Document Control Procedure (20.10.14)

UNA E&C UNA OIL GROUP
Process Title Page Document Number Rev.

Engineering CONTROL OF TECHNICAL DOCUMENTATION UEC-QHS-Q10-PR-??

DESIGN & DOCUMENT CONTROL
PROCEDURE

Issue
Rev
Date Revision Description By Approved

A 20.10.14 Issued for Internal Check SJ PJ


TABLE OF CONTENTS
1 SCOPE 4
2 DEFINITIONS 4
3 REFERENCES 4
4 RESPONSIBILITIES 4
4.1 Project Manager shall 4
4.2 Project Engineer shall 4
4.3 Project Control Manager shall 5
4.4 Document controller shall 5
5 DEFINITIONS 5
5.1 Technical document 5
5.2 Administrative document 5
6 PROCEDURES 6
6.1 Document distribution 6
6.2 Document preparation, review, and approval process 6
6.3 Control of Technical Documents 6
6.4 Document receiving and sending 7
6.5 Project document filing 7
6.6 Numbering of project document 7
6.7 Document of external origin 7
6.8 Control of project record 8
7 ELECTRONIC MANAGEMENT 8
7.1 CONJECT (Electronic Document Management System) 8
ATTACHMENT 1 SAMPLE OF CONJECT MANAGEMENT 9
1 DESCRIPTION 9
1.1 Advantages 9
1.2 Features 9
1.3 Technical Architecture 9
2 HOW TO ACCESS CONJECT 10
3 DOCUMENTS 11
3.1 Document List 11
3.2 DOWNLOAD DOCUMENT 12
3.3 SAVE AND DISTRIBUTE DOCUMENT 14
3.4 Online editing of Documents 15


ATTACHMENT 2 CONJECT DOCUMENT MANAGEMENT MANUAL 16
ATTACHMENT 3 CONJECT DOCUMENT COMMUNICATION MANUAL 17
ATTACHMENT 4 CONJECT DRAWING MANAGMENT MANUAL 18


SCOPE
This document is to describe the controls of the issue, distribution, change and filing of the
engineering documents.

This procedure applies to control all the project documents.

DEFINITIONS
COMPANY : Client / End User

CONTRACTOR : shall mean UNA Oil, the Engineering, Procurement and
Construction Contractor

Vendor : shall mean the supplier of equipment/materials or SUB-
CONTRACTOR

CONSULTANT : UNA Oil appointed Engineering CONSULTANT

Design Documents : Calculations, Drawings, Diagrams, Data Sheets, Specifications
and other related deliverables for construction and procurement

REFERENCES

XXX-YYY-ZZZ Quality Manual

XXX-YYY-ZZZ Document Numbering Procedure

RESPONSIBILITIES
4.1 Project Manager shall
Be responsible for the overall control of project documents and project records.

4.2 Project Engineer shall
Assign Lead Document Controller and Manage Document Control Team.


4.3 Project Control Manager shall
Be responsible for preparation of the Document Control Procedure and shall be
responsible for Document Distribution Matrix
Shall established and ensure that relevant versions of applicable documents are
available at point of use.
Ensure that all correspondences are transmitted to COMPANY.
Control of the Electronic Document Management System (CONJECT).
Assign permissions of access to all main users with approval from the Project Manager in
his absence the Project Engineer.

4.4 Document controller shall
Receive and submit the document,
Distribute the document,
Maintain the master document list such as transmittal & letter log sheet, Engineering
Document Deliverable Register (to be referred as EDDR further ),
Transfer the record book (vendor prints, etc.) to Central File as per the Project
Close-out Reporting Procedure after close-out.

DEFINITIONS
Project documents consist of technical and administrative document as following ;

5.1 Technical document
The technical documents include the contract documents, specifications, manual,
procedures, drawing, instruction, data sheet, and record book etc.
o Document Controller shall control the latest version of technical documents to be
effectively used.
o These technical documents shall be received, submitted and distributed by the
document controller.

5.2 Administrative document
The administrative document means the document that is not directly related to project
execution.
These administrative documents include the approval request, drafts, report, IOC, fax,
correspondance and letter etc.
The administrative document is the results of general operating activities of project such
as management and account.


PROCEDURES
6.1 Document distribution
Project Control Manager (PCM) shall review document type, serial code number, class in
accordance with the Project Document Distribution Matrix.
Project Control Manager shall develop and maintain the Document Distribution
Stamp for internal distribution of project document after discussion with relevant team
managers.
When any documents is received from COMPANY the Document Controller shall
distribute documents using the Document Distribution Stamp after approval of Project
Control Manager.

