OQ Procedure

Project Document Management

Procedure

Document Number Document Custodian Document Version

OQ-PR-PCE-PM-3026 Centre of Excellence 01

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TABLE OF CONTENTS
i. List of Acronyms ........................................................................................................................... 3

ii. Reference Documents ................................................................................................................ 3

iii. Definitions .................................................................................................................................. 4

1.0 Document Authority ................................................................................................................. 5

2.0 Revision History ......................................................................................................................... 5

3.0 Introduction ............................................................................................................................... 6

3.1 Purpose ...................................................................................................................................... 6

3.2 Scope ......................................................................................................................................... 6
3.3 Applicability .............................................................................................................................. 6
4.0 Roles and Responsibilities ....................................................................................................... 7
4.1 Project Leader/Lead/Team Leads ......................................................................................... 7
4.2 Project Team Members ........................................................................................................... 7
4.3 Project Information Management Team ............................................................................... 8
4.4 Document Reviewer ................................................................................................................ 8

4.5 Document Owner/Consolidator............................................................................................. 8

4.6 Document Approver ................................................................................................................ 9

5.0 Document Requirement Planning .......................................................................................... 9

5.1 Master Deliverable Register .................................................................................................... 9
5.2 Project and Engineering Document Planning .................................................................... 11
5.3 Vendor Document Planning ................................................................................................. 11

5.4 Construction, Commissioning, Start Up and Operations Document Planning............... 11

6.0 Document Control .................................................................................................................. 12

6.1 General Requirements and Document Formats ................................................................ 12

6.1.1 General Requirements ....................................................................................................... 12

6.1.2 Electronic File Requirements ............................................................................................. 12
6.1.3 Hard Copy Document Requirements ............................................................................... 13

6.1.4 Language Requirements:................................................................................................... 13

6.1.5 Document Title Requirements ........................................................................................... 14
6.1.6 Drawing Practices ............................................................................................................... 14

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6.2 Document Numbering ........................................................................................................... 14

6.2.1 Document Revision Identifiers ........................................................................................... 15

6.2.2 Document and Drawing Numbering ................................................................................ 17

6.2.3 Vendor Document Numbering ......................................................................................... 19

7.0 Document Issue, Review and Approval.............................................................................. 19
7.1 Classification of Documents ................................................................................................. 19

7.2 Document Review .................................................................................................................. 20

7.3 Document Cancellation ........................................................................................................ 21

7.4 Document Approval .............................................................................................................. 22

8.0 Document Transmittals and Correspondence ................................................................... 23
8.1 Transmittal Control ................................................................................................................. 23

8.2 Formal Project Correspondence Control ............................................................................ 24

Appendix 1 - Project Document Review and Approval Process Map ..................................... 26
Appendix 2 - Disciplines Codes ..................................................................................................... 27
Appendix 3 - Document Types ...................................................................................................... 28
Appendix 4 - Document Cover Page ........................................................................................... 31
Appendix 5 - Document Stamp return code ............................................................................... 31

Appendix 6 - Document Feedback form ..................................................................................... 31

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i. List of Acronyms
BL CEO OQ’s Business Line Chief Executive Officer

DCR Drawing Control Register

DDM Document Distribution Matrix

EDMS Electronic Document Management System

EPC Engineering, Procurement, Construction

MDR Master Deliverable Register

PDP Process Design Package (Licensor Deliverable)

PD Project Director

PM Project Manager

PO Purchase Order

VDRL Vendor Document Requirement Listing

VDS Vendor Document Schedule

RACI Responsible, Accountable, Consulted, Informed

ii. Reference Documents

Document Number Document Description

OQ-PY-PCE-PM-1001 Project Management Framework Policy Manual

OQ-PR-PCE-PM-3002 Execution and Contracting Strategy Procedure for Project Delivery

OQ-PR-PCE-PM-3003 Project Planning and Control Procedure

OQ-PR-PCE-PM-3005 Quality Management Procedure

OQ-PR-PCE-PM-3008 Project Information Management Procedure

OQ-PR-PCE-PM-3009 Close-Out and Handover Procedure

OQ-PR-PCE-PM-3014 Engineering Management Procedure

OQ-PR-PCE-PM-3016 Contract and Procurement Procedure

OQ-PR-PCE-PM-3022 Scope Management and Control Procedure

OQ-PR-PCE-PM-3023 Progress Monitoring and Reporting Procedure

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OQ-GU-PCE-PM-5007 Project Tagging and Numbering Guideline

OQ-GU-PCE-PM-5011 Final Acceptance and Handover Guideline

OQ-GU-PCE-PM-5021 Vendor Documents Deliverables Guideline

OQ-TP-PCE-PM-6003 RACI Charts Template

iii. Definitions
Company means OQ.
Project Manager refers to the Company’s Project Manager.
Contractor is an entity to carry out a project under Company’s supervision.
Shall denotes a requirement that is mandatory.
Should means something that is recommended but not mandatory.
Deliverable: is a document or drawing that is produced by the project and has been allocated as a
defined item which is part of the final project output.
Document Originator: is the person who creates the document or facilitates the revision.
Information Management Team: is the team responsible for setting up the project files and thereafter
controlling all project documents in accordance with this procedure.
Information Management: refers to the control of data, documentation, images, audio, video and
any other form of project material.
Document Reviewer: is the person responsible for reviewing project documents against agreed
scopes of work or contracts and providing comments.

