C Ircu Lars: Communication Records

Alawi Tunsi Establishment KSA
500 Beds North Jeddah Hospital Project (9/2010 to 11/2011)
Forward Note
Dear All,
Communication Records:
C
irculars
This ‘Circulars or formal communications’ with Team members
& Management included within this document, give a factual
history for a small period of a project whereon, I worked as Project
Manager. Simple Communication English language has been used.
Objective is to educate fresher & budding engineers to apprise

about practicalities on job communications for virtual interactions.
Separate document shall be published covering Minutes of

Meetings records
Eng Suraj Singh

Professional Engineer India
Suraj_engineer@yahoo.co.uk
1 of 84 February 10, 2011 P Eng Suraj Singh PM

Circular September 18, 2010

Eng Jameil Design Project Coordinator
Eng Mujib Services Coordinator
All Electrical & Mechanical Engineers
Mr Noor (Arrange AS Built Seals)
CC Planning Head for information & scheduling.

CC Construction Manager
Sub As Builts Records
As Builds records are required on an urgent basis.
It is to be made sure that all required As Builts based on Redline

records should start processing in.
A tentative date schedule has to be charted out drawing was &

should be given to planning department head.
Eng Suraj Singh PM

CC Head Office / Eng Sayeed Behairi ‫ السيد بحيري‬/ ‫السيد المهندس‬
CC Chairman ‫ علوى أسعد تونسي‬/ ‫السيد‬

Mr Noor
CC For information:
Eng Jameil Design Project Coordinator
Eng Mujib Services Coordinator
All Electrical & Mechanical Engineers
All Project Site Engineers/QCs
DCC
For preparation:
CC Planning Head for information & scheduling.

Sub Weekly Meeting With Consultants
This week, meeting is expected with consultants.
Mr Noor please provide translated version of last weekly meeting

12.8.2010. This is required for taking remaining actions if any.
Eng Suraj Singh PM

All Engineers
All Foreman
All Staff
Administrator /Time Keeper
CC Mr Noor
CC Planning Head
Sub Foreman Job Description

JOB DESCRIPTION # 1 Foreman
Foreman:
1. Report to Site Engineer.

2. Makes plans daily for next day activities.
3. Discusses daily production & gives report to engineer.
4. Controls all workers under him.
5. Make checks that no worker skips from site after joining.
6. Talks to workers explaining about use of various tools being used (Tool
Box Talks)
7. Inspects all tools for repairs immediately.
8. Records their daily outputs on an individual basis.
9. Receives Instructions from Site Engineer
10. Implement Instructions rightly.
11. Arranges all required material & locates to area of work.
12. Checks quality work is done.
13. Inform Site Engineer when work finishes.
14. Do not allow labour & materials wastage.

15. Do not allow use of mobiles by any worker during working hours.
16. Supervises properly.
17. Ensures production output to standard requirement.
18. Any other responsibility that site engineer instructs about.
Compliance is required.
Eng Suraj Singh September 19, 2010

PM

All Engineers
All Foreman
All Staff
CC Mr Noor
CC Planning Head
Sub Project Site Engineer Job Description

JOB DESCRIPTION # 2 Site Engineer
Site Engineer:
1. Ensures safety methods for relevant activities.
2. Reports to Construction Manager / Project Manager
3. Interacts functionally with discipline Coordinator.
4. Study works requirements, coordinates all drawings &
materials requirements.
5. Understands technologies involved with relevant activities.
6. Understands method statements.
7. Coordinates with CM & QC for finalizing method statement.
8. Interacts with Consultants competently.
9. Prepares & obtain approvals of samples.
10. Coordinates with discipline coordinator & designers.

11. Coordinate with planners as & when required.

12. Coordinates with DCC (Document Control Centre).
13. Prepares proposed work requests.
14. Gets review by Construction Manager
15. Gets review by Project Manager
16. Checks & supervise site activities / operations to be
reviewed by Construction Manager
17. Prepares & Apply for RFI approval
18. Makes sure quality is effected.
19. Review of RFI by QC.
20. Understands all materials for temporary & preparatory
works.
21. Makes required requisitions in time.
22. Checks stores regularly about shortage of required
materials.
23. Understands all approved materials
24. Raises all material requirement requests.
25. Understands all approved shop drawings & contract
drawings
26. Understands all specifications in details.
27. Does not allow workforce wastage –must supervise
closely
28. Does not allow rework.
29. Controls all foreman associated with & allocates tasks
daily.
30. Controls all workers & supervises their productions.
31. Patiently listens to workers real problems.
32. Coordinate with CM/PM/Planner/Stores/QC
33. Attends daily production meeting.
34. Plans for following days activities.
35. Attends weekly progress review & coordination
meeting.
36. Whenever requires, seeks direction or guidance from
seniors.

