.1 Types of cost calculation
Proposal calculation / offer

Initial calculation to be produced at project start
Contract amendment cost calculation
State of performance to be regularly adjusted according to actual situation
Cost to completion
6.2 Resource planning
To be based on a deployment schedule with:
Professional qualification levels

Time frame
Project stages / phases
6.3 Other Costs
All costs related with the project must be listed as follows

Free-lance personnel
Sub-contractors
Allowances
Office costs
Vehicles
Copying / printing
Maintenance Costs
Travel Costs
Communication
Telephone, etc.
Commercial and juridical fees
Computer-related costs
6.4 Project cost Calculation Project Information Sheet
both sheets / emails have to be prepared in connection with the initial cost calculation and any
future change during the project realization.
The project information sheet /emails must be carefully filled in accordance with attachment
7. ATTACHMENTS none

Quality
Project Management Plan / Project execution Plan Management
1. PURPOSE
Preparation of the PMP/PEP concerning organization, responsibilities, deadlines and costs /

expenditure.
not required
Responsibilities
M D AD /EM M
1. Preparation / Coordination / up-
I R I R C
date
Legend:
FI = Finance
5. FLOW CHART
not required

Quality
Project Management Plan / Project execution Plan Management
6. DESCRIPTION
6.1 Preparation
The preparation of a PMP/PEP for each project is recommended with regard to project
organization and planning as well project execution and monitoring, if not requested by the client.
The PMP/PEP is standardized on the basis of the project management manuals (currently for
construction supervision only) but shall be prepared based on projects/clients requirement if any.
6.1.1 Minimum contents for standard projects:
Cover sheet
Table of contents with revision status
Project-overview
Project organization
Project Responsibility Matrix
General project schedule with milestones for design review, submittals and approvals
Core information of the contract incl. Contract reviews about project scope.
6.1.2 Additional contents for complex projects

(see also sample agenda, Attachment1)
Short project description

Work break down structure (WBS)
Cost estimation / Budget estimation
Etc.
6.2 Coordination/Release
The PMP/PEP has to be agreed with all project parties and the client, especially with regard to
project organization, responsibilities, time schedule, work break down structure and cost planning
6.3 Updating
The PMP/PEP will be regularly updated according to the projects requirement. The current
revision status shall be updated accordingly in the document.
7. ATTACHMENTS
Attachment 1 Sample PMP Agenda (for construction supervision)

Quality
Training concept / Training program Management
1. PURPOSE
Definition of technical and regional emphasis as well as evaluation of the potentials and abilities of
the employees as basis for the setting-up of the annual training program to ensure appropriate
education and training.
not required
Main sphere of responsibility: HR
Responsibilities
M D AD /EM M
1. Definition of technical emphasis I I I R A C C
2. Definition of regional emphasis I I I R A C C
3. Development and update of
I I I R A C C
training concept
4 Development of training program I I I R A C C
Legend:
FI = Finance

Quality
5. FLOW CHART
not required
6. DESCRIPTION
The training concept is based on the specifications of the market strategy (see OP 6.3 - Marketing
organization) and defines on the one hand the technical and regional emphasis as well as the
personnel potentials and deficits on the other hand.
6.1 Definition of Technical Emphasis
Type of project (infrastructure, industrial plants, water supply systems, etc.)

Field of activity (transport planning, water management, environmental protection, etc.)
Task (study, design, site supervision, project management, etc.)
6.2 Definition of Regional Emphases
Country/region
Client private/public
Language
6.3 Development and Update of Training Concept
The training concept places the employee potentials in relation to to the technical and regional
requirements
Development of training concept
Update of specifications due to new findings (twice a year)
6.4 Development of Training Program
According to the training concept, a training program for internal and external training courses is
to be created yearly based on department heads / Directors /Project Managers request on
subordinate skill training together with the yearly budget forecast.
Besides the continual technical training of employees, training measures regarding EDP,
organizational and linguistic aspects are to be considered.
Approval of training plan is given by head of division.
Employees are to be informed well in advance about training measures by PM

Quality
Application for external training courses is subject to Directors approval.
The employee is required to fill out the application form for training.
Internal training courses are to be acknowledged with mentioning date and signature of trainee.
For external training, a proof of training is to be submitted.
Secretary of head of division is responsible for documentation, information of personnel

department and administrating training measures.
6.5 Technical Training, Workshops & Seminars
Engineering staffs knowledge enhancement is one of the vital part of the training concept.
Training needs to be identified by directors / PMs or routine technical update feeds to empower
capabilities of subordinates conceptualized by management are to be planned and executed.
7. ATTACHMENTS
Attachment 1 Request for Training - by Employees

Attachment 2 Request for Training - by Supervisor
Attachment 3 Training Feedback Form
Attachment 4 Post Training Action Plan

Quality
Internal services Management
1. PURPOSE
Regulation of the internal Services and their use.
not required
Responsibilities
M D AD /EM M
1. Setting-up and management of
C F R C I
the internal services
2. Use of internal services C F R C I
Legend:
FI = Finance
5. FLOW CHART
not required

Quality
Internal services Management
6. DESCRIPTION
6.1 Use of internal services
The internal services are generally to be used. Exceptions, due to time pressure, costs etc. are to
be approved by the head of department (HD)
6.2 Internal Services
6.2.1 Central Documentation
The functions of the Central Documentation are:
With departments
Administration of literature
All documents which were centrally purchased are administered in a data base and up-dated
annually in agreement with the head of division. After circulation, journals are archived at the end
of the year and are available as bound yearly edition.
6.2.2 Business Development Department
Preparation and up-dating of Business Development Documents according to OP 6.17

Cooperation on PQs and presentations
Other relevant internal services
6.2.3 IT
Central and optimal procurement as well as installation and maintenance of Hard- and Software
including network support and user help desk (see OP 6.15 - IT-Service).
6.2.4 Project Management Services responsible for:
Development and implementations of PM standards

Maintenance and updates of relevant / related documentations (Manuals, Forms, etc)
7. ATTACHMENTS
none

Central Information Technology (IT) Quality

Infrastructure and Operation Management
1. PURPOSE
Definition of the tasks and services in connection with information technology infrastructure and
operation.
The IT infrastructure and operation provides internal support to production and administration
with regard to general IT activities, resource management, maintenance and service for IT
applications.
HW = Hardware SW = Software PC = Personal Computer
Main sphere of responsibility: IT
Responsibilities
M D AD /EM M
1. Conception and system design C I I R/A I I
2. Security and data backup C I I R/A
3. Networks and communication C I R/A
4. Procurement C I A R/A I
5. HW Support C I R/A
6. Central Operations C I R/A
7. Cost responsibility for networks C I A R/A
Legend:
FI = Finance

Central Information Technology (IT) Quality

Infrastructure and Operation Management
5. FLOW CHART
none
6. DESCRIPTION
IT Helpdesk
All services of central IT will be administered in the data base IT-helpdesk. Users may directly
insert into the data bank their problem. The individual services will be IT internally allocated to the
team members. The IT helpdesk is open to all Dorsch employees on Intranet.
IT Services Infrastructure and Operation
These services generally are IT services of information management and transversal services for
the group such as installation and support of networks, net- and pc operating systems, the
software of "general DC standards", the implementation of standardizations and procurement of
HW and SW including inventory.
IT-C provides services for production and administration as described below.
a. Conception and System Design

b. Security and Data Backup
c. Networks and Communication
d. Procurement and Inventory
e. Support
f. Data Backup and Archiving
g. Cost responsibility for Networks
The responsibilities are shown under clause 4. All costs in relation to IT personnel and equipment
is included in the companies overhead cost calculation.
7. ATTACHMENTS
none

Quality
Central Information Technology (IT) Projects Management
1. PURPOSE
Definition of conception, realization, training of IT projects (see item 6) with regard to constant
improvement of IT-supported information and communication systems.
IT = Information Technology
LN = Lotus Notes
CV = Curriculum Vitae
Main sphere of responsibility: IT
Responsibilities
M D AD /EM M
1. Intranet Technique Contents C I I R/A
2. Internal IT Projects C I I R/A
3. External IT Projects C I R/A
4 Public IT Projects C I I R/A
Legend:
FI = Finance
5. FLOW CHART
not required

Quality
Central Information Technology (IT) Projects Management
6. DESCRIPTION
IT projects include the conception, adapdation, development of software applications either

internally or externally or public (home page).
Additionally, concepts for easy operation will be developed and implemented (work flows).
IT projects are integrated into IT and will be coordinated with "IT infrastructure and operations".
IT projects will be performed in coordination with the management and the technical divisions.
6.1 Internal It Projects

Marketing Data Bases Status
Expert Data Base ACCESS-based. Entry via ACCESS. Retrie-val via
Data base for the storage and retrieval of internal Intranet. Connection to CV-data base.
and external expert's qualification profile
CV Data Base. ACCESS-based. Entries via ACCESS. Retrieval via
Data base for storage of technical CV's and various WORD formats and via Intranet in HTML-
generation of various formats for proposals. format. Connection to Expert- data base.
Data Base for Project Sheets ACCESS retrieval via Intranet
Data base for the storage of illustrated reference
projects and for the production of project lists
and project sheets for the proposal preparation.
Project Data Base
Data base for the storage of project reference
documents.
6.1.1 DC Intranet
DC Intranet is available to all employees as a means of information.
The technical realisation and maintenance will be secured by IT projects.
The data entry and their updates are to be performed by each responsible division/
branch/section.
6.2 External IT Projects
Introduction and implementation of a company wide electronic document communication

management platform
Installation and implementation of Human Resource and administration software.
7. ATTACHMENTS
none
Quality
Business Development Documents Management
1. PURPOSE
Regulation of the orderly preparation, updating and provision of standardized business

development materials in respect of quality and layout for proposals and special presentations of
the company.
not required

Responsibilities
M D AD /EM M
1. Maintain available business C C C R C
development materials
2. Prepare/Update business C C C R/A C
development materials
- Company information
- Regional experience
- Project database
- Project sheets
- Expert database
- Technical Curricula Vitae
- Brochures, multi-media, etc.
3. Updating of information C C C R/A C
regarding projects and experts
Legend:
FI = Finance

Quality
5. HIERARCHICAL STRUCTURE OF BUSINESS DEVELOPMENT MATERIALS
The diagram below shows, in a simplified manners, the ideal structure of business development
materials. It is intended to demonstrate what sources a given piece of information is based on and
what steps are necessary to ultimately supply it: from the directing apex down through the
operational and personnel resources of middle management to the broad foundation of standard
materials.
Company information:
General information on DC
Organisation charts (company)
Financial data
COMPA- Folders on technical disciplines, loose-leaf

NY collection (summary of experience,
technical appendices, etc.)
Project sheets
TECHNICAL Project lists
FIELDS incl. photographs and graphic material
Expert database
CVs
Lists of personnel
PROJECTS (company and departments)
Archiving copies:
Proposals (technical, financial)
Text modules
PERSONNEL
(methodology, track record, etc.)
Brochures:
DC Presentation
WORK SAMPLES Technical Presentations
Manner of presentation:
PowerPoint presentations
Videos
PRESENTATION MATERIALS Posters, advertising copies

Quality
6. DESCRIPTION
6.1 Maintenance of Available Business Development Materials
DORSCH CONSULT in general

1) Image brochure: Provides information on the overall capability of the company with
regard to its position on the world market on the one hand and on
the full spectrum of engineering services offered on the other
(technical fields).
2) 7-page folder: Provides information on the companies in the Dorsch Group

including Dorsch Holding GmbH, its employees, tasks and range of
services.
3) Homepage: Serves as a public platform for promoting the company vis--vis

business partners and (prospective) clients; it provides information
on the history of the company, its regional presence and its
technical disciplines on various levels of detail which can be
accessed by means of hyperlinks and by means of various methods
of presentation (from maps through logos to moving pictures). The
company's website may be visited via both the Intranet and the
Internet (http://www.dorsch.ae).
4) 4-page folder: Furnishes comprehensive details on main focus and subject.-specific

services of technical field concerned; currently available are:
- Economics and Financing
- Development and Traffic Planning
- Traffic Infrastructure
- Tunnel Engineering
- Oil and Gas
- Building Services Engineering
- Buildings
- Project Management
- Environment
- Noise/Air/Vibrations
- Ecology/Landscape Conservation/Environmental Impact
- Environmental Technology
- Geophysics/Remote Sensing/Radiation Protection
- Solid Waste / Hazardous Waste
- Water/Wastewater/Hydraulics
- Geotechnical Engineering
- ITS (Intelligent Transport Systems)
Company information: Company information embraces all key data on the company - e. g.
ownership structure, share capital, authorized signatories, etc. on
the one hand (as recorded in Company Trade Register) as well as
annual turnover, number of staff, subsidiary and affiliate