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1.0 Document Authority

Document No. : OQ-PR-PCE-PM-3026

Document Author Document Custodian Document Authority

Rashed Al Kamyani Hussain Al Jedyani Mahmood Al Amri

Signature: March 07th, 2021 Signature: Signature:

2.0 Revision History

Version Date Author Reviewed By Scope/Changes

01 07-Mar-2021 Rashed Al Kamyani Hussain Al Jedyani First Version

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3.0 Introduction
3.1 Purpose

The purpose of this Project Document Management Procedure is to define the document and
drawing management requirements for project documentation related to all Company
projects.

The following aspects of document management are addressed in this procedure:

 document requirement planning;

 document control (including document format requirements general practices and

numbering);

 document, issue, review and approval process; and

 document transmittals and correspondence control.

3.2 Scope

The scope of this procedure is to provide the document management standards and
conventions to be applied to all Company projects as well as the roles and responsibilities of
project team members.

Its target audience includes:

 Chief Projects;

 BL CEO;

 Project Leader/Leads/Team Leads;

 Information Management Team;

 project team members; and

 project contractors.

 Project Engineering team

3.3 Applicability

This Project Document Management Procedure is applicable to all Company projects.

This procedure applies to all aspects and all phases of the project lifecycle, from Identify up to
and including Execute, including the scope of all project consultants, contractors, sub-
contractors, in these phases. Guidance regarding vendor document management is provided
in the Vendor Documents Deliverables Guideline (OQ-GU-PCE-PM-5021). It applies to projects
of all sizes, complexity and type, also regardless of whether they are greenfield (new-build) or
brownfield (modification) developments.

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Some variations in requirements according to the project categorisation (as defined in the
Project Management Framework Policy Manual OQ-PY-PCE-PM-1001) are described in this
procedure. Deviations from the mandatory requirements of this documents are permitted only
with the approval of the COE Leader, Projects.

4.0 Roles and Responsibilities

The Project Leader/Lead/Team Leads, Project Team, Information Management Team,
Engineering team and Document Originator/Reviewer/Approver have specific responsibilities
under this procedure.

4.1 Project Leader/Lead/Team Leads

The implementation of this Project Document Management Procedure is the responsibility of

the Project Leader/Lead/Team Leads.

4.2 Project Team Members

Project team members shall apply the document control requirements and numbering
conventions defined in this procedure for their disciplines and areas of responsibility. They shall
identify any project specific or contractually required deviations to the conventions defined in
this procedure for resolution by the Project Leader /Lead.

Project team members shall be responsible for the development of a variety of project
documents throughout the project. During this process, they are required to ensure that the
following activities are undertaken:

 ensure that all documentation is correctly numbered as per the requirements of this
procedure;

 ensure that documents are produced using the correct templates;

 deliver documents to the Information Management Team by the means and formats as
described in this procedure in a timely manner;

 advise the Information Management Team on the distribution list for each document
and close out date for each document review cycle if it is different from the standard
review cycle;

 consolidating all document review comments;

 clarifying and incorporating review comments in project documentation via EDMS. This
includes resolving conflicting opinions and feedback between reviewers;

 ensure that documents are approved to the correct level of authority (as per project-
specific RACI) prior to issue to the Information Management Team for formal issuance;

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 overall completion and execution of the document and quality in terms of business
relevance and auditability; and

 development of Document Distribution Matrices (DDM) in accordance with RACI.

4.3 Project Information Management Team

The Project Information Management Team shall be responsible for the following activities:

 managing and maintaining the electronic document management system (EDMS),

document/drawing control register (DCR) and master deliverable register (MDR),
including distribution matrices;

 registration of all documents in EDMS, DCR and MDR and hence the distribution to
relevant team members;

 ensuring that all documentation is correctly numbered as per the requirements laid out
in this procedure;

 ensuring that comments received are issued to document originators;

 ensuring that documents received from contractors meet the requirements of this
procedure;

 providing support to team members on document control related tasks and processes;

 management and control of all formal project correspondence;

 management and control of all formal document transmittals; and

 follow up with reviewers, monitor and generate reports on document turnover.

4.4 Document Reviewer

Document Reviewers shall typically be a project team member from the discipline or
department related to the project document. The document reviewer shall be responsible for
the following activities:

 reviewing project documents against the agreed scope of work or contract;

 providing clear and detailed comments on documents;

 providing suggestions for resolutions to comments; and

 ensuring that documents received for comments are processed and forwarded to
approver/owner within the specified timeframe.

4.5 Document Owner/Consolidator

OQ Document Owner/Consolidator (for contractor and vendor documents) shall be the owner
from the discipline or department related to the document and they shall consolidate the

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comments. They can be the Document Approver depending on the nature of the document
and project phase. The Document Consolidator shall be responsible for the following activities:

 reviewing project documents against the agreed scope of work or contract;

 providing clear and detailed comments on documents;

 providing suggestions for resolutions to comments;

 review received comments from others and validate them; and

 ensuring that documents received for comments are processed and returned to
approver/Information management team within the specified timeframe.

