Document Control Procedure(20.10.14)
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UNA E&C
UNA OIL GROUP
Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
DESIGN & DOCUMENT CONTROL PROCEDURE
Issue Rev
Date
A
20.10.14
Revision Description
Issued for Internal Check
By
SJ
Approved
PJ
UNA E&C
UNA OIL GROUP
Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
TABLE OF CONTENTS 1
SCOPE
4
2
DEFINITIONS
4
3
REFERENCES
4
4 4.1 4.2 4.3 4.4
RESPONSIBILITIES Project Manager shall Project Engineer shall Project Control Manager shall Document controller shall
4 4 4 5 5
5 5.1 5.2
DEFINITIONS Technical document Administrative document
5 5 5
6 6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8
PROCEDURES Document distribution Document preparation, review, and approval process Control of Technical Documents Document receiving and sending Project document filing Numbering of project document Document of external origin Control of project record
6 6 6 6 7 7 7 7 8
7 7.1
ELECTRONIC MANAGEMENT CONJECT (Electronic Document Management System)
8 8
ATTACHMENT 1 – SAMPLE OF CONJECT MANAGEMENT
9
1 1.1 1.2 1.3
DESCRIPTION Advantages Features Technical Architecture
9 9 9 9
2
HOW TO ACCESS CONJECT
10
3 3.1 3.2 3.3 3.4
DOCUMENTS Document List DOWNLOAD DOCUMENT SAVE AND DISTRIBUTE DOCUMENT Online editing of Documents
11 11 12 14 15
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
ATTACHMENT 2 –CONJECT DOCUMENT MANAGEMENT MANUAL
16
ATTACHMENT 3 –CONJECT DOCUMENT COMMUNICATION MANUAL
17
ATTACHMENT 4 –CONJECT DRAWING MANAGMENT MANUAL
18
UNA E&C
UNA OIL GROUP
Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
SCOPE This document is to describe the controls of the issue, distribution, change and filing of the engineering documents. This procedure applies to control all the project documents.
DEFINITIONS COMPANY
:
Client / End User
CONTRACTOR
: shall mean UNA Oil, the Engineering, Procurement and Construction Contractor
Vendor
: shall mean the supplier of equipment/materials or SUBCONTRACTOR
CONSULTANT
:
UNA Oil appointed Engineering CONSULTANT
Design Documents : Calculations, Drawings, Diagrams, Data Sheets, Specifications and other related deliverables for construction and procurement
REFERENCES
XXX-YYY-ZZZ
Quality Manual
XXX-YYY-ZZZ
Document Numbering Procedure
RESPONSIBILITIES 4.1
Project Manager shall
4.2
Be responsible for the overall control of project documents and project records.
Project Engineer shall
Assign Lead Document Controller and Manage Document Control Team.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
4.3
Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
Project Control Manager shall
Be responsible for preparation of the Document Control Procedure and shall be responsible for Document Distribution Matrix
Shall established and ensure that relevant versions of applicable documents are available at point of use. Ensure that all correspondences are transmitted to COMPANY.
4.4
UNA OIL GROUP
Control of the Electronic Document Management System (CONJECT). Assign permissions of access to all main users with approval from the Project Manager in his absence the Project Engineer.
Document controller shall
Receive and submit the document, Distribute the document, Maintain the master document list such as transmittal & letter log sheet, Engineering Document Deliverable Register (to be referred as EDDR further ), Transfer the record book (vendor prints, etc.) to Central File as per the Project Close-out Reporting Procedure after close-out.
DEFINITIONS Project documents consist of technical and administrative document as following ; 5.1
Technical document
5.2
The technical documents include the contract documents, specifications, manual, procedures, drawing, instruction, data sheet, and record book etc. o Document Controller shall control the latest version of technical documents to be effectively used. o These technical documents shall be received, submitted and distributed by the document controller.
Administrative document
The administrative document means the document that is not directly related to project execution. These administrative documents include the approval request, drafts, report, IOC, fax, correspondance and letter etc. The administrative document is the results of general operating activities of project such as management and account.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
PROCEDURES 6.1
Document distribution
6.2
Document preparation, review, and approval process
6.3
Project Control Manager (PCM) shall review document type, serial code number, class in accordance with the Project Document Distribution Matrix. Project Control Manager shall develop and maintain the Document Distribution Stamp for internal distribution of project document after discussion with relevant team managers. When any documents is received from COMPANY the Document Controller shall distribute documents using the Document Distribution Stamp after approval of Project Control Manager.
