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OMV (Tunesien) Production GmbH

STOD

Correspondence Control Procedure


STOD-OTP-PMT-0804-PM-PRO-0002

Rev No Revision Originator Checked Approved


NJ AA AKH
000 Issued Approval
11/06/2013 Date Date
OMV (Tunesien) Production GmbH

Revision Record
Revision Amendment Date
A01 Issued for Internal Review

000 Issued for Approval 11/06/2013

Abbreviations and definitions


Abbreviation Definition

PM Project Manager

PDC Project Document Control

PDCS Project Document Control System

Any document (including drawings) for which the maintenance of a revision, status
Controlled and/or distribution history is required or that needs to be processed according to a
Document defined work flow. The author of the document determines if any of the above is
required.

PMT Project Management Team

PSM Project Services Manager

Synonym for the Online Information Management System provided by the company
Aconex
Aconex.

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TABLE OF CONTENTS

1. PURPOSE ..................................................................................................................................................................... 4
2. RESPONSIBILITIES ....................................................................................................................................................... 4
3. CORRESPONDENCE MANAGEMENT SYSTEM ............................................................................................................... 4
4. CORRESPONDENCE METHOD....................................................................................................................................... 4
5. CORRESPONDENCE TYPES ........................................................................................................................................... 5
6. CORRESPONDENCE PROCEDURE ................................................................................................................................. 5
6.1. INTERNAL CORRESPONDENCE ................................................................................................................................ 5
6.2. OUTGOING CORRESPONDENCE ............................................................................................................................... 5
6.3. INCOMING CORRESPONDENCE ................................................................................................................................ 6
6.4. CORRESPONDENCE NUMBERING AND FORMATS / TEMPLATES ............................................................................... 6
6.5. CORRESPONDENCE TYPES USAGE ........................................................................................................................... 7
6.6. CORRESPONDENCE AUTHORITIES ........................................................................................................................... 8
6.7. CONTROL OF EMAIL COMMUNICATIONS ................................................................................................................. 8

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1. Purpose
The purpose of this procedure is to define a standard process for the control and organisation of all project
communications and correspondence in order to provide a convenient and structured method of access to
information both during the project and after project completion for historical and archiving purposes.
This procedure covers all project communications and correspondence issues only. The procedure for the
management of Controlled Documents is covered under procedure STOD-OTP-PMT-0804-PM-PRO-0001.

2. Responsibilities
Project Manager (PM): Final approval of all formal project communications (e.g. letters)

Project Document Control (PDC) reporting to Project Services Manager (PSM): Responsible for the
administration of the Aconex system and monitoring of the use and integrity of the Aconex database. The PDC
ensures via ongoing training and project audits that the project communications and correspondence
procedures are being followed. Assist with registering and issuing project communications via Aconex where
guest or non users interface with the OMV Project Team.

OMV Project Team: Team members are responsible for preparation of the correspondence in accordance with
the project procedures and requirements ensuring that documentation is prepared and controlled within the
Aconex environment.

3. Correspondence Management System

The communications and correspondence control system to be used on the STOD project is the web based
Aconex system.
This system is accessed via the address https://uk1.aconex.co.uk
The Project Administrator is required to setup and maintain the system in terms of adding / deleting users and
participants and also the definition and setup of standard forms, templates and configuration parameters within
the system.
Where necessary, project team members should access and seek training in the use of this system via the
Project Document Control.

4. Correspondence Method
The methods of exchanging correspondence between the project stakeholders are:
Via the Aconex system (Controlled)
Directly between registered Aconex Users
Via email: All emails that are material to the project must be forwarded to the Document Controller
for registration in Aconex. These emails must be registered in Aconex as incoming email with all
relevant keywords and references for easy search.
Via Facsimile: These faxes need to be loaded by the Project Document Control into Aconex (mail
type: Incoming Facsimile).
Received via Postal Services. These shall be loaded by the Project Services Team into Aconex.
Correspondence via Outlook Email is uncontrolled and shall only be used for the informal exchange of
information that is not vital to the Project.

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5. Correspondence Types
The main types of correspondence used on the STOD project include the following;
Letter Formal communication between the Project and external parties. Shall always be issued
and controlled via Aconex.
Internal Office Memorandum (IOM) For internal OMV use. To be used within the Project team
or with the greater OMV organisation. Formal communications via IOM shall always be issued and
controlled via Aconex.
Notice of a Meeting and Meeting Confirmation these Aconex mail types should be used if the
Project needs to have a record of a meeting invitation and the corresponding response in the
Aconex system. Otherwise meetings will be organized using MS Outlook.
Request for Information (RFI) and Response to RFI these Aconex mail types are used for the
clarification of technical issues between Project and Contractor. A RFI Form plus any other
documentation will be attached to this correspondence. All RFIs and Responses must be
More mail types can and will be defined in Aconex at a later point in time, upon which this procedure will be
updated.

6. Correspondence Procedure
All project communication and correspondence can be categorised into the following;
Internal Correspondence Within the project team
Outgoing Correspondence To external parties
Incoming Correspondence From external parties.

