Proc Div 02 Combined

2013
Saudi Diyar
Consultants
Construction Supervision Department
Procedures Manual
Division 02 – Communications
PROCEDURE
for
SITE MEETINGS
Document No. CS-02-01 Revision H
Contents: 1. Purpose
2. Scope
3. Abbreviations & Definitions
4. Responsibilities
5. Flow Chart
6. Work Method
7. Verifying Method & Record Documents
8. References
9. Appendices
10. Document Status
Issued by Issue Date Document No.
Construction Supervision March CS-02-01 Revision H

Department 2012
Subject
PROCEDURE FOR SITE MEETINGS
1 PURPOSE
1.1 To describe how the various site meetings are conducted and the points
discussed are recorded and agreed by all parties.
1.2 To describe the agendas for each type of meeting.
1.3 To identify who chairs and who records the minutes of the various meetings.
2 SCOPE
2.1 Applies to all meetings scheduled in the contract documents, i. e.

o Pre-Construction
o Site Progress
o Technical
o Planning
o Others
3 ABBREVIATIONS & DEFINITIONS
3.1 SDC Saudi Diyar Consultants

3.2 HSD Head of Supervision Department
3.3 AM Area Manager
3.4 RE Resident Engineer
4 RESPONSIBILITIES
4.1 The Head of Supervision Department (HSD) or the Area Manager (AM) is
responsible for the initiation of the Pre-Construction Meetings with the
Contractor and Resident Engineer.
4.2 The Resident Engineer and/or Site Engineers are responsible for
coordinating and conducting meetings with the Contractor at site and for
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ensuring that all actions arising from the meeting are followed up. A matrix of
responsibilities is appended.
4.3 The Contractor is responsible for the preparation of all information and
documentation required for the Progress Meetings.
4.4 Generally, the site secretary is responsible for typing and distributing the
meeting minutes, and for maintaining the files. However, the Contract
Documents need to be consulted in situations where the Client’s or the
Project Manager’s secretaries have the responsibility for these actions.
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5 FLOW CHART FOR MEETING MINUTES
Meeting
held
Notes in No
Engineer’s Are minutes
diary taken?
Yes
Site secretary types

and distributes
Draft
minutes
for review
No
Site secretary makes Minutes
changes to minutes approved?
Yes
Site Secretary
distributes the
approved minutes
to all parties
Final
minutes
for record
Site
Document
Control Site secretary logs
and files minutes
Responsibility
of Site DC End
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6 WORK METHOD
6.1 Pre-Construction Meetings

6.1.1 The HSD or the AM will initiate the Pre-Construction meetings with the
Contractor and the RE on the project.
6.1.2 The RE or his designate chairs the Pre-Construction meeting with the
Contractor in order to:
i. Introduce SDC’s Procedure system and the various forms that
will be used during the construction activities
ii. Define the scope of work
iii. Explain the method of construction
iv. Discuss the master schedule
v. Give the Contractor a copy of all the pro formas that are to be
used during the construction phase
6.1.3 The minutes are taken by SDC and distributed to all parties, including
the HSD, by the site secretary.
6.1.4 The agenda for the meeting comprises, as a minimum, the following:-
i. Contractor’s mobilization plan, site preparation, temporary
installation and working hours
ii. General explanation of design concepts and quality
requirements
iii. Discussion on plans and specifications
iv. Special project conditions
v. Shop drawings and materials submittals
vi. Substitutions (materials)
vii. Project schedule
viii. Testing laboratory (third party)
ix. Payments
x. Contractor Reports
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xi. Field and change orders

xii. Contract modifications
xiii. Safety plans
xiv. Insurance
6.2 Site Progress Meetings

6.2.1 Site Progress Meetings are held with the Client and the Contractor’s
site management in order to discuss progress, technical issues,
resolve problems encountered during construction, and monitor the
performance and quality of the works.
6.2.2 The Contract Conditions will determine the frequency of the meeting,
the party that will chair the meetings and the party that will take and
distribute minutes.
6.2.3 The agenda for the meeting comprises, as a minimum, the following:-
i. Approval of the previous meeting minutes
ii. Safety
iii. Quality of the works
iv. Progress to date
v. Work schedule for next two weeks
vi. Delay, if any, and action to expedite the work
vii. Pending change orders
viii. Field problems
ix. Materials, plant and equipment deliveries
x. Long lead items
xi. Approved submittals
xii. Status of submittals
xiii. Work versus manpower and equipment on site
xiv. Factors influencing the project progress and the quality
xv. Site inspection requests
xvi. Queries raised by the Contractor
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6.2.4 If it is SDC’s responsibility to take and distribute the minutes, then after
the meeting the site secretary types the minutes of meeting on form F-
CS01/A, which is signed by the attendees. All the important issues
raised during the meeting are to be included in the minutes of meeting.
6.2.5 Irrespective of which party takes the minutes, a copy of the minutes of
meeting is sent to all attendees and other interested parties, along with
a copy to HSD for necessary action and filing. The RE issues follow up
letters to ensure the actions have been taken.
6.2.6 It is important to have all parties agree to the minutes of the meeting
by making this the first item on the agenda at the next meeting. Any
items not agreed should be identified and the remainder agreed.
6.2.7 The site secretary logs the meeting minutes on Meeting Record Form
F-CS02/A for filing later.
6.3 Technical Meetings

