PROJECT QUALITY PLAN Frame Work

Client Consultant
D-111807 Construction
of 33kV Reinforcement
in Al Dhafra Region
Contractor
Document number Document Title Page 1 of 1176

D-111807-SGE-PQP PROJECT QUALITY PLAN Rev SGE-PQP-Rev-01
Date 1/03/2024
PROJECT
D-111807 Construction of 33kV
Reinforcement in Al Dhafra Region
PROJECT QUALITY PLAN

D-111807-SGE-PQP-01
Rev. Date Originator Reviewed by Approved by Issued for:
QA/QC PE PM For Review &

Approval
00 5/03/2024 Prince Joseph Vivek R Ashok Charles
This cover page is a record of all revisions of the document identified above by number and title. All previous revisions to be
superseded and are to be destroyed.
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PQP INDEX
Contents
A. PROJECT QUALITY PLAN ..................................................................................................... 7
A1. PQP INDEX ................................................................................................................... 7
A2. REVISION STATUS ......................................................................................................... 7
A2. REVISION STATUS ......................................................................................................... 7
A3. APPROVAL SIGNATURES............................................................................................... 7
A4. DISTRIBUTION LIST ....................................................................................................... 7
A5. SCOPE OF PROJECT QUALITY PLAN ............................................................................... 8
A6. PQP REVIEW & APPROVAL PROCESS (CONTROL MECHANISM) ...................................... 9
B. PROJECT QUALITY MANAGEMENT SYSTEM ........................................................................ 11
B1. CONTRACT HANDOVER/CONSTRUCTION KICKOFF MEETING ..................................... 11
B2. SUBMISSION OF PROJECT QUALITY PLAN ................................................................... 11
B3. QHSE POLICY............................................................................................................. 12
B4. PROJECT QUALITY OBJECTIVES AND KPI: ..................................................................... 14
B5. PROJECT PLANNING AND SCHEDULING ACTIVITIES ................................................... 15
B6. PROJECT ENGINEERING ............................................................................................. 16
B7. PROJECT QS AND COST CONTROL .............................................................................. 16
B8. HEALTH, SAFETY AND ENVIRONMENT ......................................................................... 17
B9. METHOD STATEMENTS ............................................................................................... 17
B10. SITE MATERIAL MANAGEMENT ................................................................................... 18
B11 PROJECT CLOSEOUT .................................................................................................. 21
C. SCOPE OF WORKS ........................................................................................................... 22
C1 INTRODUCTION........................................................................................................... 22
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D. SUB-CONTRACTED ACTIVITIES ......................................................................................... 27

D1 SUBCONTRACTOR PROCEDURE .................................................................................. 27
E. ORGANIZATION STRUCTURE............................................................................................. 29
E1. PROJECT SPECIFIC ORGANIZATION CHART ................................................................. 30
E2. DUTIES AND RESPONSIBILITIES................................................................................... 31
G. AUDIT PLANS ................................................................................................................... 43
G1. Internal Audit Procedure ............................................................................................. 43
G2. INTERNAL/EXTERNAL AUDIT PLAN .............................................................................. 46
H. THIRD PARTY INSPECTIONS ............................................................................................. 49
H1. Details of Services that will be provided by TPI ............................................................. 49
I. DOCUMENT CONTROL AND CHANGE MANAGEMENT ........................................................ 50
I1. DOCUMENT CONTROL PROCEDURE ............................................................................ 50
I2. TEST PACK AND AS-BULIT DOCUMENTATION ............................................................... 53
I3. CHANGE MANAGEMENT PROCEDURE .......................................................................... 54
J. NON-CONFORMING PRODUCTS ....................................................................................... 57
J1. CONTROL OF NON-CONFORMING PRODUCTS AND SERVICES .................................... 57
J2. REVIEW & DISPOSITION OF NONCONFORMING PRODUCT ........................................... 58
J3. SITE NOTE/INSTRUCTION BY CONSULTANT/CLIENT ...................................................... 58
K. CORRECTIVE ACTIONS ..................................................................................................... 59
K1. PROCEDURE FOR CORRECTIVE ACTIONS .................................................................... 59
L. PREVENTIVE ACTIONS ...................................................................................................... 60
L1 PROCEDURE FOR PREVENTIVE ACTION ........................................................................ 60
M. RECORD CONTROL ......................................................................................................... 61
M1. DOCUMENT PROCEDURE FOR RECORD CONTROL: ................................................... 61
N. INSPECTION AND MEASURING ........................................................................................ 63
N1. DOCUMENT PRODEURE FOR INSPECTION, MEASURING & TESTING EQUIPMENT ........ 63
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N2. CONTROL OF INSPECTION, MEASURING & TEST EQUIPMENTS .................................... 63

O. PROCUREMENT CONTROL ............................................................................................... 64
O1. SELECTION OF SUBCONTRACTORS AND VENDORS: ................................................... 64
O2. VENDORS LIST ........................................................................................................... 65
O3. SUBCONTRACTOR APPROVAL .................................................................................... 66
O4. RAISING OF PURCHASE ORDERS ................................................................................ 66
O5. PURCHASING AND VERIFICATION OF PURCHASE ....................................................... 67
O6. HANDLING, STORAGE, PACKAGING AND DELIVERY ..................................................... 67
O7. PRODUCT IDENTIFICATION AND TRACEABILITY........................................................... 68
P. SUBMITTALS AND APPROVALS .......................................................................................... 69
P1. MATERIAL SUBMISSION SCHEDULE ............................................................................ 69
P2. DRAWING SUBMITTAL SCHEDULE ............................................................................... 69
P3. PROCUREMENT SCHEDULE ........................................................................................ 69
P4. APPROVED SUB CONTRACTOR SCHEDULE ................................................................. 70
Q. PROGRESS MONITORING AND REPORTING ...................................................................... 70
Q1. PROJECT PLANNING AND SCHEDULING ACTIVITIES .................................................... 70
Q2. PROGRESS REPORTING .............................................................................................. 71
R. CLIENT INSPECTION/ AUDIT ............................................................................................. 73
R1. CLIENTS INSPECTION/ AUDIT ...................................................................................... 73
R2. COMMITMENT STATEMENT .......................................................................................... 73
S. LESSON LEARNED ........................................................................................................ 73
S1. QUALITY IMPROVEMENT PROGRAM ............................................................................ 73
S2. PROJECT QUALITY POLICY & OBJECTIVES .................................................................... 75
S3. CONTINUAL IMPROVEMENT ........................................................................................ 75
T. HEALTH SAFETY AND ENVIRONMENT ................................................................................ 76
T1. HSE PLAN ................................................................................................................... 76
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U. APPENDIX ........................................................................................................................ 77
APPENDIX A. PROJECT TIME SCHEDULE ............................................................................ 78
APPENDIX B. QHSE POLICY AND CERTIFICATES ................................................................ 79
APPENDIX C. LIST OF QMS PROCEDURES & MANUALS ...................................................... 80
PROCEDURE FOR CONTROL OF LEGAL AND OTHER REQUIREMENTS
SGE-IMS-001........................................................................................................................ 81
PROCEDURE FOR CONTROL OF DOCUMENTS SGE-IMS-002 .................................... 84
Master list of documents. .................................................................................................. 98
Document Submission LOG .............................................................................................. 99
Document Distribution Matrix ......................................................................................... 100
Internal Drawing Distribution ........................................................................................... 101
Submission/Approval of Shop drawing Flow Chart ............................................................ 102
PROCEDURE FOR RISK MANAGEMENT ............................................................................... 103
PROCEDURE FOR CHANGE MANAGEMENT ........................................................................ 112
PROCEDURE FOF INTERNAL AUDIT .................................................................................... 119
AUDIT SCHEDULE ........................................................................................................... 127
...................................................................................................................................... 127
NCR REPORT .................................................................................................................. 128
INTRNAL AUDIT CHCEKLIST ............................................................................................ 129
INTERNAL AUDIT REPORT ............................................................................................... 130
INSPECTION CHECKLIST................................................................................................. 131
INTERNAL AUDIT PLAN ................................................................................................... 132
PROCEDURE FOR CONTROL OF NON-CONFORMING PRODUCTS....................................... 133
NCR FLOW CHART .......................................................................................................... 137
PROCEDURE FOR LESSONS LEARNED ............................................................................... 138
LESSONS LEARNED REPORT ........................................................................................... 142
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LESSONS LEARNED REPORT LOG ................................................................................... 143

PROCEDURE FOR PROJECT COMMUNICATION AND COORDINATION ................................. 144
MINUTES OF MEETINGS .................................................................................................. 150
PROCEDURE FOR DESIGN AND DEVELOPMENT PROCESS .................................................. 151
DESIGN AND DEVELOPMENT FLOW CHART..................................................................... 156
PROCEDURE FOR PROCUREMENT CONTROL ..................................................................... 157
Procurement Schedule: .................................................................................................. 159
MATERIAL SUBMMITAL SCHEDULE .................................................................................. 160
DRAWING SUBMITTAL SCHEDULE .................................................................................. 161
Material Submittal Form.................................................................................................. 162
PROCEDURE FOR STORE INVENTORY MANAGEMENT ......................................................... 163
PROCEDURE FOR QUALITY CONTROL PROGRAM SGE-IMS-013 .......................................... 167
6.4 ATTACHMENTS .......................................................................................................... 172
6.5 Document submission log ......................................................................................... 176
6.5.1 Shop drawings and layout.................................................................................... 176
6.5.2 Document submission log ................................................................................... 177
6.5.3 List Of Method Statements .................................................................................. 178
6.5.4 FORMAT for List Of ITP ......................................................................................... 179
6.5.5 List of project forms and formats ......................................................................... 180
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A. PROJECT QUALITY PLAN

A1. PQP INDEX
The Index of the Project Quality Plan (PQP) contains the section and sub-sections of the content subject with
page numbers.
A2. REVISION STATUS

The latest approved revision of the PQP shall be implement on site. Regular update for any changes in
documentation, process, scope etc., will be incorporate in the PQP. For major changes in scope of
the project, document requirements, key personnel changes, variation order etc., new revision of the PQP will be
submit to the Consultant for approval.
Please refer to page 2.
A2. REVISION STATUS

The latest approved revision of the PQP shall be implement on site. Regular update for any changes in
documentation, process, scope etc., will be incorporate in the PQP. For major changes in scope of
the project, document requirements, key personnel changes, variation order etc., new revision of the PQP will be
submit to the Consultant for approval.
Please refer to page 2.
A3. APPROVAL SIGNATURES

Project’s outgoing documents like materials submittal of, documents, technical papers etc. shall be reviewed and
signed for approval by the concerned authority(s).
A4. DISTRIBUTION LIST

Controlled copy of the approved Project Quality Plan shall be distributed to the following:
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PQP Holder Copy no.
ADDC Project Office 1 Original + 1 Copy
Bilfinger Office 1 Original + 1 Copy
SGE Site Office 1 Copy
SGE Project Staffs Copy on Intranet
Note: In case of amendments, the respective copies of the manual are revised, the Amendment Sheets and the
table of contents updated. The QA/QC Engineer verifies controlled copies periodically to ensure that only
current revisions are in use.
A5. SCOPE OF PROJECT QUALITY PLAN

Scope of Document
• This Project Quality Plan describes the Quality Management System to be applied and implemented for
the execution of the SGE work scope for completion of the project.
• The scope of this Project Quality Plan is to establish, specify and identify the quality management.
system to be implemented during the project activities associated with the project, as detailed in the
Scope of Work (SOW).
• This Quality Plan is founded on existing QHSE Manual of SGE which covers specific Project
requirements as well as providing instructions to personnel and project management in quality matters.
• ADDC guidelines are followed in the preparation of the PQP.
• The Contract (SGE) and the Client (ADDC) procedures and specifications shall be followed by this
• Project Quality Plan.
• Objectives
• The objective of this Project Quality Plan is to bridge the requirements of the ADDC
• Safety
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• Quality requirements.
• This Project Quality Plan shall comply with “Standard Technical Specifications for Electric Works.
• General Requirements-Specification-Safety and Quality ADDC standard: (Safety & Quality)
• This Project Quality Plan defines the relevant processes, resources, documents, and loss prevention.
• activities that the project shall establish produce and deliver in compliance with the requirements.
A6. PQP REVIEW & APPROVAL PROCESS (CONTROL MECHANISM)

A6.1 Responsibility
• The Project Manager shall establish and maintain control over project documents.
A6.2 Procedure for PQP Documentation
Preparation
• The Project Quality Plan (PQP) shall be prepared by the QA /QC Engineer.
Review
• The Project Manager and QHSE Manager will review the PQP to reaffirm its adequacy and
conformance to Client specifications for the Project.
Approval
• The Project Manager will sign for submittal approval.
Revision
• When updated PQP are revised, changes are identified by a vertical line revision indicator and the
previous issue marked as “Superseded”. Revision shall be the QA / QC Engineer responsibility.
Re-issue
• Re-issue of PQP shall be reviewed by the QHSE Manager and approved by the Project Manager.
A6.3 Procedure for Projects Documentation
The Projects documentation will be governed by the Document Control Policy.
Generation
Generating document will be done by clerk secretary/ Document controller or engineer.
Submission
The Document Controller will review the document before adding the company stamp.
Registration
The Document Controller will scan the received document and add it to the document control
system.
Distribution
Documents of External Origin will be distributed & preserved as per the distribution matrix of each project
by email/ hard copy as applicable. Please refer document distribution matrix.
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Maintenance
Regular maintenance is taking place for both documents soft and hard copies, up on
requirements.
Retention
After the Closing of each project the documents are kept as archive for 5 year.
References: -
Control of Documents, Section B-5, QHSE IMS Manual
Document Transmittal Sheet,
Material Approval Submittal Sheet,
A6.4 Applicable Reference Documents
This Project Quality Plan has been prepared in accordance with the following reference documents:
QHSE Integrated Management Systems Manual and procedures.
Standard Technical Specifications for Electric Works – General Requirements-Specification-
Safety and Quality ADDC standard: (Safety & Quality)
ISO 9001:2015 QMS Requirements & 3rd party audits.
A6.5 Terms & Definitions
Client : M/s. ADDC (Abu Dhabi Distribution Company)

Consultant : M/s. BILFINGER-International Energy Consultants
Contractor : M/s. SWITCHGEAR ELECTROMECHANICAL LLC.
SGE : SGE LLC.
VENDOR /SUPPLIER : The person, firm, COMPANY or Corporation to whom the
Purchase Order is placed including their assignees.
Internal Audit : A systematic and documented verification process of objectively obtaining and
evaluating evidence to determine whether the SGE’ s integrated management systems
conform to the EN ISO 9001:2015, EN ISO 14001:2015 and EN ISO 45001:2018
Standards audit criteria, set by the SGE and for communication of the results of this
process to management
IMS :An Integrated Management System, which covers all the clauses and requirements of
ISO 9001:2015, 14001:2015 & 45001:2018 Standards.
PQP : Project Quality Plan
ISO : International Organization for Standardization.
ITP : Inspection Test Plan
RFI : Request for Inspection
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NCR :Non-conformance Report: Any deviation from work standards, procedures,

regulations, IMS performance, etc., that could either directly or indirectly lead to
unintended
use or delivery, or lead to injury or illness, property damages, damage to (SGE)
establishment work place environment or a combination of these
MS : Method Statement
MASS : Material Approval Submittal Sheet
IFC : Issued for Construction
TRA : Task Risk Assessment
PTW / LAP : Permit to work / Limited access permit
NOC : No Objection Certificate
B. PROJECT QUALITY MANAGEMENT SYSTEM
B1. CONTRACT HANDOVER/CONSTRUCTION KICKOFF MEETING

A Contract Handover/Construction Kick off Meeting has been held between client /consultant and the
contractor .At the meeting, the Operation/ Project Manager/Tendering In charge received a complete set of
Tender and Contract documents related to the project.
B2. SUBMISSION OF PROJECT QUALITY PLAN

The Project Quality Plan (PQP) shall be prepared by the Quality control and assurance Engineer. The QHSE
Manager will review the PQP to reaffirm its adequacy and conformance to Client specifications for the Project
and recommend for approval to the Project Manager. Those relevant documents are to be submitted to
Consultant/ Client for their review.
When updated PQP are revised, changes are identified by a vertical line revision indicator and the previous
issue marked as “Superseded”. Revision shall be the QA / QC Engineer responsibility.
The PQP is available electronically within SGE’s project office and made available to all concerned staff via
network server system (Based on project location)
The Project Quality Plan will be Project specific and shall include:
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Statement of quality policy, approved by the Project Management

Overview of the Quality Management System of the Project in line with the ISO
9001:2015 standard
The Scope of the Project and principal parties involved
The Project Organization Chart
Job Descriptions of key staff at site along with specific allocation of duties and
responsibilities
Schedule of Method Statements to be prepared by the Project
A list of Inspection and Test Plans to be prepared by the Project
A comprehensive list of all the procedures which shall be applicable to the Project
A comprehensive list of all the standard forms and checklists which shall be used by the
Project
• A detailed description of the document control system that is to be followed by the
Project.
The plan will incorporate design, procurement, construction, commissioning and all other
relevant activities required by the Contract.
The plan will be prepared incorporating the details of quality assurance methods and quality control procedures
and will include the processes by which the programme will be implemented, administered and enforced.
B3. QHSE POLICY

The QHSE Policy Statement is to ensure a totally Customer driven approach that meets or exceeds Customer
expectations through effective management and performance, excellent co-ordination, increased productivity
and greater focus on business objectives which include the following:
Aim to achieve best practice
Ensure improved Customer satisfaction and relationships
Deliver a better than expected product
The Project aims to continuously improve its performance by effective involvement of all levels of staff,
providing staff with the training, techniques and authority needed to identify and resolve problems and by the
establishment, monitoring and periodic review of objectives in relevant areas.
The ongoing suitability and effectiveness of the QHSE system and implementation of the QHSE Policy and
Objectives are reviewed at the Management Review Meeting (MANAGEMENT.M) conducted on yearly basis
or at planned frequency as per requirement. Accordingly the Objectives will be defined on yearly basis and
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Policy will be revised if any particular changes or requirements are identified. Minutes of Management Review
Meetings are maintained as records. The adequacy of the QHSE Policy was reviewed in the last Management
Review.
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B4. PROJECT QUALITY OBJECTIVES AND KPI:

The main objective of the SGE’s to execute the best practice during the construction phase. A typical set of
Key Performance Indicators (related to specific project Objectives) will be used throughout the project,
although additional indicators may be defined during the early stages of the project, should they be found to
provide valuable insight in certain cases. This basic set of indicators will include:
SN Project Quality Measuring Parameter KPI KPI Methodology
Objective Reviews
QMS Awareness No. of 2 Provide more trainings

training to project staffs at trainings per than regular
least two training per year. project Plan/schedule training
dates in coordination with the
project team.
Provide an accurate and % of 100% Develop a checklist for

complete archive of project Completion the final set of mdocuments to be
documents to the Project provide during FAC/PAC
Management Team at the Document controllers’
end of the project.
responsibility shall include
the same.
Proper handover of these
documents to the DC HOD.
_
To maintain centralised Percentage of Implementa tion 100% To provide access to the server
submissions from sites and remotely from the sites.
main office
Ensure improved Customer % of Reduction in NCR’s and 100% Reduction in NCR and client
satisfaction and getting positive complaint reports.
relationships & Deliver a client feed backs.
better than expected
product and services.
Increase in Contractor % of Internal 100% Increasing trends for Internal

Observation Observation/NCR reporting under
Compliance s/NCR’s surveillance inspections
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B5. PROJECT PLANNING AND SCHEDULING ACTIVITIES

The Project Manager will ensure that the quality objectives meet the project requirements. The objectives are
established at relevant levels in the project organization and will be driven by the project team.
The Project Manager has delegated the QA/QC Engineer to ensure that project quality planning is documented,
implemented and maintained on the project. Planning will also include maintenance of the integrity of the
project when changes are implemented following reviews by audit. Programs will be established for reviews of
the project management system, audits and surveillances where necessary.
The planning and scheduling activities for the Project will be planned to cover the construction and post
construction / Project closeout stages. Schedules/planning activities include the following:
Baseline programme
Cash Flow
Manpower/Labour Histograms
Equipment Schedules
Material Procurement Schedules
Shop Drawing Schedules
Daily / Weekly planning activities
Project Close Out Schedules
As Built Programmes
The following points shall be considered during the execution;
Planning for identifying the resources and materials of the project and all ancillary works.
Monitoring the project progress including that of subcontractors and Updating the project program on a
regular basis.
Attending meetings with the Client’s Representative/Consultant and subcontractors to advice on, and
resolve, planning issues.
The preparation of target program and short-term look-ahead program and monitoring outcomes, as
necessary.
Advising the Project Management on the status of the works and suggesting viable solutions to achieve
internal milestones.
The preparation of weekly and monthly reports on progress and planning matters.
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B6. PROJECT ENGINEERING

Preparation and implementation of project procedures related to design and technical activities where
applicable.
Performance of design development.
Preparing and verifying; by checking, interdisciplinary reviews and/or technical reviews, as appropriate; all
issues of designated deliverables.
Interfacing with procurement on all matters relating to purchasing, e.g. material requisitions, technical bid
evaluations, vendor document reviews etc.,
Carrying out technical bid evaluations with procurement staff including clarification meetings with bidders,
as appropriate, and making recommendations based on technical acceptability of bids.
Interfacing by external parties involved in the project.
Field modification request need to be discussed with client civil / MEP site engineer prior to submit to
design.
B7. PROJECT QS AND COST CONTROL

Measurement and proper settlement of subcontract accounts in accordance with company procedures and
provisions of the contract.
Ensuring timely submission of interim valuations and expediting timely receipt of certificates and
Payments.
Carry out measurements as per the relevant method of measurement under the contract where
applicable.
Prepare disruption schedules; claims schedule contra charges etc, as necessary.
Ensuring all relevant contractual notices are submitted in accordance with the contract.
Identifying variations between Tender and Contract documents.
Preparation of variations, claims, cases for extension of time as necessary

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Preparation of financial reports, budgets and revised contract forecasts.
To reconcile the bulk materials quantities against tender information.
Participate in meetings with Client’s Representative/Consultant, subcontractors, etc in pursuance of

contractual matters.
Monitor site expenditure and advice on risk areas or overrunning items.
B8. HEALTH, SAFETY AND ENVIRONMENT

The Project health, safety and environmental management are governed by the Site Specific HSE Plan, which
is prepared by the QHSE Manager. The site HSE system is fully integrated with the Quality Management
System running at site. The detailed HSE procedures and its requirements are included in Project Specific HSE
Plan and shall be submitted to Client/ Consultant as required for their review.
B9. METHOD STATEMENTS

A method statement is recommended where the clear definition of the sequencing and interfaces between
different trades allows for better coordination through a smoother flow of information and a better definition of
the responsibilities of the respective parties involved.
Method Statements shall be prepared for activities required as highlighted in the Contract specifications and
other key activities as deemed necessary. Method Statements are required to address the following:
1) Scope
2) Purpose
3) Definition
4) Duties & Responsibilities
5) Procedural Steps
6) Resources & Schedule
7) Tools to be used
8) Equipments
9) Quality Control
10) Health Safety And Environment
11) References
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12) Attachments- Sketches, Detailed task Risk Assessment & permit to work (as required before execution)
Method Statements shall be prepared by the quality control engineer, in coordination with site execution and
safety department. After that the concerned project manager shall review it and submits to the client/ consultant
for their reviewing. Only after such process it will forwarded to the execution team for the safe implementation.
Method Statements shall be subjected to review and revision when deemed necessary.
B10. SITE MATERIAL MANAGEMENT

1. Responsibilities
The Storekeeper is responsible to inform the QC Engineer of the arrival of any material to the store or at any
other location on site and to complete the inspection request fully and actually.
The Storekeeper is responsible for maintaining records of goods arriving and leaving the stores including
damage report and incomplete orders.
The Procurement Manager will inform the stores of arrival of materials from abroad, check to storage conditions
and arrange transportation to the stores.
2. Method – Material Control
a. Conditions of Packaging Handling and Transportation

