BN-W-UE301 The Numbering of Project Documents

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12/14/2008 BN-W-UE301 The Numbering of Proje…

BN-W-UE301 The Numbering of Project Documents


Table of Contents

1. Purpose
2. General
3. Responsibilities
4. Numbering of Documents
5. References

1. Purpose

This work instruction describes the coding structures and numbering codes which apply to the identification of documents
produced by Company on a project.

2. General

All Company project documents as listed in this procedure (section. 4.1 through 4.8) shall be numbered in accordance
with this procedure.
Changes to any element of the project document number coding structure shall be made only with the approval of the
Project Manager. The structure and coding is essentially fixed.
Client document number requirements are defined in the Project Procedure and Execution Manual (PPEM), (ref. 5.4).
If Client's document numbers are to be used, Company document numbers shall also be allocated and shall be put near
to the title block of each document (ref. 5.3). The Company document number will be used for internal references, cost
control system, filing and distribution purposes. Any proposed deviation shall be approved by the Project Manager.
Supplier documents will be numbered by the Supplier/Manufacturer/Subcontractor as stipulated and requested in the
General Specification for Suppliers Furnished Documents.
Project Communications shall be numbered in accordance with the Project Procedure and Execution Manual and/or
instructions.
2.1 Legend to Basic Document Numbering System
The following alpha/numeric characters are used in formatting a document number,

"AA" — A — NN NN(NN)

(1) (2) (3) (4)


(1) Alpha characters within the quotation marks refer to prefixes given to specific documents (e.g., “PP” for centrifugal
pumps).
(2) One alpha character is shown as A.
(3) Two numeric characters are shown as NN.
(4) One or more characters between brackets are optional and depend on the type of document. If document numbers
require segregation, dashes shall be shown. If no segregation is required, the document number shall be written without
spacings.

3. Responsibilities

The Project Manager is responsible that for project documents this procedure is adhered to and that any deviation to the
standard coding structure is approved. He is also responsible for defining any Clients document number requirements,
(ref. 5.4).
The Lead Specialist Engineer is responsible for ensuring that project document numbers are assigned in accordance
with this procedure (and Client document numbers, in accordance with the PPEM, if required).

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4. Numbering of Documents

The Project Manager shall ensure that only unique document numbers will be allocated. Document numbers may only be
allocated once. If documents are declared "void", the document number shall not be re-used.

4.1 Project Procedures

NNNN — "AA(A)" — NNN

(1) (2) (3)

A supplement to the Company standard procedures or a project dedicated procedure shall be numbered as follows:

(1) Project number (2) As defined per project/proposal.

(2) Prefix
"PP" for Project Procedure
"PPE" for Project Procedure and Execution
Manual.

(3) Serial number


Sequential number i.e., 001 to 999.

Examples:

1111-PP-001
Project procedure for project 1111 describing
the interdepartmental/ interdiscipline control
activities for documents furnished by
Suppliers.

1111-PP-002
Project procedure for project 1111 describing
the project cost control activities.

1111-PPE-001
Project Procedure and Execution Manual for
Project 1111.

4.2 Guides, Standards and Specifications


4.2.1 Company Guides, Standards and General Specifications

NNNN — “A(A)” — A(AN) NN

(1) (2) (3) (4)

A supplement to a company guide, standard and/or specification used for a project, or a new project dedicated guide,
standard and/or specification, shall be numbered as follows:

(1) Project number

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As defined per project/proposal

(2) Type of document

- Engineering DG - Design Guide


DS - Design Standard
EG - Engineering Guide
ES - Engineering Standard
SP - Specification

- Others G - Guide
S - Standard

(3) Project cost code


Company project cost code. The detailed cost
code and cost code number (between
brackets) are optional.

This cost code number may only be used in


conjunction with the following PCC codes:

UE1 - Engineering Process


UE2 - Engineering Project
UK0 - Project Management
UK1 - Estimating
UK2 - PMS Systems & Support
UK3 - Cost Engineering
UK4 - Planning & Scheduling
UP1 - Purchasing
UP2 - Inspection
UP3 - VPC/Expediting

(4) Serial number


Sequential number i.e., 01 to 99.

