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Qatar Rail

Document Review Sheet (Engineer)


Company Mandsrment System

MGR I --- --. -- 1 - -- -- ,.-- - .. - -. - -- -


The deflnltion of "QS" is stated to rud as "Quantity Surveyor" I Closed
seems that QS is used in another way.
It is written: "Original copy of Engoneering Documents submitted shall
Page 12 of 20,
MGR I 1 be in the custody ... It is not a contractual obligation. Please replace i chansed to "are" I Closed
Section 9.8
"shall be" by "are".
is written: •• Document-s submitted for SONO shall be submitted in
.. ~onex us in& Transmittal option of the system. No hard copies shall be
Paae 16 of 20,
MGR I
Section 9.9 I 1 !submitted." Even the documents submitted "for Information" In Aconex
in parallel by herd copies. Correct the sentence
i sentence rephrased. I Close d

Archivina for all documents shall have same approach, but the
Page 18 of 20, rhil sect ion focus On Confidential documents, how about the other
4 I MGR I
Section 14 I 1
documents reeardin& archivine and storaee?
I confidential documents shall be restricted for access to authorlted
pe rsonnel only.
I Closed

Paee 19 of 20, I
Refer to a proJeCt close out procedure and handover monitorini list Sonce we are on the early staae of the p roject the requested documents
5 I MCU I
Section 16.4 I 1
showinll anticipated date of completion, planned date of hend·over, ...
ii
will be produced and submitted at an appropriate staae.
I Closed

Pa&e 20 of 20.
I"·-~" ...
the follow in& paraeraph " Each binder is to contain a Main
for each separate section in the Manual" from the section
6 I MGR I
Section 16.7 I 1 16.7. it is already in section 16.5
the sentence "Dividers to be used .... In the Manual." from se<:tion
I Suuested sentence moved to Section 16.5 I Closed

>Section 16.5

Materiel Samp le m a nage ment p rocedure shall be submitted a s a separate


7 I MCU I General I 1 IHow the Material sample are mana1ed? Procedure.locs, storaae room II Closed
document.

8 I MGR I General I 1 ISev.,ral proced ures are not reachable In Aconex i All referred procedures are m1de available on Aconex Closed

. ···· - - M006·GDB·ENG·MAN·00002, CAD Manual In Section 3


9 I AAQ Paie 5 1 j Document Included in Section 3 Clo sed
References.
Replace BIM wit h BIMM (Building Information Modeling and
IBiM Sllnds for Buiidina lnformotlon Modellina (not Manaaement). BIMM I
10 I AAQ Page9 1 Manage ment) I il Closed
'·not a project definition or used commonly.

Pog~ 1 of 2
LEAOINGEXCELU'NC£ I TM 201 FO~Rev 5.0 31/10/16
Qat ar Rail
~ Document Review Sheet (Engineer)
RAIL..J..-Jj.JI Company Managernrnt System

11 AAQ Pag~9 Closed

C. SONO E Fai/Not oppro~d


Document Review Status Code:

18·Jul· l7

LEADING EXCEllfNC£ I TM ~OH03 Rc. ". 0 ~ 1/10/16 Pag~ 2 of 2


ALYSJ
. -- --- - - - - -
QATAR INTEGRATED RAIL PROJECT
Doha Metro: Gold Line
Project Document Management Plan
M006-GDB-DCM-PLN-00001

PREPARATION BY CONTRACTOR:

Action Name S/ ~natur171t Role Company Date

~ l»~
Document
Originator Suresh Kumar ALYSJ-JV 03-Jun-2017

Checker Lazar Pavlovich .r L Control Manager


Senior Quality
Assurance
Manager
ALYSJ-JV
/tp, Ob· M .f-
Jan Rieko Project Controls
Reviewer
Zimmermann !1)2 j Manager
ALYSJ-JV I 8-}~"'- 17-
Approval Carlo Germani 1 /

ENGINEER'S ASSISTANT
--
\\\f=-
~\
I'
Project Director ALYSJ-JV
'.J
+-
/1. ~ :l (). \.-'\. \

Samuel Adair McChesney


'
~~ Engineer' s
Qatar Rail
-
14
.-
Ill/ 2017
Assistant
STATUS
~
A B \ c J D E F
Approved '-..._../
Fail/Not No Review
Approved with SONO NOWC
Approved Required
Comments

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Revision History:

Rev. Date Description Originator Checked Reviewed Approved

1 22-Sep-2014 Issued for Approval SKU LPA JHO ATA

2 29-Jun-2015 Issued for Approval SKU LPA JZI CGE

3 03-Jun-2017 Issued for Approval SKU LPA JZI CGE

Controlled Copy Issue Log: (Applicable only for hard copy as may be required outside of EDMS)

This hard copy document has been assigned as below and will be reissued automatically upon any
future revision.