Packing of materials delivered to site shall be in accordance with the manufacturers’
recommendations. When these are not specified, it shall be in accordance with the transportation company
recommended procedure, if any.
In any event, handling and transportation of materials or equipment shall be carried out in a manner that will
prevent damage or deterioration.
b. Conditions of Store
The Storekeeper shall store material at predetermined locations as per manufacturer

recommendations, both within the stores and on site
The Procurement Manager shall liaise with the Storekeeper in order to check the storage
conditions available for materials prior to their arrival on site. The necessary provisions shall be initiated by him
based on data contained in procurement planning and the latest transit information.
Together with other materials, the Storekeeper shall maintain records of perishable materials (construction
chemicals, sealants, and paints). These shall be maintained in an appropriate air-conditioned environment
identified as toxics or dangerous (where appropriate) issued in “first out” order to avoid passing the expiry date.
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The QC Engineer shall ensure that the storage areas are inspected on a monthly basis. The
inspection shall be placed on the schedule of routine tests and inspections
Cementations products shall be protected against moisture, rain and other contaminants as appropriate.
c. Receiving goods on site
The Storekeeper shall enter details of the goods received into the appropriate register in the
computer, indicating quantity, unit price, total value, and date of receipt.
A Store Receipt Printout shall be prepared for all items entering the store.
A copy of the Store Receipt Printout together with a copy of the Delivery Order or Invoice
(original) shall be forwarded to the Project Manager by the Storekeeper.
All Store Receipt computer entries must clearly describe the goods involved and include the arrival date of
goods, suppliers name, invoice or delivery order no. details description, quantity, unit price etc…
d. Bulk Materials
Where bulk materials such as road gravels, concrete etc. are delivered directly to site for inclusion in the
works, the Storekeeper shall obtain the Delivery Note from the driver and copy
immediately to the QC Engineer for receipt of inspection in accordance with Project Inspection and Testing
Procedures.
Following receipt of inspection the Delivery Note shall be copied to the Procurement Manager
with the result of the inspection, accepted or rejected with reason.
Where rejected the signature of the driver should be obtained if possible.
e. Rejected Materials
The Storekeeper shall identify on the delivery note all materials rejected in that consignment. The notice that
they were returned on the delivery vehicle or not and the signature of the driver shall be included. Any not
returned material will be stored in a separate zone. The QC Engineer will
produce his own report for rejected material.
A copy of the marked up delivery note shall be given to the supplier and the Procurement
Manager.
f. Issuing Goods
A Store Issue Voucher shall be prepared by the stores personnel. Materials shall only be issued against a
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Material Request that was approved and signed by duly authorized personnel of the
construction team. Under no circumstances shall any materials be released from the store without a Store Issue
Voucher being made.
A copy of the Stores Issue Voucher signed by the consignee shall be given immediately to the store
computer operator, who shall make an outgoing entry in the appropriate computer file, showing a net balance
remaining in that file during the day.
A different file will be kept for issuing spare parts and consumables for the workshop.
B11. INSPECTION & TESTING
The QC Engineer shall be prepare and develop Inspection and Test Plan (ITP) along with records to be used for
major activities on the Project, including for those of the various Subcontractors.
The QC Engineer must ensure that effective Inspection /Testing are carried out as per the approved documents
and this inclusive for all the Sub-contractors on the Project.
Project-Specific Inspection and Test Plans (ITPs) shall be prepared to define the inspection and testing activities
required to ensure/verify that the specified requirements have been met at receiving, in-process and final stages.
The QC Engineer shall ensure that FAT & SAT Procedures shall be submitted for vendor inspections and FAT
invitation request shall be send to client well in advance in order to avoid any missing or delays.
The Site QA/QC Engineer shall coordinate with the Project Manager/Engineer or concerned Subcontractor to
prepare the Inspection and Test Plans (ITPS) for activities requiring a series of documented inspections and/or
tests.
Inspection and Test Plans shall contain, as a minimum, the following information: Inspection, Test or
Approvals required
Acceptance Criteria
Subcontractor, SGE, the Consultant, and third party Hold and Witness Points
Documents generated
Specification or standard references
The ITPS will be submitted to the Client/ Consultant for review and approval prior to commencement of the
works.
Where material is required to be released urgently for work to proceed, the QA-QC / site staff shall ensure
proper identification and recording in order to permit recall and replacement in the event of a non-conformance.
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Site inspections shall be carried out by the Site QC Engineer, with Construction personnel or the concerned
Subcontractors. Checklists prepared in advance by the site QA/QC engineer, detailing the specific items to be
verified for each activity or Check sheets as included in the Method Statement for the particular activity.
Where hold points have been identified on the Inspection and Test Plan, the QA/QC staff shall ensure that the
required inspection is carried out before proceeding with the activity.
The QA-QC / site staff shall ensure that no work is submitted to the Consultant for inspection until all prior
activities as specified in the Inspection & Test Plan have been completed and approved.
The Procurement Department at contractor Head Office shall maintain the inspection and test status of all
Vendor supplied product. The contractor QA/QC department during the construction phase of the project shall
maintain the inspection status of all installed permanent works
In case of non-conformances detected during any stage of inspection, including but not limited to:
receiving inspection and testing,
in process inspection & testing,
off-site inspection and testing or
final inspection, or
testing and commissioning,
An NCR shall be raised and issued to the Consultant for information or approval, depending on the nature of the
NCR, and follow up activities will be implemented accordingly.
The QA/QC Department shall issue Corrective Action Request (CAR) for all major violations by the project
team, subcontractors, manufacturers or suppliers against contract requirements and contractor’s approved
quality procedures, and relevant department, subcontractors, manufacturers or suppliers take appropriate
corrective action for the timely close out of the CAR. The QA&QC engineer in coordination with execution
team shall investigate the causes of non-conforming items, and initiate corrective actions to prevent recurrence
of non-conformities.
B11 PROJECT CLOSEOUT

A Project Closeout Schedule will be prepared by the Project Manager, by scheduling the key closeout activities
of the Project. The Project Manager shall monitor closely the closeout of the Project in accordance with the
schedule.
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Contractor shall complete all works except below five activities which shall be carried out during the outage
period (depending on outage period and approval)
1) Final coats of paint inside rooms in walls (2m height from FFL) and floor.
2) Sealing cable entries and service openings
3) Fixing door hardware
4) Final alignment of raised floor and false ceiling 5) Trimming damaged edges and corners.
C. SCOPE OF WORKS
C1 INTRODUCTION
This quality plan describes SWITCHGEAR ELECTROMECHANICAL LLC hereafter referred to as the
CONTRACTOR proposed QUALITY MANAGEMENT SYSTEM as applicable to the project. As part of the
CONTRACTOR’s commitment to quality, this project is covered by a Project Specific Quality plan in
compliance with the relevant elements of 9001:2015 as applicable to the project. This quality plan ensure that
SWITCHGEAR has specified the policies, objectives, established a system of procedures to accomplish them,
assign duties, delegated authority and set up suitable inspection, testing, examination and audit programs to
verify that the requisites standards of performance and ADDC/ ENGINEER satisfaction is achieved. HSE
management system is addressed separately by HSE Plan. This quality plan is designed to accomplish and
demonstrate achievement/compliance of/to all contractual material, equipment and service quality, performance
and workmanship requirements in strict adherence to the ADDC Projects, Quality and HSE procedures.
General
The main scope of the project is to reinforce existing Power network in Al Dhafrah Region, in order to cater load
demand in the area and comply with SOS standards.
This project was initiated to
1. Moderate the overloading situation and cater the load growth on the existing power network in Al Dhafra
region.
2. The project includes further detailing of the network design and execution of the reinforcements proposed in
RUWAIS and LIWA area along with related Protection Modification works based on ADDC proposed
schemes, design drawings and ADDC/TAQA standards and requirement.
Effective period of this contract will be 24 Months starting on the 6th of December 2023 and ending on the 6th
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of December 2025.
The objective of this project is to ensure that the required network modification works to serve the load
requirements are designed and executed in line with ADDC/TAQA design guidelines, specifications and within
the project schedule.
Contractor’s Scope of work.

The scope of work as listed in the following articles is intended to describe the extent of the work in brief. For
detailed technical data and requirements, refer to the relevant sections of the specifications and drawings.
It is to be understood that the work(s) include everything requisite and/or necessary to finish the entire work
properly as per technical specifications, notwithstanding the fact that every item may not be specifically
mentioned.
The Contractors Scope of Work includes site survey, design, manufacture, factory testing, supply and insurance,
mobilization and demobilization, delivery to site, unloading, storing in proper condition, erection, testing and
commissioning, warrantee services and handing over the works in satisfactory condition.
The work/ supplies to be carried out by the Contractor under the present contract shall include but not limited to
the following.
1. Doubling of 33kV cable in RUWAIS between RWSGPRY1 and RHSSWS1
• Modification in switchgear panels in RWSGPRY1 to enable connection of two nos. 33kV cables per panel. •
Modify / upgrade all the associated systems such as but not limited to CTs, protection system, affected due to
connection of two nos. of 33kV cables per panel in RWSGPRY1 and RHSSWS1.
• The 33kV cables shall be doubled in each panel in such a way that each panel will be connected to either two
nos. 33kV Al cables or two nos. 33kV Cu cables. In this regard, disconnection and swapping of cables shall be
carried out by the contractor. The same shall be carried out in RHSSWS1.
• Modifications in the 33kV switchgear panel and all the associated testing is carried out by switchgear
manufacturer.
• Installation of four nos. 33kV Al cables between RWSGPRY1 andRHSSWS1. All the associated works such
as but not limited to installation of cable trays, cable supports and all necessary civil works to enable the entry
and installation of cables into the RWSGPRY1 and RHSSWS1 shall be carried out.
• Bus bar protection stability tests after allmodification works are completed. Contractor shall prepare and
submit initial shut down plan and method statement to carry out the above scope of works, for ADDC approval.
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• Contractor shall consider all the associated civil works in their scope to complete the works up to the full
satisfaction of ADDC / Engineer.
2. Extension of RHSSWS1 by Addition of Four (4) Numbers 33kV Switchgear Panels
• Installation of four nos. of 33kV panels in RHSSWS1 to extend the existing switchgear by two nos. panels on
each bus section.
• Modifications and upgradation in different systems in the Switching Station due to the addition of four nos.
33kV panels, such as but not limited to, modification in the protection and control system, communication
system, DMS integration, HVAC system, LVAC supply, 110V DC supply etc. as per ADDC/TAQA and
relevant authority Standard Specifications.
• Bus bar protection stability tests after all modification works are completed.
• All the associated civil works in their scope to complete the works up to the full satisfaction of ADDC /
Engineer.
3. Installation of 33kV cable from LWAPRY4 to nearest pick up point to connect to
MDZGPRY1
• Installation one no. H pole with VMS on the 33kV OHL near MRAPRY2.
• The H Pole shall be installed at location between MRAPRY2 and MRAPRY1.
• Installation of one no. 33kV Al cable between LWAPRY4 and the new H pole.
• All the associated works such as but not limited to installation of cable containment and support, necessary
civil works to enable the complete installation, testing and commissioning of cable as per ADDC/TAQA and
relevant authority standards and requirement shall be carried out by CONTRACTOR.
• Civil works in their scope to complete the works up to the full satisfaction of ADDC / Engineer.
4. Installation of FOC between LWAGPRY1 and LWAPRY5
• Install one no. 32c Fiber Optic Cable between LWAGPRY1 andLWAPRY7.
• Any required modification works in the existing chambers for enabling the installation of Fiber Optic Cable
• All the associated works such as but not limited to installation of cable trays, cable supports and all necessary
civil works to enable the entry/ installation of cable.
• Install FOTB at LWAGPRY1 with all the related accessories.
• Install FOTB at LWAPRY7 with all the related accessories in case no space is available in the existing cabinet.
• Line the line differential protection between LWAGPRY1 and LWAPRY7.
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• Contractor shall consider all the associated civil works in their scope to complete the works up to the full
satisfaction of ADDC / Engineer
5. Installation of 33/11kV PU and associated works in LIWA Al Sabkha
• Installation of one no. 10MVA, 33/11kV PU Substation complete in all respect as per
ADDC/TAQA/relevant authority standards including all the associated system such as but not limited to 33kV
and 11kV GIS/AIS switchgear, 10MVA 33/11kV Power Transformer, 100kVA 11/0.4kV Auxiliary
Transformer, Control and Protection Equipment, LVAC DB, DC DB, indicating and measuring meters, CTs and
VTs, 48V Batteries and 48V Battery chargers, Battery Fuse boxes, all associated power and control cables,
RTCC, FACP, CU, FCU, Air conditioning (3 x 1.5 tons capacity) and firefighting system, and all the required
civil works necessary for the complete package unit substation.
• Supply, install, test and commission DMS communication MODEM, Antenna and other related accessories for
successful completion of DMS integration of the Package Unit Substation.
• Supply, install, test and commission 33 kV, 11 kV and LV cables for interconnection of 33 kV Switchgear,
Power Transformer, 11 kV Switchgear, Auxiliary Transformer and LVAC DB including cable ducts and cable
terminations.
• Design, supply, install, test and commission the Earthing and Lightning protection system for the complete
33/11kV PU substation including Power Transformer and Station Auxiliary Transformer, steel structures, etc.
• Supply, install, test and commission outdoor lighting (complete with luminaires, poles, cables etc.) within the
PU SS plot, all the civil works such as but not limited to the construction of the gate and fence, applicable
equipment/ shelter foundations, ducts, access gatch road to the PU SS etc. as per ADDC/TAQA and relevant
authority standards and specification.
• Install two nos. VMS on the existing 33kV OHL Tower 105.
• Verify and validate the fitness of the foundation of OHL tower 105 considering the additional loading due to
VMS and two Nos. 33kV cable load on the tower.
• Install two nos. 33kV Al cables from the proposed 33/11kV PU Substation to the 33kV OHL Tower
All the associated works such as but not limited to installation of cable containment/support, the associated civil
works such as but not limited to road crossing ducts, NDRC, as applicable, shall be carried out by the
CONTRACTOR.
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• Install 11kV cable from the 33/11kV PU substation to the pickup point on cable between LWESBK03 and
HP175 and intercept the cable and connect to the cable end coming from LWESBK03.
• Intercept the existing 11kV cable between LWESBK03 and HP175 at the pickup point, ion point. The two ends
of the cable i.e. one at the interception point and the second at HP175.
• Contractor shall remove the VMS installed on HP175 and use it for other location in the project.
• Contractor shall install one no. H pole with VMS between HP397 and HP402.
• Dismantle the existing intermediate pole between HP397 and HP402. The OHL between the proposed H-pole
and HP-402 shall be dismantled and returned to ADDC store or any other location as per ADDC advice.
Contractor shall provide necessary modification such as but not limited to stay wires, supports, etc. where the
OHL is dismantled.
• VMS on HP402 to be repositioned and the connection shall be established with theremaining OHL. Stay wires
shall be installed as applicable.
• Install one no. 11kV Al cable from the proposed PU SS to the new H pole.
6. Installation of 2F+1 and 3F TRMs and associated works in LIWA Al Sabkha area
Install one no. 11kV 2F+1 TRM near LWESBK02 and LWESBK03.
Cut the existing 11kV cable between LWESBK02 and HP413 at the interception point. The cable between the
interception points and LWESBK02 shall be removed.
Install one no. 11kV Al cable between the 11kV 2F+1 TRM and the interception point.
Install one no. 11kV Al cable between the 11kV 2F+1 TRM and LWESBK03.
Install one no. 11kV Al cable between the 11kV 2F+1 TRM and LWESBK02.
All the associated works to complete the installation shall be done by the contractor.
Convert the existing VMSF installed on HP413 to VMS by bypassing the fuse with solid jumpers.
Install one no. 11kV 3F TRM near HP426.
Install one no. H pole with VMS between HP426 and HP432. The OHL between the new H pole and HP426
shall be dismantled. Contractor shall provide necessary modification such as but not limited to stay wires,
supports, etc. where the OHL is dismantled.
Install one no. 11kV Al cable between the 11kV 3F TRM and the newH pole.
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Install one no. 11kV Al cable between the 11kV 3F TRM and HP426.
Disconnect the existing 11kV cable between HP129 and HP426 and divert it from HP426 to the
11kV 3F TRM without making joint.
Install one no. VMS on HP129 and connect the existing cable through VMS.
All the associated works to complete the installation shall be done by the contractor.
Supply, install, test and commission all the necessary gate, fence, earthing, civil foundation, ducts
and miscellaneous works associated with the installation of two number TRMs.
Consider all the associated civil works in their scope to complete the works up to the full satisfaction
of ADDC / Engineer.
D. SUB-CONTRACTED ACTIVITIES
D1 SUBCONTRACTOR PROCEDURE
The project Manager shall indicate all the major activities to be subcontracted and furnish information to
Tendering and Procurement department with detailed scope of activities to be subcontracted in accordance with
the terms and conditions of Main Contract and client requirements.
Quotations shall be invited from the suitable subcontractors by Procurement department by floating inquiries
containing terms and conditions in accordance with the terms & conditions of Main Contract and client
requirements. The selection of subcontractor shall be depends up on the client approval and verification on their
respective QMS system. There after the Procurement Dept. will do the negotiation with the subcontractors on
price as well as other terms and conditions of the subcontract.
Upon approval of the offer, the subcontractor shall be awarded the work by issuing the LOI for acceptance of
work and mobilization to the site. Immediately after issuance of LOI, the subcontract agreement according to
the terms & conditions already negotiated and agreed with the Subcontractors, shall be prepared and get signed
from the subcontractor within the specified time limit as mutually agreed.
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D 1.1 Selection of Sub Contractor
Subcontractors are selected from Client approved Vendors List. Further that Prequalification of will be based
on the evaluation parameters such as their implementation of Integrated Management system requirements,
Level of Competency, Availability of Tools, Equipments and its maintaining records, Reputation in the market,
History in working with the Contractor and major projects etc.
D 1.2 Inspections and Audits
As far as reasonably practical, all Subcontractors shall demonstrate and implement their competence in HSE
management and operate at all times under the terms of the Subcontract and co-operate with main contactor
(SGE), as per the client requirements on matters of occupational Health, Safety and Environment. The activities
performed by the subcontractor shall be subject to regular surveillance audits by the QHSE Manager and/or
QA/QC Engineer of SGE. The surveillance frequency shall be decided depending on the duration of the
contract. If the subcontract activities are performed continuously more than 3 months, at least one surveillance
audit shall be performed. Any Non-conformity or observations raised during the audit shall be recorded.
Corrective and preventive actions implemented by the subcontractor shall be closed further to verification by
the QHSE Manager of SGE
D 1.4 Subcontractor Documents and records
The documents such as Method statements, Work instructions, Inspection Test Plan and Quality control check
lists, drawings, which is related to the sub contract work execution shall be submitted to the client/ consultant
through the main contactor (SGE) for their review and approval prior to the execution. The key sub contact
documents and execution related documents shall be retained in the Subcontract archive file as required.
D 1.5 QHSE Requirements of Sub Contractor
As far as reasonably practical, all Subcontractors shall demonstrate and implement their competence in QHSE
management and operate at all times under the terms of the Subcontract and co-operate with main contactor
(SGE) as per the client requirements on matters of QHSE. The contactor (SGE) QHSE Department shall carry
out Quality audits as necessary and they shall implement the suitable & effective corrective & Preventive action
within acceptable time limit.
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E. ORGANIZATION STRUCTURE
The Contractor's Project Organization Chart is enclosed. The Chart shows the general organization structure
and further details may be inserted and the chart will be updated whenever required, after approval of
CLIENT/CONSULTANT.
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E1. PROJECT SPECIFIC ORGANIZATION CHART
Organization chart for main contractor, Design consultants and Subcontractors shall be
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submitted separately along with resumes for client review and approval.
E2. DUTIES AND RESPONSIBILITIES

The following describes the overall responsibilities for quality of key project personnel:
PROGRAM MANAGER
Program Manager is responsible for manage the projects in co-ordination with project manager along with
analyzes project plans, targets, profitability, revenue, margins and utilization with document control and
administration of the projects.
Program Manager shall be reporting directly to Projects Director and coordinating with
operations manager for any operational assistance as and when required.
Provides leadership and guidance in all aspects of the Projects Cycle to achieve the
Business Planning Targets.
Takes a lead role in monitoring the identification and development of strategic accounts.
Improve the operational systems, processes and policies in support of organizations mission --specifically,
support better management reporting, information flow, business process and
organizational planning.
Communicates effectively with clients to identify needs and evaluate alternative business
solutions and strategies.
Directs and coordinates activities of project personnel to ensure project progresses on schedule and within
prescribed budget. Then review progress reports and addresses issues
as appropriate.
Analyses project profitability, revenue, margins, bill rates and utilization, including document
control and administration of the projects.
Enforces project standards, policies and procedures; Lends expertise to internal teams and
task forces.
Continually defines ways to increase customer satisfaction and deepen client relationships.
Assist in the recruitment and hiring of the most qualified officials to meet the company’s
needs.
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Confers with project personnel to provide procedural advice and to resolve problems.
Implement and manage project changes and interventions to achieve the suitable projects outputs
Attend the client/ authority meetings to represent the company.
PROJECT MANAGER (PM)
Project Manager will be responsible to ensure proper implementation of Quality Management System at site.
With reference to these requirements Creates and executes project work plans and revises as appropriate to meet
changing needs and requirements.
PM shall be reporting directly to Program Manager and coordinating with operations manager for any
operational assistance as and when required.
Identifies resources needed and assigns individual responsibilities
Understands Intranet, Intranet, Extranet and client/server architectures
Manages day-to-day operational aspects of a project and scope
Reviews deliverables prepared by team before passing to the Client/ Consultant
Effectively applies our methodology and enforces project standards

Prepares for engagement reviews and quality assurance
Minimizes our exposure and risk on project
Ensures project documents are complete, current, and stored appropriately
Tracks and reports team hours and expenses on a weekly basis
Determines appropriate revenue recognition, ensures timely and accurate invoicing, and monitors receivables
for project
Follows up with clients, when necessary, regarding unpaid invoices
Analyses project profitability, revenue, margins, bill rates and utilization
Assures project legal documents are completed and signed
Identifies business development and "add-on" sales opportunities as they relate to a

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specific project
Facilitates team and client meetings effectively Holds regular

status meetings with project team
Ensure all HSE aspects are identified and listed.
Ensure that requirements related to each parameter are established.
Communicate with the HSE Engineer about HSE plan and reporting.
Monitor the functionality of HSE system, define deficiencies and generate feasible solutions.
Ensure evolution of HSE awareness among company’s staff.
PROJECT ENGINEER (PE)
Perform a technical, managerial role on construction site including civil, electrical and infrastructure projects.
Responsible for marking out the site, applying designs and plans and coordination with sub-contractors. Project
Engineers acts as the main technical adviser and authority on a construction site for subcontractors, crafts
people, and operatives. Accountable for overall site works.
Monitoring all site activities.
Ensure safety and quality in all the site works.
Providing a safe system of work including supports, scaffolds, access, personnel protection equipment, etc.
Preventing accidents and environmental incidents.
Analyse survey reports, maps, drawings, blueprints, and other data related to project.
Checking drawings and quantities and ensuring that the calculations are accurate for the work.
Prepare work plan, work force plan, work reports and test reports.
Resolving any unexpected technical difficulties or any other problem that may arise.
Ensure that all work activities are properly planned & resourced, and that the personnel involved are
adequately trained instructed and supervised.
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Inspect project sites to monitor progress and ensure conformance to design specifications and safety or
sanitation standards.
Day-to-day management of the site, including supervising and monitoring of site

workforce and monitoring the work of subcontractors.
Coordinate with consultants, sub-contractors, planners, quantity surveyors and the general workforce involved
in the project.
Overseeing Quality Control and proper safety measures at site and ensuring that regulations are adhered to
standards.
Obtaining the required approvals from the consultant firm through proper follow-ups.
Contact different departments (design, quality, procurement, etc.) to follow project works.
Monitor material consumption.
Schedule all required construction meetings with client, consultant & subcontractors.
PLANNING ENGINEER (PE)
Develop the most appropriate method and sequence of construction operations for a particular project, in
conjunction with the site manager. They plan and oversee the entire program of work and must anticipate a
contract's demands in terms of labour, materials, equipment and technical challenges.
Planning Engineers shall be reporting directly to Project manager and coordinates with Project Engineer and
Planning Manager for assistance as and when required.
Presenting schedules of work, often with visual aids such as bar charts and procedures
diagrams
Selecting the appropriate techniques and sequence of events for a particular project
Ensuring that construction is completed safely to a high technical standard
Monitoring progress throughout the construction process and comparing this with the
projected schedule of work
Liaising with the site agent and surveyor throughout the process, making adjustments to
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projects as necessary
Providing advice and support on the development of specific systems
Prepare and submit the Projects Monthly Progress reports
Provide list of activities to be monitored by HSE staff.
QUALITY ASSURANCE / CONTROL ENGINEER (QA/QCE)
Plans and directs activities concerned with development, application, and maintenance of quality standards for
industrial processes, materials, and products.
QA/QC Engineer shall be reporting directly to Project manager and coordinates with Project team and QHSE
Unit head for assistance as and when required.
QA/QC Engineer shall be coordinating with management representative for relevant project requirements.
He ensures the maintaining of quality standards during the construction period in accordance with the
specifications ruling at the time of contract award.
He ensures that proper and effective coordination is developed with sub-contractors and consultants in
relation to Inspection and Quality Control procedures.
To identify and submit all quality deliverable to client before starting of site activity.
To be vigilant and active on site and to pick-up deficiencies, faults, non-compliance, etc..., of any work on the
job site, to report his finding immediately to the concerned personnel and initiate to rectify/correct the work as
per the requirement of the project.
To check and verify that the latest approved documents are being used at the work place on site. All drawings
stamped “FOR CONSTRUCTION” are at the work place and
must be of latest version/revision. Other than “FOR CONSTRUCTION”, drawings shall be removed from the
work place and shall be well identified.
To check with the document control register the status of all-relevant documents and
latest version / revision, for example, Shop drawings, Method Statement, ITP, Material Submittals, Procedures,
etc.
To ensure that all Inspection Reports are completed and handed over to the
concerned Manager.
Devises sampling procedures and designs and develops forms and instructions for
recording, evaluating, and reporting quality and reliability data
Establishes program to evaluate precision and accuracy of project processes,
measurement, and analytical data
Develops and implements methods and procedures for processes and identify their
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responsibility
Compiles and writes training material and conducts training sessions on quality control activities
Preparation of Project Quality Plan and follow up the quality procedures through the projects
Develop and update all the Method Statements for all the site work activities
Conduct Audits as per the frequency defined in the PQP.
Analyse the root cause and take corrective and preventive actions.
Verify the effectiveness of the Quality Management system requirements.
QA/QC Engineer shall coordinates with Construction manager and site engineers for relevant inspections and
observations.
He shall ensure that all inspection has been done as per specifications and the requirement defined in the
inspection and test plans.
He ensures that proper and effective coordination is developed with sub-contractors and consultants in
relation to Inspection and Quality Control procedures.
To inspect the works and materials with respect to specifications, latest approved drawings and approved
relevant documents.
To carry out all inspections, witnessing, monitoring, surveillance, etc..., all as per the requirements of
Inspection and Test Plan (ITP).
To be vigilant and active on site and to pick-up deficiencies, faults, non-compliance, etc..., of any work on the
job site, to report his finding immediately to the concerned personnel and initiate to rectify/correct the work as
per the requirement of the project.
To check and verify that the latest approved documents are being used at the work place on site. All drawings
stamped “FOR CONSTRUCTION” are at the work place and
must be of latest version/revision. Other than “FOR CONSTRUCTION”, drawings shall be removed from the
work place and shall be well identified.
Maintain Inspection logs regularly.
To adequately use the “Inspection Request Form” and ensure that the results of the inspection are clearly
indicated on the inspection request. These results shall be conveyed to all concerned without any delay.
To ensure that all Inspection Reports are completed and handed over to the concerned Manger.
Any non-conformity observed/noticed on site shall immediately be reported to the concerned personnel for
immediate rectification/correction. In case rectification /correction are not immediately possible, a “Non
Conformance Report” will be raised, and the “Non Conformance Log” updated.
Devises sampling procedures and designs and develops forms and instructions for recording, evaluating, and
reporting quality and reliability data
Implements methods and procedures for processes and identify their responsibility
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HSE ENGINEER (HSEE)