4.6 Document Approver

Document approvers should typically be an individual one level above the document owner.
He/she can be the Document owner depending on the nature of the document and project
phase. The Document Approver shall be responsible for the following activities:

 reviewing project documents against the agreed scope of work or contract;

 providing suggestions for resolutions to comments;

 review received comments from others and validate them; and

 ensuring that documents received for comments are processed and returned to the
Information Management Team within the specified timeframe.

5.0 Document Requirement Planning

Each project categorised as large, medium or small according to the Project Management
Framework Policy Manual OQ-PY-PCE-PM-1001 shall prepare and issue its own Project
Document Management Plan, as a standalone document describing the implementation of
this procedure on the particular project. The plan should be issued as early in the project as
possible, no later than the end of the Select phase.

The purpose of the project-specific plan is to assign responsibilities using document distribution
matrices (DDM) to specific project positions, establish a timeline for document management
activities appropriate to the project schedule, and to make project-specific adjustments to the
non-mandatory aspects of the procedure where necessary. Another purpose of the plan is to
agree on document deadlines and timeframes.

5.1 Master Deliverable Register

The EPC contractor shall produce and issue at the beginning of the Execute phase a Master
Deliverable Register (MDR) in MS Excel that lists all documents that will be produced as part of
the Scope of Work of the EPC contract. In the MDR, documents shall be categorized discipline-

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wise with their respective issue reasons (e.g. IFR / IFI / IFA / IFC / ASB) to Company. Initial issue
reasons can be IFI /IFR /IFA. Only upon satisfactory review of the MDR by Company, contractor
will be permitted to upload the list (MDR) into the EDMS.

This MDR may be used by Company to track documentation progress. Also, the MDR will form
the basis for project documentation until As-Built documents are handed over to Company.

The contractor shall update the MDR with vendor/seller data and issue to Company for review
on a requirement basis. All new changes applied to the MDR shall be highlighted and the
revision shall be increased by the contractor during the subsequent submission to Company,
the frequency of update shall be agreed between Company and contractor. The MDR format
shall be subject to approval by the Company and shall include metadata for the following as
a minimum:

Metadata Field Name Related to Related to Related to

MDR creation and Engineering Data Vendor Data
submission submission submission
Unit Number Yes Yes Yes
Discipline Code Yes Yes Yes
Document Type
Yes Yes Yes
Code
Document Number Yes Yes Yes
Revision Yes Yes Yes
Revision Status Yes Yes Yes
Title Yes Yes Yes
Planned Submission
Yes Yes Yes
Date
Transmittal Issue
Reason Yes Yes Yes
(IFR/IFI/IFA/IFC/ASB)
Transmittal
As Applicable Yes Yes
(Incoming) Number
Transmittal
As Applicable Yes Yes
(Incoming) Issue Date
Supplier Document
As Applicable Yes
Number
PO Number As Applicable Yes
PO Description As Applicable Yes
Equipment Tags As Applicable As Applicable As Applicable
Document return
As Applicable Yes Yes
Code
Remarks As Applicable As applicable As applicable
Content eFile Name As Applicable Yes Yes
Rendition Name As Applicable As Applicable As Applicable
Rendition File As Applicable As Applicable As Applicable
eFile Storage Path As Applicable As applicable As applicable
Table 1 MDR Metadata Guidelines

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5.2 Project and Engineering Document Planning

The planning of project and engineering documentation is a key aspect of document

management. Document planning refers to the development of the project MDR which lists the
documents that are to be produced as part of the project along with submission dates,
document numbers and responsible parties. The MDR is to be developed on a project-by-
project basis and tailored to the specific scheduling and scope requirements of each project.

The planning of project and engineering documents shall meet the following requirements:

 the MDR shall align with the project deliverables progress measurement methodology
as outlined in Progress Monitoring and Reporting Procedure, OQ-PR-PCE-PM-3023;

 MDR shall contain reference to the equipment tag where applicable;

 the MDR shall be monitored at document or work package level to ensure that all
deliverables and documents are developed and processed; and

 each project/engineering discipline shall define a set of relevant documents to be

developed for each relevant work package. Planned start and end dates for each
document shall be assigned. The dates shall be set against the document status codes,
as defined in section 7.2, e.g. Issued for Review, Issued for Construction.

Broad guidance regarding the development process of the MDR is provided below:

 the Information Management Team shall produce an initial draft of the MDR and
distribute to the Lead Disciplines, Package Managers and Construction Manager for
their inputs;

 Company Lead Discipline Engineers, Package Managers and Construction Manager

shall populate/review (as appropriate) the MDR with the document requirements for
engineering, procurement and construction disciplines respectively. They shall also
develop the Document Distribution Matrices as required;

 the Information Management Team shall collate all MDR inputs and distribute the
consolidated MDR to the entire project team for review. This cycle shall repeat until all
comments have been resolved and an agreed MDR and related Document Distribution
Matrices have been finalised.

5.3 Vendor Document Planning

Vendor document planning is provided in the Vendor Documents Deliverables Guideline (OQ-
GU-PCE-PM-5021).

5.4 Construction, Commissioning, Start Up and Operations Document Planning

Construction, commissioning, start up and operations documents shall also be planned and
integrated into the MDR. The planning of construction, commissioning, start up and operations

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documents shall meet the same requirements as defined in Section 5.1. Those document
requirements shall be defined in each work package by the function concerned.

