001-Pro Document and Data Control

Pearl GTL Project

LINDE ENGINEERING

Contractor Project No: 5887 Shell Project No: HP-3000-QAT

Project Document Number: T- 4.250.946 Project Rev.: A Page 2 of 24

Purchase Order Number: 2MH127

N/A Tag/Item Number(s):

ASU Unit(s):

Z PCWBS:

QATAR SHELL GTL PROJECT (PEARL) C2 AIR SEPARATION UNITS CONSTRUCTION

D A 24.04.08 Ready For Construction CO UA ZG RFC

C O 02.03.08 Issued for Company Comments CO UA ZG ICC

B 07.12.07 Issued for Review CO UA ZG IFR

A 03.11.07 Issued for Internal Review CO UA ZG IIR

Approved By

GAMA Project Rev

Rev. Date Description Prepared

By Checked

By Status

No. No. ORIGINATOR

Document Title:

LINDE ENGINEERING AG DOCUMENT AND DATA CONTROL PROCEDURE

Document No.

GAM PRO DCC GTL 001 D LOC470

Contractor

Gama Qatar Co. W. L. L. Org.

Code Doc. Type

Disc. Code

Geogr. Area

Seq. No

Rev. No Vendor Code

Project Document Number: T- 4.250.946 Rev No: A

Doc. Title : GAM-PRO-DCC-GTL-001 Rev. D DOCUMENT AND DATA CONTROL PROCEDURE Date : 24.04.2008

T- 4.250.946 . A Page 4 of 24 Rev

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TABLE OF CONTENTS

1 PURPOSE .................................................................................................................................... 5 2 SCOPE.......................................................................................................................................... 6 3 REFERENCES ............................................................................................................................ 7

3.1 Company Specifications ................................................................................................................... 7 3.2 Contractor Procedures and Plan ..................................................................................................... 7

4 DEFINITIONS .............................................................................................................................. 8 5 RESPONSIBILITY ...................................................................................................................... 9 6 PROJECT DOCUMENTS AND DATA .................................................................................. 10 7 CORRESPONDENCE AND TRANSMITTALS .................................................................... 11

7.1 Incoming Correspondence.............................................................................................................. 11 7.2 Outgoing correspondence............................................................................................................... 12 7.3 Incoming Transmittals and CD backup........................................................................................ 14 7.4 Outgoing Transmittals.................................................................................................................... 15

8 CONTROL OF DOCUMENTS ................................................................................................ 17 9 CODES AND STANDARDS ................................................................................................... 18 10 DATA CONTROL.................................................................................................................. 19 11 APPLICABLE DOCUMENTS FORMAT ........................................................................... 20


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1 PURPOSE

The purpose of this procedure is to ensure that the all documents and data specified in the

Project Specific Quality Plan Doc.No: GAM-PLN-QAC-GTL-001 and its attachments are prepared, approved; revised, updated and valid issues of them are distributed to the parties

concerned.


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2 SCOPE

This procedure is specific to the PEARL GTL ASU PROJECT. The scope of this procedure is to define the system for controlling registration, filing and

distribution of all project documents, data and correspondence. The procedure

is based on the document and data control requirements of ISO 9001: 2000

and defines the control mechanism for:

preparation and presentation of documents, data and correspondence

document, and data review and approval

internal issue & distribution of documents, data & correspondence

revision of documents, and data

ensuring that all documents, data and correspondence are available in a timely manner at all work locations and site offices where work will be

carried out


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3 REFERENCES

3.1 Company Specifications

Contract document EXHIBIT E Specifications - List of attachment 0100-A-SG 1000

"Vendor documentation requirements"

3.2 Contractor Procedures and Plan

GAM-PLN-QAC-GTL-001 Project Quality Plan

GAM-PRO-QAC-GTL-019 Project Communication and Co-ordination

Procedure


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4 DEFINITIONS

4.1 Contract definitions

The definitions which follow are applicable for the duration of the contract: COMPANY means LINDE AG Linde Engineering Division

CONTRACTOR means GAMA Qatar Co. W.L.L. IPIX-System means Internet based Project Information Exchange TM means Transmittal LDCC means LINDE Engineering Document Control Centre GAMADCC means GAMA Document Control SITE means the place(s) where WORK is performed. DATA means all data, information, drawings, specifications, requisitions, project specific calculations, maps, reports, studies, statements, accounts, forecasts, tapes,

discs, cores, computer software programs outputs and printouts, analysis, evaluations

and all other documents, howsoever stored or recorded, including project drawings.