Quality
companies, etc. on the other (as published in Annual Report). As

such this information constitutes the basis for the generation of
numerous subordinate documents - from presentation materials
(slides, transparencies, etc.) through entries in directories (VUBI -
German Association of Independent Consulting Engineering Firms -
Member Register, trade directory, advertisements, etc.), company
registrations (World Bank, EU, etc.) to tailor-made portrayals of the
company in each Application/Prequalification and in each Proposal
(statement of capability of tenderer). The Board of Management
reserves the right to release these essential data once a year; the
current version of all summary details on the company (basic data,
organization charts, extract from balance sheets, etc.) may be
obtained from the CIP.
Project database: The project database represents the company's institutional

memory. It serves as the foremost source when mining data for
specific items of project information. On account of its overriding
importance in terms of business development the database is
accessible (read function) via all workstations connected to the in-
house network. In addition, its user-friendliness has now been
enhanced by means of various add-ins (e.g. full-text search
function, limitation of time settings, linkage to respective project
sheet in readable [PDF-] format, etc. ).
Reference lists (project Reference lists are created by the person in charge on a project-by-
lists): project basis according to the particular requirements involved. The
project database provides the basic stock of data required for this
purpose (cf. above). The database yields all general information in
English, German and French; this information can then be
processed as required using the standard MS-Word format.
Regional experience: The company's geographical experience is shown by means of (a)

maps (of the world and of individual continents) as well as (b) texts
(prose description of all projects performed to date in a particular
region), as this type of experience record is an essential prerequisite
in overseas business development. This information may be
obtained from the CIP or directly downloaded from the company's
homepage.
Project sheets: Project sheets are available for selected projects. These afford a
detailed expos of the services rendered in each case, graphically
highlighting the main features. The project database, accessible via
the in-house computer network, indicates whether a project sheet
already exists (this information can likewise be extracted directly by
entering the search command projects in the Intranet). The
project sheets as such may either be ordered from the CIP
(hardcopy) or printed out via the Intranet (PDF file).
Quality
Furthermore, the CIP supplies a CD-ROM containing all the

company's standard references mainly general and regional
information as well as project sheets. It is primarily intended for use
by branch offices and firms within the Groupe Egis which are not
linked to the DC Intranet.
Work samples: For the purpose of compiling applications it has proved useful to be
able to draw on work samples or typical applications.
Expert database: When composing project teams, the person in charge can select the
most suitable candidates by referring to the DC expert database,
which contains details on both permanent employees and external
experts (subcontractors in addition to freelancers). Moreover,
highly rated job applicants are put on a waiting list by the personnel
department. With the exception of these waiting list candidates,
whose Curricula Vitae are not electronically stored until the need
arises, the user has direct access to the person's technical CV
whenever further details are required (via double-click).
Technical Curricula Vitae: The Curricula Vitae of company staff and, where appropriate,
external experts are stored in a new CV database. This offers the
advantage of being able to save and update data regardless of the
output format and then, as it were at the flick of a switch, "convert"
the basic input into any standard CV required (e.g. World Bank, EU,
etc.).
Presentation materials: A range of slides, overhead transparencies, PowerPoint

presentations and, in some cases, videos are available for general
presentations (e.g. visits to clients) and specific presentations (e.g.
bid presentations) not to mention printed material such as
brochures, folders etc. In the case of across-the-board,
interdisciplinary presentations it is therefore vital to ensure that the
documents concerned are up to date; confirmation should be
obtained from the CIP.
6.2 Preparation and Updating of Business Development Materials
Brochures and company General brochures and company information are prepared and
information: updated at the request of management.
Reference lists: Reference lists are generated and updated by the person in charge
in each case, using the information provided in the project
database.
Project database: The project data are regularly updated by the divisions concerned.
Quality
HES receives all the necessary information from the project

managers concerned.
Through the addition of codes for new technical disciplines (e.g.
GIS, MIS, etc.) the project information sheet has been extended to
cover the shift in the company's fields of activities.
Expert database: The data on experts are regularly updated by the divisions
concerned. While the data in respect of DC employees are
maintained in parallel with the updating of the technical CVs in the
CV database, all information required in respect of external
specialists are supplied by heads of division and project managers.
Regional experience: The CIP updates the portrayal of the company's geographical
experience once a year - on the basis of the reports which have
been received in the meantime for entry into the project database -
by expanding the maps and texts concerned.
Project sheets: Project sheets are prepared by the CIP. The decision as to whether a
project sheet should be created or translated into a foreign
language is taken by the head of the division involved.
Curricula Vitae: Each member of staff is responsible for ensuring that his/her
personal data (including additions) are entered in the Access
database. Only on the basis of this core version of the individual's
professional experience record is it possible to generate the desired
format as and when required. By dint ot the central saving and up-
dating of these data it is intended to avoid any contradictions
between the various versions that are created (be it in respect of
the format or language involved) and thus reduce the amount of
typing which was hitherto necessary to keep all versions on a par
with each other.
Modifications to technical CVs, e.g. in accordance with new

parameters from financing institutes which have not yet been taken
into account, are where no other arrangement is made by the
division concerned carried out by HES.
Presentation materials: Slides one set of standard slides is kept by the CIP for the board of
management to use (or for heads of division to borrow). This set
contains general company information and selected major project
references.
Overhead transparencies the same applies here as in the case of

the slides, the only difference being that, thanks to the more readily
reproducible nature of the medium, there are a number of copies in
circulation.

Quality
PowerPoint presentations overall sequences depicting the firm in

general are designed, produced and supplemented by the CIP at
request of the board of management. Specific versions for technical
subjects which have no obvious value added for the company as a
whole should, wherever possible, be created by the department
concerned (see Work samples for graphics below).
Videos the same applies here as in the case of the PowerPoint

presentations.
Work samples for Samples of graphics work (quality, layout, etc.) may be consulted in
graphics: the CIP. Graphics are produced either by the CIP or by the
department in question.
6.3 Updating of Project and Personnel Information
All those engaged in the preparation and/or renewal of business development materials are
dependent on up-to-date project and personnel information.
Project managers are responsible for passing on:
project information to HES for updating the project database
personnel information to the CIP for updating the CVs
data on experts and staffing lists.
In these two central spheres, then, the CIP has an absolute entitlement to the information
involved - especially with regard to the former category, for it has proven almost impossible, right
at the outset of a new project, to supply sufficiently comprehensive and watertight data for
business development purposes. To alleviate this problem, it is envisaged that the project
information sheets for more important new contracts should, by means of a workflow system, be
subjected to regular review and the respective data supplemented in accordance with the actual
status in each stage of project development.
6.4 Guidelines for Corporate Design
The Corporate Design within Dorsch Holding GmbH (concerning means of business development
and communication) is laid down in the Guidelines for Corporate Design which are binding for all
employees.
Copies of the Guidelines are available in all company divisions and branches
(server: General Information / Guidelines)
7. ATTACHMENTS
none

Control of general documents, form sheets Quality

and standards Management
1. PURPOSE
Definition for an orderly use of general documents and standard form sheets
not required
Main sphere of responsibility: QM
Responsibilities
M D AD /EM M
1. Preparation of standard forms R I I C A
2. Utilisation standardized forms R I I C A
3. Updating of forms R I I C A
Legend:
FI = Finance

Control of general documents, form sheets Quality

and standards Management
5. FLOW CHART
Forms / Documents
/ Standards
Initiation / Request
from concerned
Section / Dept.
QM will review /
propose
no
Review /
check by
HD / PM
Acceptable / Functionable
Authorised by QM
Assesme-
nt inputs no
ok /not ok
yes
Approved to be
included in QMS
6. DESCRIPTION
6.1 Preparation of Standard documents

6.2 Standard correspondence forms
6.3 Admin Forms (HR including documentation)
6.4 Other forms and standards (HSE, QM, PM)
7. ATTACHMENTS none

Quality
Procurement of engineering and other services Management
1. PURPOSE
Definitions for the procurement of engineering and other services.
CO = Contractor
Main sphere of responsibility: BD, HRD & GM
Responsibilities
M D AD /EM M
1. Demand analysis C A R
2. Specification- and budget
C A R
definitions
3. Pre-selection C
4. Request for proposal C R C R C
5. Evaluation of offers R I R I A
6. Contract negotiations/contract
R I I A R
award
7. Project monitoring I R I I I C
8. Control/release of invoices I R I A I
9. Review/valuation R I I A
Legend:
FI = Finance

Quality
5. FLOW CHART
Demand Analysis
-Technical
Demand -Regional
Analysis -Extent of capacity
-Clients brief
Budget
allocation
Pre selection of potential sub consultants / subcontractor

Preparation of -qualifications/certifications
potenstial sub -available references
consultants -information from third parties
-Bank information
-expert data base
-Chamber of commerce
-employees
-connected companies
Preparation Presentation of RFP

request for -Technical part
proposal -Scope of works/specifications
-Bill of Quantities (BOQ) if applicable
-Staff qualification requirement
-Commercial part
-Schedule of rates
-Milestone
-Contract start and end dates
no -Professional liability insurance
Evaluation
/ decision Evaluation / decision
-Compliance with RFP
-Evaluation of alternative proposal
Prices
yes
Contract negotiation
-Negotiation strategy
Contract Refusal -Negotiation records
negotiations notification

Quality
Sub consultants / sub contractor contract

-Proof of professional liability insurance
Award
-Proof of registrations
-Proof of relevant certifications
Performance of
works / services
Internal project meetings

-Review of working results
Monitoring & -Quality
control with -Schedule
respect to -Costs
the contract
OP 6.21
Review / release Checking of
of invoices invoices
Subcontractors
-Check list review / evaluation
Review / -List of Sub consultants / sub contractor to be updated
Evaluation yearly
6. DESCRIPTION
none
7. ATTACHMENTS
Attachment 1 List of sub consultants / subcontractors

Quality
General procurement Management
1. PURPOSE
Rules for general procurement concerning
Requirements
Sources
Price
Quality
Orders
Timely availability
not required
Main sphere of responsibility: AD
Responsibilities
Tasks G HR HR/ B HSM Q
HD PM DS DC IT FI
M D AD D /EM M
1. Issuing of an order form (LPO) I R A
2. Ordering procedure I R A
3. Control of reception of the order R/A A
4 Checking / release of the invoice I c R/A
Legend:
FI = Finance

Quality
5. FLOW CHART
Issue of Example of a LPO

an LPO
Approval / release as per specified competency
Approval / release as per specified competency

Order
procedure
Reception of Registration in inventory lists (if applicable)

material
no
Recieved
material
yes
Control and OP 6.21

release of the Checking of
invoice invoices
6. DESCRIPTION
6.1 General
Human Resource department

The HR department covers all personal insurance schemes e.g. the group accident insurance,
direct insurance, life-insurance and pension fund.
Central purchasing department

The Item Requisitions Form will be prepared by the relevant Director / Head of Department and
forwarded to the Administration /IT Department for review and approval
After approval, the request will be converted into Local Purchase Requisition and sending to
different suppliers / service providers for lowest quotation. Quotations received from the
suppliers / service providers will be evaluated by the relevant personnel including,

Quality
prequalification, specifications, quality requirements and all relevant information to describe the
items requested/needed.
The LPO also includes information, where applicable, the requirements of inspection at source or
any verification requirements by the end-user, compliance with the company procedures, and
manufacturer's recommendation. These are checked for adequacy and for correctness before the
final approval of the Senior Top Management.
The central purchasing responsible personnel has to arrange for all departments and offices the
purchase of:
office furniture, office equipment, office machines, kitchen accessories

cars and accessories
car insurance policies
forms, paper, visiting-cards
copy machines
telephones and fax machines
maintenance contracts for copy and printing machines
professional liability insurance policies
bonds and guarantees
specialist books, norms etc. (purchase exclusively by the Central documentation)
IT
The regulation of purchasing for Hard- and Software are set forth in OP 6.15 IT- Infrastructure
and Operation.
Service purchases
Third party services such as specialized designs, surveys, drawing, standards, training, etc.
6.2 Purchasing procedure
6.2.1 Issuing of an LPO
For each individual purchase, an order form has to be filled in and addressed to the responsible
personnel
6.2.2 Order procedure
Based on the order form, the responsible starts the order considerating the following criteria:
verification of need (inventory control, need for purchase, economical aspects)

soliciting of offers

Quality
comparison of prices
approval of purchase by HRD
6.2.3 Control of the incoming goods
The incoming goods are checked and compared with the delivery note by the purchasing
responsible together with the requestor.
quality and
quantity
In case of any disparity between order and delivery, the purchasing department has to query the
supplier immediately.
6.2.4 Checking of invoice
The checking of invoices is effected according to OP 6.21.
6.2.5 Assessment of supplier
not required for general purchase
7. ATTACHMENTS
Attachment 1: Local Purchase Order

Attachment 2: Receiving Report
Attachment 3: Item Request
Attachment 4: IT requisition Form - New Employee
Attachment 4: IT requisition Form - Existing Employee

Quality
Checking of Invoices Management
1. PURPOSE
Definition of the checking of invoices (received).