Examples:

1111-SP-UK001 Specification for site QA control requirements for


subcontractors

1111-SP-K10 Specification for instrument testing, calibration and


acceptance

4.2.2 Equipment, Material Specifications and Data Sheets

NNNN — “AA(A)” — AA NN NN(A) /ANN

(1) (2) (3) (4) (5) (6)

(1) Project Number


As defined per project/proposal.

(2) Type of Document


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The following codes shall be used for project
specifications/data sheets:

EDS
Electrical Data Sheet

EMD
Electrical Motor Data Sheet

EQS
Equipment Specification for
Package Unit (consisting of
data sheets of package unit
elements) or a collection of
similar equipment

MDS
Mechanical Data Sheet

NDS
Noise Data Sheet

PDS
Process Data Sheets

SFD
Supplier Furnished Data Sheet

SP
Project Specification for
Materials, Buildings etc.

(3) Cost Code/stem sub


Examples

CD
piping

PP
centrifugal pumps

GZ
package units

(4) Unit Number (if applicable)


Sequential number 01 to 99, default 00.

(5) Serial Number


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Sequential number 01 to 99 followed by an
(optional) alpha character.

(6) Code/Serial Number


To be used only for supplier furnished data
sheets (e.g., for package units, see section
4.2.5).

Examples:

1111-PDS-AS1201A
Process Data Sheet for tower AS1201A.

1111-MDS-PP1102
Centrifugal pump specification for PP1102.

1111-EQS-PP0001
Specification for a collection of similar pumps.

Where drivers are ordered with the driven equipment, the data sheet for the driver is numbered as an additional sheet to
the specification for the driven equipment.

e.g., 1111-EMD-PP1102
Where drivers are ordered separately from the driven equipment, the driver data sheet shall be identified as for drivers
supplied with the driven equipment.
Refer to section 4.2.5 for data sheet numbering of miscellaneous equipment belonging to package units.
4.2.3 Material Detailed Descriptions for Requisition Line Items (piping “C” account)
The technical descriptions and other pertinent technical details that refer to requisition line items are summarized in a
document that shall be numbered “SP--- followed by the requisition number e.g.:
1111-SP-CD1001-B01
The requisition detail numbering system is further detailed in section 4.3.2.
4.2.4 Equipment, Material Specifications and Data Sheets for Control Systems
The Control Systems department produce equipment or material specifications using a word processing program. Such
specifications may describe tagged equipment items or bulk materials. Tagged items are usually detailed in data sheets.
The material/equipment specification is named according to the naming convention for the pertinent requisition (see
section 4.3.4) with an “S” suffix.
Data sheets are produced from a database program and are packaged as a single document. The document is named
according to the pertinent requisition (see section 4.3.4) with a “T” suffix.

Examples:

11112001-KV0101 typical control valve requisition

11112001-KV0101S associated material specification

11112001-KV0101T associated technical data sheet package.

4.2.5 Package Unit Data Specifications

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Data sheet numbers for supplier furnished data sheets shall include the tag number of the package extended with a
code/serial number related to subject equipment.

Example:

1111-EQS-PC1501 Centrifugal Compressor PC1501 (Package Unit)

1111-EMD-PC1501 Main E-Driver PC1501

1111-NDS-PC1501 Noise Data Sheet PC1501

1111-SFD-PC1501/E01 E-Motors Lubrication Pump(s)

1111-SFD-PC1501/E02 E-Motors for Noisehood Fan(s)

1111-SFD-PC1501/M01 Lube Oil Reservoir

1111-SFD-PC1501/P01 Lubrication Pump(s)

1111-SFD-PC1501/T01 Intercooler for PC1501

1111-SFD-PC1501/T02 Aftercooler for PC1501

1111-SFD-PC1501/T03 Lube Oil Reservoir Heater(s)

4.3 Requisitions
The arrangement below illustrates the basic structure of document numbers for requisitions. The structure is presented as
a sequence of 4 blocks. Block 3 is not used for requisitions, but it is shown because the structure is essentially the same
as for inquiries, (blanket) purchase orders and purchase order releases. For these documents block 3 is used.