Copy Company Name Representative

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TABLE OF CONTENTS
1. PURPOSE .................................................................................................................. 5
2. SCOPE 5
3. REFERENCES ........................................................................................................... 5
4. DEFINITIONS & ABBREVIATIONS ........................................................................... 6
5. RESPONSIBILITIES .................................................................................................. 7
5.1. JV’s Authorised Representative – Project Director ............................................... 7
5.2. Senior QA Manager ............................................................................................. 7
5.3. Engineering Manager .......................................................................................... 7
5.4. Construction Managers ........................................................................................ 7
5.5. Document Control Manager ................................................................................. 8
5.6. Document Controllers .......................................................................................... 8
5.7. Department Managers ......................................................................................... 8
6. DOCUMENT HIERARCHY......................................................................................... 8
7. ELECTRONIC DATA MANAGEMENT SYSTEM – Aconex ...................................... 8
8. BIM (Building Information Modelling) ..................................................................... 9
9. CONTROL OF DOCUMENTS .................................................................................... 9
9.1. Document Identification ....................................................................................... 9
9.2. Document Coding ................................................................................................ 9
9.3. System and Technical Documents Creation, Checking, Review and Approval .... 9
9.4. Drawings Creation, Checking, Review, Verification and Certification ................... 9
9.5. Document Revision............................................................................................ 10
9.5.1. Minor Version ............................................................................................ 10

9.5.2. Major Version ............................................................................................ 10

9.6. Reasons for Issue .............................................................................................. 11


9.7. Document Review Status................................................................................... 11
9.8. Document Distribution ....................................................................................... 13
9.9. Document Submissions ..................................................................................... 16
9.10. Document transmittals ................................................................................. 16
10. CONTROL OF RECORDS ....................................................................................... 17
10.1. Completion of records .................................................................................. 17
10.2. Archiving and Filing ...................................................................................... 17
10.2.1. Archiving/Filing of Documents and Drawings ........................................... 17

10.2.2. Archiving/Filing of Correspondence ......................................................... 17

11. CORRESPONDENCE .............................................................................................. 18


12. INCOMING CORRESPONDENCE ........................................................................... 19
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13. OUTGOING CORRESPONDENCE .......................................................................... 19


14. CONFIDENTIAL DOCUMENTS, RECORDS and CORRESPONDENCE ................ 19
15. PROJECT FOLDER STRUCTURE & ACCESS ....................................................... 19
16. FINAL DOCUMENTATION ...................................................................................... 20
16.1. General ........................................................................................................ 20
16.2. As-Built Records .......................................................................................... 20
16.3. Identification of Final Documentation............................................................ 20
16.4. Final Turnover Documentation ..................................................................... 20
16.5. Binders......................................................................................................... 20
16.6. Spine (White background) ............................................................................ 20
17. DOCUMENTS RETENTION, DISPOSAL AND DESTRUCTION .............................. 20

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1. PURPOSE

This document is intended to describe the approach, establish the mechanisms and controls and
define the responsibilities for the Document Management System which will include hard copies
and electronic documents in order to produce, preserve, distribute and supersede project
documents and records in order to establish full traceability and to allow for documents to be
retrievable.

This document sets the following:

 Terminology
 Roles and responsibilities (individual procedures will address the matter further)
 Provides references to individual procedures
 Describes the implementation and utilisation of Aconex as project EDMS
 Defines the document coding convention
 Filing and Archiving of Documents & Records

2. SCOPE

The requirements defined in this document apply to all documents and records management
activities undertaken by the JV.

The correspondence produced on the Project exchanged by the JV and other project participants
is subject to the requirements of this document.

This document’s requirements shall be applicable to the document coding and submissions of
all documents produced by the JV’s Subcontractors/Suppliers engaged in the delivery of the
Doha Metro Gold Line – Underground.

3. REFERENCES

This plan has been produced in regards to the requirements specified in the following documents:

Document
Document No. Document Name
Type
M006-GDB-QMS-PLN-00002 Plan Project Quality Plan
M006-GDB-PMT-PLN-00001 Plan Project Management plan
M006-GDB-ENG-PLN-00022 Plan JV’s Entire Design Management Plan
M006-GDB-ENG-PLN-00007 Plan BIM Implementation Plan
M006-GDB-ENG-PLN-00012 Plan Information Management Plan
M006-GDB- ENG-MAN- 00002 Manual CAD Manual
CMS-100-R01 Reference Acronyms and Definition of Terms
IM-301-MA01 Manual Qatar Rail Codification Manual
Quality Management Systems –
BS EN ISO 9000:2005 Standard
Fundamentals & Vocabulary
Quality Management Systems –
BS EN ISO 9001:2008 Standard
Requirements
Guidelines for quality management system
ISO/TR 10013:2001 Standard
documentation
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Document
Document No. Document Name
Type
M000-QRC-QMS-GUI-00001 Guidelines Qatar Rail Quality Guidelines
Gold Line Underground Project
M006-ACX-DCM-PRO-00001 Procedure
Configuration
QR-PBII-181247-PRC-PLAN- Qatar Rail Program Document
Plan
000208 Management Plan

