Construction of New Faculties/Buildings, Expansions in the Existing Buildings , Renewing Works and Extension of Infrastructures Garyounis University /Benghazi

DESIGN WORKS PROCEDURE

Doc. No. : GARUN-4-XXX-QU-XXX-PR-004-00

Prepared by

Rev

Date

Reason for Issue

Prepared By

Checked By

Approved by

Approved by ARCADIS

00

08.12.2010

First Issue

A.AHN

A.AHN

B.DURUKAN

DESIGN WORKS PROSEDURE

REVISION DESCRIPTION
Para No. Revision Status 00 0A 01 01A 02 02A

Description

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1.0

2.0

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TABLE OF CONTENTS
Construction of New Faculties/Buildings, Expansions in the Existing Buildings , Renewing Works and Extension of Infrastructures..........................................................................1 Garyounis University /Benghazi.....................................................................................1 DESIGN WORKS PROCEDURE...................................................................................1 1.PURPOSE AND SCOPE ............................................................................................4 2.DEFINITIONS AND ABBREVIATIONS ......................................................................4 3.REFERENCES ...........................................................................................................5 4.RESPONSIBILITIES ..................................................................................................5 5.DESIGN REALIZATION PROCESS :..........................................................................7 6.INTELLECTUAL PROPERTY RIGHTS.....................................................................14 7.ALTERATIONS TO THIS PROCEDURE..................................................................14 8.APPENDIXES...........................................................................................................15

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1. PURPOSE AND SCOPE The purpose of the Design Control procedure is to describe the control and verification activities to be performed in order to:

Ensure quality of documents, drawings and other deliverables. Ensure that all relevant information is correctly included and that specified input requirements are met. This procedure describes the system for control and verification of design and engineering activities performed by resources for construction design drawings and calculations in Garyounis University Project. Measures for control and verification of engineering activities includes: Self Checks (mandatory), Discipline Checks (mandatory), Inter-Discipline Checks (project related), Operational Reviews (project related), Client Reviews (Consultant/Client).

The Design Control procedure is an overall procedure, which in principal should cover all activities in connection with planning and preparation of drawings/documents. However, in projects, tenders or studies there may be need for more specific procedures/plans in order to ensure implementation of control and verification with respect to engineering activities. In such cases, this Design Control procedure will form basis for specific procedures/plans. 2. DEFINITIONS AND ABBREVIATIONS Drawings/documents Project Manager Discipline Lead Originator Engineering activities Study Client Consultant Contractor Subcontractor Drawings/documents originating by Contractor which are subject to document control. Responsible person for a specific work, i.e. project, tender, study Responsible person for a discipline i.e. engineering, operation. Business support in a project, study or tender. Responsible person for preparing the drawings/technical documents All activities associated with planning and preparation of drawings/documents. All activities in connection with planning and preparation of documents/drawing which are not defined in a project or a tender.
ODAC (Organization for Development of Administrative Centers)

ARCADIS Deutschland GmbH Sembol Libya JS General Construction Company, Anayurt Libya JS General Construction Company and Sembol and Anayurt JS General Construction Company CORPUSSubcontractor of Design, Engineering, Procurement and HR providing service to GARUN projects Main Contractor.

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3. REFERENCES

ISO 9001:2008 Quality management systems Requirements GARUN-36-QA-GN-GN-PR-0001-00 Document Numbering Procedure IBC 2006: General Design standards Mechanical: International Mechanical Code (IMC). American Society of Heating Ventilating and Air Conditioning Engineers (ASHRAE) Standard 62. International Plumbing Code (IPC). EN806.02 and .03, and EN 12056.02 and .03 plumbing code. NFPA 70 National Electrical Code ASHRAE 90.1 Energy Standard for Buildings, Except Low-Rise Residential Buildings GECOL : General Electricity Company of Libya, GECOL DIN - Deutsches Institut fr Normung eV (German Institute for Standardization) NFPA 101: Life Safety Code 4. RESPONSIBILITIES This procedure is under the responsibility of the Project Manager and shall not be altered without his written consent. The procedure is applicable for all Garyounis University Project personnel.