Not applicable for review of invoices of construction companies.
not required
Main sphere of responsibility: HR/AD
Responsibilities
Tasks G HR HR/ B HSM Q
HD PM DS DC IT FI
M D AD D /EM M
1. Registration and Distribution C R F A
2. Checking of Invoice R A
3. Release of Invoice R/A R
4. Bank Transfer Order I I R/A
Legend:
FI = Finance

Quality
Checking of Invoices Management
5. FLOW CHART
Entries
Invoice receipt
- Engineering and other services
- Construction invoices to be trated as
per work flow agreed with client
Registration Registration
and
- Document control
Distribution
- Distribution to finance for xxx
distribution
- Distribution to project manager
Checking Partial
Notification for / release acceptance /
sub consultant of invoice deduction
Checking/release
- Contract
Payment - Specification / RFP
order - Conditions of contract
- Payment schedule
- Rates
- Special services / work orders
- Additional services / variations
- Contract amendments
- Technical control by PM
- Functional arithmetical control by FI
- Return copy
- Listing and filing of invoice
6. DESCRIPTION
none
7. ATTACHMENTS
none

Quality
Testing of Equipment Management
1. PURPOSE
Ensuring the quality of DC equipment/checking of orderly maintenance.

Not applicable for construction contractors equipments, where projects quality plans are
followed (Ref. OP 7.15)
not required
Main sphere of responsibility: HD
Responsibilities
Tasks G HR D HR/ HSM Q
HD PM DS IT FI BD
M D C AD /EM M
1. Preparation and updating of lists
of equipment and maintenance C R/A I C
plans
2. Control of equipment R/A
3. Use and maintenance of
I R/A C
equipment
Legend:
FI = Finance

Quality
5. FLOW CHART
Preparation/updates of equipment list
Preparation / - Registration of all equipment (per dept)

updates of - Control of completeness
equipment list - Definitions of responsibilities
Preparation of testing plans for maintenance and

calibration
Preparation of
testing plans for - Description of maintenance and calibration for
maintenance and each item
calibration - Definitions of intervals
- Checklist/deadlines
- Date/name of testing engineers
- Subcontractors
- Subcontractors evaluation
Execution of
maintenance and Execution of maintenance and calibration according
calibration to testing plan
according to
testing plan - Consideration of operating procedures and
applicable rules and regulations
- Certificates
- Maintenance documentation
- Maintenance book
Minor yes no
Testing
deficiencies
deficiencie
(immediate
s
correction)
Substantial deficiencies
yes
- Information to PM, HD
- Order for corrective measures
Corrective action - Execution of corrective measures
- Entrance control of repairs by third parties
Substantial
deficiencies
Training Training
Handling of
Appropriate qualification or training
equipment and
Operational manual
execution of
Equipment description
measuring

Quality
Information to - Recommendations for corrective actions in

Deficiencies responsible testing plan
occuring person and
during corrective action
performanc
- Documentation of testing and maintenance

Restoring of
activities including results
equipment and
continuation of
normal
maintanance
6. DESCRIPTION
none
7. ATTACHMENTS
Attachment 1 List of Equipments

Quality
Health and Safety Management
1. PURPOSE
Regulation of measures to secure safety and health of the employees during work and on
construction site.
Protection at work =all measures for safety and health protection for employees of DC
and other personnel at work
Work safety =technical safety and health protection at work, including the accident
prevention on construction sites and in particular in contaminated work
areas
Safety Managers = Employees appointed by GM who support superiors and other
employees in all matters of safety and health protection
Safety Engineer/ Officer =Specialist for work safety on construction sites
Responsibilities
M D AD /EM M
1. Appointing company
representative for Protection of
C I A R
health and safety standards at
work
2. Health and safety Management I R/A
- Offices inspection
- Incident recognition
- Report of nonconformities /
incidents
- Organizing remedy of incidents
3. Health and safety on site I R/A
Legend:
Quality
Health and Safety Management
FI = Finance
5. FLOW CHART
Not applicable
Reference to EHSMS (Environment, Health and Safety Management System) Manual for all Health
& Safety matters
6. DESCRIPTION
Reference to EHSMS Manual
7. ATTACHMENTS / REFERENCES
Reference 1: EHSMS Manual

Quality
Environmental Protection Management
1. PURPOSE
Environmental protection is not part of ISO 9001:2008. But the ISO 14001:2008 procedure serves
environment oriented procurement, consumption of energy and water and an avoidance of waste
by staff members and is regulated by the DC EHSMS.
Reference to EHSMS (Environment, Health and Safety Management System)
Main sphere of responsibility: GM & EM
Responsibilities
M D AD /EM M
1. Philosophy of company / EHSMS C I I R/A I
2. Procurement I I R/A R
-for projects
-general
3. Energy and water management I R I
4. Avoidance of waste I R R I
Legend:
FI = Finance

Quality
Environmental Protection Management
5. FLOW CHART
not required
6. DESCRIPTION
Reference to EHSMS Manual
Reference 1: EHSMS Manual

Quality
Knowledge Management Management
1. PURPOSE
Regulation of an orderly in-put, up-date and distribution of DC Knowledge Data and the use of the
Module Data Base.
none
Main sphere of responsibility: DS
Responsibilities
Tasks G H HR HR/ HSM Q
PM DS DC IT FI BD
M D D AD /EM M
1. Definition of Contents R A
2. Definition of structure R A
3. In-put R
4. Control R C
5. Out-put R A
6. Data Base subscription R R/A F C
Legend:
FI = Finance

Quality
5. FLOW CHART
not required
6. DESCRIPTION
The reason for storing and distribution of knowledge documents as specified herein, is the filling
of knowledge documents for re-use, either identical or appropriately adapted.
This information is placed on the DC server to make accessible to all Dorsch employees to improve
the all overs knowledge continuously.
6.1 Contents
The following shall be placed on the server:
Documented knowledge concerning commercial and project aspects with a high probability of re-
use. For example: standard details, standard forms, contract clauses, specifications, text blocks,
recommendations, Lessons learned etc.
6.2 Structure
The server is structured as follows: (P:drive)
shall be used instead as follows:
Admin Departments: For all administrational and department related matters
Business Development: For all prequalifications and proposals
Projects: For all project related documents.

All ongoing Projects are created under this folder by the IT Department, each project structured as
follows:
A Client: From and to Client

B Authorities: From and to Authorities
C 3rd Parties: From and to 3rd Parties (such as neighbors, End Users, etc)
D Consultants: From and to Consultants (such as sub consultants, other involved consultants)
E Contractors: From and to Contractors
F PM: Project Management related documents (such as communication management
plans, schedules, etc.)
G Engineering: All Design and Engineering related documents
Library: Technical library and templates for the company.

Quality
Access rights:
Standard Access Rights are distributed for different user groups (per department and general),
such as Document Controllers, Draftsmen, Architects, Engineers, etc.
In addition a core team for each project with special access rights will be created and assigned
upon request of the Department heads.
6.3 In-put
All employees are requested to provide knowledge documents as described above and
forward them to the personnel responsible for the Library folder.
Since the documents should be re-usable without specific checking, they should be correct
and were ever possible neutral (no company or project names).
The in-put shall be up-dated al least on a yearly basis and deleted were applicable.
6.4 Control
The Responsible Discipline Specialists are responsible to check all documents related to their
technical discipline on a regular basis with regard to technical correctness and actuality and were
necessary initiate changes.
6.5 Out-put
All employees have access.

The knowledge documents shall be checked with regard to their usability and were necessary
shall be adapted to the specific project needs.
Employees / users, who detect incorrect documents or parts thereof, shall inform the
responsible personnel.
6.6 Data base subscription
By means of a personnel data base subscription every user may be informed about new
documents related to pre-determined subjects.
7. ATTACHMENTS
none

Quality
Application / Prequalification Management
1. PURPOSE
Adoption of a uniform approach and consistent decision-making process with regard to

applications and prequalifications under consideration of the company's overall strategy.
RFP = Request for Proposal
Main sphere of responsibility: BD
Responsibilities
M D AD /EM M
1. Company registration C R R R/A
2. Analysis of requirement C I A R
3. Preparation of prequalification
C R I I R/A C
documents
4. Analysis of rejection I R R R/A I
Legend:
FI = Finance
* = as per specified competency HSM = Health & Safety Management

Quality
5. FLOW CHART
1st Information
-Poject announcement through
Company
-x
registration
-y
-z
First
Information
Project
Classification
Checklist
-Scope of work
OP 6.3 Analysis
-Type of services
Marketing of
-Div./dept involved
organisation requirement
-Project location
-Budget / section budget
-Time scale
-Production costs
Examination -Analysis of chances of success
/ approval no
incl. budget
allocation
yes
Application
OP 6.17 Cover letter
Application DC company information
BD Bank certificates, if required
Reference list
Company profile
Tech. CVs, if required
Methodology eg log frame
Request no Company standards (manual, certificates)
for
proposal
yes
OP 7.2 OP 6.9
Proposal Record
preparation Control

Quality
6. DESCRIPTION
Implementation follows the selection of those projects considered to be worthy of pursuing in

accordance with Marketing Organisation/Market Strategy (OP 6.3). In view of the higher
expenditure involved in foreign projects, the GF reserves the right to decide whether or not an
application and subsequent proposal should be prepared using the decision matrix established for
this purpose.
The term "1st information" refers to a formal project annoucement (e.g. published in the
Supplement to the Official Journal of the European Communities), a contact established over the
phone, an oral/written request or piece of information or a personal contact. In each case it is
necessary to record the announcement in writing.
6.1 Company registration
In the international consulting market the submission of an application is often dependenting on

the prior registration of the company with an international financing institute involved. It is
therefore important to decide which registration has to be made with which institute.
6.2 Analysis of requirement
6.2.1 Project classification
The available information is weighted, taking into account a risk assessment and the company's
strategy, its qualification for the job and its current workload. Where more than one department
is affected, the lead responsible department is determined. A coordinator (PM) is nominated.
6.2.2 Analysis of documents
Then a more detailed analysis of the tasks involved, of the likely expenditure and of the chances of
success, follows
It is the General Management which decides whether an application/a proposal is to be prepared -

and hence whether the necessary budget is to be granted.
6.3 Preparation of the application / Prequalification documents
Following the decision to pursue a particular project, the way of the document preparation is
determined (table of contents, list of appendices, project team, schedules and costs).

Quality
The coordinator (PM) is responsible to ensure that the application is prepared in accordance with
the given requirements in respect of format and content and within the given budget.
Responsibility for the final checking of the application prior to issuing stamp with the BD.
6.4 Analysis of rejection
Where an application for short listing is rejected, it is necessary to analyse possible reasons and
discuss these with all concerned parties to provide feedback for the definition of the company's
strategy and avoidance of errors and thus increase the chances of success for future
applications/prequalifications.
7. ATTACHMENTS
none

Quality
Proposal preparation / follow-up Management
1. PURPOSE
Adoption of a uniform approach to the preparation/follow-up of proposals at home and abroad

under consideration of the company's overall strategy and available capacity.
TOR = Terms of Reference; description of scope of work to be tendered for.

