Document Control, Reports and Communication Procedure
Document Control, Reports and Communication Procedure
Contract No : HPC/17-07
Document Title: Document Control, Reports and Communication Procedure Document No.:
HPC/JHR-PH-IIA-PR-DC-PRO-001
CONTENTS
1. PURPOSE ...................................................................................................................................................................... 1
3. RESPONSIBILITIES ................................................................................................................................................ 2
4. PROCEDURE ........................................................................................................................................................... 6
4.1 Project engineering documentation issued to the Company FOR APROVAL .................................................... 6
4.2 Working documentation issued to the Company FOR APPROVAL to ensure the safe and qualitative work
execution during construction and commissioning ........................................................................................... 7
4.3. Executive documentation issued to the Company during the course of the Project ........................................... 8
APPENDIX A .................................................................................................................................................... 20
Company: Rehabilitation of HPC Field Facilities Contractor:
Contract No : HPC/17-07
Document Title: Document Control, Reports and Communication Procedure Document No.:
HPC/JHR-PH-IIA-DC-PRO-001
1. PURPOSE
This document describes the order of distribution of the technical documentation, correspondence and Progress
Reporting, which is to be provided to the Company (HPC) by the Contractor (ASAS) in terms of the:
JIHAR FACILITIES REHABILITATION PHASE-II/A project.
Project documentation shall include but not be limited:
Basic Design of Gas Treatment Plant and Off Plot Units (Gas Field and facilities).
Detailed Design of Gas Treatment Plant and Off Plot Units (Gas Field and facilities).
Project procedures
HSE manuals
Operating manuals
Vendors’ documentation (Manufacturer Record Books, Installation Manuals, Certificates of Conformity etc.)
Documentation of deliverables and materials obtained locally (Certificates for sand, gravel, metal work etc.)
Contractor’s QC documentation (Site Quires, Non-Conformance Reports, Inspection Reports, Construction and
Commissioning Checklists etc.)
As-built Documentation submitted to the Company, etc.
All technical documentation issued and distributed between Company, Contractor (see definition in Appendix A)
directly related to the plant and gas fields construction will be treated as defined in this procedure.
All correspondence related to the General Management of ASAS and its secretariat is treated in accordance with
different procedure.
The flow of procurement documents is covered by separate project documents.
Document Title: Document Control, Reports and Communication Procedure Document No.:
HPC/JHR-PH-IIA-DC-PRO-001
3. RESPONSIBILITIES
3.1 Document Controller
She/he shall:
On daily basis
Ensure that correspondence received from and sent to Company, Contractor is stamped, and filing
reference is correctly indicated,
Prepare and circulate the rotating files,
Update the technical document registers,
File the copy with distribution stamp.
On weekly basis
Check with the Secretary that documents were correctly filed, and spot check the filing of the
previous week,
Contact and receive from other work locations copy of their document registers for the previous week
and update its register,
Ask the other locations copies of documents they exchanged between Company, Contractor for
central filing,
On regular and continuous basis
She/he shall:
Collect the documentation which will be included into Data Books afterwards (see the flowchart of
technical documentation)
She/he shall:
On daily basis
Ensure that technical documentation is collected, filed and treated as described in his/her Job
Description and in flowchart of technical documentation.
Track the changes in the RED LINES drawings and diagrams.
Procedures etc.
On weekly basis
Synchronize the document register as per step 6 of the technical documentation flowchart.
He shall:
See the rotating files, sign them, and copy the correspondence that he wants to keep track of,
Participate in the internal audit performed for the evaluation of the document control system.
Company: Rehabilitation of HPC Field Facilities Contractor:
Contract No : HPC/17-07
Document Title: Document Control, Reports and Communication Procedure Document No.:
HPC/JHR-PH-IIA-DC-PRO-001
4. PROCEDURE
4.1 Project engineering documentation issued to the Company FOR APPROVAL
This section describes the order of handling of the following project documentation:
Technical documentation of the Basic Design for construction of Gas Treatment Plant and Gas-fields.
