317_procedure_0-document control and distribution

PEP 317

DOCUMENT CONTROL AND DISTRIBUTION of 8

Rev. Date: 22 Oct 2008

TABLE OF CONTENTS

SECTION PAGE NO.

1.0 PURPOSE AND SCOPE.......................................................................................2

2.0 DEFINITIONS.......................................................................................................2

3.0 REFERENCES.....................................................................................................3

4.0 PROCEDURE.......................................................................................................4

5.0 RECORDS............................................................................................................8

6.0 FORMS AND EXHIBITS.......................................................................................8

CONFIDENTIAL AND PROPRIETARYCopyright © 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED

PEP 317



1.0 PURPOSE AND SCOPE

The purpose of this procedure is to establish the responsibilities and methods for controlling document distribution and storage and maintaining accurate status and location of project documents. This procedure applies to projects undertaken by the Company and includes the Home Office and Field Sites.

2.0 DEFINITIONS

2.1. Project Documents

Including, but not limited to: procedures, sketches, drawings, calculations, material and equipment specifications, data sheets, reports, lists, estimates, electronic media files, procurement documents, contract documents, software (deliverable), operation/maintenance data, correspondence and other communications, construction documents, project controls documents, safety documents and quality documents produced on the project.

2.2. Supplier Documents

Sketches, drawings, calculations, software, material and equipment specifications, data sheets, reports, lists, quality documents and electronic media files provided by suppliers.

2.3. Subcontractor Documents

Sketches, drawings, calculations, software, material and equipment specifications, data sheets, reports, lists, quality documents and electronic media files provided by subcontractors.

2.4. Client Supplied Documents

Sketches, drawings, tracings, calculations, material and equipment specifications, electronic media files, standards, procedures, manuals, guides and software provided by the Client.

2.5. Procurement Documents

Inquiries, proposals, material requisitions, evaluations, correspondence, purchase orders and subcontracts associated with the procurement of material, services and equipment.

2.6. Contract Documents

Client request for proposal, bid proposal, executed final contract, request for changes to the contract, change proposals, executed change orders, contract notices, and other correspondence with contractual ramifications.

2.7. Quality Documents

Project Quality Assurance Plan, audit and surveillance records, supplier surveillance records, Nonconformance records and corrective action requests.


PEP 317



2.8. Project Document Control Center (PDCC) (is)

A centralized area and process for project document retention, control, issuance, tracking and distribution. Documents maintained within PDCC may include incoming and outgoing correspondence, meeting notes, progress reports, technical documents including specifications, data sheets and drawings, supplier documents, procurement information, inspection reports, safety reports etc. The person who performs this function is often referred as the Document Controller or Project Administrator but the function may be performed by the Project Engineering Manager or Project Manager.

2.9. Electronic Data Interchange

The exchange of electronic files between the Company, Consultants, Clients, Partners, Suppliers, and Subcontractors. The files may be drawing files, spreadsheet files, data base files, or word processing files.

2.10. Document

A document may consist of physical media (such as paper, mylar, etc.) or an electronic file (with or without physical media). Copies may be physical or electronic copies, regardless of the original media. Electronic files will be handled by the PDCC in the same manner as physical (paper) documents with the exception that electronic files will be electronically stored in an Electronic Document Management System (EDMS).

2.11. Electronic Document Management System (EDMS)

An electronic (computerized) system that, as a minimum, maintains lists of document properties and either document copies or locations. EDMS systems may also be able to generate lists, listings and transmittals.

2.12. Issue Authorization and Maintenance for Use

The Director, Project Information Management is responsible for the maintenance of this procedure and will review the procedure annually to determine any necessary updates. Should an individual employee have a suggestion for improvement or modification to this procedure, he or she may mark-up a copy of the PEP and send to the Director, Project Information Management for review. The Director, Project Information Management will review the recommended changes and respond back to the employee on plans to address the suggestions. Changes to the procedure will be distributed to other Corporate Department Managers and Corporate Functional Leads for their concurrence. When the reviews are complete, the Director, Project Information Management will consolidate and recommend changes to this PEP to the Senior Vice President, Project Operations who has the authority to issue revisions to this PEP.

3.0 REFERENCES

3.1. PEP 202, Project Execution Plan

3.2. PEP 316, Records Filing, Retention, Retrieval and Destruction of Documents

3.3. PEP 358, Preparation, Checking and Approval of Engineering Drawings

3.4. PEP 402, Purchasing


PEP 317



3.5. PEP 404, Supplier Drawing and Data Identification and Review

3.6. PEP 407, Subcontracting

4.0 PROCEDURE

4.1. Process Work Flow Chart

None

4.2. Process Work Flow

A. Project Documents

Action By Action

Project Manager/Project Engineering Manager

1. Responsible for establishing the document distribution for project documents as indicated in the Project Execution Plan.

2. Is responsible for having lists created and maintained to indicate the latest controlled issue of the following:

a. Project drawings, PEP 358

b. Supplier drawings

c. Subcontractor drawings

d. Specifications, PEP 355

e. Client supplied drawings and Specifications

f. Change orders, PEP 314

3. Is responsible for the controlled distribution and release of the project documents as identified in the Project Execution Plan.