6.1. Internal Correspondence


Internal correspondence is contained within the OMV Project Team and may be formal (via Aconex) or informal
(via Outlook email). Any correspondence that might be relevant to the progress of the Project should be
exchanged formally.
6.2. Outgoing Correspondence
All outgoing correspondence (not contained within the OMV Project Team) must be logged into Aconex.
All formal correspondence on behalf of the project must be based upon an official correspondence type e.g.
Letter or Internal Office Memorandum. All letters will be prepared and signed outside of Aconex, then scanned
and uploaded into Aconex from where it will be send to the recipient(s). The IOM will be created directly in
Aconex and thus will be sent unsigned to its recipients.
It is the Originators responsibility to seek the relevant internal approvals prior to transmission using the Aconex
work flow process or the Aconex approval process.
Where the original correspondence (e.g. a letter) is not initiated and produced within Aconex (e.g. a hand-
written letter or facsimile) the Originator will scan and send this document to the Project Document Controller
who will register the Correspondence into Aconex.

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6.3. Incoming Correspondence


All incoming communication is to be logged into Aconex.
All communication sent electronically to the Project via Aconex will be automatically received and distributed via
the Aconex system.
All Project communication received outside of the Aconex system (e.g. in hard copy form or as email directed to
a OMV Project Team Member) needs to the forwarded to the Project Document Controller, digitized, loaded
into Aconex and then distributed via the Aconex system.
6.4. Correspondence numbering and formats / Templates
For all forms of Project communications and correspondence the correspondence numbering conventions and
formats / templates are predefined within the Aconex system.
The correspondence numbering structure for all communications is comprised of the following format;
AAAAA-BBBBB-999999
AAAAA Source Organisation (e.g. OTP or ETAP)
BBBBB Correspondence Type Identifier
999999 Unique Correspondence sequence number
All standard correspondence formats and templates are pre-defined within the Aconex system and as such are
automatically applied whenever a new document is created within the system. Different correspondence types
are available depending upon the Aconex Role that a party plays in the STOD Project.
The following table shows which document types are currently available and which Aconex Role (e.g. OTP
(PM)) can create this type of correspondence/mail.

Code OTP ETAP OMVEP


Type of Mail Contractor
(PM) (JVP) (JVP)

Aconex Technical Support Request ATSR C C


Letter LETTER C C C
Internal Office Memorandum IOM C C
Notice of a Meeting NM C C C C
Meeting Confirmation MTCONF C C C C
Request for Information RFI C C
Response to RFI RTRFI C C
Transmittal TRANSMIT C C C C
Incoming Facsimile IFAX C
Incoming EMail IEMAIL C
Client Instruction CI C
Notification NTFN C
Project Invitation PINVITE C C C C
EMAIL EMAIL SYS SYS SYS SYS
Memorandum MEMO C C C C
Rejection Notice REJN SYS SYS SYS SYS

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C: Create
SYS: System Generated

For manually created correspondence outside of Aconex, e.g. Purchase Orders, Contract Variation etc, the
formats and templates are owned and managed by the Originator or head of the department responsible for
that function. It is their responsibility to ensure that the Project Personnel are working with the correct revisions
of these templates.
6.5. Correspondence Types usage

Mail Type Description Type of Response

Letter For Formal Communication with entity outside of OMV Letter


Used informal external communication or when no other
Memorandum more specific mail type is applicable Memorandum
Internal Office Internal Office
Memorandum Used for internal communication. Memorandum
Reserved for DC to transmit documents to other
Transmittal organizations in the project Various

Notice Of Meeting Used to Request a meeting or Notify about a meeting. Meeting Confirmation
Meeting Confirmation Used as a response to a Notice of Meeting.
Used by Contractor to request Information or
Request For Information Clarification Response to RFI
Must be used to respond to a Request For Information
Response to RFI (RFI)
Used to request a change in the scope of a contract. Response to Request
Change Request Reserved for Contracts. For Change
Response to Request for
Change Must be used to respond to a Change Request
Document Control Used to send a file to be assigned a document number Internal Office
Request and registered in Aconex. Memorandum
Aconex Technical Request for Aconex Technical Support including
Support Request Training. To be sent to Najmeddine Jardak Memorandum
Notification Used only for Contracts
Must be used to respond to a Clarification Request for
Response to Clarification Contractual matters.

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6.6. Correspondence Authorities


All external Project communications are to be issued via Aconex whereby an approval process has been
established depending upon the Aconex mail type:

Type of Mail Approver Marked as sent by

Aconex Technical Support Request


Letter Project Manager Project Manager
Client Instruction Project Manager Project Manager
Internal Office Memorandum
Notice of a Meeting
Meeting Confirmation
Request for Information Engineering Manager
Response to RFI Engineering Manager
Transmittal Document Controller
Incoming Facsimile Document Controller
Incoming Mail Document Controller

6.7. Control of Email communications


The use of email from the OMV Outlook system is encouraged for informal information exchange only. These
types of Emails are not to be used for formal project or contract correspondence.
Notwithstanding the above all OMV Project Team members should be aware that email is considered to be
legally binding and all such communications should be carefully phrased to avoid commitment or agreements
outside the formal contract correspondence.
All formal commitment and arrangements shall be sent via Aconex.
Where a one-off communication needs to be sent to an external party who is not registered as a project
participant in Aconex, the originator can forward this communication to the Project Document Controller who
will add this person as a Guest recipient and then release the communication via the existing Aconex approval
processes.
Where information is received by email (or other format) outside of Aconex by an OMV Project Team member
that is material to the Project, it should be forwarded to the Project Document Controller (if not already
included on the distribution list). The email and any attachments can then be printed, scanned and logged into
Aconex for further distribution and action.

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