Project Document Control Procedure

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GASCO - RUWAIS TRAINS 1&2 HP & LP FLARES

PROJECT DOCUMENT CONTROL PROCEDURE

GASCO Document No. 5631-PRC-00-AA-8001

Dhabi Nortech Project No. P-GAS-0213

REV DATE PAGES DESCRIPTION BY CHECKDISC

APPROVE

EM

APPROVE

3RD

PARTY

APPROVE

DM or MD

APPROVE

A1 14/08/2015 13 Issued for Comment SSL BND SSL KSN BND

A2 08/10/2015 13Updated Re-Issued for

CommentSSL BND SSL KSN BND


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Abu Dhabi Gas Industries Ltd Document No. 5631-PRC-00-AA-8001GASCO Rev A1Project Document Control Procedure

OP-SD-001-A3 Page 2of 13

Table of Contents

INTRODUCTION 3

1. GENERAL 33. ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS) 34. PROJECT & DOCUMENT NUMBERING & REVISION CONTROL 45. DOCUMENT FORMAT 85.1 Drawings 85.2 Documents 85.3 Document Revision Control 8

6. MASTER DOCUMENT REGISTER (MDR) 97. DOCUMENTATION ISSUE, TRACKING & STORAGE 97.1 Documentation Issue 97.2 Tracking 97.3 Documents for Review by Client 97.4 Control of Comments from Client/Dhabi Nortech 108. CLIENT / SUPPLIER DOCUMENTATION 108.1 Client Documents 108.2 Supplier Documents 109. CORRESPONDENCE 119.1 Emails 11

9.2 Letters 1110. DISTRIBUTION 1211. PROJECT REPORTING 13


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INTRODUCTION

The procedure has been produced for use on the GASCO Ruwais Trains 1&2 HP & LPFlares. Project specific requirements are in line with those requested by the customer.

1. GENERAL

The objective of this procedure is to ensure that all documents, correspondence anddeliverables (hereafter collectively named as documents), prepared, received and sent byDhabi Nortech are recorded, distributed and filed in an efficient and controlled andtraceable manner.

2. DEFINITIONS

Documents: In the context of this procedure applies to all documents such asspecifications, calculations, reports, minutes of meetings and all design drawings.

The EDMS implemented through ProArc is the system or tool adopted by Dhabi Nortech forthe numbering, control and management of all documentation. ProArc will be managed bythe Dhabi NortechDocument Control Manager (DCM).

CRS - Comment Resolution SheetDCC - Document Control CentreDCM - Document Control ManagerDM - Delivery ManagerEDMS - Electronic Document Management SystemEM - Engineering Manager

MDR - Master Document ListSDR - Supplier Document List

3. ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS)

All Dhabi Nortech project documents will be stored on the ProArc EDMS; DCC will beresponsible for allocating document numbers by using a document profile within ProArc.The document profile will store the native file and PDF of the document that has beenissued. All documents can be retrieved by searching for documents by number, title & byusing other fields in the profile.


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4. PROJECT & DOCUMENT NUMBERING & REVISION CONTROL

A unique numbering system is used for filling and recovery of all documents as described in

Client document ORTPP-PR-003.