37. Any other responsibility assigned.

PM


Store Keeper Mohd Salah
CC Planning Head for information

CC Construction Manager for information & action
CC All Electrical Engineers/Mechanical Engineers/Coordinators for action
CC Chairman for information
Sub Stores List of Materials All Disciplines
1. It is urgently required as discussed with you that lists of

materials available in stores on site are to be compiled on an
urgent basis. You are therefore, instructed to make full list &
submit to me for further action.
2. As required by you, Yasser Mohd Abdul Ghani File 13982 is

attached with you currently. Coordinate with CM for this
purpose. Store must be sorted properly for complete
accessibility.
3. All Electrical Engineers/ Mechanical Engineers & Construction

Manager & myself, shall coordinate with you for the purpose of
categorization of materials & direct you how to effect the list.
Eng Suraj Singh PM


CC Procurement Engineer Sayed Zamil & Ashraf Adil Coordinator

(fax 02-5505460

Administator /Time Keeper
CC Mr Noor
CC Planning Head
Sub Time Sheet Controls
Time sheet respecting Engineers & Foremen should be submitted to

me @ 7.30 am daily for inspection of presents.

PM

All Engineers
All Foreman
All Staff
CC Mr Noor
CC Planning Head
Sub Shift Joining & Leaving Signatures

1. All Senior Engineers, Engineers, General foremen, foreman & other staff
are required to sign the time sheet available with the Administrator Mohd
Ali.
2. Time of joining & leaving should be mentioned on time sheet.

3. Those deployed on external duty from time to time are required to keep
their movement informed to respective incharges/managers.
4. Project Manager, Construction Manager, Head of Planning & Head of

Designs are exempt from signing immediately on all shifts. Time keeper
may obtain their signatures any time during shift.
5. Project Manager, Construction Manager, Head of Planning & Head of

Designs should keep informed each other about their movement in case
delay to join shift due to certain valid reason is caused.

PM


Procurement Issue
Meeting Resolution
Head Office officials

Mr Ashraf Adil Procurement Coordinator Head Office fax 02-
5505460/ph 0533533769
Eng Sayed Zamil Procurement
Project officials
Eng Suraj Singh PM
Eng Vishram Deo Planning Head
1. On 16.9.2010, a meeting was conducted among foregoing

officials about streamlining head office procurement
procedures.
2. It was agreed that all requisitions sent from sites shall be, after
approval or rejection, sent back to site information about
process status. A nominal period was agreed from 10 days for
procurement process.

3. In case, the items as required are not procured in due course, it

shall make adverse impact on the project progress. Site
management shall be in a critical position to purchase such
items using petty cash.
4. It is therefore, emphasized that expeditious procurement

procedure should be adopted by the head office.
Eng Suraj Singh PM

CC All Engineers
CC Mr Noor
CC Stores
CC Chairman for information

1 Construction Manager
2 Mr Noor
CC
Planning Head
All Engineers
All Foreman
All Staff
Sub Site Notice Board & Pigeon Box

1. Please arrange to install site notice board for general information to all
concerned.
2. Also, arrange for one pigeon box with compartments so that all engineers
& other staff names are written on those compartments.
3. Relevant letters directed to engineers & staff would be regularly placed on

those compartments or boxes.
4. Concerned addresses shall collect their posts from those boxes.

5. Compliance is required.
6. Pigeon box could be placed in any covered location.


PM


All Engineers
All Foreman
All Staff
CC Mr Noor
CC Planning Head
Sub Site Safety Activities

1. All engineers, foremen & all others whosoever work on site, are required
to maintain site safety procedures. One worker was exposed to electrical
short circuit & other was injured by nail penetration.
2. Electrical wires should not be laid on floors, but on sides.
3. Wires should not hang as seen on many locations.
4. All wire joints should be taped & not be left exposed.
5. All working on heights should use safety belts. If found without belt, shall
be warned & penalized.
6. Compliance is required.
7. Safety is responsibility of one & all.
8. We do not believe in our manpower wastage just because of lack of safety

on site.

PM



Administrator
Mr Noor

Sub Site Offices House Keeping

1. It has been observed that site offices are not kept in good
House Keeping conditions.
2. All offices are required to be cleaned regularly so that dust does

not enter computers & working environment conditions are well
maintained.
3. Site administrator & CM are required to comply with House

Keeping.
Eng Suraj Singh PM


Administator /Time Keeper
CC Mr Noor
CC Planning Head
Sub Time Sheet Controls

Time sheet respecting Engineers & Foremen should be submitted to
me @ 7.30 am daily for inspection of presents.


PM

Construction Manager
Administrator
CC All Engineers
CC Planning Head
Sub Drinking Water On Site
1. Noticed that workers carrying plastic bottles generally, leave site area
through gate located in left boundary.
2. It is a shear time wastage by workers.
3. Site has to arrange water for drinking & should not allow workers leaving
site during working hours.
4. Gate is to be kept closed all times.

