S1. PURPOSE

This Project Documentation Administration Procedure or also known as Document Control Procedure system describes the responsibilities and systems for the receiving, distribution, maintenance and management of all project documents, which have been approved by the responsible individuals/ organizations involved in the PROJECT.

S2.SCOPE

This example of previous project made according to client requirements, provides guide line to establish the actual project procedure covering document & drawing control, document numbering system, and electronic document management system (EDMS). This procedure defines forms and formats for all documents including drawing title and establishes numbering system, etc. This document control program gives principle on how to:

• Maintain up-to-date records of drawings and document status and make regular issue of revisions to all concerned including the SUBCONTRACTORS and VENDORS.
• Maintain drawings and documents registers on electronic files as established by Home Office and record all receipts, issues and field revisions.
• Maintain and store all drawings and other documents in good condition until handover to COMPANY.
• Compile handover documentation and record, including electronic files, for hand over to COMPANY.
• COMPANY shall have read-only access, in COMPANY’S PROJECT Offices, to CONTRACTOR’S document control system.

S3 RESPONSIBILITY

• TheSenior Document Controller is responsible for the receipt, distribution control and general management of all documentations, including correspondence, drawings, procedures and specifications either in form of hard copy and electronic copy. He will lead Document Control Group.
• The Document Control Groupis also composed of the Document Controller, IT Operator and Clerks, and they report operationally to the Senior Document Controller. The Document Control Group will be monitored frequently by Quality Team including evaluation of document control system.
• The Document Control Management is also composed of the Project Control Manager, Quality Manager, and Administration Manager.
• The DCC(Document Control Center) of CONTRACTOR is responsible for issuing, receiving, and circulating of applicable documents from or to responsible personnel involved within the organization.

 S4. Electronic Document Management System

CONTRACTOR shall implement and maintain an Electronic Document Management System (EDMS) for the duration of the Project, so as EDMS ensures all deliverables needed to operate plant is electronically registered, and deliverables is easily and reliably available to CONTRACTOR, COMPANY, Home Office, Site, and other execution locations throughout the course of the Project.

COMPANY given EDMS system architecture will be based on the integration of industry standard, nonproprietary, commercially available software application and hardware components, which meet and undertake the requirements as follows:

• Imaging

• Deliverables

• Workflow

• Distribution

• Redlining

• Indexing

• Replication

• EDMS/Documents Replication

• Scanning

• System reporting

• Storage Medium

• Contractor Hardware/Software

• System Testing

• System Preference

 Documentation and Drawing Control

The following documents (but not limited to) shall be transmitted to the Document Control Group and distributed according to this and the reference procedures.

• COMPANY’s Documents

• Drawings

• Project Execution Plan and Work Procedures

• Technical Specifications

• Welding Procedure Specification (WPS)

• Approved Vendor List revisions

• Design Change Notes (DCN), Field Change Notes (FCN), Technical Queries (TQs), Non Conformance Reports (NCRs), Site Queries/Instructions, Variations, Clarifications etc.

2. The Document Control Group shall maintain and file the current documents and revisions in the EDMS using the agreed structure/hierarchy for document storage.

3. The Document Control Group shall make available to COMPANY controlled hard copies of all documents including superseded documents such as IFC.

4. Document Control Group shall ensure that the requirements of preparation, review, approval and distribution of the controlled documents are summarized as shown on the Document Control Chart (Attachment #1).

5. Document Control Group shall ensure that the latest revision is highlighted by a vertical line in the right-hand margin of changed area. And the revision of form shall be identified by encompassing the changed area with a cloud mark on the form. All denotations of previous revision shall be eliminated.

Document Deliverables Register (DDR)

A controlled document deliverables register will be prepared in line with Preliminary Schedule of Contractual Deliverables by discipline category in accodance with COMPANY’s discipline code. A planned and actual deliverable dates are assigned for each document.

