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    Document Control Procedures

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    © All Rights Reserved
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    Download as pdf
    22 views7 pages

    P-JktGPG-100-01-PRO-0003 Document Control Procedures

    Uploaded by

    Hariyuan
    Document Control Procedures

    Copyright:

    © All Rights Reserved
    Download as PDF or read online from Scribd
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    Project No. P-JKtGPG GLOBAL PROJECTS GROUP [Document No.| __ P-JktGPG-100-01-PRO.0003 Sapp : Revision No. 0 DOCUMENT CONTROL = Page __1of7 PROCEDURE Issue Date 7 October 2017 DOCUMENT CONTROL PROCEDURE Touvoerzo ] 0 oe aon » Be of sauaaaialaiian Joep tog | yy ono | Rovion Derpon eee, |. tee | wees ‘This document so be conser content, and shal no be reproduced in whole o part by any means wou! he pie consent cf APP ison Projets Grasp Form’ GPG-100-07-S0W Beste Enginaring May 26,2014 TL _ Brajact No. PoJkIGPG H GLOBAL PROJECTS GROUP Document No.| __P-sktGPG-100-01-PRO-0003 A PP |__ Revision No. 0 4 set DOCUMENTCONTROL = _ __ Page # 207 PROCEDURE Issue Date 7 October 2017 Revision Summary Date Revision function eflcaed trotted cacti) Prepared | checked | Approved ‘This docuentis tobe considered confidential and shall ot be eproducedinwhete ori prt by any means without the pre trtenconaentcf APP Give! Projects Grose Form’ GPG-100-01-S0W Bess Engineering tay 262016 Project No, P-JKIGPG. GLOBAL PROJECTS GROUP [Document No.) _ P-JktGPG-100-01-PRO-0008 ‘Saree iiciaae ; DOCUMENT CONTROL “Page 3of7 PROCEDURE Issue Date 7 October 2017 ‘Table of Contents 4. PURPOSE 2. SCOPE 3.__RESPONSIBILITIES 3.1 Project Manager Representative 3.2 Document Coordinator 3.3. Discipline Engineers 3.4 Document Controller (Home Office and on Site) PROCEDURE 44 Document Procedure Flow 4.2 Documents Issued for Construction 5.__ ATTACHMENT. ‘This cocument sto be considered conden, ana shal no! eproducen white ori part by any eens wit te pe ‘rten consent cl APP Gos! Projects Group Form GPG-100-0%-SOW Bass Engineering May 262014 ln ooln ae oele ia ln Project No PAJKtGPG GLOBAL PROJECTS GROUP | Document No.) P-Jk{GPG-100-01-PRO-0003 HAPP|__ ~ Reision No 5 Page 40f7 Document Control Procedure . Issue Date 2 October 2017 4. PURPOSE The purpose of this document is to establish the procedures for the control of all documents and drawings received and issued for all GPG projects. 2. SCOPE The scope of this document covers the receiving, issuing and filing of all engineering and project management documentation. It covers also the issue of drawings to contractors. from the site office. 3, RESPONSIBILITIES 3.4 Project Manager Representative The project manager representative shall be responsible of: + Establishing the distribution matrix for all project documents at the beginning of the project + Ensuring the procedure for receiving, issuing, distributing and filing is strictly adhered to. 3.2 Document Coordinator On large projects, there shall be a document coordinator to manage the distribution and collection of documents. The document coordinator shall be responsible of: * Verifying the incoming documents for overall correctness * Collecting the compiled comments on each document and retum them to document control * Ensuring that documents are reviewed and returned as per the allocated time for external documents ‘+ Ensuring that documents returned to the originator of the document are corrected and re-issued to GPG as per the allocated time. ‘On smaller projects, this function will be under the responsibilty of the engineering group. 3.3 Discipline Engineers The discipline engineers shall be responsible of: + Ensuring all incoming and outgoing documents are received, commented and returned in the time allocated and as per the agreed document delivery schedule for each document originator. * Reviewing the incoming documents, marking them up, incorporating ali comments from the different disciplines into one copy and retuming them to the document coordinator. 