M006-LBE-QMS -P RO-00002 Procedure Control of Records Procedure

M006-LBE-P RJ -P LN-00001 Plan Project Controls Plan

4. DEFINITIONS & ABBREVIATIONS

Lead Designer(s) ATKINS / HYDER / Worley Parsons


Designer(s) Consultants which have been employed by the JV to deliver design
for parts of the Project (temporary and permanent works)
DVE Design Verification Engineer – an organisation independent from
the Design activities which is appointed by the JV and approved by
the QR to check and certify the design and the design compliance
of the Works – Mott Macdonald
EA Engineer’s Assistant (also referred to as PMC in various
documents)

EDMS Electronic Data Management System - Aconex


ITP Inspection and Test Plan
JV ALYSJ JV (AKTOR, L&T, Yapi Merkezi, STFA & JEC)
Data Data/metadata consists of information and formats in compliance
to Qatar Rail Codification Manual (P000-SPM-PRM-MAN-00001)
Document Any information and its supporting medium
Controlled Document A document which is:

 uniquely identifiable by revision, date, title, code


 checked, reviewed and approved prior to being issued
 distribution is controlled
 superseding is anticipated in a controlled manner
 revocation is anticipated in a controlled manner

DCC Document Control Centre


SMT Senior Management Team
Project Doha Metro – Gold Line Underground
Records Documents that are submitted to Qatar Rail/PMC for delivering the
project.
RACI Responsible - Those who do the work to achieve the task

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Accountable - The one ultimately answerable for the correct and


thorough completion of the deliverable or task, and the one who
delegates the work to those responsible
Consulted - Those whose opinions are sought, typically subject
matter experts; and with whom there is two-way communication
Informed - Those who are kept up-to-date on progress, often only
on completion of the task or deliverable; and with whom there is just
one-way communication
Requirement An expression in the content of a document conveying criteria to be
fulfilled if compliance with the document is to be claimed and from
which no deviation is permitted (e.g. contract clauses, procedural
clauses, etc.)
IFC Issued for Construction
RFI Request For Information (a tool utilised for matter clarification
between various Project participants)
SQA Manager Senior Quality Assurance Manager
Subcontractor/Supplier Any party (Vendor, Contractor, Consultant) engaged by the JV to
provide products and/or services for the Project
QS Quantity Surveyor
DC Manager Document Control Manager
QRP Quality Records Package

5. RESPONSIBILITIES

5.1. JV’s Authorised Representative – Project Director

 Approval of deliverables and delegation for approvals


 Allocation of resources so the document control function is not jeopardised

5.2. Senior QA Manager

 Periodically auditing the DC process to ensure compliance with Contractual Requirements


and DC Processes
 Ensuring that DC Manager has the support and appropriate resources for the DCC
 Providing instructions for transmission/distribution of Quality documents

5.3. Engineering Manager

 Providing instructions for transmission/distribution of Engineering documents

5.4. Construction Managers

 Providing instructions for transmission/distribution of Construction documents


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5.5. Document Control Manager

 To supervise and lead the DCC Team ensuring their competence


 To train EDMS users to enable the efficient and effective use of Aconex
 To champion Aconex for both JV and Suppliers/Subcontractors
 To ensure all project related documents are correctly identified and labelled in the EDMS
 To maintain correspondences & document registers and files as per project filing index
 To ensure that registers of all internal communication with the EA and other entities as well
as subcontractors, are maintained.
 To ensure that the DCC supports the Project efficiently and effectively

5.6. Document Controllers

 To utilise their skills and knowledge in processing both hard copy and electronic documents
in accordance with documented requirements
 To be proficient in all DC processes
 To be proficient in Aconex
 To maintain server documents and ensure their proper correspondence with hard copy
documents and those in Aconex

5.7. Department Managers

 To ensure their subordinates adhere to the requirements stipulated in the DC Procedures


 To support the DCC in their compliance
 To request assistance from DCC in their daily activities in order to comply with documented
requirements

6. DOCUMENT HIERARCHY

The following diagram shows the document hierarchy on the Project and their relationship:

7. ELECTRONIC DATA MANAGEMENT SYSTEM – Aconex

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Aconex will be implemented as per the M006-ACX-DCM-PRO-00001, Gold Line Underground


Project Configuration within ALSYJ JV, and it will also be used for the subcontractor’s connected
to the project for their submission of documents and communications.