Documents and drawings are developed in logical work packages. DDR shall be prepared using the MS Excel spreadsheet. The data shall be updated electronically, monthly, and submitted the drawing issue summary to COMPANY concurrently with the monthly project report. When COMPANY receives the preliminary DDR, COMPANY shall indicate their requirements for review and approval and return the document to CONTRACTOR. Typically COMPANY shall identify those documents required;

• For Information (IFI)

• For Comment (IFC)

• For Review (IFR)

• For Approval (IFA)

All deliverables shall be issued to COMPANY and must clearly state to whom and for what purpose the document is sent.

Preparation, Review and Approval of Documents

1. All documents shall be prepared according to the applicable procedures, which meet with the requirements of contractual documents and all applicable codes, procedures and standards.

2. The document numbers shall be assigned according to the relevant procedures depending on the document type. This holds for all documents also generated by COMPANY for example, TQs, NCRs, etc.

3. A Master Distribution List containing drawings, documents and other deliverables related to the project work shall be prepared and issued to COMPANY and maintained on the EDMS throughout the project duration.

4. All prepared documents shall be reviewed and approved internally by the responsible Manager for suitability, completeness and accuracy prior to the issue.

5. All personnel in charge of preparation review and approval shall identify the initial name on the relevant documents. All documents shall be prepared and reviewed by assigned personnel, and approved by responsible Manager.

6. All revisions of documentation shall be electronically stored within the EDMS.

7. The documents for COMPANY’s approval shall be internally approved by the CONTRACTOR Project Manager or Site Manager and shall be submitted to COMPANY for review & approval/information as required via the respective organizational DCCs.

8. CONTRACTOR shall implement all changes to documents that shall be checked, controlled and distributed in the same manner as the original documents.

9. Document Control Group shall control the document status for approval, distribution and revision status using the EDMS.

Receipt Control

1. The personnel who prepared the documents, which are controlled by the relevant procedures, shall send the documents as an Electronic File to the Document Control Group for distribution of internal organization (Head and/or Site office). The Document Control Group shall designate the “√” in the “□” of the Correspondence Registry Slip (Attachment #2) in accordance with Document Control Chart.

2. In case the documents are distributed to COMPANY, a subcontractor and/or vendor, the document transmittal forms (letter, facsimile and transmittal) shall be numbered in accordance with the approved numbering system specified in the Coordination Procedure.

3. Upon the receipt of the external document, Document Control Group shall convert the document into a pdf File, and submit it to the Project Manager or Site Manager for listing of document distribution. The Document Control Group shall designate the “√” in the “□” of the Correspondence Registry Slip (Attachment #2) in accordance with Document Control Chart.

4. When a document is transmitted from the Document Control Group to the COMPANY, a notification via email shall be sent to all relevant parties indicating that documents have been added to the EDMS. The recipient DCCs shall distribute all relevant documents for review, approval and /or information.

 Distribution Control

1. The Document Control Group shall also be responsible for the timely distribution to all parties involved, both internal and external parties.

2. All revisions of the documents shall be checked, controlled and distributed in the same manner as the original

Disposition of Superseded / Obsolete Documents

1. When revised documents are received, all superseded hard copies of the documents shall be clearly marked “OBSOLETE” by the Document Control Group.

2. However, the electronic file of each expired or obsolete document shall be kept at EDMS as a reference and for historical purposes.

Storage

1. Documents shall have a unique number and shall be stored in the EDMS and numbered in accordance with the relevant numbering procedures.

2. All electronic documents stored in the EDMS should be treated with confidentiality and should not be used at anybody's discretion in line with CONTRACTOR Company policies

Correspondence and Transmittal Number System

1. The Document Control Group shall allocate numbers to all outgoing correspondence and transmittals in accordance with the Coordination Procedure.

2. Both correspondence and transmittals will be stored electronically in the EDMS. Scanned copies of correspondence and transmittals will only be uploaded after relevant signatures have been received from relevant parties.

3. Correspondence from CONTRACTOR will be loaded into the EDMS and a notification via email shall be sent to COMPANY, referencing a web hyperlink to the item.

4. Transmittals for any document will be attached to an email as a File Download Notification, which shall be sent to COMPANY focal points, referencing a web hyperlink to documents/drawings or item being transmitted. On receipt of the email COMPANY will sign transmittal, scan and send back a copy to CONTRACTOR. CONTRACTOR Project/Site Doc Control will load the final transmittal into the EDMS for all parties to view.