6.2 Document preparation, review, and approval process
Documents shall be prepared legible in accordance with related procedures or instruction.
The originator of the document shall assign the document number for identification in
accordance with Document Numbering Procedure (Doc. No. XXX-YY-ZZZ) for project
Prior to issue, documents shall be reviewed and approved by authorized personnel.
After approval, the document is effective.
The revision of documents shall be reviewed and approved in the same manner as the
original.
The technical document shall include the following;
- Document title and number
- Document Class and Type
- Revision number and issue/revision date
- The signature of personnel to prepare, review and approve and date

6.3 Control of Technical Documents
All approved documents shall be sent to the document controller for register and
distribution
After receiving the issued documents, the document controller shall register the
documents on the master document list and distribute the document to related
organizations according to the distribution stamp which the Project Control Manager
nominates for distributing.


The document controller ensures that the correct document revision status is assigned.
CONJECT contains all revisions and lists them in chronological order with the latest first
thus ensuring that the latest version is clearly identified and made available.
Access to the latest version of any deliberable is automatic in CONJECT all previous
revisions are also shown.

6.4 Document receiving and sending
When receiving any document, the document controller shall log the receiving document.
Before sending any document, the document controller shall log the sending document.

6.5 Project document filing
The project document shall be filed in the specified folder in the CONJECT.
Original Copy should be submitted to COMPANY Document Control Center using the
transmittal.
One hard copy will be maintained for unexpected situation, that document should be
controlled by the Document Controller to prevent obsolete version being used.

6.6 Numbering of project document
All the documents shall be numbered as per the Document Numbering Procedure (Doc.
No. XXX-YYY-ZZZ) which is established in accordance with project contract requirement.

6.7 Document of external origin
The documents of external origin include following;
- Vendor/Sub-contractor Documents
- COMPANY specifications and drawings
- Statutory and Regulatory Requirements
The document controller shall maintain the master list which identifies the location and
revision of all documents of external origin.


6.8 Control of project record
The document controller shall prepare the project record book to transfer the final records.
ELECTRONIC MANAGEMENT
7.1 CONJECT (ELECTRONIC DOCUMENT MANAGEMENT SYSTEM)
All of the documents created by CONTRACTOR shall be uploaded, and controlled using CONJECT. For
details of CONJECT, refer to attachment #2


ATTACHMENT 1 SAMPLE OF CONJECT MANAGEMENT
DESCRIPTION

Today's business processes generate great volumes of documents and data. Electronic Data Management
System (hereinafter referred to as the CONJECT) enterprise document management solutions allows you
to organize, access and streamline information in a secure web-based environment.

1.1 ADVANTAGES

CONJECT is a robust document management system that has among its features, a module that
enables multiple upload/download of documents, a powerful and flexible workflow module, and a
powerful search engine. CONJECT allows users to set up a project, run software applications for use
with project files.
A systematic document and information management that forms the core of Knowledge
Management.
Reduction in errors since the latest issued documents/drawings will be displayed
Reduction in costs and lead time
Improvement in quality.
1.2 FEATURES

Document Centric Collaboration
Document Search and View
Check out and Check in of Documents, all versions of the document are retained.
Workflow : Enables the creation of sequential and parallel workflows
Powerful search engine
Expandable document storage capacity

1.3 TECHNICAL ARCHITECTURE
A 3-tier system, that ensures a high-level of security and flexibility.
Developed with JSP/EJB thus making the system platform independent.
Uses the latest in hardware and software technologies


HOW TO ACCESS CONJECT

Before using CONJECT, users must have a user ID and password that are registed following
Attachment #1 Registration for CONJECT.

Accessing URL : http:// www.conject.com

Please specify user ID and password then click go button.

CONJECT welcome screen will be shown like figure below;


DOCUMENTS

3.1 DOCUMENT LIST

The Document List shows the latest documents, Latest messages and most recently used documents.
For see screen shot below for reference,


3.2 DOWNLOAD DOCUMENT

Single Document Download


Multi Document Download

Download previous versions of a Document


3.3 SAVE AND DISTRIBUTE DOCUMENT
In Conject documents could be uploaded and concurrently distribute the documents with a message
to project participants (participants who have access to the Project Space and externals who do not
have access to the Project Space).


3.4 Online editing of Documents


ATTACHMENT 2 CONJECT DOCUMENT MANAGEMENT MANUAL


ATTACHMENT 3 CONJECT DOCUMENT COMMUNICATION MANUAL


ATTACHMENT 4 CONJECT DRAWING MANAGMENT MANUAL

Document Control Procedure (20.10.14)

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