6.3.1 Technical meetings that are requested by either the Contractor or SDC
are to be held on site in order to discuss specific issues of concern.
6.3.2 The RE or discipline Site Engineer chairs the meeting if called by SDC
and the Contractor’s representative will chair the meeting if called by
the Contractor.
6.3.3 Notes should always be taken by attendees during the meeting for
record purposes and future reference, although it may not always be
necessary to distribute minutes.
6.3.4 If minutes are taken then the procedure for distribution and filing is to
be followed.
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6.4 Taking and Distribution of Minutes
6.4.1 At the Pre-Construction and Site Progress Meetings the minutes are
taken by SDC site secretary or a designated staff member or the Client
representative’s secretary or Project Manager’s secretary, according to
the Contract Documents.
6.4.2 If the typed minutes are prepared by SDC staff, then these are passed
to the RE for review and the corrections made by the site secretary.
6.4.3 It is beneficial to send these minutes out to the Client and Contractor
for their comments prior to the next meeting. In this way there will be
no need to enter into protracted discussions during the meeting.
6.4.4 The agreed minutes, including any points of contention, are then
distributed to the attendees in time for the next meeting.
6.4.5 If the typed minutes are prepared by the Client representative’s
secretary or Project Manager’s secretary, then the RE and SDC
attendees review the minutes, comment as necessary prior to signing.
7 VERIFYING METHOD & RECORD DOCUMENTS
7.1 All record documents will be processed in accordance the Procedure for
Document Control on Site.
8 REFERENCES
8.1 Procedure CS-02-07: Site Document Control

8.2 Procedure CS-02-34: Archiving
NOTE: The latest revisions of the above documents apply.
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9 APPENDICES
9.1 Matrix of responsibilities

9.2 F-CS01/A: Minutes of Meeting Form.
9.3 F-CS02/A: Meeting Record Form.
10 DOCUMENT STATUS
10.1 Summary of Revisions
Rev H Re-drafted for review

Revision Purpose of revision
No.
10.2 Summary of Review and Approval
H 6 Dec 11 D. Oxley
Revision Revision Name
Sign Name Sign
No. Date
Document Status Originator Approver
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9.1 Matrix of responsibilities
Meeting Type Chaired by Preparation of Minutes taken by

Documents and
Information
Pre-Construction SDC - RE SDC & Contractor SDC
Site Progress SDC - RE Contractor SDC
Technical called by SDC – RE or SDC SDC (if needed)
SDC discipline Engineer Notes required
Technical called by Contractor Contractor Contractor (if
Contractor needed)
Notes required
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Minutes of Meetings
Project Title Date:
Time:
Project Number Page No.
Subject
Attendees : Distribution:
Prepared by:
Item Action to be taken
Description of Agenda
No. By Date
F-CS01/A
Page 1
Page No.

No. By Date
F-CS01/A
Page 2
Page No.

No. By Date
F-CS01/A
Page 3
‫التاريخ‬ ‫اسم المشزوع‬
‫رقم المشزوع‬
‫الوقت‬ ‫محضز اجتماع‬
‫صفحة‬ ‫الموضوع‬
‫نسخة ‪:‬‬ ‫الحاضزون‬
‫أخذ قزار ومتابعة‬ ‫‪S.D.C.‬‬
‫بواسطة‬ ‫البيان‬ ‫المسلسل‬
‫بتاريخ‬
‫‪F-CS01/A‬‬
‫صفحة رقم‬
‫أخذ قزار ومتابعة‬ ‫البيان‬ ‫المسلسل‬
‫تاريخ‬ ‫بواسطة‬
‫‪F-CS01/A‬‬
Meetings Record Form
PROJECT NAME : Project No.:
RESIDENT ENGINEER :
PARTIES
No. Date Type Distributed To Remarks
Type : PM : Performance Management SC : Sub-Contractor CL : Client F-CS02/A

PC : Preconstruction SP : Supplier D : Designer
SM : Site Managemanent/Regular TS : Techical Support
T: Technical
PROCEDURE
for
WORK PROGRESS REPORTS TO MAIN OFFICE

Document No. CS-02-06 Revision G
2. Scope
4. Responsibilities
5. Flow Chart
6. Work Method
8. References
9. Appendices
10. Document Status
Construction Supervision March CS-02-06 Revision G

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PROCEDURE FOR WORK PROGRESS REPORTS TO MAIN OFFICE
1 PURPOSE
1.1 To describe how work progress on site is effectively recorded for project
control and reported to the Client and SDC Main Office, in accordance with
the Contract requirements.
2 SCOPE
2.1 Applies to all progress reports issued from site to the Main Office and the
Client, i. e.
o Weekly to Main Office
o Monthly to Main Office
o Monthly to the Client
3 ABBREVIATIONS & DEFINITIONS

3.1 SDC Saudi Diyar Consultants
3.2 HSD Head of Supervision Department
3.3 AM Area Manager
3.4 RE Resident Engineer
4 RESPONSIBILITIES
4.1 The individual engineers are responsible to complete their daily reports to be
used in the compilation of the weekly and monthly reports.
4.2 The REs are responsible for the coordination of the preparation, in
conjunction with the Senior Engineers, and issue of Weekly and Monthly
Reports to the Head of Supervision Department (HSD).
4.3 HSD and/or Area Manager are responsible to review and approve the
Monthly report to the Client (Arabic).
4.4 The Chairman or Managing Principal approves and signs the Monthly Report
(Arabic) to particular Clients.
4.5 The Main Office or site secretaries are responsible for the typing and
recording of the Monthly Report to the Client (Arabic).
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5 FLOW CHART FOR MONTHLY REPORTS
Required
by
Contract
Daily Report
Site Engineer
F-CS13/A
writes Daily
Reports
No
RE
Site
requests
Engineer
reports?
files
Yes
RE compiles report &

sends to HSD/CM
Yes
HSD/CM reviews; Arabic
secretary types; final Client?
review by HSD/CM
President No
signs report
Document
Control
Send to Client Monthly
Report in
Arabic
Responsibility End
of DC
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6 WORK METHOD
6.1 General:
6.1.1 All Site Engineers must keep daily notes of work progress and
problems encountered during the day and have available for
inspection by the HSD or RE, if requested. The report is to include the
activities performed together with any discrepancies/observations that
have taken place on the day. These details are to be recorded on Daily
Report Form F-CS13/A.
6.1.2 The Weekly Report (F-CS11/A) shall cover the activities of the
previous week, and shall be prepared by the RE in conjunction with the
Senior Engineers on site and submitted to the HSD for information and
necessary action.
6.1.3 The Monthly Report (F-CS12/A) shall cover the activities up to the end
of the previous month, and shall be prepared by the RE. The report
shall include all required assistance or follow up from the Main Office
and recommendation to increase the progress on site.
6.1.4 Project Data sheets (F-CS17-1/A), Site Immediate Design
Requirements (F-CS17-2/A) and Summary of Site Progress (F-CS17-
3/A) reports are prepared by the RE and/or Site Engineer and
submitted to HSD every two weeks.
6.2 Monthly Progress Report to Client:

6.2.1 The Monthly Progress Report to Client, along with photographs, is
prepared by the RE in conjunction with the Senior Engineers on site on
the first day of the next month.
6.2.2 The contents of the Monthly report will vary from Client to Client,
however a suggested list of contents is given in Appendix 9.1.
6.2.3 A copy of the report is sent to the HSD in the main office for record
and filing.
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6.3 Monthly Progress Report to Client (Arabic):

6.3.1 The Monthly Progress Report to Client (Arabic), along with
photographs, is prepared by the RE in conjunction with the Senior
Engineers on site on the first day of the next month and forwarded to
the HSD in the main office for review.
6.3.2 On receipt of the report the HSD reviews and then forward it to the
secretary for typing into Arabic.
6.3.3 The secretary passes the typed report to the HSD for a final review
before forwarding it to the President for his signature. In some
instances the report is signed by the HSD.
7 VERIFYING METHOD & RECORD DOCUMENTS
7.1 All record documents will be processed in accordance the Procedure for
Document Control on Site.
8 REFERENCES
8.1 Procedure CS-02-07: Site Document Control

8.2 Procedure CS-02-34: Archiving
9 APPENDICES
9.1 Suggested contents for Monthly Report to the Client

9.2 F-CS11/A: Weekly Report
9.3 F-CS12/A: Monthly Report
9.4 F-CS13/A: Daily Report Form
9.5 F-CS17-1/A: Project Data Sheets
9.6 F-CS17-2/A: Site Immediate Design Requirements
9.7 F-CS17-3/A: Summary of Site Progress
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10 DOCUMENT STATUS
10.1 Summary of Revisions
Rev G Re-drafted for review

No.
G 7 Dec 11 D. Oxley
Sign Name Sign
No. Date
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Appendix 9.1 Suggested Contents for Monthly Report to the Client
 Executive Summary
 General Project Layout
 General Project Information
 SDC Weekly Reports
 SDC Monthly Reports
 Schedule Update
 Delay Causes & Corrective Actions
 Updated List of Design Drawings
 Updated List of Shop Drawing Submittals
 Updated List of Material Submittals
 QA/QC Report
 Site Instructions Log
 Correspondence Logs
 Inspection Request Logs
 Safety Report
 Progress Photographs
 Progress Charts
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Weekly Report Supervision Department
Project Name: City: Project No.:

Contractor: Report Date:
1. List main construction activities for the week ending today:
2. List main construction activities to be carried out next week:
3. State overall actual progress in comparison to the latest revised work program:
Delay - Behind program by: Days Advanced - Ahead of program by: Days
4. List submittals and important correspondence received from the Contractor this week:
(Indicate response or still under consideration).
5. List of drawings, instructions and any other relevant materials issued to the Contractor this week:
(Indicate here if any may constitute a variation).
Should any of the space allowed becomes insufficient for your data, please attach a page/s to the report titled: Continue from: Report titles, no. & date.
SD2 Page 2 Weekly Report # / Project: Dated:
Page 1 of 2 F-CS11/A
6. Urgent requirements from the Main Office (indicating letter date and name addressed to ):
7. Urgent requirements from the Contractor:
8. General:
a - State your opinion in regard to the Contractors general performance (specially quality).
(stating average manpower, staff, machinery, working hours and their adequacy to perform).
b - Identify and list potential future risk areas in respect to duration, cost & quality:
c - List items or works which were rejected this week and detail actions taken by Contractor to rectify:
d - Recommendations & any important issues or complaints you may like to draw the management's attention to:
e - Briefly insert here info. in respect to: any important visitors, any special incidents, abnormal weather conditions.
Signed: Name:
Page 2 of 2 F-CS11/A
Monthly Report Supervision Department
Project Name : City: Project No.:

Contractor Name: Report Date:
Date of Commencement on site: Contract Value:

Date of Completion: Approved Variation:
Approved Extension of Time: Possible Variations
Duration: Wks. Total Contract Value:
Duration Elapsed: Wks. Certified Value Up Todate: SR. %
A. Contractors Performance:
1. Progress of Works:(attach a clear copy of the Contractor's Summary Work Program, where actual progress
i s marked by you with red lines above the bar representing each activity).
a. Overall Delay: Days (list and define critical items and or activities).
b. Reasons of Delay:
c. Issues with potential to cause delays in the future unless addressed immediately:
d. Actions to be taken by the relevant parties (state hereunder) to speed up the work and make up the delays:
2. Cash Flow: (compare value of approved payment applications to estimated cash flow)
Total Applications Value Up Todate:
Total Cash Flow Forecast for same period:
3. Quality:
Page 1 F-CS12/A
SD2 Page 2 Monthly Report / Project: Dated:
Should any of the space allowed becomes in-sufficient for your data, please attach a page/s to the report titled: Continue from:Report titles,no. & date.
4. Issues of Dispute:
B. Financial Issues:
1. Variations: Does, in your opinion, any of the drawings and/or instructions issued last month constitutes a
Variation Order? If "yes", list hereunder.
C. Information and Submittals:

1. List hereunder submittals which were scheduled to be submitted before today but the Contractor failed to do so:
2. List hereunder information, queries, drawings and any decisions requested from the Main Office, but not
answered / received yet. (Please state request date and department/person concerned).
3. Report / Comment on drawings issued for construction:

(Comment in respect to: they include all required information, are coordinated with previous drawings, fit with
site conditions, free of discrepancies, etc.). Such checking is part of the Engineers duties with his M&E Staff,
must report within one week.
D. Any other matters, recommendations, problems and/or issues you like to add or to draw the management attention to:
Signed: Name:
Page 2 F-CS12/A
Daily Site Report
Project Title and No.
Report No. Date
Contractor
Works Executed: Labor Force