5. COMPANY shall use the CONTRACTOR Correspondence/ Transmittal Numbering Procedure for their issued documents associated with the project. They shall then be attached via email directly to the CONTRACTOR Project/Site Document Control Group for load into the EDMS.

Status Indication and Revision Control

Documents ‘For Information’

CONTRACTOR shall submit ‘For Information’ such drawings and documents specified in the CONTRACT as requiring submission ‘For Information’.

Documents ‘For Comment’

CONTRACTOR shall submit ‘For Comment’ such drawings and documents specified in the CONTRACT as requiring submission ‘For Comment’.

CONTRACTOR shall correct all comments identified by COMPANY. Any disagreements shall be formally resolved with COMPANY prior to the implementation of the document. When implementation of the comments results in substantial modification to the document, COMPANY shall re-issue the modified document, which shall be clearly marked ‘Re-issued For Comment’.

Documents ‘For Approval’

The number of documents requiring approval by COMPANY has been limited in view of the overall responsibility assigned to CONTRACTOR. COMPANY’s predominant role shall be to audit the CONTRACTOR’s review systems to ensure that they meet the specified requirements and that the control system is implemented correctly.

CONTRACTOR shall submit to COMPANY the key drawings and documents specified in the Document Deliverables Register clearly marked ‘For Approval’.

‘Released’ Documents

CONTRACTOR shall issue all drawings and documents, which have been through the necessary review / approvals cycle, as ‘Released’ for procurement, manufacturing, construction, commissioning, etc.

Where significant changes / modifications have been made to documents or drawings issued ‘For Approval’ or ‘For Comment’, the document or drawing shall be re-issued as ‘Re-issued For Approval’ or ‘Re-issued For Comment’ before being issued as ‘Released’.

Significant changes / modifications shall be determined by Lead Engineer.

If ‘Released’ documents are found to be incorrect or earlier comments have not been observed, CONTRCATOR shall immediately undertake all required remedial action. (re-issue, correction note, etc.)

Document and drawing Format Procedure

A document title page and drawing title are provided in Attachment #3.. CONTRACTOR has adopted examples as guidance.

 Document Numbering Procedure

Unit Coding

Example

The code, which identifies the Units into which the PLANT has been subdivided, shall be included in every technical document and it is assigned as follows:

General

000 General

Process Systems

100 SEAWATER INTAKE

200 SAND FILTERS

300 ENERGY RECOVERY 2

400 ENERGY RECOVERY 1

500 SWRO SKID 1

600 SWRO SKID 2

700 BWRO SKID 1

800 WATER STORAGE

Utilities Systems

1010 Steam System

1020 NEP

1030 CHEMICAL DOSING SKIDS

1040 Electrical Distribution

1050 Instrument and Utility Air System

1060 Interconnecting Systems

1070 Storage Tanks

1080 Drainage and Sewer System

1090 Waste Water Treatment System

1100 Integrated Control System (ICS)

1110 Fire Protection System

1100 Telecommunications System

1110 Fire and Gas Detection System

1120 Buildings

1130 Roads and Fencing

EQUIPMENT AND MATERIAL TAGGING SYSTEM

The identification number (item number), is a group of alphanumerical characters unequivocally identifying the type of equipment as per the “Equipment Designation Codes” section (below) and its numerical sequence (for the same type of equipment) in the Unit.

YYYY-X(XX)-NNN Z-(XXNN)

where:

YYYY is the code of the Unit the equipment belongs to.

X(XX) is the code identifying the “type” of equipment (as per “Equipment Designation Code” section)

NN(N) is the sequential number for the same type of equipment in same unit (from 001 to 999)

Z(/Z) is a reference letter for twin, or more, pieces (from A to Z). Equipment serving two or more main equipment shall be tagged by Z/Z(/Z)

(XXNN) to be used only to define ancillary equipment and belonging to an equipment or to a package unit

Example A

Drivers shall be identified by the same code as the driven equipment, with the addition of a prefix letter for type (M = Motor, etc.), e.g.:

meaning the electric motor of the 3rd spare pump of Unit 100.

