QHSE Manual CONTROL OF DOCUMENT Rev...QHSE Manual Document Name: CONTROL OF DOCUMENT PROCEDURE Date:...

QHSE Manual

Document Name:

CONTROL OF DOCUMENT PROCEDURE

QHSE Ref. No. IMS/QHSE/COD/01 Rev.03

Date: 07th March 2011

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1.0 PURPOSE

To define the system for control the issuance, reviewing, approval, cancellation, superseding, filing, and disposition of integrated management system documents.

2.0 SCOPE

This procedure applies to all produced controlled documents used during operations affecting the company’s services.

At site level the procedure applies to documents used to control the project and documents such as

drawings that specify the works.

3.0 DEFINITIONS

3.1 Document is “Information and its supporting medium”. 3.2 Controlled Document is “a document that could be modified in the future, it has a revision

status” 3.3 Uncontrolled Document is “a document that is not under revision control, normally valid as

on the date of issue”. 3.4 Estimation Manager = ESM 3.5 Project Manager = PM 3.6 Construction Manager = CM 3.7 Engineering Manager = ENM 3.8 Project Director = PD 3.9 Technical Manager = TM 3.10 IMS = Integrated Management System 3.11 MR = Management Representative (Corporate QHSE Manager) 3.12 Process Owners = Department Managers, Function Managers. 3.13 Project Close-out and Archiving of documents will be responsibility of the Project Manager

for each Project.

4.0 RESPONSIBILITY

Management representative (who is the Corporate QHSE Manager) and all concerned department and project managers are responsible to control all DSI documents as mentioned in this procedure.

5.0 PROCEDURE 5.1 General:

5.1.1 DSI documents include all soft and hard documents that we use in DSI PJSC, that include administration offices and operational projects for all its subsidiaries and business streamlines (MEP, DSWP (Water and Power) and DSC (Civil) and any new business stream may be established in the future.

5.1.2 All Departmental and Projects documents shall be identified with revisions and issue dates to

indicate their current status. The concerned department head / project manager is responsible for control of their operational documents and to ensure relevant versions of applicable documents are available at point of use.

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5.1.3 All documents shall be checked for correctness & completeness and approved by concerned department managers prior to issue.

5.1.4 All documents shall be legible and easily identifiable. Obsolete documents shall be marked SUPERSEDED in case they are to be retained for any purpose.

5.1.5 The IMS Manual and Procedures may be issued either as “CONTROLLED COPY” or as “UNCONTROLLED COPY” as per the authorization of Management Representative (Corporate QHSE Manager). All Controlled and Uncontrolled copies shall be stamped in RED ink.

5.1.6 It is the responsibility of controlled copy holder to ensure that controlled documents are kept always updated and superseded copies are removed so that their inadvertent use is avoided.

5.1.7 All hard copy documents will be filed in accordance with the OMS approved filing and coding

system.

5.1.8 Management Representative shall be responsible for control and distribution of IMS Manual and shall maintain amendment records.

5.1.9 All DSI PJSC IMS Controlled Documents shall be published on the company “Intranet – www.drakescull.net”; available for all staff for read purpose only, any changes to the controlled documents is the ultimate responsibility of Corporate QHSE Department.

5.1.10 All DSI PJSC IMS Documents on the Intranet shall have the following note:

IMPORTANT NOTE: This document is the latest updated and approved version. If you have a saved version of the document please check that the revision number matches the one shown in the header of this document to ensure that you have the current revision.

5.2 New Documents / Document Changes

5.2.1 New documents issuance, document changes and cancellation of existing documents may be recommended by any member of the company to his / her Process Owner (Department Head / Project Manager) with detailing the reason of issue new document change or cancel existing documents targeting the improvement of his process in terms of Time, Cost and Customer Satisfaction. 5.2.2 Issuance of DSI PJSC documents (Manuals, Policies, Procedures, Work Instructions, etc) is

the responsibility of QHSE Department.

5.2.3 If there is any change in existing policy, then entire policy will be re-issued from QHSE Department with new date and revision number.

5.2.4 New Company policy will be prepared or existing policy will be amended in following cases:

5.2.4.1 When any Process Owners feels the need, for smooth functioning of his departments / projects

5.2.4.2 When CEO, Chief Officers, Corporate Managers, Executive Directors, Area Managers gives direction and instructions to concerned functional manager or appointed committee.