CV = Curriculum Vitae; experience record (form may be prescribed by client)
RFP = Request for proposal
Responsibilities
Tasks G H HR HR/ HSM Q
PM DS DC IT FI BD
M D D AD /EM M
1. Proposal preliminaries I R I C
2. Project classification I R/A R
3. Analysis of request for proposal R R/A R/A
4. Proposal organisation R
5. Proposal preparation, technical R/A I C
6. Proposal preparation,
I R/A R
commercial and legal
7. Output control R R/A
8. Proposal follow-up R/A I I
Legend:
FI = Finance
Quality
5. FLOW CHART
OP 7.1
Applications
- Written RFP
Request for - Oral RFP
proposal Put down in writing
/RFP
OP 6.3 - Registration/disrtibution list

Marketing
- Analysis of RFP
Organization
- Analysis of competition
- Analysis of chances of success
Proposal
preliminaries
OP 6.5
Project
Planning
Project
classification
Checklist
- Term of reference / scope of works

Analysis of RFP - Service packages
- Type of service involved departments
- Location of project
- Budget/sectional budget
- Time frame
- Production costs
Reassesme - Service performed by client
Decline no nt proposal -
invitation submission Confirmation of intention to submit a proposal
where required
yes Kick-off meeting

File
- Allocation of tasks
Proposal
- Definition of responsibilities
organization /
- Fixing of deadlines
coordination
- Determination of sectional budget
- Determination of form of proposal

Quality
Preparation of
Obtain input from:
proposal
technical - Head of technical discipline
- Designated Project Manager
Partner
contracts Questions Checklist
- Subject of proposal / project brief

- Description of services
(Scope of works)
Partner Client - Assignment schedules

agreements contracts Site visit - Project organization
- Alternatives
- Approach / methodology
- Attachments
Aprroach /
Methodology
Commercial conditions of contract
- Term of payment
Preparation of - Payment plan
proposal, - Guarantees
commercial - Currency risk
Legal conditions of contract
- Termination
General & - Liability
special - Warranty
conditions of - Insurance coverage
contract - Commentary on contractual terms
Proposal conditions / Contract conditions
- According to actual cost

- According to fee scale
Proposal - Basic/special services
costing - Additional services
- Lump sum proposal
- Ancillary costs
- Material expenses (travel expenses etc.)
- Prescribed forms
2 - Fee adjustment

Quality
OP 6.17
In compliance with stipulations made in
Complitation BD RFP
of proposal Documents
Checklist
- Form and content

- Cover letter
- Services
Review of
no - Assignment schedules
form and
- Commercial bid
Redrafting content of
- Project references
bid
- CVs
- Miscellaneous attachments
- Signatures
- Completeness
- Plausibility
yes
- Server data competences
Copy Submission Registration
Follow-up
Rejection
- Identification of causes
- Lessons learned
- Information / consequences
Analysis - CIP Continuous Improvement
Process
OP 6.9 OP 7.3 OP 6.3

Record Contract Marketing
Control preparation organization

Quality
6. DESCRIPTION
General
Proposal preparation at home and abroad differs, depending on the requirements of the
client/financing institute concerned. The selection of projects considered worthy of pursuing is
carried out in accordance with Marketing Organisation (OP 6.3) or, where appropriate, the
preceding application (OP 7.1).
6.1 Proposal preliminaries
This step refers to the registration and distribution of the request for proposal (TOR, specimen
contracts, supplementary conditions but also information concerning an oral request for
proposal), in addition to an initial appraisal of the documents and formulation of ideas regarding
proposal preparation.
6.2 Project classification
Where more than one division or department is affected, the lead division or department is
determined and the proposal coordinator (PL) nominated.
6.3 Analysis of Terms of Reference (TOR)
The request for proposal has to be analysed with regard to the probable competition, chances of
success, services, personnel and costs.
In the case of domestic projects the BL decides whether, on the basis of this analysis, a proposal
should in fact be prepared.
In the case of foreign proposals the decision matrix filled out for the original application has to be
reviewed and, where necessary, revised before being submitted to the GF for a decision on
whether or not to proceed.
Requests for proposal which have not been preceded by an application also require approval by
the GF in accordance with the decision matrix + Checklist Project Selection (Attachment 1).
6.4 Proposal organisation and coordination
As a rule the duties and tasks of the members of a proposal team are defined at a kick-off
meeting. The proposal coordinator (PL) is responsible for the proper preparation and completion
of the proposal on time and within the given budget. In the case of foreign proposals, adherence
to the budget is also monitored by the GF.
6.5 Proposal preparation, technical

Quality
The preparation of a proposal entails, among others, the following steps:
Confirmation of intention to submit a proposal (where required)

Catalogue of questions: covers all internal and external questions which the PL requires in
order to prepare a proposal
Partner contacts, where required (subcontractors, JV, etc.)
Partner agreements, where required
Site visit
Client contacts
Approach
Description of services
Scheduling
Personnel planning
Methodology together with corresponding Checklist
Attachments
6.6 Proposal preparation, commercial
This includes the following:
Basis for costing

Proposal costing
Material expenses (travel expenses, etc.)
other costs
Currency risk coverage (Hermes)
Turnover tax, etc.
General and Special Conditions of Contract
legal conditions of contract
Proposal preparation, commercial
Attachments
6.7 Filing/Archiving of foreign proposals
Upon the submission of a proposal at least 1 (one) complete, bound copy has to be kept on file.
Filing is looked after by the ZIP, which is provided with an extra archive (room 122, 1st floor,
Hansastr. 20) for this purpose by the three corporate divisions.
Proposals are filed strictly according to their date of submission - in time intervals of one quarter
(e.g. Ist quarter 1998, IInd quarter 1998, etc.). The individual files containing the copies are
labelled on the outside according to this system of classification. This permits anyone who only

Quality
knows the date of submission of a particular proposal to locate the copy which he/she is looking
for fairly quickly.
In addition each volume is allocated a number which complies exactly with the number on the
corresponding decision matrix (in accordance with OP No. 7.1 and WI 7.1.1), thus further
enhancing the transparency and comprehensibility of this marketing instrument.
To facilitate even faster orientation, a control loop is established with the database
Marketing Information: Lists of Prequalifications, Proposals and Projects -
INTERNATIONAL by finally adding an "A" (for archived) in the field where the same
number is entered anyway as part of the on-going business development statistics - i.e.
each user of the database, accessible via the Intranet, is able to ascertain whether a copy
has been filed without leaving his workstation and thus decide whether it is worth making
the trip to the archive at all.
Moreover, all targeted applications and prequalifications, where approved by the GF, are
numbered and archived in the same manner. As a result it may well be that the same number is
found on several copies: prequalification, technical proposal (maybe volumes 1 and 2 as well) and
financial proposal. However, the important thing is that the documents produced in each step
throughout the business development process are given a uniform number from beginning to end.
6.8 Proposal follow-up
Responsibility for proposal follow-up rests with the proposal coordinator, who should, where
permissible, maintain regular contact with the prospective client with a view to sounding him out
about the reasons for his ultimate decision (lessons learnt). All those involved in the proposal
preparation process should be informed of the outcome, possibly supplemented by
recommendations for the prevention of errors in the future.
7. ATTACHMENTS
none

Quality
Contract Preparation Management
1. PURPOSE
Definition of Contract preparation
not required
Main sphere of responsibility: GM & DS
Responsibilities
Tasks G HR P HR/ HSM Q
HD DS DC IT FI BD
M D M AD /EM M
1. Allocation of contract
I R R/A I
coordination
2. Proposal analysis R R I
3. Contract preparation R R/A
3.1 Project information and contract
A R I
scope
3.2 Technical specification and scope I A R/A I C
3.3 Commercial contract conditions C A R I
3.4 Legal contract conditions C R R R
4. Contract negotiations C A R
5. Contract award C R/A I I C
6. Central contract administration
R R/A I I
(originals)
Legend:
FI = Finance

Quality
Contract Preparation Management
5. FLOW CHART
OP 7.2
Proposal preparation/
follow up
Contract coordination / Offer analysis

- definition of responsibility
- offer calculation
Contract OP 6.5 - contract draft
coordination Project - conversation notices
proposal analysis Planning - protocol of contract negotiations
- internal involvement sheet
Contract preparation
Project informations and contract scope
Preparation of - client-contract language
contract - placing of orders to subcontractors
documents - validity of the contract
- scope of services
Technical service description / specification
- scope of services
- basic / special services
Contract and - special requests - limitations
explanation Commercial conditions
to client - dow n payments - payment schedule
- bonds - payment method
- contract calculation - escalation clause
- tax situation in project country
Legal conditions
- remarks from a legal point of view
- general contract conditions
- special contract conditions
(cancellation/liability/guarantee/court
jurisdiction/insurances)
Contract negotiations Refusal - counter signatures / contract
Contract negotiations
- technical/commercial negotiations concept
- negotiations margin
- protocol of negotiations
Analysis
Contract Analysis/ - project review
aw ard information - consequences, lessons learned
OP 6.3 Central contract administration (originals)

Standard Marketing by Controlling department
project flow s Organisation
6 & 7. DESCRIPTION & ATTACHMENTS
none

Quality
Invoicing Management
1. PURPOSE
Regulation of a uniform procedure and steps in connection with the preparation and follow-up of
invoices
not required
Responsibilities
Tasks G HR D HR/ B HSM Q
HD PM DS IT FI
M D C AD D /EM M
1. Checking of payment conditions R R A
2. Performance check with client R R/A I
3. Invoice preparation / control /
C R/A C I
dispatch to client
4. Control of payment entry C R/A R
5. Internal distribution I R R
6. Reminder to client R I R/A
Further follow up and legal
7. I R R/A R I I C
measures
Legend:
FI = Finance

Quality
5. FLOW CHART
Standard
Project
Execution
Performance
check with
Client
Payment conditions
-payment plan
Checking
-interim payments
of payment
conditions -final payment
Preparation/control and dispatch

-agreed format
Invoice -legal requirements
preparation / -internal regulations
control / -booking of invoice
dispatch to
client
, yes Paymeny no Reminder no Definition of

Partial
entry until client new payment
payment
due date date
Conformity payment date

yes yes -legal code
-payment plan
Reminders
1- 3
Reminders
-decision PM
-reminder preparation by AC
according to agreed formates

Quality
Paymeny
yes Entry
no
Elaboration of technical / commercial

Further follow documents for court case
up & legal
measures GM to follow up with client and decide
on measures
Judgement
about
yes justification
of invoice
no
Internal distribution
-distribution key
Internal Deletion of -payment booking
Distribution claim
6. DESCRIPTION
none
7. ATTACHMENTS
none

Quality
Change Management Management
1. PURPOSE
Definition of an orderly management of changes to the contract with the aim of supplement
approval.
not required
Responsibilities
Tasks G HR D HR/ B HSM Q
HD PM DS IT FI
M D C AD D /EM M
1. Contract administration I R R/A
2. Definition of reasons for change/
I R/A R C
preparation of proposals
3. Discussion with client I R/A R C
4. Preparation supplement offer I R R/A
5. Supplement negotiations I R/A R I
6. Order/supplement I R R I
7. Project calculation/amendment I R/A R/A
Legend:
FI = Finance

Quality
5. FLOW CHART
Contract Administration
Contract -service description
administration -delay
technical and -service level as indicator
commercial -expecting change
conditions -additional services
-special services
Definition change reasons

Definition -customer request
of change -authority conditions
reasons -change in use
-users requirement
-technical feasibility
Working on solutions proposals

Preparation of -technical variants
proposals -fee
discussion -construction costs
with client -time
-quality
-optional costs
OP 7.2
Proposal
Preparation of preparation
amendment
offer
no
Checking by
client
yes
Amendment Rejection/
no negotiations resubmission
requested by
client
Supplement negotiations
-negotiations concept
yes yes -negotiations scope/limit
-protocol of negotiations

Quality
Supplement
OP 7.6 -services rendered only after written agreement

No execution of Approved Claim or
supplement supplement management -consent of management
-project calculation /amendment

Standard flow
of services * *Standard flow of services including contract
preparation and amendment
6. DESCRIPTION
none
7. ATTACHMENTS
none