Technical documentation of the Detailed Design for construction of Gas Treatment Plant and Gas-fields.
All kinds of technical documentation concerning orders for fabrication and procurement of the imported equipment
and materials supplied in terms of the present Contract for import.
The Contractor issues hard & electronic copies of all kinds of documentation, Issued sets are distributed as
following:
One original + two hard copies + 1 soft copy of the issued documentation from ASAS shall be directed to the HPC
Homs.
One hard copy and 1 soft copy of the issued documentation from ASAS shall be directed to the construction site.
On receiving the documentation from Designer, the Contractor within one working day shall submit the documents
with the register and letter of transmittal for approval to the HPC main office in Damascus. All transmitted
documents the Contractor shall stamp ASAS “FOR APROVAL”
The Company within 7 days or earlier shall review issued project documentation and gives the Contractor his
comments and remarks.
After review in case of no comments the Company shall approve the register and by means of an official letter
inform the Contractor about the approval of issued documentation.
In case of no official comments from the Company for the submitted documentation within the indicated period this
documentation considered to be APPROVED.
In case of any comments or remarks issued by the Company within the above mentioned period meaning the
necessity to revise the project documentation, the Contractor shall immediately email these comments to ASAS
engineering office.
In this case ASAS-engineering eliminates all Company’s comments and executes all stages of the above mentioned
procedure for the documentation submission. The Contractor shall stamp this documentation as “APPROVED FOR
CONSTRUCTION”
After APPROVAL by the Company of this kind of the project documentation one full set shall be returned to the
Contractor.
Company: Rehabilitation of HPC Field Facilities Contractor:
Contract No : HPC/17-07
Document Title: Document Control, Reports and Communication Procedure Document No.:
HPC/JHR-PH-IIA-DC-PRO-001
4.2 Working documentation issued to the Company FOR APPROVAL to ensure the safe and qualitative work
execution during construction and commissioning.
Project Quality Plan and all necessary Quality Control Procedures and work instructions for all kind of works.
HSE Plan and all necessary HSE procedures for the period of construction and commissioning.
The Contractor prepares one original + two hard copies + 1 soft copy electronic version to the Company.
The Company in the period of fifteen (15) days or earlier shall review the submitted documents and give his
comments and remarks to Contractor.
After the review in case of no comments the Company approves the register and informs through the official letter
the Contractor about the approval of the issued documents.
In case of no official comments issued within the indicated period the documentation is considered as APPROVED.
In case of comments and observations received from the Company within the indicated period meaning the updating
of the documents, Contractor shall make the necessary changes in working documentation and execute again the all
stages of the above mentioned procedure for handling the working documentation.
4.3 Executive documentation issued to the Company during the course of Project.
Executive documentation released by the Contractor in period of construction works ( for example – Check sheets
for all kind of work, executive topographical surveys, laboratory test reports, measuring protocols etc.). For each
part of the project shall be issued one original set of executive documentation which stored in Contractor’s Archive.
Executive documentation of the vendors supplying materials for work execution on site (for example – Quality
Certificates for material)
Executive documentation of the Manufacturers of the project equipment (for example Certificate of Quality and
Conformance to the Standards, installation and operation manuals for separate kind of equipment. Manufacturer’s
technical specifications and other information included in set of the supplied equipment) –Vendor data books.
“AS BUILT” documentation includes all project documentation revised according to the changes performed during
construction works. If there were no changes made during construction and commissioning, the not changed
drawings are also stamped “AS BUILT”.
Company: Rehabilitation of HPC Field Facilities Contractor:
Contract No : HPC/17-07
Document Title: Document Control, Reports and Communication Procedure Document No.:
HPC/JHR-PH-IIA-DC-PRO-001
1 APPROVED FOR CONSTRUCTION SET OF DRAWINGS IS KEPT IN THE MAIN ASAS ARCHIVE, DAMASCUS CITY.
ASAS FIELD OFFICE ARE GIVEN ONE HARD AND ONE ELECTRONIC COPY OF APPROVED FOR
CONSTRUCTION DRAWINGS.