Example: 5631-PRC-07-BD-1001

4 DIGITs (Max) - Sequential Number

1 DIGIT (Max) - Document SizeSee Table C

1 DIGIT (Max)DisciplineSee Table B

2 DIGITs (Max) - Plant No.See Table A

3 DIGITs (Max)Document TypeSee Table D

4 DIGITs (Max) - Project No.

Table A Plant Location

Code Plant

00 General

05 Ruwais

07 Utilities

Table B Discipline/Engineering

Letter Discipline Code

A General

B Process

C Civil & Structural

D Static Equipment

E Energy Packages

F Furnaces

G Packages

J InstrumentationL Piping

M Mechanical

N Insulation

Q Foundations

P Electrical

R Buildings

S Site Improvement

T Telecommunications

W Welding & Metallurgy

X Painting

Y HSE

Z Marine


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Table C Document Format

Code Original Paper Size

A A4

B A3

C A2D A1

E A0

Table D Document Types

Commercial/Contract Documents

Document Code Document Type

CBE Commercial Bid Evaluation

PEP Project Execution Plan

REP Report

SCH Schedule

Project Documents

Document Code Document TypeAUR Audit Report

AUR Audit Report

BIS Bid Appraisal Summary

BID Bid Evaluation

CSS Cost & Schedule Summary

OPR Operating Procedure

PCN Project Change Notice

PCS Project Cost Summary

RKM Risk Management

STA Statement

General Documents


ANA Analysis

APP Application

ASS Assessment

ATR Action Tracker

BLS Bid List

BOD Basis of Design

BOM Bill of Materials

CAC Calculation

CEP Contract Execution Plan

CRE Concession request

CRT Commissioning Report

CTR Cost Time Resource

DAB Data BookDAS Data Sheet

DCN Design Change Notice

DDM Document Distribution Matrix

DOC Declaration of Conformity

DRF Deviation Request

DTN Document Transmittal

EAF External Audit Form

EML Email

ENQ Enquiry

ENS Environmental Statement

ERA Environmental Risk Assessment

EST EstimateEVA Evaluation

EWN Early Warning Notice


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FAX Fax

FDS Functional Design Specification

FOR Forms

IAF Internal Audit Form

IDX Index Register or List

INT Interface DocumentIOM Installation, Operating & Maintenance Manual (IOM)

ITP Inspection & Test Plan

ITT Invitation to Tender

LST List

LTR Letter

MAN Manual

MAT Matrix

MOM Minutes of Meeting

MRB Manufacturing Record Book

MTO Material Take-off

NCR Non-Conformance Report

NOT Notification

PCP Project Control ProcedurePCS Project Cost Summary

PDP Project Delivery Plan

PFS Performance Standard

PHI Philosophy

PLD Project Plan Deviation

POL Policy

PQP Project Quality Plan

PRC Procedure

PRG Programme

PRL Proposal

PSC Project S Curve

PUR Purchase OrderQAM Quality Assurance Manual

QPN Quality Plan

QRY Project/Technical Query

QUA Qualification

REG Register

REQ Requisitions

RNS Risk Notification Sheet

RQT Request

RTA Recommendation to Award

SDS Supplier Data Schedule

SEP Service Execution Plan

SII Site Instruction

SPA Spares Listing

SPE Specification

SOW Scope of Work

STD Standard

STU Study

TBE Technical Bid Evaluation

TCO Technical & Commercial Offer

TNN Technical Note

TOR Terms of Reference

TPR Test Procedure

VAR Variation Order

VOR Variation Order Request

WCS Weight Control SheetWIS Work Instruction


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WKP Workpack

WPS Welding Procedure Specification

TechnicalDocuments


ADD Addendum

ASY AssemblyBLD Block Diagrams

CAU Cause & Effect Diagram

CCR Change Request

CDD Circuit Diagram

CER Certification Record

CRD Cable & Routing Record

CSA Cross Section Area

DTL Detail Drawing

ELD Equipment Layout

ELV ElevationFAB Fabrication

FLD Flow Diagram

GEN General Arrangement

HAZ Hazardous Area Classification

HMB Heat & Mass Balance

HOK Hook-up Diagram

IND Interconnection Diagram

INS Installation Drawing

ISO Isometric

LAY Layout

LDI Logic Diagram

LID Line Diagram

LOD Loop Diagrams

PAL Panel Layouts

PED Penetration Details

PFD Process Flow Diagram

PID Piping & Instrumentation Diagrams

PIS Pipe Support

PPL Plot Plan

SCE Schematic

SKE Sketch

SLD Single Line Diagram

TER Termination Diagram

UFD Utility Flow Diagram

WDD Wiring Diagram


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Sequential Number

The serial numbers shall be:1001 (to 1999)Flow Sheets, P&ID, Plot Plans

2001 (to 2999)Piping Layout, Isometrics, Supports3001 (to 3999)Equipment Related4001 (to 4999)Civil Related5001 (to 5999)Instrument Related6001 (to 6999)Electrical Related7001 (to 7999)Rotating Equipment Movables8001 (to 8999)General Documents, HSE (now included)

5. DOCUMENT FORMAT

Standard templates shall be used for all documents, drawings data sheets, specifications,calculations and reports. Standard templates shall be held within discipline specific folders

within the Dhabi Nortech Quality Management System at G:\QA\05-Standard Documents.

All documents other than drawings shall have a front sheet which is formatted inaccordance with OP-SD- 001 Standard Document Template.