Quality
Claims Management Management
1. PURPOSE
Definition of an orderly management of claims.
Claim: Preparation and procurement of entitled supplements from contract partners.
Main sphere of responsibility: PM & HD
Responsibilities
M D AD /EM M
1. Receiving of the refusal of an
I R
entitled claim
2. Preparation of technical and
C C R/A I
commercial subjects
3. Claim formulation I R A R/A I
4. Project calculation/amendment I R/A R
Legend:
FI = Finance

Quality
Claims Management Management
5. FLOW CHART
OP 7.5
Change
Managemt
Refusal of
entitled claims
by client
Analysis of Technical and commercial facts supplement claim

technical and formulation
commercial -analysis of the refusal of claim
facts/ -contract change
supplement/clai -scope of services
m preparation -meeting reports
-customer wishes / requests / user wishes / requests
-authority conditions
-correspondence
Claim
-including legal matters
submission
-drawing up the claim basics
Client
reaction Modification
by client
Claim negotiations
Client -negotiation concept
negotiation -negotiation scope
ok -negotiation minutes
Claim Involvement
agreement / of
settlement laws
OP 7.4
Invoicing

Quality
Project Management Management
1. PURPOSE
Planning, execution, monitoring, control and closing of project stages of design and supervision
with the aim of reaching the project objectives
PMM = Project management Manual (For construction supervision / design)
Responsibilities
Tasks G H HR/ HSM Q
HRD PM DS DC IT FI BD
M D AD /EM M
1. Project initiation I R R/A
2. Project planning C R/A
3. Preparation for execution C R/A C
4. Project monitoring & control R/A C
5. Project close out C R/A I
Legend:
FI = Finance

Quality
5. FLOW CHART
Project Management (see Manual)

General -overall coordination
Project
overview / -organisation (resources, procurement)
Managem-
services and -scope
ent manuels
works -quality
-costs
-time
-risk management
OP 6.5 Project initiation

Project
Project -project parties -cost frame
initiation
Planning -project organization -quality management
-work break down structure -reporting
-interface definition -project manual
-document management -subcontractor
contracts
-general project schedule
Project
planning
Project Planning
-detailed design schedule
-investment/operations, cost planning and control
-updating and control of cost and schedule
-quality standard definition and control
-change management
-detailed schedule of construction
OP 7.14
Project -tender procedure
Mobiliza-
execution -controling and updating quality, cost and schedule
tion
-planning of risk management execution
Project Monitoring & Control

Project -quality assurance
monitoring -control and update of quality, cost and schedule
and control -change management/-defense
-monitoring and controling of risks
Project close out

-collaboration on handing over / receiving final
cost account and handing over of documentation
Project
OP 6.5 -project analysis
close out Project -project close out reports
Planning -lessons learned

Quality
6. DESCRIPTION
Reference to Project Management Manuals

For construction supervision
For design (to be completed)
References 1 Project Management Manual Construction Supervision

Quality
Expert Opinion / Studies Management
1. PURPOSE
Regulation for an orderly performance of expert opinions and studies.
CL = Client
TD = Technical Disciplines
Main sphere of responsibility: PM & BD
Responsibilities
M D AD /EM M
1. Project initiation and planning I R/A R
2. Performance of Expert
R R C
Opinion/Study
3. Checking and Release R/A I A C
4. Project Close-out A I I I
Legend:
FI = Finance

Quality
5. FLOW CHART
OP 7.3
Contract
Preparation
Contract
signatures
Contract review
-agreement of offer and contract
-accurate definition of the tasks
Review of -number of meetings
contract / -definition of clients services
proposal/ca -definition of the exactness of investigation
lculation -definition of deliverables
Project planning
-establishment of job specification and definition of
OP 6.5 work objectives
Project
planning Project -personnel assignment plan internal/external
planning -schedules
-definition work methodology, software, layout plans
-specifications for investigations, measurements
-preparation of concept
Performance -client agreement
OP 6.5
of expert -examination of basic data, regulations, laws, rules,
Project
opinions/ standards, guidelines
planning
studies -internal project calculation
Performance of expert opinion

-examine products provided by the client
-acquisition supporting documents
Verification of -carry out measurements, investigations
concept/meth OP 7.5
Change -site visits
odology/timet
able/calculati managemt -examination and incorporation of contributions
on /invoicing -interdisciplinary coordination
-documentations of services
-data documentation
-checking/documentation interim results
-interdisciplinary check
-formal transmission of interim results to other
technical parties
-internal project meeting
-external project conference with client
Review
OP 6.6
and Checklist
Document
release -complete/correct final report/drawings
control
-review

Quality
Presentation of results
Presentation
-final draft version
of results to
-attachments
Client
-PowerPoint presentations
-3D designs, etc
Editorial OP 7.5 Revision

revision Change -incorporation of changes
managemt -typing and editing / schedule
-final review
-copying, printing
Handing over
/ to client Submittal
submittals -document transmittal sheet
-cover letter
-distribution list
Project OP 6.5
Project
Close out planning
OP 6.9
Filing /
Archiving
6. DESCRIPTION
none
7. ATTACHMENTS
none

Quality
Engineering / Design Management
1. PURPOSE
Rules for the orderly preparation of basic investigations, preliminary design, and Client
approval/Authorities no objection certificate.
none
Responsibilities
M D AD /EM M
1. Project organization I R A I
2. Setting and coordination of
R A
design
3. Integration and coordination of
R A
other participants' contributions
4. Determination of design with all
R A C
the necessary attachments
5. Review and release I R A I C
Legend:
FI = Finance

Quality
5. FLOW CHART
5.1 Data Collection / Design Input
OP 7.3
Contract
Preparation
Contract review
Contract OP 6.5 -contract services
acceptance Project -interpretation of clients requirements
Planning
Work preparation
-contract calculation
-project information to CIP
-project organization
Checking -work break down structure
OP 7.5
scope of Change mgmt -project phasing
work / -milestone schedule
requirements -project guideline
-local meeting
-participants
Site inspection / -inform client
Project planning -data checklist
OP 6.14
Internal
services Demand for data:
Data collection -inventory -structural physics
from client -user data -space allocation plans
-type of use -climate data
OP 6.19 -survey net -land register plans
Procurement of -protected areas -land use
eng. services -legal matters -master plan data
Coordination of
technical
subjects Collection
-official drawings and maps
-inventory plans -data
-services/land register -user concept
-surveyor documents
Checking of OP 6.14
the necessary Internal Internal service / resources:
basics & services -relevant guidelines
resources -required measuring instruments
-software/hardware needs
-form, sheet, templates
-technical procedures
-administrative procedures
Compilation OP 6.10 -legal requirements including HSE
design basics review of -comparable projects / service
and agreement documents
with client

Quality
5.2 Concept / Preliminary Design
1
Work preparation
OP 6.5 -checking of the contract services
Project -project organization
Planning -work break down structure
-kick of meeting
-introduction of the project / kick off
-team / staff planning
Design OP 7.7 -planning of resources
Project
planning -other conditions
Mgmt
-project calculation
-updating of the project information
OP 6.5 -contract deadlines
Project Project -project guideline
organization / Planning
determination CAD service
of working -software coordination with client + project participants
methods -presentation of printing and copying procedures / to be
OP 6.7 coordinated with client and all
CAD service
Output preparation of a preliminary / concept report
Preparing of a -aacording to the laws and regulations
preliminary / -preprint/draft to the specialist planner
concept design -design coordination and integration of contribution
from others
Investigation of
alternative
solutions
Evaluation / assessment of alternatives
-technical criteria
-function / use
Evaluations / -quality
assessment of -costs
alternatives -environment
-deadlines
-targets / objectives
Participation of Explanation of the alternative
the client / Presentation
of the -client
selection of -user
optimal alternatives
-financial institute
alternative -public
-concerned parties
Final Alternatives
preparation of -drawings
the selected -determination of scales
alternatives -formal requirements
documents -written project report
-calculations
-respectation of legal requirements and standards
2

Quality
Coordination of
technical
design
Quantities and cost estimation

OP 7.10 according to the project type
Quantities Cost cost structure and components
and cost Planning
estimation
Summary of the results

-design report
Compilation -planning documents
of results -calculations
-justifications
-quality control
Checking of legal regulations for approval

Presentation of
the preliminary -client / user
-authorities
design report
to the client -public intersts / concern
Coordination of the project concept

-determination of the tender procedure
Clients OP 7.5
acceptanc Change
Approval of the project phases by client
e / release manageme
no t -follow up / corrective measures
-modifications
-additional services
yes OP 6.10 -effects to the deadlines
Review of -incorporation of modifications
documents -consequences to contract
Final -phase release
editing
OP 6.6
Document
control
OP 6.59
Submittal Record
control

Quality
5.3 Detailed Design
Preliminary
Design
Acceptance
of design
contract
Receiving of the preliminary design documents

-cost estimate
Control of Required -examination of alternative solutions
preliminary improvement -completeness / logics of the preliminary design
design / changes -client approval
-additional requirements
Construction law
Negotiations -land use plan
with -construction law / legal orders
authorities for -official site plan
autorisations / -protection of monuments, archeological founds
building permit -clarification of the legal situation / basis
OP 6.5 -required examinations / explorations
Project
planning Project planning
Project
-organizational rules
organization &
-organization chart (of all participants)
determination
-project calculation
of the work
-personnel planning / deadlines (for all participants)
methods OP 6.7 -software /CAD accordance with the client and all
CAD participants
service
-project guideline
Contribution of others
Coordinations OP 6.19 -soil investigation, survey
/ integration Procurement -environment (ground, water, air, noice)
contribution of of eng. services
-landscaping
others -electrical / mechanical
-structural design
-noice protection measures, vibrations
-estimation
-hydrology
-fire protection
-operator / user
4 -others

Quality
-preprint to specialists and client the following

Preparation information:
of design site actual situation, external development, basic
dimensions
-examination and consideration of clients

Examination
additional requirements
of
contributions
-quality assurance of subcontractors / planner
from others
Design
Design -examination of the srvices
OP 6.10 -elaboration of design services
Review of -coordination of contribution of others
documents
-integrations of specialised participants,
explanation report
-cost calculation with integration of cost
Cost OP 7.10 informations of others
calculation Cost -drawing up of final solutions
planning -determination of all supply networks
-calculation and dimensioning of equipment
-cost calculation
-construction schedule
Negotiations
with
OP 6.6 Coordination
authoroties /
Document -determination of the budget
design
control -user requirements
coordinations
-concerned public/authorities
with client
and others
Examinations of drawing and documents

-additional service requested
yes -modifications, coordinated
Design
-contract legal requirements
check /
amendmen -completeness
ts -feasibility
-utility
-comparative of costs / explanations of deviations
-authorisation for approval
no
-conformity to the preliminary design
-quality control

Quality
5 Compilation of all design documents

-design drawings from all parties
-design report
-cost calculation
-technical calculation / subject specialists
Compilation
no -document for
of design
-client / user
documents
-permit application
-project specific requirements
OP 7.11
Design
Review
OP 6.10
Review of
documents
Design approval by client
-amendments
-clients changes
Handing over -additional services
OP 6.9
design report Record -consequences on cost / schedule
to client control -consequences on contract
OP 6.6
Document
control

Quality
5.4 Preparation of permit documents

-design approval by client
6 -design changes
-corrective measures
-checking of contract services
-timely / coordination of contents, form/approval period
with permit authorities
Receiving /
-application forms and documents for permit procedure
review of
-application form for building permit
design
-design documents for client/user and for authorities
according to building law and other regulations
-site plan / oficila document
-drawings/description
Preparation
-structural stability
of permit
-thermal, noice and civil defence documents
documents
-drainage documents
-sewerage design
-landscaping design
-HSE requirements
Preparation / OP 6.6
coordination Document Industrial plants:
and approval control -according to environment protection laws
by client
Infrastructure:
-design approval regulations
-land owners/puchase list
Application -list of structures
for approval / File -noice protection measures
permit copy -hydrological measures
documents -landscaping / environment
-neighbourhood participation
OP 6.6 Formalities
Public Document -client participation
relations control
-support by client
-cooperation of subject specialist
Authorities Building Public realtion

approval permit -participation in meetings of public / authorities
Approval documents / permit

-document amendment according to authoroties
requests (design, structural, environment, landscaping
OP 7.12 OP 6.9
preparation construction procedure)
Record
of tender
control
-to subject specialists
documents -to construction supervision
Clients approval
-obtain clients approval of our services
6. DESCRIPTION
7. ATTACHMENTS
Attachment1 Check List For Engineering Design Competency