4. Forwards project documents to the PDCC.

5. Provides sufficient information to the PDCC for establishing the document distribution matrix.

6. Releases all engineering documents for distribution.

7. Responsible for establishing EDMS access and usage requirements, as applicable.

Project Team 8. Responsible for removing invalid or obsolete documents from the work area or suitably controlling them to prevent unintended use.

9. Responsible for the storage of temporary electronic working files


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PEP 317



Action By Action

on the project local area network including drawings, specification, calculations etc. Issued or completed documents will be distributed and stored by the PDCC.

10. Provides copies of significant e-mails, including attachments, to PDCC for inclusion in the project files.

Project Procurement Manager 11. Transmits purchasing documents, after appropriate Company Management approval, for issue.

Supervising Discipline Engineer / Lead Design Engineer

12. Transmits engineering documents between the Engineering Disciplines for design development, coordination and information in accordance with PEP 358 .

13. Deliver engineering documents for external use to the Project Engineering Manager for signoff and issue in accordance with PEP 358.

14. Coordinate with PDCC in expediting documents.

NOTE: The following activities (14-24) may not apply to all projects executed by the company.

PDCC 15. Manage and maintain the EDMS.

16. Process all project documents in accordance with this procedure and the appropriate engineering procedures, e.g., PEP 358, etc.

17. Receive issued project documents from the Project Functional Managers. VOID documents shall be handled as the next issue of the document.

18. Responsible for removing invalid or obsolete documents from the PDCC and EDMS or will suitably control them to prevent unintended use.

19. Log in the project document, make copies for distribution and store the original per the Project Execution Plan.

20. Distribute the project documents in accordance with the project document distribution matrix.

21. Transmit project documents to client, suppliers, subcontractors, and construction.

22. Maintain records providing current status of all documents in the PDCC system.

23. Maintain the list of transmitted documents developed from





PEP 317



Action By Action

transmittals of supplier and Company documents.

24. Submit an Overdue Report to the various departments involved.

25. Maintain Transmittal Log Report.

26. Maintain copies of the documents and the transmittals.

27. Incorporates significant project e-mails into the project files.

B. Supplier and Subcontractor Documents

Action By Action

1. Technical Supplier or Subcontractor Documents are to be processed in accordance with PEP 404, Supplier Drawing and Data Identification and Review.

2. Commercial Supplier/Subcontractor Documents are to be processed in accordance with PEP. 402, Purchasing, PEP 407, Subcontracting, and PEP 316, Record Filing, Retention, Retrieval, Destruction of Documents.

C. Client Supplied Documents

Action By Action

Project Engineering Manager 1. Provides distribution and control instructions for client supplied documents and/or electronic media.

Project Team 2. Obtain client supplied specifications, drawings (tracings and/or prints), and/or electronic media (client or supplier supplied) with project design information.

3. Route all such documents to the Project Engineering Manager for logging and disposition.

Project Engineering Manager 4. Forwards the documents to Project Document Controller / Project Administrator.

NOTE: The following activities (5-8) may not apply to all projects executed by the company.

PDCC 5. Processes the document information into the PDCC System database.

6. Makes a record copy of the documents and appropriately stores the documents.






PEP 317



Action By Action

7. Makes a listing of documents received and sends it to the appropriate team members informing them of the availability of the documents, for reference or for obtaining prints as directed by the Project Engineering Manager.

Project Team 8. Responsible for removing invalid or obsolete documents from the work area or will suitably control them to prevent unintended use.

D. Issuing Documents

Action By Action

Supervising Discipline Engineer 1. Deliver documents to the Project Engineering Manager for issue after obtaining the necessary signatures in accordance with PEP 358.

Project Engineering Manager 2. Approves and signs all drawings to be issued.

3. Sends the drawings to PDCC for copying and distribution.

PDCC 4. Distributes copies via the Project’s standard Transmittal as indicated on the distribution matrix.

Project Team 5. Responsible for removing invalid or obsolete documents from the work area or will suitably control them to prevent unintended use.

E. Field Drawing/Specification Control

Action By Action

Construction Personnel 1. Will manage the flow of incoming and outgoing drawings and specifications.

Construction Engineer 2. Will date stamp drawings and specifications upon receipt if required by the Project Execution Plan.

Construction Secretary/Project Document Controller/ Project Administrator

3. Will establish a Field Drawing status log and a Specification Status log to record the initial release, the current approval status, and current revision number.

Construction Engineer 4. Responsible for establishing a Drawing Log to record the current holders of the drawings and Specifications.

5. Responsible for removing invalid or obsolete documents from the work area or suitably controlling them to prevent unintended use.




PEP 317



F. Electronic Data Interchange

Action By Action

Project Engineering Manager, PDCC and IT/CAE Support

Are responsible for developing the Electronic Data Interchange Plan with input from the Client and notifying any other parties on the requirements for implementation of the process. The Electronic Data Interchange Plan will describe the type of documents that will be interchanged, electronic media to be used, level of security required, acceptable file formats and access/password control requirements as a minimum. The Electronic Data Interchange Plan is to be included in the Project Execution Plan.

5.0 RECORDS

During the life of a project the PDCC retains records of all transactions described in the procedures above.

A copy of these records is retained in the project files for the duration of the project. After project completion they are processed in accordance with the procedure for Record Filing, Retention, Retrieval and Destruction of Documents (PEP 316).

6.0 FORMS AND EXHIBITS

6.1 317-01 (MM), Letter of Transmittal


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