6.0 Document Control

Document control is the core element of project document management. In this section of the
procedure, critical document control topics are addressed. This includes document numbering
and revision conventions, document transmittals, and the document review and approval
process.

The handover of documents at the close of a contract (e.g. EPC) can be found in the Close-
out and Handover Procedure OQ-PR-PCE-PM-3009.

6.1 General Requirements and Document Formats

6.1.1 General Requirements

The following points are general practices and requirements that shall be applied to all
Company projects. Any deviations from these guidelines shall be agreed with Company prior
to submission.

 the EDMS shall be the standard document control system used on all Company projects;

 all project documents shall be produced in compliance with ISO standard A1, A3, and
A4 sizes;

 project documents shall be distributed using a project document distribution matrix that
shall be developed on a project-by-project basis. The project document distribution
matrix shall be developed in conjunction with the development of any deliverables’ lists.
The matrix shall define who receives each document for Information, review,
consolidate and approval;

 all documents shall pass through at least one review cycle before approval, applicable
to all document revision levels;

 all documentation shall follow the planning, numbering, revision control and transmittal
processes specified in this procedure;

 during a project, the custodianship of all documents is with the Project Leader and once
the project handover has been completed, the custodianship shall be transferred to the
Asset Owner; and

 both Company and contractor documents shall use Company document templates for
all documents listed on the MDR.

6.1.2 Electronic File Requirements

All project documentation shall by supplied in electronic file format. Each electronic file shall be
self-contained, i.e. will not require or call-in any other electronic files for viewing or updating

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other than any agreed reference files. All document content shall be in searchable form. The
file name shall include the document number, revision code and document title. This shall not
exceed the maximum character limitations for the electronic filename.

6.1.3 Hard Copy Document Requirements

The hard copy submission of any documentation shall only be deemed acceptable if
specifically approved by Company.

In the event of hard copy submission, particular attention should be paid to the following:

 the density and quality of lines and printing shall be clear so as to obtain satisfactory
document scans;

 care must be taken to document details, such as decimal points, symbols for degrees,
etc. Each detail must be clear and can be picked up when scanned;

 the minimum character height shall be 2.5 mm. When lower case letters are used, they
should be proportioned so that the body height is approximately 0.6 times the capital
letter height;

 in cases where hard copy submission is required i.e. legally binding agreements or
certificates carrying original signatures or marks that authenticate a document. Such
hard copies shall be deemed to be the original signed/stamped document;

 all prints and photocopies shall be supplied in standard paper size on clean, white
paper, and minimum weight of 80g/m2. Any reduction from the original size shall be
agreed with Company prior to submission;

 photocopies shall be legible and taken from the original document;

 hard copy prints shall be submitted in collated sets;

 documents shall be scanned at their original size directly from the original hard copy;

 images shall be scanned in an orientation that allows viewing without rotation;

 paper copies submitted in a size over A3 should be fan folded such that the title block
will be visible and allows easy insertion into plastic wallets; and

 hard copy documents of multiple pages shall be stapled or bound dependent on size.

6.1.4 Language Requirements:

Unless stated otherwise in the specific document instructions, all documentation shall be in
English.

Use of local language in certain cases such as logo, safety instructions, etc may be required
depending on case-by-case basis and this needs to be ensured by the project team.

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6.1.5 Document Title Requirements

The document title assigned to any project document should be a true reflection of the content
of the document. Furthermore, the title assigned shall be as unique as possible to enable the
document to be identified at a glance and retrieved if searched for in the document control
database. Document title for data sheets shall include the equipment tag number.

The document number, title, page number, and revision should appear on each page of
document in the footer or drawing title block.

6.1.6 Drawing Practices

The following requirements for drawings shall be followed on all projects:

 drawing format:

- drawings shall conform to ISO 216 Standard ‘A’ sizes: A1, A3 and A4;

- format A0 and other non-standard sizes shall only be used when approved by
Company in advance of the drawing submission date;

- drawings produced in A1 format shall be suitable for reduction to A3 size; and

- drawings produced in A3 shall be suitable for reduction to A4 size.

 drawing binding:

- drawings produced in A1 and A3 sizes shall be provided with margins to allow for
binding. These shall be as follows:

 A1 and A3: a blank margin of 40mm on the left-hand side of the drawing
shall be provided; and

 A4: a blank margin of 35mm at the top border of the drawing shall be
provided.

 character size:

- to ensure readable lettering, the minimum height of all lettering shall be 2.0mm for
A1, A3 and A4 drawings; and

- the minimum height of drawing numbers shall by 3.5mm for A1, A3 and A4 drawings.

6.2 Document Numbering

All Company project documents shall be numbered in accordance with the principles
described in this document and follow the general instructions listed below. The procedure
provided in this section of the procedure shall be used as a basis for the numbering conventions
used on all Company projects. Each project shall expand the numbering conventions to cover
any necessary additional document types or project requirements. Some examples include;
isometric drawing numbering. Refer to details of document numbering (sec 6.2.2).