Quality
Cost Planning Management
1. PURPOSE
Presentation of the chronological steps of the cost planning and control during the project phases.
none
Main sphere of responsibility: PM & HD
Responsibilities
M D AD /EM M
1. Cost planning I R R/A A F
2. Cost control I R R/A A F
Legend:
FI = Finance

Quality
5. FLOW CHART
Steps of the cost planning and control investment costs / operating cost
Project Phase
based on cost components
Budgeted cost Project development

(estimate)
- Pre-budget preparation
- Rentability check
Cost estimate
20% Preliminary design
based on project type
- Cost control by comparison of
- Cost estimation and budgeted
cost estimation (where
applicable)
Cost estimate 10%
based on project
Design
components
Budget / - Cost control by comparison of

plan - 2nd and 1st cost estimates
Cost estimate
based on priced Preparation of tender
Disbursement quantities documents
/ cash flow
plan - Determination of comparative
costs
cost estimate based on cost
components and estimate
based on quantities
Final cost calculation
based on tender prices Contract award

1 final estimate and cost
calculation

Quality
Final cost calculation
- performance check
Contracts / - examination of reception of
orders / goods and service
supplements - quantities/scope changes
- measurement check
- examination of invoices
Contract - confirmation of receipt of
amendments payment
- cost to completion
Forcast / Supervision of construction /

budget to project close out
completion
- Cost control by examination of

the performance invoice of the
constructor compared to the
prices fixed in the contract and
in the estimate
Final construction
statement
0%
Project control / liability period

Building and operation / facility management
cost / benefit analysis
6. DESCRIPTION
none
7. ATTACHMENTS
none

Quality
Design Review Management
1. PURPOSE
Regulation for the review of design services at any stage ( eg. review of detailed design, review of
shop drawings etc). Rules for the orderly development of the preliminary design to preparation of
detailed design, calculations and client approval.
none
Main sphere of responsibility:HD
Responsibilities
M D AD /EM M
1. Examination/inspection of design
R R A
and plan approval design
2. Project organisation and
determination of working I R R I
methods
3. Integration and coordination of
I R R A I
third parties involved in design
4. Examination of contributions
R A
provided
5. Preparation of documents for
R A A C
execution
6. Examination/release for
I R A A C
execution of work
Legend:
FI = Finance

Quality
5. FLOW CHART
Engi./design
(internal or
by 3rd party)
Contract Contract type / tender procedure

acceptance -contractor design and build
review -usual construction contract lumpsom or remeasures
(main contractor doing shop drawings)
Document review
-incorporation of permit requirements
Review of -incorporation of clients changes if applicable
Issue Corrective
design and -clients approval as basis for detailed design
instruction measures
memo permit -review according to internal procedure or project
documents procedure if applicable
Project planning
OP 6.5 -check of contractual services
Project -determination of degree of detail
Project Planning -organization chart
organization -personal assignment schedule / deadlines
and -coordination of computerized / CAD services with client
determination and other project parties
of the working -preparation plan list
OP 6.7
methods CAD
service
Coordination of contributions of subject specialists

Coordination / -soil investigations, surveying
integration of OP 6.19
Procuremen -environment
contributions t of eng. -technical equipment, fire protection
from subject services -structural design
specialist -noice protection / vibrations
-Electrical and mechanical engineering
-hydrological engineering
Preparation of
comments on Comments:
design -on reviewed design or shop drawings
Review of
contributio -quality assurance of sub-consultants
ns by
others

Quality
1
Preparation of review documents
-evaluation of all contributions required
(for construction contracts)
-drawings and calculations
-detailed drawings, layout plans, sections, elevations, etc
Preparation -reinforcement drawings
of design -detailed design for technical equipment
review report -details for construction / superstructure and finishing
-site and topography
-special area design
-cross sections
-schedules, methods, statements
-detailed finishes instructions / space allocation plans
OP 6.5 Coordination with client

Coordination
Document -incorporation of the results
with client control -alternatives
-special constructions
Compilation -drawings check

of all reviews -document control
documents -quality control
Checking and
release for Distribution
File
necessary -client
copy
action -subject specialist
-construction company
-resident engineer / site supervisor
Continuation /
OP 6.9 Clients approval
completion
Record -obtain clients approval of our services
during
control
construction
OP 7.12 OP 7.15
Preparation of Mobilization
tender
documents

Quality
Preparation of Tender Documents Management
1. PURPOSE
Regulation for the orderly preparation of Tender documents.
FIDIC = Federation Internationale des Ingenieurs Conseils

(International Federation of Consulting Engineers)
Responsibilities
HD PM DS IT FI BD
M D C AD /EM M
1. Bills of quantities R R R/A
2. Preparation of
I R R/A A C
specifications/tender documents
- coordination with client
- compilation of documents
Legend:
FI = Finance

Quality
5. FLOW CHART
Tender coordination
OP 7.9 OP 7.11
Engineerin Design -to be approved by Head of Contract Dept.
g / Design Review (procedures and documents)
Review of required steps in accordance with

Review of -procurement regulations
required -project management manual
steps -tender and award procedure
-type of contract
In agreement with client / type of tender

Decision on
-tenders with selected prequalified contractors only
type of
-open tender
tender
-public tender
Decision on Decision on tendering method

tendering -specification and bills of quantities
method -functional specification & drawings without BOQs
Definition of materials
Decision Contributions
-definition of quality standards
on / subject
-type of materials, listing and structure
materials specialists
-material deliverys schedule
-procurement
Contributions Quantity surveying

Quantity / subject -definition of status of design as basis
surveying specialists -design basis /appropriate scale
-spot checking, control of interphases
-plausibility check adherence to construction
sections
-comparison with similar projects
-functional specifications and tendering without
quantities
Review of -plausibility check and control of completeness
design and -quantity control following construction sequence
permit
documents

Quality
Determination Contract conditions

of the -special and additional conditions
contract -general contract conditions
conditions -site installation / organization
with client -construction schedule / constraints
-determination of contractors obligations to deliver
schedule and cost data
Tender
document
general Data
conditions, processi
specifications ng Supervision by Tender coordinator
BOQs
/drawings
Preparation of specification according to

Contributions
-master specification
Preparation of of subject
-control plan
specifications specialists
-contract conditions as agreed / as required
-preparation of individual specifications
-feasibility check
-coordination of interphases
Review OP 6.10
no of tender document
document review
s
yes
Scope of work and services

Scope of -list of works and services
services and -specifications
works / -technical sections
definition and -tender packages
agreement Contents
with client -bidders list
-construction companies
-manufactures
Coordination -service providers
of tender Contributions -suppliers
documents of subject
with subject specialists
specialists

Quality
Determination -provisional construction device

of main -procedure for checking and approval
construction
phases with
client
-standard procedures and forms to be

Compiling of attached to tender documents
the tender -PM cross check
documents
OP 6.10
-approval by Tender coordinator
Release to PM review of
documents
File
Release to copy
Client
OP 7.13 OP 6.9
assistance Record
in award control
of contract
6. DESCRIPTION
none
7. ATTACHMENTS
none

Quality
Assistance in Award of Contract Management
1. PURPOSE
Regulation for the orderly evaluation of the offer and assistance in contract award.
FIDIC = Federation Internationale des Ingenieurs Conseils

(International Federation of Consulting Engineers)
Responsibilities
HD PM DS IT FI BD
M D C AD /EM M
1. Evaluation of the offers R R R/A C
2. Preparation of award R R R/A
- Elboration of price list,
recommend ation for award
- Negotiations with bidders
- Cost estimate
- Placing of order / award
Legend:
FI = Finance

Quality
5. FLOW CHART
OP 7.12
Preparation
of tender
docs.
Examination of
the necessary
work steps
Compilation of
tender docs. For
all works and
services
Preparation of
notes for
publication
(if necessary)
-type of delivery
Compiling of all Contributions of -bidders list / address
inquiry / tender all participants / -number of bidders
documents disciplines -reasonable tender periods
Procurement
of offers
Opening -minutes
of the offers
Examination of the offers

-completeness
Examination Participation of
-demand for missing documents
of the offers other
participants /
disciplines

Quality
Technical Evaluation of the offers

evaluation of -examination of special / alternative proposal
the offers and -weighting of technical criteria
ranking
Preparation of the price list comparison
-software specification
Preparation of
Final ranking
price
-defenition of technical . financial weightages
comparison and
final ranking of
the offers
Presentation to
client
Minutes
Bidder inviatation
Bidder -determination of the bidders for contract
inviatation / negotiations
contract -checklists
negoatiation -minutes
Cooperation
Evaluation /
with other -minutes
recomendation
participants /
to client
disciplines
Presentation to
client
Minutes
Cost estimate Cooperation

based on the with other
prices of the participants /
offers disciplines

Quality
Presentation to
client
Minutes
Assistance in OP 6.9
award of Record
contract control
Preparation of change orders

Preparation of -examination
change orders -explanation
for modified /
OP 6.10
add. Works, Compilation of negotiated contract additions
Review of
compilation of -documentation of negotiated modifications
docs.
negotiated and contract conditions
contract
additions
Contract award
Contract award --letter of award / construction contract
by client -performance description / bills of quantitives
-specification
-drawings
-lists / schedules
Final set of
contract
documents for OP 6.9
the supervision Record
of the control
construction
works
OP 7.14
Mobilizati
on

Quality
Mobilization / Construction Preliminaries Management
1. PURPOSE
Examination of the pre-conditions for construction execution for the purpose of an undistrubed
construction preparation and start of construction.
BOQ = Bills of Quantities
Responsibilities
HD PM DC IT FI BD
M D S AD /EM M
1. Project planning, organisation
R/A I
and personnel assignment
2. Taking over and evaluation of
R/A
documents
3. Contact and agreement of scope
of services with third parties on I R/A I C
site
4. Examination of local conditions R/A C
5. Other regulations for
R/A I C
construction
Legend:
FI = Finance

Quality
5. FLOW CHART Project planning / organization

- check construction contract/ single contracts/ general
OP 7.13 OP 7.9 contract/functional specs.
Assistance in Engineering / - definition personnel demand
award of design - definition of responsibilities, competencies and authorities
contract - clarification necessity site office, if applicable: procurement
- clarification necessity of installations for health and safety
protection
- supply of necessary regulations, rules, etc.
Project planning / - prepare and check project calculation
organization / OP 6.5
personnel planning Project
(for engineering planning
services)
Take-over / evaluation
- awarding letter
Request for Taking-over and - contract BOQ / construction contract (incl. attachments,
additional evaluation of
affected regulations, contract conditions)
documents / documents for
clarification of construction - construction permit / urban plan approval
inconsistencies execution - detail design drawings approved for construction
Contract
- completeness/interfaces
Conclusive - correspondence with construction contract and further
no ness /
conditions
completen
ess
- feasibility (construction methodology)
- cost and time frame
- up-date / version
yes
Contacts and agreement of scope of services
- design team, state structural engineer, consultants,
Contacts and material testing institutes, project controller, contractors
agreement of scope
supervisor and project manager
and responsibilities
- traffic department (authority), police
- public works department, roads department, municipal
authorities, water department, environmental department,
and other affected authorities
- supply authorities/companies
Clarification Statement /
- state inspectorate, professional control authorities
with client or examination of local
conditions
- publication/declaration of client/start of construction
third parties
- Information for residents, client, operator
- documentation of evidence
Examination of local conditions in correspondence with

requirements
Start of - infrastructure, logistic pre-requisits (connections, access
no construction roads, supply + discharge areas, site installations, storage,
(undisturbe offices)
d) - public traffic
- survey bench marks
yes - simultaneous works
- facts affecting residents
1

Quality
Other regulations
Other
- drawing distribution
regulations
for construction - plan approval
- documentation of evidence
- handing-over
- inspection and acceptance
- operators requirements
OP 7.15 - installations for health and safety
Construction
supervision
6. DESCRIPTION
none
7. ATTACHMENTS
none

Quality
Construction Supervision Management
1. PURPOSE
Regulation of the orderly supervision of construction in accordance with the construction permit,
the construction contract and other authority approvals and the current technical practices.
ITP = Inspection and Testing Plan