PM

Head Office / Eng Sayeed Behairi ‫ السيد بحيري‬/ ‫السيد المهندس‬

CC Dr Assad Tunsi Fax 025564235
URGENT September 19, 2010
Sub SiteTransport- NewCoaster

1. It was discussed that new coaster shall join this site on

Saturday.
2. Please, expedite to mobilize transport as soon as possible.
3. Site staff is unable to reach in time due to shortage of transport.
Eng Suraj Singh PM

CC Head of Planning
CC CM
CC Mr Noor

CC Finance Manager
Sub MainContract
1. Please arrange to send the copy of Main Contract.
2. This document is required for site use to understand entirety of the

contract.
3. Whole Contractual Scope is to be understood by the site management
4. Translation of the document shall be effected.
Eng Suraj Singh PM

CC Head of Planning
CC CM
CC Mr Noor



Sub SubContractsRelatingVendors
Reminder
Please arrange to send the copies of all the subcontracts being used on
respecting the following items. These details have been provided by Eng Usman.
In case, more vendors are available than as included in this list, those should
also be provided. Required for translation.
S# Name Vendor’s Scope Remark
1 Metalco Doors Supply & erect
2 Alumico Windows & Curtain Supply & erect
Walls
3 Eletqan Doors accessories Supply
4 Tarket Vinyl Under Negotiation
5 Taba Sign Board Under Negotiation
6 C S Group Wall, Corner guards & Under Negotiation
Expansion joints
7 Elezoor Arabia Strip Ceiling 600 x 600 Under Negotiation
mm
8 Elmelhem Marble Granite Supply
9 Intec Aluminum Cladding Supply & erect
10 Mwad Cubicles Under Negotiation
11 Elkhalidya Automatic doors Under Negotiation
12 Hempel Paint Supply
13 Dargbraiph Gypsum board Supply & erect
14 Elahlam buildings Gypsum board Supply & erect
15 Entlaket Eldiar Gypsum board Supply & erect
16 Zainb Gypsum board Supply & erect
17 Elsultan Handrails Under Negotiation
Establishment
18 Essam Kabany Waterproofing Supply & erect
Insulation
Eng Suraj Singh PM
CC CM & Eng Usman
CC Mr Noor

ALAWI Site Office

North Jeddah Hospital Project
Circular 19.9.2010 (Follow up)
1. Thanks for your reply in response to circular as mentioned.
2. Bring to your kind attention that on site materials records do
not provide any attachment documents but, only submittals
approval sheets. Records of the documents attached with
submittals are required for references that contain many
technical details that have to be used for many purposes.
3. Discussed with Mr Noor who says that only top sheets are
available.
4. Please ask someone in head office to make copies of all such
documents for site use at an earliest. I shall call you later.
Regards
Eng Suraj Singh PM
CC The Chairman Dr Tunsi Fax 025564235
CC CM / Services Coordinator/Planning head/designs
Sub: Approved Allied Services documents copies on site
1. This letter is in continuance to previous circular dated 13.9.2010.
2. All copies of approved allied services discipline documents are

required to be made available on site in full for ready reference for
coordination & implementation purposes.
3. Please arrange to make one complete volume of all such documents

for site use.
Eng Suraj Singh PM September 19

, 2010
Project Site Office


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Circular # 13
September 24, 2010
All Engineers
All Foreman
All Staff
CC Mr Noor
CC Planning Head
Sub Construction Manager Job Description

JOB DESCRIPTION # 3 Project Coordinator
Construction Manager:
1. Reports to Project Manager / Corporate Management.

2. Coordinates, directs & supervises all work on site.
3. Attends participations / Co chairs all internal progress meetings on
site.
4. Arrangement of all materials & all other resources in time.
5. Coordinates functionally with planners for weekly, monthly,
quarterly, recovery & other schedules.
6. Coordinates functionally with design section regularly.
7. Provide leads to engineering technical section or office for making
fast decisions.
8. Coordinates with PM for all activities / operations & all other issues
on site.
9. Coordinates with head office functionally on a general basis.
10.Prepares works Methods Statements for all significant activities.
11.Reviews Method Statements prepared by discipline engineers.
12.Makes sure that site engineer / foreman understand all activities &
their methods of constructions.
13.Communicates all relevant decisions to site engineers & others,
14.Arranges for all required documents for site works & ensure that all
have required updated documents.

15.Arranges all required materials in time before start of operations /

activities.
16.Coordinates with consultants for everyday & all look ahead activities.
17.Scrutinises / investigates all site progress/production reports.
18.Analyses all works & proposes executive budgets regularly.
19.Contributes to company defined budget controls.
20.Contributes operationally to control all budgetary expenses made on
site
21.Resolves incoming obstacles on site in coordination with PM & Head
office.
22.Reviews efficiency of all engineers, foreman & other staff reporting to
him.
23.Any other responsibility assigned from time to time.