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5. DESIGN REALIZATION PROCESS :

RECEIVING TECHNICAL DATA FROM CLIENT ( HOW?? NEED TO GVE SOME DETAILS FOR THIS PROCESS)

DETERMINATION OF CLIENT REQUIREMENTS (HOW? MAY BE BY PRESCHEMATICS,SCHEATICS, FUNCTIONALITY REPORTS ETC.) DETERMINATION OF DESIGN INPUT FINALISATION OF THE ABOVE REFERENCED PROCESS, NEED

CONFIRMATION OF INPUTS AND APPROVALS (FROM WHOM WE GET THE DESIGN INPUT DATAS?)

Y
DESIGN SUBCONTRACTOR COMPLETION OF DRAFT DESIGN OUTPUTS (LAD,TUNCA,AND OTHER THIRD PARTY DESIGNERS etc.)

INTERNAL DESIGN REALISATION PROCESS

REALIZATION OF DESIGN

VERIFICATION OF DESIGN OUTPUTS

REVIEW OF DESIGN OUTPUTS

APPROVAL OF CORPUS

QUALITY REVIEW OF DESIGN DOCUMENT (KYS)

Y Transmittal Form
ISSUE TO CONSULTANTS REVIEW

CONSULTANTS ??? DAYS REVIEW PROCESS

APPROVAL OF DESIGN DOCUMENT BY CONSULTANT

GARUN-4-XXX-QU-XXX-PR-004-00

Transmittal Form

-Emails -Minutes of Meeting -Conceptual Design Approvals -Official letters ?????????

Transmittal Form

Transmittal Form

DECISIONS & APPROVALS OF CONSULTANT ON DESIGN DATA

DELIVERY TO CONTRACTOR THE SITE

RELEASE FOR CONSTRUCTION

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5.1 Design planning The design work scope, than the following process should be performed literally;

Perform Design Basis review (may be part of the Contract review) in order to ensure the Design Basis is complete, consistent, unambiguous and fully understood by the design team. Responsible to initiate and accomplish the design basis review is the Project Manager. The result should be a Design Basis report (Contract Review report). Establish document and drawing register and schedule with planned dates for start up; Inter-Discipline Check, External Review and Issue for Construction. Names of Originators shall be established. Review of necessary Risk Management activities such as HAZID/HAZOP etc. and include in Risk Management Activity Plan. Identify external interfaces and establish Interface plan/register.