HSE Engineer shall be reporting directly to Project manager and coordinates with Project team and QHSE
Unit head for assistance as and when required.
HSE Engineer shall be coordinating with management representative for relevant project requirements.
To develop, organize, implement, maintenance and monitoring the HSE management system and its
Documents such as HSE Plan, policies, procedures and Risk assessments in line with client and project
requirements.
Authorized to develop and Implement the HSE management system at site by Inspecting and verifying that
the quality related site activities and documentation are in accordance with the applicable codes and standards.
Planning, prepare advice, guide, instruct, organize and monitor on-site colleagues in relation with HSE project
activities for its successful implementation, documentation and preparation of associated HSE reports.
To carry out HSE evaluations of projects, identify problematic areas, discuss the matters with project team,
and suggest suitable control measures.
Identify, organize and implement client HSE requirements for successful project execution in coordination
with Project Execution team.
Support the review, design and implementation of integrated Management system requirements.
Conduct and assist internal Project HSE Inspections and Audits in line with client & IMS
requirements and suggest the control measures.
Conduct appropriate investigation of HSE non-conformances including find out its root cause, Training and
advice management for the suitable control measures.
Liaison with the client and associated stakeholders in HSE matters and represent company with clients,
consultants & company staff for HSE matters.
Responsible for identifying the legal requirements, related documentation and its implementation.
Develop, Organize and Conduct appropriate HSE Training and awareness programs as per project/ Client
requirements.
Provide the HSE statistics and detailed report to QHSE Manager and arrange the needful for the submission
of reports to the sector entities and clients as required.
DESIGN ENGINEER (DE)
Design Engineers shall be reporting directly to Project manager and coordinates with Project
team and Design manager for assistance as and when required.
He shall cover complete range of design solutions for power transmission and distribution projects requirements
to meet the requirements of International Standards and local
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National Standards using State of the Art software. Design Engineers shall be Accountable for Designing
Substation details as mentioned below.
SITE ENGINEER - ELECTRICAL (SEE)
Perform engineering duties in planning, designing, and overseeing construction and maintenance of building
structures, and facilities, such as roads, railroads, airports, bridges, harbours, channels, dams, irrigation projects,
power plants, water and sewage systems, and waste disposal units. Duties include architectural, structural,
traffic, and geo-technical engineering.
Electrical Site Engineers shall be reporting directly to Site manager and coordinates with Project team as
and when required.
Electrical Site Engineer shall execute the activity under the supervision/instruction of specialist for major
equipment’s OEM as and when required.
Uses team management skills to lead the design group during the conceptual phase of product development
Directs development of an action plan and estimates requirements for resources— management, labor,
materials, and time required to complete project
Assesses vendors for competence, capabilities, resources, and financial status
Monitors progress of development project and compares actual costs with estimates
Works with design group to modify plans as appropriate if problems arise
Prepares monthly reports, detailing progress and costs for top management Reviews and studies existing
equipment, facilities, systems, and processes to improve efficiency, increase quality, and reduce costs
Works with operations department in troubleshooting problems
Cooperates with project engineers from other plants to share similar problems and solutions
Follow up all the Engineering work in the site and update the Project Manager regularly
Deal with all the site problems and take the right decisions to solve it.
Monitor all the site activities considering all the safety procedures and regulations.
SITE SUPERVISOR
Provides leadership and is responsible for, although not limited to: scheduling, workface planning,
coordinating, supervising, assisting in cost control and ensuring the safety, consistent and fair application of all
Labour Relations policies and procedures, proper apprentice training and productivity of crews at the workface
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who install/assemble components of industrial products and structures.
Site Supervisors shall be reporting directly to site engineers and coordinates with Project team for
assistance as and when required.
Knowing and understanding the requirements of and liabilities under the Occupational Health and Safety
Act
Knowing, understanding, communicating and ensuring compliance with the safety regulations (Occupational
Health and Safety Regulation and Code) and safety policies and procedures
Ordering manpower as required
Assessing competency and capability of foremen and tradespersons; evaluating crew capability, training,
coaching to ensure that the crew meets required levels of quality
Recognizing, addressing and resolving issues/problems among/between crew(s)
Identifying and/or verifying that the field installation work package (FIWP), which includes all tools and
materials required by the crew are available and complete
Reviewing and adjusting specific workface activities and task schedules to meet established production
schedules
Knowing, understanding, communicating and ensuring compliance with all Project Labour Relation
requirements as it relates to company policies, procedures and programs
Overseeing the execution of the work, including quality and production, by ensuring that the crews work to
job specifications and follow drawings
Ensuring foreman’s logs or Time Sheets are maintained
Monitor labours and provide instruction.
Report unsafe occurrences.
Arrange labours and act as a team leader.
TESTING ENGINEER (TE)
Perform and develop test procedures, coordinate, administer, and monitor tests of products under development.
To discover problems and debug programs so that equipment performs to design specifications
Testing Engineers shall be reporting directly to Site manager and partially to Testing Manager and
coordinates with Project team.
Develops systems and computer programs for digital data acquisition to be used in testing new products and
as part of the quality control system within the manufacturing process
Provides technical support to production personnel
Reviews customer requirements and specifications to ensure that tests will confirm that
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these are satisfied

Studies information from suppliers regarding materials and components to be utilized
Prepares proposals for testing programs, outlines specific testing conditions, and develops operating
procedures
Coordinates and oversees actual tests and analyzes validity of results
Prepares detailed technical reports of findings and makes recommendations for needed modifications to
correct problems
Establishes procedures for ongoing quality control testing as part of the regular production process
prepare testing proposals, analyses of results, and recommendations for changes
report prototype or product flaws diplomatically and suggest necessary changes in a positive manner
Performing Testing & commissioning for installed equipments for final handover to client.
Testing procedures must be done accordingly to the safety procedures and company policy
Ensure the satisfaction of the client and the quality control of the work.
SITE SURVEYOR (SS)
Make exact measurements and determine property boundaries. Provide data relevant to the shape, contour,
gravitation, location, elevation, or dimension of land or land features on or near the earth's surface for
engineering, mapmaking, and evaluation, construction, and other purposes.
Site Surveyor shall be reporting directly to site manager and coordinates with Project team for assistance as
and when required.
Prepare and maintain sketches, maps, reports, and legal descriptions of surveys in order to describe, certify,
and assume liability for work performed
Verify the accuracy of survey data, including measurements and calculations conducted at survey sites
Direct or conduct surveys in order to establish legal boundaries for properties, based on legal deeds and
titles
Record the results of surveys, including the shape, contour, location, elevation, and dimensions of land or land
features
Calculate heights, depths, relative positions, property lines, and other characteristics of terrain
Prepare or supervise preparation of all data, charts, plots, maps, records, and documents related to surveys
Plan and conduct ground surveys designed to establish baselines, elevations, and other geodetic
measurements
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Adjust surveying instruments in order to maintain their accuracy

Conduct research in surveying and mapping methods, using knowledge of techniques of photogrammetric
map compilation and electronic data processing
Direct aerial surveys of specified geographical areas
Ability to read drawings efficiently
Should be accurate in measuring and for the data they provide
The measurement they provide to Engineer on site.
All surveying work on site.
DOCUMENT CONTROLLER (DC)
To provide document and data management support to the company by implement the Document Management
and Control procedures, processes and systems (Manually or Electronic). This activity will cover all operational
and business document and data requirements related to the projects and administration; and may include
Human Resources.
Document Controller shall be reporting directly to Project Manager and coordinates with Project team, project
QA/QC Engineer and admin unit for assistance as and when required.
Distribute external / internal correspondences to the consultant / client and project team.
Timely delivery of document control services to the company Projects
Provide the services for the documentation and correspondence (letters, faxes, and pertinent emails), that are
received and transmitted externally/internally by projects, are registered, numbered (as applicable), distributed,
controlled and filed
Participates in the development Document Management and Control of the procedures
Maintain the document registers of critical documents
Maintain the document registers of critical documents e.g. the Controlled Copies of the Safety Critical
Documents
Arranging the scanning and copying of documents for input into system (as required)
Adhering to the Change Management procedures when modifications to documents are carried out
Participates in the auditing of Document Control systems
Filing hard & soft copies documents
Adequacy of all the Project documents and implementation of procedures
Update the electronic system on daily basis
Monitoring the assistants in the department
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Maintain the filing system
DRAUGHTSMAN
Develop specifications and instructions for installation of voltage transformers, overhead or underground
cables, and related electrical equipment used to conduct electrical energy from transmission lines or high-
voltage distribution lines to consumers.
Producing accurate drawings as per the required specifications
Accurate measurement and distances.
Assemble documentation packages and produce drawing sets which are then checked by an engineer or an
architect.
Confer with engineering staff and other personnel to resolve problems
Draft working drawings, wiring diagrams, wiring connection specifications or cross- sections of underground
cables, as required for instructions to installation crew
Draw master sketches to scale showing relation of proposed installations to existing facilities and exact
specifications and dimensions
Measure factors that affect installation and arrangement of equipment, such as distances to be spanned by
wire and cable
Prepare and interpret specifications, calculating weights, volumes, and stress factors
Supervise and train other technologists, technicians and drafters
Use computer-aided drafting equipment and/or conventional drafting stations, technical handbooks, tables,
calculators, and traditional drafting tools
QMS DOCUMENTS APPLICABLE TO THE CONTRACT

Compliance to Quality, Health, Safety and Environmental requirements of area development shall be
coordinated with the overall developer. Work Instructions shall be prepared by the Project Management Staff
on a daily basis or as needed. The filled Site Work Instruction form guides the Site Personnel on the safe way of
doing their job and achieving quality of workmanship complying to Client’s requirements and according to
international standards.
F. The SGE LLC Quality Management System consists of:
• LIST OF QMS MANUALS & PROCEDURES
• LIST OF DRAWINGS AND SHOP DRAWINGS
• LIST OF METHOD STATEMENTS
• LIST OF INSPECTION & TEST PLANS (ITP)
• LIST OF FORMS AND FORMATS WITH UNIQUE NUMBERS
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• SUBCONTRACTOR PROCEDURE
• LIST OF ELECTRICAL EQUIPMENT AND CERTIFICATES
G. AUDIT PLANS
G1. Internal Audit Procedure
Internal Audits will be carried out on the site, based on the requirements. The minimum frequency of internal
audit is on every six months. This time interval may reduce by the QA/QC Engineer according to the new
procedures that are being introduced or when deficiencies have been found during previous audits and increased
when a procedure has been found, by several audits, to be functioning efficiently.
The MR/ QHSE Manager shall select the internal auditors based on the following criteria:
The auditor may not audit his own work.
He shall have undergone Internal Auditing Training.
He shall have sufficient seniority in the Company to reflect the importance of the audit.
MR shall prepare the Audit Plan and Audit Schedule for the project. These documents shall cover the
upcoming schedules, with the Audit Plan covering different areas/functions/operations. The QHSE Manager or
internal auditors shall co-ordinate with the site staff to agree on the final audit date. A verbal agreement on the
audit date shall not be considered sufficient, and written notification shall be required.
Prior to each audit, the auditor shall be briefed by the MR on the procedure, the results of previous audits (e.g.,
corrective actions raised) and the scope of the audit. The Auditor shall study the procedure to be audited in
order to establish a clear idea of its content and allow him to plan and conduct the audit in a way that shall
assure the procedure is being implemented correctly. The Internal Audit Checklist shall be used as a tool to aid
in performing a comprehensive audit and to record the responses of the auditees.
Following the audit, the auditor shall complete a Quality Audit Report, clearly identifying the checked
documents and records, personnel interviewed and any non-conformances found. This report shall be reviewed
by the Q/HSE Unit Head, with the auditor, before discussion with the auditees.
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While conducting the auditing the auditors hall check and verify the products/ service against the standards and
contractual requirements and they (Auditor(s)) shall write down their findings in a clear, concise, and brief
summary of facts. It is important to document both the good and bad observations. Documenting positive
findings can be an effective tool in reinforcing good performance. These documented facts must be truthful,
objective, apply to the scope of the audit, and must be written in a way that all parties involved can understand
them. The findings must simply show that they comply with the requirements of the standards or they do not.
Any non-conformances deemed serious enough by the Q/HSE Unit Head are recorded on the Corrective Action
Request Forms with the details of the non-conformance raised during the audit. Such forms can be completed
electronically using the Company QA system database.
Any observations or opportunities to improve the system that the auditor has recorded regarding the procedure
or the work being carried out are carried over for discussion after the audit.
The Quality Audit Report and any NCR/CARs shall be discussed with the auditee by the auditor, and if
required, the QA Engineer or Auditor. Corrective actions are agreed upon, entered onto the NCR/CAR Form
and the CAR reference number is entered onto the Audit Report.
Following completion of the audit process, the QA/QC Engineer shall enter the audit report details in the
Internal Audit Report Register. This report takes the form of a database printout. The actual information shall
be entered in the electronic register.
Corrective Action Requests will be raised whenever any deficiencies are detected within the system or
whenever any non-compliance is detected. For corrective and preventive action reports (CPARs) raised, follow
up actions shall be initiated and closeout monitored. A Log of Corrective and Preventive Action Reports shall
be maintained to indicate the status of CPARs raised. Records of audits and spot monitoring checks performed
shall be maintained. Audit results shall be communicated to client along with NCRs closeout evidence.
The QHSE Manager may arrange a follow-up audit to check that the corrective actions agreed have been
implemented and proved to be effective or he may request such checking to be done by the internal auditor in
the next audit session. The necessary records shall be kept with MR for review on following Management
Review Meeting.
G.1.1 Responsibility
Management Representative (M. R.) has overall responsibility for maintenance and
implementation of this procedure.
Audit Committee is required to oversee all aspects of this procedure.
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The Lead Auditor (L. A.) is responsible for notifying, organizing, planning, training and
directing the Audit Team prior to and during the QHSE IMS audit.
Auditors are responsible for collecting, analyzing and documenting objective evidence
through interviews, document examination and visual observation during the audit investigation. They shall
record their observations and findings and assist the Lead Auditor in the preparation of action plan.
The General Manager shall provide appropriate resources to support the QHSE IMS and
its audits.
The Senior Managers / Department Heads shall provide appropriate resources to
conduct the audit such as staff time, workspace and records as needed.
Engineers / Supervisors shall facilitate the audit in any way necessary and assign an audit guide if needed.
It is the responsibility of all employees to perform their job in accordance with the appropriate
operating instructions and for notifying their supervisor whenever they discover problems that may
adversely affect the QHSE IMS or legal and safety requirements.
G.1.2 Audit Planning
M. R. identifies and arranges for training Internal Auditors selected from the specified project.
M. R. is responsible for preparing the Audit Plan / Audit Schedule and finalized by the approval of ISO
Committee.
The plan shall contain the detailed schedule activities to be audited with time frame, list of Audit team,
estimated total resources required, etc.
Only trained and qualified Internal Auditor(s) shall conduct the audit.
The auditors shall be independent of the organizational entity being audited. That means Auditor(s) shall not
audit their own work.
G.1.3 Conducting the Audit
All Head of audit departments / processes shall ensure their availability on the scheduled
audit date. In case of unforeseen circumstances, changes may be allowed with prior information to
MANAGEMENT.
During the audit, the auditors shall use the checklists, prepared earlier, to assist them in confirming
compliance and identifying areas to be improved.
The audit, and all associated findings, shall be based upon the interview of relevant staff and the review of
documentary evidence of conformance or otherwise to the procedure under consideration. All such
documentary evidence shall be noted by the audit team member and passed to the audit leader. The lack of
required documentary evidence shall form a non-conformance.
The auditors shall document all findings and noncompliance identified during the audit. Observations or
non-conformance detected during the audit shall be documented on Internal Audit Report as they are
detected. The auditor shall obtain confirmation from the individuals being audited of any noncompliance.
For each noncompliance observed to the documented: Quality, ISO 9001:2015; Health
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and Safety, ISO 45001:2018; and Environmental, ISO 14001:2015 systems, the auditor (s) raise a
Nonconformity Report. The reports may include observations made by auditors regarding potential
nonconformities.
G.1.4 Audit Report
Observations in the Internal Audit Report will be classified under the following heading:
Positive Findings / System Strengths
Opportunities for Improvement / Suggestions
Observations
Nonconformity
The audit report is the official record of the audit and should contain:
Scope and criteria of audit
Listed objectives of audit
Auditor’s name and area being audited (remember not to use names except that of the
auditor)
Date and location of audit
Findings and positive practices
An overall closing statement, which could include action items for area reviewed
Auditor(s) shall write down their findings in a clear, concise, and brief summary of facts. It is important to
document both the good and bad observations. Documenting positive findings
can be an effective tool in reinforcing good performance. These documented facts must be truthful, objective,
apply to the scope of the audit, and must be written in a way that all parties involved can understand them. The
findings must simply show that they comply with the requirements of the standards or they do not.
G5.4 The auditor forwards the original copy of the Internal Audit Checklist, Internal Audit Report and
Nonconformity (N.C.) Report to the M. R. Copy of N. C. reports is maintained by
the auditor as well for reference and acting.
G5.5 The Lead Auditor shall assure that all Internal Audit Report are numbered sequentially.
G2. INTERNAL/EXTERNAL AUDIT PLAN
SGE QHSE Department undertakes audits of projects on a routine basis. These audits are scheduled and
documented as tabulated below. The SGE’s internal auditors are conducting the internal audits for our facilities
and at least two audits are normally carried per year.
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Note: the detailed audit schedule with Dates for Internal External and Sub contact quality audit schedule for the
project are furnished on section G3.
S. Internal / External Audit Conducted on Conducted By Scope of Audit

N.
1 Internal QHSE Audits As per the Project Qualified All relevant QHSE
Audit Schedule internal auditors Management System
See section: G3 of the Contractor Procedures and
(SGE)
Documentation, Facilities,
Site and Reports
External Audit by As per Consultant, Client/Consultant Surveillance/ Regular quality

Consultant, End user and/ End user and/ or and BV and safety audit
or Client & Certification Client Schedule
Body
As per the Project Qualified Lead Surveillance/ Regular quality

Sub-contract and Audit Schedule auditors of the and safety audit
surveillance audit See section: G3 Contractor
(SGE)
A series of recorded All throughout the Qualified Selected scope as

Compliance Audit project internal auditors recommended by MR
(includes site inspections) of the Company
over the entire duration of
the project.
NOTE:
1. Frequency of audits will vary as to criticality and urgency of the department / process / function to be audited.
2. The subcontract audit schedule shall be furnished according to the award of sub contract.
3. Appropriate QA/QC Department formats shall be used in all audits.
4. Contractor shall assist the client/ consultant on Regular Quality and Safety Audit as required.
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G3. Project Audit schedule

Will be prepared by SGE , circulated periodically for regular audit purposes.
G4. Management Review Procedure

G4.1 Structure of Management Review Committee is as below:
a) Head – Managing Director

b) Members – All Department Heads & Project Managers
c) Any other responsible persons as needed by General Manager & MANAGEMENT.
G4.2 The Agenda for the meeting is set by the Management Representative. The Agenda for the review takes
into account the following:
1) Review of actions / decisions of previous management reviews.

2) Review of adequacy of the company’s QHSE Management System and Policy (once in a year).
3) Review of findings of Internal and third-party Audits and the corrective actions taken to resolve the non-
conformances.
4) Review of status of preventive actions initiated to eliminate potential causes of non-conformities.

5) Review of status of corrective actions taken to resolve non-conformities
6) Changes in the system and documentation as a result of corrective and preventative actions and / or any other
factors.
7) Review of Client Feedback Analysis & Client Complaints.

8) Process Performance and Product / Service Conformity.
9) Review of meeting the objectives / targets laid down for continual improvement in effectiveness of the
System, quality of product related to customer’s requirements / satisfaction - Yearly QHSE Objectives & its
Achievement.
10) Review of Changes in QHSE Management System and their approvals.
11) Resource Requirements if Any.
12) Review of Lessons Learned Report.
13) Review of Project HSE Implementation.
14) Review of Changes in Legislations, circumstances, expectations and requirements of interested
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parties and results of Legal Compliance.

15) Change in the product and activities of the company.
16) Relevant changes environmental aspects and OH&S risks.
17) Review of Market preference and reporting & communications.
18) Review of Suppliers.
19) Review of Subcontractors.
20) Review of Communications from External Parties.
21) Review of results of participation & consultation.
22) Review of effectiveness and requirement of Training Programs.
23) Review of Recommendations for Improvement.
24) Any other points discussed.
G4.3 MANAGEMENT. can also organize special Management Review Meeting for a special agenda like
actions arising out of third party certification audit, specific problems encountered in implementing IMS
and customer complaint.
G4.4 MANAGEMENT. has to prepare and circulate the minutes of the Management Review meeting / progress
under review to all Members of Management Review meeting.
G4.5 The records pertaining to the Management Review Meeting including minutes are maintained by
MANAGEMENT.
G4.6 MANAGEMENT. needs to forward the action requirements arising out of the meeting to concerned Head
of Departments and monitored as per corrective and preventive action procedure.
H. THIRD PARTY INSPECTIONS

H1. Details of Services that will be provided by TPI
The following services are conducted by certified Third Party companies:
Calibration of Inspection, Measuring and Test Equipment done by certified TPI Certification
Authority. All equipment is certified and inspected by certified TPI Agency.
Test and Examination of lifting equipment done by certified TPI Certification Authority and
the results of test and examination is valid for one year. Certificates of Test and Examination of Lifting
Equipment are monitored and updated by Plant Department.
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Key personnel that will directly affect the quality and progress of the project will be trained in their
respective field of specialization.
Reputable institutes and manufacturer’s technologically advanced training facilities enables the key project staff
to accomplish their respective tasks as required.
I. DOCUMENT CONTROL AND CHANGE MANAGEMENT

This section describes the Document Control system which shall be established in the project to:
Identify the documents with the proper identification code and number.
Approve the documents prior issue and distribution,
Review, update as necessary and re-approve the documents,
Prevent the unintended use of obsolete documents, and identify them by suitable.
manner if they are kept or retained for any purpose.
Keep proper tracking system for the documents prepared or received by the Contractor
This procedure applies to all Technical and Non-Technical documents.
I1. DOCUMENT CONTROL PROCEDURE

Documents required by the quality management system shall be controlled in accordance with procedure, –
Procedure for Document Control" – The procedure defines the routines necessary:
for approving documents for adequacy prior to issue,
for reviewing and updating as necessary and re-approving documents,
for ensuring that changes and the current revision status of documents are identified,
for ensuring that relevant versions of applicable documents are available at points of use, for ensuring that
documents remain legible and readily identifiable, for ensuring that documents of external origin (e.g. contracts,
codes and standards)are identified and their distribution controlled, and for preventing the unintended use of
obsolete documents, and applying Suitable identification to them if they are retained for any purpose.
Project documents shall be treated according to Procedure for Control of Documents and Project Documents
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Register. The PM shall approve all documents, data, and specifications and approved latest RFC drawings etc.
before they are issued through the Document Controller.
All the documents outgoing or incoming for the projects purpose or other processes have an identified
documentation system as per the document control procedure. Documents of External Origin will be distributed
as per the distribution list of each project by email as required.
Project documents shall prepared by the document control department, however other processes as Tendering,
procurement, planning etc. are controlled by their own process owners, because these documents have a
different type and nature. Soft and hard copies of documents for submittal and correspondence are maintained
by Document Control Department in the Main/site Office.
I1.A Issuance
As per the project document deliverable requirements, Unit Heads shall review and Project Manager shall
approve all project related to documents, data, specifications and approved latest RFC drawings etc. before they
are issued through the Client/ Consultant.
I1.B Withdrawal
Documents withdrawn / issued for projects are stamped as ISSUED FOR PROJECT in RED.
documentation system as per the document control procedure.
I1.C Distribution
documentation system as per the document control procedure. Moreover, All controlled documents shall be
issued and used by subcontractors/vendors.
I1.D Modifications and Request
Documents can be modified by a certain procedure, Document Change Request. Original Documents Request
(ODR) is also governed by the same procedures.
I1.E Review
Project documents is prepared by the document control department, however other processes as Tendering,
procurement, planning ….etc. are controlled by their own process owners, because these documents have a
different type and nature. Project Manager will review documents for submittal.
I.1.F Maintenance
Regular maintenance and suitable back up shall be taking place for both documents soft and hard copies, as
applicable. In SGE our server backup frequency is every 3 month.
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I1.1 Correspondence Management

The Project shall ensure effective control over incoming and outgoing correspondence in accordance with the
approved procedure. Incoming documents shall be dated stamped and logged by the Project office Secretary or
Document Controller prior to being forwarded to the Project Manager for his action/distribution as relevant.
Attachments will be logged separately. The project Manager will decide the incoming document distribution.
Outgoing correspondence shall be signed by the Project Manager and logged by Office Secretary or document
controller on either the Project document Control register or uploaded in Local Software depending upon the
recipient.
I1.2 Technical Documents
All approved latest RFC drawings, specifications and other Technical Documents will be controlled as per the
document control procedure. RFC Drawings issued by the Consultant/Client shall be stamped, logged into a
Drawing Register or on the SGE electronic form in project in the available PC by the Document Control Centre
and a complete set of contract drawings shall be maintained on the Master File rack in the document control
office for reference.
Superseded drawings shall be stamped as such and a copy maintained for reference. Details of controlled copy
holders of drawings and specification copies shall be maintained. Revised copies of drawings/specifications
shall be issued to controlled copy holders of the same.
All document submittal will be as per the Document Control procedure.
I1.3 Shop Drawing Submittals
I1.3.1 Preparation and checking of drawings.
The Drafting Unit Head shall allocate drawings, sketches and bar bending schedules to the draftsmen for
detailing in accordance with the planning or as required by the site. Drawings and schedules shall generally be
detailed on A0 or A1 sized pre-printed drawing sheets. Sketches shall generally be detailed on A3 or A4 pre-
printed drawing sheets, depending on the subject and degree of detail required. For details of the title-block and
drawing numbering, shall be followed as per the client/ Consultant requirements.
On completion of the drawing, sketch or schedule the originator shall sign it in the space provided. The
Technical Manager shall check the drawing, sketch, or schedule to ensure that the details and information are
complete and return it to the originator if required. After the amendments are done, the Technical Manager shall
verify them and if correct shall sign the document as “checked”.
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The document revision number and approval status shall be recorded by the Secretary, who shall send it to the
Project Director for approval. Whenever required, registers of the document status shall be distributed to the
holders of the controlled documents. These revisions shall be identified in the revision box of the drawing,
detailing the next revision letter e.g. A, B, C etc., the description of the change, the date and the initials of the
draftsman and the checker.
I1.3.2 Drawings produced by Sub-contractors.
Drawings received from Sub-contractors shall be checked by the Technical Manager or his nominee to verify
compliance with the design drawings and coordination with other related disciplines.
Where errors are detected, the Technical Manager or his nominee shall report these back to the originator for
correction and re-submittal.
When all amendments are incorporated, the Secretary will send the documents to the Client and/or the Engineer
for approval.
I1.3.3 As-built drawings
The Office Engineer, and /or the Sub-contractors, shall mark “as-built” conditions for all work completed on
reproducible copies and on electronic disk in a program stipulated by the Client These shall be transmitted to
the Client and/or the Engineer through the CSD in the time frame as described in the Contract Documents.
I2. TEST PACK AND AS-BULIT DOCUMENTATION