PM


Head Off
Constru
Circular # 14
September 24, 2010
All Engineers
All Foremen
All Staff
CC Mr Noor
CC Planning Head

Sub BroadQualityPolicy Description

Definition of Quality Policy for All Personnel
Broad“WorkingQuality”Policy
1. ATE believes in to adopt the policy of Lead Contracting to aid to
the development of the KSA
2. The company believes in to produce, deliver with assurance the

best engineering products at Optimum cost using efficient
available and procurable infrastructure & resources, to serve
the reputed customer needs, for earning its reputation
3. The Top Management believes to employ suitably qualified Key

Managers and other personnel with Considerable
Construction / Relevant Business Experience
4. All the Managers / the Key Personnel are directed to ensure

that the following scheme / policy is implemented to an extent
feasible.
5. All the employees are suitably qualified to the job requirement

and only right man is placed for the right job. Everybody is

clearly explained the job description with an undertaking

obtained in writing to do the job to the best of capability.
6. All employees should feel that they belong to the company and
perform the job with complete responsibility, with free mind and
with full heart dedicatedly.
7. The management has a responsibility to inculcate a feeling into

every personnel that he is an important & integral part of the
organization with his intended contribution very much
necessary to achieve the set goals.
8. Everybody has to consider any loss to company as a loss to
himself.
9. Everybody should regularly come to the shift everyday fresh

with enthusiasm and go back happily after the day work and
take sufficient rest.
10. Everybody should recognize the necessity to maintain discipline

and apply self regulation principle which is a must for the team
leaders.
11. Every necessary possible care is to be exercised towards

the Personnel Welfare by the Management
12. Everybody has to share the responsibility pertaining to Safety,

Health & Environment which are of utmost significance for
efficiency
13. Everybody has to act Environment friendly
14. Everybody should perform the job correct and best, first time
every time, without any necessity that the Leader or the
Management has to remind every time

15. Every leader has a responsibility to maintain the system

in order and should apply Self Regulation Principle
16. Everybody should regard the time value without wastage

with acceptable rest pauses. Necessary to follow ‘work and let
others work’ principle
17. Everybody has to recognize & follow the established systems /

principles as far as possible practically.
18. Team leaders should be responsible to ascertain the

implementation and apply personal attention for efficient results
19. Everybody has the right to suggest any improvement over

the system.
20. Everybody has to care for others to an extent possible and

cooperate.
21. A team spirit has to be developed and maintained for

harmonious working
22. Everybody who has the authority / capability to train others on

the job should train the colleagues who need the training.
Seniors must train the juniors.
23. Periodical personnel appraisal should be conducted with

evaluation made consequently, gradual stepping up the
responsibility to good performers and correction applied to the
deficient performers to allow achieve efficiency level
24. Any training imparted to someone should be recorded on the

personal file for future reference and the evaluation process
kept continued.

25. Exchange of technical information / technologies among

the key personnel should be promoted to be disseminated. The
management should arrange the conference and the seminars
or sponsor its competent & developing personnel to attend such
seminars to update.
26. Management should ensure that the employees learn

more & more on the job so that the attained knowledge may be
utilized in a better way in future to compete
27. An environment should be built where the work is treated

as an instrument of enthusiasm, happiness and not a piece of
boredom and monotony.
PM

Memo # 3
September 27, 2010
Attn: Eng Sayeed Behairi ‫ السيد بحيري‬/ ‫السيد المهندس‬
Sub Communication & other issues
Your reference Memo/PM/HO/016/22.9.2010
Thanks for your memo.
1. Thanks for your statement that I am unable to write professional

letters. You may write anything according to your thinking.

2. Your memo is a clear indication of the degree of level of your

professional writing & phrasing. I do not intend to comment on
that.
3. I did not send any mail to you.
4. I did not send any memo to anybody.
5. What I have done so far is, to notify those concerned about the
site controls that are required in QA system of management.
6. All responsible staff on site should understand the working &

functioning of QA system.
7. So far, it has been noticed that project has not operated any
reliable system. There have been no documentation controls.
All documents & their details are not available at one control
centre.
8. There has been no translation of contract documents in to

‘English’ which should be made available on site for reference
purpose of non Arabic engineers.
9. I understand that you are not very much interested in meetings

to be conducted on site since, you assume that it is a waste of
time. But, these meetings are required to be conducted
regularly for controlling site management.
10. I have also seen the level of treatment I received from you
& management at the time of joining this organization. This is
my first experience during my career that I have undergone
tyranny & torture by your management. New personnel should
be given a good adjustment of entering into any organization
but, I & all others missed that treatment.
11. It is the owner of this organization who in person,

extended his heart for accommodating us in to the system to
formalize the system. I just received only criticism from you of

an unlimited extent. I know that you are not able to digest my

presence which I do not mind.
12. Anyway, I have nothing against anybody but, I do have

interest in organizing on really modern systems that this
company has missed so far.
13. I had written previously about connectivity of all personnel

through intranet so that all redundant paperwork is avoided but,
no response. We have been working an era of 1980 onwards.
14. Your official job title has not been clear so far.
15. Sometimes you mention it as Buildings Projects Manager

& Coordinator while other time, Director General of Project
Implementation & Coordinator General & Now Head of
Construction.
Thanks & Warm Regards
Eng Suraj Singh PM
HO Circulation



Circular # 2
September 29, 2010
Attn:
Construction Manager Eng Mohd El Saeed
All Engineers & Foremen/Planning/Design/Post On Site
Administration & Secretariat
Sub Safety Statement For A Minimum Requirement
Safety on site is the responsibility of one & every individual on site. All
are responsible to keep it intact all times.
Do not forget that someone is waiting for you at your home.