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 project document and drawing numbers shall not be duplicated under any
circumstances;

 once numbers are allocated to specific project deliverables they shall not be reused;

 sketch numbers shall not be used for any formally issued project documents and
drawings. Sketches are non-formal drawings that may be used for illustrative purposes.
They are not considered formal project deliverables;

 all fields of the document number contribute to the uniqueness of the document
number;

 all numeric fields shall have the specified number of digits. Leading zero(s) shall be
added to fill the field as required and ensure that the document number is of standard
length;

 a project number shall be defined at the beginning of the project lifecycle; and

 if a document is renumbered, the previous document number must be included in the

revision history records. The revision history shall be continuous and the revision code
under the new document number shall be subsequent to the previous revision code
under the previous document number.

6.2.1 Document Revision Identifiers

All project documents must include a revision code. The revision code does not form part of the
document number as this can lead to errors when cross referencing between documents,
however it should always form part of the digital file name.

The revision methodology to be adopted for all documentation will be as follows.

 for Company internal documentation, the revision identifier shall consist of numerical
running from 01 to 99; and

 for external documentation, the revision number shall consist of a two-digit numeric
number running sequentially from 01 to 99 followed by a suffix alphabetical character
of the revision code as outlined below.

Revision Code Description Status Code

B Inter-Disciplinary Check IDC

F Issued for Information IFI

R Issued for Review (first document issue) IFR

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A Issued for Approval IFA

D Issued for Design IFD

T Issued for Tender/Quotation IFT

P Issue for Purchase IFP

H Issue For HAZOP IFH

W Issue for Construction with Holds IFC

C Issue for Construction IFC

Z Issue for As-Built ASB

K Issue for PDP PDP

X Issue as Cancelled VID

M Issue for demolition DMO

Table 2 Revision Identifiers

The alphabetical suffix shall change based on which stage the document has attained. A
numeric revision number to be included to show the number of revisions the document has
bass. The number should not be reset. An indicative example is shown in the table below.

Revision Description Status Code

01R Issued for Review IFR

02R Re-issued for Review IFR

03R Re-issued for Review IFR

04C Issued for Construction IFC

05H Approved for Construction with Holds AFH

06C Approved for Construction AFC

07Z As Built ASB

Table 3 Project Lifecycle Identifiers

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The full final status code with the relevant description must be displayed on all submitted
documentation.

Status Codes Description

AFC Approved for Construction

AFD Approved for Design

AFF Approved for FEED

AFW Approved for Construction with Holds

AFP Approved for Purchase

AFT Approved for Tender

Table 4 Status Codes

All documents that are revised at all revisions shall clearly identify changes, deletions and
additional content by vertical lines on right hand side margin and text highlight. Drawing
revisions shall be annotated with revision clouds and triangles, as applicable.

Drawings issued by Company for construction purpose should be issued with code “C” Issued
for Construction and after project completion Contractor shall issue them with code “Z” Issued
for As Built.

6.2.2 Document and Drawing Numbering

All Company project documents such as; procedures, reports, design criteria, technical
standards, system descriptions, requisitions, calculations, technical bid evaluation, drawings
and engineering lists shall be numbered according to the following convention.

____ ____
_____
__ ___ ____ __
___ __
Project - - Originator
Unit

Code
- Discipline - Document - Sequence Sheet
Company
Number PO Type Number number

Table 5 General Document and drawing Numbering Format

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Tag Description

Project Number Unique 3 alpha and 2 numerical code denoting the project.
Project number to be assigned during initiation phase.

Company Three alphabetical characters denoting the Company that

has produced the document. Company is either OQ or
Contractor. Use OQU/OQD/OQC for documents generated
by OQ depending on the stream. Each contractor shall be
given three alphabetical characters by the project team as
a Company Code.

Originator PO In case of Contractor deliverable, the last six numeric number

of SAP/Contract number provided to Contractor.

In case of OQ generate a document, the Originator PO

Number shall be 000000. e.g. drawing issued by OQ for
Contractor to construct.

Unit Code 4-digit numerical code denoting the unit of the project that
the document relates to/ Unit codes are to be developed on
a project-by-project basis. Last digit shall be 0 unless the unit
has identical trains where it shall be the train number. e.g.
CDU one train 1100, CDU two trains 1101 and 1102. For
general document use 0000 as a unit number.

Discipline An alphabetical code used to uniquely identify the discipline

that the document is related to. The full list of disciplines can
be found in Appendix 2 - Disciplines .

Document Type An alphabetical code used to uniquely identify the type of

document. The full list of document types can be found in
Appendix 2 - Disciplines .

Sequence Number Numerical code starting from 0001-9999 that denotes the
specific document.

The sequence number resets to 0001 for different document

types and disciplines.

Sheet Number Two numerical to identifying the number of sheets applicable

to that drawing number. Shall start with 01. Documents with
one sheet shall have “00”.

Table 6 Document Number Field Descriptions

For example, a piping Basis of Design developed by Company’s upstream business for project
number MRP74, unit 1100 could be numbered: MRP74-OQU-000000-PP-BOD-1100-0001-00.

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6.2.3 Vendor Document Numbering

Refer to Vendor Documents Deliverables Guideline, OQ-GU-PCE-PM-5021.

7.0 Document Issue, Review and Approval

The following sections defines the process of exchanging documents within the project team,
and with parties external to the project team such as consultants, contractors and vendors.