3.4 Document Controller (Home Office and on Site) ‘The document controller shall be responsible of: + Implementing the document distribution matrix for each project. © Verifying incoming documents for proper numbering by project and type of document, “Thi dosument eto be consderee content, and shall not ke produced in whole o in part by any mean without he pie weiton conser o! APP Gods! Proects Group Form: GPG-100-01-S0W Basi Engieating May 262014 eee Sere Project No. | GIAPP GLOBAL PROJECTS GROUP | Document No Revision No. Page 5 of7 |__ Issue Date 2 October 2017 Document Control Procedure + Filing appropriately the documents in each project folder and updating the master drawing list with document title, document and transmittal numbers, issue status, revision number and date + Stamping the documents with coordination stamp and distributing the documents to each recipient as per the distribution matrix. ‘+ Upon return of the coordination prints, preparing the transmittal, scanning the documents and returning to the originator, Filing the copy of the retumed and signed transmittal from the recipient. * Filing appropriately the documents in each project folder and updating the master drawing list with document title, document and transmittal numbers, issue status and date. ‘+ For documents issued for construction directly from the site office, stamping one copy “issued for construction", preparing the transmittal and issuing the documents as per the distribution matrix. Filing the copy of the retumed transmittal from the recipient. The document controller shall also follow up on the time allocated for the review and update of the documents by using the notification system for late return of drawings. This system will provide notifications for documents not returned as per the agreed schedule for documents reviewed internally or for documents to be updated by the document originator. PROCEDURE Document Process Flow ‘The document process flow shall be as per the following steps: 4.1.1 Step 1 For each new project, the document controller will create a folder in the GPG server to store the documents generated internally or received from Vendors and Consultants which will be used for the project. 4.1.2 Step2 ‘The document controller will receive normally the documents from extemal parties in soft copies. Hard copies will be reserved for large files such as manuals. 41.3 Step3 The document controller will verify the quality of the documents such as numbering system, format of document and sequential number. 4.1.4 Step 4 The document controller forwards the received documents to the document coordinator to verify and comment on the technical quality of the documents. In case the quality of the documents is not acceptable, the document coordinator will reject the documents and send them back to the originator for correction through document control. 4.1.5 Step 5 Documents to be reviewed will be stamped for review and distributed to the relevant engineering disciplines and end user for comments. A hard copy will be prepared for each party, ‘hie doeumentis fo be considered confident}, and shal not be cepredced in whe or in part by eny means wihout the pie ‘ariten consent of APP Giana Peiets Group Fin GP-100:01-SOW Base Engincering Way 26,2004 Project No, P-JKtGPG. GLOBAL PROJECTS GROUP | Document No.) P-JktGPG-100-01-PRO-0003 PAAR nnn Page 6 of7 Issue Date | 2 October 2017 Document Control Procedure 4.1.6 Step 6 Comments from each discipline and end user will be reviewed by the discipline lead engineers, compiled on one copy by the delegated engineer and returned to the document coordinator. Documents will be scanned and returned to the originator with a transmittal. If the coordination print is not returned within the allocated time, a notification will be sent to the document controller to advise the document coordinator of the delay. A late return drawing report will be issued on a weekly basis by the document controller to the project manager. 4.1.7 Step 7 The document controller will fle the document in the appropriate server folder for future reference. 4.2 Documents Issued for Construction Documents issued for construction will be received by the document controller in the home office and once verified by the relevant engineering disciplines will be signed by the lead engineer and engineering manager, scanned and sent to the document controller at site. If the engineering team is located at site, this procedure will be implemented directly at site. The documents will then be stamped "issued for construction” and distributed to the recipients with a transmittal as per the distribution matrix. Revised documents issued for construction will be processed in a similar manner. It will be the responsibility of the recipients to ensure the latest revision of the documents is used for construction and that older revisions are filed properly and are not in circulation anymore. ATTACHMENT ‘See attached document flow chart. “This documents to be considered convient, nd salina ba coprecuced a whole ein pt by any means without the pit writen consent of APP Gidea Project Group Foi GPO-10007-SOW Base Engineer ng May 26,2014 Project No] He GLOBAL PROJECTS GROUP [Document No.| __P-JKIGPG 100-01.PRO.0008 Revision No. ° Page Tof7 Document Control Procedure s issue Date 2 October 2017 DOCUMENT FLOW CHART FE Sewteer ec mee! ra sine) Som neiey Pcie Cy as eek een mes cheats don ay nee =, es rer, Bacto condiner et the

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