A Project Closeout Schedule and dossier shall be prepared by Project Manager in coordination with QC Engr,
by scheduling the key closeout activities of the Project. The Project Manager shall monitor closely the closeout
of the Project in accordance with the schedule as per the Client/ consultant and contractual requirements.
All the test reports, As Built drawings, specifications, and other Technical Documents shall be controlled as per
the document control procedure for the handing over. Drawings issued by the Consultant/Client shall be
stamped, logged into a Drawing Register or on the SGE electronic form in project in the available PC by the
Document Control Centre and a complete set of contract RFC Drawings shall be maintained on the Master File
rack in the document control office for reference.
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Further control over the issue of As Built documents is explained on Procedure for Documentation of Test Pack
and As Built Files.
I2.1 Preparation, Review and Approval
Documents of the dossier are prepared by concerned process owner, reviewed for approval by the Project
manager in coordination with Quality Control Engineer. The approving authority reviews the document for
adequacy and correctness.
I2.2 as Built Drawings
Drawings are collected from all measurement sheets and combined to create the As Built Drawings. Those are
verified by the project manager and forward to the consultant for their review.
I2.3 as Built Documents
All test reports performed at site shall be gathered and the document controller shall prepare the final dossier in
coordination QC engineer to form an As Built Documents and project manager will verify it prior to the
submission to the client/ consultant.
I3. CHANGE MANAGEMENT PROCEDURE

I3.1 PURPOSE ANS SCOPE:
To define a change as understood by the company and describe the accepted Change Management procedure.
The procedure is applicable to any change (if occurs) which may affect financial reporting, operations, QHSE
or compliance. This includes the control environment (i.e. all systems business processes including IT which
may impact on the above).
The key activities required are.
Monitoring
Informing and communicating,
Control activities (reviews and reports).
Risk Assessments
Control environment (i.e. passwords, user access).' To demonstrate that we have adequate control over our
financial systems we must also be able to demonstrate control over the wider operational environment.
This procedure is intended for all department managers who have identified a change requirement. Other
personnel may initiate a change through their managers.
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I3.2 RESPONSIBILITY:
The Project Manager ensures that changes follow the Change Management Procedure. Department Manager
reviews the Change and subsequently approves it if found suitable.
The QHSE Unit Head is responsible for reviewing the Legal compliance as applicable to the change.
In case of introduction of new products, process changes or the addition of new facilities,
the QHSE Unit Head shall prepare list of all environmental aspects of the change and evaluate the significant
environmental aspects with proposed preventive mechanism and also review and list out all the activities carried
out in their respective areas in Hazard/Aspect Identification, Risk/Impact Assessment and Risk/Impact Control
Register and evaluate each activity.
The Management Representative and Document Controller are responsible to give effect to
the revised documents and include the same in the QHSE system.
I3.3 METHOD:
It is the QA/QC Engineers / Management Representatives role to facilitate communications between the
Department Manager requesting the change and any other affected Departments. The Document Controller will
co-ordinate all of the documentation whereas the Project Coordinator will implement formulations of plans and
scheduling of projects and tasks. It is the role of the requesting Department Manager to review, comment on
and authorize documents relating to the change, instruct staff and to participate in meetings to ensure that the
change goes as smoothly as possible, and that compliance is retained.
I3.3.1 Submit the Change Request:
Project managers should submit a Change Request with as much detail as possible with
necessary justification. This request can be a written note or an email. If this change will affect other
departments, please enter the names of the Department Managers in the request.
I3.3.2 Review the Request:
The Change Request will be reviewed by the Department Manager who will gather. additional information, add
Department Managers deemed to be affected and arrange meetings. Once the change is agreed and approved it
will be delegated to the Management Representative, Document Controller, Project Co-coordinator or QHSE
Unit Head as applicable.
I3.3.3 The Risk/Impact Assessment:

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The QHSE Unit Head will conduct a risk assessment based on the agreed specification. He will
check all the systems and processes affected by the proposed change and list any risk areas. The Risk
Assessment is used to ensure that any risk to the business has been identified and mitigated. Notify the
concerned of any missing risks or if there are problems with the Recommendation.
I3.3.4 The Implementation Plan:
The Implementation Plan details all the stages that are required in order to successfully
manage the change and should include a test plan and roll back strategy. In more complicated changes this may
also include a project schedule and timeline.
Implementation Plan should be reviewed and all concerned to be made aware of any amendments or changes.
Make note of the timeline and any training or testing and how this will affect department staff. Make note of
any dependant tasks (i.e. if one department is unable to make a change until another has completed theirs).
I3.3.5 Pre-Change:
Once the implementation plan has been approved it is vital that the staffs in each department are made aware of
what needs to happen, when and by whom. The Department/Project Manager notifies affected staff of the
change and assigns actions and makes them aware of the Roll Back Strategy.
I3.3.6 Change:
To minimize unnecessary disruption ensure that the plan is followed as closely as possible and
any issues are highlighted as soon as possible. Ensure all staffs follow the Implementation Plan.
I3.3.7 Post Implementation Review:

Once a change has been implemented it is important that the situation is reviewed to identify any problems that
could be prevented in future or improvements that could be made. The Internal and External Auditors will
examine the Change Management Documentation on a half yearly and End of Year basis and their comments
and recommendations will be acted upon.
I3.4 REFERENCE:
ISO 9001:2015 standard
Norms prescribed by Government and other Regulatory bodies.
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J. NON-CONFORMING PRODUCTS
J1. CONTROL OF NON-CONFORMING PRODUCTS AND SERVICES
Products and Services are controlled as per Procedure for Control of Non-Conforming Products to prevent its
unintended use or delivery during the entire execution of the project. Appropriate corrective and preventive
actions will be initiated, executed and completed to eliminate causes of actual or potential non-conformance as
required.
SGE staff has been assigned the responsibility, duty and authority to raise Non Conformance Reports whenever
they detect an item of non-conforming product/ execution or non-conforming incorporated materials. Where the
Non-conformance concerns uncompleted / incomplete works [i.e. the installation works are still in progress]
and the non-conformance can be resolved or rectified without the need of any repair then an NCR will not be
raised but the non-conformance will be recorded on either an inspection snag sheet or the Inspection Record.
Where the non conformance concerns permanent works or incorporated items then an NCR will be raised.
Nonconformity shall be raised whenever there is a failure to comply with a requirement or there is a total
breakdown or absence of the QHSE systems to meet Standards, Legal and/or Contract requirements or there is
isolated or single lapse requirement or clause of the company’s QHSE systems.
Observation shall be raised when an area of concern, a process, document or activity that is currently
conforming but may, if not improved, result in a nonconforming system, product or service.
Non Conformance Reports shall be formally opened by the QA/QC staff following discussions and agreement
with the relevant responsible personnel to try to ascertain:
The cause of the deficiency (and associated preventive action where possible) The resolution
Timescale for completion of the corrective action
The QA/QC staff and the Project Manager shall ensure follow up and closeout project related non-conformance
in a quick and timely manner. A Log of Non Conformance Reports shall be maintained to keep track of the
status of Non Conformances. Trends in non conformances shall be analyzed periodically and corrective /
preventive actions brainstormed to prevent recurrence.
While conducting the auditing the auditors hall check and verify the products/ service against the standards and
contractual requirements and they (Auditor(s)) shall write down their findings in a clear, concise, and brief
summary of facts. Those findings with deviations from requirement may lead to the Non Conformity. The
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Project Manager in coordination with the respective staffs on projects is responsible for giving disposition
action and plan corrective and preventive action for various nonconformities during the execution of the project.
J1.1 Material and Equipment
Non-conforming materials and equipment will be identified and quarantined. This will prevent inadvertent use,
continuance, shipment, or mixing with conforming items. The authorization for use, release or acceptance will
be provided.
J1.2 Construction and Installation
Workmanship or installations, which do not conform to specified requirements, will be subject to reinstallation,
repair or rework as documented in procedures. This will prevent their incorporation in the finished product.
Deviations or discrepancies will be reported on a non-conformity report depending on the perceived impact on
the project. Items identified, as non-conformity will be placed on hold pending agreement on the necessary
disposition. Minor deviations that can be rectified immediately should not be documented as NCR’s.
J1.3 Non-Conformity Reports
Nonconformities will be raised by using the form Corrective and Preventive Action Report , Corrective action
shall be done by the concerned project team and verified by the Auditor or the person who raise the NCR or by
MR/ QHSE Manager. The PM& QA/QC Engineer in coordination with the project team shall verify the system
requirements related to the equipment and execution on site. The non-conformity should be closed as per agreed
schedule and the follow up audit should be performed.
J2. REVIEW & DISPOSITION OF NONCONFORMING PRODUCT

If nonconformity is detected on products and services during the project execution, the same shall be brought to
the notice of the Project Manager and concerned person for their further action will be taken as per instructions
of respective Authority as defined in the Procedure for Control of Nonconforming Product.
Nonconformities raised during the course of the Project, shall be reported on Daily Progress Report as required.
A summary of the same will be reflected in the Monthly Progress Report also. Requests for deviating from
technical requirements shall utilize the Deviation Request as per the contract.
J3. SITE NOTE/INSTRUCTION BY CONSULTANT/CLIENT

The Site note/instruction issued by Consultant/Client shall be officially responded by the Contractor within 48
hours. However, it depends upon the Nonconforming Product or service. In case of exceeding 48 hours, prior
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permission shall be taken from client/consultant or justification shall be submitted.
K. CORRECTIVE ACTIONS
K1. PROCEDURE FOR CORRECTIVE ACTIONS
K1.1 Corrective Action:
1. The organization takes corrective action to eliminate the causes of non-conformities in order to prevent their
reoccurrence. Such actions shall be appropriate to the impact of the problem encountered.
2. To control non-conforming products/system and customer complaints Corrective Action
Request (CPAR) Form will be raised.
3. The Contractor’s site execution team, including QA/QC site team are to analyse and investigate any weak
points in the construction system & quality management system and are to implement corrective actions for
non-conformities with suitable time frame.
4. The Project manager in coordination with Project/ Site engineer and QHSE team shall investigates the
probable root causes of Non-Compliances with compliance with procedures, and Client /Consultant
requirements, whilst the Project QA/QC Manager/Engineer decide the probable root causes of Non
Conformances in the works, and both strive to arrive at corrective actions in order to prevent recurrence.
5. The Contractor site QA/QC engineer will maintain the CPAR Log and will send it to the concerned In-
charges with suitable target date for their action and completion of recommended action plan.
6. Where appropriate person assigned by MR (Internal Auditor) will make sure through audits, that the
recommended action plan is completed and made effective within the target date and sign off the CPAR Form.
K1.3 Corrective Measures
1. Corrective actions shall be appropriate to the magnitude and impact of the reported non conformities. Which
will be taken to prevent the recurrence and the MR/ QHSE Manager/ Auditor or the Unit head/PM shall verify
the effectiveness & documented.
2. During the Review Meetings, MR will arrange discussion on the preventive actions and
CPAR Out puts will go to the Risk assessment review if it is applicable.
3. Responsibility for a specific corrective action and subsequent preventive measure will be delegated, to the
function best suited to understand the problem at hand. These tasks will be performed according to the
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Preventive measures and corrective action procedures.

4. Corrective action against deviation / root cause shall be monitored by site QA/QC engineer on agreed
deadlines in coordination with construction team and upon completion; the verification of effectiveness of
implemented corrective actions shall be performed to close the observations.
L. PREVENTIVE ACTIONS
L1 PROCEDURE FOR PREVENTIVE ACTION
L1.1 Corrective Action
1. The organization takes Preventive Actions to eliminate the causes of potential non-conformities in order to
prevent their occurrence. Preventive Actions are appropriate to the effects of the potential problem.
2. SGE has established, implemented and maintains a documented procedure which ensures that staff is
encouraged to indicate areas where potential non-conformities may occur and report such situations.
3. Any person within the organization can identify the problem(s) relating to the service, product, process,
quality, health, safety & environmental systems to Manager of their respective discipline or to the MR on
CPAR Request (Corrective/ Preventive action request) in which his opinion has been adequately addressed
during the internal quality audits and elimination of which will improve the QHSE system.
4. Preventive measures and corrective actions are handled in accordance with the Corrective actions and
Preventive measures procedures. The Project Manager is responsible for giving disposition action and plan
corrective and preventive action for various nonconformities and Project Engineer is the first person responsible
for implementing action as required.
5. The Contractor’s site execution team, including QHSE team are to analyze and investigate any weak points in
the construction system & quality management system and are to implement preventive actions for potential
non-conformities.
6. The Contractor site QA/QC engineer will maintain the CPAR Log and will send it to the concerned In-
charges with suitable target date for their action and completion of recommended action plan.
7. Where appropriate person assigned by MR (Internal Auditor) will make sure through audits, that the
recommended action plan is completed and made effective within the target date and sign off the CPAR Form.
L1.2 Preventive Measures
1. Preventive actions shall be appropriate to the magnitude and impact of the potential problems. Preventive
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actions will be taken to prevent / eliminate any consequence arising from accidents, incidents and the
effectiveness of actions taken to be verified.
2. During the Review Meetings, MR will arrange discussion on the preventive actions and
CPAR Out puts will go to the Risk assessment review if it is applicable.
3. Responsibility for a specific corrective action and subsequent preventive measure will be delegated, to the
function best suited to understand the problem at hand. These tasks will be performed according to the
Preventive measures and corrective action procedures.
4. Preventive action against root cause shall be monitored by site QA/QC engineer on agreed deadlines in
coordination with construction team and upon completion; the verification of effectiveness of implemented
preventive actions shall be performed to close the observations.
M. RECORD CONTROL
M1. DOCUMENT PROCEDURE FOR RECORD CONTROL:
Records shall be established and maintained to provide evidence of conformity to requirements and of the
effective operation of the quality management system. During the entire project execution the project related
Records shall made remain legible, readily identifiable and retrievable. The document controller assigned for
the project will be the responsible for the effective implementations.
M1.1 Identification
The Document Controller assigned for the project is responsible for implementation of the procedures /
relevant process maps and projects identify each record generated internally by the purpose of the document
number and its distribution to various users.
The number of the format in which the records is maintained is given as per the procedure.
Pertinent records of the suppliers are maintained as records as indicated in procedures /
process map. They are identified by the purpose of the records. Project related records are filed in Project folders
identified with project number and name.
M.1.2 Storage
The Project Manager is responsible to ensure proper storage of records with in Site Office
and a Controlled Copy at the Head Office.
Project related records are stored in properly selected storage spaces. Precautions are
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taken to protect records from damage due to pests, insects or adverse weather conditions. Site offices have
adequate facilities for storage of documents.
Each staff/employee has their user ID to access only relevant data on server. The data security and
confidentiality has been monitored and controlled via limited or restricted access over data. e.g (Read only, Full
access etc..)
M1.3 Maintenance
As per the Document Control procedure, scanned or faxed documents shall be maintained and audited to
prevent them from damage.
General maintenance has to be performed every three months.
Yearly audit will be performed to make general inventory to all documents.
M1.4 Retrieval
Retrieval of records by permitted employees is governed by Document Control procedure
To retrieve and edit any document in the system a Document Change Request should be
filled and approved by Document Control Department otherwise document will not be changed in the system
files.
Retrieval and access to original documents can be done through the Original Document Request form.
M1.5 Retention
Project related records are maintained for a minimum period as indicated through retention period in the list
of records. Records maintained electronically are subject to periodic backups.
In case retention period is not mentioned, it is to be considered as one year. Electronic data is purged only on
approval from General Manager.
After the Closing of each project the documents are kept as archive for 5 year.
M1.6 Disposition
Records that have crossed the minimum retention period as indicated are disposed off in a
manner decided by Project Manager.
Electronic data is purged only on approval from General Manager.
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N. INSPECTION AND MEASURING

N1. DOCUMENT PRODEURE FOR INSPECTION, MEASURING &
TESTING EQUIPMENT
The Project Quality Management system is designed to ensure that inspection, measuring and test equipment is
calibrated and controlled, in order to ensure conformance to specified requirements. The QA/QC Engr onsite
shall be responsible for the necessary verification on this subject. The Project team shall be directly responsible
for ensuring that equipment used by Subcontractors is calibrated and controlled in accordance with stated
requirements.
Equipment shall be calibrated periodically in accordance with manufacturer specifications and prior to expiry of
the validity of the calibration certificate. However, additionally the Project staff shall ensure
checking/recalibration at any time when there occurs any doubt as to the integrity of the equipment. A Log shall
be prepared with the list of Equipment and date of calibration in detail.
The certificates of calibration received shall be scrutinized for the following:
Traceability to national/international standards. Where no such standards exist, the basis

used for calibration shall be documented as per client.
Tolerances
The status of the equipment before as well as after calibration
Certificates of calibration shall be technically reviewed by qualified technical personnel. Stickers bearing
instrument reference/serial numbers, date the instrument was last calibrated and the next calibration due date
shall be placed on the instrument. Copies of the calibration certificate shall be maintained on site as well as
copies placed in the instrument case for ready reference. A register of Calibration shall be maintained indicating
the current calibration status of the equipment.
Submission of RFI’s shall be based on weekly witness schedule. For detailed Inspection Procedure
N2. CONTROL OF INSPECTION, MEASURING & TEST EQUIPMENTS

The inspection test Plans shows how the Project executions and equipments can be verified as per the standards
and client/ contractual requirements. This is the responsibility of the QC Engineer to verify the implements as
per the approved procedure. The results shall be verified through inspection and testing points, The Method
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Statements, Specifications as identify the following:

Location of each inspection and test point in the operational sequence,
Specific requirements for identification of inspection and test status,
Characteristics to be inspected and tested at each point, the detailed procedures and
acceptance criteria to be used, and any special tools, techniques or personnel qualifications required,
Inspection requirements including hold, witness, approve, monitor and review points at which Contractor,
Company, third party or Regulatory Authorities shall verify selected results.
Control of inspection, measuring and testing equipment shall be performed as per requirement. All measuring
and testing equipments will be calibrated to ensure reliability of results.
Calibration of instruments is conducted by duly certified and accredited laboratory and
carried out against certified equipment.
N2.1 Receiving Inspection and Testing
The receiving inspection and testing control shall be performed according to the Purchase specifications as
described in the Purchase Order. Additionally all contractual requirements will be complied with.
N2.2 In-Process Inspection and Testing
The criticality of the particular items will be assessed to determine the extent of requirements contained in
the Contract / P.O. and the intensity of the inspection and testing requirements.
These requirements shall be documented in worksite procedures, or project documentation. Site Engineers
will be responsible to carry out such verification and reporting deviations in the Daily Progress report.
N2.3 Final Inspection and Testing

Final inspection and testing normally consist of specifications defined by client, but can also be part of the
Project requirements defined in the Contract / P.O. or worksite procedures.
Final inspection and testing of the project activity shall be an acceptance by the Project
Manager or his nominated deputy.
Approval from client will be concluded as final acceptance. Relevant reports will be filled in
by Technical Department as a part of records.
N2.4 Inspection and Test Records
Inspection and test records consist of Quality Records and / or purpose made check lists based on Contract /
P.O., Work Order or worksite procedures.
O. PROCUREMENT CONTROL
O1. SELECTION OF SUBCONTRACTORS AND VENDORS:
Procurement Manager in coordination with QHSE & Tendering Unit has the responsibility to select and
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evaluate the subcontractors and vendors proposed for the project. The sub contractor and suppliers shall be
selected form the client’s approved Vendor List, as per the contract details and where not detailed, we shall
proceed with our own vendor list. The list of approved sub contractors and vendors has been established based
on evaluation on past experience concerning their ability to meet requirements and performance in past dealings
or from the client approval data base.
Subcontractors and vendors shall be requested to submit their prequalification records for review and approval.
The result of the review/evaluation, including the recommended extent of control to be exercised on them will
be documented as a base for updating the list. Evaluation and approval of new suppliers may also be based on
the basis of samples and / or trial order.
The Procurement Engineer will monitor the performance of the approved subcontractors/vendors and shall
maintain the records. Any deviations, comments and complaints regarding performance and quality of the
approved subcontractors / vendors shall be recorded and letter to be issued to rectify the issue. If no
improvement found after subsequent review, the corresponding subcontractor/vendor will be removed from the
list.
O2. VENDORS LIST

The selection of sub contractor and suppliers shall be from the ADDC’s approved Vendor List, as per the
contract details and where not detailed, we shall proceed with our own vendor list according to the client guide
lines. The list of approved sub contractors and vendors has been established based on evaluation on past
experience concerning their ability to meet requirements and performance in past dealings or from the client
approval data base.
The following points shall be considered;
1. Supplier/Subcontractors are selected from Client approved vendors list or the Contract
Approved Vendor List.
2. Suppliers from Client/Consultant approved vendors list meeting SGE’s prequalification
criteria will be included in the list
3. Record of previous dealings will be maintained for reference
4. Supplier shall be selected with its quality of service, reliability, past performance and on
time delivery
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O3. SUBCONTRACTOR APPROVAL

Subcontractors are selected from Client approved Vendors List and Prequalification of subcontractors will be
based on the following evaluation parameters:
1. Management commitment and supervision
2. Quality Management System
3. HSE Management System
4. Documentation
5. Training
6. Auditing
7. Maintenance
8. Procurement Plan
Subcontractors are evaluated for its:
1. Reputation in market on similar Operations.

2. History in working with the Contractor and major projects.
O4. RAISING OF PURCHASE ORDERS

Purchasing process shall be handled by the Purchase Order (P.O) and the P.O. should contain unambiguous
description of the product to be purchased; quantity ordered and required delivery time. It should also include
the reference to the RFC Drawings, specifications, standards, codes and other relevant data if applicable.
Supplier/Subcontractor performance shall be formally reviewed on a yearly basis and summary statistics
compiled.
Suppliers/Subcontractors not performing to required standards shall be warned / blacklisted as appropriate.
Local Purchase Orders generated shall ensure the following (with particular emphasis on permanent works
items)
Proper material specifications including applicable standards, type, class, grade / other precise identification
Verification arrangements where necessary

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Attachments as appropriate
Delivery details
Copies of Purchase Orders shall be forwarded to the Storekeeper for follow up for material to be received.
O5. PURCHASING AND VERIFICATION OF PURCHASE
The inquiry documents shall incorporate full specification and shall specify the schedule requirements,
identification of product, packaging, handling and protection. Quality requirements shall be clearly specified in
all purchase orders or subcontract agreements
During progress of the work(s) Contractor shall inspect the Vendor or Sub-Contractor’s compliance with the
specified quality system/inspection requirements, as detailed in the purchase order or sub contract agreement or
in ITP.
Quality records generated by the Vendors/Sub-Contractor’s shall be reviewed by the project QA&QC
department to ensure their accuracy and compliance to specified requirements as per Inspection and Test Plans.
Where Vendors’ facilities are not easily accessible to Contractor personnel, monitoring/verification of the works
is done through visits by approved third party inspection personnel.
O6. HANDLING, STORAGE, PACKAGING AND DELIVERY

Project specifications, instructions and Purchase Orders shall identify any special requirements for handling,
storage; packaging and delivery ensure they are suitable to prevent damage or deterioration. All the necessary
measures shall be verified and ensured related to the packing and delivery of final products as required by the
manufacture/ supplier as required. All materials used in the project are stored at individual site store facilities.
As the space is generally limited, special attention must be given to delivery schedules, so as to minimise site
storage requirements. Materials in the storage area shall be clearly identified with Item Codes and brief material
description wherever possible. Due consideration should be given to the handling and storage of all materials so
as to prevent damage, deterioration or loss. Where provided, manufacturers handling and storage
recommendations should be followed. If required, special handling equipment or storage provision should be
made to meet the requirements. Due regard should be given to quality, safety and environmental planning
considerations.
Where necessary, secured storage facilities deemed shall be set up on site to prevent inappropriate use of
materials. Due consideration should be given to any storage space required by subcontractors.
Materials not affected by atmospheric conditions may be stored in open areas whereas those liable for
deterioration must be stored in a suitable covered or shaded environment so as to prevent damage or
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deterioration. This may include covering of bulk materials such as cement etc.
Periodic checks shall be carried out by the Storekeeper or QC Engineer/ Inspector to monitor any deterioration
in stored materials. Stock levels may be monitored by suitable means.
All materials should be adequately stored in an enclosed storage area and be easily identified -the material
itself or the packaging may be used for this purpose, otherwise labels should indicate material.
Hazardous materials shall be stored in predefined locations, and maintained under controlled & safe
conditions. Government and manufacturer prescribed methods and regulations shall be followed.
All perishable materials should be managed in line with a “First In – First Out” (FIFO) approach. FIFO will be
established on a product by basis as required, taking into account shelf life, hazardous chemicals, cost or any
other constraints deemed appropriate.
Preservation of stored materials is ensured through observance of the procedure as detailed above.
Periodic checks should be carried out by the Project Staff to monitor any deterioration in the product. Concrete
pipes / cement bags / paints shall be preserved in suitable conditions as per manufacturer’s recommendation.
Reinforcement steel shall be always covered from direct moisture.
Prior to hand over, the site shall be cleared of all surplus materials, plant and equipment, thoroughly cleaned and
final inspections carried out as required by the contract.
All materials, items and equipment provided by employer or third party shall be clearly identified and recorded
in the inventory ledgers through the ERP, as appropriate.
Any damage or defects relating to the supplied materials, items, and equipment must be reported to the
concerned party in writing. Where appropriate the requirements of corrective action shall be followed with the
concerned party having final sign off as needed.
O7. PRODUCT IDENTIFICATION AND TRACEABILITY

A system for identification and traceability of materials or works will be used to the extent required by the
specification. During production and construction phases all items which are incorporated in the permanent
works shall be uniquely identifiable and traceable as per the codes and standards against which they are
produced. It shall verify during final inspection reports/ check list also. The level of traceability relative to each
finished item shall be as require by individual codes or standards, or as detailed within contract Documents. On
receipt of material, traceability shall have its unique identification marking, verified by the QC Engineer
against its certificates of conformity or test certificates.
The materials shall be identified by means of tags, labels and or physical location of storage. The
supervisors/Engineers responsible for the process shall provide suitable identification at areas assigned to them
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at project site. The store personnel shall provide identification for materials in the storage areas.
Where traceability is a requirement of the contract, Store In-charge shall ensure that materials can be traced on
the basis of their unique identification Code.
Supply Chain Manager in coordination with store in charge shall monitor and review the effectiveness of
material Identification & Traceability system on regular basis.
P. SUBMITTALS AND APPROVALS

The Submittals and approvals shall follow the Contract and the Client and consultant Project procedure/
standards. The Document submission Log shall be prepared and maintained during the execution of the project.
As per the project DSL and contract requirements the necessary required documents shall be prepared and
submitted to the client/ consultant as required.
P1. MATERIAL SUBMISSION SCHEDULE

SGE shall be established a detailed Material submission schedule in coordination with project procurement
plan.
P2. DRAWING SUBMITTAL SCHEDULE