2 ONE COPY OF APPROVED FOR CONSTRUCTION DRAWINGS IS SENT DOWN TO CONSTRUCTION SITES AND
BEING KEPT IN THE SITE ARCHIVES.
3
SITE ARCHIVES BECOME THE MAIN PLACE FOR DATA STORAGE AND TRANSMISSION BETWEEN ASAS MAIN
OFFICE AND ASAS FIELD OFFICE, I.E. ALL OF THE DOCUMENTS RECEIVED AS HARD OR ELECTRONIC COPY
AT THE MAIN ARCHIVE IN THE CITY OF DAMASCUS SUPPOSED TO BE TRANSMITTED DOWN TO THE SITE
ARCHIVES WITHIN TWO DAYS. THAT SHALL BE LOGGED BOTH IN THE LOG OF SITE ARCHIVE AND DAMASCUS
ARCHIVE.
4
VENDORS DOCUMENTATION, PACKING ALL THE TECHNICAL DOCUMENTATION
LISTS, ALL THE DOCUMENTATION PROVIDED BY THE LOCAL SUPPLIERS OF
DELIVERED TOGETHER WITH THE EQUIPMENT AND MATERIALS
HARDWARE DURING SHIPMENT SHALL (CERTIFICATES OF CONFORMITY,
BE FETCHED DOWN TO THE SITE TECHNICAL PASSPORT) SHALL BE
ARCHIVES. DELIVERED TO THE SITE ARCHIVES.
7
ANY TECHNICAL DOCUMENT RELEASED FROM THE SITE ARCHIVE SHALL BE
STAMPED AS APPROVED FOR CONSTRUCTION , IF THIS HAD NOT BEEN
DONE PREVIOUSLY.
Document Title: Document Control, Reports and Communication Procedure Document No.:
HPC/JHR-PH-IIA-DC-PRO-001
10
BLANK CHECK LISTS, QA/QC PROCEDURES, FILLED CHECKLISTS, MOM S,
MECHANICAL WORK COMPLETION CERTIFICATES SHALL BE STORED AT
SITE ARCHIVES.
11
ASSEMBLY DRAWINGS, DIAGRAMS AND OTHER TECHNICAL DOCUMENTATION THAT IS REQUIRED TO DO
THE CONSTRUCTION ARE ISSUED TO FIELD OFFICE AT STEPS 1,7,9. AND SUBCONTRACTORS, VENDOR
REPRESENTATIVES SHALL USE THIS DOCUMENTATION AS BASIS FOR THE AS BUILT DRAWINGS.
12
THE WEEKLY PROGRESS REPORT SHALL BE TRANSMITTED AS A HARD COPY AND ELECTRONICALLY TO
THE MAIN ASAS OFFICE IN DAMASCUS, AND HANDED OVER TO THE CLIENT. REPORTS SHALL BE STORED
AND COLLECTED IN THE MAIN ARCHIVE.
13
EVERY MONTH THE PERCENTAGE WORK PROGRESS REPORTS SHALL BE TRANSMITTED AS A HARD
COPY AND ELECTRONICALLY TO THE MAIN ASAS OFFICE INDAMASCUS, AND HANDED OVER TO THE
CLIENT. REPORTS SHALL BE STORED AND COLLECTED IN THE MAIN ARCHIVE.
14
NON-CONFORMANCE REPORTS ARE REGISTERED IN NON-CONFORMANCE LOGS . THERE WILL BE TWO
NCR LOGS – ONE IS KEPT IN THE MAIN ASAS OFFICE, DAMASCUS, THE OTHER ONE IS ON SITE. UPON
CORRECTIVE ACTIONS COMPLETION (RE-WORK, REPLACEMENT, REPAIR) THE NON-CONFORMANCE
DISPOSITION REPORTS SHALL BE ISSUED AND REGISTERED.