Think for them before ignoring safety instructions.
1. During working hours, workers below foreman level are not

authorized to use mobiles.
2. Keep site tidy & Keep offices tidy. Housekeeping should be

maintained for a good working environment.
3. Keep good health by sleeping early & rising early.
4. Mind presence should be on work during working hours.
5. All areas prone to falls should be barricaded.
6. Keep ladders clamped to avoid falls. Use ladders in deep

excavations. Maximum distance between two ladders should
not be more than 8m.
7. Use Personal Protective Equipment all times while working in

hard hat areas.
8. Do not urinate or squat on site. Do not take any bath on

worksite.
9. Do not throw materials taken from stores here & there.

10. Do not allow any nails or other steel pieces that give
chance to vehicle or machines tyres to puncture.
11. Keep all permanent materials properly stacked in

specified manner.
12. Do not expose any electric wire within working areas.
13. Do not play with electric live wires.
14. Keep off heavy working machines. Only responsible

supervisor should guide as banking man.
15. Those working on heights more than 1.5 to 2 m should

use safety belt duly anchored. It takes only one second to fall.
16. Keep scaffoldings anchored during work.
17. Protect all chemical materials from adverse weather effect

& take all precautionary measures prescribed by manufacturer.
18. While applying any chemical, follow manufacturer’s

instructions.
19. Excessive use of mobile is not good for health. Talk to

points.
20. Carry out all operations on site with full safety.
21. While allotting tasks to workers, toolbox talks should be

delivered explaining how to use tools & equipment safely.
Engineer & foreman should conduct these talks regularly for
any new operation & also for refreshing workers memory.
22. First Aid application should be taught to many workers for

immediate management of first aid.
Compliance is required

Eng Suraj Singh PM

HO Circulation
CC Eng Sayeed Behairi ‫ السيد بحيري‬/ ‫السيد المهندس‬



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Circular # 1
October 24, 2010
Distribution:
Managers/All Engineers/Planning/Designs/Administration for records
Documents Controls (other than regular drawings):
While Submitting
Documents: Material Submittals
1. Two copies required for submission.
2. Two copies required for attachment.
3. ATE Seal on attachments
4. Vendor’s seal on attachments
5. Two material samples, if applies.
6. One submittal copy duly sealed to receive back from Consultant with any
status as follows:
7. Approved / Revise & resubmit / Rejected / Approved with comments.
8. Transmittal / Submittal sheet to be filled with all required information.
9. To be Initialled by Originator (Originator means one, who is responsible for
shop drawing preparation).
10. Submission to be logged in Document’s register by DCC.
11. Submission to be acknowledged by Consultants.
While Received back

Return of Material Submittals:
1. Received back by DCC with any foregoing status.
2. Record return status on register.
3. DCC to stamp Distribution Matrix seal on submittal.
4. Immediately, submission to PM for information & distribution direction.
5. PM to review submittal status briefly.
6. PM to mark distribution on the ‘Matrix seal’.
7. DCC to retain original ‘Master’ copy.
8. DCC to prepare copies for distribution & distribute.
Approved Status:
1. Record ‘Material Status’ on Register for update.
2. Distribute copies to concerned ‘Engineers’.
3. Distribute copies to Head office & Procurement.
4. Distribute Copies to QS
Approved with Comments:

2. Distribute copies to concerned ‘Engineers’.
3. Distribute copies to Head office & Procurement.

4. Distribute Copies to QS
5. Interact with Consultant, if required.
6. Incorporate comments after interactions.
7. Resubmission as defined above.
8. Return & redistribution as defined above @ Approved Status.
Revise & Resubmit:

2. Distribute copies to concerned engineer & originator for revision.
3. Examination of non compliance / non conformance or interaction with
Consultants.
4. Correction of non compliance / non conformance.
Rejected:
1. Distribute copies to concerned Engineer & Originator for revision.
2. Examination of non compliance / non conformance or interaction with
Consultants.
3. Correction of non compliance / non conformance.
While Submitting
RFI
1. Origin by Engineer with all supporting details.
2. Log in by DCC with references.
3. Signature by relevant Originating Engineer.
4. Signature by QC assuring compliance with requirement.
5. Approval by PM for submission.
6. Submission by ATE, DCC To ZFP, DCC
While Received back