8. BIM (Building Information Modelling)

Building Information Modelling is controlled by the M006-GDB-ENG-PLN-00007, BIM


Implementation Plan which defines the relationship between various data sources as well as the
mechanisms for preserving the information while it is being processed, used and/or transmitted
onto other parties.

9. CONTROL OF DOCUMENTS

9.1. Document Identification

All documents shall be identifiable by the following:

 Document number
 Document title
 Revision number
 Revision date

All of the above must be identical in Aconex and on the document

9.2. Document Coding

All documents on the Project shall be coded in accordance with the IM-301-MA01, Qatar Rail
Codification Manual.

For documents supplied externally the DCC shall create Place Holders in Aconex to allow for the
documents to be created before submission to JV.

9.3. System and Technical Documents Creation, Checking, Review and Approval

All documents on the Project shall be produced in a format prescribed by the templates which
are controlled by the DCC and available on Aconex.

No alterations to templates are allowed.

The system related and technical documents are auto numbered by choosing correct attributes.

The system related and technical documents (Plans, Procedures, Work Instructions, Method
Statements, ITPs, Checklists, Reports, Guidelines, etc.) are created, checked, reviewed and
approved in accordance with the documented procedure M006-GDB-QMS-PRO-00001,
Document Checking, Review and Approval Procedure.

The above procedure defines the authorisations for checking, reviewing and approval depending
on the document type and the purpose.

9.4. Drawings Creation, Checking, Review, Verification and Certification

All drawings on the Project shall be produced in a format and containing the elements specified
in the M006-GDB-ENG-MAN-00002, CAD Manual for Gold Line Underground.
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The drawings are manually numbered as per the Codification Manual.

Checking, Review, Verification and Approval of drawings shall be done in Aconex utilising
Workflow module to ensure traceability and auditability of the process.

The above process is controlled by the following documents:

 M006-GDB-QMS-PRO-00020, Document Control Checklist


 M006-GDB-ENG-PLN-00022, JV’s Entire Design Management Plan
 M006-GDB-ENG-PLN-00001, Design Management Plan
 M006-GDB-ENG-PLN-00002, MDI Design Management Plan
 M006-GDB-ENG-PLN-00007, BIM Implementation Plan
 M006-GDB-ENG-PLN-00011, Design Checking Plan by Mott Macdonald (DVE)
 M006-GDB-ENG-PLN-00012, Information Management Plan
 M006-GDB-ENG-PRO-00006, As-Built Drawings/Models Preparation and Submission
Procedure
 M006-GDB-QMS-PRO-00026 Quality Records Packaging Procedure

9.5. Document Revision

9.5.1. Minor Version

Minor versions of technical document are internal working versions which undergo an extensive
review process with Technical/Discipline Managers and Project Director preceding the production
of the major Version of the Technical Document. Minor Versions of a technical document cannot
be issued officially to the EA.

9.5.2. Major Version

Major Versions of a technical document are those that have been formally reviewed, verified,
validated and approved for submission to the EA. Only Major Versions of a technical document
can be issued officially to EA.

The originator of the document shall ensure that he document revisions are sequential and
changed as the document progresses through revision to issue, in accordance with the table
below:

Minor Version Major Version


0.1 0.2 0.3 0.4 1
1.1 1.2 1.3 1.4 2

Examples
Rev 0.1 - First revision of the draft document that yet to be issued
Rev 0.2 - Second revision of the draft

Once the draft document is ready for issue, the revision level is incremented.

Examples
Rev 1 - First issue of the document to Engineer’s Assistant
Rev 2 - Second issue of the document to Engineer’s Assistant

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9.6. Reasons for Issue

Following are the reason for issue and document review status as set out by the EA’s guideline
which is also used in Aconex:

Status Code Reason for Issue Description


Issuing Documents that are issued as
00 Draft
preliminary or DRAFT

Issuing Documents that are to be used for


01 Issued for Information
information purposes

Issued for review and


02 Issuing documents that require review/comment
comment

03 Issued for Approval Issuing documents that required Approval

Issuing documents that require SONO


04 Issued for SONO
(Statement of No Objection)

Issued for The document can be used for implementation


05
Implementation without amendment

The document can be used for design without


06 Issued for Design
amendment

The document can be used for implementation


07 Issued for Procurement
without amendment

The document can be used for construction


08 Issued for Construction
without amendment

The document can be used for tendering


09 Issued for Tender
purpose.

10 Issued for Action Issuing document that require a specific action.

N/A Not Applicable Tagging document that do not have any status.