5.2 Verification The different categories directly related to check/review/verify of drawings/documents performed by resources from Engineering department (or under the coordination of engineering department in case of the works given to a design subcontractor) are as follows: Self Check (SC) Discipline Check (DC) Inter-Discipline Check (IDC) Operational Review External Review(Third Party and Client) Issue For Construction (IFC) 5.2.1 Self Check (SC) - Mandatory Self Check shall be performed by Originator as the engineering work progresses and will in general be split into two phases: In daily work to ensure that input requirements are incorporated at the end of the activity in order to ensure that work is completed and meets specified requirements All computer analysis shall, where possible, be verified by sufficient longhand calculations. All relevant analysis, drafts, sketches, longhand calculations, comments post DC and a copy of the document issued shall be kept and filed by the Originator within the History file system. Originator is responsible for initiating Discipline Check (DC) which is a mandatory. 5.2.2 Discipline Check (DC) - Mandatory After Originators Self Check the drawing/document shall be given to an appointed Checker for review in order to ensure that input requirements are met the engineering work and, if relevant, operation methods chosen are correct. Check List Discipline Check in Attachment A shall be filled in by Originator and be given to appointed Checker together with the drawing/document for review and verification. Check List Discipline Check, drawing/document signed by appointed Checker and
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relevant comments from Checker, shall be returned to Originator for filing within the History file system. 5.2.3 Inter-Discipline Check (IDC) The purpose of the Inter-Discipline Check is to ensure and confirm that all agreed technical interfaces are adhered to and that technical interface conflicts with other disciplines are avoided. Discipline Lead of originating discipline is responsible for issuing engineering drawings/documents for Inter-Discipline Check and for responding on comments in writing within governing time limits. Before initiating Inter-Discipline Check Check List Inter-Discipline Check in Attachment B shall be filled in by Originator and be given to appointed Checker together with the drawing/document for review and verification. Checker shall sign Check List Inter-Discipline Check and the drawing/document before any further distribution. Check List Inter-Discipline Check, drawing/document signed by appointed Checker and relevant comments from Checker, shall be returned to Originator for filing within the History file system. Comments shall be addressed directly to Originator for filing within the History file system. All comments received shall be evaluated. In cases of disagreement, the subject shall be discussed and agreed upon. If, however, an agreement is impossible to obtain, the commenting discipline shall be informed. Agreements/disagreement of this sort shall result in a written statement, which shall be filed within the History file system. Discipline Lead will handle the discussion if an agreement can not be obtained. As an alternative, IDC may be arranged as a meeting where comments to the extent possible are resolved on the spot and documented on the relevant drawings/documents. Discipline Leads shall arrange a thorough check of incoming Inter-Discipline Check issues by qualified personnel within the discipline. In case of need for clarifications, the responsible personnel are encouraged to communicate with the Originator of drawing/document. Inter-Discipline Check shall be carried out on all issues according to Check List InterDiscipline Check in Attachment B. A completed copy of Check List Inter-Discipline Check , shall be signed by responsible Checker on behalf of the discipline and returned together with relevant comments to responsible person for further distribution and filing. 5.2.5 Signing off Quality Control Sheets When the drawing is signed after step 5.2.4 , a copy of the drawing and the signed check list shall be taken for the DC check. This copy (checked copy) shall be handed over to the appointed checking engineer for DC, together with a signed check list and the QCS (enclosure (i ) of this document). The QCS shall be signed to verify that this check has been performed. In addition the Responsible Engineer shall specify on this sheet the status of the drawing and his/her own personal evaluation of the work performed before the document issue. This is a relevant information to the Discipline Checker, Lead Discipline Engineer and Jacket Design Lead since the level of completion may vary depending on the reason for issue.
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5.2.8 Operational Reviews Operational Reviews may be performed by one or several in-house specialists who shall address the operational principles, assumptions, considerations and premises on which the decisions were taken. All Operational Reviews shall be identified in a Verification Plan, and shall go through the following steps: Issue agenda and relevant drawings/documents to all participants including, as required, tailor made checklists. Minute all actions with action responsibilities and due dates. Establish action follow up log. Ensure all actions are closed before Issue for Construction. All relevant documentation related to Checks and Reviews shall be controlled and filed by Discipline Lead. 5.2.9 Clients Review/Approval (Client/Clients Represantative) Contractually,Client(or Employer) and Third party shall review/approve the drawings/ documents before they are subject to Issue for Construction. Project Manager is responsible for issuing drawings/documents for External Review and for responding on comments in writing within governing time limits. Before initiating External Review, Check List External Review in Attachment C shall be filled in by Originator and be given to appointed Checker together with the drawing/document for review and verification. Check List External Review, drawing/document signed by appointed Checker and relevant comments from Checker, shall be returned to Originator for filing within the History file system. All drawings/documents subject to issue for External Review shall be approved by Project Manager. Project Manager shall review the quality control performed and question the validity of items noted therein. Having verified the activities of Originator and Checker, the Project Manager shall sign the drawing/document. By this signature Project Manager confirms that the drawing/document meets the specified requirements and accepts the associated responsibility for external distribution. Drawings/documents shall be issued for External Review through the responsible person of document controlling who is also responsible for filing/protecting and distribution of drawings/documents by being in cooperation with the Originator. The external review periods shall be planned and agreed upon with Client/Third party management. Comments shall be addressed directly to Originator for filing within the History file system. All comments received shall be evaluated. In cases of disagreement, the subject shall be discussed and agreed upon. Any agreement of this sort shall result in a written statement which shall be filed within the History file system. If, however, an agreement is impossible to obtain, further discussions will be handled by the Project Manager. 5.2.10 Issue for Construction (IFC) When Employer/Employers Represantative comments are properly incorporated and Contract requirements are implemented the drawings/documents shall be subject to Issue for Construction. Project Manager is responsible for issuing drawings/documents for Construction. Before initiating Issue for Construction Check List Issued for Construction in Attachment G shall be filled in by Originator and be given to the Checker whom appointed by the Client ,together with the drawing/document for review and verification.
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Check List Issued for Construction, drawing/document signed by appointed Checker and relevant comments from Checker, shall be returned to Originator for filing within the History file system. All drawings/documents subject to issue for Construction shall be approved by Project Manager. Project Manager shall review the quality control performed and question the validity of items noted therein. Having verified the activities of Originator and Checker, the Project Manager shall sign the drawing/document. By this signature Project Manager confirms that the drawing/document meets the specified requirements and accepts the associated responsibility for external distribution. The drawings/documents shall be ready to issue to the Employer/Engineers review and approval., All design assumptions and conditions identified through HAZOPs etc. shall be checked and closed before Issued for Construction. Drawings/documents shall be in a revision status which is , Issued for Construction, to the Employer or through the responsible person of document controlling, who is also responsible for filing,storing and retrieval of these drawings/documents.

