1-Document Control Department Set Up

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Document Control Department Set Up

ISD-DCG-0001

0 First Issue April, 2006 R. Rizek

Rev Comments Date Originator QA Review Approved by


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Index

1. Scope

2. Purpose

3. References

4. Definitions

5. Document Control Department Requirements

6. Procedure7. Attachments


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1. Scope:

2. Purpose:

3. References:

Project Document & Data Control Procedure.

Visual Byblos Cyberspace Manual.

4. Definition:

DCG : Document Control Group

EDMS : Electronic Document Management System

VBC : Visual Byblos Cyberspace

IT : Information TechnologyMOM: Minutes of meeting

FRI: Request for information

MAR: Material Approval Request

RFF: Request for fabrication

DDM: Document Distribution Matrix

Please note that some of the definitions might differ from one project toanother.


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5. Document Control Department Requirements:

5.1 Human Resources:

The Project or organization should provide the following for this department: One experienced senior document controller preferable with IT

background.

At least two data entry operators for logging documents to our EDMS(VBC) software.

At least two clerks for copying, scanning and distributing documents.

The above estimate is expected to increase depending on the size of theproject and the expected amount of documentation to be issued through out the

project.

5.2 VBC Hardware and Software Requirements:

To Be Added????

5.3 Equipments and supplementary tools:

Three Workstations for the document controller and the two operators.

A0 size Printer, copier and scanner. (Specifications to be provided by ITdepartment). Attachment 1.

A3 & A4 size copier and printer. (Specifications to be provided by ITdepartment). Attachment 1.

A3 & A4 size heavy-duty scanner. (Specifications to be provided by ITdepartment). Attachment 1.

Digital sender. (Specifications to be provided by IT department).Attachment 1.

Shelves, cabinets and drawers for hanging files. Attachment 1.

A0 size Drawings Hangers. Attachment 1.

A3 & A4 size Box files. Attachment 1.

Stationary.

Stamps (Sample Photos Attached). Attachment 2.


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5.4 Assigned Area for DCG:

While preparing the site offices layout the area for DCG should be centrallylocated and should consist of a closed unit for filing connected to the DCGoffice. The DCG office should have like a window for handing and receivingdocuments because the project staff should not enter the DCG area.

6. Procedure

6.1 Document Control Department Set Up:

6.1.1 Document controller should prepare himself before starting any

activity by doing the following: Read and understand the scope of work and all parts of the contract related

to document control and document management.

Specify and understand the WBS (Work Breakdown Structure) of theproject. Also get familiar with the systems, disciplines and locationsrelated to the project.

Define all type of documents that will be generated through out theproject.

6.1.2 Document controller should arrange for a meeting with themanagement to achieve the following:

Build a good working relationship with the Project Controls manager byalways being in touch with him and consult him for all department issuesand requirements.

Finalize and issue the Document & Data Control Procedure for the project.

Define the documents workflow between the project, the client and otherrelated parties such as engineering subcontractor or other subcontractors.

Clarify and start Numbering Systems for Correspondence, Transmittals,and all document types issued by the project.

Clarify the approval cycle between the project and the client and finalizethe contractual number of days required for the approval agreed upon withthe client to be able to track reply delays. This issue is very importantbecause sometimes a delayed reply for an RFI (Request for information)for example will delay the construction and would have a cost impact.


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Arrange for a meeting with the Client DCG to be introduced to them andorganize the communication and exchanging documents mechanism.

6.1.3 Two important documents that should be ready and prepared at thebeginning of the project:

Organization Chart: which must be ready before mobilization, thisdocument should be checked and updated periodically.

Document Distribution Matrix (DDM): should be prepared by thedocument controller and Project Controls Manager, after preparing thedraft of this document, which should be given a document number andrevision, it should be distributed to all departments for review andcomments, then after receiving the comments an update of this documentshould be prepared and issued. Every time you update this document youshould give it a new revision and Issue date. Then start distributingdocuments according to this distribution Matrix. (The distribution Matrixconsists of document types by rows and titles (like control manager,

Project eng. Civil, Project eng. Mech., .etc) by columns).

6.1.4 Start collecting documents received and issued prior to the start of DCG on site:

Correspondence incoming to the project and outgoing from the projectshould be gathered and maintained at DCG quarters. Logs should bechecked for any missing correspondence and ask for a copy if not found.

Incoming and outgoing transmittals should be gathered and checkedagainst the attachments to make sure that all documents are filed in DCG.

Technical queries if there is any such as RFIs (Request for information)should be filed and make sure that if there are any replies to be distributedto the concerned staff.