NNNNNNNN — A(A)NNNN (A)(AA)(N) (ANN)


ANNNN

(1) (2) (3) (4)

(1) Project charge number


8 digit project/proposal number as defined per
project/proposal. Certain proposals have a 5
digit number commencing with “N”.

(2) Requisition number details


The first two alpha characters must equal the
first two characters of the Company project
cost code.

For field Labor only, a single alpha character is used


(see section 4.3.5).

Within the “U” account only “UJ” may be used.

The use of the numeric characters differs per


discipline and is explained below (see section 4.3.1
thru 4.3.5). For certain disciplines, but not for piping,

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the first two numeric characters may be used to
distinguish requisitions for different units (or other
appropriate project subdivision).

The Project Manager shall instruct all involved parties


as to whether or not requisitions are to be prepared
separately by unit (or other appropriate project
subdivision).

(3) Purchase order/inquiry indicator


Not used for requisitions.

(4) Document suffix (piping requisitions


only) For piping requisitions only, this suffix (ANN)
may be used to distinguish requisitions which
originate from separate material summaries.

Consecutive requisitions for bids have suffices: B01,


B02 etc.

Consecutive requisitions for purchase (or bids and


purchase) have suffices P01, P02 etc.

This suffix is also used to distinguish, if necessary,


requisitions for different units (or other appropriate
project subdivision).

Examples:

11112001-PP0001 (1) (2)


Requisition for centrifugal pumps for project
11112001.

11112007-PP0001 (1) (2)


Requisition for spare parts for centrifugal
pumps. In this example, 11112007 has been
opened as charge number for spare parts for
project 111120.

11112001-CD1001-B01 (1) (2) (4)


Requisition for carbon steel pipe, first
material summary, quantities are for bids
only.

11112001-CD1001-P02 (1) (2) (4)


Requisition for carbon steel pipe, second
material summary, quantities are for
purchase.

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4.3.1 Requisition Number Details Mechanical Equipment
The Project Manager shall instruct all involved parties whether or not requisitions are to be prepared for each unit.
Equipment items are grouped for initial requisitioning purposes into logical groups according to size, material, type, etc.
according to the basic cost codes (see Project Cost Code”).
During bid evaluation the decision may be made to split the requisition between two or more suppliers. The initial
requisition will then be adjusted and (a) new requisition(s) shall be prepared to cover the items that will be ordered from
other supplier(s).

Example

Item

Requisition Issue Description Covering Items

To all selected TT2001 1 Released for quotation TT2001/2009/2013/


suppliers A, B, 2024/2026
etc.

For supplier "A" TT2001 2 Released for purchase TT2009/2013/2024


(covering most
items)

For supplier "B" TT2004* 1 Released for purchase TT2001/2026


* TT2004 b eing the lowest availab le requisition numb er.
This requirement does not apply to bulk material requisitions.
4.3.2 Requisition Number Details for Piping “C” Account
The requisition numbers for the piping items are grouped into various components and materials.
For an index of standard requisition detail numbers reference is made to Attachment 2.
For an explanation of the basic structure of the requisition number details see section 4.3 block (2).
4.3.3 Requisition Number Details Electrical
The electrical requisitions shall in general be numbered as indicated in section 4.3.
The charge number shall be as defined for the project or proposal.
The requisition number details shall be a two character designation, starting with the stem account character “E” followed
by a second stem sub character as per the standard Project Cost Code. The requisition numbers details are completed
with four numeric characters. The first two shall be “00” unless the project/proposal requires some sort of split of the
requisition, such as by area, unit or vendor.
The Company standard stem and stem sub characters for the electrical discipline are as follows:

Transformers
ET

Switchgears and MCC’s


ES

Panels
EM

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Cables
EK

Heating and Tracing


EH

Communication Systems
EC

Cathodic Protection
EQ

Lighting Fixtures
EF

Miscellaneous Electrical Materials


EY

Special Electrical Equipment


EZ

In case the project/proposal requires a split of the requisitions per area, unit or vendor then the first two numeric characters
of the requisition number detail shall be used as the area or unit identification.
The electrical requisitions shall usually refer to the two following main related documents:

the data sheets


the specifications(s).