5.2.4.3 New or updated Regulatory Requirements

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5.2.5 All policies shall be identified by their Policy number; the numbering formula will be IMS/XXX/YY/SS, where IMS is to be in all policies, XXX means that this policy belongs to XXX Department as per department code (Projects lays under Operations), YY means section or function within the department and SS refer to its series among the policies; Revision 0 shall be given for first issue and for every amendment new revision shall be allocated, revision may be restarted from 01 again in case of total change for the documents with new reference number.

5.2.6 To assure that all employees are using the up-to-date forms and to avoid the wrong usage of it, all forms should have a number and revision status; the number should refer to form’s policy and the series of this form in that policy.

5.2.7 The status of forms shall be identified by a “revision numbers”. Thus; the first issue is given

revision # IMS/XXX/YY/SS/ZZ Rev. 01, the second revision is Rev. 02 and so on. ZZ refer to from number within YY policy.

5.2.8 DSI PJSC Policies should include the following

5.2.8.1 Control table in the first page of the policy identifying: 5.2.8.1.1 Policy revision status,

5.2.8.1.2 Date of issue,

5.2.8.1.3 Revision record,

5.2.8.1.4 Developed by Process Owners (functional managers) from the

corporate team i.e. chief officers and corporate managers,

5.2.8.1.5 Checked by business directors / regional operations directors who ensures the policy suitability to DSI PJSC scope of works and take into consideration cost impact, quality impacts and work flow simplicity,

5.2.8.1.6 Reviewed by MR (Corporate QHSE Manager) to ensure its

compliance with international standards and regulations, its compliance to the QHSE management system and control of documents policy, no discrepancies with authority matrix and limits; and

5.2.8.1.7 Approved by CEO of the DSI PJSC (or Executive Directors in case for

DSWP, DSC, GTCC and any subsidiary that joins the DSI PJSC approval to be decided by CEO.

The policy to be structured as per the following setup:

5.2.8.2 Purpose – each policy starts with the purpose 5.2.8.3 Scope 5.2.8.4 Definitions 5.2.8.5 Responsibility 5.2.8.6 Procedure 5.2.8.7 Attachments – each policy ends with the attachments

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5.2.9 Document Proposal / Change form # IMS/QHSE/COD/01/03 to be used when a new document or a change, cancellation to existing document is required by any of DSI PJSC staff member. Requester shall submit document proposal / change form to the process owners (department managers, project managers, manager of projects, chief officers, etc)

5.2.10 Process Owner shall review and study the proposal, when accepted the document change / proposal he / she shall forward a formal request to DSI Corporate QHSE Manager (MR) for further review and study the effect of such proposal with other document users. In case proposal / change not accepted process owner shall advice the requester why it is rejected and forward the document proposal / change request with rejection comments to Corporate QHSE Manager for records purpose.

5.2.11 Review of all received document proposal / change will be in a quarterly basis in January, April, July & October of every year, however for total new policies and those policies / procedures required to be reviewed and amended by top corporate management or due to external auditing results may be issued at any time during the year.

5.2.12 Corporate compliance officer shall review the new documents or document change proposal ensuring its compliance to the requirements of ISO 9001:2008, ISO 14001: 2004 and OHSAS 18001: 2007.

5.2.13 Amendments to integrated management system documents shall be recorded and communicated to all concerned.

5.2.14 MR shall ensure that all integrated management system documents shall be approved as per the authority for approval.

5.2.15 New issuance, changes or cancellation of documents may arise as a result of audit findings (internal or external audits), corrective / preventive actions, follow up actions from management reviews, customer feedback, due to regulation requirements or business needs.

5.3 Control of Electronic Data

5.3.1 IT department is responsible of the security and backup of all types of data and records

available in the DSI software’s and networks. Back-up CD’s and electronic data files shall kept in a fire-proof locker or taken and stored away from the Head Office to approved store.

5.3.2 Computer Users are responsible for following and implementing the security requirements e.g. access control, use of internet etc to control the electronic data under their controls.

5.3.3 All IMS data and documents stored in computers are backed up, and accesses to these files

are provided only to the authorized personnel to prevent unauthorized use by others.

5.3.4 Use of updated antivirus methods and other similar security control tools (as per the IT department policies) for protecting the data and documents available.