SGE shall be prepare the detailed execution/ construction drawing and submit to the client/ consultant for their
review and approval. After getting the approval, it shall be stamped and issued for construction.
All the approved release for construction drawings shall be received by contractor document controller from
ADDC. Original approved RFC drawings shall be maintained at site office and shall be handed over to ADDC
site engineer after obtaining copies.
P3. PROCUREMENT SCHEDULE

SGE shall be established a detailed procurement schedule in coordination with the respective suppliers.
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P4. APPROVED SUB CONTRACTOR SCHEDULE

The proposed sub contractor activities have been mentioned on section D2 on this document. The detailed sub
contractor schedule and related information shall be furnished according to finalise the sub contract agreement.
Q. PROGRESS MONITORING AND REPORTING

Q1. PROJECT PLANNING AND SCHEDULING ACTIVITIES
The Project Manager will ensure that the quality objectives meet the project requirements. The objectives are
established at relevant levels in the project organization and will be driven by the project team.
The Project Manager has delegated the QA/QC Engineer to ensure that project quality planning is documented,
implemented and maintained on the project. Planning will also include maintenance of the integrity of the
project when changes are implemented following reviews by audit. Programs will be established for reviews of
the project management system, audits and surveillances where necessary.
The planning and scheduling activities for the Project will be planned to cover the construction and post
construction / Project closeout stages. Schedules/planning activities include the following:
Baseline programme
Manpower/Labour Histograms
Equipment Schedules
Material Procurement Schedules
Shop Drawing Schedules
Daily / Weekly planning activities
Project Close Out Schedules
As Built Programmes
The following points shall be considered during the execution;
Planning for identifying the resources and materials of the project and all ancillary works.
Preparation of Method of statements, work instructions, related project process
procedures drawings shall be prepared and maintained as required.
Monitoring the project progress including that of subcontractors and Updating the
project program on a regular basis.
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Material procurement and subcontracting shall be executed as per the standards

and client requirements.
Attending meetings with the Client’s Representative/Consultant and subcontractors
to advice on, and resolve, planning issues.
The preparation of target program and short-term look-ahead program and
monitoring outcomes, as necessary.
Micro schedule for the balance works shall be submitted formally to ADDC with 2
months prior intimation which shall be the basis for monitoring the works & to enable decision for availing
outage.
Advising the Project Management on the status of the works and suggesting viable
solutions to achieve internal milestones.
The preparation of weekly and monthly reports on progress and planning matters.
The construction, execution, testing and commissioning activities shall be executed as
per the approved inspection test plan.
Q2. PROGRESS REPORTING

The Project Manager shall implement and maintain a progress reporting system in accordance with the
Consultant requirement. Daily/ Weekly/ Monthly Progress Reports shall be submitted in accordance with an
agreed schedule, and report on agreed aspects, as outlined below:
Q2.1 Daily Reports
The daily reports shall include as a minimum the following information:

Highlights of manpower
Major equipment employed
Other major activities
Progress of the day
Program of work for the next day.
Manpower required for the next day.
List of Machines to be used for the next day.
Daily Inspection Log
Observation /NCR Log
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Q2.2 Weekly Reports
The weekly reports shall include as a minimum the following information:

Highlights of the week’s activities.
Major areas of concern along with proposed corrective action
Manpower and construction equipment loading chart showing actual versus planned
information
Updated status of schedules for approvals of materials, shop drawings etc,.
Key milestone achieved
Other major activities
Progress Photographs
Forecasted progress for the Forthcoming week
Weekly Inspection Log
Observation /NCR Log
Q2.3 Monthly Reports
A Monthly Report will be prepared each month for submission to the Consultant / Client. The Monthly Report
will include text, tabulations, chart, graphs and photographs, providing appropriate information in narrative and
quantitative form, both cumulative and for the reported month.
The QC Engineer shall assemble all inspection, test data, and issue a monthly report concerning all the quality
aspects of the work. The report is issued to the Project Manager.
Executive summary narrative highlighting for activities accomplished during the month
Status of works, overall and a comparison between planned and actual
Areas of concern:
Proposed remedial actions recommended to correct stated situations and avoid potential
problems
Effectiveness of remedial actions taken previously
Narrative and summary of shop drawing progress, Actual versus Planned
Construction progress achieved, Actual versus Planned
Plans and schedules including important activities in the immediate future, up-dates and
forecasts.
Site Materials delivery details and forecasts including specific information on late materials
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deliveries likely to affect progress

Progress, productivity and man-tour data to include the planned, actual and forecast
progress.
Work schedule status, highlighting the status of critical activities along with schedule trend
analysis indicating the actions proposed to be taken to ensure timely completion of the works
Works milestone status
Drawings and materials hold-up analysis and report
Works Trends Summary
R. CLIENT INSPECTION/ AUDIT

R1. CLIENTS INSPECTION/ AUDIT
As per the contract requirement, ADDC has the right to inspect at any times any tools, instruments, materials,
staging equipment, templates, work techniques, sites etc. used or to
be used in the performance of the works.
The contractor (SGE) shall take the suitable and necessary corrective & preventive
measures within the permissible time limit.
R2. COMMITMENT STATEMENT

SGE will ensure its adherence to comply with Quality and HSE procedures established by
ADDC for this project.
S. LESSON LEARNED
S1. QUALITY IMPROVEMENT PROGRAM
S1.1 Auditing and Preparation
Audit methodology is conducted on sampling basis. QA / QC Engineer ensure that audit criteria, scope are
defined. Auditors selected are not directly responsible for the activities being audited.
The QA / QC Engineer prepare indicative bench markings and make plan to eliminate the errors which occur
during the previous project and the same plan will be applied to the specified project. The QA / QC Engineer
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shall also prepare the master list of internal and external documents for modification and revision for the
improvement of documentations.
S1.2 Participants Roles and Responsibilities
All related functional peoples are responsible for the implementation of corrective and preventive action with
preparation and implementation of related lesson learned.
S1.3 Lessons Learned Activities
The lessons learned activity involves determining the causes of variances in performance, the reason behind
corrective actions chosen, and project activities that worked well and those that did not. Lessons learned should
be documented as part of the historical record for the current project and as a “best practice” reference for future
projects. The lessons learned review should be conducted following completion of each major lifecycle phase.
At a minimum, projects perform a lessons learned review at the end of each phase and at project completion.
S1.4 Completing the ‘Lessons Learned’ Report Form

The Lessons Learned Report form is a tool used by project staff to document lessons learned throughout the
project lifecycle. Additionally, the SGE Project Management Office (PMO) will be the central repository. SGE
staff will be able to use the central repository to review previous projects’ lessons learned for general
information, work planning or for trend and analysis purposes.
S1.5 Implementation and Application
Planning procedures such as project time schedules and delay analysis shall be applied in the specified project
for improvement. All of these shall be documented and if acceptable and new revision of the document
incorporating the suggested amendments is prepared, approved by reviewing authority and submitted to the
Document Controller for issue on the Intranet.
Method of statements from previous projects that has been used or will be used in the specified project must be
amended and revised to achieve a much better progress. The same document must always be present at site for
further reference.
New schemes will be implemented on execution of work to prevent material or property damages and to
simplify the scope of work to lessen the duration of work.
Site surveys will be done accordingly as per the Clients specifications.
Planning for surveying and bench marking will be done before the duration of the project for documentation of
another “Lessons Learned”, and shall be added to the documented reports and records.
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The revised master list of internal and external documents shall be submitted to Clients and Consultants for the
necessary approvals and shall be implemented and used through the rest of the project.
S2. PROJECT QUALITY POLICY & OBJECTIVES

The Project Quality Policy Statement is to ensure a totally Customer driven approach that meets or exceeds
Customer expectations through effective management and performance, excellent co-ordination, increased
productivity and greater focus on business objectives which include the following:
Aim to achieve best practice
Ensure improved Customer satisfaction and relationships
Deliver a better than expected product
Based upon the overall objectives and client specific requirements, the following project specific Quality
Objectives / Targets have been set.
Zero major non-conformances.
100% Quality Inductions for all key personnel.
Minimum 85% completion of training schedules.
Maintain less than 2% rejections after RFI (Request for Inspection).
Maintain less than 2% reworks
All documentation to be approved within 2 cycles.
Maintain audit schedules with follow up / and close out of all audit findings within two
months.
Document shall be expedited within contractual response time i.e within 15 days.
The Project aims to continuously improve its performance by effective involvement of all levels of staff,
providing staff with the training, techniques and authority needed to identify and resolve problems and by the
establishment, monitoring and periodic review of objectives in relevant areas.
S3. CONTINUAL IMPROVEMENT

The Project shall set itself objectives for the period, which are SMART (i.e. Specific, Data shall Measurable,
Achievable, Relevant/Realistic, Time bound).
Data shall be captured towards monitoring of the objectives and analysed periodically. Corrective actions shall
be analysed and taken when there is a failure to meet defined objectives.
Thus, the Project will constantly be spurred on to Continual Improvement. The objectives shall be reviewed
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periodically and modified if necessary.
T. HEALTH SAFETY AND ENVIRONMENT

T1. HSE PLAN
The Project specific Health, Safety and Environmental Plan shall be presented to lay down the arrangement for
to identify the strategy and devise mechanism which is directed towards the better management of Health,
Safety and Environment (HSE) matters for the project, Unit Rate Fast Track Construction Works Contract in
Eastern Region (Group 1). This HSE Plan makes references to SGE’s own procedures, Plans and ADDC’s
Procedures for working safely at the Project. The implementation of this Plan will create a mind-set, intolerant
of any accident, injury and damage, regardless of severity. The contractor (SGE) is totally committed to a
policy of prevention, reduction and elimination of all undesired events that could result in loss and of protecting
the interests of the company and our Client at all times.
SGE shall adhere to ADDC’s and Abu Dhabi Municipality Quality and HSE procedures and shall be strictly
followed and implemented in all its undertakings. The project HSE Plan has been prepared and submitted to the
client / consultant for their review and approval. The submittal Details are furnished on Document Submission.
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U. APPENDIX
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APPENDIX A. PROJECT TIME SCHEDULE

Will be submitted through DTS after final approval
from authority.
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APPENDIX B. QHSE POLICY AND CERTIFICATES

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APPENDIX C. LIST OF QMS PROCEDURES & MANUALS

Sl.no Doc ref Description
1 SGE-IMS-001 Procedure for Legal & Other Requirements
2 SGE-IMS-002 Procedure for Control of Documents
3 SGE-IMS-003 Procedure for Risk Management
4 SGE-IMS-004 Procedure for Change Management
5 SGE-IMS-005 Procedure for Internal Audits
6 SGE-IMS-006 Procedure for Performance Measurement and Monitoring
7 SGE-IMS-007 Procedure on Control of Nonconforming Products
9 SGE-IMS-009 Procedure for “Lessons Learned”
10 SGE-IMS-010 Procedure for Communication & Coordination
11 SGE-IMS-011 Procurement Process
12 SGE-IMS-012 Store Inventory Management
13 SGE-IMS-013 Maintenance Process
14 SGE-IMS-014 Recruitment Procedure
15 SGE-IMS-015 Quality Control Program

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PROCEDURE FOR CONTROL OF LEGAL AND OTHER

REQUIREMENTS
SGE-IMS-001
Complying to
ISO14001:2015,45001:2018
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1.0 PURPOSE:
To define system and establish procedure to identify the legal and other requirements which are applicable to
Product requirements, Environmental aspects and Occupational Health and Safety risks of company’s product,
and activities which is related to Contract.
To have access to the legal and other requirements to which the organization subscribes.
2.0 SCOPE:
This procedure is applicable to all the acts / rules pertaining to Project quality, Clients requirements,
Environment and Occupational Health Safety. Acts related to nature of Chemicals / products, Acts related to
process / activities and Acts / Rules / practices recognized nationally or internationally and found necessary for
the operation of the said project.
3.0 RESPONSIBILITIES:
QHSE Unit Head shall be responsible for identifying and ensuring access to legal / other requirements and
compliance to Environmental and Occupational Health and Safety Regulations.
4.0 REFERENCE:
1) UAE FEDERAL LAW NO. 8 (1980) – REGULATION OF LABOR RELATIONS & ITS AMENDMENTS
2) MINISTERIAL ORDER NO. 32 (1982)
3) UAE FEDERAL LAW NO.: 24 (1999) – PROTECTION AND DEVELOPMENT OF THE
ENVIRONMENT
4) REGULATION FOR HANDLING HAZARDOUS MATERIAL, HAZARDOUS WASTE AND MEDICAL
WASTE
5) WASTE MANAGEMENT IN THE EMIRATE OF ABU DHABI – LAW NO. 21 OF 2005
6) ADWEA HSE REQUIREMENTS FOR CONTRACTORS
7) ADDC HSE REQUIREMENTS FOR CONTRACTORS
8) ADNOC GROUP HSE REQUIREMENTS FOR CONTRACTORS
9) OSHAD-SF (ABU DHABI OCCUPATIONAL SAFETY & HEALTH SYSTEM FRAMEWORK) COP’S
VERSION 3.0 JULY 2016
10) DUBAI MUNICIPALITY CODE OF CONSTRUCTIONS SAFETY PRACTICE
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5.0 PROCEDURE:
5.1 QHSE Unit Head shall identify the legal and other requirements such as acts / rules pertaining to
environment or occupational health safety, acts / rules related to nature of products / chemicals used
and acts / rules pertaining to nature of processes applicable to the organization. Any addition,
amendments or deletion of regulations and revision in the act / regulations shall be sought by any of
the following methods.
i) Regular visit to regulatory authorities.
ii) Subscription of periodicals having changes in Act / Rules
iii) Represent in committee, association and forums for act / rules.
The Legal Register shall be updated accordingly. The same will be informed to General Manager and
on approval shall be informed to concerned persons in Review Meeting.
5.2 Legal Register shall also include the person responsible for coordinating the Act /
requirements of the Rules / Codes.
5.3 Ensure that the Consents / Authorization are renewed from time to time and the required follow up
are done with the concern authorities.
5.4 The compliance to consents / authorization conditions will be verified within one month of receipt
of any renewed consents / authorization and addition / deletion of any requirements shall be reviewed
for implementation and taken up with the concern authorities after consulting with the Project
Manager.
5.5 Documented review for evaluation of compliance to various legal and other conditions via
conditions of Consents / Authorization etc is done as per defined frequency by the QHSE Unit Head.
5.6 The reports shall be submitted as per the requirements of Acts / Rules / Regulatory authority.
5.7 The QHSE Unit Head is responsible for verification of records / formats and ensuring
compliance. He also ensures verification of waste collector, manpower and their transporter.
5.8 In case of non-compliance to any of the regulations, the Project Manager shall be asked to check
operational control in place or implement the compliance in a targeted manner.
5.9 Project Manager is responsible for furnishing of any required information to Government agencies
and other statutory agencies.
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PROCEDURE FOR CONTROL OF DOCUMENTS

SGE-IMS-002
Complying to
ISO14001:2015,45001:2018
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1.0 PURPOSE:
To define establish methods for generation, approval, issue, amendments and control of all documented
information and data including document of external origin specified for the Contract. It also describe the
method for identification, storage, protection, maintenance, retrieval, retention time and disposition of records
specified in the Contract.
2.0 SCOPE:
This procedure is applicable to all kind of documented information used for references in the Organization,
including QHSE Documents and Formats, IMS procedures, work procedures and formats for records and
relevant external documents used.
The Document Controller has overall responsibility for implementation and maintenance of this procedure.
However, all employees are involved in identification, storage, protection, retrieval, retention and disposition of
Quality Records and are responsible for performing in accordance with this procedure.
The revision of this document shall be the responsibility of the QHSE Unit Head, with approval from the
management.
4.0 REFERENCE:
1) ISO 9001:2015, 14001:2015, 45001:2018
2) Master list of documents as prefixed to the Manual.
5.0 PROCEDURE:
5.1 DOCUMENT GENERATION AND APPROVAL:

5.1.1 The QHSE IMS Manual is prepared QHSE Unit Head, reviewed by Management. and approved by the
General Manager and shall be implemented throughout the project duration.
5.1.2 For all other documents including procedures and process chart are prepared by concerned process owners,
reviewed, and approved by MANAGEMENT. and will be used throughout the organization and the rest of the
project.
5.1.3 The Client shall conduct reviews for the document for adequacy and correctness and forwards it to Project
Manager and thereafter upload the same on the Intranet.
5.1.4 In the absence of the Client representative, representative of the Consultant will conduct the review and
forward to Project Manager for comments.
5.1.5 Any document scanned or faxed will be governed by the company Document Control Procedure.
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5.1.6 Procedures for all incoming, outgoing documents and submittals will be managed by the Document
Controller in coordination with project manager and department heads.
5.1.7 These procedures will give clear instructions and guidelines to generate documents and to guide the
document Generators.
5.1.8 Receiving and filing system followed and maintained by the Document Controller ensures accurate
tracking of documents project wise.
5.1.9 Employees that have been granted access to the system observe confidentiality, i.e. they should not allow
others to use their access.
5.1.10 Offenders to the Rules and Regulations of the Document Control Procedures will be dealt with
administratively.
5.1.11 All the documents including data sheets are to be prepared in standard format with suitable control
numbers.
5.1.12 The entire document shall identify these Originator, checker/ reviewer and approver; contract number &
contract title; document number and document title; revision record details, with date & revision number as
applicable.
5.1.13 For documents produced for a particular project or tender or a department/section, the document
numbering shall be controlled by the In charge of the Dept./Section handling it.
5.1.14 The check /review/ approval is for the adequacy of the document for the intended use, besides for
correction, presentation, legibility and identification/ traceability.
5.1.15 The Master copy is reviewed by relevant process owner. On approval from MR soft copies are made and
launched on intranet for distribution.
5.1.16 Documents generated internally or of External Origin to the Integrated Management System and which
require monitoring for revision and distribution are termed “CONTROLLED”.
5.1.17 MR ensures that the pertinent issues of procedures, method statements, format etc are available at intranet
locations where operations essential to the effective functioning of the QHSE management system are
performed.
5.1.18 It is ensured that documents are legible and readily identifiable.
5.1.19 Master lists are established as per requirement to identify revision status of all documents in the system in
order to preclude the use of Non – applicable, obsolete or unauthorized copies.
5.1.20 All documents are prepared and approved by competent authority as described in Procedure for Control
of Documents, for adequacy before release.
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5.1.21 Any obsolete or archival documents if retained for reference / legal purposes by MR and A, are suitably
identified as obsolete copy.
5.2 DOCUMENT MODIFICATION:

5.2.1 The procedures, work instructions, method statements, formats and specifications are numbered so as to
identify the type of document; the function concerned and serial number are:
5.2.2 The codification of all documents is as per the process identified.
5.2.3 The documents used are numbered as:
EPD / DEPT / PRO or PCH or FRM or PFC or WRK or MST / SN
5.2.4 All amendments are to be made in accordance with Section 5.5 of this procedure.
5.2.5 Request for document change or modification can be initiated by any function or process owner. Internal
or External audits may also call for necessary changes in the documentation.
5.2.6 Amended documents are subject to reissue by Management Representative.
5.2.7 Reviews and approvals are based on relevant background information and clarifications during the review
meetings. Changes to documents are reviewed and approved by the same functions that performed the original
review and approval unless specially designated otherwise. Amendments of soft copies are done by MR.
5.3 INITIAL ISSUE OF DOCUMENTS:
5.3.1 Document Controller is responsible for the issue of all documents. It is ensured that all documents issued
are legible.
5.3.2 Approved copies from the Client and the Consultant with original signatures on the documents are termed
as MASTER COPY.
5.3.3 Print outs/ Photo copies of original document shall be identified as uncontrolled copies, when issued to the
projects.
5.3.4 The Document Controller issues soft copies of documentation on the intranet.
5.3.5 Document Controller, while preparing the distribution matrix ensures that pertinent issues of appropriate
documents are available at all locations where operations essential to the functioning of the QHSE system are
performed.
5.3.6 In order to preclude the usage of invalid / obsolete documents, a system is created to ensure that obsolete
documents are shifted to obsolete folder.
5.3.7 Following approval, all the documents are to be issued by the In charge of the document as per
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requirement. The submissions are to be in the standard format of the Memo/ Letter / Fax / E-mail / Document
Transmittal form or any other format, which has unique reference number and shows the record of issue.
5.3.8 The receiver of the document is to ensure that relevant revision is available at the point of use, and
superseded revision is withdrawn/ cancelled/ destroyed. The in charge has to maintain the record of issue of such
documents (document title & number) along with the date & revision number of the document.
Ref. - DOCUMENT TRANSMITTAL SHEET
5.4 DOCUMENT DISTRIBUTION

5.4.1 Upon issuance of the revised document, the soft copies of the same shall be made available in the intranet
for the concerned departments/site. MR shall identify the obsolete copies and ensure the usage of revised
documents at all departments and site.
5.4.2 It is not mandatory to distribute documents as hard copy. Controlled copies of Quality Management
System manual and documented procedures may be maintained as a soft copy in GTGC-EPD data server. GMs,
Mangers, and Head of departments/sections shall be notified as and when new or revised document is uploaded
in the data server.
5.4.3 These files are read-only to prevent unauthorized editing of the documents and documents shall be legible
and easily identifiable. When a document is obsolete, the computer file is moved to a directory that is clearly
identified for obsolete files only.
5.4.4 Printouts as ‘controlled copy’ may be issued to remote users, site etc by respective head of departments/
sections and the same shall be identified as “CONTROLLED COPY” stamp.
5.4.5 Unless otherwise mentioned, all printouts made from the controlled copy maintained in the data server
shall be treated as ‘uncontrolled’.
5.5 DOCUMENTS MODIFICATIONS AND REQUESTS OF IMS DOCUMENTS:

5.5.1 Change(s) Or Amendments in GTGC-EPD Integrated Management System documents shall beinitiated
through Document Change Request
5.5.2 The Document Change Request shall be filled for any change to IMS including deletion, and revision of
IMS document(s).
5.5.3 This form is available to all the staff through the intranet or by the documentation team.
5.5.4 Users that request changes to documents that were submitted prior should fill this form and specify the
reason of changing and then submitted to the M.R. for approval.
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5.6 NOTIFICATION AND RETRIEVABILITY

5.6.1 Recipient of new or amended documents shall ensure that the content of the latest revision of document is
noted and relevant personnel informed of it. It is to be ensured that document remain legible and readily
identifiable. The superseded revision has to be recalled by the recipient of the new revision from all the persons
concerned of his department/section. Obsolete versions shall be appropriately identified and kept to prevent
unintended use of it.
5.6.2 The Relevant Department / Section Head or the Project Manager shall be responsible for ensuring that all
relevant documents and procedures are easily retrievable by personnel of his department, who need to use the
document.
5.7 OBSOLETE DOCUMENTS
5.7.1 Any obsolete or archival documents if retained for reference / legal purposes by MR and A, are suitably
identified as obsolete copy.
5.7.2 Document owner shall identify the obsolete copies and ensure the usage of revised documents at all
departments and site. In case of Project related documents, Document Controller shall be responsible for
identifying the obsolete documents.
5.7.3 When a document is obsolete, the computer file is moved to a directory that is clearly identified for
obsolete files only. If the document is a hard copy, it shall be identified as “OBSOLETE” stamp.
5.7.4 The retention period for obsolete documents is 5years and shall be stored at the Mussafah Office.
5.8 DOCUMENTS OF EXTERNAL ORIGIN:
5.8.1 Documents of external origin pertaining to QHSE IMS are controlled by the Document Controller in
coordination with MR.
5.8.2 M.R. liaisons with external agencies and updates external documentation, whenever change happens.
5.8.3 Legal requirements are updated by QHSE Unit Head. Technical specifications and standards are updated
by Technical Manager.
5.9 PROJECTS DOCUMENTATION:

5.9.1 Documents Generation:
• The first step in the documentation system is generating the document, and its done by any clerk
secretary or engineer
• The document generator will go through the following procedures:-

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1. Receive the draft document from the person who requests it.
2. Type and format the documents as required
3. Add the reference no. from the numbering system published on the intranet.
4. Then forward the document to the authorized person for signature.
• Projects Submittals should be tracked by the Submittal Tracking Sheet that is accompanied with the
submittal till the submission stage and this is to ensure that all the technical concerns were reviewed and that
the Project Manager approves the submittal.
5.9.2 Documents Submission:
• The document is now ready for submission; so the document controller will review that the authorized
signature and reference no. is well presented.
• As per the project document deliverable requirements, Unit Heads shall review and Project Manager shall
approve all project related to documents, data, specifications and drawings etc. before they are issued
through the Client/ Consultant.
• Document controller will add the company stamp and hand it over to the representative responsible for
delivery.
• The representative should return the received copy to the controller.
5.9.3 Document Registration:
• Document Controller (D.C) will scan the received document and add it to the document control system as
well as file the hard copy.
• Documents are available for all the staff participating in the project processes through the document control
system published on the intranet and accessible for all the staff from their PCs.
5.9.4 Document Amendment:
• User(s) of the documents and any concerned person can request for amendment in an existing document to
the concerned Head of Department.
• The request is reviewed by the Client and Consultant for comments of the original document.
5.9.5 Documents Maintenance:
• A regular maintenance is taking place for both documents soft and hard copies by the Document
Control team.
• As per the QHSE policy the documentation system is audited as per the audit plan prepared by MR.
5.9.6 Documents Retention:

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• After the Closing of each project the documents related are kept as archive for 3 year, and then will be sent to
the company archive store.
• Documents with Legal nature and contractual evidence will be retention after 5 years.
• Retention for all documents must be approved by the General Manager.
5.9.7 Correspondence Management
The Project shall ensure effective control over incoming and outgoing correspondence in accordance with the
approved procedure. Incoming documents shall be dated stamped and logged by the Document Controller prior
to being forwarded to the Project Manager for his action/distribution as relevant. The project Manager will
decide the incoming document distribution. Outgoing correspondence shall be signed by the Project Manager
and logged by document controller on either the Project document Control register or uploaded in Local
Software depending upon the recipient.
5.9.8 Processes Documentation:

• The Documentation of each process is governed by their owners, and the processes owners have to full
responsibility for their documentation.
• As the documents nature varies from one process to another so the filling of these documents vary from each
process as required.
• Control numbers of all the documents generated from the head office are following the system for document
control.
5.9.9 Technical Documents
All drawings, specifications and other Technical Documents will be controlled as per the document control
procedure. Drawings issued by the Consultant/Client shall be stamped, logged into a Drawing Register or on the
SGE electronic form in project in the available PC by the Document Control Centre and a complete set of
contract drawings shall be maintained on the Master File rack in the document control office for reference.
Superseded drawings shall be stamped as such and a copy maintained for reference. Details of controlled copy
holders of drawings and specification copies shall be maintained. Revised copies of drawings/specifications
shall be issued to controlled copy holders of the same.
All document submittal will be as per the Document Control procedure.
5.9.1.1 Shop Drawing Submittals

1) Preparation and checking of drawings
The Drafting Unit Head shall allocate drawings, sketches and bar bending schedules to the draftsmen for
detailing in accordance with the planning or as required by the site. Drawings and schedules shall generally be
detailed on A0 or A1 sized pre-printed drawing sheets. Sketches shall generally be detailed on A3 or A4 pre-
printed drawing sheets, depending on the subject and degree of detail required. For details of the title-block and
drawing numbering, shall be followed as per the client/ Consultant requirements.
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On completion of the drawing, sketch or schedule the originator shall sign it in the space provided. The
Technical Manager shall check the drawing, sketch or schedule to ensure that the details and information are
complete and return it to the originator if required. After the amendments are done, the Technical Manager shall
verify them and if correct shall sign the document as “checked”.
The document revision number and approval status shall be recorded by the Secretary, who shall send it to the
Project Director for approval. Whenever required, registers of the document status shall be distributed to the
holders of the controlled documents. These revisions shall be identified in the revision box of the drawing,
detailing the next revision letter e.g. A, B, C etc., the description of the change, the date and the initials of the
draftsman and the checker.
2) Drawings produced by Sub-contractors
Drawings received from Sub-contractors shall be checked by the Technical Manager or his nominee to verify
compliance with the design drawings and coordination with other related disciplines.
Where errors are detected, the Technical Manager or his nominee shall report these back to the originator for
correction and re-submittal.
When all amendments are incorporated, the Secretary will send the documents to the Client and/or the Engineer
for approval.
3) As-built drawings
The Office Engineer, and /or the Sub-contractors, shall mark “as-built” conditions for all work completed on
reproducible copies and on electronic disk in a program stipulated by the Client These shall be transmitted to
the Client and/or the Engineer through the CSD in the time frame as described in the Contract Documents.
The Company and major sub-contractors shall maintain at the job site a complete set of the contract documents
which shall be accessible to the Client/the Engineer at all times.
4) Drawings on site
Distribution of drawings for site use is always transmitted to the Project Manager/ Engineer, who will transmit
himself the drawings to the various parties on the site.
The Sub-contractor signs for receipt his drawings received through the CSD and is personally responsible for
their distribution to his personnel on site.
5) Control of Superseded Drawings
When the Project Manager/ Engineer receive a new set of drawings, he cancels the old revisions by marking
the Title Block with two stripes. He removes the superseded drawing from his Master file and places them in a
box.
Each party on site, who receives new issued drawings, is responsible for updating his set of drawings that does
not contain any superseded drawings.
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The sub-contractors have to respect the same ruling.

