PROJECT : ROYAL NORTH SHORE HOSPITAL –CSB

Reference Guide
REVISION STATUS

Document Title: Aconex Reference Guide

Prepared By: Brookfield Multiplex Constructions

Reviewed By: Aconex

Approved By: Brookfield Multiplex Constructions

Revision: 01

Document Status: For Information

Date of Issue: 19/02/2013

Document No: PW-AD-0001

Document Custodian: Tasso Condous

NOTE
This is a live document.

It will require periodic updates to reflect the progress of the project, new participants and newly agreed procedures.
Initial authorship by Brookfield Multiplex Constructions& Aconex

Royal North Shore - CSB – PW-AD-0001 – Rev 01 2

TABLE OF CONTENTS
1.0  INTRODUCTION 4 
1.1  Aconex 4 
1.2  Getting Started with Aconex 4 
2.0  ABOUT THIS DOCUMENT 6 
2.1  Purpose 6 
2.2  How to Use 6 
2.3  Custodianship 6 
3.0  PROJECT INFORMATION 7 
3.1  Project Details 7 
3.2  The Project Team 8 
4.0  CONTROLLED DOCUMENTS 10 
4.1  Core Document Fields 11 
4.2  Document Numbering Convention 12 
4.3  Revision Convention 13 
4.4  Title Convention 13 
4.5  Document Types & File Formats 14 
4.6  Disciplines 15 
4.7  Status 16 
4.8  Other Document Field Values 16 
4.9  Document Distribution 18 
5.0  PROJECT MAIL 19 
5.1  Project Mail Protocols 19 
5.2  Project Mail Numbering Convention 19 
5.3  Project Mail Type 20 
5.4  Project Mail Attributes 21 
5.5  Time Constrained Project Mail 21 
5.6  Subject Line Conventions 21 
5.7  Project Mail Approval 21 
6.0  APPENDIX A - PROJECT PROCEDURES 22 
6.1  Design Document Review 22 
6.2  Shop Drawing Issue and Review 23 
6.3  Sample / Technical Data Issue and Review 24 
6.4  Sample Approval Stamp 25 
6.5  Disruption/ Shutdown Application 29 
7.0  APPENDIX B – DOCUMENT NUMBERING CONVENTION 30 
7.1  Consultant Specification & Schedule Numbering Convention 30 
7.2  Shop Drawing Numbering Convention 31 
7.3  Document Review Stamp 32 

CONFIDENTIALITY AND INTELLECTUAL PROPERTY STATEMENT

This document contains confidential information and uses an Aconex proprietary template. This document must not be used or
disclosed for any purpose other than in connection with the implementation or use of the Aconex system (“the Purpose”). .

The intellectual property in this template (and any modification, enhancement, derivation or reproduction of it) is owned by Aconex
and licensed solely for the Purpose and the license of the original or modified document can be terminated by Aconex at any time at
its absolute discretion. The Aconex name, logos and URLs are the property and/or marks of Aconex.

Any modification, enhancement, derivation or reproduction of this document must contain this “Confidentiality and Intellectual
Property Statement” and any other confidentiality and any other similar markings or legends contained herein.

Any questions based on the confidentiality or ownership of this document should be directed to legal@aconex.com

Royal North Shore - CSB – PW-AD-0001 – Rev 01 3

1.0 INTRODUCTION
1.1 Aconex
Aconex have been engaged on the Royal North Shore Hospital – Clinical Services Building by Brookfield
Multiplex Constructions as the online collaboration system for this project.

1.1.1 Aconex Overview

Aconex provides a fully integrated project information management tool including:

 An automated document register

 Fully tracked correspondence management
 Detailed reporting facilities
 Process and document approval workflows
 Approvals, preferences and other company administrative tools

Note: Each organization owns their data and can only see what has been created by them or sent to them. The data
is stored on redundant servers hosted in secure world-class centres.

Project archives are available at any time to any company using Aconex on a project. Project Archives must be
requested from Aconex and charges apply.

1.2 Getting Started with Aconex

To access Aconex, you require an internet connection, the latest internet browser installed on your computer and to
enroll in the Aconex training offered to all project participants.

Aconex does not require you to install any licensed software to access the system.

The Aconex Client Operations team will be available to guide the entire project team through Aconex implementation
and support all project members throughout the project life.

1.2.1 Internet Access

Aconex recommends the use of broadband internet to optimize the Aconex experience, in particular where
downloading and uploading of large files is required.

Broadband varies in download and upload speeds or bandwidth capacity. The optimal broadband bandwidth capacity
for your organization will depend on the number of users and network configurations of your IT systems.

Please check with your local IT Manager or Internet Service Provider (ISP) to confirm the details of your
Organizations broadband capacity.

1.2.2 Internet Browser

Aconex recommends using the latest version of Internet Explorer or Mozilla Firefox as your internet browser. The
latest internet browsers are available free to download from www.microsoft.com/ie or www.mozilla.com .