5.4 External Document Control “International & National Regulations and Standards”:

5.4.1 Externally produced documents are listed on the Documentation Records and retained under control. External documents like Manufacturer's technical data sheets, Material Safety Data Sheets, Government Local orders, Electricity and Water Authorities regulations, Federal Environmental Agency, Municipalities Regulations, Governmental Regulations (Local and Federal), Permits, Standards e.g. ASTM, BS, DIN, ASHRAE etc.

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5.4.2 All external documents to be monitored frequently for the updates by its issuance authority, it is the responsibility of the document owner to ensure its valid issue status, this monitoring could be by internet surfing websites, formal communications with each regulatory authority issuing documents used by DSI.

5.5 Client Specifications

5.5.1 Estimation Manager (ESM) shall maintain the original copies of the client tender

specification after being awarded the contract. 5.5.2 One copy shall be marked on the front page by “CONTROLLED” and given to the

nominated Project Manager (PM). 5.5.3 In case of any amendment the ESM shall make a copy of the amendments as one set and

he shall maintain marking it by “REVISED” for the PM clarifying the amendments applied. 5.5.4 ESM shall mark all changed pages by “CANCELLED” and it will remain in the same

documents for reference until project completed and handed over successfully.

5.6 Drawings

5.6.1 Tender Drawing:

5.6.1.1 All tender drawings shall be marked by “TENDEDR” stamp by estimation department, if not received as such from the client.

5.6.1.2 In case of any changing or modification the ESM shall be responsible for identifying the changing or amendments pages or drawing and mark each by “REVISED” stamp. And the superseded drawings to be marked “CANCELLED”.

5.6.2 Construction drawing:

5.6.2.1 Once the construction drawings reviewed and approved by the Consultant / Engineer and / or client representative, the PM signs the same and mark all drawings by “CONTROLLED” stamp.

5.6.2.2 All copies that may be generated out of the approved construction drawings should be after all authorized signatures and marking with the “CONTROLLED” stamp.

5.6.2.3 In case of changing, the Construction Manager (CM) or Engineering Manager (ENM) shall verify and stamp the new copy by “REVISED” plus “CONTROLLED” stamps.

5.6.2.4 The changed drawings out of original & approved copies shall be marked by “CANCELLED” stamp and maintain it for legality.

5.6.2.5 The shop drawing and as built drawing shall be controlled by using the same process as mentioned above.

5.7 Correspondences:

5.7.1 Incoming Correspondences

5.7.1.1 All incoming documents / posts should be recorded using Incoming Correspondence

Log form (IMS/QHSE/COD/01/06) and shall be marked with a received stamp identified with date of receiving, whether at corporate office, Regional offices, or project site offices. All received documents / posts identified as confidential should not be open and forwarded as received to the concerned. All posts upon received shall be segregated into departments and projects and timely forwarded to the authorized management or staff.

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5.7.1.2 At the outset of a Project the PD / PM shall inform all project concerned parties and other interested parties e.g. Client, Main Contractor, Sub-contractors, Consultant, Architect etc where the project post should be addressed and to whom.

5.7.1.3 Projects incoming correspondences shall be distributed after verification by PM to the concerned staff as per the project distribution stamp.

5.7.1.4 All contract post should be reviewed by the Project Manager, Operations Manager, Estimation Manager, Technical Manager and Commercial Manager or as otherwise instructed by Executive, Business Directors and Chief Commercial Officer before being distributed, and the original shall show the distribution lists & highlighted for those to receive copies ensuring that the original is given to the holder of the master file.

5.7.2 Outgoing Correspondences

5.7.2.1 Outgoing Correspondence – Coding Format

All outgoing correspondence, letters and facsimile, shall be registered in the Outgoing Correspondence Log (IMS/QHSE/COD/01/05 ) by the Secretary / Document Controller

as follows:

Department or Project Name / File code / Originator / Year / Serial No. (a) (b) (c) (d) (e)

(a) Department or Project Code = XXX (b) File code = as per “File Index” (Attached) (c) Originator = “initials of the undersigned” “F” for Faxes (d) Year = 09 for 2009, 10 for 2010…etc (e) Serial Number = From 001 onwards …

The above coding format may also include an “Initiator part” if required particularly for those outgoing correspondences prepared other than the signatory themselves. Format will be as follows:

Department or Project Name / File code / Initiator / Originator / Year / Serial No.