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1.3

Title Block

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5.3 Signatures on Drawings/Documents on Title Block Signatures on drawings/documents front sheet are evidence that the various checks have been performed to the satisfaction of the signatories. Required signatures are as follows: All drawings/documents shall be signed by Originator on all issues and revisions. All drawings/documents issued for Discipline Check and Inter-Discipline Check shall be: -Checked and signed by appointed Checker The issue for Discipline Check and Inter-Discipline Check may be combined. All drawings/documents issued for Clients Review and Issued for Construction shall be: -Checked and signed by appointed Checker -Approved and signed by Project Manager and shall be reviewed and approved by the Employer/Engineer. 5.4 Responsibilities 5.4.1 Check and Verification The principal requirement that each individual is responsible for own work shall be applied, involving planning, execution and verifying that the engineering work is in accordance with specified requirements. 5.4.2 Project Manager Project Manager is responsible for:

Determine the extent of verification according to this procedure establishing a work specific verification plan in order to ensure that this Design Control procedure is implemented in the further work approval of drawings/documents for Clients Review, Issue for Construction and all following revisions . 5.4.3 Discipline Lead Discipline Lead is responsible for: Providing Originator with all relevant information for performance of the engineering work Ensuring availability of all necessary check lists Appointing the disciplines Checkers Ensuring that all checks are being performed Initiating Inter-Discipline Check 5.4.4 Originator Originator is responsible for: Perform engineering and design in accordance with good engineering practice seeking optimal cost efficient design solutions Familiarising with input requirements and check lists Perform Self Check and initiate Discipline Check on drawings/documents 5.5 Revision Marking

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Changes to document and drawings shall be marked with revision triangle placed adjacent to the text that has been changed from previous revision. A line shall be placed in the margin to specify in detail where the changes have been done .

Rev 01

Figure 2. An example of revision triangle 5.6 History file The History file system shall be used to file all revisions of a drawing/document, Check Lists, design input notes, comments and mark up documentation. Each drawing/document shall be filed in a separate folder. The originator of the drawing/document shall establish the folder and use it to organise the filing of the work related to the drawing/document. Upon completed drawing/document (Issued for Construction), the History file shall be handed over to the person responsible for document control. 5.7 Filing and retention of quality records In addition to filing requirements described under each chapter/section above, specific requirements for filing and retention of documentation as quality records given by Client shall be observed. As a minimum all check prints/Check Lists and Issued for Construction drawings/documents shall be kept in a safe place for 2 years or as long as the guarantee period is effective. Yukardaki ksmlar/blmlerde betimlenmi olan dosyalama artlarna ilave olarak, Mteri tarafndan kalite kaytlarnn saklanmasyla ilgili verilen zel artlar da gzetilecektir. Tm kontrol ktlar/kontrol listeleri ve naat iin Yaymlanan izimler/dkmanlar gvenli bir yerde en az 2 yl garanti periyodunun geerli olduu sre boyunca muhafaza edilmelidir. 6. INTELLECTUAL PROPERTY RIGHTS It is the policy of Sembol Anayurt JV to protect and actively manage its Intellectual Property Rights. Sembol Anayurt JV personnel shall thus actively manage our Intellectual Property and obtain protecetion of the key features that differentiate us from our clients, suppliers and competitors through the application of patents, trademarks, registered designs and confidentiality / secrecy agreements with his members of staff are encouraged to identify and propose patentable or otherwise commercially viable inventions to Project Director who will recommend/not recommend and send to Technical Department in CORPUSs Head Quarters for further action. 7. ALTERATIONS TO THIS PROCEDURE