Responsibilities
Tasks G HR HR/ HSM/
HD PM DS DC IT FI BD QM
M D AD EM
1. Preparatory agreements with client,
firms, and third parties involved in the I R/A I I I I
project
2. Agreement of intensity and first
R R/A
monitoring and control (ITP)
3 Monitoring of contractors purchasing
R/A C
process
4 Continuous supervision of
R/A C R/A
construction
5 Measurement and accounting, invoice
control, change orders, cost R/A C I
establishment
6 Statement of services, acceptance,
I R/A C R/A
commissioning, handing over
Legend:
FI = Finance

Quality
5. FLOW CHART
Request of documents from contractor
- site installation plan
OP 7.14 - construction schedule
Mobilization - subcontractor specification
- guarantees, calculation, declaration of start of
construction
- declaration of responsibilities (chief site supervisor,
security engineer, design engineers etc.)
Preparatory
agreements with Handover of documents to contractor
client, contractor(s) - drawings
and third parties - contract documents (bills of quantities and specifications
involved in the etc.)
project / - site plan
1st site meeting / - survey points / bench marks
kick-off-meeting
Agreement on further regulations
- procedure of drawing control and drawing approval
- integration of experts (soil, quality, costs, time schedule)
- accounting and invoicing
- reporting (daily reports, site diary, minutes,
documentation construction process, time schedule,
costs)
- documentation before/after - evidence
- minutes of site meetings
- presentation of shop drawings
- examination of equipment and facilities to be integrated
- coordination of construction inspectors
- review of contractors quality and safety plan / procedures
for accordance with requirements
- participation in /creation of time schedule
- type of monitoring and control depending on type of
Agreement of
intensity and kind of engineering contract, kind of construction contract (single
monitoring and trade contracts, general contractor contract, awarding on
control basis of functional specifications)
Requirements and orders

- delivery acceptance / check
- monitoring of own and other testing as well as inspections
Monitor contractors - preparation/coordination/monitoring of ITP for quality
purchasing assurance
procedure
- detailing of ITP according to engineering and
construction contract
Construction supervision
- according to requirements of engineering contract
Continuous
inspection, testing
- quality, cost, schedule
and supervision of - site diary (if required)
construction - detection and follow up of non conformities, changes and
variations in case of alterations and variations
- implementation of corrective actions
- integration of requests by client, contractor and users
- security on construction site
1 - compliance with technical standards construction , HSE
standards and contract regulations

Quality
- quantity surveying, recording of data (drawings, local re-

1 measurement) according to requirements of engineering
and construction contract
- check of measurements based on construction contract

Measurement and
invoice control, - control of invoice documentation, data, and quantities
accounting, variation status
orders, cost - monitoring of accounts/payment plan, progress
establishment - invoice check and approval
progress reporting - check of variation orders/technical necessity / amount
compiling and handing over of construction records
- timely examination of statement of performance

- preparation and collecting of necessary documents
Commissioning, - preparation of handover schedules / coordination with
handing over
parties affected
Acceptance
- carry out of partial inspection (if necessary)
- find inspection for provisional acceptance
- listing of deficiencies, agreement on rehabilitation
deadline
- supervision/control rectification of deficiencies
- integration of client / contractors / operators
- application for authority approval supervision of

Award, application for authority approval
Project - preparation of list of warranties
documentat
finalization
ion, project
control Project finalization
- post calculation
- project analysis
- close out report
- lessons learned
OP 7.16
Documentatio
n and project Clients evaluation
control - obtain clients evaluation of our services
6. DESCRIPTION
none
7. ATTACHMENTS
none

Quality
Defects and Liability period Management
1. PURPOSE
Monitoring and steering of the propoer conduction of services during defects and liability period
none
Responsibilities
Tasks G HR HR/ HSM
HD PM DS DC IT FI BD QM
M D AD /EM
1. Documentation R
1.1 Fixing scope and structure R R
1.2 Collecting data and check for
R/A C
completeness
1.3 Compilation and forwarding to
R/A C
Client
2. Project control R/A
2.1 Preparations R
2.2 Site visit and recording of
R R/A
deficiencies
2.3 Finalising works R C
Legend:
FI = Finance

Quality
5. FLOW CHART
5.1 Project Control
OP 7.15
Construction
supervision
Preparations
- check scope of work
OP 6.5
Planning - review acceptance certificates
Project
- attention to warranty obligations and periods
Planning
- fixing site visit with client
- notification to relevant participants
Site visit
Site visit / record - list of participants
of deficiencies - recording of deficiencies occurring within warranty period
- amendment to list of warranties
- documentation of deficiencies (on site, photographs, etc.)
Order for non-

conformance Monitoring rectification of non-conformances
rectification - punch-list
Finalizing works
Follow up - site visit minutes
rectification works - status report on non-conformances
complete - update schedule for remaining rectification and second
site visit
Agreement with Client

Agreement - rectification of non-conformances
no - confirmation of rectification
with client
on project - release of bonds and retention payments
close out - release of financial acceptance
yes
Document Control
OP 6.9 - internal project close out
Document - selection of documents to be archived
Control - definition of archiving periods
- marking of documents
Project close-out

Quality
5.2 Flow Diagram Documentation
OP 7.15
Construction
supervision
Fixing scope and structure

- check scope of work (HOAI if applicable)
OP 6.5 - contract stipulations
Fixing scope and Project - taking into account requirements of Client
structure Planning - fixing format, scope, structure
- fixing archiving periods (documents of third parties)
- check of documents submitted by third parties
Collecting data and Collecting data and check for completeness

check - collecting necessary documents, e.g.:
completeness correspondence as well as construction contracts
land acquisition agreements
design documents, design contracts,
approval procedures, approval documents
service lines drawings
Compilation of survey documents
documentation documents of own/other testing
expert opinions
execution and As-built drawings
building and bridge books
site daily records
Handing over listing of warranty periods and companies
to client construction schedules
invoice documents
- check of documents for completeness
OP 6.9 Project close-out

Document
Control Clients evaluation
- obtain clients evaluation of our services
6. DESCRIPTION
none
7. ATTACHMENTS
none

Quality
Material Approval Management
1. PURPOSE
Ensure all materials are in full compliance with the specifications by maintaining material quality
and performance. The request for material approval thorough documentation are finally used for
a record of particular project.
ASTM = AMERICAN SOCIETY FOR TESTING AND MATERIALS

BS = BRITISH STANDARDS
DIN = THE GERMAN INSTITUTE FOR STANDARDIZATION
ISO = INTERNATIONAL ORGANIZATION FOR STANDARDIZATION
Main sphere of responsibility: PM /DS
Responsibilities
Tasks G HR HR/ B HSM
HD PM DS DC IT FI QM
M D AD D /EM
1. Material Submittal asper contract
R A F
specification (Manufacurer/Supplier)
2. Review material submittal as per contract
I R/A
specification
3. Plant Assesment (if new material) I R/A
4. Prepare recomendation for approval to client
R R/A
/ Reject incomplaint submittal
5. Material inspection upon material delivery I R/A
6. Testing on Material I R/A
8. Quality assurance R/A C
Legend:
FI = Finance
Quality
5. FLOW CHART
Information
Plant/Factory Appraisal Inflow
Trials, Demonstration,
Information
Sampling & Testing
after action
6.2
Manufacturer
Contractor 6.1
and/or Supplier Consultant Client
6. DESCRIPTION
6.1 Items required in support of a request for material approval.
Request for material approval (Original + 2 Copies)

Contents to be,
1. Document transmittal Form
2. Material Approval Form
3. (Form A / Form A1) (See Attachment 1,2)
4. Broachers and Catalogs
5. Relevant Contract Specification
6. Relevant Contract Drawing
7. Relevant Shop Drawing
8. Product Properties Test Results
9. (Test certificate and reports and / or third parties inspection / test report, mill certificate)
10. Representative Sample
11. Comparison Statement with Specification
12. Trial / Demo Records
13. Performance Appraisals / References to Materials use on other projects.
14. Application Method Statement
15. Manufacturer / Supplier Trade License
16. Quality Certificate
17. Manufacturer / Suppliers Guaranties / Warranties.
6.2 Activity / Required in Support of Material Approvals (If required)
1. Trials

Quality
2. Demonstration
3. Sampling
4. Testing
6.3 Key Notes
6.3.1 Main and Alternative / Substitutional Material Sources
In a request for material approval, a contractor must indicate whether the request is for a main
source (that is, the contractors first choice of a source of the material) which may noted during
tender stage or whether the request is for an alternative source / as a substitutional source of the
material. This is indicated by the contractor in the prescribed section of the Material Submittal
Form A and for Alternative Materials use Form A1.
For a given material, contractors are allowed to submit a request for material approval for an
alternative source only after the request for the main source has been approved. Request for
approval of an alternative source will not be accepted while a request for approval of a main
source is still in the review process.
Once they have been approved, a contractor may use either the primary material or the
alternative material. If the alternative is to be used, the contractor should inform the consultant
that he intends to use the alternative, its use should be documented.
6.3.2 Material Submittal Form
The Material Submittal Form functions as a tracking sheet for the request for approval. The
Contractor completes all relevant part of the form, providing prompt information on the material.
(See Attachment 3)
6.3.3 Broachers and Catalogs
For certain material classes, a request for material approval must include a detailed description of
the material from a broacher or catalog. At a minimum, the broacher or catalog should include:
The item or material name or stock number.
A detailed description of the item or material.
Technical specification for the item or material.
If it would be helpful in evaluating the material submittal, the contractor shall be included further
explanations, graphical or written, clarifying a material and its mode of application.

Quality
In the case where a broacher or catalog for a material is large and covers many products, the
contractor shall be submitted clean and easy-to-read photocopies of the pages relevant to the
material, along with a photocopy of the broacher or catalogs cover.
6.3.4 Test Certificates and Reports
Testing certificates and reports of one type or another are required in support of any request for
approval. Certificates and reports must indicate what tests were conducted and the materials
performance compared to its documented technical specifications. Certificates and reports fall
into four general categories.
Mill certificates (manufacturers)
Independent test certificates.
In-house testing reports.
Compliance statements.
Certificates, reports and statements are to be provided in English, be legible, and shall be clearly
indicated what material or item was tested and how. This is particularly important in the context
of composite items; certificates must be identified the component materials tested.
Mill certificates, testing reports, or compliance statements more than one-year old will not be
accepted in support of material approval.
6.3.5 Mill Certificates (Manufacturers)
Mill certificates are normally required for metallic items. The certificates show the results of the
manufacturers in-house testing. Mill certificates include a description of the product and
manufacturing standards, and information like alloy details, chemical composition, and
mechanical properties. Stamped and signed photocopies of original mill certificates are
acceptable.
6.3.6 Independent Test Certificates
Independent testing is done by independent laboratories or third parties. Independent testing

certificates are required for most material classes. Original, stamped, and signed test certificates
must be submitted for independent testing.
6.3.7 In-House Testing Reports
In-house testing is that testing conducted by a party with a vested interest in a materials
performance or having a direct involvement in the review-approval process. As DCs perspective,
a test report based on testing done by a manufacturer, supplier, or contractor is an in-house
testing report.
Quality
Contractors are required to conduct in-house test on all material classes and to submit the results
of those in-house test as part of the associated request for approval. In cases where a party
cannot perform in-house testing due to a lack of equipment or expertise, independent testing
certificates may be substituted.
6.3.8 Compliance Statements
Compliance statements are not directly related to testing, but are simply formal statements from
manufacturers, suppliers, or a third party that a material meets its stated technical specifications.
Compliance statements are required for most classes of manufactured materials.
Comparison with Specification
A side-by-side comparison of a materials traits with those specified in the specifications is

required for all material classes. This is most easily done in table format. If an item does not
precisely comply with its relevant Contract Drawing or Specification, a detailed justification for
proposing the noncompliant item is also required.
Comparison with specifications is required for all material classes.
In some cases, Contract Documents specify materials by their compliance with accepted
international standards such as ASTM, BS, DIN, or ISO. If referenced in the request for material
approval, photocopies of the relevant standards should be included as part of the comparison
with specifications.
6.3.9 References to Material use on other Projects / Appraisals
A request for approval shall be included a list of references, providing information on projects
where as proposed material has been successfully used. The list of reference shall be included
contact information for contractor and consultant of the project. As a general rule, local
references are preferred to ensure the serviceability of the material in the indigenous
environment.
6.3.10 Material Samples
A key element to any request for material approval is a sample of the material itself. The number
of samples of a material or the amount of sample required depends on the material, as well as the
testing requirements. Samples should be submitted with a Transmittal Form.
Though it is transparent to the contractor, samples are collected for two purposes. Testing
samples are those that may be subjected to tests. Reference samples are kept and not tested.
They will be used to compare the submitted material to what is delivered on site.
Quality
Because a reference sample is one of the standards by which delivered material will be inspected
for clearance and use on site, it is of no benefit to submit idealized or better-than-average samples
in support of a request for approval. If the material as delivered is not its reference samples
quality, the material will be rejected on site.
6.3.11 Guaranties or Warranties
In some cases, the Contract Documents may specify the need for a guarantee or warranty for a
material. If this is the case, the guarantee or warranty should be provided with the request for the
materials approval.
Manufacturers, suppliers and contractors should note that, in cases where a guarantee or
warranty is not specified in the Contract Documents, a voluntary guarantee or warranty would be
considered by the consultant and the Department when evaluating a material for approval.
7. ATTACHMENTS
Attachment 1: Material Approval - Form A

Attachment 2: Material Approval - Form A1
Attachment 3: Material Submital Transimmtal Form
Attachment 4: Material Appraisal - Form C

Non-Conformities Quality
Detection, Correction, Prevention Management
1. PURPOSE
Introduction of a procedure for the timely detection of potential areas of non-conformities and
the correction of deficiencies with the aim of their exclusion in projects.