The data sheets and the specifications shall be listed in the “Attached or Referenced Document List” of the requisition and
shall form an integral part of the requisition.
The data sheets and specifications shall be numbered in accordance with section 4.2.
4.3.4 Requisition Number Details Control Systems
Attachment 1 of the work instruction provides a representative list of standard control systems requisitions. The current
standard list is maintained by the department in the “Control Systems Engineering Design Manual” as a printed copy of the
electronic master list.
In general the nomenclature for control systems requisitions follows the format prescribed above with the following details.
Project Cost Code is a two character designation beginning with “K” (traditional designation for the department) followed by
a character designating the type of equipment.

Examples: KA (analyzers); KF (flow measurement); KV (valves);

KS (safety relief); KX (systems); KT (temperature); etc.

The next four places of the requisition number are numeric. The first two digits shall be ‘00’ unless the project requires
some sort of split of the equipment account (such as by area, unit, or vendor). The final two digits define the core account.

Examples: KA0017
gas chromatograph;

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KV0001
control valves;

KF0001
orifice plates.

If the project requires requisitions split between units, then the control valves requisitions might be:

KV0101 for unit 100 and KV0201 for unit 200.

As a further example, if two vendors must be used to provide all the gas chromatographs, the requisition KA0017 for bids
might be split to KA2017 for one vendor and KA1017 for the other vendor.
Control systems requisitions usually reference two main related documents:

1. the detailed specification narrative or write-up that is a word processing document that shall be named according to
the core requisition number with the character “S” suffixed (for Specification);

and,
2. the technical data sheets package is generated by the database systems and shall be named according to the core
requisition number with the character “T” suffixed (for Technical Data Sheets). See section 4.2.

4.3.5 Requisition Number Details Field


LaborRequisitions for field labor usually cover work involving several Cost Codes. Listed below are the standard
requisition numbers for some frequently occurring cases:

Requisition Number

Mechanical Works (Equipment Erection) A 0001 )

Buildings B 0001 )

Structural Steel Supply & Erect D 0001 )

Electrical Installation E 0001 )

Civil Work J 0001 ) 0002, etc.

Instrument Installation (refer Attachment I, sheet 4) K 0001 )

Insulation N 0001 )

Mechanical incl. Piping Prefab and Erection M 0001 )

Painting R 0001 )

Site Development S 0001 )

0001, 0002 are sequence numbers.

Deviations from the above standard numbers shall be described in the Project Procedures and
Execution Manual.

4.4 Inquiries, (Blanket) Purchase Orders & Purchase Order Releases


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The arrangement below illustrates the basic structure of document numbers for, inquiries, (blanket) purchase orders and
purchase order releases on projects.

NNNNNNNN ANNNN — A(A)NNNN (A)(AA)(N) (ANN)

(1) (2) (3) (4)

(1) Project charge number


8 digit project/proposal number as defined
per project/proposal. Certain proposals have
a 5 digit number commencing with “N”.

(2) Requisition number details


This number shall equal the requisition
number details of the requisition on which the
inquiry or purchase order is based.

If a purchase order or any inquiry covers more than


one requisition, the purchase order/inquiry number
shall be based on the lowest requisition number.
(For combined piping requisitions covering more
than one type of material, see example below.)

A purchase order for equipment/materials shall not


combine requisitions with the first two (alpha)
characters of the requisition number being unequal.
(For example, an “MS” requisition and an “MR”
requisition shall not be combined into one purchase
order.)

(1) Purchase order inquiry indicator


For (blanket) purchase orders the character
“A” is used. To identify split orders with
different suppliers placed against one
requisition consecutive characters (“B”, “C”
etc.) will be used. Split orders are permitted
for bulk materials only. (Section 4.3.1 explains
how requisitions for purchase are issued to
reflect split orders in case of mechanical
equipment.)