The QC Engineer will check on a regular basis if each party on site uses the right revision for the execution of
the Work.
6) Drawings and coordination
The Projects Manager shall coordinate all drawings between all sub-contractors before he can issue these
drawings for approval to the Engineer.
Only when these drawings are coordinated, checked and signed by all parties can they be released through the
CSD system to the Project Manager/ Engineer for distribution to and/or approval by the Engineer/the Client.
The same process will be followed when these drawings are returned with or without comments. The Technical
Manager keeps a copy of these commented drawings.
7) Coordination and composite shop drawings
The Contractor/Sub-contractor will be responsible to prepare and produce composite drawings showing the
coordination between all trades of the Works.
Procedures and conditions specified for the drawings will also apply to the coordinated drawings.
5.9.1.2 Test Pack & As-Built Documentation

A Project Closeout Schedule and dossier shall be prepared by Project Manager in coordination with QC Engr, by
scheduling the key closeout activities of the Project. The Project Manager shall monitor closely the closeout of
the Project in accordance with the schedule as per the Client/ consultant and contractual requirements.
All the test reports, As Built drawings, specifications and other Technical Documents shall be controlled as per
the document control procedure for the handing over. Drawings issued by the Consultant/Client shall be
stamped, logged into a Drawing Register or on the SGE electronic form in project in the available PC by the
Document Control Centre and a complete set of contract drawings shall be maintained on the Master File rack in
the document control office for reference.
Further control over the issue of As Built documents are explained on Procedure for Documentation of
1) Preparation, Review and Approval
Documents of the dossier are prepared by concerned process owner, reviewed for approval by the Project
manager in coordination with Quality Control Engineer. The approving authority reviews the document for
adequacy and correctness.
2) As Built Drawings
Drawings are collected from all measurement sheets and combined together to create the As Built Drawings.
Those are verified by the project manager and forward to the consultant for their review.
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3) As Built Documents
All test reports performed at site shall be gathered and the document controller shall prepare the final dossier in
coordination QC engineer to form an As Built Documents and project manager will verify it prior to the
submission to the client/ consultant.
5.10 RULES & REGULATIONS

As security of documents is the most important aspect in the Documentation processes therefore a strict rules
was set as follows:
5.10.1 For Document Control Department & Process Owners:

No one is allowed to access the hard files areas or the system as Administrators except the Dep. Members.
Any failure to comply with the dep. Regulations will be considered as breach to the rules and an action should
be taken towards that.
Work routine has to be followed strictly specially toward using the dep. Form with users & staff members.
Procurement and Tendering documents are very sensitive and confidential; so these documents are handled by
their owners & department heads to ensure its security.
5.10.2 For Normal Users & Staff Members:

All users have to comply with these rules and policy of the Document Control Department without any breach.
Only granted users has the ability to print and use the system; however others have to refer to the concerned
personnel for any information needed.
Original Document Request, are a dated documents that specify the date of returning the documents; after 3
days from the returning date it will be considered as a delay and failure to comply with regulations; however if
a user perform 3 delay cases he/she will be deprived from requesting original documents.
In case of loss of any document requested, the user will not be allowed to request any other documents.
Original documents or files aren’t accepted to leave the Head office or to be taken for outdoors purposes; the
right procedure is to inform the document controller to prepare for you copies of documents needed.
Non-departmental users are allowed to get any access to the controlled documents only through the M. R.
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5.11 RECORD CONTROL

5.11.1 IDENTIFICATION OF RECORDS:
Any form of documents pertaining to the quality of activities /products/ services of GTGC-EPD or any other
product documentation generated by GTGC-EPD to maintain the quality system are identified as Quality
Records.
All records shall be clearly identified with details such as date of preparation, prepared by whom etc.
All quality /project related records shall be legible (where applicable) cross referenced to the relevant project.
Records are stored with consideration to access, security, retrievability, prevention of damage, deterioration
and loss.
Each procedure / relevant process maps and project documents, etc. are identified and records shall
be maintained as an evidence of activity performed throughout the project.
The concerned H.O.D in coordination with the M.R shall be responsible for implementation of the procedures /
relevant process maps and projects, identify each record generated internally via document number and its
distribution to various users.
Records will be indexed in the manner that is suitable for prompt retrieval. Where nothing is specified records
will be indexed chronologically.
The number of the format in which the records is maintained given as per the procedure.
Pertinent records of the suppliers are maintained as records as indicated in procedures / process map. They are
identified by the purpose of the records.
5.11.2 FILING AND INDEXING OF RECORDS:
Records relevant to the project, either procedures or processes are identified in respective documents.
All quality records shall be filed and maintained by respective departments/ sites/ project managers, as the case
may be.
Each quality record is maintained in registers or files indexed chronologically, subject wise as appropriate.
Project related records are filed in Project folders identified with project number and name.
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5.11.3 ACCESS TO QHSE RECORDS:

The Project Manager ensures that all personnel involved in the project who need reference to relevant records to
carry out their assigned functions have access to the records.
The Management Representative or the Project Manager may make specified records available to the Client or
his representative for evaluation, if contractually agreed upon.
5.11.4 ACCESS TO FAXED OR SCANNED RECORDS:

Faxed or scanned records governed by Document Control Policy can be accessed only by permitted employees.
To edit any document in the system a Document Change Request should be filled and approved by Document
Control Department otherwise document will not be changed in the system files.
Access to original documents can be done through the Original Document Request form.
5.11.5 STORAGE OF PROJECT / QHSE RECORDS:

Records shall be stored as soft copies or hard copies. Records maintained electronically are subject to periodic
backups. If records are maintained as hard copies, then the information contained in it shall be legible for life of
storage of the record.
Folders / registers and the like which hold records shall be labeled, as to their contents (or carry)other
identifiers) and where appropriate, the retention period.
Regular backups are made for computer records as applicable.
The integrity and traceability of the quality records shall be ensured.
The Project Manager is responsible to ensure proper storage of records with in Site Office and a Controlled
Copy at the Head Office.
Project related records are stored in properly selected storage spaces. Precautions are taken to protect records
from damage due to pests, insects or adverse weather conditions. Site offices should have adequate facilities for
storage of documents.
5.11.6 MAINTENANCE AND DISPOSITION

Project related records are maintained for a minimum period as indicated through retention period in the list of
records. Records maintained electronically are subject to periodic backups.
In case retention period is not mentioned, it is to be considered as five year. Electronic data is purged only on
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approval from General Manager.
Records that have crossed the minimum retention period as indicated are disposed through an environmentally
acceptable manner.
As per the Document Control Procedure, scanned or faxed documents shall be maintained and audited to
prevent them from damage.
The retention period for obsolete records is 5years and shall be stored at the Mussafah Office.
5.12 Electronic Data

Electronic data shall be controlled by keeping back up on periodically. A computer network with central server
has been set up to facilitate exchange of files between the different workstations.
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Master list of documents.

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Document Submission LOG

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Document Distribution Matrix

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Internal Drawing Distribution

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Submission/Approval of Shop drawing Flow Chart

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PROCEDURE FOR RISK MANAGEMENT

SGE-IMS-003
Complying to
ISO14001:2015,45001:2018
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1.0 PURPOSE:
This Procedure defines the process required to manage business risk and opportunities within SGE EPD and
their impact internally and externally. Risk management is a combination of proactive management directed
activities within a program that are intended to accommodate the possibility of failures so that having rigorous
and consistent review & update on these project risks is the main cause of successful project delivery while
meeting the expectation of our clients.
2.0 SCOPE:
This procedure defines how the company’s Strategic Direction is developed by senior management
through the identification of interested parties, issues of concerns, business risks and opportunities. This
document includes the identification and mitigation plans for key risks associated with the defined business
process. SGE EPD management reviews these risks and takes action to minimize them.
Risk Management is intended to result in the effective management of project risks and opportunities. This set
of efficient tools shall secure project objectives through the anticipation and mitigation of risks that prevent to
achieve targets for quality, technical specifications, project performance, budget, delivery/ schedule, and
ultimately customer’s satisfaction. Risk Management encourages the project team to take appropriate measures
to minimize the management by crisis. The aim of SGE risk management is not only to manage risks but the
broader approach of:
1) Identifying stakeholders
2) Identifying Issues of stakeholders (Needs & expectations) of stakeholders
3) Identifying the risks & Opportunities
4) Analyzing the risks & Opportunities
5) Risk Treatment/ Response
6) Risk Monitoring and control
Furthermore, risk management framework requires time and commitment from the highest management level of
our organization.
1) Department managers/ Engineers have to follow with their concerned risks.
2) The Projects Manager has overall responsibility for implementation and maintenance of this procedure in the
project by:
3) Enforcement of Project Risk Management, Training and facilitation of brainstorming workshops.
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4) Maintenance of Risk Register and risk control sheets
4.0 REFERENCE:
ISO 9001:2015, 14001:2015, 45001:2018
5.0 TERMS & DEFINITION

Risk is an uncertain event or condition that, if it occurs, has a positive or a negative effect on a project
objective. A risk has a cause and, if it occurs, a consequence. The risk is a combination of the Probability or
Frequency of occurrence of a defined event and the magnitude of the consequences of the occurrence.
Risk management is the systematic process of planning for, identifying, analyzing, responding to, and
monitoring project risk. It involves processes, tools, and techniques that will help the project manager maximize
the probability and consequences of positive events and minimize the probability and consequences of adverse
events. Project risk management is most effective when first performed early in the life of the project and is a
continuing responsibility throughout the project.
Risk Register is a written or electronic register to be maintained by the Project manager or his deputy recording
each of the early risks identified setting forth a description of such matter, the date that such entry was recorded
and a description of the actions proposed to be taken and which have been taken to avoid or reduce the risk
presented by such matter.
Risk Action Plan is a set of actions to be taken to Avoid, Transfer, Mitigate/ Reduce, Retain/ accept each risk or
exploit opportunities based on the priority of the risk assigned. For each risk, identify the preventive actions to
be taken to reduce the likelihood of the risk occurring and take contingent actions to reduce the impact should
the risk eventuate. For each risk action identified, assign a resource responsible for undertaking the action and a
date within which the action must be completed.
6.0 RISK MANAGEMENT PROCESS

Risk management plan is one of the most important subsidiary plans PM has to give serious consideration. A
risk management plan is a document that a project manager along with risk manager, are preparing to foresee
risks, estimate impacts, and define responses to issues. It also contains a risk assessment matrix. A risk is an
uncertain event or condition that, if it occurs, has a positive'' opportunity'', or negative '' Threat'' effect on a
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project's objectives, such as scope, schedule, cost and quality. A risk may have one or more causes and if it
occurs, it may has one or more impacts.
6.1 Stake holder Identification

6.1.1 Stakeholder is a person, a group, or an organization that can affect or can be affected by the actions of the
Company/ Project. Therefore, the term can include all actors involved – both those positively and those
negatively affected- as well as competitors and neutral actors. Stakeholder identification will involve the
directors, managers, employee, external consultant and the company team working on risk management, known
as Risk Team.
6.1.2 During a brainstorming session, that be conducted in a defined & agreed date, will be identified and
determined what individuals or groups can influence or/and affect the Company/Project or be affected by its
performance and outcomes. It is important to understand that not all stakeholders will have the same influence
or effect on the Company neither will be affected in the same manner. Another way to determine stakeholders is
to identify those who are directly impacted by the Company/Project and those who may be indirectly affected.
6.1.3 The outcome of Identifying Stakeholders should be the Stakeholder Register, where the names, contact
information, titles, organizations, and others information of all stakeholders will be mentioned. The
Stakeholders Register template that the Risk Team must use (Attached).
6.2 Risk Identification
Identification of risk is the process of determining risks that could potentially prevent and/or facilitate the
company/project from achieving its objectives. Threats and Opportunities should be distinguished. Risks are
identified during Tender stage, design Progress, and procurement, and execution wherever applicable to be
record and evaluate as per the Risk Management matrix and scoring template.
During project execution, identified risk is re-evaluated on a Monthly basis during Project Management
meeting or workshop/ Progress meetings as part of other project matters by the project manager and suitably
treated.
Risk identification will involve the project team, appropriate stakeholders and will include an evaluation of
environmental factors, organizational culture, Stakeholder Register and the project management plan including
the project scope and WBS. During this procedure attention should be given to the project deliverables,
assumptions, constraints, Risk Breakdown Structure (R.B.S.) and the cost/time of the whole process.
Typical methods of identifying risks are the following: Brainstorming, Interviews, SWOT Analysis, Delphi
Technique, information about risks from Surveys and Questionnaires that the company possesses and review of
historical information from similar projects. All Risks that are identified will be written in the Cause – Risk –
Effect format in Risk Register according to PMI standards.
Example:
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As a result of ……… (Cause), a ……. (Risk) may occur that will …….. (Effect)
The Risk Register template is provided in Attachments.
6.2.1 Brainstorming Session

Risk identification will be conducted by the risk team in the initial project risk assessment meeting. The
method that can be used by the project team to initially identify risks can be the same as Crawford Slip method.
Using an RBS template, the facilitator who can chair the risk assessment meeting is distributing notepads to
each member of the team and is allowing 10 minutes for all team members to record as many risks as possible
about our companies project. The same procedure can be followed with the participation of all the Managers
and selected employees of the company, where they will be also required to identify risks that affect (positively
or negatively) the Companies project, having though an initial RBS, created by the risk team.
6.2.2 Interviews
A second method to identify risks can be the Interview of key stakeholders. The risk team would have decided
which stakeholders should be interviewed. During the interviews a checklist of common risks will be used,
which will be created before the procedure of the interviews begin, in order to have a quick overview of the
risks and help the flow of each interview. After the explanation of the procedure, they will be asked first to
identify the opportunities, and then the threats.
Then the Pre-Mortem technique can be used in order to identify Risks according to the best case and worst case
scenario. The last step will be the creation of two (2) Affinity Diagrams on RBS forms so as to look for
additional risks.
6.2.3 SWOT Analysis

A SWOT Analysis can be conducted, where all possible threats and opportunities that the company/project
faces, cab be analyzed, based on strengths and weaknesses. This SWOT analysis can be used accordingly in
order to supplement the Risk Register of the project taking into account Opportunities and Threats.
6.2.4 Delphi Technique

The risk team of each project will decide during the Identify Risk process if the Delphi technique will be used at
the initial round or during future Identify Risks rounds. The participants can be experts and external
stakeholders that have deep knowledge on their fields. All the proper data will be send to them, along with a
questionnaire, in order opportunities and threats to be identified from their point of view and expertise. During
this technique, special consideration must be given to confidentiality issues.
6.3 Risk Analysis

All identified risks will be analyzed and clarified so that the risks can be effectively assessed. Qualitative Risk
Analysis will be used but not specialized Quantitative Risk Analysis will be conducted , until the risk team of
the project will become more familiar in managing risks.
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6.3.1 Qualitative Risk Analysis

The probability and impact of occurrence for each identified risk will be assessed by the Risk Manager with
inputs from the participants of the meetings during Identify Risk process. After the identification of each Risk,
the risk team will decide which risks are the top Risks in order these to be forwarded to Risk Responses process
and which risks can be put in a Watch-List.
The following approach will be used:
Probability-Impact Ratings:
Team will use the ratings that mentioned below, so as to assess the expected Probability and Impact level of
identified Risks. Due to the fact that there is a difficulty to assess as a team each risk separately, probability and
impact scales will be determined using the risk notes. Risks on the risk notes will be distributed to the team
members who identified them and divide the rest among the team. Members will place the risks on the chart,
determining in this way the probability and impact. Then important risks will be discussed further and wherever
it is necessary, adjustments will be made.
Definition of Risk Probability & Impact:
During Risk Management process, we will use the Definitions of Risk Probability and Risk Impact as depicted
in Appendix. Risk priority is determined by calculating a Risk Score (= Impact * Probability) and then
comparing that Risk Score to Priority thresholds. Based on the scoring system and P. I. Matrix the lowest
possible Risk Score is 1 * 0.1 = .01 and the highest possible Risk Score is 6 * 0.9 = 5,4.
The top-15 identified opportunities and threats, will be record (separately) in a “Risk Data Sheet” so as to be
monitored closely during the Control Risk process. The risk team in cooperation with the appropriate Risk
Owners will notify management of any important changes in the status (Risk Score) of these risks.
6.3.2 Quantitative Risk Analysis

Analysis of risk events that have been prioritized using the Qualitative Risk analysis process, will not take place
at the moment due to lack of sufficient historical data. However, at a later stage, when the company and its
members will be more familiar with Risk Management Process and a sufficient number of historical data is
gathered, Quantitative Risk Analysis will be performed.
6.4 Risk Treatment/ Response

Each risk (except those of the Watch list) will be assigned to a project team member (called Risk Owner) for
monitoring purposes so as to ensure that the risk will not “fall through the cracks”. Secondary and Residual
risks will be investigated and logged to Risk Register in order to be analyzed.
For each opportunity, one of the following approaches will be selected to address it:
1) Exploit– try everything so as the opportunity to occur.
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2) Enhance – Identify ways to increase the probability or the impact of the risk.
3) Accept – Active or Passive Acceptance
4) Share – Find another party to work with so as make opportunity occur.
For each threat, one of the following approaches will be selected to address it:
1) Avoid – eliminate the threat by eliminating the cause
2) Mitigate – Identify ways to reduce the probability and/or the impact of the risk
3) Accept – Active or Passive Acceptance
4) Transfer – Make another party responsible for the risk (buy insurance, outsourcing, etc.).
All the Risk Response plans will have a detailed course of actions, will be inserted into the Risk Register and
will be send to Project Manager for approval.
In general:
The Project Team will develop a full response plan for each item rated as High risk. These risks will be watched
closely and especially for a risk monitored in “Risk Data Sheet”, the appropriate Risk Owner will be devoted
only to this risk and a proper number of Risk Action Owners will be assigned to him.
The Project Team should create a response plan for any Medium risk item where they deem it necessary. Also,
a Risk Owner will assigned to each of these risk and for these risks a Risk Owner can monitor more than one
risk.
No action is required for Low risk items except to keep a watch on them as the project progresses.
6.5 PROJECT RISK REGISTER

6.5.1 Preparation of a Risk Register
Enter in the Risk Register each of the Early Warning Matters, which could be:
Change the scope, variations, function, cost, time or quality of the Project,
Delay meeting a key milestone for the Project or key date thereof contained in the
Project Master Program or other Project Programs,
Impair the usefulness of the services to the Client,
Legal Threats... etc.
6.5.2 Methods & Techniques
The risks will be analyzed to establish the project exposure and to determine the most
important to affect the on time completion of project & other objectives. Risk analysis is the process
of examining each risk to refine the risk description, isolate the cause, quantify the probability of
occurrence, and determine the nature and impact of possible effects. The result of this process is a list
of risks rated and prioritized according to their probability of occurrence, severity of impact, and
relationship to other risk areas. Risk analysis is assisted by use of a matrix that assigns risk ratings
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(very low, low moderate, high, very high) to risks based on combining probability and impact scales.
Calculating a final Risk Factor based on the equation:
Probability rating x Consequence rating = Risk factor
Calculating a final Opportunity Factor based on the equation:
Probability rating x Benefit rating = Opportunity factor
6.5.3 Presentation of the Risk Register

The Risk Register shall be maintained and main matters shall be presented during the Steering
committee held with Top Management on a regular basis.
6.5.4 Maintenance of the Risk Register
The Risk Register shall be kept updated and maintained on a tri-monthly basis by the project in
coordination with relevant Dept. or stakeholders suitably.
6.6 Risk Monitoring & Control

6.6.1 Reassessment Meetings
Every agreed date of the month the risk team will meet, in order to check and analyze the risks that have been
changed regarding risk score since last meeting. Once a month Risk Actions Owners will report any changes to
existing Risks by filling out the Risk Changes Data Sheet (Attached) in order for the Risk Owner and the Risk
Manager to be informed of any changes on time.
The reassessment will start from the risks of the Watch List . The team will exam if an event has occurred
during the last 30 days in order to secure that nothing has been changed dramatically first in the impact and then
in the probability of a risk. If the risk score of a risk has changed and crossed the threshold of the Watch List
then team should put this risk in the risk register so it can be monitored.
The second step of the reassessment will include the Risks that belong in the risk register. The team members
will exam if an event has dramatically reduced the impact or the probability of a risk so as to add this risk in the
Watch List.
Furthermore, the team should be in the position to recognize and remove the risks from the risk register that has
been closed, in order to free the shackled resources.
The last step of reassessment is the identification of new risks that have been appeared during the last three
months. This step is crucial for the function of the company in order to be updated and informed about new
threats and opportunities that is dealing with. The team should be in the position to analyze the events that have
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been occurred during the last period to start the procedure of identification, analysis and response of a risk. The
procedure is mentioned in the above paragraphs.
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PROCEDURE FOR CHANGE MANAGEMENT

SGE-IMS-004
Complying to
ISO14001:2015,45001:2018
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1.0 PURPOSE:
To define a change as understood by the company and describe the accepted Change Management procedure.
2.0 SCOPE:
The procedure is applicable to any change (if occurs) which may affect financial reporting, operations, QHSE
or compliance. This includes the control environment (i.e. all systems business processes including IT which
may impact on the above).
The key activities required are;
1) Monitoring,
2) Informing and communicating,
3) Control activities (reviews and reports).
4) Risk Assessments
5) Control environment (i.e. passwords, user access).' In order to demonstrate that we have
adequate control over our financial systems we must also be able to demonstrate control over the wider
operational environment.
This procedure is intended for all department managers who have identified a change requirement. Other
personnel may initiate a change through their managers.
1) The Project/Department Manager ensures that changes follow the Change Management Procedure. Relevant
Department Manager reviews the Change and subsequently approves it if
found suitable.
2) The QHSE Unit Head is responsible for reviewing the Legal compliance as applicable to the
change.
3) In case of introduction of new products, process changes or the addition of new facilities, the
QHSE Unit Head shall prepare list of all environmental aspects of the change and evaluate the significant
environmental aspects with proposed preventive mechanism and also review and list out all the activities carried
out in their respective areas in Hazard/Aspect Identification,
Risk/Impact Assessment and Risk/Impact Control Register and evaluate each activity.
4) The Management Representative and Document Controller are responsible to give effect to the
revised documents and include the same in the QHSE system.
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4.0 CHANGE MANAGEMENT PROCESS

It is the QA/QC Engineer / Management Representatives role to facilitate communications between the
co-ordinate all of the documentation whereas the Project Coordinator will
implement formulations of plans and scheduling of projects and tasks. It is the role of the requesting
Department Manager to review, comment on and authorize documents relating to the change, instruct staff and
to participate in meetings to ensure that the change goes as smoothly as possible and that compliance is
retained.
4.1 Submit the Change Request

Project managers should submit a Change Request with as much detail as possible with necessary justification.
This request can be a written note or an email. If this change will affect other departments please enter the
names of the Department Managers in the request.
4.2 Review the Request

The Change Request will be reviewed by the Department Manager who will gather additional information, add
Department Managers deemed to be affected and arrange meetings. Once the change is agreed and approved it
will be delegated to the Management Representative, Document Controller, Project Co-coordinator or QHSE
Unit Head as applicable.
4.3 The Risk/Impact Assessment

The QHSE Unit Head will conduct a risk assessment based on the agreed specification. He will check all the
systems and processes affected by the proposed change and list any risk areas. The Risk Assessment is used to
ensure that any risk to the business has been identified and mitigated. Notify the concerned of any missing risks
or if there are problems with the Recommendation.
4.4 The Implementation Plan

The Implementation Plan details all the stages that are required in order to successfully manage the change and
should include a test plan and roll back strategy. In more complicated changes this may also include a project
schedule and timeline.
Implementation Plan should be reviewed and all concerned to be made aware of any amendments or changes.
Make note of the timeline and any training or testing and how this will affect department staff. Make note of
any dependent tasks (i.e. if one department is unable to make a change until another has completed theirs).
4.5 Pre-Change
Once the implementation plan has been approved it is vital that the staffs in each department are made aware of
what needs to happen, when and by whom. The Department/Project Manager notifies affected staff of the
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change and assigns actions and makes them aware of the Roll Back Strategy.
4.6 Change
To minimize unnecessary disruption ensure that the plan is followed as closely as possible and any issues are
highlighted as soon as possible. Ensure all staffs follow the Implementation Plan.
4.7 Post Implementation Review

Once a change has been implemented it is important that the situation is reviewed to identify any problems that
could be prevented in future or improvements that could be made. The Internal and External Auditors will
examine the Change Management Documentation on a half yearly and End of Year basis and their comments
and recommendations will be acted upon.
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5.8 Control of Change Management

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PROCEDURE FOF INTERNAL AUDIT

SGE-IMS-005
Complying to
ISO14001:2015,45001:2018
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1.0 PURPOSE:
To establish procedures for planning and documenting the Internal Quality, Health, Safety and Environmental
(QHSE) systems audits conducted to verify the implementation, maintenance and effectiveness of the QHSE
systems.
The ultimate goal of the audits is to attain effective discharge of responsibilities and to promote effective
management and control at reasonable cost through the provision of information with analysis, appraisals,
recommendations and pertinent comments concerning the activities reviewed.
The reviews also help to ensure that company resources are used efficiently and effectively while working
towards helping the company achieve its mission, as directed by the management. It is the intention of the
Internal Audit to perform this service with professional care and with minimal disruption to company
operations.
2.0 SCOPE:
Scope of the procedure is the planning, management, conduct and documenting of internal audits against the
standards to verify that they are effectively implemented and maintained and to identify areas for improvement.
The audit shall cover all the activities pertaining to the QHSE System of the Contract.
1) Management Representative (M. R.) has overall responsibility for maintenance and implementation of this
procedure.
2) Audit Committee is required to oversee all aspects of this procedure.
3) Lead Auditor
The Lead Auditor (L. A.) is responsible for notifying, organizing, planning, training and directing the Audit
Team prior to and during the QHSE IMS audit.
The L. A. shall schedule and facilitate all Audit Team meetings, which consist of the opening, closing and any
briefing meetings required.
The L. A. initiates the corrective action or preventive action process and prepares the notices. The L. A. will
prepare the audit team to conduct any follow up audits needed and will prepare the final audit report, summary
of findings and forward it to the Audit Committee.
4) Auditors
• Employees trained by an external party or training company and certified as internal auditors for ISO
9001:2015, ISO 14001:2015 and ISO 45001:2018 shall be eligible for conducting the internal audits.
• If all the necessary competence is not covered by the auditors in the audit team, technical experts with
additional competence should be included in the team. Technical experts should operate under the
direction of an auditor, but should not act as auditors.
• Auditors are responsible for collecting, analyzing and documenting objective evidence through
interviews, document examination and visual observation during the audit investigation. They shall
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record their observations and findings and assist the Lead Auditor in the preparation of action plan.
• Auditors should have undertaken internal audits in an independent manner, in accordance with
relevant standards and instructions from the Audit Committee.
• Observe all requirements relating to privacy and confidentiality.