Trade Number
Total Labor Force
Materials Delivery:
Important Remarks:
Contractor's Engineer Resident Engineer F-CS13/A

Summary Site Progress
To: Head of Design Date:

Prepared by:
Building /Area
Performance
Completion
Bldg / Area
Contractor
Expected
Site Progress/
Item Project No. Project Title
Construction Stage
Date
F-CS17-3/A
#
Date :
Proj. #
Project Title
Date of
Schematic
Design approval
Client's
Required Date
of completion
Construction
Starting Date
Construction
Date of
Completion
Page 1
% age time
elapsed
% age work
done till last
payment
Project Data Sheet
Contractor's
current
performance on
site
Any Additional
work
Any approved
extension of
time
SDC Estimated
Date of
Construction
Completion
General Remarks
F-CS17-1/A
Site Immediate Design Requirements
To: Head of Design Date:

Prepared by:
Item Project No. Project Title Site Immediate Design Requirements
F-CS17-2/A
PROCEDURE
for
SITE DOCUMENT CONTROL

Document No. CS-02-07 Revision H
2. Scope
4. Responsibilities
5. Flow Chart
6. Work Method
8. References
9. Appendices
10. Document Status
Construction Supervision February CS-02-07 Revision H

Department 2013
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PROCEDURE FOR SITE DOCUMENT CONTROL
1. PURPOSE
1.1. To ensure that all incoming and outgoing correspondence is properly controlled on
site.
1.2. To ensure that only the latest revision of documents are in circulation on site to
prevent inadvertent use of superseded documents and drawings on site.
1.3. To describe how documents in current usage are filed to facilitate retrieval and how
documents will be archived for future reference.
2. SCOPE
2.1. Applies to all correspondence and documents received by and issued from the
SDC project site office.
2.2. The Document Control Categories are divided as follows:-
2.2.1. General Documents
2.2.2. Project Document
2.2.3. Design Working Drawings
2.2.4. Submittals
2.2.5. Project Files
2.2.6. PHO/FHO Documents
3. ABBREVIATIONS & DEFINITIONS
3.1. SDC Saudi Diyar Consultants

3.2. HSD Head of Supervision Department
3.3. RE Resident Engineer
3.4. PHO Preliminary Handover
3.5. FHO Final Handover
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4. RESPONSIBILITIES
4.1. The RE is responsible for ensuring that all records, logs and files are maintained
up-to-date and are accurate.
4.2. The RE is also responsible for sending the logs each month to the Technical
Manager for analysis of service performance.
4.3. The RE has the responsibility of assigning the distribution of the received
documents to the concerned persons for both their information and action, as
necessary.
4.4. The site secretary is responsible for stamping the received documents with the date
received and distribution stamps.
4.5. The site secretary is responsible for distributing the received documents to the SDC
staff and for sending the outgoing correspondence to the correct recipients.
4.6. The site secretary is responsible for maintaining the document records, their
distribution and filing.
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5. FLOW CHART FOR RECEIPT OF INCOMING DOCUMENTS
Sent by
Contractor
or other
Site secretary
checks, logs,
stamps &
distributes to
RE
RE assesses
action and
allocates
person to act
Site
Document
Yes No No Control
Is it a
Is it a
submittal?
letter?
Procedure
CS-04-04 Yes
Response
required?
Yes
Assigned Engineer
formulates Response letter
response
Response to
Contractor or other
End
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6. WORK METHOD
6.1. General:
Incoming Letters
i. Secretary receives from messenger and reviews for accuracy:
Date of correspondence
Addressee
Any attachments
ii. Secretary stamps the date/distribution and gives to RE.

iii. Secretary adds the correspondence to the appropriate log.
iv. RE reads and allocates to the appropriate staff for either action or
information.
v. Secretary copies and distributes accordingly and retains the original in
the master file.
vi. Staff receiving a copy for action ascertain the action required and carry
out – if in doubt then the RE should be consulted in order ensure that
no issues remain open; staff receiving a copy for information react as
necessary.
Outgoing Letters
i. Secretary receives from originator a draft of letter/memo/fax, assigns a
serial number, logs, types and prints onto plain paper. Spell and
grammar checks have to be used.
ii. The letter reference format is shown in Appendix 9.2.
iii. Secretary returns the typed draft and original draft to the author for
review and any amendments.
iv. The author reviews the letter and releases for final printing
v. Secretary prints and gives, along with all attachments and previous
drafts, to author for final check and initialing, then to RE for signing.
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vi. A copy of the signed letter is given to the author for record after
received stamp.
vii. Letter original and a copy are delivered by hand to the addressee, who
then stamps and signs the copy. Similarly, with recipients of a copy of
the letter.
viii. The stamped copy of the letter is filed in the master file.
Submittals & Transmittals

These are dealt with under Procedure CS-04-04.
6.2. Document Numbering:

6.2.1. The SDC standard reference numbering for Design drawings, letters,
submittals and transmittals are identified in Appendices 9.1 to 9.4.
6.3. Filing:
6.3.1. All incoming and outgoing letters, faxes, memos, circulars, drawings,
submittals, reports, manuals, etc. are to be filed separately with the
identification reference title on each file.
6.3.2. The list of file types and subdivisions are listed in Appendix 9.5.
6.3.3. It is imperative that up-to-date and comprehensive files be maintained on the
site for use on a day-to-day basis and for future resolution of claims and
counter-claims.
6.3.4. The files are accessible to all as and when required, but they must be
returned in tact after finishing with them.
6.3.5. It is preferable to keep them in the master File Room, read and take copies
as needed, rather than remove.
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6.4. Administration:
6.4.1. Document Revision Management: The site Document Controller or
secretary reviews the date of issue and the revision of the incoming
document transmittal and attached documents. The incoming transmittal
revision is checked against the current log to ensure that the next revision is
chosen and that there are no gaps in the sequence. Any discrepancies are
immediately notified. Changes to drawings are identified by clouding and
revision lettering; changes to text documents by striking through and
highlighting.
6.4.2. File Safekeeping and Storage: All documents are to be stored and archived
safely on site and this is the responsibility of the site secretary or Document
Controller.
6.4.3. Handling Confidential Files: Care is to be taken by the site secretary or
Document Controller when handling confidential files. Only authorized
personnel are allowed access to both the hard copies and e-files.
Confidential documents shall be stored safely and are not allowed to have
copies made without permission of the Client.
6.4.4. File Archiving: The Document Controller archives the Design drawings and
final As-Built drawings. If electronic files of drawings are also required for
future reference use and they shall be stored on CDs.
6.4.5. File Disposition: The Document Controller is in charge of the disposition of
all old files that are no longer needed and are inactive. Files are to be burned
and not thrown out as garbage.
7. VERIFYING METHOD & RECORD DOCUMENTS
7.1. All record documents will be processed in accordance the Procedure for Document
Control on Site.
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8. REFERENCES
8.1. Procedure CS-02-34: Archiving

8.2. Procedure CS-04-04: Materials & Shop Drawing Submittals Review.
8.3. Procedure CS-04-22: Nonconformance Reporting.
9. APPENDICES
9.1. SDC Design drawing standard numbering

9.2. SDC letter standard reference numbering
9.3. SDC submittal reference numbering
9.4. SDC transmittal reference numbering
9.5. List of Project Document Files
10. DOCUMENT STATUS
10.1. Summary of Revisions
Rev H Changes to text as highlighted

Rev G Re-drafted for review
No.
H Feb 13 D. Oxley N. Zerriny

G 10 Dec 11 D. Oxley
Sign Name Sign
No. Date
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9.0 Appendices
9.1 SDC Design Drawing Standard Numbering
The file or drawing number is a combination of 7 characters, as follows:
001 A 101
Drawing sheet No.
Drawing Discipline Code
Building No.
A Architectural
S Structural
M Mechanical
E Electrical
CV Civil
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9.2 SDC Letter Standard Numbering
CM-O/JE-YY00/000-X
CM : Letter originator
O : Secretary/typist Code
JE-YY00 : Project Code

JE - project location (see below)
YY- year number
00 – project number
000 : Letter sequence number
X : Re-issue letter No.
Project Location codes
JE – Jeddah
KH – Al Khobar
MD – Madinah
MO - Morocco
MK – Makkah
RY – Riyadh
TA - Taif
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9.3 SDC Submittal Reference Numbering
TR/0000/JE-YY00
TR : Transmittal
0000 : Sequence Number

JE - project location (see Appendix 9.2)
YY- year number
9.4 SDC Transmittal Reference Numbering
TR/CS/JE-YY00
Date Format: MM/DD/YY
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9.5 List of Project Document Files
General Document Files

1. Company Manuals
2. Supervision Procedures
3. Supervision Forms & Checklists
4. Supervision Manuals
5. Construction Safety Manuals
6. Standards (Local and International Codes)
Project Document Files

1. Approved Contract
2. Notice to Proceed from Client
3. Approved Presentation Drawings
4. Brief Project Information
5. Project Specifications
6. Project BoQs
7. Tender Drawings
8. ID Drawings
9. Design drawings
10. As-Built Drawings
11. Survey Drawings
12. Site Survey (Land, Civil & Electro-Mechanical Surveys)
13. Geo-technical Soil Investigation
14. Topographical Land Survey
15. Baladiyah Drawing
16. Baladiyah Permit
Design Working Drawings

1. Architectural Design Drawings
2. Civil Design drawings
3. Structural Design Drawings
4. Electrical Design Drawings
5. Mechanical Design Drawings
Submittals Files
1. Shop Drawings
2. Material Submittals
3. Sample Submittals
5. O&M Manuals
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Project Files
1. Contractor Incoming Correspondence
2. Outgoing Correspondence
3. Memos
4. Site Instructions
5. Inspection Requests
6. Site Surveys
7. QA & QC Reports
8. Non Conformance Reports
9. Reports (Daily, Weekly & Monthly)
10. Monthly Attendance Record Sheets
PHO/FHO Documents
1. Project Snags and Photos
2. Testing and Commissioning Data
3. PHO and FHO Certificates
4. Final As-Built Drawings
5. O&M Manuals
6. Test Certificates
7. Warranty Certificates
8. Spare Parts List
13 of 13
PROCEDURE
for
ARCHIVING
Document No. CS-02-34 Revision A
2. Scope
4. Responsibilities
5. Flow Chart
6. Work Method
8. References
9. Appendices
10. Document Status
Construction Supervision February CS-02-34 Revision A

Department 2013
Subject
PROCEDURE FOR ARCHIVING
1. PURPOSE
1.1. To describe how project documents from a site, which are no longer in current
usage, are retained in secure and safe storage conditions and in an efficient
manner to ensure the safe-keeping of project records and to facilitate retrieval at a
later date.
2. SCOPE
2.1. Applies to all correspondence and documents received by and issued from the
SDC project site office.
2.2. The Document Control Categories are divided as follows:-
i. General Documents
ii. Project Document
iii. Design Working Drawings
iv. Submittals
v. Project Files
vi. PHO/FHO Documents
vii. Test Records
viii. Warranty Certificates
ix. As-Built Drawings
x. O & M Manuals