(a) (b) (c) (d) (e) (f)

(a) Department or Project Code = XXX (b) File code = as per “File Index” (Attached) (c) Initiator = “Initials of the document “Initiator”. The employee who drafted the memo for

the undersigned but not the secretary/document controller. (d) Originator initials of the undersigned” “F” for Faxes (e) Year = 09for 2009, 10 for 2010…etc (f) Serial Number = From 001 onwards …

In all and any circumstances, the Serial No. should be unique.

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Department Code:

Chief Executive Officer = CEO

Managing Director = MD

Executive Director = ED

Area General Manager / Area Manager = AGM or AM

General Manager = GM

Operations = OP

Human resources = HR

Administration & Personnel = ADMN

Financial & Accounts = FAC

Procurement = PC

Estimation = ES

Information Technology = IT

Commercial = CO

Investment = IN

Communication = COM

Quality, Health, Safety & Environment = QHSE

Legal Department = LD

Engineering = ENG

Technical = TECH

Planning = PL

Business Development = BD

Project Code:

The project code is the serial number allocated to each project.

5.7.2.2 All Department / Project Correspondences should be copied to the Head of Department / Project Manager as necessary however, the responsibility for filing a copy lies with the person nominated for maintaining the master file original (Document Controller or Secretary).

5.7.3 Master Index File

5.7.3.1 Secretary or Administrator / Document Controller of each department / project is

responsible for controlling and keeping the master copies of all project correspondences, documents and records as per the DSI policy and index of filing and archiving.

5.7.3.2 Form # (IMS/QHSE/COD/01/01) Master Filing Index shall be used for all departments

and projects. The PM is responsible for ensuring the implementation of this requirement.

5.7.3.3 If files are stored or borrowed away from the master files area a note stating where

these can be found shall be made on the index. Note: No Commercial files shall be left unattended on site.

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Files box should be labeled showing the following:

5.7.4 Archiving of Documents

5.7.4.1 Project Documents:

The concerned Project Manager, in conjunction with QHSE department is responsible for the archiving of project documents upon completion of project. The site administrator shall prepare list of all project documents required to be archived and this list is to be verified by the concerned QA/QC Manager / Engineer prior to archiving.

5.7.4.2 DSI Departments Documents:

The concerned department manager is responsible for archiving of documents, pertaining to their own departments. An index of all files archived shall be prepared and maintained by respective department managers and one copy to be given to QHSE department for verification during the internal auditing.

The administration manager shall nominate one person (Archive In–charge) who shall be responsible to maintain archive in secured and tidy manner so that records or documents remain identifiable, and retrievable. The Archive In–charge in conjunction with administration manager shall ensure that archive is secure, and environmentally acceptable to maintain documents in a good state for the periods until their retention period. The retention periods are mentioned in control of records procedure.

A proper log is to be maintained by Archive In–charge for any documents added to archive or

removed from the archive in the Register of Archive document control form # (IMS/QHSE/COD/01/02)

The administration manager and Archive In–charge in coordination with QHSE department shall organize for periodic reviews of documents and disposition.

Refer to control of records procedure for document/records, retention periods.

Company: Project No: Project Name: File Code: File Name:

File No: Year:

Company: Department: File Code: File Name:

File No:

Year:

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6.0 ATTACHMENTS

Type Name Number / Code

Form Master Filing Index IMS/QHSE/COD/01/01

Form Register of Archive Documents IMS/QHSE/COD/01/02

Form Document Proposal / Change IMS/QHSE/COD/01/03

Form File Box Labeling Samples IMS/QHSE/COD/01/04

Form Outgoing Correspondence Log IMS/QHSE/COD/01/05

Form Incoming Correspondence Log IMS/QHSE/COD/01/06

File Code Documents / Records Content

A. Internal Correspondence

B.

Client

Architect

Consultant

Sub-contractor

Quantity Surveyor

Other Authorities

C. Correspondence with Main Contractor

D. Contract Documents

Contract / Sub-Contract Agreement

Schedule of Drawing

Specifications

Bills of Quantities

Schedule of Rates

Main Contratct Extracts

E. Estimation Documents

F. Freight and Deliveries

G. Minutes of Meeting

Contractual

Internal

H. Information

Schedule of RFI's

Request for Information (internally)

I. Payment

Applications

Certificates

Payment Advice

J. Insurance

K. Quality Assurance / Quality Control

External Correspondences to / from

QHSE Manual

Document Name:

Departments and Projects File

Indexing

QHSE Ref.: IMS/QHSE/COD/01/01 Rev. 01


Page 1 of 3

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Indexing



L. Drawings

Drawing Register

Incoming Transmittals

Outgoing Transmittals

Design Checking Notes (NT-2)