9.7. Document Review Status

There are two categories of workflow review outcome statuses, to classify them differently for
– (a) JV's Internal Review, and (b) Engineer’s Assistant/Employer’s Review, as described
below:

(a) JV’s Internal Review Processing (including Subcontractors)


 JV – A – Approved
 JV – B – Approved with Comments
 JV – E – Fail / Not Approved
 JV – F – Reviewed

(b) Engineer’s Assistant/Employer’s Review


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 A – Approved
 B – Approved with Comments
 C – SONO
 D – NOWC
 E – FAIL / Not Approved
 F – Reviewed

Status Review/Approval Description


Code Status
For documents that have been reviewed in accordance
with project review procedure and have been approved.
A Approved
The document can be used without amendment.

For documents that have been reviewed in accordance


with project review procedure and have been approved
with comments.
B Approved with
Comments The document has been approved but to be
resubmitted by incorporating the comments. Subject to
the comments, the document can be used.

For documents that have been reviewed in accordance


with project review procedure and have the status of
Statement of No Objection.
C SONO
The document can be used without amendment.

For documents that have been reviewed in accordance


with project review procedure and have the status of No
Objection With Comments.
D NOWC
No Objection to use the document, but the document to
be revised by incorporating the comments. Subject to
the comments, the document can be used.

For documents that have been reviewed in accordance


with project review procedure and have been
E Fail / Not Approved
rejected/not approved.
Must be resubmitted.

F Reviewed For documents that have been issued for information


and not for action or documents that do not require
SONO or Approval.

N/A Not Applicable For documents that have been issued and do not
require a review outcome of any description.

O Obsolete For documents that are required to be removed from


circulation or no longer deemed necessary to be used
by the business.

Under Workflow Review System generated message for all document currently
in a workflow.
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9.8. Document Distribution

All hard copy documents are distributed to their respective users and the distribution is
recorded using the form M006-GDB-DCM-TMP-00002, Document Distribution Template.
Completed forms are kept by the DCC.

Original copy of the Documents submitted for Approval/SONO are in the custody of EA,
however, the documents which have been reviewed and returned by the EA to the JV through
Aconex will be stamped with a “Received (Date/Time)” and “DCC” stamps. Stamped as such,
will also be EA’s drawings and specification, National & International Codes and Standards.
Type of Stamps in use by the DCC are as follows:

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ALYSJ Gold Line Underground


DATE
NAME ACTION INFO. F-UP

09 MAR 2014
ALYSJ-JV
GDB

MASTER AS-BUILT
For Construction CONTROLLED
COPY No.____

SUPERSEDED COPY
FOR INFORMATION

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The below stated Distribution List shall include identification numbers of all controlled copies
holders and shall be signed for acknowledgement. The Distribution Matrix and Distribution List
shall be kept with the DCM.

“MASTER” stamp shall be used for the copy maintained by DCC.

“CONTROLLED COPY No xx” shall be stamped and applied for distribution copies circulated
to locations that apply relative operation to the quality system as its reference. Issuance of
Controlled Copies shall be as specified in the Procedure M006-GDB-ENG-PRO-00005.

“ISSUED FOR CONSTRUCTION” stamp shall be used only for approved – Code “A”/Code
“C” drawings, technical reports, etc. only after Designer’s/DVE’s approval (including the QRC
review, the Third Party for Civil Deference requirements, where applicable). Status Code
“B”/Code “D” shall be stamped if they are supplied along with the review outcome comments.

Documents not approved and signed are stamped as “INFORMATION ONLY”.

The hard copies of documents of older revisions shall be discarded since they are available
on Aconex. However, documents those are identified with additional mark-ups, especially the
drawings, shall be retained separately by the Site based DCs having it stamped as
“SUPERSEDED” with a red-ink stamp to prevent unintended use and for any future reference.
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“COPY” stamp shall be used to identify the original and copy of typical set of hard copies of
documents - they are especially used on letters and/or transmittals.

The latest revision of drawings and Engineering documents that are used for construction will
also be kept at the Site Offices.

It is the duty of each Manager to inform personnel and eventually to circulate documents to
any persons of his/her department not having access to intranet and/or EDMS.

Discarding of superseded documents from their point of use shall be the responsibility of each
department managers.

Soft copy documents are distributed via Aconex only as all users are connected to Aconex. It
is not allowed to keep soft copy of documents on the network, local hard drives or removable
drives to ensure that only current revisions of documents are available at the point of use and
always refer to Aconex for the latest revision/status.

The QA shall perform and record periodical Audits to ensure the above principle is adhered to.

9.9. Document Submissions

Subcontractor/Supplier documents submissions are controlled by the documented procedure


M006-GDB-QMS-PRO-00024, Subcontractor/Supplier Submission Procedure.