3.4. PHO Preliminary Handover
3.5. FHO Final Handover
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3.6. Controlled Documents: Documents that are approved by authorized personnel,

reviewed and revised for accuracy, and then distributed to specific staff and/or
appropriate locations.
3.7. Record: Information of any kind and in any form (paper, photographs, electronic
media) created, received and maintained by individuals or SDC as evidence of its
function, policies, decisions, procedures, operations or other activities.
3.8. Reference copies: Unofficial records maintained by staff for personal reference,
including copies of original documents, downloaded information from external
sources, etc.
3.9. Working copies: Unofficial records of documentation maintained by staff for
personal reference, including preliminary drafts of documents, notes and
calculations on scrap paper, copies of reference material from external sources
used to develop ideas, etc., which may be discarded when no longer needed.
4. RESPONSIBILITIES
4.1. The RE is responsible for ensuring that all appraised records, logs and files (hard
and soft copies) are maintained up-to-date.
4.2. The site secretary is responsible for preparing the document files for archiving by
making out lists of the contents of the individual files and maintaining a log thereof.
4.3. The site secretary is responsible for packing the files in boxes and making out lists
of files within the boxes, i.e. labeling items with necessary identifying information,
and attaching the contents list to the boxes.
4.4. The site secretary is responsible for the log of all documents, files and boxes sent
to storage for archiving.
5. FLOW CHART FOR ARCHIVING DOCUMENTS
None applicable
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6. WORK METHOD
6.1. General:
6.1.1. The papers in lever arch and/or box files are filed in reverse chronological
order. No matter when the papers became available they are filed in the date
on which they were written.
6.1.2. Attachments or enclosures to documents are filed immediately below the
document to which they relate. Drawings or bulky items such as catalogues
are put in a pouch with the contents recorded on the front of the pouch.
These are stored separately.
6.1.3. Electronic are filed along with the paper files. The title of the diskette being
written on it.
6.1.4. Logs of the files and their contents are maintained.
6.2. Document Identification and Collection:

6.2.1. Towards the end of a project the site secretary starts the archiving process by
reviewing the current files and creating a list of the files to be archived.
6.2.2. Although the document filing room will contain the majority of the files to be
archived there may be files held by staff that will also need to be archived,
therefore the site secretary needs to find out from each staff member which
of their files will also be archived.
6.2.3. The files for a subject are numbered in reverse chronological order and have
an identification code.
6.2.4. The log of the various files under a subject contains the file number and the
from/to dates covered by that file.
6.2.5. Files pertaining to a particular topic are filed as practically as possible in one
box. The content list of the box is taped on several sides of the box and
maintained on a separate log.
6.3. Storage:
6.3.1. All the boxes pertaining to a site are taken to a dry and secure storage in the
nearest SDC office in either Jeddah or Riyadh by the secretary of HSD.
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6.4. Electronic Storage:

6.4.1. On some of the larger sites that started recently SDC have introduced
electronic storage and archiving.
6.4.2. As a matter of course all outgoing correspondence is created and stored
electronically. Incoming correspondence is scanned and then stored both
electronically and as hard copy, so the electronic copy is created as the
project progresses.
6.4.3. Shop drawings submitted by the Contractor are similarly created
electronically so can readily be stored electronically as well as a hard copy.
6.4.4. Other paper documents received during the project need to be scanned and
stored electronically as the job progresses to avoid a backlog having to be
cleared at the end of the project.
6.5. Document Retention:

The project documents are held in storage in accordance with the following
schedule:
Project Type File Type Retention Period

Design & build All 10 years
Quality Issues Internal Audits 2 years
Management
Quality Issues 2 years
Review Meeting Minutes
Documents in storage that are beyond the retention period are reviewed annually to
determine whether they, in whole or part, should be retained longer or destroyed.
If the decision is taken to retain whole or part then a new retention period is
assigned.
If the decision is to destroy whole or part then the documents are destroyed by
incineration.
Control on Site.
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8. REFERENCES
8.1. Procedure CS-02-07: Site Document Control.

8.2. Procedure CS-04-04: Materials & Shop Drawing Submittals Review.
9. APPENDICES
9.1. SDC Design drawing standard numbering

9.2. SDC letter standard reference numbering
9.3. SDC submittal reference numbering
9.4. SDC transmittal reference numbering
9.5. List of Project Document Files
10. DOCUMENT STATUS
Rev A Revisions as highlighted

Rev 0 Drafted for review
No.
A Feb 13 D. Oxley N. Zerriny

0 25 Feb 12 D. Oxley
Sign Name Sign
No. Date
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9.0 Appendices
9.1 SDC Design Drawing Standard Numbering
The file or drawing number is a combination of 7 characters, as follows:
001 A 101
Drawing sheet No.
Building No.
A Architectural
S Structural
M Mechanical
E Electrical
CV Civil
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9.2 SDC Letter Standard Numbering
CM-O/JE-YY00/000-X
CM : Letter originator
O : Secretary/typist Code

JE - project location (see below)
YY- year number
000 : Letter sequence number
X : Re-issue letter No.
Project Location codes
JE – Jeddah
KH – Al Khobar
MD – Madinah
MO - Morocco
MK – Makkah
RY – Riyadh
TA - Taif
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9.3 SDC Submittal Reference Numbering
TR/0000/JE-YY00
TR : Transmittal
0000 : Sequence Number

JE - project location (see Appendix 9.2)
YY- year number
9.4 SDC Transmittal Reference Numbering
TR/CS/JE-YY00
Date Format: MM/DD/YY
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9.5 List of Project Document Files
General Document Files

1. Company Manuals
2. Supervision Procedures
3. Supervision Forms & Checklists
4. Supervision Manuals
5. Construction Safety Manuals
6. Standards (Local and International Codes)
Project Document Files

1. Approved Contract
2. Notice to Proceed from Client
3. Approved Presentation Drawings
4. Brief Project Information
5. Project Specifications
6. Project BoQs
7. Tender Drawings
8. ID Drawings
9. Design drawings
11. Survey Drawings
12. Site Survey (Land, Civil & Electro-Mechanical Surveys)
13. Geo-technical Soil Investigation
14. Topographical Land Survey
15. Baladiyah Drawing
16. Baladiyah Permit
Design Working Drawings

1. Architectural Design Drawings
2. Civil Design drawings
3. Structural Design Drawings
4. Electrical Design Drawings
5. Mechanical Design Drawings
Submittals Files
1. Shop Drawings
2. Material Submittals
3. Sample Submittals
5. O&M Manuals
10 of 11