• Provide a draft report to L. A. for final preparation of draft.
• M. R. identifies and arranges for training Internal Auditors selected from the specified project.
• Audits shall be undertaken by trained internal auditors who are independent of the function being
audited.
• Auditors are selected and audits conducted to ensure objectivity and impartiality of the audit
process.
5) General Manager
• The General Manager shall provide appropriate resources to support the QHSE IMS and its audits.
• Provide support and assistance (as and when required) to the internal auditors.
• Provide feedback on the draft internal audit report.
• Incorporate findings of the internal audit into operational activities (as and when required).
6) Project Managers / Department Heads
• The Project Managers / Department Heads shall provide appropriate resources to conduct the audit
such as staff time, workspace and records as needed.
• The Project Managers / Department Heads are responsible for ensuring the prompt and effective
resolution of any corrective or preventive action on audit findings and for ensuring there is no
reoccurrence.
7) Engineers / Supervisors
• Engineers / Supervisors shall facilitate the audit in any way necessary and assign an audit guide if
needed.
• Engineers / Supervisors are responsible for implementing the corrective or preventative action
identified in the audit and for thoroughly training employees under their supervision.
8) Employees
It is the responsibility of all employees to perform their job in accordance with the appropriate operating
instructions and for notifying their supervisor whenever they discover problems that may
adversely affect the QHSE IMS or legal and safety requirements.
4.0 DEFINITIONS:
For the purpose of clear and uniform understanding of this procedure the following shall apply:
1) Internal Audit: systematic, independent and documented process for obtaining audit evidence and
evaluating it objectively to determine the extent to which audit criteria are fulfilled.
2) Lead Auditor: an auditor who is authorized to plan, organize, and direct QHSE audits in the
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Division. The Lead Auditor (L. A.) will report findings and Observations, and evaluate the adequacy of
corrective and preventive action. The lead auditor should be appropriately trained for this purpose.
1) Internal auditor(s) is taken means that person or persons who are given the responsibility of undertaking
an internal audit. The internal auditor is to have no line responsibility or authority over any of the
activities reviewed and is to have no responsibility or authority over any Project/Department activities
except to incur and approve expenditures in accordance with the agreed internal audit plan and budgets.
2) Technical expert: person who provides specific knowledge or expertise to the audit team
3) Audit Finding: results of the evaluation of the audit evidence compared with the ISO, OHSAS standards
and criteria. This could be a nonconformance or an observation.
4) Audit Observation: an audit finding that, whilst not being a nonconformance, does gives cause for
concern, or may result in a Nonconformance in the future.
5) Audit Nonconformance: An audit finding, substantiated by objective evidence, where there is a failure
to meet the requirements of the QHSE management system, procedure, work standard, contract, legal,
etc.
6) Audit Report: An audit report is the document which reflects the findings mentioned in the audit
checklist. Positive findings, opportunities for improvement, observations and non-conformances should
be defined in the report. It also defines the persons who interviewed by the auditors.
5 INTERNAL AUDIT PROCESS

5.1 Audit Planning
5.1.1 The Audit program is planned as per the status and importance of the processes. The Audit criteria,
frequency, scope and methods are defined in the Audit Program. The schedule of audit shall ensure
that all elements of QHSE Management System shall be audited depending on the status and
importance of the activities concerning significant Environmental Aspects, its potential impacts,
Assessment and control of OH and S Risks leading to incidents or accidents and results of previous
audit.
5.1.2 M. R. is responsible for preparing the Audit Plan / Audit Schedule and finalized by the approval of
Audit Committee.
5.1.3 The plan shall contain the detailed schedule activities to be audited with time frame, list of Audit
team, estimated total resources required, etc.
5.1.4 Management Representative ensures that the all the processes/ functions / departments and the
projects shall be internally audited at least once a year to verify the implementation and effectiveness
of the QHSE elements.
5.1.5 Only trained and qualified Internal Auditor(s) shall conduct the audit.
5.1.6 M. R. identifies and arranges for training Internal Auditors selected from the specified project.
5.1.7 The auditors shall be free from conflict of interest.
5.1.8 The M. R. prepares an indicative audit schedule and circulates to all functions informing them about
internal audits to be taken. The same is circulated a week in advance to all personnel involved to the
specified project.
5.1.9 The M. R. is responsible for circulating the indicative audit schedule and circulars to all functional
representatives after the approval of Audit Committee. The same is circulated a week in advance to
all personnel involved to the specified Project / Department and the necessary confirmation received.
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5.1.10 The QHSE Management System will be audited at least once a year, to verify the implementation and
effectiveness of its elements. The same will be indicated in the Internal Audit Plan.
5.1.11 The schedule details the departments / processes / function(s) to be audited, the Auditor(s), the date
and time and the scope to the audit with respect to the documented QHSE system.
5.1.12 Separate audits will be scheduled for each department of the company. The same will be indicated in
the Internal Audit Plan.
5.1.13 M. R. considers status and importance of processes and areas to be audited, results of risk assessment,
as well as results of previous audits, while preparing the audit schedule.
5.1.14 Audit methodology is conducted on sampling basis. M. R. ensures that audit criteria, scope are
defined. Auditor(s) selected are not directly responsible for the activities being audited.
5.2 Conducting the Audit

Audit is about the understanding the requirements, looking for opportunities for improvements, looking for best
practice, asking questions, gathering information, analyzing what’s seen and heard, forming opinions, and
reaching conclusions. Audits are not only to find what procedures need improvement, but an auditor also should
recognize outstanding efforts and practices by individuals and note them in their report.
5.2.1 All Head of audit departments / processes shall ensure their availability on the scheduled audit date.
5.2.2 In case of unforeseen circumstances, changes may be allowed with prior information to M. R.
5.2.3 During the audit, the auditors shall use the checklists, prepared earlier, to assist them in confirming
compliance and identifying areas to be improved.
5.2.4 The audit, and all associated findings, shall be based upon the interview of relevant staff and the
review of documentary evidence of conformance or otherwise to the procedure under consideration.
All such documentary evidence shall be noted by the audit team member and passed to the audit
leader. The lack of required documentary evidence shall, in itself, form a nonconformance.
5.2.5 The auditors shall document all findings and noncompliance identified in the course of the audit.
Observations or nonconformance detected during the audit shall be documented on Internal Audit
Report as they are detected. The auditor shall obtain confirmation from the individuals being audited
of any noncompliance.
5.2.6 For each noncompliance observed to the documented: Quality, ISO 9001:2015; Health and Safety,
OHSAS 45001:2018; and Environmental, ISO 14001:2015 systems, the auditor (s) raise a
Nonconformity Report. The reports may include observations made by auditors regarding potential
nonconformities.
5.2.7 Head of audit departments / processes shall acknowledge the nonconformity and decides on the
correction and corrective actions to be taken. The proposed action and target date for completion are
entered in the audit nonconformity report.
5.2.8 Heads of departments / processes, audited take correction and corrective actions within the stipulated
time without undue delay, to eliminate detected nonconformities and their causes.
5.2.9 Where it is not possible to identify all appropriate corrective / preventive actions immediately, the
Lead Auditor and the Manager of the entity being audited shall agree a plan of activities to define the
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necessary corrective/preventive actions.

5.2.10 In any case, the corrective / preventive actions shall be defined and agreed within two weeks after the
closing meeting of the audit.
5.2.11 When the Lead Auditor is unable to obtain the agreement of the manager of the entity being audited,
or where applicable, regarding the audit findings or for appropriate corrective and / or preventive
actions for an identified deficiency, then this shall be immediately reported to the Audit Committee.
In such cases, the Audit Committee shall resolve the disagreements directly with the manager of the
audited entity. If this is not possible, the Audit Committee shall refer the issue to progressively
higher-level managers in the hierarchy until a satisfactory solution is agreed.
5.2.12 At the end of the audit, the Lead Auditor shall:
5.2.13 Collate and organize the results from each auditor
5.2.14 Chair a closing meeting with the auditors, the manager of the entity being audited and,if desired, the
members of the entity audited.
5.2.15 At the closing meeting, the Lead Auditor shall:
5.2.16 Review all findings of the audit.
5.2.17 Review all observations, nonconformance and recommendations for corrective / preventive action
from the audit.
5.2.18 Correct any inaccurate information resulting from the audit
5.2.19 Obtain concurrence from the manager of the entity being audited with the factual information
documented in the audit records
5.2.20 Agree with the manager of the entity being audited all corrective / preventive actions and their
schedule for implementation.
5.3 Documentation & Reporting of Audit Results

5.3.1 Observations in the Internal Audit Report will be classified under the following heading:
Positive Findings / System Strengths
Opportunities for Improvement / Suggestions
Observations
Nonconformity
Nonconformity shall be raised whenever there is a failure to comply with a requirement or there is a total
breakdown or absence of the QHSE systems to meet Standards, Legal and/or Contract requirements or there is
isolated or single lapse requirement or clause of the company’s QHSE systems.
Observation is shall be raised when an area of concern, a process, document or activity that is currently
conforming but may, if not improved, result in a nonconforming system, product or service.
5.3.2 The audit report is the official record of the audit and should contain:
• Scope and criteria of audit
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• Listed objectives of audit

• Auditor’s name and area being audited (remember not to use names except that of the auditor)
• Date and location of audit
• Findings and positive practices
• An overall closing statement, which could include action items for area reviewed
The results of internal audits are an integral part of management review. Records of internal audits shall be
controlled and maintained by the Management Representative in accordance with Procedure for control of
Records.
Auditor(s) shall write down their findings in a clear, concise, and brief summary of facts. It is important to
document both the good and bad observations. Documenting positive findings can be an effective tool in
reinforcing good performance. These documented facts must be truthful, objective, apply to the scope of the
audit, and must be written in a way that all parties involved can understand them. The findings must simply
show that they comply with the requirements of the standards or they do not.
Audit findings as recorded, are used as the main formal means of resolving problems and deficiencies detected
in the QHSE system.
5.3.3 The auditor forwards the original copy of the Internal Audit Checklist, Internal Audit Report and
Nonconformity (N.C.) Report to the M. R. Copy of N. C. reports is maintained by the auditor as well
for reference and taking action.
5.3.4 Audit findings shall be brought to the attention of the person responsible for the area audited; who
shall undertake timely action, as appropriate.
5.3.5 The Auditee management shall take necessary corrections and corrective actions within the defined
time frame to eliminate the causes of detected non-conformities.
5.3.6 Concerned HOD is responsible to implement corrective and preventive action for identified non-
conformities.
5.3.7 The Lead Auditor shall assure that all Internal Audit Report are numbered sequentially.
5.3.8 Within one month or less than one month of the audit, the Lead Auditor shall review the Internal
Audit
5.3.9 Report with the manager of the audited entity to ensure it is correct and complete, and then distribute
the audit report to the Audit Committee and concerned persons.
5.3.10 All actions taken to correct deficiencies and follow-up actions are taken to verify compliance.
5.4 Follow Up Audit

5.4.1 The M. R. organizes follow up audits, if required, where in the auditors verify and record the effective
implementation of the correction and corrective action taken. M. R. at his discretion also organize
unscheduled audit for any function, based on the criticality and performance of function in scheduled
audit.
5.4.2 The auditor / M. R. close the nonconformity reports after verification of correction and corrective action
and its implementation to the specified project.
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5.5 Unplanned Audit

6.5.1 M. R. shall authorize unplanned audits in the following cases:
• Where a complaint or appeal requires an audit to be performed
• Where a trend in non-conformances has been identified that warrants an audit across the organization
with respect to a specific procedure or process
• Where the Audit Committee requires an investigation into a failure or specific event. (This may be
based on a suggestion from the Project management / General Manager / Audit Committee)
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AUDIT SCHEDULE
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NCR REPORT
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INTRNAL AUDIT CHCEKLIST

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INTERNAL AUDIT REPORT

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INSPECTION CHECKLIST
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INTERNAL AUDIT PLAN

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PROCEDURE FOR CONTROL OF NON-CONFORMING

PRODUCTS
SGE-IMS-006
Complying to
ISO14001:2015,45001:2018
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1.0 PURPOSE:
This is to define and establish authority and responsibility for handling nonconforming products which is
specified in the Contract.
To initiate, execute and complete appropriate corrective and preventive actions to eliminate causes of actual or
potential nonconformance.
2.0 SCOPE:
This procedure shall be applicable to incoming material, in process projects and final handover to the Client.
1) The QHSE Department has overall responsibility for implementation of the procedure.
2) The Project Engineer is the first person responsible for implementing corrective and preventive action.
3) The Project Manager/ Head of the dept. are responsible for giving disposition action and plan corrective
and preventive action for various non-conformities.
5.0 Control of Non-Conforming Products
It is the QA/QC Engineer / Management Representatives role to facilitate communications between the
co-ordinate all of the documentation whereas the Project Coordinator will implement formulations of plans and
scheduling of projects and tasks. It is the role of the requesting Department Manager to review, comment on
and authorize documents relating to the change, instruct staff and to participate in meetings to ensure that the
change goes as smoothly as possible and that compliance is retained.
5.1 Project Nonconformance

Material, Consumables, Spares etc., including associated operational activities to them.
5.1.1 Any nonconformity related to product at above stages shall be raised by the Project Manager.
5.1.2 The investigation shall be carried out by QHSE Department and informed to the Project Manager.
5.1.3 Corrective and preventive action shall be decided by the Project Manager based on investigation and
respective Project Engineer shall ensure implementation of same.
5.1.4 The corrective action implemented in project site shall be taken by Site Engineer of respective area, if
required; matter shall be taken up with vendors through Procurement Department.
5.1.5 In case of materials accepted under concession, the action shall be taken by the Project Engineer in
consultation with the Project Manager.
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5.2 Nonconformance action Matrix
5.3 Quality System Nonconformance

5.1.6 Internal Auditor shall raise the nonconformance(s) pertaining to QHSE Management System.
5.1.7 Investigation shall be carried out by QHSE Department of Client, Consultant and Contractor.
5.1.8 Corrective and Preventive Action shall be decided by the Project Manager in consultation with QHSE
Department.
5.1.9 QHSE Department is responsible for implementing and completing the Corrective and Preventive
Action.
5.1.10 QHSE Engineer shall analyze the trend in such nonconformance(s) and take necessary action To
prevent reoccurrence of such nonconformance.
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NCR FLOW CHART

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PROCEDURE FOR LESSONS LEARNED

SGE-IMS-007
Complying to
ISO14001:2015,45001:2018
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1.0 PURPOSE:
To define and establish methods to enhance the efficiency of activities relates to the project for the benefits of
improving overall operation on applicable areas by Identifying and documenting the lessons learned during
each phase of the project lifecycle for future projects on continuous improvement basis.
2.0 SCOPE:
To set a standard guidelines for lesson learned and its further implementation. This procedure covers the actual
events that occurred during the previous projects which cause delays and implementing new schemes to the
Contract to prevent the same mistake that takes place. SGE-EPD Project Management Office (PMO) will be the
central repository. GTGC-EPD staff will be able to use the central repository to review previous projects
lessons learned for general information, work planning or for trend and analysis purposes.
1) Project Manager shall have overall responsibilities for implementation of this procedure.
2) Project staff performing different functions on the project will have a different outlook on successes,
failures, and possible solutions, will be documented for future reference. It will be based on the
customer’s overall view of the project and its final product with operational improvements.
3) QA / QC Engineer have overall responsibility to monitor the implementation of this procedure.
4.0 LESSON LEARNED PROCESS

4.1 Auditing and Preparation
4.1.1 QA / QC Engineer identify and arrange survey for the previous projects regarding on the actual
delays and errors which occur throughout the duration of the said projects.
4.1.2 Audit methodology is conducted on sampling basis. QA / QC Engineer ensure that audit criteria, scope
are defined. Auditors selected are not directly responsible for the activities being audited.
4.1.3 The QA / QC Engineer prepare indicative bench markings and make plan to eliminate the errors which
occur during the previous project and the same plan will be applied to the specified project.
4.1.4 The Planning Engineer prepares a new method to anticipate the possible delays that may occur during
the specified project.
4.1.5 Document Control Department shall prepare the master list of internal and external documents for
modification and revision for the improvement of documentations.
4.1.6 The QA / QC Engineer prepare and implement new methods and schemes to prevent all errors that will
take place during execution of works. QA / QC Engineer also prepare the delay analysis, so delays can
be monitored at all times.
4.2 Lessons Learned Activities

The lessons learned activity involves determining the causes of variances in performance, the reason behind
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corrective actions chosen, and project activities that worked well and those that did not. Lessons learned should
be documented as part of the historical record for the current project and as a “best practice” reference for future
projects. The lessons learned review should be conducted following completion of each major lifecycle phase.
At a minimum, projects perform a lessons learned review at the end of each phase and at project completion.
4.3 Conducting Lessons Learned Sessions

A lesson learned session is a mechanism for group review that serves as a valuable phase closure. The session
provides a forum for public praise and recognition for project team members, allows the team to acknowledge
what worked well, and offers an opportunity to discuss ways to improve processes and procedures.
Participants of a lessons learned session are typically the Project Manager and project team. It may also include
the customer and/or external stakeholders as appropriate.
Some typical questions to answer include the following:
1) In this process or sub process, what did we do well? What could we have changed?
2) Did the delivered product meet the specified requirements and goals of the project?
3) Was the customer satisfied with the end product?
4) Did the project stay within scope?
5) Were cost budgets met?
6) Was the schedule met?
7) Were risks identified and mitigated?
8) Were problems or issues resolved timely and adequately?
9) Did all of the components of the project management methodology work? If not, which ones did not,
and why?
10) What could be done to improve the process?
4.4 Documenting Lessons Learned Activities

Lessons Learned are captured and documented on the Lessons Learned Report template.
At a minimum, projects should perform a lessons learned review at the end of each major lifecycle phase and at
project completion. Finalized Lesson Learned Reports are then to be submitted to the GTGC-EPD PMO.
Lessons learned are captured so they ultimately become part of a historical database for both the project and
other GTGC-EPD projects.
4.5 Lessons Learned Report Instructions

Using the Lessons Learned template, enter the following information for each lesson learned under review.
4.6 Project Lifecycle and Phases Section

Enter the lifecycle and phase to which the lessons learned information applies.
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4.7 Knowledge area Section

Enter the knowledge area to which the lessons learned information applies.
4.8 Accomplishments, Challenges & Improvement Section

Enter the Accomplishments, Challenges and/or Improvement to which the lessons learned information applies.
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LESSONS LEARNED REPORT

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LESSONS LEARNED REPORT LOG

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PROCEDURE FOR PROJECT COMMUNICATION AND

COORDINATION
SGE-IMS-008
Complying to
ISO14001:2015,45001:2018
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1.0 PURPOSE:
The purpose of this procedure is to establish a precise communication process between all interested parties
internally and externally in order to ensure that all suggestions, observations or complaints related to the
company’s performance management system reach the management and have been taken into consideration for
decision making.
2.0 SCOPE:
The Procedure applies to internal and external communication of:-
1) Standard Operating Procedures, Policies, Method Statements
2) Performance of Integrated Management System
3) Suggestions and feedback from personnel / customers
4) Relevant information about the QHSE impacts associated with the company’s operations.
5) Internal communication & consultation within the organization of its operational issues.
6) External communications with interested parties from the legal authorities, customers and other
interested parties from the public concerning the QHSE, risk and operational issues.
1) QHSE Unit Head has the overall responsibility to coordinate the internal communication about general
functioning of QHSE, Disseminate information concerning health, safety and environmental issues
affecting or that may affect company activities in coronation with concerned Project manager/
Department Heads.
2) General Manager shall handle communication with external interested parties as applicable.
3) Project Manager Directs and coordinates with his team for successful project deliverables and
4) Communicate results of measurement & analysis activities to all relevant Stakeholders.
5) QA/QC Engineer is responsible for monitoring & implementing the effectiveness of QMS to enhance
customer satisfaction as per company requirements.
6) Document controller Provide the services for the documentation and correspondence such as letters,
faxes, and pertinent emails, that are received and transmitted externally/internally by projects, are
registered, numbered (as applicable), distributed, controlled and filed.
4.0 PROCEDURE
4.1 PROJECT COMMUNICATION PROCEDURE
4.1.1 COMMUNICATION CHANNELS

4.1.1.1 The channels for internal and external communication for feedback include:
• Meetings
• Non-conformance reports or Corrective actions/preventive actions reports
• Suggestion/feedback form
• Emails
4.1.1.2 The channel for internal & external communication for improvements and information include:
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• Meetings
• Training sessions
• Posters/displays boards
• Suggestion forms
• Emails
4.1.2 GENERAL
4.1.2.1 The correspondence between CONTRACTOR and the COMPANY is essential for the whole Work of
the Project and shall be performed in an orderly and organized manner, which shall allow an easy filing
and follow-up of subjects.
4.1.2.2 All correspondence, letters, facsimiles, related to this project shall bear the project number, the
correspondence (letter) number and the date of issuance.
4.1.2.3 5.1.2.3 Correspondence shall be limited to one (1) subject matter whenever possible or as per Project
manual.
4.1.2.4 For the purpose of classification, a correspondence (letters and telexes) dealing with a mixture of
various subjects, e.g. commercial and different technical matters, shall be avoided.
4.1.2.5 Separate documents shall be prepared for each major technical and commercial topic in order to
expedite the distribution to the discipline engineers.
4.1.2.6 All letters and other documentation shall be typed in easy understandable English to avoid any
misunderstandings and necessary queries.
4.1.2.7 All correspondence shall be transmitted by the quickest possible means.
4.3 LANGUAGE
The English language shall be used for correspondence between parties and with the Client, and for all reports
and documents.
4.4 LETTERS
Letters shall be normally used for any correspondence, and in particular for contractual matters.
4.5 FACSIMILES
Facsimiles shall be used whenever information, letters, sketches or similar documents have to be transmitted
urgently and for which postal service or special courier service are either inadequate or not rapid enough.
However, documents considered of contractual relevance shall be confirmed by letter.
4.5.1 E-MAILS
Generally, E-mails should not be used as official correspondence instead of letters and facsimile messages.
However, E-mails will exclusively be considered as quick information only, e.g. in the following cases:
Forwarding documents (e.g. technical specifications, schedules, data sheets, digital pictures, etc.)
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Re-sending of already distributed letters and facsimile message as attachment to the E-mail for reference.
The receipt of an E-mail shall immediately be confirmed by an answering E-mail to the originator. Hard copy
of the E-mail and their enclosures shall be considered for all normal project correspondence.
4.5.2 NUMBERING SYSTEM

4.5.2.1 The correspondence numbering system applicable for the total duration of the Project and the related
Contracts shall be in compliance with the Classification system for documents (CSD) as described in
the Contract Procedure Manual.
4.5.2.2 Each party will consider in his correspondence the consecutive numbering system. There should only
be one consecutive numbering system for letters and facsimiles.
4.5.2.3 The suggested CSD numbering shall be scrupulously followed for all the documents which are to be
submitted during the project life.
4.5.3 INTERNAL COMMUNICATION
4.5.3.1 As per our QHSE policy, objectives and related issue shall be communicated via appropriate channels
such as Emails, controlled documents, training, meetings, posters, general assembly, signboards or
internal memorandum.
4.5.3.2 Any normal internal communication that arises will be channeled from the originator to the HOD when
necessary, and through the management flow of information depending on the issues. The employee
can channel back their inquiry through the use of morning meeting or briefing or suggestion form.
4.5.3.3 The employees are represented and consulted through the monthly Departmental Safety & Health
Committee meeting. The changing or new activities and facilities in the organization shall be discussed
with the employees’ representatives in the safety & health committee. The nomination of the
employee’s representative and operation of safety & health committee shall be as per the Safety &
Health Committee Regulations, 1996.
4.5.3.4 Once receive the suggestion form or information, the HSE personnel shall study and analyze the
relevant data. If necessary, Corrective action shall be initiated. HSE personnel /HR Department shall
feedback on the decision to the employee or shall display the decision on the notice board. All the
internal communication for the above mentioned shall be recorded in the internal communication
logbook.
4.5.3.5 The HSE personnel & HR Department shall ensure there are effective and efficient internal
communication activities in the organization.
4.5.4 GENERAL INFORMATION NOTICE BOARD
4.5.4.1 The purpose of a General Information Board is to provide a space for general information (not
pertaining to HSE) for example positions vacant, general announcements.
4.5.4.2 HSE Notice Board
4.5.4.3 Each project is to have at least one HSE notice board displayed in an area most frequented by
employees. Information is to remain up to date and removed after a period of three months. Information
to be displayed on these boards includes:
Incident Alerts
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Completed Incident Report Forms

HSE Statistics
HSE Meetings Minutes Summary
4.6 COORDINATION AND INTERFACE MEETINGS
4.6.1 GENERAL
4.6.1.1 Throughout the execution of the Project, various coordination and interface meetings will take place
in Dubai. If it is found advantageous, these meetings may also be held at other places. All meetings such as:
Project Meeting
Technical Meeting (Electrical, OHL, Cable & Civil or Interface etc.)
Commissioning Meeting
Site Progress Meeting
Meetings for Miscellaneous Works (other than above)
Shall be minuted and numbered consecutively starting with the Kick off Project Meeting numbered as No. 1.
However, each of the above shall have its own serial number.
4.6.1.2 The main aims of these meetings will be:
• Co-ordination and interfacing of various activities between the parties involved during the execution of
the project.
• Review of project and design schedules and other interface activities.
• Other similar matters which either of the parties deem necessary to be discussed for a timely and
technically adequate implementation of the project.
4.6.2 ANNOUNCEMENTS OF MEETINGS
4.6.2.1 All meetings shall be convened by Company. Should any of the parties deem a meeting to be necessary,
he shall request the company to call for it, following the procedure as laid down below.
4.6.2.2 The announcement and schedule shall be done in writing at least 2 days in advance.
4.6.3 AGENDA OF MEETINGS

4.6.3.1 The invitation or the request to hold a meeting shall always be accompanied by an agenda.
4.6.3.2 The agenda shall propose the items to be discussed / clarified during the meeting and shall indicate the
place where the meeting should be preferably held.
4.6.4 MINUTES OF MEETINGS

4.6.4.1 At the end of each meeting, the contractor will prepare Minutes of meeting. It shall be precise andclear
and shall follow the agreed items of the agenda. At the end of each agenda item, the minutes shall be
read out and mutually agreed upon by all parties participating in the meeting.
4.6.4.2 The responsible party for any agreed action will be noted on the right hand side of each page of the
"Action" column.
4.6.4.3 The authorized/designated representatives of each party shall sign the meeting report. Each page of the
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minutes of meeting shall be initialed.