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5 RESPONSIBILITY

All principles and requirements of document and data control are critical to the efficient and smooth operation of a project. Therefore;

The Project Manager shall implement this Document & Data Control

Procedure through the Project Organisation.

The Site Manager shall ensure all communications and documentation

systems are established and implemented as a first priority.

The Project Quality Assurance Control Manager shall ensure application of the

principles of this procedure shall be applied without exception.

The project Document Control Centre Chief and Project Quality Assurance

Control Manager is custodian of this document and is responsible for logging,

filing and distribution of all project documents data & correspondence received

during the Project.

Each department manager and employee is responsible to implement this procedure.


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6 PROJECT DOCUMENTS AND DATA

The document register and computer software system will be utilised as a

master to control the planning, registration, issuance and monitoring of current

revisions to the project specification, reports drawings, Project Management

Procedures and Project Construction Procedures.

This system shall be also used as the progress monitoring tool for technical &

project management deliverables.

The latest status of the documents is available from Document Control Center.

Each month, for progress reference purposes the DCC document register will

be issued in the monthly report.

Contractor project documents are listed and updated on at least an annual

basis in the Project Quality Manual & Plan.

Official and numbered e-mails exchanged between the COMPANYS Pro-Corr

system and CONTRACTORS [email protected] address will be

considered as official correspondence.

Only signed, marked and identified paper format (hard copy) documents and

correspondence in accordance with the project Communication and

Coordination Procedure GAM-PRO-QAC-GTL-019 to be considered as valid

and will be made available only on COMPANY request on an ad-hoc basis.


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7 CORRESPONDENCE AND TRANSMITTALS

Log-in and log-out files are handled and controlled by the responsible person

and will be maintained to contain the documentation as detailed hereafter.

An index of "in" and "out" files and "log-in" and action log-out" registers to be

maintained for all project activities throughout the project.

7.1 Incoming Correspondence

Upon receipt, all paper format correspondence or original printed copy shall be

dated and numbered with the incoming sequential number, copied and

stamped with the distribution matrix on the copy for Site Manager or his

assigned delegates dispatch, and be logged in electronic database.

After review by the Site Manager or his assigned delegates the original copy

shall be retained in the Document control office.

All project correspondence, including incoming official e-mail and fax copies,

shall be forwarded to the Site Manager or his assigned delegates (original and

copy) who shall indicate the distribution, the for action for Info to and initiate

with his signature all documents to the Project Document Controller, who shall

log in the correspondence using a software program developed by GAMA

based on the Microsoft Tools. (MsAccess and/or MsExcell programs).

Document Control Responsible shall control the correct login of

correspondence on the system and shall:

1. Verify the correct logging of documentation.

2. Make necessary additional copies of documents and distribute as per

Document Distribution Matrix the in the receiving office

3. File the documentation copies in document control centre.

4. Register any technical documents, or data.


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7.2 Outgoing correspondence

All produced outgoing letters shall be signed and be scanned in PDF format.

The correspondence and transmittals shall be numbered in accordance with

GAM-PRO-QAC-GTL-019 Project Communication and Coordination

Procedure.

All outgoing paper format correspondence and documents, whether generated

by GAMA or in response to incoming correspondence shall be checked and

signed by the Project Manager or by delegated responsible before dispatch.

The Project Manager or his delegates shall sign any kind of paper format of

correspondence and transmittals in accordance with technical, commercial or

contractual consideration. If by E-mail upon receipt of letters generated by

GAMA or in response to incoming correspondence shall be checked, signed

and scanned copy in PDF format shall be send to Company through Pro-

Corr system by DCC via e-mail account [email protected].

