NATIONAL GUARD FAMILY COMPOUND THUWAL
(“NGFC”) Project
DOCUMENT AND DATA DOCUMENT SH-QA-OP-05
CENTRAL SPINE CONTROL NUMBER
REVISION OO
ISSUED BY SinoHydro ISSUED DATE JUN 25 2016 PAGE 1 / 13
Document and Data Control
Document No : SH-QA-OP-05
Revision : 00
Date of Issue : JUN 25 2016
Name Title Date Signature
Prepared By Sheng Shusong Engineer Jun 14 2016
Checked By Adnan Rehmat QA Manager Jun 14 2016
Confirmed By Zhao Jianlin Project Manager Jun 14 2016
NATIONAL GUARD FAMILY COMPOUND THUWAL
(“NGFC”) Project
DOCUMENT AND DATA DOCUMENT SH-QA-OP-05
CENTRAL SPINE CONTROL NUMBER
REVISION OO
ISSUED BY SinoHydro ISSUED DATE JUN 25 2016 PAGE 2 / 13
NOTE: This document and all its contents is the property of SinoHydro. It is
confidential and is given to you for a limited purpose and must be returned on
request. Neither this document nor any information concerning it may be
copied, exhibited or furnished to others without the consent of SinoHydro
Table of Contents
1. Introduction........................................................................................................................3
2. Abbreviation and Definitions...........................................................................................3
3. Purpose.............................................................................................................................3
4. Scope.................................................................................................................................3
5. Roles / Responsibilities...................................................................................................3
6. Document Classification:.................................................................................................4
7. Document Log..................................................................................................................4
8. Standard Naming I Coding Convention..........................................................................5
9. Process of document submission:.................................................................................7
NATIONAL GUARD FAMILY COMPOUND THUWAL
(“NGFC”) Project
DOCUMENT AND DATA DOCUMENT SH-QA-OP-05
CENTRAL SPINE CONTROL NUMBER
REVISION OO
ISSUED BY SinoHydro ISSUED DATE JUN 25 2016 PAGE 3 / 13
1. Introduction
This Document Control Procedure defines the purpose, scope, responsibilities,
standard, coding/referencing for correspondence and document including document
numbering procedure, flow charts, document submittal log matrix.
2. Abbreviation and Definitions
NGFC National Guard Family Compound Thuwal (“NGFC”) Project
SH SinoHydro
PMO Schedule and Progress
DTS Document Transmittal Sheet
3. Purpose
To establish standard Document Control Procedure for NGFC Project.
The Document procedure will address the effective Receipt, Logging, Tracking,
Distribution, Filing and Retrieval of documents both physical and electronically.
To assure that NGFC and Contractor personnel are working with the
latest/updated set of project documents.
To ensure a standard document control/classification for effective final handing
over to end user.
4. Scope
Applies to NGFC Contract Central Spine Submitted documents
5. Roles / Responsibilities
Document Controller (DC) / Secretary
Responsible for ensuring that all documentation / correspondence is properly
received , handed , stamped , logged and numbered.
DC or assigned secretary is designated to ensure that all documents are
properly logged into latest handy / retrieving spread sheet software. It is required
to file the project documents in accordance to its assigned filing index number
and update the status in the system to completely monitor the flow of each
document.
NATIONAL GUARD FAMILY COMPOUND THUWAL
(“NGFC”) Project
DOCUMENT AND DATA DOCUMENT SH-QA-OP-05
CENTRAL SPINE CONTROL NUMBER
REVISION OO
ISSUED BY SinoHydro ISSUED DATE JUN 25 2016 PAGE 4 / 13
Ensure that the drawings / documents have the appropriate stamp and are filed
accordingly. The stamps provide information such as date receipt , issue for
review and issue for approval, etc.
6. Document Classification:
The project documents are classified into nine (9) categories as follows :
0. General Correspondence
1. Administrative
2. Commercial
3. Engineering
4. Material Procurement
5. Schedule and Progress (PMO)
6. HSE
7.Quality (QA / QC)
8. Construction
The detail of the above classification is enclosed as attachment #1 under
Classification of Project Documents, also project document index is shown in
attachment #1, which forms the basis for archiving project documents including
Mechanical Completion and Project hand over for each sub-system. The documents
relevant code should be Complying with the breakdown of project master schedule.
7. Document Log
Contractor Documents Log consists of the following fields to track each and every
project document and submittal:
S/N = numbered to avoid duplication of number once you logged the document.
Submittal Control No =number of Incoming/outgoing documents
Revision No =If revised .
Subject =Pertaining to document subject.
Reference = Document references (i.e. letter / Submittal reference no.)
Submitted By =Contractor Representative.