Documents shall be prepared legible in accordance with related procedures or instruction. The originator of the document shall assign the document number for identification in accordance with “Document Numbering Procedure (Doc. No. XXX-YY-ZZZ)” for project Prior to issue, documents shall be reviewed and approved by authorized personnel. After approval, the document is effective. The revision of documents shall be reviewed and approved in the same manner as the original. The technical document shall include the following; Document title and number -
Document Class and Type
-
Revision number and issue/revision date
-
The signature of personnel to prepare, review and approve and date
Control of Technical Documents
All approved documents shall be sent to the document controller for register and distribution After receiving the issued documents, the document controller shall register the documents on the master document list and distribute the document to related organizations according to the distribution stamp which the Project Control Manager nominates for distributing.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
6.4
Rev.
UEC-QHS-Q10-PR-??
The document controller ensures that the correct document revision status is assigned. CONJECT contains all revisions and lists them in chronological order with the latest first thus ensuring that the latest version is clearly identified and made available. Access to the latest version of any deliberable is automatic in CONJECT all previous revisions are also shown.
When receiving any document, the document controller shall log the receiving document. Before sending any document, the document controller shall log the sending document.
The project document shall be filed in the specified folder in the CONJECT. Original Copy should be submitted to COMPANY Document Control Center using the transmittal. One hard copy will be maintained for unexpected situation, that document should be controlled by the Document Controller to prevent obsolete version being used.
Numbering of project document
6.7
Document Number
Project document filing
6.6
Page
Document receiving and sending
6.5
UNA OIL GROUP
All the documents shall be numbered as per the “Document Numbering Procedure (Doc. No. XXX-YYY-ZZZ)” which is established in accordance with project contract requirement.
Document of external origin
The documents of external origin include following; Vendor/Sub-contractor Documents -
COMPANY specifications and drawings
-
Statutory and Regulatory Requirements
The document controller shall maintain the master list which identifies the location and revision of all documents of external origin.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
6.8
UNA OIL GROUP Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
Control of project record The document controller shall prepare the project record book to transfer the final records. ELECTRONIC MANAGEMENT
7.1
CONJECT (ELECTRONIC DOCUMENT MANAGEMENT SYSTEM) All of the documents created by CONTRACTOR shall be uploaded, and controlled using CONJECT. For details of CONJECT, refer to attachment #2
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
ATTACHMENT 1 – SAMPLE OF CONJECT MANAGEMENT DESCRIPTION
Today's business processes generate great volumes of documents and data. Electronic Data Management System (hereinafter referred to as the “CONJECT”) enterprise document management solutions allows you to organize, access and streamline information in a secure web-based environment.
1.1
1.2
1.3
ADVANTAGES CONJECT is a robust document management system that has among its features, a module that enables multiple upload/download of documents, a powerful and flexible workflow module, and a powerful search engine. CONJECT allows users to set up a project, run software applications for use with project files. A systematic document and information management that forms the core of Knowledge Management. Reduction in errors since the latest issued documents/drawings will be displayed Reduction in costs and lead time Improvement in quality. FEATURES
Document Centric Collaboration Document Search and View Check out and Check in of Documents, all versions of the document are retained. Workflow : Enables the creation of sequential and parallel workflows Powerful search engine Expandable document storage capacity TECHNICAL ARCHITECTURE A 3-tier system, that ensures a high-level of security and flexibility. Developed with JSP/EJB thus making the system platform independent. Uses the latest in hardware and software technologies
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
HOW TO ACCESS CONJECT
Before using CONJECT, users must have a user ID and password that are registed following Attachment #1 – Registration for CONJECT. Accessing URL : http:// www.conject.com
Please specify user ID and password then click go button.
CONJECT welcome screen will be shown like figure below;
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
DOCUMENTS
3.1
DOCUMENT LIST
The Document List shows the latest documents, Latest messages and most recently used documents. For see screen shot below for reference,
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
3.2
DOWNLOAD DOCUMENT
Single Document Download
UNA OIL GROUP Page
Document Number UEC-QHS-Q10-PR-??
Rev.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
Multi Document Download
Download previous versions of a Document
UNA OIL GROUP Page
Document Number UEC-QHS-Q10-PR-??
Rev.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
3.3
UNA OIL GROUP Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
SAVE AND DISTRIBUTE DOCUMENT In Conject documents could be uploaded and concurrently distribute the documents with a message to project participants (participants who have access to the Project Space and externals who do not have access to the Project Space).
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
3.4
Online editing of Documents
UNA OIL GROUP Page
Document Number UEC-QHS-Q10-PR-??
Rev.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number UEC-QHS-Q10-PR-??
ATTACHMENT 2 –CONJECT DOCUMENT MANAGEMENT MANUAL
Rev.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number UEC-QHS-Q10-PR-??
ATTACHMENT 3 –CONJECT DOCUMENT COMMUNICATION MANUAL
Rev.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number UEC-QHS-Q10-PR-??
ATTACHMENT 4 –CONJECT DRAWING MANAGMENT MANUAL
Rev.