The e-mail exchange between the Company and Contractor under these

systems will be considered official. All document and Information for review

shall be handed over electronically in PDF format (transfer of hard copies only

on request) via the internet Platform IPIX to Company(LDCC) and will be

considered official. The transmittals may not be signed as submission will be

through IPIX system and will be considered as official.

Document Control Centre shall:

1. Verify the correct log in the system of outgoing documentation.

2. File the documentation (original or copy).

3. Register the technical documents.

4. Make the distribution for info of outgoing correspondence as per the

distribution matrix.

Doc. Title : GAM-PRO-DCC-GTL-001 Rev. D DOCUMENT AND DATA CONTROL PROCEDURE Date : 24.04.2008 QQQ AAA TTT AAA RRR

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7.2.1 Distribution Matrix

Following is the GAMA distribution matrix: GAMA QATAR PEARL GTL PROJECT

DOCNo.

DATE:

DEP INFO ACT REMARKS

GPM

PSM

HQR

GQD

HSE

CWM

MEC

PTO

FAB

ENG

ADM

QAC

LOG

ACC

EQM

OTHERS

Descriptions:

GPM Resident Project Manager

PSM Site Manager

HQR Head Quarter (Ankara)

GQD Gama Qatar Doha

HSE Health and Safety Manager

CIV Construction Manager

MEC Mechanic Manager

PTO Technical Manager

FAB Fabrication Manager

ENG Detail Engineering Manager

ADM Administration Manager

QAC QA/QC Manager

Rev


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LOG Logistic Manager

ACC Accounting Manager

EQM-Equipment and Maintenance Manager

Other Others

7.2.2 Logging

The Project/Satellite Document Controller shall establish and maintain the

correspondence log-in and log-out register.

The information to be recorded in each register shall consist of:

1. Log No: Consecutive log number

2. Date: Date receipt or dispatch

3. From/to: The name and Company to/from whom the document

is sent or received

4. Type: Whether letter, e-mail, fax etc.

5. Subject: Description of document subject

6. Action required (if any)

7. Correspondence number and date of response (when received)

8. Remarks: As applicable

7.2.3 Filing

Once the document has been logged, it shall be filed as per Project filing

Index.

Filing of documents by Document controller shall be initially per document

type (specification, drawing, procedure etc) and thereafter per discipline and

document number.

All project files shall be identified in their content by means of a project label

on their spine as per Attachment D - Project File Label (example).

7.3 Incoming Transmittals and CD backup

All documents which arrive under cover of a transmittal via IPIX shall be

forwarded to the Site Manager through DCC who shall:

Date and number the incoming document log it on the system.

Make a copy and stamp the distribution matrix on this copy for Site Manager

Dispatch.


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After Site Manager (or by delegated responsible) Dispatch document shall go

to Document controller to verify that the correct logging in the system has

been done.

Make additional copies of documents & distribute as per transmittal

distribution

File the documentation or copy.

Register the technical documents as applicable

Documents issued to Company for approval, checking or review / comments

shall, when received back from the Company via IPIX by formal transmittal be

copied to Document owner for correction/revision and subsequent reissue to

the QA Manager for information and monitoring purpose.

All construction documents will be submitted to GAMA via IPIX and additional via a

Construction manual on CD for backup weekly basis.

7.4 Outgoing Transmittals

Transmittals shall be used by the project organisation for:

- Issue of documentation linked to a contractual milestone

- Transmission of original documentation

- Documents issued to Company/Sub Contractor for review or

approval

All documentation (except letters, faxes or reports) shall be issued to

Company under cover of transmittals including but not limited to drawings,

calculations, procedures, specifications etc., and shall be dealt with as follows:

If document date and transmittal date are different, document delivery date to

be considered the date Companys DCC(LDCC) or other recipient receives

transmittal and correspondent document.

"Log-out" date of original documents issued under cover of a transmittal shall

be inserted in the system by DCC accordingly with the date that the transmittal

and corresponding document have been received.