Reviewer Initials =Project Manager (PM) , Resident Engineer (ER) , PMO, HSE
NATIONAL GUARD FAMILY COMPOUND THUWAL
(“NGFC”) Project
DOCUMENT AND DATA DOCUMENT SH-QA-OP-05
CENTRAL SPINE CONTROL NUMBER
REVISION OO
ISSUED BY SinoHydro ISSUED DATE JUN 25 2016 PAGE 5 / 13
Action By =ARAMCO, Consultant, SH
Submittal Date = received documents from contractor/project unit date
Due Date =Date required to be forwarded to the contractor
Return Date =Actual Reply Date to Contractor.
Days Overdue =Delay in Response.
Status =Closed / Open
Remarks = Additional information
Comments =Purpose of Submittal (For Information, For Approval etc.)
Category =Document Category (Technical, PMO, HSE, Material , etc.)
Action =Accept, Reject
Close =Total Documents CLOSED
Open =Total Documents OPEN
Total =Total of all Documents Received
8. Standard Naming I Coding Convention
All Contractors Outgoing letters I submittals to JIGCC will be logged and provided of
Transmittal form using the following naming convention format in accordance to
Specific
Works.
The Contractor document number will be determined by
1. Company Name: SH
2. Project code: NGFC37267
3. Selecting the appropriate work breakdown ID
4. Selecting the appropriate discipline Code
5. Selecting the appropriate Document Identifier
6. Selecting the Sequential number
Using the appropriate Revision indicator, as necessary
Thus the Document Number is divided into 6 components, as explained in the
following Example ( The document : Recommended Procedure for Document
Control System ) :
NATIONAL GUARD FAMILY COMPOUND THUWAL
(“NGFC”) Project
DOCUMENT AND DATA DOCUMENT SH-QA-OP-05
CENTRAL SPINE CONTROL NUMBER
REVISION OO
ISSUED BY SinoHydro ISSUED DATE JUN 25 2016 PAGE 6 / 13
Company Project/Code Work Discipline Document Sequential
Name breakdown ID Identifier Number
SH NGFC37267 XY XX XXX XXXX
SH NGFC37267 00 DC GUI 0001
Note: The Codes are separated by a dash.
Request for Technical Approval
CODE:
RTA = Request for Technical Approval
---------------------
C3 = Contractor 3 ( Sinohydro) Sample Application
---------------------
A = Architectural RTA-C3-A-MS-001
C = Civil RTA-C3-C-SD-002
S = Structural RTA-C3-E-MS-003
M = Mechanical RTA-C3-M-MS-004
E = Electrical RTA-C3-A-MS-001-REV-01(In Case of 1st
resubmittal)
T = Telecommunication RTA-C3-A-MS-001-REV-02(In Case of 2nd
resubmittal)
O = Others (ie.CV.Method statement.)
-----------------------
SD = Shop Drawings
MS = Material Submittal
GA = General Approval (ie.CV.Method statement.)
-----------------------
001 = This number shall continue whatever the discipline is
Rev = Optional for resubmittals
NATIONAL GUARD FAMILY COMPOUND THUWAL
(“NGFC”) Project
DOCUMENT AND DATA DOCUMENT SH-QA-OP-05
CENTRAL SPINE CONTROL NUMBER
REVISION OO
ISSUED BY SinoHydro ISSUED DATE JUN 25 2016 PAGE 7 / 13
8.1 Control of Preparation, Review and Control
The responsibility of preparation, reviewing and approval of Project Management
Documentation for Quality Documents shall follow the responsibility as shown in
Tables 8-2 and 8-3
. Table 8-2: List of Project Quality / Documentation (Project Management Documentation)
– Generated by Project Management Team
Prepared By Reviewed By Approved Applicable*
Type
By
Project Quality Plan / Procedures QD QAM PD M
Quality Procedures QD QAM PD M
Works Programme Staff Sect-M / SA PD M
Method Statement Staff Sect-M / SA PD M
Inspection and Test Plan QM QAM PD M
Review Appropriate Report QM QD QD M
Note : QD= Quality department M= Mandatory
The Project Management Documentation specified in Table 8-2 shall be stamped
with CONTROLLED DOCUMENTS prior to issue
SH (QA/QC Dept.)
Contract No. 6600037267
Controlled
No Unauthorized Copying
Name:___________________
Sign.:____________________
Date:____________________
No.:_____________________
NATIONAL GUARD FAMILY COMPOUND THUWAL
(“NGFC”) Project
DOCUMENT AND DATA DOCUMENT SH-QA-OP-05
CENTRAL SPINE CONTROL NUMBER
REVISION OO
ISSUED BY SinoHydro ISSUED DATE JUN 25 2016 PAGE 8 / 13
Review of Appropriate Report:
Appropriate Quality personnel review the applicable third party report prior to submit
the Saudi Aramco and concur by following stamp.
SH - (QA/QC Dept.)