RFI
1. Log in by DCC from ZFP, DCC
2. Entry of RFI status by DCC
3. Affix Distribution Seal
4. Submission to PM
5. Distribution for action & Information
6. Distribution by DCC in line to Distribution Seal marking.
7. Distribution to QS.
While Received from ZFP

Correspondences

From ZFP
1. DCC to log in details
2. Distribution Seal for marking.
3. Submit to PM for review & action.
4. DCC to Distribute accordingly.
While Sending to ZFP

To ZFP
1. DCC to log in details
2. PM to sign.
3. DCC to forward to ZFP.
While Submitting
Work Request for New activities
1. Related Engineer to prepare with details attached & sign.
2. DCC to log in register.
3. Departmental clearances as required by procedures.
4. Submission to PM.
5. Approval for submission by PM.
While Received from ZFP

Work Request for New activities
1. DCC to log in.
2. DCC to Submit to PM.
3. Mark distribution.
4. Back to DCC for circulation as case be.
Eng Suraj Singh PM
HO Circulation
CC: Eng Sayed Behairi ‫ السيد بحيري‬/ ‫السيد المهندس‬

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Confidential
November 8, 2010
Sub Engineers’ Reappraisal Report
Following reappraisal report is being submitted for management

information about the competency of engineers deployed on
this project for evaluation purpose.
This report required due to existing inefficiency on site due to their

lack on thorough involvements on site.
Technical coordination is a serious issue while, most of these

engineers with few exceptions, are not well experienced on
their callings. It has been noticed that drawings & specifications
are not well studied by these engineers in general, prior to
execution of works that create many problems on site resulting
in reworks.
1. Eng Mohd Saed Taha Civil CM: Interested to sit in office most
hours. Delayed submissions. Was recorded regular absentee in
meetings. Lack of technical coordination. Communication
problem. Does not know English. Does not interact with all
engineers. Very slow in performance. No self starter.
2. Eng Jamiel Design Architect: Often Keeps Pending drawings.

Delayed submissions. Lacking speedy coordination on
drawings. No considerable output in ‘floor work of week’.
Absolute dependency of foreman. Talks a lot. Drawings
commented many times. Argues of 8 hours contract often. Even
being reminded, ignores many times. Argues a lot with Eng
Usman.
3. Eng Usman Site Architect: Argues of 8 hours contract often.

Now improving. Intends to work on being reminded & forced.
Argues a lot with Eng Jamiel.
4. Eng Abdul Rehman Engineer: Being given responsibilities.

Efficiency to be evaluated. Was suppressed till now.

5. Eng Abdur Rahim Engineer: No clear engineering concept. To

be pushed every time. No clear answers on questions.
6. Eng Mohammad Gamel Mechanical Engineer: Slow working.

No self pro action. Lack of interaction.
7. Eng Mujeib Mechanical Engineer: Slow working. No self pro

action. Lack of interaction. Argues for facilities.
8. Eng Aijaz Mechanical Engineer: Slow working. No self pro

action. Lack of interaction. Argues for facilities.
9. Eng Rashid Electrical Engineer: Efficient. Self pro action.

Technically sound.
10. Eng Nair Electrical Engineer: Efficient. Self pro action.

Technically sound.
11. Eng Zahir QC Civil: Efficient. Self pro action
12. Eng Nathenel Civil: Good in reporting but, argues a lot for
delays on salaries.
Eng Suraj Singh PM

Attn: All Personnel & Workers Deployed On This

Project & On Notice Board
Sub Lessons To Be Learnt 29.10.2010

Safety First:
It has been noticed that there is no provision in this organization to
evaluate the performance of overall projects. It requires according to
the provisions of QA system that all records should be made as far as
commitment of mistakes, remedial actions & lessons to be learnt or
learnt are concerned.
In case of human beings:

1. Those who work, do make mistakes.
2. Those who do not work, do not make mistakes.
• On projects, where hundreds heads work, mistakes are

imminent but, within certain acceptable limits.
• Errors due to human involvement are reasonable but, errors

caused by either malafide or by bad intentions, are not
acceptable. I call intentional making of mistakes as sabotage to
work. It is a criminal action in fact. It is a crime to find ways to
stop the progress of works.
• Another route of making mistakes is to keep on delaying any

required action that can also lead to cumulative mistakes by
others, who may not coordinate rightly. That inaction cannot be
permitted.
• Those companies or organizations which care about their

personnel working errors & chart out their remedial actions by
not allowing repetition of those errors, do proliferate in their
professional business.
• But, ATE working management is seen different. I initiate about
mistakes & lessons learnt by this simple Record Statement that
can be utilized for implementation in future.