The submittals are processed in Aconex Workflows to preserve the information regarding the
review participants as well as the date and time of particular actions along with the comments
made and changes requested. The comments of the reviewers are provided within the
workflow in either of the following manners:

 Specify the comments within the comments box in the workflow, or


 Mark-ups on the document, or
 Using DRS (Document Review Sheet) template M006-GDB-QMS-TMP-00013
 Third Party review (i.e. DVE/QRC) shall use their own DRS template with the DRS
document number populated from Aconex with their organization code

The above allows for the process integrity and auditability as it is fully traceable linking the
actions undertaken to the individuals who have performed the tasks.

JV’s documents shall be submitted to QR/PMC in accordance with their documented


requirements:

 Documents for obtaining SONO shall be submitted in Aconex using the Workflow
Transmittal option of the system and in parallel hard copies shall be submitted.

 Documents submitted “For Information” shall be submitted in Aconex using Transmittal


option of the system. Hard copies shall be submitted in parallel where applicable.

 Material submittal, including samples where applicable, the process shall be as described
in the procedure M006-GDB-ENG-PRO-00007.

9.10. Document transmittals

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All documents shall be transmitted via Aconex followed by the applicable number of hard
copies as per the individual requirements (e.g. QR, PMC, Government Authorities,
Stakeholders, etc.).

For the hard copies a returned stamped copy of the transmittal page shall be stamped as
received and will be retained by the DCC.

Further details regarding this process are provided in the procedure M006-GDB-DCM-PRO-
00001.

10. CONTROL OF RECORDS

10.1. Completion of records

All records produced by the JV and its Subcontractor(s)/Supplier(s) engaged to deliver the
Project shall be completed in accordance with the documented procedure M006-GDB-QMS-
PRO-00019, Completion of Quality Records. This procedure describes the requirements for
various aspects such as:

 Legibility
 Signatures and initials
 Date format
 Corrections
 Data presentation and recording, etc.

10.2. Archiving and Filing

The objective of archiving and filing is to systematically organize and maintain relevant project
documents and to facilitate an easy location and retrieval process.

10.2.1. Archiving/Filing of Documents and Drawings


Documents shall be stored according to the document number. For each combination of codes,
a separate file may be grouped in the hierarchy described below:

 By Station Code
 By Document Type Code
 By Discipline
 By Geographical Area
 Unique Number
 Revision
10.2.2. Archiving/Filing of Correspondence

The archiving system for correspondence shall be grouped in the hierarchy below:

10.2.2.1 Incoming Correspondence


 Sender Code
 Discipline Code
 Document Type Code
 Unique Numbering
 Chronology

10.2.2.2 Outgoing Correspondence


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 Receiver Code
 Discipline Code
 Document Type Code
 Unique Numbering
 Chronology

11. CORRESPONDENCE

The following are the type of correspondence:

 Letters
 Internal Memos
 Circulars
 Faxes
 Internal Reports
 Minutes of Meetings

Documents such as daily correspondence with the EA and Subcontractors will be initiated by
site personnel. Person who writes the letter must ensure that appropriate reference number
is checked with the DCC, which then will be properly reviewed by the respective discipline
Manager.

Authorized Representative/Project Director shall review both initiated and received


correspondence and decide whether it needs to be reviewed by other discipline Managers
such as Commercial, Engineering, QA/QC etc. prior to its hand over to the DCC for
processing official submission.

In case of contractual correspondence, the initiator (Construction, MEP, Engineering, Field


Engineering or Commercial Manager) prepares a brief description of the issue to be raised
and provides relevant contract documents to the QS. The QS prepares draft letter which is
reviewed by the initiator and the Authorized Representative/Project Director. After the
finalization of the content and the approval by the Authorized Representative/Project
Director, the letter is submitted to the DCC Department.

DCC Manager shall ensure all technical and contractual correspondence is in appropriate
format that clearly identifies the intended recipient, address, date, time and subject. All
relevant details of the subject letter shall be logged into the EDMS by the designated DCC
personnel. Correspondence shall be prepared and submitted using ALYSJ standard
letterhead template.

Official correspondence will be delivered to the recipient through Aconex and/or in hard copy
by hand. For the hand delivered correspondence, if the recipient is based in Qatar, the
acknowledgement shall be obtained from the recipient where practically possible, for all
others Aconex is the medium.

Minutes of meeting shall be prepared by an appointed person from a relevant department,


and its distribution and records shall be maintained by the DCC.

Internal correspondence between disciplines, originated from one department discipline to


one or more disciplines as required, will be in the form of internal memos. All internal memos
must be initialed by the Head of Department of the initiating department and shall also be
logged into the register maintained by the DCC as the same with the official correspondence.

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Documents such as administrative correspondence as well as correspondence with suppliers


(letters, faxes, quotations, emails) will also be registered and distributed by the DCC Officers.

Hard copies of the documents are maintained by the Document Control in Archive Room in
standard filing folders with identification labels on each folders.