All documents shall be in the English language

All documents, except drawings, shall be supplied in a searchable PDF format

5.1 Drawings

New drawings will be prepared using the appropriate CAD system; an appropriate templatewill be selected for drawings and will be saved in the relevant document profile on ProArc.Client document numbers will also be added within the Dhabi Nortech drawing templatewhere applicable.

5.2 Documents

All documents will be saved in the relevant document profile on ProArc. Client documentnumbers will also be added within the Dhabi Nortech drawing template where applicable.

5.3 Document Revision Control

Where Dhabi Nortech apply their own revision control system the following shall apply.

All Preliminary / For Information status documents shall be identified by revision P1, andthen further revisions shall be identified by P2, P3 onwards.

All For Approval status documents shall be identified by revision A1, and then furtherrevisions shall be identified by revision A2, A3 onwards.

All Issued for Design / Enquiry status documents shall be identified by revision B1 andthen further revisions shall be identified by revision B2, B3 onwards.

All Issued for Construction / For Use status documents shall be identified by revision C1and then further revisions shall be identified by revision C2, C3 onwards.

All As Built status documents shall be identified by revision Z1, and then further revisions


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shall be identified by revision Z2, Z3 onwards.

All Cancelled status documents shall be identified by revision XX, with CANCELLEDclearly marked across the document.

Changed information

When a drawing is changed, a revision cloud / bubble with the revision number inside (in atriangle) shall be shown alongside each change. As the drawing progresses, i.e.Preliminary through Design, Enquiry and Construction, existing revision clouds / bubblesshall be removed at each update to show a clean drawing.

When changing a document, all changes should be referenced on the document front sheet/ drawing title block to show the current revision of the document. Revision numbering willbe as follows:

REV DATE PAGES DESCRIPTION

A1,B1,C1 etc. RevDate Pageseffected Description of change

6. MASTER DOCUMENT REGISTER (MDR)

It will be the responsibility of DCC to ensure the MDR is maintained and updated throughthe life of the project. DCC will reserve document numbers & add Client documentnumbers in ProArc, delivery dates will be set against the document number to trackprogress in accordance with Client document SVP(P)-PR-027

7. DOCUMENTATION ISSUE, TRACKING & STORAGE

7.1 Documentation Issue

Release of Documents to Client

Final issue of documents shall be transmitted to the Client only after review and sign-off byEM. The extent and format of such documentation will be advised by the client.

Issue and Distribution

The distribution of documents to Client, Suppliers and & third parties will be as noted on thetransmittal with the reason for issue included; ProArc will maintain records of all documentsthat have been issued.

7.2 Tracking

When documents are issued to a receiver outside Dhabi Nortech, DCC will be responsiblefor checking receipt of the transmittal. Signed Transmittals will be stored in ProArc by DCC.

DCC will be responsible for expediting turnaround of documents on internal squadcheck/workflow. Progress of document production and review is monitored using ProArc.

7.3 Documents for Review by Client

Documents requiring comment / approval by Client or other external authority will be agreedduring the Project Kick-off meeting. Documents will be issued with a Transmittal and returnby dates will be recorded on the document profile. The standard timescale will be 10


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working days, however this may vary depending on agreed timescales with Client. Theturnaround times will be indicated by the DM on the issue request. DM/DCC will expedite alloutstanding documents from clients and record all received comments in the documentprofile on ProArc.

7.4 Control of Comments from Client/Dhabi Nortech

Documents, when issued for review to Client, will be accompanied by a CRS, this will becompleted by the DCC and will be included in the transmittal to the Client. The CRS iscompleted by the Client and returned to Dhabi Nortech for resolution.

8. CLIENT / SUPPLIER DOCUMENTATION

The numbering, review and control of client and vendor documentation is as follows.

8.1 Client Documents

Client documents will be received by DCC and they will be logged in ProArc in the relevantproject. DCC will include the client number in the client number field on the documentprofile. DC will notify the Project team that new documents have been received by sendingan email link with the details.

8.2 Supplier Documents

The supplier will provide a supplier document register (SDR) listing documents withexpected dates of issue. DC will reserve document profiles in ProArc and include dates forexpediting and add client document numbers if required. The client numbers will be given tothe supplier for inclusion on the documents.

a. Numbering

Supplier documents will be received by DCC and then logged in ProArc in the relevantproject. DCC will include the supplier document number in the supplier documentnumber field on the document profile.