The purpose of this section is to ensure that all project documentation is received and via formal
communication channels in formats that have been agreed between the parties. The Project
Leader/Lead may decide to implement document criticality classification as per the following
guidelines. In such case MDR shall include document classification.

7.1 Classification of Documents

For the purposes of review and comment, Company may use the four following classifications:

 Class 1

- Require formal Company comments within 10 working days counted from the date
of receipt by the Company to the date of dispatch of the commented document.
If Company comments are not received by the due date, the Originating Party shall
remind the Company, in writing, and the Originating Party shall obtain comments or
waiver, in writing, from the Company to proceed to the next stage. Should
Company delay the return of any Class 1 Document beyond the stipulated period,
the Contractor shall advise Company of any possible consequences which may
adversely affect the programme or Services

 Class 2

- Are issued to Company for comment. If comments are not received within 10
working days counted from the date of receipt by Company, then the Originating
Party shall inform Company, in writing, of its intention to proceed on the assumption
that the Company has no comments. The Originating Party can proceed to the next
stage unless the Company instruct, in writing, to wait for Company comments.

 Class 3

- Are issued to the Company for information only. However, comments made by the
Company shall be considered when received by the Originating Party in a timely
manner or the Originating Party is advised that comments are being developed.

 Class 4

- Are issued to Company for information only. These may however be subject to
quality control checks and sample review by Company

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7.2 Document Review

The MDR shall be used for the control of document reviews and approvals; while the actual
electronic files shall be stored in the corporate shared project folder systems (i.e. Company
EDMS). The MDR shall also be used to manage the review of design and construction
deliverables from contractors.

Every project document (both Company and contractor/vendor) shall be reviewed in line with
the document classification before it can be accepted. The default review cycle time is ten
working days, however the review cycle time can be adjusted with Company approval to suit
the requirements of the specific document review and project.

All documents prepared by the project team shall be subject to review and approval by an
appropriate authority before issue. Further details are provided in the Engineering Management
Procedure OQ-PR-PCE-PM-3014 and the Contract and Procurement Procedure OQ-PR-PCE-PM-
3016.

Documents prepared by project contractors should be reviewed and approved before issue
according to their own procedures; such procedures draft should be reviewed by Company
prior to the award of contracts by the Company bid evaluation teams. Further details are
provided in the Contract and Procurement Procedure OQ-PR-PCE-PM-3016.

Documentation received from project contractors should be reviewed by Company for

acceptability and compliance with project/contract requirements. Identification of documents
to be reviewed, and by who (e.g. which departments or disciplines) shall be decided on a
project-specific basis, for example in the form of a document distribution/review matrix based
on the project Master Deliverables Register (MDR). Reviews of contractor documentation will
normally start only after the contractor has completed their own internal reviews and quality
checks. The following process should be applied by Company upon receipt of documents:

 Company Document Control to forward the documents to the relevant departments

and discipline(s) for review and comments;

 all comments made on the document should be consolidated, identifying the name of
the reviewers;

 the Project Leader/Lead, Lead Discipline Engineer, Package Manager, Construction

Manager or other authorised person shall review the consolidated comments for their
discipline and shall propose any modifications to the comments and/or provide
additional comments as necessary before it is returned to the vendor. A return code to
the document shall be assigned at this stage as required. The return codes are listed
below;

 the consolidated comments shall then be returned to the originator to address the
comments; and

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 the above process shall be repeated for subsequent revisions of the document until the
document is approved.

The technical review of documents shall consider the following:

 any design is adequate for its purpose and complies with any contractual terms, scope
and applicable specifications; and

 all information which Company requires to complete the work is provided.

Code Return Code Description / Required Actions

A Accepted Document is accepted, Contractor can proceed to the next

stage, re-issue with numeric and alpha revision increase.

B Revise and Contractor can proceed to the next stage, incorporating the
Resubmit comments, increase the revision alphabetic and numeric and
resubmit.

In the case comments are challenged by contractor, do not

proceed until comments are addressed and document has
been resubmitted

C Review not Do not resubmit the document

required

D Rejected Rejected documents shall include the reason for rejection along
with further instructions. Increase the numeric revision number
and resubmit

Table 7 Document Review Outcomes

Documents will be stamped by the return code stamp attached in Appendix 5 of this
procedure.

Documents shall be updated as required throughout the project or as required by law. For
internally generated documents, the originator shall be responsible for any updates of their
documents. In some cases, the relevant discipline may assign other team members to
undertake the activity of updating project documentation. In the absence of any intermediate
events that require document updates, a maximum duration of twelve months is expected for
such document to be validated. Some documents may not require updates after a certain
point, however it is expected that the originating discipline shall remain aware of the state of
the documents for which they have responsibility.

7.3 Document Cancellation

In the event that a document is required to be cancelled, the responsible engineer shall notify
the Information Management Team of the intention to cancel the document. The Information
Management Team shall then cancel or supersede the document in the EDMS and MDR.

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If the cancellation was initiated from a contractor or vendor, the party shall notify the project
team. Cancelled document numbers shall not be re-allocated to newly created
documentation. If the document is superseded, the party superseding the document shall
clearly identify on the document, and in their document control system which document it has
been superseded by.