15
UPON CONSTRUCTION AND COMMISSIONING WORK COMPLETION ASAS FIELD OFFICE SHALL PREPARE
AND ISSUE TWO SETS OF RED LINE DRAWINGS WITHIN SEVEN DAYS AFTER WORKS HAVE BEEN
COMPLETED. THEY SHALL BE CHECKED BY QC INSPECTORS DURING FIVE DAYS AFTER RECEIVING AND
STAMPED AS BUILT . ONE COPY SHALL BE SENT TO THE MAIN ASAS OFFICE, DAMASCUS. THE SECOND
SET REMAINS AS THE DOCUMENT FOR OPERATION PERSONNEL. FIRST SET SHALL BE SENT BACK TO
DESIGNERS TO PREPARE THE ELECTRONIC VERSION OF AS BUILTS .
16
DATA BOOKS ARE COLLECTED AS PER CONTRACT REQUIREMENTS AND INCLUDE:
OUTLINE AND ASSEMBLY DRAWINGS, SECTIONAL DRAWINGS,
AS-BUILT DRAWINGS,
INTERFACING DETAILS,
TEST PERFORMANCE DATA,
QUALITY ASSURANCE INSPECTION REPORTS,
NON-CONFORMANCE DISPOSITION REPORTS,
COMPLETE PART LIST, UNPRICED PURCHASE ORDERS FOR ALL TAGGED ITEMS,
HANDING OVER CERTIFICATES OF EQUIPMENT FOR CONSTRUCTION COMMENCEMENT,
ALL FILLED AND SIGNED CHECK LISTS,
PUNCH LISTS.
Company: Rehabilitation of HPC Field Facilities Contractor:
Contract No : HPC/17-07
Document Title: Document Control, Reports and Communication Procedure Document No.:
HPC/JHR-PH-IIA-DC-PRO-001
Document Revision
Unique Document Identifier
Document/Drawing Identifier
Area and Unit Identifier
Discipline Identifier
Project Number
Document Title: Document Control, Reports and Communication Procedure Document No.:
HPC/JHR-PH-IIA-DC-PRO-001
Discipline Identifier
AR Architectural MR Mechanical - R
Cl Civil MS Mechanical – St.
CN Construction PI Piping
CO Commissioning PL Planning
CT Certification PM Project Management
EL Electrical PR Process
EN Environmental QC Quality Control
HV HVAC SA Safety
IN Instrumentation ST Structural
LC Loss Control TE Telecommunication
MD Multi Discipline YL Pipeline
BOD Basis of Design SRN Squad Check Release TRI Transmittal - internal
Notice
CAL Calculation TBE Technical Bid Evaluation VAR Variance
CRT Design Criteria WRP Work Release Package CBE Commercial Bid Evaluation
HMB Heat and Material Balance EOI Expression of Interest SPQ Supplier Query
LST List (including Schedules) PCR Project Change Request CAR Corrective Action Request
Company: Rehabilitation of HPC Field Facilities Contractor:
Contract No : HPC/17-07
Document Title: Document Control, Reports and Communication Procedure Document No.:
HPC/JHR-PH-IIA-DC-PRO-001
Drawing Identifier
DAL Layout DHZ Hazardous Area DSK Sketch
Classification
DAS Alignment Sheet DIC Interconnection Diagram DSL Single Line Diagram
DBD Block Diagram DID Installation Detail DST Standard
DCC Cycle Chart DIO I/O Schedule & Index DSU Supplier Drawing
DCD Connection Diagram DKP Key Plan DSW Site Work Drawing
DCE Cause & Effect Diagram DLB Label DTD Termination Diagram
Matrix
DCN Concrete DLD Loop Diagram DTE Steelwork
DCP Cathodic Protection DLG Logic Diagram DUD Umbilical Drawing
Equipment
DCS Cable Schedule DLP Location Plan DUS Underground Services
DDR Drainage DLS Light and Small Power DWD Wiring Diagram
DEL Elevation DPP Plot Plan ISO Isometric
DER External Reference DPS Pipe Support PFD Process Flow Diagram
DES Earthing System DRD Detail PID Piping & Instrument
Diagram
DGA General Arrangement DRS Drawing Schedule SFD System Function
Diagram
DGP Grating & Plating DSD Schematic Diagram SPD Safety Philosophy
Diagram
DHL Hook Up Diagram DSE Section UFD Utility Flow Diagram
DMS Material Selection DRG Drawing
Diagram
Correspondence numbering
Correspondence To
Contract Number
Correspondence From
Company: Rehabilitation of HPC Field Facilities Contractor:
Contract No : HPC/17-07