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Subject
Project Files
1. Contractor Incoming Correspondence
2. Outgoing Correspondence
3. Memos
4. Site Instructions
5. Inspection Requests
6. Site Surveys
7. QA & QC Reports
8. Non Conformance Reports
9. Reports (Daily, Weekly & Monthly)
10. Monthly Attendance Record Sheets
PHO/FHO Documents
1. Project Snags and Photos
2. Testing and Commissioning Data
3. PHO and FHO Certificates
4. Final As-Built Drawings
5. O&M Manuals
6. Test Certificates
7. Warranty Certificates
8. Spare Parts List
ISO 9001 Documentation Files

1. Internal Audits
2. Management Review Meeting Minutes
11 of 11
PROCEDURE
for
CUSTOMER SATISFACTION
Document No. CS-02-35 Revision A
2. Scope
4. Responsibilities
5. Flow Chart
6. Work Method
8. References
9. Appendices
10. Document Status

Department 2013
Subject
PROCEDURE FOR CUSTOMER SATISFACTION
1. PURPOSE
1.1. To describe the methods for measuring, monitoring and interpreting customer
perception information to determine whether SDC Construction Supervision
Department is meeting customer requirements.
1.2. To act as one of the measurements of the performance of the quality management
system to ensure the goals and targets of customer requirements and expectations
are met.
2. SCOPE
2.1. The scope of this procedure is to assess the level of customer satisfaction by
obtaining input from various sources defined later, and to increase the effectiveness
of activities and processes to provide added beneficial change in quality
performance to SDC and its customers.
2.2. Trends and key indicators of satisfaction will be identified and benchmarked

3.3. QMR Quality Management Representative
3.5. Customer An external organization that receives SDC’s Construction Supervision
Services.
3.6. Customer Satisfaction The customer’s perception of the degree to which their
requirements have been fulfilled.
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4. RESPONSIBILITIES
4.1. The SDC management is responsible for determining the appropriate measures,
methods and use for monitoring and measuring of customer satisfaction, for the
future vision of SDC organization.
4.2. The QMR is responsible for collecting and analyzing the data from the various sites
and reporting to the Top management of SDC. The records will be kept with the
QMR
4.3. The REs are responsible for reporting back to the Main Office (HOD & QMR) all
complaints raised by the Customer even if the complaints are verbal.
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Subject
5. FLOW CHART FOR CUSTOMER SATISFACTION
Required by
ISO 9001
Management solicits information on

Customer satisfaction by survey or
from feedback
No
Is
Customer
satisfied?
Ascertain and discuss

reasons why customer is not
Survey results satisfied by contacting the
and corrective customer
responses
Implement changes and

Yes eliminate areas causing
dissatisfaction
Document
Control
Yes No
Does this
satisfy the
customer?
Company
records
Add information gathered

from survey to data bank
for future reference
End
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6. WORK METHOD
6.1. General:
Customer satisfaction measurement has a critical role in informing service
improvement.
6.2 Strategic plan:

Service orientated – we listen and respond to our customers in a culturally
responsive way and prioritize their satisfaction as we do our work.
Results focused – we establish goals, measure our performance and report our
success in achieving those goals
Innovative and creative – we learn from experience and results, and seek out new
and efficient ways to solve problems and serve, which help in furthering SDC’s
objectives
6.3 Principles for Customer Satisfaction Measurement:

 Ultimate goal for customer service is service excellence.
 In order to find out what our customers care about and what their experiences
are, we ask them.
 Customer satisfaction results are important to SDC in order understand
service delivery. The results are used by employees and management to
improve the service.
 Wherever possible we use existing information and build on existing surveys
and customer focused work.
 Customer satisfaction measurements focus on the whole experience, not just
the result.
 SDC change the data collection to suit the different clients and their needs.
 Customer satisfaction surveys are done as close as possible to the time the
service was carried out, i.e. we assess customer satisfaction when a
customer’s experience is fresh.
6.4 Service excellence:

The service excellence goal is to establish a culture of customer service and deliver
services that are responsive to the customer’s needs by:
 Making customer service a primary focus of our employees.
 Gathering customer feedback and results.
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 Improving service delivery.

 Building a culture of performance and improving the effectiveness and
efficiency.
 Fostering an ethic of working together as a team.
 Quality workforce – developing and empowering the employees by motivating
and encouraging staff to be committed and involved in order to understand
the importance of their contribution to SDC and/or accountable for their own
performance.
Measuring customer satisfaction has a critical role in achieving the above
6.5 Framework for managing customer satisfaction:

Measuring customer satisfaction is a critical component of improving customer
service and satisfaction.
Measuring customer satisfaction is a means to an end - service improvement
Service improvement is brought about by:
 Definition and reflection about the service and its customers
 Gathering existing customer-related data
 Measuring the customer’s experience and complaints against SDC
 Data analysis and gathering insights
 Developing and action plan and communicating the plan
 Taking action to improve
6.6 Customer Satisfaction Process:

It is the customer’s entire experience that determines the declaration of satisfaction.
It is subjective and the customer’s call. Satisfaction is based on the customer’s
perception of the experience – perception is more important than reality.
Customer satisfaction process:
 Understanding customer’s expectation: Need to know what the customer
wants from SDC and learn their expectations
 Promises to customers: Make promises that can be met and aim to exceed
expectations
 Execution: Customers have expectations and dependant on whether these
were met, not met or exceeded determines the level of satisfaction. Also how
and how quickly problems resolved.
 Ongoing dialogue with customer: Through executive meetings, user group
meetings, etc.
 Customer satisfaction surveys results to be collated
 Customers to be re-contacted to discuss the survey (both good and bad
points)
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6.6 Customer Complaints Process:

In many cases the Customer complaints are verbal and directed towards the site
staff. These complaints are required to be written down and sent to the Main office,
even if the complaint can be addressed by the site, and especially if the site staff
are not able to address the complaints.
Form F-CS064 attached to this procedure is intended for this process. It is
imperative that SDC Main office and top management are aware of the Customer’s
complaints so that the issues can be addressed and/or discussed during
Management Review Meetings.