Design Calculations

M. Material Procurement Schedule

MAC : Air Conditioning

ME : Electrical

MPM : Plumbing and Mechanical

N. Material Submittals and Approvals

NAC : Air Conditioning

NE : Electrical

MPM : Plumbing and Mechanical

O. Requisition, Orders and Purchasing Schedule

OAC : Air Conditioning

OE : Electrical

OPM : Plumbing and Mechanical

ON : Plant and Tools

P. Programme and Progress

Programmes

Progress Report

Site Diaries

Monthly Report

Q. Cost Control

Cost Control Document

Cost Coding

Monitoring

R. Labour

Records

Histograms

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Indexing



S. Suppliers

(Sub-Divided)

SC. Sub-Contractors)

(Sub-Divided)

T. Tools, Plant and Equipment

U. Claims

V. Final Account

Variations

CARs

CAR Schedule

Final Account

W. Basic Price Schedule

X. Testing and Commissioning

Non-Conformamance Register Q.51

Snagging Inspection Sheets Q.23

Clients snagging / inspection / non conformity notices

Calibration certificates and register

Test Certificates

Commissioning Results

As Fitted Drawings

O & M Manual

Y. Health, Safety & Environment

Z. Completion

Defects Notes

Completion Certificate

Page 3 of 3

Name Sign

Date

Taken

For

Duration

(Days)

Date

Returned

Doc.

Controller's

Signature

Box No. File No.Rack

No.File Description

Proj / Dept

Ref .

Date

Added

QHSE Manual

Taken By

Document Name:

Register of Archive Documents

QHSE Ref: No.:

Date:

IMS/QHSE/COD/01/02 Rev.01

Sr No.

Page 1 of 1

QHSE Manual

Document Name:

Document Proposal / Change

QHSE Ref. No. IMS/QHSE/COD/01/03 Rev. 02

Date:

Page 1 of 2

Document Title: Doc. #: Current Issue:

New Proposal/Proposed Change Cost Impact

Suggestion Owner: Signature:

Line Manager Notes: Position: Signature:

Corporate QHSE Manager Notes:

Signature:

QHSE Manual

Document Name:

Document Proposal / Change


Date:

Page 2 of 2

This page is for Corporate QHSE use only

Authorized Signatory

Operations Director Cost Impact

Significant Moderate Negligible Zero Impact

Sig. Date:

Rating for the Proposed Document

Very Good Good Satisfactory Not

Satisfactory

Corporate Functional Manager Cost Impact

Significant Moderate Negligible Zero Impact

Sig. Date:


Very Good Good Satisfactory Not

Satisfactory

Corporate Finance Cost Impact

Significant Significant Significant Significant

Sig. Date:


Very Good Very Good Very Good Very Good

QHSE Manual

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File Box Labeling Samples



Page 1 of 2

DRAKE AND SCULL

INTERNATIONAL PJSC

DSD016

A SOUQ RESIDENCES

GOLDEN MILE

INTERNAL CORRESPONDENCE

File No. 1

2011

DRAKE AND SCULL

INTERNATIONAL PJSC

PROJECT JOB NO.

FILE CODE PROJECT NAME

FILE NAME

File No. 1

YEAR

QHSE Manual

Document Name:

File Box Labeling Samples



Page 2 of 2

DRAKE AND SCULL

INTERNATIONAL PJSC

QHSE DEPT.

A

INTERNAL

CORRESPONDENCE

File No. 1

2011

DRAKE AND SCULL

INTERNATIONAL PJSC

Department Name

File Code

FILE NAME

File No.

YEAR

QHSE Manual

Document Name:

Outgoing Correspondence Log

QHSE Ref. No. IMS/QHSE/COD/01/05 Rev 01

Date:

Page 1 of 1

DEPARTMENT:___________________________________________________________________________

SR. Reference No. M-memo

L-Letter Subject Recipient Created By Date

A-Internal

B- External Remarks

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.

QHSE Manual

Document Name:

Incoming Correspondence Log

QHSE Ref. No. IMS/QHSE/COD/01/06 Rev 01

Date:

Page 1 of 1

SR. Date Reference No. Subject A*-Internal

B*- External

Sender O / F / E * Endorsed to Action to be

Taken Date Endorsed Remarks

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.

* Legends: A: Internal; B: External

O: Original; F: Fax; E: E-mail

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