Contract No. 6600037267
QCReviewed
Name:______________
Sign.:______________
Date:_______________
Table 8-3: List of Contract Documents – Generated by
Engineer
Responsibl Location of Applicabl Remarks
Type
e person Records e*
Project Specifications CE DC Yes
NATIONAL GUARD FAMILY COMPOUND THUWAL
(“NGFC”) Project
DOCUMENT AND DATA DOCUMENT SH-QA-OP-05
CENTRAL SPINE CONTROL NUMBER
REVISION OO
ISSUED BY SinoHydro ISSUED DATE JUN 25 2016 PAGE 9 / 13
Appropriate Standards CE DC Yes
Contract Drawings CE CED Yes
The Contract Documents specified in Table 8-3 shall be stamped with
CONTROLLED DOCUMENTS. Contract Drawings shall be stamped with Issued
FOR CONSTRUCTION and controlled with following stamp by Chief Engineer or his
representative
SH (ENG Dept.)
Contract No. 6600037267
Controlled
No Unauthorized Copying
Name:___________________
Sign.:____________________
Date:____________________
No.:_____________________
8.2 Control of Distribution
A Distribution List of all Document Holder will be maintained using FORM or
similar method as described in the PQP. The PQAM / EM maintain the hard
copy of the Controlled Documents. There will be NO hard copy distribution of
the QMS / EMS Documents. Instead, QAM / EM maintain an electronic copy in
the server that allows all Document Holders and other project staff in project
NATIONAL GUARD FAMILY COMPOUND THUWAL
(“NGFC”) Project
DOCUMENT AND DATA DOCUMENT SH-QA-OP-05
CENTRAL SPINE CONTROL NUMBER
REVISION OO
ISSUED BY SinoHydro ISSUED DATE JUN 25 2016 PAGE 10 / 13
sites to view and referenced with the documents. A master list indicating the
current issue and revision shall be maintained using Form Document
distribution Log.
The cover page of each Controlled Documents will be stamped with
“CONTROLLED DOCUMENT” If the stamp is not in available on the cover
page, the said Controlled Document is deemed to be “UNCONTROLLED
COPY” and it shall be for information only.
8.3 Control of Revision
Any revision to the Controlled Documents shall be reviewed and approved by the
same responsible staff. QAM representative replace the superseded Controlled
Documents and Document Holders shall be replacing whenever there is a new
issue. Any superseded drawings or documents shall be stamped with
SUPERSEDED and remove from the file immediate or retain for reference.
Appropriate Superseded drawings concur by Quality and engineering Department
SH (QA/QC Dept.)
Contract No. 6600037267
Superseded
Name:___________________
Sign.:____________________
Date:____________________
No.:_____________________
The Controlled Documents shall be reviewed twice a year during the management
review When there is a need for an urgent revision, meeting will be called to review
these documents
NATIONAL GUARD FAMILY COMPOUND THUWAL
(“NGFC”) Project
DOCUMENT AND DATA DOCUMENT SH-QA-OP-05
CENTRAL SPINE CONTROL NUMBER
REVISION OO
ISSUED BY SinoHydro ISSUED DATE JUN 25 2016 PAGE 11 / 13
8.4 Control of Incoming Documents and correspondance
Following stamp will be utilized for incoming distribution, Document controller will
forward the incoming document appropriate project personnel via email or QQ
consequently all the documents upload to back up disk and recorded incoming
transmittal log.
SINOHYDRO CONTRACT NO:
6600037267
MAIN DOCUMENT DISTRIBUTION
DATE:
ACTION INFO
Project manager
Chief Engineer
QC Manager
Proc Manager
HSE Manger
Const Manager
Com Manager
QRC
DC File update
Following stamps will be utilized for Incoming Original document and duplicate
original document
SINOHYDRO
Contract No. 6600037267
NATIONAL GUARD FAMILY COMPOUND THUWAL
(“NGFC”) Project
DOCUMENT AND DATA DOCUMENT SH-QA-OP-05
CENTRAL SPINE CONTROL NUMBER
REVISION OO
ISSUED BY SinoHydro ISSUED DATE JUN 25 2016 PAGE 12 / 13
Original
Document
SINOHYDRO
Contract No. 6600037267
Duplicate Original Document
9. Process of document submission:
Respective contractor department will develop the document, in the required
number of hard copies and soft copy.
Quality review in compliance with contract will be performed by contractor
dedicated person .
Then it will be approved and signed by contractor single point of contact.
Contractor Document Control Manager will record and update the outgoing
document log.
Submission to Aramco.
DOCUMENT SUBMISSION WORK FLOW
See Attachment # 5
Attachment:
1. Document numbering procedure (OP-05/F2-37267)
2. Document log(OP-05/F3-37267)
3. Document transmittal sheet(OP-05/F4-37267)
NATIONAL GUARD FAMILY COMPOUND THUWAL
(“NGFC”) Project
DOCUMENT AND DATA DOCUMENT SH-QA-OP-05
CENTRAL SPINE CONTROL NUMBER
REVISION OO
ISSUED BY SinoHydro ISSUED DATE JUN 25 2016 PAGE 13 / 13
4. Document Distribution Matrix(OP-05/F1-37267)
5. Process Flow