For inquiries the letters “RFQ” shall be used.

For a subsequent inquiry based on the same


requisition to other suppliers with possibly a different
bid closing date the characters RFQ1 shall be used.

(1) Document suffix


(Blanket purchase order releases only) This suffix (ANN) shall be used in cases of
releases made against blanket purchase
orders. The release orders are numbered
consecutively as R01, R02 etc.

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Examples:

11112001-PP0001RFQ
Inquiry for centrifugal pumps for project
(1) (2) (3) 11112001 covering requisition PP0001

11112001-PP0001RFQ1
Subsequent inquiry for centrifugal pumps for
(1) (2) (3) project 11112001 covering requisition PP0001
sent to different suppliers.

11112001-PP0001A
Purchase order for centrifugal pumps for
(1) (2) (3) project 1112001 covering requisition PP0001

11112001-CD0001A
Blanket order for piping materials covering
(1) (2) (3) requisitions for more than one material for
example: CD1001, (requisition for carbon steel
pipe), CD1005 (requisition carbon steel
buttweld fittings), (CD2001 (requisition for
stainless steel pipe) etc.

11112001-CD0001A-R01
First release against blanket order CD0001A
(1) (2) (3) (4) covering, for example, requisition CD1001-
P01, CD1005-P01, CD2001-P01 etc.

11112001-CD0001A-R02
Second release against blanket order
(1) (2) (3) (4) CD0001A covering, for example, requisition
CD1001-P02, CD1005-P02, CD2001-P02 &
CD2005-P01 etc. (in this example, there were
no stainless steel fittings (CD2005) in the first
material summary).

4.4.1 Changes to Purchase Orders and Purchase Order Releases


Changes to purchase orders and blanket purchase orders shall be lettered "A", "B",... "Z", "AA", "AB" etc.
Revisions to Inquiries and release orders (to correct errors and omissions) shall be numbered 1, 2 etc.

Example:

11112001-PP0001A
Change B to a Pump purchase order under
Change order B project contract number 11112001.

11112001-CD0001A-R01
Revision 1 issued to correct an error in the
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revision 1 first release order to the blanket purchase
order for piping materials, CD0001A issued
under project charge number 11112001.

4.5 Drawings
4.5.1 Single Sheet Documents

NNNN — NNNN NNN A(A) — AN(N)

(1) (2) (3) (4) (5)

(1) Project number


As defined per project/proposal.

(2) Unit/area code


Unit and area numbers. If unit and area
numbers are not used, "0000" shall be used.

(1)Drawing lead number


See Attachment 3.

(2) Suffix
One or two alpha characters.

(3) Serial number


To be used for bending schedules only.

The lead drawing of a subject will be identified with suffix character A, the next drawings of the same subject will be given
consecutive characters. If the characters run out of the alphabet double characters will be applied e.g., AA, AB, etc. DO NOT
use the characters I or O.
For numbering of bar bending schedules and HVAC drawings see following note:
Note:

1. All drawings prepared for Heating, Ventilation and Air Conditioning (HVAC) will have the same number as the
pertaining architectural drawings with suffix AA.
2. For bar bending schedules use suffix characters "S" after the lead drawing number, e.g., 1111-0002401A-S1, S2,
S3 etc.

For assigning isometric numbers refer to section 4.5.2 and Attachment 3, note 1.
For assigning numbers to piping MTO input forms see ref. 5.2.
Examples:

1111-5500151A Plot Plan Effluent Treatment

1111-5500151B Plot Plan Sludge Treatment

1111-0012107A Lead Engineering Flow Diagram for Unit 12

1111-5550107A Lead Engineering Flow Diagram for Unit 5550

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4.5.2 Isometric Drawing Numbering Format

NNNN — NNNN NNN — A NNN

(1) (2) (3) (4) (5)

(1) Project number


As defined per project/proposal.

(2) Unit/area code


Unit and area numbers. If unit and area
numbers are not used, four "0000" numeric
characters shall be used.

(1) Drawing lead number


See Attachment 3.