All document and Information for review and comments shall be handed over

electronically in PDF format (transfer of hard copies only on request) via the

internet Platform IPIX /Pro-Corr to Company .The transmittals may not be

signed as submission will be through IPIX system but to be considered as

official.


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Submissions via IPIX:

A soft copy of Transmittal shall be sent via IPIX and a hard copy shall be kept

for filing purpose.

Paper Format (Hard Copy) Submissions:

A hard copy of Transmittal shall be sent to the recipient. Another copy shall

be held in the file and subsequently replaced with the copy signed and

returned by recipient.

7.4.1 Transmittal Logging and Filing

The Project Document Controller shall establish and maintain a transmittal log-

in and log-out register. The information to be included in these is identical with

that described in the section 7.2.2 ("Logging").

The copies of the transmittals shall be filed sequentially, in a separate file as

per the filing index.

The filing of the documents issued or received under transmittal will be carried

out as detailed in 7.2.3 ("Filing").


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8 CONTROL OF DOCUMENTS

All valid documents issued by Document Controllers in accordance with

Distribution matrix included in the Project Quality Plan shall be stamped

Controlled Copy in red .

All requests for controlled documents out with those identified within the

distribution matrix shall be made a Document Requisition. The requisition

sheet shall identify whether or not it is a first issue, a replacement copy or if it

is an additional copy.

Note: Any print showing Controlled Copy in black or no stamp at all is to be

assumed as uncontrolled copy and therefore will be not valid.

All obsolete documents shall be identified, marked SUPERSEDED in red by

Document Controller and maintained in Document Control office or related

departments Managers custody for reference purpose.

All Cupboards, drawer files, stick files or box files and so on shall be clearly marked to

show their contents

Document Control shall be kept in offices/cupboards locked to prevent unauthorized

access during the absence of Document Control Staff and restricted to document

control staff, Project Manager, Site Manager and Quality Manager during working

hours.

Controlled copy holders are responsible for ensuring that only the current versions of

documents are used for execution of works and that obsolete or superseded

documents are destroyed or readily identifiable as superseded.

A database system called Document Management and Tracking System for

registration of project documentation shall be maintained as appropriate and shall be

controlled by Project Document Control who shall issue updates to site.


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9 CODES AND STANDARDS

The Quality Assurance and Control Manager on Site is responsible for ensuring all codes and standards applicable to the project, referenced in

Contract Documents.

Codes and Standards shall be issued as working controlled documents where

required via utilization of Document Requisition form, but normally shall be lent

out to individuals who shall be required to sign for the Contract documents.


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10 DATA CONTROL

For each document, correspondence item and transmittal a data file will be

retained in addition to the hard copy. The data files shall be given the same

name as the hard copy file. Document backup will be taken automatically with

the help of RAID-1 (mirroring) system and another Document backup will be

taken (tape method) twice a week for all of these files and a kept away from

original sources in a restricted area.


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11 APPLICABLE DOCUMENTS FORMAT

The following documents should be preferably adopted by the site project

organisation:

1. Appendix A Incoming Document Flowchart

2. Appendix B Outgoing Document Flowchart

3. Appendix C Transmittal Form

4. Appendix D Project File Label


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APPENDIX A- INCOMING DOCUMENTFLOWCHART

INCOMING DOCUMENT

DATING NUMBERING LOG IN

+1 COPY

PSM DECISION

DCC TO VERIFY CORRECT LOGING IN

THE SYSTEM

MAKE NECESSARY COPIES & DISTRIBUTION

SEND DEPARTMENTS AND ANK ENG FOR

ACTION/INFO/REVIEW

FILE MASTER

COPY & FIRST COPY

SCANNING DOCUMENT

LEGEND DOCUMENT ACTION DECISION

NO

ACTION INFO

Rev


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APPENDIX B- OUTGOING DOCUMENT FLOWCHART