UNA OIL GROUP
Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
DESIGN & DOCUMENT CONTROL PROCEDURE
Issue Rev
Date
A
20.10.14
Revision Description
Issued for Internal Check
By
SJ
Approved
PJ
UNA E&C
UNA OIL GROUP
Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
TABLE OF CONTENTS 1
SCOPE
4
2
DEFINITIONS
4
3
REFERENCES
4
4 4.1 4.2 4.3 4.4
RESPONSIBILITIES Project Manager shall Project Engineer shall Project Control Manager shall Document controller shall
4 4 4 5 5
5 5.1 5.2
DEFINITIONS Technical document Administrative document
5 5 5
6 6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8
PROCEDURES Document distribution Document preparation, review, and approval process Control of Technical Documents Document receiving and sending Project document filing Numbering of project document Document of external origin Control of project record
6 6 6 6 7 7 7 7 8
7 7.1
ELECTRONIC MANAGEMENT CONJECT (Electronic Document Management System)
8 8
ATTACHMENT 1 – SAMPLE OF CONJECT MANAGEMENT
9
1 1.1 1.2 1.3
DESCRIPTION Advantages Features Technical Architecture
9 9 9 9
2
HOW TO ACCESS CONJECT
10
3 3.1 3.2 3.3 3.4
DOCUMENTS Document List DOWNLOAD DOCUMENT SAVE AND DISTRIBUTE DOCUMENT Online editing of Documents
11 11 12 14 15
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
ATTACHMENT 2 –CONJECT DOCUMENT MANAGEMENT MANUAL
16
ATTACHMENT 3 –CONJECT DOCUMENT COMMUNICATION MANUAL
17
ATTACHMENT 4 –CONJECT DRAWING MANAGMENT MANUAL
18
UNA E&C
UNA OIL GROUP
Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
SCOPE This document is to describe the controls of the issue, distribution, change and filing of the engineering documents. This procedure applies to control all the project documents.
DEFINITIONS COMPANY
:
Client / End User
CONTRACTOR
: shall mean UNA Oil, the Engineering, Procurement and Construction Contractor
Vendor
: shall mean the supplier of equipment/materials or SUBCONTRACTOR
CONSULTANT
:
UNA Oil appointed Engineering CONSULTANT
Design Documents : Calculations, Drawings, Diagrams, Data Sheets, Specifications and other related deliverables for construction and procurement
REFERENCES
XXX-YYY-ZZZ
Quality Manual
XXX-YYY-ZZZ
Document Numbering Procedure
RESPONSIBILITIES 4.1
Project Manager shall
4.2
Be responsible for the overall control of project documents and project records.
Project Engineer shall
Assign Lead Document Controller and Manage Document Control Team.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
4.3
Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
Project Control Manager shall
Be responsible for preparation of the Document Control Procedure and shall be responsible for Document Distribution Matrix
Shall established and ensure that relevant versions of applicable documents are available at point of use. Ensure that all correspondences are transmitted to COMPANY.
4.4
UNA OIL GROUP
Control of the Electronic Document Management System (CONJECT). Assign permissions of access to all main users with approval from the Project Manager in his absence the Project Engineer.
Document controller shall
Receive and submit the document, Distribute the document, Maintain the master document list such as transmittal & letter log sheet, Engineering Document Deliverable Register (to be referred as EDDR further ), Transfer the record book (vendor prints, etc.) to Central File as per the Project Close-out Reporting Procedure after close-out.
DEFINITIONS Project documents consist of technical and administrative document as following ; 5.1
Technical document
5.2
The technical documents include the contract documents, specifications, manual, procedures, drawing, instruction, data sheet, and record book etc. o Document Controller shall control the latest version of technical documents to be effectively used. o These technical documents shall be received, submitted and distributed by the document controller.
Administrative document
The administrative document means the document that is not directly related to project execution. These administrative documents include the approval request, drafts, report, IOC, fax, correspondance and letter etc. The administrative document is the results of general operating activities of project such as management and account.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
PROCEDURES 6.1
Document distribution
6.2
Document preparation, review, and approval process
6.3
Project Control Manager (PCM) shall review document type, serial code number, class in accordance with the Project Document Distribution Matrix. Project Control Manager shall develop and maintain the Document Distribution Stamp for internal distribution of project document after discussion with relevant team managers. When any documents is received from COMPANY the Document Controller shall distribute documents using the Document Distribution Stamp after approval of Project Control Manager.
Documents shall be prepared legible in accordance with related procedures or instruction. The originator of the document shall assign the document number for identification in accordance with “Document Numbering Procedure (Doc. No. XXX-YY-ZZZ)” for project Prior to issue, documents shall be reviewed and approved by authorized personnel. After approval, the document is effective. The revision of documents shall be reviewed and approved in the same manner as the original. The technical document shall include the following; Document title and number -
Document Class and Type
-
Revision number and issue/revision date
-
The signature of personnel to prepare, review and approve and date
Control of Technical Documents
All approved documents shall be sent to the document controller for register and distribution After receiving the issued documents, the document controller shall register the documents on the master document list and distribute the document to related organizations according to the distribution stamp which the Project Control Manager nominates for distributing.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
6.4
Rev.