7.4 Document Approval

Once a document has been approved, the document owner, reviewer and, or PM (or
delegate) shall approve the document in the EDMS and MDR before then signing the hardcopy
if required.

When a document is issued for approval (IFA), it should only be issued to designated approver
as shown on distribution matrix.

Document s shall be checked and approved by the competent authority from the originating
party at each revision submittal.

Documents shall not be accepted by Company, unless the contractor has completed the
applicable boxes on the revision history and signed off by the competent authority agreed
between Company and contractor.

Compliance with Company’s comments shall not relieve the Contractor of its responsibility for
the correctness of its own work, or of any requirements, warranties or guarantees stated or
implied in the Contract.

Similarly, agreement by Company to drawings and documents will not constitute approval of
any Variations to the Contract.

Company reserves the right to review any design drawing, specification or other documents
produced by Contractor.

Contractor shall incorporate all comments by Company unless it is not in agreement with the
comments. Where Contractor is not in agreement with Company comments they shall arrange
to meet and discuss the comments in question within ten days of having received the comment.

Once Company’s comments have been agreed and incorporated, no further changes, other
than normal development, shall be made without Company’s prior written agreement.

In the event that Company is not satisfied with the quality of data being submitted by contractor
for review, or if Company is not satisfied that suitable diligence is being exercised in
incorporating Company’s comments on contractor’s drawings, then Company has the right to
request Contractor to arrange meeting(s) to determine that contractor has understood and will
effectively implement Company’s comments. Contractor shall provide suitably qualified and
experienced personnel to attend such meetings and shall also arrange for the attendance of
any vendor or subcontractor personnel whose presence may be required.

Company may comment on documents at all times to identify deviations from the contract
requirements or when previous Company’s comments have not been incorporated to

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Company’s satisfaction. In such cases, contractor shall immediately undertake all required
remedial actions without cost or schedule impact to Company.

Contractor shall include in its working procedures a system to record and report progress of
close-out of Company comments. Reporting shall be on a weekly basis.

8.0 Document Transmittals and Correspondence

8.1 Transmittal Control

During a project, documentation shall be required to be transmitted between Company and

various external entities and stakeholders. All such exchange of documentation shall be
controlled though a formal transmittal process. When transmitting project documentation, the
following general guidelines shall be followed:

 a document transmittal form shall be completed and approved by an authorised

individual, typically the Project Director/Manager/Lead or Engineering Manager, and
sent to the relevant party when project documentation is being transmitted. Both
internal and external transmittals should contain the following information as a minimum:

- unique transmittal number;

- company name and contact details issuing the documentation;

- company name and contact details receiving the documentation;

- document number, title and revision identifier;

- issuance date;

- documentation format (PDF, Word, AutoCAD, etc.);

- quantity of documents issued;

- details of any hard copy submissions;

- reason for document issuance, e.g. Issued for Review, Issued for Construction; and

- purchase order or contract number (if required).

 acknowledgement of receipt of the project documentation from the relevant parties is

obtained; and

 a project transmittal register is utilised to track document transmittals and generate

transmittal reference numbers.

Document transmittals shall be numbered according to the following conventions.

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_____ ______ ___ ___ ___ ____

Project - Contract - Originating - Receiving - Transmittal - Sequence

Number number Company Company Type Number Code

Table 8 Transmittal Numbering Format

Tag Description

Originating Company/ Entity Three alphabetical characters denoting the company or

entity that has sent the document.

Receiving Company/ Entity Three alphabetical characters denoting the company or

entity that is to receive the document

Transmittal Type Code identifying the type of transmittal. The following codes
shall be used:

 TRI: Internal Transmittal

 TRE: External Transmittal
 CMT: Comment Transmittal
 TRV: Vendor Transmittal

Sequence Number 5-digit numerical code denoting the exact transmittal. The
transmittal code shall begin at 00001 and run until 99999.

Table 9 Transmittal Number Additional Field Descriptions

8.2 Formal Project Correspondence Control

Formal Correspondence relates to any communication containing project management or

business information that may be required to be retained for project close-out, legal,
operational, financial or other business purposes shall be controlled.

All formal project correspondence related to the development and submission of project
documentation shall be recorded in accordance with the following general guidelines:

 correspondence records such as emails, letters and comments sheets shall be recorded
and controlled throughout the project;

 correspondence records shall be stored in a secure manner to allow for the easy
retrieval by project team members;

 Formal correspondence shall contain the following minimum requirements:

- unique correspondence number;

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- the author of the correspondence;

- recipient;

- statement as to whether a reply is expected;

- expected reply date; and

- email address of the originating party.

The originator of any outgoing correspondence shall be responsible for ensuring that:

 the correspondence is processed through the Information Management Team; and

 the content of the correspondence is contractually and grammatically correct.

Where electronic mail is used to provide instruction to contractors or vendors, it shall be followed
by the transmittal of formal minutes of meeting or correspondence as appropriate and
registered with the Information Management Team.

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Appendix 1 - Project Document Review and Approval Process Map

Document Review & Approval Plan Process Map

Contractor/Vendor

Owner/ Approver

Leads/Engineers

Project Director/
Originator) OR
Project Team
Reponsible Party

Management

Engineering

docuemtns /
Information
(Document

Comments
Reference
Document

Discipline

Manager
Member

Team
Actions/ Process

Prepare document using approved project

1 Prepare
template

Review document against scope of work Review /

2 Distribute Consult
or contract and provide comments. Consolidate
Consult w ith engineering discipline
leads as required for technical
advice.