1. Safety should be considered as First step in relation to care for

safety for self & safety for all. I remember one incident when I
was a Project Manager in Qatar Doha, when Project Safety
Officer stopped me entering first time into Hard Hat designated
area. I had to first put on my Hardhat & only then, he allowed
me to enter. I liked & regarded that Safety Officer.
2. In ATE, safety environment is so polluted that even, very senior

managers do not respect such protective equipments use. It
may look hard hitting statement but, it is a statement of fact.
3. I have been annoyed that even, after issuing safety hard hats to
engineers, foremen, they do not like to use these equipment.
On visit of the hon’ble Minister, 70 Hard hats were issued to
workers but, all those workers returned hats to store after the
visit. I was surprised to see them on site without hats. Leaders
should lead their followers but, it does not happen in ATE.
Safety is not even considered at last just to reverse the Safety
First slogan. One worker’s head was injured & 2 workers were
electrically circuited by shock but, no one cares. I do not
understand such non commitment to safety of personal body.
4. I have issued various circulars, certain statements, explained to

staff & others in person but, the ears of all do not listen to such
lessons or talks.
5. I have instructed all site engineers & foremen to conduct Tool

Box Talks to their workers but, never realized. All have to
contribute to the safety requirement. Strange is it not that we
are ready to take the injured to hospital, pay the medical bills &
risk lives but, we are not ready to take protective measures.
Really, unbelievable culture in which we are working. I cannot
blame the top management as they are ready to invest money
on these PPEs but, all those members on site, who do not care
about their families & themselves.
6. I do not understand either, whether, they achieve special

additional progress output by not using PPEs. All complain
about non availability of safety shoes but, do not use hard hats

that are available. They are ready to accept falls from heights or
receive stone or block impact on heads but, not to care about
safety.
7. Management has to provide a safety officer on an urgent basis

so that safety lessons are delivered to all by training them about
meaning & requirement of safety management. This is very
important issue to teach them so all educated & uneducated
both learn. ATE has to reach zero accident status as there is no
meaning to work with accepting accidents.
8. I also see many members wearing loose dresses while, working

on site that is also against the safety norms. It can also cause
accidents that practice has to stop. During working hours,
codes have to be established to maintain a good working
environment. It should be applicable to all staff as well as
physical workers.
9. On 28.10.2010, during lunch hours, one worker was shocked

by electric current in his room as some live wire touched the
steel bed. He was sent to medical centre using personal car of
Eng Rashid Elect Eng. Such accidents are prone to repetition
until all are aware of safety norms.
10. All must learn lessons by such bad happenings on site. Had
that day, that worker who was given many head stitches worn
hardhat, he could prevent injury. Thanks almighty that he
escaped death. Thanks almighty also, that other electrical
injured worker too escaped death line.
Eng Suraj Singh PM
HO Circulation
CC All Heads

Attn: Managers & Engineers
Sub Lessons To Be Learnt

Planning & Coordination: 20. 11. 2010
1. It has been noticed during execution of works & various related

activities that Engineering Coordination has made a question
mark both in design & planning, as well as, at site actual
execution. It should be remembered that without proper
consistency of coordination, buildings activities cannot be
promptly performed. Many interfaces exist on buildings various
activities that should be satisfied with mutually to lead works
without requirement of reworks.
2. Ongoing activity of external drainage gives evidence

proclaiming an extent of low degree of design, planning &
coordination that, our project has slumped to. It was claimed by
the concerned Engineer & Manager that system has been
proficiently designed & work can be carried out but, during
carrying out works physically, mistakes in design & planning
erupted automatically, leading to stoppage to work. Such state
of engineering cannot be entitled ‘Discipline System
Engineering’ & certainly requires high degree of modification on
working approach.
3. It was noticed that certain manhole was excavated on incorrect

location without taking into consideration basement discharge
pipe. Mechanical & Civil coordination lacked drastically resulting
in widening excavation scope to cover actual area of required
portion. Similarly, some line was over excavated & later,
backfilled to make up factual levels. Moreover, excavations
were done without final design availability. By that unplanned
activity, what has been gained is not clear to us?
4. No technical & expertise considerations were made while

talking up office engineering proposals. Even, during execution,
a hint was given about excessive depth of excavation in some

stretch, but it was overlooked by both design, as well as

construction engineers responsible. Result is that drainage
system is to be rerouted in alignments & inverts. For
realignment also, concerned engineers did not look serious for
revision of the system. Full week holidays are availed while,
performance of drainage system has stopped from being
carried out. When shall our engineers learn to be serious as far
as works are concerned?
5. Similar, observations have been experienced during making

submittals respecting working shop designs, on which lack of
coordination exists. Many drawings are commented back to be
revised & resubmitted due to fact that proper scrutiny is not
done & many comments are either not fully incorporated or
channels are opened for inviting new comments. We just
depend on what consultants commented but, do not have
capacity to forsee errors, what should be done to avoid
problems during performance of activities.
6. One example refers to proposal for chiller unit pumps that

technical literature was received from vendor Arabian Pumps
with basic technical errors while, vendor was not fully made
aware of requirements that resulted in delayed decision on
submission. All parameters were not obtained to design
foundations while, relevant engineers were just interested to
forward submission without any considerations to scrutinize the
technicalities. It is a heavy duty pump & 6 rotary equipments
are to be installed in single area which means that it is a critical
installation & therefore, should be dealt with accordingly with
higher application of technical scrutiny.
7. It is incorrect to pass any technical submittal to consultants for

the purpose of approval without scrutinizing & ensuring whether
or not, documents contents, do fulfill the scope requirement.
Moreover, our engineers should have a capacity to interact with
consultants to respond during oral interaction while follow up of
submittals is made. It was also noticed that some foremen
followed pursuit to implement respecting some manholes
submittal approvals that is highly deplorable.