Document Title: Document Control, Reports and Communication Procedure Document No.:
HPC/JHR-PH-IIA-DC-PRO-001
Project Number
The Contractor shall prepare and submit to Company's Representative periodic progress reports on the actual progress
of the work.
The reports shall consist of the following:
- Daily reports with a look ahead;
- Weekly report with a look ahead;
- Monthly progress report with a look ahead.
Daily reports are only required during commissioning, (pre)commissioning and acceptance testing.
On a weekly basis Contractor shall prepare and submit to Company’s Representative a weekly report on the
progress of the work. A reporting week shall start on a Saturday and the last day shall be a Friday.
Within five (5) calendar days after the end of each month Contractor shall submit, together with the Monthly
Payment Schedule, the Monthly Progress Report covering a review of Contractor’s activities and progress made during the
preceding month.
Company's representative and Contractor's representatives including Senior project management personnel shall meet
Company's management at times scheduled by Company’s representative, to review the status of Contractor's performance
on this Contract on weekly and monthly basis.
The agenda for such meetings shall cover a review of: progress attained, schedules and plans for future activities, the
status of staffing, engineering, safety, equipment, material supply, quality assurance, current and anticipated difficulties,
interface with other contractors, claims for extras and other pertinent topics.
The draft minutes of the meeting shall be prepared by Contractor. The draft minutes shall be handed over to Company’s
Representative, at the day of the meeting, on CD-R in Professional Write compatible format and shall be reviewed and
approved by Company's Representative.
Contractor shall issue the approved Minutes of Meeting within two (2) days after the meeting. Such meetings shall be
held in Company's offices.
Site Construction progress meetings will be held on a weekly basis, at times scheduled by Company's Representative, to
discuss the status of Contractor's progress on-site. Such meetings shall be attended by Constrictor’s Site Construction
Manager and by Constrictor’s other cognizant personnel including Contractor's safety officer.
The agenda for such meetings shall cover a review of on-site progress attained as per the Weekly Construction Status
Report and a review of schedules and plans for future activities.
The agenda shall also cover the status of staffing, engineering, construction, (pre-) commissioning, testing, safety,
equipment, material supply, current and anticipated difficulties, interface with other contractors, claims for extras and other
pertinent topics.
The draft minutes of the meeting shall be prepared by Contractor. The draft minutes shall be handed over to Company’s
Representative, on the day of the meeting, on CD-R disk using the MS Word for Windows (latest version) software program
and shall be reviewed and approved by Company’s Representative. Contractor shall issue the approved Minutes of Meeting
within two (2) days after the meeting.
Company: Rehabilitation of HPC Field Facilities Contractor:
Contract No : HPC/17-07
Document Title: Document Control, Reports and Communication Procedure Document No.:
HPC/JHR-PH-IIA-DC-PRO-001
Meeting numbering:
MOM - HPC - ASAS - SE - WP - … - 0001
Participants of Meeting
Minutes of Meeting
Appendix A
Definitions
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