UEC-QHS-Q10-PR-??
The document controller ensures that the correct document revision status is assigned. CONJECT contains all revisions and lists them in chronological order with the latest first thus ensuring that the latest version is clearly identified and made available. Access to the latest version of any deliberable is automatic in CONJECT all previous revisions are also shown.
When receiving any document, the document controller shall log the receiving document. Before sending any document, the document controller shall log the sending document.
The project document shall be filed in the specified folder in the CONJECT. Original Copy should be submitted to COMPANY Document Control Center using the transmittal. One hard copy will be maintained for unexpected situation, that document should be controlled by the Document Controller to prevent obsolete version being used.
Numbering of project document
6.7
Document Number
Project document filing
6.6
Page
Document receiving and sending
6.5
UNA OIL GROUP
All the documents shall be numbered as per the “Document Numbering Procedure (Doc. No. XXX-YYY-ZZZ)” which is established in accordance with project contract requirement.
Document of external origin
The documents of external origin include following; Vendor/Sub-contractor Documents -
COMPANY specifications and drawings
-
Statutory and Regulatory Requirements
The document controller shall maintain the master list which identifies the location and revision of all documents of external origin.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
6.8
UNA OIL GROUP Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
Control of project record The document controller shall prepare the project record book to transfer the final records. ELECTRONIC MANAGEMENT
7.1
CONJECT (ELECTRONIC DOCUMENT MANAGEMENT SYSTEM) All of the documents created by CONTRACTOR shall be uploaded, and controlled using CONJECT. For details of CONJECT, refer to attachment #2
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
ATTACHMENT 1 – SAMPLE OF CONJECT MANAGEMENT DESCRIPTION
Today's business processes generate great volumes of documents and data. Electronic Data Management System (hereinafter referred to as the “CONJECT”) enterprise document management solutions allows you to organize, access and streamline information in a secure web-based environment.
1.1
1.2
1.3
ADVANTAGES CONJECT is a robust document management system that has among its features, a module that enables multiple upload/download of documents, a powerful and flexible workflow module, and a powerful search engine. CONJECT allows users to set up a project, run software applications for use with project files. A systematic document and information management that forms the core of Knowledge Management. Reduction in errors since the latest issued documents/drawings will be displayed Reduction in costs and lead time Improvement in quality. FEATURES
Document Centric Collaboration Document Search and View Check out and Check in of Documents, all versions of the document are retained. Workflow : Enables the creation of sequential and parallel workflows Powerful search engine Expandable document storage capacity TECHNICAL ARCHITECTURE A 3-tier system, that ensures a high-level of security and flexibility. Developed with JSP/EJB thus making the system platform independent. Uses the latest in hardware and software technologies
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
HOW TO ACCESS CONJECT
Before using CONJECT, users must have a user ID and password that are registed following Attachment #1 – Registration for CONJECT. Accessing URL : http:// www.conject.com
Please specify user ID and password then click go button.
CONJECT welcome screen will be shown like figure below;
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
DOCUMENTS
3.1
DOCUMENT LIST
The Document List shows the latest documents, Latest messages and most recently used documents. For see screen shot below for reference,
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
3.2
DOWNLOAD DOCUMENT
Single Document Download
UNA OIL GROUP Page
Document Number UEC-QHS-Q10-PR-??
Rev.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
Multi Document Download
Download previous versions of a Document
UNA OIL GROUP Page
Document Number UEC-QHS-Q10-PR-??
Rev.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
3.3
UNA OIL GROUP Page
Document Number
Rev.
UEC-QHS-Q10-PR-??
SAVE AND DISTRIBUTE DOCUMENT In Conject documents could be uploaded and concurrently distribute the documents with a message to project participants (participants who have access to the Project Space and externals who do not have access to the Project Space).
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
3.4
Online editing of Documents
UNA OIL GROUP Page
Document Number UEC-QHS-Q10-PR-??
Rev.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number UEC-QHS-Q10-PR-??
ATTACHMENT 2 –CONJECT DOCUMENT MANAGEMENT MANUAL
Rev.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number UEC-QHS-Q10-PR-??
ATTACHMENT 3 –CONJECT DOCUMENT COMMUNICATION MANUAL
Rev.
UNA E&C Process
Title
Engineering
CONTROL OF TECHNICAL DOCUMENTATION
UNA OIL GROUP Page
Document Number UEC-QHS-Q10-PR-??
ATTACHMENT 4 –CONJECT DRAWING MANAGMENT MANUAL
Rev.
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