(Design, PM and Project execution fields)
NCR : Non Conformity Report

CAR : Corrective Action Report
Main sphere of responsibility: PM & QM
Responsibilities
M D AD /EM M
1. Detection of non-conformities I I A R F R R
2. Immediate corrective actions I V/A R V/A V/A
3 Evaluation, analysis, counter
R R R/A
measures
4 Effectiveness & Efficiency check R/A R R/A
Legend:
FI = Finance

5. FLOW CHART
Project Project Checklist

execution -NCR in Third party documents
-Non closed site instruction
-know how deficits
-out dated regulations / norms
-lack of agreement
Scheduling -inappropriate hard / software
of Project Project -Incorrect working method
next check meeting Check list -lack of information
-undefined interfaces
-interpretation of scope
-proposal / contract implimentation
-specific requirements of client
Determinat -client contract
no ion of non -personnel assignment
conformiti -coordination internal / external
es OP 6.5 -project meeting
Project -data management
Planning
yes -archiving
-schedule control
OP 6.12 -internal minutes
PMP/ -internal services
PEP -cost control
Immediate
OP 7.9
corrective Engineering
-NC identification
action /Design
-control of counter measures
-NC / deficiency / report to author for correction
-exchange
OP 7.15
Construction
Supervision
Evaluation of
no analysis of
effectiveness
OP 8.2
check
Internal
Audits
yes
Minutes
/ Report
Close out
no of phase/
project
yes
NCR
Close out
report

6. DESCRIPTION
none
7. ATTACHMENTS
Attachment 1 - NCR (3-QC-12)

Attachment 2 - Corrective Action Notification (3-QC-14)

Quality
Internal Audits Management
1. PURPOSE
Definition of the orderly planning and conducting of internal audits, reporting results and retaining
associated records.
not required
Main sphere of responsibility: QM
Responsibilities
M D AD /EM M
1. Selection and training of auditors I I R/A
2. Planning and conducting of quality
I I I I I I I I I I I R/A
audits
3. Preparation and use of checklists I I R R R/A
4. Preparation and conduction of
I R I R/A
project audits
5. Preparation and distribution of audit
R/A
reports
6. Control of corrective actions R A
7. Documentation R R/A
Legend:
FI = Finance
Quality
5. FLOW CHART
Issue Audit Notification &

Plan (0-QC-04) / email /
Internal Memo
By QA/QC Manager
By DC Internal Auditors
1. Audit Check Lists

(3-QC-06, 3-QC-07 &
Performing Audit
0-QC-15)
2. NCR (0-QC-11)
Generate Audit Report

(0-QC-08)
Yes
NCR Issue Corrective Action
If any? Notification (0-QC-16)
No
Correct- No
ed
or not
Yes
Finalize& submit Audit Post Audit notes or

Report Remarks

Quality
6. DESCRIPTION
none
7. ATTACHMENTS
Attachment 1 - Audit Notification & Plan (0-QC-04)

Attachment 2 - Audit Check Lists Documents (3-QC-06)
Attachment 3 - Audit Check Lists - Activities (3-QC-07)
Attachment 4 Internal Audit Check Lists - Office (0-QC-15)
Attachment 5 - NCR (0-QC-11)
Attachment 6 - Corrective Action Plan (0-QC-16)
Attachment 7 - Audit Report (0-QC-08)
Attachemnt 8 - Sample Audit Schedule

Quality
Client Feedback Management
1. PURPOSE
The purpose of this process is to set a systematic method for measuring client satisfaction toward
services provided by Dorsch Holding GmbH, Abu Dhabi in order to enhance continuous
improvement of services.
Management Review Procedure

Corrective, Preventive Actions , Customer Complaints and Control of Non conforming Products.
Main sphere of responsibility:
Responsibilities
M D AD /EM M
1. Study or evaluate Client feedback
or comments or corrections I R R A I F I C
suggest.
2. Implement Client feedback for
I R R A I F I C
continous improvement
3 Analysis Client satisfaction I R R A I F I V
Legend:
FI = Finance

Quality
Client Feedback Management
5. FLOW CHART
not required
6. DESCRIPTION
6.1 Client feedback is being gathered by Dorsch Holding GmbH , Abu Dhabi using a client feedback
form No: 3-QC-20.0 which is accounted by PM/noted in meetings by the Head of Departments.
6.2 The concerned Head of Department or Project manager will study or evaluate client feedback or
comments or corrections suggested and shall implement accordingly in their respective
departments.
6.3 Resubmission of documents/ project requirements shall be based on the corrective /

implementations of Client feedback form
6.4 The MR will statistically analyze the Client feedback form to identify the level of Clients
satisfaction.
6.5 The results of the analysis will be maintained to include them in the agenda of issues to be
discussed on the next Management Review Meeting.
6.6 The MR shall deal with any client feedback output through Corrective, Preventive Actions,
Customer Complaints and Control of Non Conforming Products Procedure.
6.7 Aside from using the client feedback form Dorsch Holding GmbH , Abu Dhabi also determines and
measures the satisfaction of its clients through,
The Volume of tenders being received from the same client.
Feedback from clients during progress review meeting (Minuted).
Repeated orders/projects awarded from the same client.
Results of site visits/audits conducted by the client or its representative.
Registration status as vendor with the client.
Additional works received from the client for the same project.
7. ATTACHMENTS
Attachment 1 : Client Feedback Register (0-QC-20)

Quality
Key Performance Indicators Management
1. PURPOSE
DC will establish key performance indicators (KPIs)for the monitoring of performance in different
stages of the project.
Key performance indicators are quantifiable measurements that reflect the critical success factors
of an organization.
The key performance indicators (KPIs) was introduced to construction consultancy industry in
previous years to provide a simple method of establishing a performance measurement system
allowing for benchmarking the performance of the organization against the others in the same
industry and to track long term tenders in performance.
Key performance indicator : A measure of a factor critical to success

Benchmark : The best performance achieved
Benchmarking : Comparing performance against others or against the fixed
benchmark
Responsibilities
M D AD /EM M
1 Procedures R A A C
Legend:
FI = Finance

Quality
5. FLOW CHART
6. DESCRIPTION
Steps to Implementing KPIs

Steps can be applied to use KPIs which can be summarized as follows:-
6.1 Decide what to Measure:- This will be based on the aims of KPIs.
6.2 Data Collection:- Data will be collected from two sources, existing records and new providing data
for KPIs rests
6.3 Calculation of KPIs:- To calculate the KPIs Bench Marks will be fixed from the available records or
realistic targets are set, so that the Benchmarking can be done.
6.4 Report the Result:- Performance benchmarking results can be reported for each KPI along with the
previous scores for analysis.
6.5 Analysis of the Results:- Correlation between the score for different KPIs should be considered one
might affect the other.
Comparison with the previous score for the same KPI
6.6 Take Action:- Necessary actions shall be taken to eliminate the weaknesses with consideration to
avoid strategies that improve one aspect at the expense of another.

Quality
6.7 Measure:- Regular checking of the KPIs should be conducted, the frequency of checking the
performance has to be agreed, as too little sends out a signal that "this is not important" and too
much can lead to overloading and not leave time for measurable improvements to take place.
For the subject project the KPIs that shall be incorporated could be related to:
1. Time: Including comparisons of realized and planned construction times

2. Quality: With a particular focus on the incidence of defects at hand-over
3. Health & Safety : Particularly, the relationship between accidents and hours worked
4. Client Satisfaction: As measured by structured questionnaires etc
7. ATTACHMENTS
Attachment 1 : Process wise KPIs (Sample)


003 - Operating Procedures

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

003 - Operating Procedures

Uploaded by

Copyright:

Available Formats

OPERATING PROCEDURES

6.0 Resource Management

bringing visions to life

6.0 RESOURCE MANAGEMENT

6.02 Job Descriptions 3 31.07.2014

6.03 Marketing Organization 3 31.07.2014

6.04 Induction Training 3 31.07.2014

6.05 Project Planning 3 31.07.2014

6.06 Flow of Documents & Record Control 3 31.07.2014

6.10 Review of documents and Drawings 3 31.07.2014

6.12 Project Management Plan / Project Execution Plan 3 31.07.2014

6.13 Training Concept / Training Program 3 31.07.2014

6.18 Control of general documents, form sheets and standards 3 31.07.2014

6.20 General Procurement 3 31.07.2014

6.21 Checking of Invoices 3 31.07.2014

6.23 Health and Safety 3 31.07.2014

6.24 Environmental Protection 3 31.07.2014

6.25 Knowledge Management 3 31.07.2014

Document Name Revision Date Page

7.0 PROCESS MANAGEMENT

7.02 Proposal Preparation / Follow-up 3 31.07.2014

7.03 Contract Preparation 3 31.07.2014

7.04 Invoicing 3 31.07.2014

7.05 Change Management 3 31.07.2014

7.06 Claims Management 3 31.07.2014

7.10 Cost planning 3 31.07.2014

7.12 Preparation of Tender Documents 3 31.07.2014

7.13 Assistance in Award of Contract 3 31.07.2014

7.15 Construction Supervision 3 31.07.2014

7.17 Material Approval 3 31.07.2014

8.0 ANALYSIS AND IMPROVEMENT

8.02 Internal Audits 3 31.07.2014

8.04 Key Performance Indicators 3 31.07.2014

Document Name Revision Date Page

Dorsch Holding GmbH DC Abu Dhabi & Dorsch Qatar

3. TERMINOLOGY AND ABBREVIATIONS

4. COMPETENCIES & RESPONSIBILITIES

Main sphere of responsibility: GM

Document No. Prepared: Checked Released Revision Date Page

Attachment 1 Company Organization Chart

Document No. Prepared: Checked Released Revision Date Page

The objectives and tasks of key personnel means of job descriptions.

Dorsch Holding GmbH DC Abu Dhabi & Dorsch Qatar

3. TERMINOLOGY AND ABBREVIATIONS

4. COMPETENCIES & RESPONSIBILITIES

Main sphere of responsibility: HR

Attachment 1 Job Descriptions of key personnel

Document No. Prepared: Checked Released Revision Date Page

Dorsch Holding GmbH DC Abu Dhabi & Dorsch Qatar

3. TERMINOLOGY AND ABBREVIATIONS

4. COMPETENCIES & RESPONSIBILITIES

Main sphere of responsibility: HD / BD / GM

Document No. Prepared: Checked Released Revision Date Page

6. DESCRIPTION and 7. ATTACHMENTS none

Document No. Prepared: Checked Released Revision Date Page

Dorsch Holding GmbH DC Abu Dhabi & Dorsch Qatar

3. TERMINOLOGY AND ABBREVIATIONS

4. COMPETENCIES & RESPONSIBILITIES

Main sphere of responsibility: HR / HRD / QM / HSM / EM

Document No. Prepared: Checked Released Revision Date Page

6.1 Coordination of Initial Training

Attachment 1 Training Aids, Notes and Forms