DOCUMENT REGISTER LOGING IN THE SYSTEM

AND READY TO ISSUE

INTER DISCIPLINE REVISION & CHECKING

ON SITE PSM /ANKARA ENG OR FABRICATION

MNG DECISION

TRANSMITTAL

COPIES TO DCC FOR FILING & DISTRIBUTION

ISSUE TO COMPANY VIA IPIX AND ALL

INTERESTED PARTS FOR ACTION/INFO/REVIEW/

COMMENTS

DOCUMENT PRODUCED BY DISCIPLINE LEADER

AFTER DIC

NO

YES

IF IN PAPER FORMAT TRANSMITTAL RECEIPT

COPY SHALL BE THE DOCUMENT DELIVERY

DATE TO NSERT N THE DATABASE

TRANSMITTAL SIGNED BY PSM

IF HARD COPY

LEGENDS DOCUMENT ACTION DECISION

Rev


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APPENDIX C- TRANSMITTAL FORM TO (Kime): LINDE A.G, ENGINEERING DIVISION FROM (Kimden): GAMA QATAR Co.W.L.L

Transmittal No. (leti Nosu): GQA-LQA-TM-NNNN Date (Tarih): For the Attention of (Kime gnderilecei) Mr. Joerg SCHUSTER Dear Sir/Madam (Sayn Baylar/Bayanlar) We enclose/are sending you under separate cover, the document(s) listed below. Please acknowledge receipt if in paper format; by signing and returning a copy of this transmittal, reporting any shortages, if any. (Aada belirtilen dkman(lar) ayr bir kapak yazs ile iliikte gnderilmektedir. Ltfen alnd kadn imzalayarak ve bu evrakn bir kopyasn herhangi bir eksiklik varsa not ederek geri gnderin.)

Item No.

(Sra No) Document Number

(Dkman Numaras) Revision (Revizyon) LIN Rev/

Project Rev (Revizyon) Document Title (Dkman Bala) Status*

(Durum)* 1 2 3

*Status of enclosed documents (*liikte gnderilen dkmanlarn durumu)

To be delivered by; (Teslim edilecek)

1. For Information (Bilgi in) 2. For Review/Comment (nceleme iin/Yorum) 3. For Approval (Onay iin) 4. As Requested (nerildii gibi)

5.ForConstruction (Yapim Iin) 6. For Design (Dizayn iin) 7. For Procurement (Temin iin) 8.For Fabrication (Uretim icin)

9.For Final Document (Son Dkman) 10. For Action (Gerei iin) 11.As Certified (Onayli) 12.As-built (Son durum projesi) 13. Other (Dier)

E-Mail (electronic) Airmail (Uakla) Hand (Elden) Courier (Kurye) IPIX

Authority to Tansmit; GAMA QATAR GTL PEARL PSM (Gnderen Otorite) Sign: (mza) Date (Tarih): I acknowledge receipt of the documents described above; (Yukarda tarif edilen dkmanlarn alndsn kabul ediyorum) Signature: (Imza) Date (Tarih) :

Doc. Title : GAM-PRO-DCC-GTL-001 Rev. C DOCUMENT AND DATA CONTROL PROCEDURE Date : 21 December 2007 QQQ AAA TTT AAA RRR

APPENDIX D PROJECT FILE LABEL SPINE

2007

2007 PEARL GTL

PROJECT

FILE NO

DOC TYPE INCOMING LETTER

FROM-TO GAM-LIN 1 TO X

1 PURPOSE 2 SCOPE 3 REFERENCES 3.1 Company Specifications 3.2 Contractor Procedures and Plan 4 DEFINITIONS 5 RESPONSIBILITY 6 PROJECT DOCUMENTS AND DATA 7 CORRESPONDENCE AND TRANSMITTALS 7.1 Incoming Correspondence 7.2 Outgoing correspondence 7.2.1 Distribution Matrix 7.2.2 Logging 7.2.3 Filing

7.3 Incoming Transmittals and CD backup 7.4 Outgoing Transmittals 7.4.1 Transmittal Logging and Filing

8 CONTROL OF DOCUMENTS 9 CODES AND STANDARDS 10 DATA CONTROL 11 APPLICABLE DOCUMENTS FORMAT APPENDIX A- INCOMING DOCUMENTFLOWCHART

5.ForConstruction (Yapim Iin) E-Mail (electronic)

001-Pro Document and Data Control

Documents

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