Control on Site.
8. REFERENCES
8.1. Procedure CS-02-07: Site Document Control
8.2. Procedure CS-02-34: Archiving
8.3. QM-00-01: SDC Quality System Manual
8.4. Customer satisfaction survey
9. APPENDICES
9.1. F-CS55/A: Customer Satisfaction Survey
9.2. F-CS56/A: Customer Complaint log
9.3. F-CS64/A: Customer Verbal Complaint
10. DOCUMENT STATUS
Rev A Revised to incorporate Stage 2 Audit comments

Rev 0 Drafted for review
No.
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Department 2013
Subject
A Feb 2013 D. Oxley N. Zerriny

0 26 Feb 12 D. Oxley
Sign Name Sign
No. Date
8 of 8
Customer Satisfaction Survey - Supervision Department
Saudi Diyar Construction Supervision Department is committed to quality and customer satisfaction. We would like to know your opinion of our supervision
service, therefore please indicate your level of satisfaction with and the importance to you of each of the following aspects of our service.
On a scale of 1 to 5, circle the appropriate number that indicates how satisfied you are with each of the following items.
A score of 1 being very dissatisfied (VD) and 5 being very satisfied (VS).
On a scale of 1 to 5, circle the appropriate number that indicates the importance to you of each of the following items.
A score of 1 being very unimportant (VU) and 5 being very important (VI).
In the comments section after each question, please include reasons for your satisfaction or dissatisfaction with this item including specific examples where
possible.
Satisfaction Importance
Project Name: VD VS VU VI
Technical knowledge of SDC site staff 1 2 3 4 5 1 2 3 4 5
Comments:
Cooperation of SDC site staff with your staff 1 2 3 4 5 1 2 3 4 5

Comments:
Cooperation of SDC site staff with the Contractor's staff 1 2 3 4 5 1 2 3 4 5

Comments:
SDC site staff response in resolving queries raised by you 1 2 3 4 5 1 2 3 4 5

Comments:
SDC site staff response in resolving queries raised by the Contractor 1 2 3 4 5 1 2 3 4 5

Comments:
SDC site staff response to Inspection Requests by the Contractor 1 2 3 4 5 1 2 3 4 5

Comments:
Flexibility of SDC's site staff to respond to any changing conditions on site 1 2 3 4 5 1 2 3 4 5

Comments:
Technical back-up by SDC's Head Office 1 2 3 4 5 1 2 3 4 5

Comments:
Impartiality in resolving variations and claims 1 2 3 4 5 1 2 3 4 5

Comments:
Overall how satisfied are you with SDC Construction Supervision's performance 1 2 3 4 5
Comments:
Name: Position in Company:

Signature:
Date:
F-CS55/A
CUSTOMER COMPLAINT LOG
Date updated …………………….
Customer
Date Action By Close out
Complaint
Received Site Affected Customer Complaint Details Date
Reference
Rec'd Ret'd
F-CS 56/A
CUSTOMER VERBAL COMPLAINT
Project Name Project

Customer Name: Number:
Customer Date
Organization: Received:
Details of Complaint:
Resident engineer: Date:

Actions to Respond to Complaint:
By: Date:
Management Follow-up:
Head of Supervision department Date:
Distribution: Management OTHER
F-CS64/A

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2013

Construction Supervision March CS-02-01 Revision H

2.1 Applies to all meetings scheduled in the contract documents, i. e.

3 ABBREVIATIONS & DEFINITIONS

3.1 SDC Saudi Diyar Consultants

Construction Supervision March CS-02-01 Revision H

Construction Supervision March CS-02-01 Revision H

5 FLOW CHART FOR MEETING MINUTES

Site secretary types

Construction Supervision March CS-02-01 Revision H

6.1 Pre-Construction Meetings

Construction Supervision March CS-02-01 Revision H

xi. Field and change orders

6.2 Site Progress Meetings

Construction Supervision March CS-02-01 Revision H

6.3 Technical Meetings

Construction Supervision March CS-02-01 Revision H

6.4 Taking and Distribution of Minutes

7 VERIFYING METHOD & RECORD DOCUMENTS

8.1 Procedure CS-02-07: Site Document Control

NOTE: The latest revisions of the above documents apply.

Construction Supervision March CS-02-01 Revision H

9.1 Matrix of responsibilities

10.1 Summary of Revisions

Rev H Re-drafted for review

10.2 Summary of Review and Approval

Construction Supervision March CS-02-01 Revision H

9.1 Matrix of responsibilities

Meeting Type Chaired by Preparation of Minutes taken by

Item Action to be taken

Item Action to be taken

‫الوقت‬ ‫محضز اجتماع‬

‫أخذ قزار ومتابعة‬ ‫‪S.D.C.‬‬

‫بواسطة‬ ‫البيان‬ ‫المسلسل‬

Type : PM : Performance Management SC : Sub-Contractor CL : Client F-CS02/A

WORK PROGRESS REPORTS TO MAIN OFFICE

Construction Supervision March CS-02-06 Revision G

3 ABBREVIATIONS & DEFINITIONS

Construction Supervision March CS-02-06 Revision G

5 FLOW CHART FOR MONTHLY REPORTS

RE compiles report &

Construction Supervision March CS-02-06 Revision G

6.2 Monthly Progress Report to Client:

Construction Supervision March CS-02-06 Revision G

6.3 Monthly Progress Report to Client (Arabic):

7 VERIFYING METHOD & RECORD DOCUMENTS

8.1 Procedure CS-02-07: Site Document Control

NOTE: The latest revisions of the above documents apply.

9.1 Suggested contents for Monthly Report to the Client

Construction Supervision March CS-02-06 Revision G

10.1 Summary of Revisions

Rev G Re-drafted for review

10.2 Summary of Review and Approval

Construction Supervision March CS-02-06 Revision G

Appendix 9.1 Suggested Contents for Monthly Report to the Client

 General Project Layout

 General Project Information

 SDC Weekly Reports