 INSTRUMENTATION

Instrument symbols and nomenclature on P&IDs and Utility Flow Diagrams are derived from the Instrument Society of America (ISA) Specification ISA S5.1. However, instrument function codes shall match the respective Refinery.

XXXX - XXXXX - XXX - X

ELECTRICAL

Electrical Tagging system shall be in accordance with the requirements described in 5578-AMD-EU-001, Electrical Design Guidelines.

LINE NUMBERING

Line numbering will be in accordance with the following example:

6” – XXXX – XX – XXX – XXXXXXX - XX

In addition to having a line serial number, all lines get a plant number from the plant in which they originate and they keep that number up to their termination point (unit battery limit). When these are travelling from one area to another area, plant number will change and the line sequence number might change.

Note: The piping class designation for new piping systems under the PROJECT shall follow the criteria given below. This is only for piping classes that do not already exist and need to be added to the PROJECT.

Piping Class number comprises of normally six digits however seven digits may be used for the PROJECT when need arises for a new piping class and shall be as follows:

First two digits of the Piping class reserved for ASME rating or tubing (1-150#, 3-300#, 6-600#, 9-900#, 15-1500#, 12-125# , T-Tubing).

Third digits reserved for Material (1 - Carbon steel, 2 - low and intermediate alloy steel, 3 - Stainless Steel, 4 - Aluminium and Aluminium alloy,  5 - Copper and copper alloy, 6 - nickel and nickel alloy, 7 - non metallic material, and 8 - lined/galvanized steel).

Fourth digits reserved for Corrosion Allowance (0 - 0 mm, 1 - less than or equal to 1mm and above 0mm, 2 - less than or equal to 2mm and above 1mm, 3 - less than or equal to 3 mm and above 2mm, 5 – less than or equal to 5 mm and above 3 mm, 6 - less than or equal to 6mm and above 3mm, 9 - above 6mm).

Fifth digits for Service (A - Acid, C - Caustic, D - Drain/Sewer, H - Hydrogen, P – Process (General Hydrocarbons), Q - Chlorination Gas, T - Wellhead Piping, U - Utility).

Sixth digit is reserved for numbers (0-9) Sour/Non Sour (1 - Sour, 2 - Non Sour)

Seventh digit (Alpha Character) shall be used only when there is any modification to the original TAKREER piping class. This digit is to make a distinction between like materials (A, B, C, etc.)

 P&IDS STREAM NUMBERING

Main process and utilities lines with exception of vent, drain, PSVs, etc., shall be identified by means of a sequence number which define relative process conditions.

REFERENCE DOCUMENTS

This section defines the numbering requirements for general reference documents.

1) PROJECT DOCUMENT/DRAWING CODING SYSTEM

A suitable code shall be attributed to any document prepared within the PROJECT framework in order to allow a functional subdivision of same type of documents and to identify each of them promptly for filing purposes. Any documents, drawing, specification, list etc. will be numbered with COMPANY codes. Refer to Document Class Codes System section (below) for detail codes.

2) NUMBERING SYSTEM

Documentation, drawings and data sheets will be coded as per the rules described in this document. COMPANY coding structure is based on a group of alphanumeric characters to be filled in according to the following criteria.

Drawings example

Drawing serial numbers shall be controlled and allocated by each discipline leader however, the following system can be adopted:

Process and Utility Flow Diagrams (PFD and UFD) 001 through 099

Piping and Instrument Diagrams (P&ID’s) 100 through 199

Utility Distribution Diagrams (UDD) 200 through 299

Auxiliary Flow Diagrams (AFD) 300 through 399

Material Selection Diagrams (MSD) 400 through 499

Piping Drawings 500 through 999

Civil Drawings – Control Building 001 through 049

Civil Drawings – Substation Building 050 through 099

Civil Drawings – Composite Plans of units w/underground 100 through 200

Mechanical Equipment Details 001 through 099

Mechanical Drawing – Equipment 100 through 200

Electrical Single Line Diagrams 001 through 050

Electrical Area Classification Drawings 051 through 100

Electrical Plan Drawings 101 through 200

Instrument System Drawings 101 through 200

Instrument Main cable Routing Drawings 201 through 300

Instrument Location Plan Drawings 301 through 400

Instrument Typical Loop Drawings 401 through 500

Instrument Equipment Layout Drawings 501 through 600

Instrument Logic Diagrams 601 through 700

Instrument Power Distribution Drawings 701 through 800

Note 1: For PFD, UFD and P&ID’s drawing serial number could be of six digits (00101A, 00101B, etc.) in case same drawing is divided in several sheets to permit PDS2D file structure management.

General Engineering Documents, SPECIFICATIONS and Standards

Data Sheets (Mechanical)

Example: For Mechanical Equipment: 5578-DS-1815-B-001 – Data sheet for Heater in Unit 1815

Data Sheets (Instrument)

Example: For Instrument: 5578-DS-1804-PT-101- – Data sheet for Pressure Transmitter in Unit 1804.

Summaries, Lists, Material Selection Guides. Calculation Notes, MTO, Process Design Basis

Material Requisitions/Subcontract Agreements

ELECTRONIC FILE NUMBERING

Electronic File Naming of PROJECT documents and Engineering documents and drawings shall be as follows:

General Engineering Documents, Specification, Standards, Lists, MRS

Electronic file naming shall be the COMPANY number adding at the end, before the file extension, attachment indication (if any) and the revision index.

Example: 5578-EPC-PA-015_RA.doc

5578-EPC-PA-004-ATT-3_R1.doc

5578-SP-CU-013_RB.doc

Data Sheets

Electronic file naming shall be the COMPANY number adding at the end, before the file extension, the revision index.

Example: 5578-DS-803-F-001_PRA.xls

5578-DS-803-B-003_R0.xls

Engineering Drawing

Electronic file naming shall be the COMPANY number adding at the end, before the file extension, the sheet number and the revision index.

Example: 5578-1000-CU-D-00001-01_RA.dwg

5578-1001-PU-D-00501-02_R0.dwg

For P&IDs, PFDs and MSDs electronic file names shall be as follows:

For piping layout, electronic file names shall be as follows:

For isometric sketches, electronic file names shall be as follows:

(1) Possible values: A1, A2, A3, A4, A5, A6, A7, A8, B, C, CCR, D, E F, G

(2) Two or three digits

(3) One to four digits

(4) Three digits. When provided by line list, a two-letter code may be added before the digits

(5) Two digits

Hyphen (-), dot (.) and letter “i” are fixed

EQUIPMENT DESIGNATION CODES

1. PIPING SPECIALTY ITEMS

2. ELECTRICAL EQUIPMENT

MECHANICAL EQUIPMENT

COATING / INSULATION CODES NOTES

The term “INTERNAL TREATED” indicates linings and/or internal coatings. Refer to piping line class for details.

The term “EXTERNAL COATED” indicates applies to polymeric and/or asphaltic (not painting). Refer to the coatings SPECIFICATION for details.

DOCUMENT CLASS CODES SYSTEM

DOCUMENT PREFIX CODES SYSTEM

DRAWING SIZE CODE

VENDOR DOCUMENT CONTROL

Engineering Manager shall maintain the numbering system for VENDOR documents for the WORK. All Vendor documents shall be numbered and sorted as per vendor package category.

Vendor Deliverable Register (Supplier Document Schedule) shall be submitted to COMPANY. COMPANY defines the requirement of review/information documents. As per the instructed Vendor Deliverable Register from COMPANY, CONTRACTOR shall submit to COMPANY all the documents and drawings upon receipt from the Vendor.

Vendor document will be managed as the same manner of engineering deliverables. The Vendor Deliverable Register maintenance shall be as same as the DDR.

ATTACHMENTS

ATTACHMENT 1 – Document Control Chart

ATTACHMENT 2 - Correspondence Registry Slip

ATTACHMENT 3 - Document Title Page and Drawing Title Block