The above points apply to all document types related to the project. Logsshould be prepared for all types, each type separate with its relatedinformation. Example: Drawings (ID, Title, Revision, Issue date, Issued Forand any other information that would be related to the document such asArea, Unit, Document Type) this information would make it easier later onto log these documents to VBC.

6.1.5 Tracking and handling documents:

Correspondence:

Document controller should always maintain a log of correspondence (one for the incoming and one for the outgoing)that shows all the information needed like (Issue date, originator, if reply required, reply date, reply reference, etc) these logs shouldbe updated daily.


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Document controller should take a good look and read thecorrespondence so not to miss any reference that is needed fortracking and handling the correspondence.

Correspondence numbering should follow the Client requirementsand CCC procedures, the numbering should show the direction of

the correspondence, logs should be maintained with sequentialnumbers, for example Client Log should be with no gaps in thesequential numbering.

Documents/Drawings Issued for Approval By the Client:

The above documents should be issued to the client underOutgoing Transmittal; each transmittal should be Issued For onepurpose only (Information, Approval, Construction etc).

Outgoing transmittal should show at least the ID, Title and revisionof the attached documents and contains only one document type.

Tracking of the approval cycle like comments received, commentstatus (Approved, Approved with comments, Revise & Resubmitetc) and comment date, should be on the document level astracking fields on the database (Properties in VBC).

Weekly report should be issued for our Document Register fortracking approvals statuses and pending approvals. (AttachedSample). Attachment 3.

All other document types that requires approval or clarification by the clientshould have a similar tracking tools to be customized and setup in our EDMSsystem VBC. For example Document types like MAR (Material ApprovalRequest) RFI (Request for Information) etc. Attachment 4.

We have to bear in mind to base our overdue and pending Approval / clarification calculations on the contractual period for approval / clarificationagreed up on with the client.

6.1.6 Deliverable registers and coordination between Engineering,Procurement, Planning, Subcontractors And Client:

Produce the Deliverable Register of the Documents should be prepared bythe project:

Clarify the contractual Client requirements of the documents thatshould be submitted for Approval and Information.

Define document types should be produced and the relateddepartment. Documents such as QMP (Quality ManagementProcedures, QCP (Quality control procedures), HSE Procedures,MS (Method statements etc.


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All related departments through a meeting for all departmentsheads should produce the above register; each department shouldproduce the list of documents they should issue for this project.These documents lists should be gathered under the projectdeliverable register.

Engineering document register should be produced by theEngineering subcontractor including planned and forecast dates tobe able to track issuing the documents on time and calculate theprogress of engineering from the actual issue dates. ( Attachedtracking & Progress reports ). Attachment 5.

Coordination between Engineering, Procurement, Planning,Subcontractors and Client should be arranged to identify thedocuments flow between all parties to speed up the flow and theapproval cycle.

All exchange of documentation between the parties mentioned

above should be under transmittals Incoming & Outgoing. Thisflow should be controlled and logged by DCG to our EDMSSystem VBC.

DCG should maintain the history of the documents, hard copiesand electronically by linking each revision to the relatedtransmittal.

6.1.7 Hardcopies Filing:

Correspondence Filing: Incoming correspondence should be filed inseparate Box files than Outgoing correspondence. For each incoming and

outgoing correspondence for each party that the project communicate withshould have a separate Box file with dividers between correspondence typeand the other.

Engineering Documents Filing: Follow the Work Breakdown Structure(WBS) of the project, for example: Area, Sub area, and discipline.Drawings, Procedures, and Specifications each type separate.

Transmittal Covers: Same as correspondence filing above.

Others: MOM, Reports, Technical queries such as (RFI, MAR, RFF etc)should be filed Separately each type in a box file.

Note that all Cabinets, Drawers, and files should have on the outside the documentType and Originator as a header and the range of Numbers of the documents theycontain.


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Attachment 1

Box File Cabinet


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Hanging File Drawers


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A0 Filing Cabinet


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A0 Drawings Hanger


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A0 Copier, Printer & Scanner


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A0 Color Plotter

A4 & A3 Heavy Duty Scanner


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Digital Sender

A3 & A4 Copier


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Attachment 2

STAMPS


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Attachment 3

Approval & Reply Statuses (Report Generated From VBC)


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Approval & Reply Statuses DetailsReport Generated From VBC


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Attachment 4

RFI Status Summary (Report Generated From VBC)


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RFI Tracking Details (Report Generated From VBC)


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Attachment 5

Sample Engineering Progress Measuring Report, Page 1Report Generated From VBC


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Sample Engineering Progress Measuring Report, Page 2Report Generated From VBC

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