(2) One alpha character


For isometric drawings default is “D”.

(3) Drawing sequence numbers


Three numeric characters started from 001,
002 etc.

Example:

1111-0162155-D021

4.5.3 Multi Sheet Documents


Multi sheet documents will carry one general document number as described under 4.5.1 followed by consecutive sheet
numbers.
4.6 Planning Documents

NNNNNN — "AA" A — NN NNN (A)

(1) (2) (3) (4) (5) (6)

(1) Project Contract number


As defined per project/proposal.

(2)Planning prefix
"PL" shall be used

(1)Planning indicator
Indicating the type of planning document:

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Barchart - B Curve - C Histograms - H Keydate
schedules - K Logic’s diagrams - L Manpower - M
Networks - N Progress - P Reports - R

(4)Unit code
Unit code if applicable. Default 00

(5)Serial number
Sequential numbers

000 - 009 Management Level

010 - 099 Overall level

100 - 999 Detail level

100 - 199 HO Engineering

200 - 299 Client

300 - 399 Authority

400 - 499 Commissioning

500 - 899 Outside Services

900 - 999 Construction

(6) Suffix
One alpha character if appropriate.

Planning documents only issued as part of a progress report will get the progress report number.

Example:

111110-PLC-50201
Planning curve for unit 50 issued to the Client
(Phase 1).

111120-PLC-50201
Planning curve for unit 50 issued to the Client
(Phase 2).

4.7 Sketches

NNNN — "AA" — A(A) NN NNN (A)

(1) (2) (3) (4) (5) (6)

(1)Project number
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As defined per project/proposal.

(2) Sketch prefix


"SK" shall be used

(3) Project cost code


Company project cost code indicating the type
of sketch. The detailed cost code is optional.

(4)Unit code
Unit code if applicable. Default 00.

(5) Serial number


Sequential number i.e., 001 to 999.

(6) Suffix
One alpha character if appropriate.

Each discipline shall keep an up-to-date record of the sketch numbers used.
Sketches only issued as part of a specification/requisition will get the specification/ requisition number.

Example:

1111-SK-D50010A
A structural sketch for unit 50.

1111-SK-Ch40001A
A pipe support sketch for unit 20.

4.8 Calculations
Basic structure of calculation identification.

NNNN — “AAAA” — A(A) NN(NN) NN(N) (A)A

(1) (2) (3) (4) (5) (6)

(1) Project number


As defined per project/proposal.

(2)Prefix
"CALC" shall be used.

(3)Project cost code


Company project cost code.

(4)Unit/area code
Unit/area number.

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(5) Calculation number
Equipment/drawing or sequence number.

(6) Suffix
Alpha character(s) if appropriate.

The number shall refer to the specifics of the calculation, e.g., calculation related to a tower shall be identified by its
equipment number, electrical calculations can refer to a project cost code whereas a structural calculation shall be related
to a drawing number.
For design calculations the character "Z" is added to the related drawing number.
Refer to Attachment 3 for the assignment of calculation numbers for authority engineering, process and control systems.
The elements of the basic structure are to be selected for the relevancy of the subject.

Examples:

1111-CALC-AS1201A
Tower calculation for AS1201A.

1111-CALC-ET01
The first electrical calculation for
transformers.

1111-CALC-E01
Short circuit calculation.

1111-CALC-0010734ZE
A structural calculation for drawing 0010734E
where the letter "Z" is added for design
calculation.

5. References

Document Number Title Level


CM-PE-500 Preparation and Handling of Requisitions 2
5.1

BN-G-UE202 Bulk Material Management Execution Plan and 5


5.2 Procedures (Attachment “H”)

CM-PE-504 Production of Engineering Documents 2


5.3

BN-S-UK001 Project Procedure and Execution Manual (Standard) 5


5.4

CM-PE-706 Vendor Print Control 2


5.5

BN-EP-240 Administrative Management of the Engineering 3


5.6 Department

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CM-MA-114 Allocation of Charge Numbers 2
5.7

Refer to BN-W-UE301_att
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