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This procedure is the responsibility of the QA/QC Manager and cannot be altered without his written consent. 8. APPENDIXES A. B. C. D. FLOWCHART FOR QUALITY CHECKING OF DRAWINGS FLOWCHART FOR QUALITY CHECKING OF DRAWINGS CHECK LIST - DISCIPLINE CHECK (DC) CHECK LIST INTER DISCIPLINE CHECK (IDC) CHECK LIST EXTERNAL REVIEW (ER) CHECK LIST ISSUED FOR CONSTRUCTION (IFC) CHECK LIST ISSUED FOR CONSTRUCTION (IFC) QUALITY CONTROL SHEET(QCS)

E.
F. G. H.

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A. FLOWCHART FOR QUALITY CHECKING OF DRAWINGS:

Responsible Engineer (Originator)

Prepare Input to Drawing Perform Self Check of Input Check Drawing, Prepare and Sign QCS. Forward Check copy, QCS, SCL to Discipline Checker

Prepare Drawing Draftsman Perform Drafting Self check Return Drawing to Resp. Eng.

Discipline Checker

Perform Discipline Check, incl. clarifications w/Resp. Eng. Prepare and sign DCL and sign Check Copy Include a brief status of the drawing in the QCS Forward Check Copy, QCS, SCL & DCL to Lead Discipline Engineer who approves by signing the Check Copy and the DCL

(Lead Disc. Eng.) Responsible Engineer (Originator)

Update Drawing, re-evaluate SCL, QCS. Forward Check Copy, QCS, SCL, DCL and updated drawing to Discipline Checker

Discipline Checker

Review updated drawing, check that agreed comments are incorporated. Sign OCS and include additional comments on the QCS. Forward Updated Drawing, Check copy, QCS, SCL & DCL to Jacket Design Lead for Approval

QEHS Representative Ensure that the drawing is quality checked according to this Quality Checking Proc. & appr. by signing the QCS Lead Discipline Engineer Other Lead Disc. Eng. Lead Discipline Engineer Issue IDCS w/drawing to all Lead Disp. Eng Review drawing, commenting, sign off IDCS and return to Lead Disc. Engineer Collect comments Issue drawing according to interface distribution

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B. FLOWCHART FOR QUALITY CHECKING OF REPORTS: Responsible Engineer (Originator) Prepare Report Perform Self check Prepare QCS and SCL Forward Check copy, SCL, QCS to DC

Discipline Checker

Perform Discipline Check, incl. clarifications w/Resp. Eng. Prepare and sign DCL and sign Check Copy Include a brief status of the report in the QCS

(Lead Discipline Eng.)

Forward Check Copy, QCS, SCL & DCL to Lead Discipline Engineer who approves by signing the Check Copy and the DCL

Responsible Engineer (Originator)

Update Report, re-evaluate SCL, QCS. Forward Check Copy, QCS, SCL, DCL and Updated Report to Discipline Checker

Discipline Checker

Review updated report, check that agreed comments are incorporated.Sign OCS and include additional comments on the QCS Forward Updated Report, Check copy, QCS, SCL & DCL to Jacket Design Lead for Approval

QEHS Representrative Lead Discipline Engineer Other Lead Discipline Engineers Lead Discipline Engineer

Ensure that the reports quality checked according to this Quality Checking Procedure and approve by signing the QCS

Issue IDCS w/report to all Lead Disp. Eng.

Review report, commenting, sign off IDCS and return to Lead Discipline Engineer. Collect comments

Issue report according to interface distribution

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CHECK LIST - DISCIPLINE CHECK (DC) Purpose: The purpose of the Discipline Check (DC) is to ensure that the work is carried out correctly according to requirements, regulations and current practice.

Administration: Originator shall file original copy of Check List. Check Point Text/references Check that input to calculations and drawing/document are in accordance with input specifications, regulatory bodies requirements and Warranty Surveyors requirements Check that calculations and drawing/document are correct, e.g. numbers, scales of drawings, notations etc. are correct Check overall drawing/document quality, i.e. assumptions and reference made, consistency of data used, structuring and format of drawing/document and language Check adequacy of calculation methods, assumptions and computer program used, including validation check of programs as found required Check calculations and analysis to ensure all required load and functional conditions are considered Check adequacy of results and possible qualifications made, if necessary by simple long-hand calculations Check if adequate safety considerations have been made in the overall detailed design of systems, structures and operations Check if adequate operational practicality considerations have been made in the overall detailed design of systems, structures and operations Identify and pay special attention to the 3 1) most critical areas of the document. 2) 3) Is the document clear, readable and in accordance with project procedures? Date Sign.