The following applies equally to incoming and outgoing correspondence with the EA. For
outgoing correspondence, the term “original” refers to the copy of which has been signed/
stamped as having received by the recipient.

12. INCOMING CORRESPONDENCE

All incoming documents, records, and other items shall be forwarded to DCC immediately
upon receipt.

Original correspondence shall not be held in private files, nor retained for any period.

The above is controlled in accordance with the requirements prescribed in the documented
procedure M006-GDB-DCM-PRO-00002 Control of Incoming Correspondence.

All incoming correspondence is handled by the DCC in order to preserve it and make it
searchable, retrievable and auditable.

13. OUTGOING CORRESPONDENCE

The above is controlled in accordance with the requirements prescribed in the documented
procedure M006-GDB-DCM-PRO-00001, Control of Outgoing Correspondence.

All outgoing correspondence is handled by the DCC in order to preserve it and make it
searchable, retrievable and auditable.

14. CONFIDENTIAL DOCUMENTS, RECORDS and CORRESPONDENCE

Soft copies of any of the above shall be kept in Aconex marked as confidential with a limited
access only to those who are authorized to have access.

Hard copies of the above shall be kept in a lockable cabinet/room with access limited only to
the DCC staff who will be responsible for the control and distribution. Documents other than
confidential shall be maintained as stated in Section 10.2.

The distribution of both electronic and hard copy documents shall be in accordance with
written instructions received from the SMT Member who is the initial recipient of the document
in question.

15. PROJECT FOLDER STRUCTURE & ACCESS

Project Folder Structure and Access is governed by the documented plan M006-GDB-QMS-
PLN-00003, Project Folder Structure Plan.

The creation, ownership, folder and file access is defined in the above document.

The IT department is responsible for creating and maintain folders and access whereas the
DCC is responsible for creating and maintaining DC folders as well as their content.

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16. FINAL DOCUMENTATION

16.1. General

All technical data and documents in the form of an Engineering database, supporting
drawings and work text documents that are both in electronic and hard-copy format shall be
delivered to EA on completion of the work, in accordance with an agreed strategy and EA’s
Completion & Turnover Procedure.

16.2. As-Built Records

Records which are directly applied in construction without any changes or further revisions
are called As-Built records. As-Built records show the exact As-Built locations, sizes and
details of the work as executed. Hard and soft copies of As-Built drawings shall be supplied
to the EA as per EA’s Requirements, and/or as confirmed and agreed prior to the
commencement of the tests on completion.

As-Built drawings will be submitted to EA on a continuous basis and prior of the Initial
Acceptance Certificate. As-Built submission process is followed as per procedure M006-
GDB-ENG-PRO-00006. As-Built drawings will be archived in the Main Office as hard copies.
The DCC office shall ensure appropriate stamping of drawing issued as “As-Built”.

16.3. Identification of Final Documentation

The identification of Final Documentation Listing is performed in line with the QRP (Quality
Records Packaging Procedure) M006-GDB-QMS-PRO-00026 and as a basis constantly
updating a benchmark list with the latest revisions of respective documents for each QRP.

16.4. Final Turnover Documentation

The DCC Manager, in collaboration with QA Manager, shall develop a Final Documentation
Handover Scheduled based upon the project milestones and the Deliverable document
register and QRP schedule M006-GDB-CON-SCH-00002.

16.5. Binders

Each QRP documentation binders shall be structured as described in procedure M006-GDB-


QMS-PRO-00026 for SONO and handover.

16.6. Spine (White background)

Each binder shall be labelled as per M006-GDB-DCM-TMP-00001, which will include the
following details:

 Name of the Metro Line: “Doha Metro Gold Line”


 Document Type: QRP
 Title: Title of the QRP
 Content: Information on Contents of Folder
 Document Number: M006-GDB-XXX-QRP-NNNNN
 Indicate Volume Details – Example: Volume 01 of 10

17. DOCUMENTS RETENTION, DISPOSAL AND DESTRUCTION

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The retention of Contractor’s Deliverables shall be in line with the Contract and Employer’s
Requirements – Volume 4, Section 5.4 and as summarized below:

Doc Type Active Retention Method of Disposal


Plan Till the duration of the 10 years - as By a specialized waste
Project per ER disposal agency
requirements
Procedures & Policies Till the duration of the 10 years - as By a specialized waste
Project per ER disposal agency
requirements
Instructions Till the duration of the 10 years - as By a specialized waste
Project per ER disposal agency
requirements
Calculations, Reports, Till the duration of the 10 years - as By a specialized waste
Specifications and Project per ER disposal agency
Drawings requirements
Certificates verifying the Till the duration of the 10 years - as By a specialized waste
characteristics and Project per ER disposal agency
quality of the Goods requirements
Tools and equipment Till the duration of the 10 years - as By a specialized waste
calibration records Project per ER disposal agency
requirements
Surveillance, inspection Till the duration of the 10 years - as By a specialized waste
and test results Project per ER disposal agency
requirements
Acceptances of Till the duration of the 10 years - as By a specialized waste
processes, procedures Project per ER disposal agency
and personnel for requirements
manufacturing,
construction and
installation
Non-conformance Till the duration of the 10 years - as By a specialized waste
reports and corrective Project per ER disposal agency
or preventive actions requirements
and their closeout
Specification waivers Till the duration of the 10 years - as By a specialized waste
and concessions Project per ER disposal agency
requirements
Design review reports Till the duration of the 10 years - as By a specialized waste
Project per ER disposal agency
requirements
Quality audits Till the duration of the 10 years - as By a specialized waste
Project per ER disposal agency
requirements
ITPs Till the duration of the 10 years - as By a specialized waste
Project per ER disposal agency
requirements
Method Statements Till the duration of the 10 years - as By a specialized waste
Project per ER disposal agency
requirements
Permits Till the duration of the 10 years - as By a specialized waste
Project per ER disposal agency
requirements

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Doc Type Active Retention Method of Disposal


Manuals Till the duration of the 10 years - as By a specialized waste
Project per ER disposal agency
requirements

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Qatar Rail
~A\ Document Review Sheet (Engineer)
Company Management System
RAI L J.--..::lj.JI
... .~ ~..1.-J ~ ~,.J

/1-.o 11 olll V1SKK1

I . -o-. -· ----·-·· I Modify the definition of "QS". This abrreviation is used page 17 and it
1 I MGR ~-·
1 1
seems that QS is used in another way.
I IThe definition of "QS" is stated to read as "Quantity Surveyor" I Closed

2 I MGR 1
Page 12 of 20, Section I 1
l it is written: "Original copy of Engineering Documents submitted shall
be in the custody". It is not a contractual obligation. Please replace I i !changed to "are" I Closed
9.8
"shall be" by "are".

It is written: " Documents submitted for SONO shall be submitted in

3 I MGR 1
Page 16 of 20, Section I 1
( conex using Transmittal option of the system. No hard copies shall be
submitted." Even the documents submitted "for Information" in Aconex I i Isentence rephrased. I Closed
9.9
shall be submitted in parallel by hard copies. Correct the sentence
accordingly.

Archiving for all documents shall have same approach, but the
Page 18 of 20, Section This section focus on Confidential documents, how about the ot her
4 I MGR 1
14
1 i confidential documents shall be restricted for access to authorized I Closed
documents regarding archiving and storage?
personnel only.

Page 19 of 20, Section Refer to a project close out procedure and handover monitoring list Since we are on the early stage of the project the requested documents
5 I MCU 1 1 ii I Closed
16.4 showing anticipated date of completion, planned date of hand-over, ... will be produced and submitted at an appropriate stage.

Remove the following paragraph" Each binder is to contain a Main

I Page 20 of 20, Section I I


Index ...... for each separate section in the Manual" from the section
6 I MGR
16.7
1 16.7. It is already in section 16.5 I i ISuggested sentence moved to Section 16.5 I Closed
Move the sentence "Dividers to be used .... In the Manual." from section
16.7 to section 16.5

Material Sample management procedure shall be submitted as a separate


7 I MCU I General I 1 IHow the Material sample are managed? Procedure, logs, storage room ii
document.
Closed

8 I MGR I General I 1 ISeveral procedures are not reachable in Aconex i All referred procedures are made available on Aconex Closed

I include M006-GDB-ENG-MAN-00002, CAD Manual in Section 3


9 I AAQ I Page 5 I 1 i Document included in Section 3 I Closed
References.

LEADING EXCELLENCE I TM-20 3-F03 Rev. 50, 31/10/16


- Page 1 of 2
Qatar Rail
~A\ Document Review Sheet (Engineer)
Company Management System
RAILJ........:!j.JI
.
.____,~, ...,_..__..,.,.~

Accompli'lhlntr a Vis•on

Replace BIM w ith BIMM (Building Information Modeling and


10 AAQ Page 9 1 Management) ii Closed

Include Information Management Plan in (Building Information


Modeling and Management is controlled by the MOOG-GDB-ENG-PLN-
11 AAQ Page 9 1 Closed
00007, BIM Implementation Plan and MOOG-GDB-ENG-PLN-00012,
Plan)

C. SONO E. FaiVNot approved


Document Review Status Code:

Name: Samuel Adair McChesney

Position: Engineer's Assistant


D~e:
~-----------r--------~

-· ~

LEADING EXCELLENCE I TM-203 -F03 Rev. 5.0. 31/10/1 6 Page 2 of 2