8. There would be many other such instances that really import

technical concentration & coordination understanding among all
disciplines but, such active efforts have been practically
missing. An unacceptable state of engineers not coordinating
with each other prevails that has to be eliminated in the project
progress interest. It is surprising to note that disciplinary
engineers do mind in conversing to resolve with each other for
work interests.
9. It is therefore, suggested to all Managers & Engineers

responsible for all such office work activities that all specific
requirements must be studied prior to jumping on to submission
stage. It is in our interest to pack up all submittals supported
with required details & documents. We have no right to allow
consultants’ time wastage as well as, adding to our time
wastage by iteration of submissions. It is better to delay
submission for one or two days rather than iterating submission
after being rejected.
10. We are responsibility bound to avoid wastage of time,

efforts & reworks in any discipline that make losses on project.
In case, such non professional attitude continues, it shall not
help either this project or some other forthcoming project. We
must learn to improve our engineering operational
characteristics & try to add to technical caliber for making
continued professional development.
Eng Suraj Singh PM
HO Circulation
CC Dr Assad
CC Eng Jafer

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Alawi Tunsi Establishment KSA

500 Beds North Jeddah Hospital Project (9/2010 to 11/2011)

Objective is to educate fresher & budding engineers to apprise

Separate document shall be published covering Minutes of

Eng Suraj Singh

1 of 84 February 10, 2011 P Eng Suraj Singh PM

Circular September 18, 2010

CC Planning Head for information & scheduling.

Sub As Builts Records

As Builds records are required on an urgent basis.

It is to be made sure that all required As Builts based on Redline

A tentative date schedule has to be charted out drawing was &

Eng Suraj Singh PM

Circular September 19, 2010

2 of 84 February 10, 2011 P Eng Suraj Singh PM

Sub Weekly Meeting With Consultants

This week, meeting is expected with consultants.

Mr Noor please provide translated version of last weekly meeting

Eng Suraj Singh PM

Circular September 19, 2010

Sub Foreman Job Description

1. Report to Site Engineer.

3 of 84 February 10, 2011 P Eng Suraj Singh PM

Eng Suraj Singh September 19, 2010

CC Head Office / Eng Sayeed Behairi ‫ السيد بحيري‬/ ‫السيد المهندس‬

Circular September 19, 2010

Sub Project Site Engineer Job Description

4 of 84 February 10, 2011 P Eng Suraj Singh PM

11. Coordinate with planners as & when required.

5 of 84 February 10, 2011 P Eng Suraj Singh PM

37. Any other responsibility assigned.

Eng Suraj Singh September 19, 2010

CC Head Office / Eng Sayeed Behairi ‫ السيد بحيري‬/ ‫السيد المهندس‬

Circular September 18, 2010

CC Planning Head for information

Sub Stores List of Materials All Disciplines

1. It is urgently required as discussed with you that lists of

2. As required by you, Yasser Mohd Abdul Ghani File 13982 is

3. All Electrical Engineers/ Mechanical Engineers & Construction

Eng Suraj Singh PM

CC Head Office / Eng Sayeed Behairi ‫ السيد بحيري‬/ ‫السيد المهندس‬

6 of 84 February 10, 2011 P Eng Suraj Singh PM

CC Procurement Engineer Sayed Zamil & Ashraf Adil Coordinator

Circular September 18, 2010

Sub Time Sheet Controls

Time sheet respecting Engineers & Foremen should be submitted to

Eng Suraj Singh September 18, 2010

Circular September 19, 2010

Sub Shift Joining & Leaving Signatures

2. Time of joining & leaving should be mentioned on time sheet.

7 of 84 February 10, 2011 P Eng Suraj Singh PM

4. Project Manager, Construction Manager, Head of Planning & Head of

5. Project Manager, Construction Manager, Head of Planning & Head of

Eng Suraj Singh September 19, 2010

CC Head Office / Eng Sayeed Behairi ‫ السيد بحيري‬/ ‫السيد المهندس‬

Circular September 18, 2010

Head Office officials

1. On 16.9.2010, a meeting was conducted among foregoing

8 of 84 February 10, 2011 P Eng Suraj Singh PM

3. In case, the items as required are not procured in due course, it

4. It is therefore, emphasized that expeditious procurement

Eng Suraj Singh PM