E F G

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C. CHECK LIST INTER DISCIPLINE CHECK (IDC) Purpose: The purpose of the Inter-Discipline Check (IDC) is to ensure that agreed solutions are adhered to, and that interface conflicts are avoided Date Sign.

Administration: Originator shall file original copy of Check List. A Check Point Text/references Check and identify possible conflicts/problems at the interface with other engineering disciplines, e.g. arrangements, safety, access, loading etc. Check of conformance to technical and functional requirements to systems, structures and operations

C Check of conflict with established methods and schedules for construction and operations D Check of conflict with contractual and administrative routines and obligations, hereunder also document format, form of presentation, reference to work basis documents and other relevant deliverables etc. E Check if adequate safety considerations have been made in the overall detailed design of systems, structures and operations F Intellectual Property awareness. Are solutions/methods developed subject to protection of inventions/designs by secrecy agreement, applications for patents, trademarks, design rights etc. Infringement of others Intellectual Property?

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D. INTER DISCIPLINE CIRCULATION SHEET INTER DISCIPLINE CIRCULATION SHEET: PROJECT NO.: TITLE: CLIENT:

DOCUMENTS/DRAWINGS SUBJECT FOR CHECK NUMBER: TITLE:

Issuing Disc.

Acceptance code (AC): AC = 1 No comments AC = 2 Comments AC = 3 Doc./Drawing considered as not relevant for the Discipline Discipl Str. Analyses Str. Analyses Civil/Structural Architectural Mechanical Electrical ine: Temporary Permanent Design Design Design Design Phase Phase Rev./ AC/sign/date AC/sign/date AC/sign/date AC/sign/date AC/sign/date AC/sign/date Date:

Comments from Str. Analyses Temporary Phase: Rev.: Rev.:

Comments from Str. Analyses Permanent Phase: Rev.: Rev.:

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Comments from Civil/Structural Design: Rev.: Rev.:

Comments from Architectural Design: Rev.: Rev.:

Comments from Mechanical Design: Rev.: Rev.:

Comments from Electrical&Instrument Design: Rev.: Rev.:

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E.

CHECK LIST CLIENTS REVIEW Purpose: The purpose of the Clients Review is to ensure that Inter-Discipline Check comments are properly incorporated. Originator shall file original copy of Check List. Date Sign.

Administration: A

Check Point Text/references Check if IDC comments are in conflict with established methods and schedules for construction and operations Check if IDC comments are in conflict with contractual and administrative routines and obligations, hereunder also document format, form of presentation, references to work basis documents and other relevant deliverables etc Are all IDC comments acceptable? If not, is the matter solved with the IDC checker and a written statement of the result enclosed to the Check List? Are any other comments than IDC comments received at this stage? If yes, are they incorporated? Are all IDC comments properly incorporated in the document before issue? Have any approved proposals/variation orders this drawing/document? change affected

Intellectual Property awareness. Are solutions/methods developed subject to protection of inventions/designs by secrecy agreement, applications for patents, trademarks, design rights etc. Infringement of others Intellectual Property?

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F. CHECK LIST ISSUED FOR CONSTRUCTION (IFC) Purpose: The purpose of the Issued for Construction is to ensure that Third Part Verification comments are properly incorporated and that the Contract requirements are implemented.

Administration: Originator shall file original of Check List. Check Point A Check if Client/Consultant comments are in conflict with established methods and schedules for construction and operations. Check if Client/Consultant comments are in conflict with contractual obligations. Are Client/Consultant comments of such nature that they should result in a Variation Proposal? Are all Third Party comments acceptable? If not, is the matter solved with the IDC checker and a written statement of the result enclosed to the Check List? Are any other comments than Third Party comments received at this stage? If yes, are they incorporated? Are all Third Party comments properly incorporated in the document before IFC? Have any approved change proposals/variation orders affected this drawing/document? Are all assumptions and conditions identified in Risk Register closed? Text/references Date Sign.

B C

F G