Any special requirements for supplier document format will be identified at the Kick Offmeeting.

b. Location Of Documents

All supplier documents will be stored by DCC on ProArc in the relevant project; thesewill be searchable by document number and title. New revisions will supersede the

previous version and will be filed in the same document profile.

Supplier Documentation Review

DCC creates workflow as per supplier document distribution matrix Reviewerchecks documents by viewing on ProArc

Reviewer closes workflow

DM receives workflow and reviews all comments made

DCC receive notification workflow is complete

DCC issue documents to vendor indicating status

Completed reviews will be confirmed with a document status code:-

1Accepted


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2Accepted with Comments incorporate Revise & Resubmit

3Not Accepted. Revise & Resubmit

4For Information

These will be shown on the document profile and Transmittal.

9. CORRESPONDENCE

The circulation and distribution of emails, letters and transmittals will be as noted in 10.1below. Any technical discussion with the client must be addressed to the clientsrepresentative raising the issue (using the email reply all function) and ensure that theDM/EM/DCC is copied in any response.

Where this is a new discussion raised by Dhabi Nortech then they should be addressed, inthe first instance, with the persons noted below in table 10.1.

The subject line of all emails/transmittals should follow the clients requested format; e.g.5631 (FEED) : (letter/email/transmittal reference): (subject of message)

For clarity, and in accordance with OP-SEP-001, Do Not change subject in any email trail.

9.1 Emails

Emails must include the project number (and/or transmittal reference) and subject in thesubject field, a project mailbox has been created in outlook Public Folders. All emailsshould be filed in the relevant month for archiving.

9.2 Letters

Letters issued to the Client must be issued with a sequential Correspondence Number.


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10. DISTRIBUTION

10.1From Dhabi Nortech to Client

CorrespondenceType

Mean of Communication Recipients

Contractual Matters Letters/Fax To: PX2Cc: PC, PCP, PX2/M1

Project Documents(Except contractualmatters)

Letters/Fax/Transmittals2 Hard copies

To: PX2Cc: PX2/M1

E-mail To: PX2/M1Cc: PX2, PX-3/P-SEC0, PX1/S1

Day to day technical E-mail To: PX-3/P-SEC0Cc: PX2, PX2/M1

Circulation Legend

Designation Name Email Address

PX Hasan Mohamad Al Ali

Vice President, Projects Ruwais

[email protected]

PC Mahmoud A. Yousef Al HosaniVice President, Project Controls

[email protected]

PCP Bharat MehtaProjects Procurement &Contracting Department Head

[email protected]

PX2 Joseph GeraldSr. Project Manager (Ruwais)

[email protected]

PX2/M1 Assaad AbdallahProjectManager

[email protected]

PX-3/P-SCE0 Abdelsayed BotrossSr. Construction Engineer

[email protected]

PX1/S1 Sikander Ali

Office Administrator #

[email protected]

PCC/P-SPAS7 Saravanan AmarnathPlanning**

[email protected]

# copied on all project emails (not contractual)** copied on planning related emails only


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10.2From Client to Dhabi Nortech

Correspondence Type Mean ofCommunication

Recipients

Contractual Matters Letters/Fax To: DM

Cc: EM, MDProject Documents (Exceptcontractual matters)

Letters/Fax/Transmittals To: DMCc: DCC

E-mail To: DMCc: DCC

Day to day technical E-mail To: DMCc: DCC, EM and relevant TechnicalLead Engineer below

Circulation Legend

Designation Name Email Address

DM Brian NewbouldDelivery Manager

[email protected]

MD Bryan BunnManaging

Director

[email protected]

EM Keith StephensonEngineering Manager

[email protected]

SWE Steve WakeCivil & StructuralTechnical Lead Engineer

[email protected]

CCY Craig CowleyE I & C Technical LeadEngineer

[email protected]

AOE Anthony ORourkePiping Technical Lead

[email protected]

SSN Shaheeb ShanMechanical Technical

Lead

[email protected]

SDN Steve DoneganProcess Technical Lead

[email protected]

Document Control Centre (DCC) to be included in all project related emails (not contractual)[email protected]

11. PROJECT REPORTING

The following reports will be produced from ProArc:

Document status

Documents awaiting Client Approval

Documents Approved by Client

Master Document Register (MDR)

Supplier document status

Supplier Document Register (SDR)

The above will be supplied to GASCO on request along with any additional reportingrequested by GASCO

Date post:	13-Apr-2018
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