Review, respond and address document Updat

3 Prepare
comments.
e

4 Review new document revision Distribute Review Consult

Consult w ith engineering discipline
leads as required for technical
advice.

NO YES
5 Approve document for formal issuance Approve?

The Document Approver shall often

also be the Discipline Leads.

Register approved document in MDR and

6 Execute Distribute Inform Inform Inform
EDMS and formally issue/distribute.

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Appendix 2 - Disciplines Codes

AE Alternate Energy
AR Architecture
CA Control & Automation
CE Project Center of Excellence
CM Commercial
CS Civil and Structure
CO Construction
CR Corrosion
DL Drilling
DN Downstream
GV Governance
EL Electrical
ES Estimating
FN Finance
FP Fire Protection
GE Geotechnical
HS Health, Safety, Security and Environment
HV Heating, Ventilation and Air Conditioning (HVAC)
IC Instruments and Control
IM Information Management
LA Landscaping
MA Marine
MS Mechanical Equipment Static
MR Mechanical Equipment Rotating
MT Materials
OF Offshore
OP Operation/Readiness
PC Project Control
PS Process
PP Plant Layout and Piping
PL Pipelines
PM Project Management
PR Procurement
RE Renewables
RS Risk
SO Solar
SS Subsurface
TE Telecommunications
TS Technical Safety
UP Upstream
QA Quality

Specific Project or Contractor Document management plan may add new Discipline Code as per
requirement of that project.

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Appendix 3 - Document Types

ACL Area Classification

ALS Alignments
ARC Architectural
BDE Bid Evaluation
BOD Basis of Design
BOM Bill of Materials
BOQ Bill Of Quantities
CAL Calculations
CBE Commercial Bid Evaluation
CED Cause and Effects Diagrams
CNT Contract
CHO Change Order
CON Concrete
COR Correspondence
CSL Cable Schedule
CRT Certificate
CWD Combined Wiring Diagrams
DCR Design Criteria
DEM Demolition Drawing
DFD Detailed Fabrication Drawing
DLL General Documents List
DPT Design Pressure and Temperature Diagram
DSH Data sheet
DWG Drawing
ECR Cable Routing
EHC Equipment Hazardous Classification List
EHT Electrical Tracing Schedules
EID Interconnection Diagram
ELL Electrical List / Index
ELY Electrical /Equipment Building Layout
EPS Electrical Protection Scheme
EQL Equipment List
EQL Equipment List
EQP Equipment Location
ERE Erection
EST Estimate
ESK Elementary Diagram
FAC Facilities
FGL Fire and Gas Detector
FLD Functional Logic Diagram
FOM Form
FPR Fabrication Procedure
FSK Flow Sketch / Block Flow Diagrams
GAD General Arrangement Drawing
GEO Geotechnical
GMD General Management Documents
GND Grounding
GSU General Summary
GUD Guideline
HMB Heat Material Balances
HTD Hydrostatic Test Diagram
IFD Interface Documents

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ILD Instrument Location Drawing
INS Instruction
INL Instrument List / Index
INT Instrument Installation details / Hoop-up Diagrams
IOL Input/Out List
ISO Isometric Drawings
IWD Instrument Wiring Diagram
INX Index
KLD Instrument Loop Diagram
LDT Line Designation Table
LPD Lighting Protection Diagram
LST List
LTG Lighting & Small Power
MOD Model
MOM Minutes of Meeting
MAN Manual
MST Method Statement
MRQ Material Requisition
MSD Material Selection Diagram
MTO Material Take Off
OPM Operational Manual
PAG Piping (Above ground/except Isometrics)
PFD Process Flow Diagrams
PHD Philosophy Documents
PHY Physical
PID P&ID
PIL Piping Index List
PLY Policy
POL Power Layout
PMN Policy Manual, Code of Practice
PLN Plan
POC Procurement Management Documents
PPL Plot Plan
RQN Requisition
PRO Procedures
RPT Project Reports
SCR Contract Requisition
SCH Schematic
SHD Schedule
SIL Safety Integrity Level
SKH Sketch
SLD Single Line Diagram
SNE Scoping Note
SPE Specification
SPL Specialty Item List
STY Study
STL Steel
SOW Scope of Work
SYS System Description
TBE Technical Bid Evaluation
TDL Technical Documents
TIL Tie-in Points
TLY Telecoms Drawing/Layout
TOR Terms of Reference
TPE Template

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TPR Test Procedure
TRL Transmittal
TSD Standard Details Drawings
TST Technical Standard
UFD Utility Flow Diagrams
VRO Variation Order
VLS Valve List
WIR Wiring (one-line, 2-line)

Specific project or contractor document management plan may add new doc types as per
requirement of that project.

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Appendix 4 - Document Cover Page

OQ-PR-PCE-PM-302
6 01-Cover page.docx

Appendix 5 - Document Stamp return code

OQ-PR-PCE-PM-302
6-02 stamp code.docx

Appendix 6 - Document Feedback form

OQ-PR-PCE-PM-302
6 03-User Feedback.docx

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