4.6.4.4 The forms for the "Minutes of Meeting" shall be proposed by the contractor and up on acceptance by
the company it will be followed.
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MINUTES OF MEETINGS
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PROCEDURE FOR DESIGN AND DEVELOPMENT

PROCESS
SGE-IMS-009
Complying to
ISO14001:2015,45001:2018
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1.0 PURPOSE:
The purpose of the document is to establish a uniform system for Design and Development activities as
applicable to projects.
2.0 SCOPE:
This document is applicable to contracts where Design and Development is involved.
Technical Manager and General Manager are responsible to implement this procedure.
4.0 DESIGN & DEVELOPMENT PROCESS FLOWCHART

See Attachment- In Design & Development Process
5.0 DESIGN & DEVELOPMENT PROCESS
5.1 Design and Development Planning

5.1.1 The organization is involved time to time in projects where design and development is
involved. Design process is controlled by required process charts.
5.1.2 All stages as relevant to the design and development work is identified during design
planning.
5.1.3 At each stage as applicable, the criteria for review, verification and validation of the proposed
design is also identified during planning.
5.1.4 The design plan includes required resources (internal/external), and responsibilities and
authorities of the respective members in the design team. The same is communicated during
review meetings and revised if necessary.
5.1.5 The interface between members of the design team is defined in the Design Work flow As
annexed to the Design process.
5.1.6 The design plan is updated as per the status of the design review meetings.
5.1.7 Potential risks are defined during design plan.
5.2 Design and Development Inputs

5.2.1 While defining the stages in the Design plan, the design representative is responsible to list all
the relevant inputs to the design which includes :
a. External Inputs
- Scope of work.
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- Client specifications, and requirements.

- Technical Data Sheets.
- Clarifications, and MOM.
- International or national standards
b. Internal Inputs
- Competence requirement of people
- feed-back information from past experience in similar design works
- Outputs from other processes
- Site survey/inspection/testing.
c. Safety, function and maintenance input - Operation, installation and application End user requirements.
d. Experience gained during previous similar design and their reference
e. Any other requirements as deemed fit for the successful completion of the design project.
5.2.2 Design inputs are reviewed for adequacy by the design team before commencing the design
works.
5.2.3 Any conflicts in design inputs need to be resolved before commencing the design works.
5.3 Design and Development Review
a. Documented review of design and development at suitable stage shall be planned and performed
for design and development outputs. Records of the results of the reviews shall be maintained.
b. Design and development review shall be performed by the responsible personnel at applicable
stage. If required, experts of related area may be allowed to participate in.
c. Design and development review shall include the following:
1. Adequacy of input to perform design and development tasks.
2. Progress of the planned design and development process.
3. Evaluation of present or potential Risks.
4. Life-cycle data on performance of the product.
5. Identification and correction of problems and findings.
6. Potential impact of the product on the environment.
7. Control of changes and their effect during the design and development process.
Design and Development Verification and Validation

a. Design and development verification shall be undertaken to ensure that the design and
development outputs meet the design and development input requirements.
b. Design and development verification can be undertaken as per the following:
1. Comparisons of input requirements with the output of the process
2. Comparison with past verified similar design and development calculations
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3. Evaluation against similar design / products

4. Review prior to document distribution at each stage
5. Testing, simulations, prototype or trials
c. Verification is carried out for each applicable design in accordance with the design plan.
d. Necessary action meeting requirement is recorded and reviewed by the Design/ Technical
representative.
e. At times Testing and Commission forms are also used as records during Validation stages.
5.4 Design and Development Outputs
a. Design and development outputs shall be provided in a form of documents/ product that
enables verification and validation of the design and development input.
b. Design outputs at each stage of design is anticipated during design planning and verified at review
stages to ensure that:
1. The outputs meets the input requirements

2. Provide information to relevant functions/ process as required (Drawings/ reports, Material &
Testing specifications)
Reference is made to acceptance criteria where needed.
Specify criteria for safe and unintended use.
c. Design outputs are generated using relevant design software, manual calculation reports,
material/equipment technical specifications, or in form of drawings.
5.5 Design and Development Changes

a. At any stage of the design life cycle where changes are required to the original design, the same is
recorded as review minutes and reinitiated from respective stage.
b. All changes are subject to review, verification and validation as applicable.
c. Where part delivery of design is already made, the same is evaluated where relevant to design
changes.
d. Records of review and changes are maintained in the design file.
Control of design and development changes
a. Prior to the execution of design change, the changes shall be identified and documented by
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design personnel and shall be reviewed and approved by design representative.

b. All changes are subject to review, verification and validation as applicable. Records of review
and changes are maintained in the design file.
c. Impact of design change on work shall be considered, and when necessary, the design change
shall be reviewed by related organizations.
d. Documents (drawings, procedures) to be impacted by the change shall be identified and
controlled to avoid confusion with the current effective revision.
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DESIGN AND DEVELOPMENT FLOW CHART

DESIGN DEVELOPMENT FLOW CHART
CONCERNED DEPARTMENT & AUTHORITIES

PROCESS
Client General Mngr. Design & Development Team Planning Engineer Draughtsman Procurment Formats
- Receive LOA
Commence Design Planning
- KOM (proj. handing
Issue Letter based on Scope and Nature of Incorporate Design/Eng. Plan in
over)
of Award Work. List down all required overall Project Plan
- Uploading proj. files in
server inputs & outputs
Meets with Design Team and

Consultant for Scope and Request meeting with Client,
Design Clarification Consultant, etc…for scope and
Reply to RFIs. design clarifications as necessary
Send RFIs
Conduct Data
Gathering (e.g. SOW,
Specs.,Site survey,
Do initial Drawing
Inspections, Request
for As-builts, Relay
Settings, etc..)
Prepare compiled
documents required
to send RFQs
Request for Information

from
Design and Engineering Manufacturer/Supplier
Execution as to Technical Specs.,
Quantity, Availability
and Service provision
Generate Design/Eng. outputs Prepare Drawing
Send
RFQs
Technical Offers Recieved

Review Design/Eng. output
from
/progress
Suppliers/Manufacturers
Design/Eng.
NO
Output Ready
for Update The Plan
Verification?
YES
Design/Eng. Verification
Design/Eng. Output
NO Approved & Ready
for Manufacturing/
Manufacturer / Supplier Construction Fiel Operation
YES
NO
Manufaturing Approved
Validation Validation Drawing/documents
Approved FAT Issued for construction
Prototype
YES
PM / Procrument Unit (PU)
Design/Eng.
Dispactch
Verification
Clereance
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PROCEDURE FOR PROCUREMENT CONTROL

SGE-IMS-011
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A procurement schedule shall be prepared based on the construction program, identifying all
material and subcontract requirements. The procurement schedule shall be prepared in an
appropriate format as necessary to meet project requirements; the procurement schedule shall
be reviewed and updated regularly.
The suppliers should be selected based on the ADDC approved list of suppliers.
The Materials Engineer shall complete a Material Approval Request (MAR) for the proposed
supplier and submit this to the client for approval. For all project materials, the Procurement
Manager is authorized to expedite the purchasing after the necessary Client’s approval in
regards to MAR’s.
Following client approval, the site personnel shall raise a Purchase Requisition, identifying
the material requirements. The following information should be included on the purchase
requisition.
• Material Description
• Location of Use
• Quantities required
• Date(s) required
• Description of technical and quality requirements (reference to be made to relevant
specification requirements).
The Completed Purchase Requisition should be sent to the designated person for cost code
allocation and budget cross checking and then forwarded to Project Manager for review and
approval. Following approval, the purchase Requisition shall be passed to the Procurement
Manager for the appropriate action.
In the case of consumable material, a supplier shall be selected from the Approved Suppliers.
List taking commercial considerations into account and a Local Purchase Order (LPO) shall
be completed containing all necessary details.
In the case of Permanent Materials, the Materials/ Procurement Engineer shall initially carry
out the following steps:
• Confirm that all technical and quality requirements have been clearly identified.
• Select a number of alternative suppliers from the Approved Supplier List and invite
bids from the potential suppliers, ensuring that all necessary technical and quality
requirements are communicated.
• Review the returned bids/ quotations to ensure compliance with specified
requirements and carry out a commercial evaluation.
The Procurement Manager shall review the bid tabulation and make a recommendation to the
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Project Manager. Once approved the Procurement Manager shall raise a local Purchase
Order for the approved supplier or material. This shall contain the following details.
• Full Material description.
• Quantities required.
• Conformation of technical specifications.
• Confirmation of QA/QC requirements including certification and other documentation
as necessary.
• Confirmation required delivery date to site.
Procurement Schedule:
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MATERIAL SUBMMITAL SCHEDULE

The Material Submittal Schedule is updated on a regular basis and is made available to ADDC
as part of the Monthly Progress Reports. The below list illustrates the status of Material
submittals at the time of submission of this document.
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DRAWING SUBMITTAL SCHEDULE

The below schedule illustrates the status of drawing submission at the time of submitting this
document.
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Material Submittal Form

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PROCEDURE FOR STORE INVENTORY MANAGEMENT

SGE-IMS-012
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1.0 PURPOSE:
The purpose of this procedure is to define the means of handling, storage, preservation, segregating,
identifying, traceability and handing over of all materials by SGE during the execution of its projects, to
ensure compliance with client requirements and delivering quality to the required standards.
2.0 SCOPE:
This procedure applies to all materials delivered to Central Store and individual site Stores and
incorporated in the permanent works. The procedure also considers materials and items as required for
temporary works and provides a systemised and risk based approach. The requirements for Quality, Health,
Safety & Environment are met upon implementation of this procedure and at all stages of the material
procurement handling and storage process.
1) Store Keeper is responsible to implement this procedure.
2) The Project Managers and Store In charges are responsible for ensuring proper handling,segregation and
traceability on their projects areas.
3) Supply Chain Manager shall monitor and advise on effectiveness of material Identification & Traceability
system including its records.
4) All personnel in coordination with store in charge are responsible for implementing the
effectiveness of safe material Handling.
4.0 REFERENCE:
1) ISO 9001:2015, Cl. 8.5
5.0 STORE INVENTORY MANAGEMENT

5.1 Safe Handling & Storage Procedure
5.1.1 All materials used in the project are stored at central store facility in Mafraq or on individual site store. As the
space is generally limited, special attention must be given to delivery schedules, so as to minimise site storage
requirements. Materials in the storage area shall be clearly identified with Item Codes and brief material
description wherever possible. Due consideration should be given to the handling and storage of all materials
so as to prevent damage, deterioration or loss. Where provided, manufacturers handling and storage
recommendations should be followed. If required, special handling equipment or storage provision should be
made to meet the requirements. Due regard should be given to quality, safety and environmental planning
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considerations.
5.1.2 Where necessary, secured storage facilities deemed shall be set up on site to prevent inappropriate use of materials.
Due consideration should be given to any storage space required by subcontractors.
5.1.3 Materials not affected by atmospheric conditions may be stored in open areas whereas those liable for deterioration
must be stored in a suitable covered or shaded environment so as to prevent damage or deterioration. This may
include covering of bulk materials such as cement etc.
5.1.4 Periodic checks shall be carried out by the Storekeeper or QC Engineer/ Inspector to monitor any
deterioration in stored materials. Stock levels may be monitored by suitable means.
5.1.5 All materials should be adequately stored in an enclosed storage area and be easily identified - the
material itself or the packaging may be used for this purpose, otherwise labels should indicate material.
5.1.6 Hazardous materials shall be stored in predefined locations, and maintained under controlled & safe
conditions. Government and manufacturer prescribed methods and regulations shall be followed. 5.1.7 All
perishable materials should be managed in line with a “First In – First Out” (FIFO) approach. FIFO will be
established on a product by basis as required, taking into account shelf life, hazardous chemicals, cost or any
other constraints deemed appropriate.
5.2 Preservation and Delivery
5.2.1 Preservation of stored materials is ensured through observance of the procedure as detailed above.
5.2.2 Periodic checks should be carried out by the Project Staff to monitor any deterioration in the product.
Concrete pipes / cement bags / paints shall be preserved in suitable conditions as per manufacturer’s
recommendation. Reinforcement steel shall be always covered from direct moisture.
5.2.3 Prior to hand over, the site shall be cleared of all surplus materials, plant and equipment, thoroughly cleaned
and final inspections carried out as required by the contract.
5.3 Customer Supplied Materials, Items and Equipment
5.3.1 All materials, items and equipment provided by employer or third party shall be clearly identified and
recorded in the inventory ledgers through the ERP, as appropriate.
5.3.2 Any damage or defects relating to the supplied materials, items, and equipment must be reported to the
concerned party in writing. Where appropriate the requirements of corrective action shall be followed with the
concerned party having final sign off as needed.
5.4 Identification & Traceability of Materials

5.4.1 The materials shall be identified by means of tags, labels and or physical location of storage. The
supervisors/Engineers responsible for the process shall provide suitable identification at areas assigned to them
at project site. The store personnel shall provide identification for materials in the storage areas.
5.4.2 Where traceability is a requirement of the contract, Store In-charge shall ensure that materials can be traced
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on the basis of their unique identification Code.

5.4.3 Supply Chain Manager in coordination with store in charge shall monitor and review the effectiveness of
material Identification & Traceability system on regular basis.
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PROCEDURE FOR QUALITY CONTROL PROGRAM

SGE-IMS-013
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1.0 PURPOSE
The purpose of this procedure is to establish a Quality Control Program.

2.0 SCOPE
To set a standard guidelines for making successful project execution and division of
responsibilities in line with company requirements
3.0 OBJECTIVE
The objective of this document is to establish ’Quality Control Program
management of project for successful implementation.
4.0 RESPONSIBILITIES
4.1 Project Manager
Directs and coordinates with his team for project deliverables as per scope/ contract.
4.2 Document controller
Provide the services for the documentation and correspondence such as letters, faxes, and
pertinent emails, records, approved documents that are received and transmitted
externally/internally by projects, to be distributed, controlled and filed to be prepared for
closed out document submission.
4.3 QA/QC Engineer
QA/QC Engineer is responsible for implementing the effectiveness of QMS to

enhance customer satisfaction and review closed out Dossier with drawing and inspection
report formats related to final Handover to company.
5.0 REFERENCE
Project Manual
Project Quality Plan
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6.0 QUALITY CONTROL PROGRAM
6.1 QA/QC DELIVERABLES:

1) Project Quality Plan
2) Method Statements
3) Inspection & Test Plan

4) Request for Inspection
5) Material Receiving Inspection
6) VRFI , FAT submission
7) Internal Audits
6.2 INSPECTION AND TESTING
The Site QAQE shall coordinate with the Project Manager/Engineer or concerned
Subcontractor to prepare the Inspection and Test Plans (ITPS) for activities requiring a series
of documented inspections and/or tests and get acceptance by COMPANY.
Inspection and Test Plans shall contain, as a minimum, the following information:
Inspection, Test or Approvals required.
Acceptance Criteria
SGE EPD, Client , Consultant and third party inspection Team with Hold and Witness
Points
Documents generated
Specification or standard references
The ITPs will be submitted to the Client for review and approval prior to
commencement of the works, as applicable.
Where material is required to be released urgently for work to proceed, the QA-QC / site
staff shall ensure proper identification and recording in order to permit recall and
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replacement in the event of a non-conformance.
Site inspections shall be carried out by the Site QC Engineer, with Construction personnel or
the concerned Subcontractors. Checklists prepared in advance by the site QME , detailing the
specific items to be verified for each activity or Check sheets as included in the Method
Statement for the particular activity.
Where hold points have been identified on the Inspection and Test Plan, the QUALITY staff
shall ensure that the required inspection is carried out before proceeding with the activity.
The QA-QC / site staff shall ensure that no work is submitted to the Client for inspection
until all prior activities as specified in the Inspection & Test Plan have been completed and
approved.
The Procurement Department at contractor Head Office shall maintain the inspection and test
status of all Sub Vendors supplied product as per the approved ITP. The contractor
QUALITY department during the construction phase of the
project shall maintain the inspection status of all installed permanent works. In case of non-
conformances detected during any stage of inspection, including but not limited to:
Receiving inspection and testing,
In process inspection & testing,
Offsite inspection and testing or
Final inspection, or
Testing and commissioning
An NCR shall be raised to the construction team for their suitable rectification and
issued to the Client for information, depending on the nature of the NCR and follow-up
activities will be implemented accordingly.
The QUALITY Department shall issue Corrective Action Request (CAR) for all major
violations by the project team, subcontractors, manufacturers or suppliers against contract
requirements and contractor’s approved quality procedures, and relevant department,
subcontractors, manufacturers or suppliers take appropriate corrective action for the timely
close out of the CAR. The QA&QC engineer in coordination with execution team shall
investigate the causes of non-conforming items and initiate corrective actions to prevent
recurrence of non-conformities.
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6.3 Request for Inspection Procedure:

Inspection request shall be submitted to Client/consultant engineer 24h in advance
(deadline) for next day inspections.
RFI format shall be followed as in PQP.
Make an RFI Log Register & Update on Every Inspection.
Attach all required Construction Document in the RFI.
Requests for concrete pouring shall include information of the booking request
made and the approval received from the concrete supplier along with the submission.
Invite Clint for Inspection when Construction work Going on/finished.
Follow the Activity Inspection with client as per ITP & Conduct Inspection following
Checklist, Typical / Project Drawings & Specifications.
Fill the Checklist and Attach it with RFI and get sign/approval from Clint.
Close the RFI and Scan it.
Update RFI status in Log Register
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6.4 ATTACHMENTS
6.4.1 Vendor RFI & FAT submission process flow

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6.4.2 Request for Inspection Process flow

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6.4.3 Material Receiving Inspection Process flow

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6.4.4 Quality Operational Flowchart

Submission of Quality Documents for
Execution of Field Activity as per MST
Approval
RFI from Execution Team
Pre-Inspection (Internal) before

submission to client
NO
If Acceptable
YES
RFI for Client Inspection with Checklist
NO If Acceptable
YES
Close RFI with Signed Checklist
Dossier Preparation & Submit for

All NCRs to be Closed
Approval
Get Mechanical Completion Certificate
Power Up
Final Acceptance Certificate

QUALITY
1. Reduce the reworks by gathering project specific company requirements, inline with
approved documents and by assigning experienced workforce during execution.
2. Reduction in the time between actual planned and delivery by analyzing the actual
reason for the delay.
3. Ensure improved Customer satisfaction and relationships by Reduction in NCRs.
4. Deliver a better than expected product and services by targeting zero client complaints.
5. Improvement in operational performance by evaluating the actual and achieved
progress report details.
• Monitoring Vendor/ Supplier performance and
1. PROJECT INSTIGATION
Product / Services Criticality rating and their
• Review of project Quality requirements and compliance of Quality requirements.
deliverables.
3. DURING EXECUTION
• Preparation of Project Specific Quality Plan,
• Preparation & Review MS, ITPs and Check list
Procedures and setting out the Targets.
based on Project Specifications.
2. MATERIALS & VENDOR/SUPPLIER
• Surveillance and ITP based Inspections &
MANAGEMENT documentation.
A. Materials Inspections/Tests • Auditing (Internal and External) against standards
• Ensure materials to be procured as per Project and other company requirements.
requirements and its Inspection / Test - • Implementation & Follow up of Corrective and
requirements to be followed as per approved Preventive Actions.
ITP. 4. TESTING AND COMMISSIONING
B. Vendor Quality Performance • Review of method of statement, test procedures
Evaluation and preparation of related ITP’s.
5. PROJECT CLOSE-OUT
• Prepare Project Quality Dossier for power up.
1. PROJECT INSTIGATION
• Preparation of Project Specific Quality Plan and setting out the Targets.
• Preparation of project specific Quality documents.
• Review of project deliverables.
2. PROCUREMENT / SUBCONTRACTS MANAGEMENT
A. Materials Inspections/Tests
• Ensure Inspection / Test requirements as per approved ITP.
B. Supplier Quality Performance Evaluation

• Monitoring the Supplier performance and Product / Services Criticality Rating and
Quality requirements and their performance.
3. DURING EXECUTION
• Review method of statement, ITPs and check list based on Project Specifications
• Surveillance and ITP based Inspections
• Auditing (Internal and External) related documentations
• Corrective and Preventive Actions
4. TESTING AND COMMISSIONING

• Review of method of statement and preparation of related ITP’s
5. PROJECT CLOSE-OUT
• Prepare the Quality Dossier for power up
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6.5 Document submission log

6.5.1 Shop drawings and layout
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6.5.2 Document submission log

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6.5.3 List Of Method Statements

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6.5.4 FORMAT for List Of ITP

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6.5.5 List of project forms and formats

All major and important forms provided and received from consultant.
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END OF PQP

PROJECT QUALITY PLAN Frame Work

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Client Consultant

Document number Document Title Page 1 of 1176

PROJECT QUALITY PLAN

QA/QC PE PM For Review &

00 5/03/2024 Prince Joseph Vivek R Ashok Charles

Document number Document Title Page 2 of 1176

Document number Document Title Page 3 of 1176

D. SUB-CONTRACTED ACTIVITIES ......................................................................................... 27

Document number Document Title Page 4 of 1176

N2. CONTROL OF INSPECTION, MEASURING & TEST EQUIPMENTS .................................... 63

Document number Document Title Page 5 of 1176

Document number Document Title Page 6 of 1176

LESSONS LEARNED REPORT LOG ................................................................................... 143

Document number Document Title Page 7 of 1176

A. PROJECT QUALITY PLAN

A2. REVISION STATUS

A2. REVISION STATUS

A3. APPROVAL SIGNATURES

A4. DISTRIBUTION LIST

Document number Document Title Page 8 of 1176

PQP Holder Copy no.

ADDC Project Office 1 Original + 1 Copy

Bilfinger Office 1 Original + 1 Copy

SGE Site Office 1 Copy

SGE Project Staffs Copy on Intranet

A5. SCOPE OF PROJECT QUALITY PLAN

Document number Document Title Page 9 of 1176

A6. PQP REVIEW & APPROVAL PROCESS (CONTROL MECHANISM)

Document number Document Title Page 10 of 1176

Client : M/s. ADDC (Abu Dhabi Distribution Company)

Document number Document Title Page 11 of 1176

NCR :Non-conformance Report: Any deviation from work standards, procedures,

B. PROJECT QUALITY MANAGEMENT SYSTEM

B1. CONTRACT HANDOVER/CONSTRUCTION KICKOFF MEETING

B2. SUBMISSION OF PROJECT QUALITY PLAN

Document number Document Title Page 12 of 1176

Statement of quality policy, approved by the Project Management

B3. QHSE POLICY

Document number Document Title Page 13 of 1176

Document number Document Title Page 14 of 1176

B4. PROJECT QUALITY OBJECTIVES AND KPI:

QMS Awareness No. of 2 Provide more trainings

Provide an accurate and % of 100% Develop a checklist for

Increase in Contractor % of Internal 100% Increasing trends for Internal

Document number Document Title Page 15 of 1176

B5. PROJECT PLANNING AND SCHEDULING ACTIVITIES

Document number Document Title Page 16 of 1176

B6. PROJECT ENGINEERING

Interfacing by external parties involved in the project.

B7. PROJECT QS AND COST CONTROL

Prepare disruption schedules; claims schedule contra charges etc, as necessary.

Identifying variations between Tender and Contract documents.

Preparation of variations, claims, cases for extension of time as necessary

Document number Document Title Page 17 of 1176

Preparation of financial reports, budgets and revised contract forecasts.

To reconcile the bulk materials quantities against tender information.

Participate in meetings with Client’s Representative/Consultant, subcontractors, etc in pursuance of

Monitor site expenditure and advice on risk areas or overrunning items.

B8. HEALTH, SAFETY AND ENVIRONMENT

B9. METHOD STATEMENTS

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B10. SITE MATERIAL MANAGEMENT

a. Conditions of Packaging Handling and Transportation