Please check with your local IT Manager to confirm the version of your internet browser.

1.2.3 Implementation Process

The implementation process will be facilitated by Aconex. The process will require participation and input from key
project stakeholders to assist in defining the appropriate system configuration for the project.

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1.2.4 Organization Registration
New organizations to the Aconex system need to register:

1. Go to the Aconex website, Contact tab, Register your organization (http://www.aconex.com)

2. Choose the region where the project is based – Australia/NZ
3. Complete the Organization Registration form, ensuring all mandatory fields are completed (*)
4. Click the Submit button

Aconex will advise the organization administration (nominated at the time of registering) when the organization is
registered.

1.2.5 New User Accounts

It is the responsibility of the Organization Administrator to set up user accounts for those employees who require
access to the Aconex system. Once registered, a new user can be invited to the project by another project member
issuing correspondence through the mail module.

1.2.6 Training and Ongoing Support

Training and Ongoing Support is available to all project participants throughout the project life.

To arrange training sessions please email training-anz@aconex.com or contact Aconex on

1300 ACONEX (226 639)

24/7 helpdesk support is available for all members globally. A list of Global Helpdesk numbers and office locations
can be found on www.aconex.com

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2.0 ABOUT THIS DOCUMENT
2.1 Purpose
The purpose of this document is to assist with the implementation process and record the agreed system
configurations, protocols and procedures associated with the use of Aconex on the project.

2.2 How to Use

This document is specific to the Aconex collaboration system and shall be read in conjunction with but not limited to
all other project specific manuals, plans or procedures applicable to the project.

In general this document is to be used in the following but not limited to the following scenarios:

 Existing and new project participants that wish to familiarize themselves with what system configurations
have been defined for their organization.
 Existing and new project participants that wish to refer to project procedures that have been mapped to
Aconex.
 Org Admins and Project Admins that are required to perform the initial configuration or make amendments to
the project setup.

Aconex will also use this document in training situations and when performing periodic health checks.

2.3 Custodianship
This document is a live document. It is expected that project information requirements will change over the course of
the project lifecycle as the project and participants change.

This document will be required to be updated to reflect changes to system settings, processes, project participants
and procedures.

The ongoing management of this document will reside with the nominated custodian who is Tino Ucchino from
Brookfield Multiplex Constructions and will be supported by the local Aconex Client Operations team.

All proposed changes/amendments to details or procedures detailed in this document must be submitted to the
nominated custodian for approval prior to implementation.

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3.0 PROJECT INFORMATION

3.1 Project Details

The following table details the information as it appears within the Aconex system.

TABLE 1 – PROJECT DETAILS

Project Details

Project Name* Royal North Shore Hospital – Clinical Services Building

Project Short Name* RNSH - CSB
Phone Number 02 93222400
Fax Number 02 80786014
Project Start Date* April 2013
Estimated Completion Date* August 2014
Project Value
Project Type
Project Address

Project Address 1* Westbourne Street

City/Suburb* St Leonards
Postcode* 2065
County/State New South Wales
Country* Australia
Project Description
(*) Mandatory field required for project setup.

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 3.2 The Project Team
3.2.1 Project Key Contacts
The following table lists the contact details of the key contacts for each organization and the relevant Aconex project
information.

Project participants are to contact their respective key contact for all matters relating to the use of Aconex.

TABLE 2 – PROJECT KEY CONTACTS

Key Contact Information Aconex Project Information

Organization Name Role Title Contact Org Project AC KC PA

Details Prefix Role
Health Client
HI CL
Infrastructure
APP Corporation Mark Dawbney Project Manager APP PM
Brookfield Brendan Project Manager
Multiplex Sweeny BMPX HC
Constructions
Brookfield TBA Project Manager
Multiplex BMPX HC
Constructions
Brookfield Tino Ucchino Design Manager
Multiplex BMPX HC
Constructions
Brookfield TBC Document
Multiplex Control BMPX HC
Constructions

Code Project Role Code Aconex Role

CL Health Infrastructure AC Aconex Client
PM APP KC Key Contact
HC Brookfield Multiplex PA Project Admin
CN Consultant
SC Subcontractor

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3.2.2 Communications Flow Diagram
The expected flow of communication on the Project is detailed in the figure below.

Client User Groups

Health Infrastrusture

Project Manager
APP

Major Contractor
Brookfield Multiplex

Novated Subcontractors
Consultants

Contractual Project Mail

General Project Mail

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4.0 CONTROLLED DOCUMENTS
This section details the fields and values associated with managing project documents using Aconex.

All project participants when registering documents must apply the appropriate document tags defined by for the
project. The ‘document tags’ are the key information or metadata fields that are used to identify the document such
as Number, Title, Date Created. As a minimum Aconex requires all registered documents to be tagged with
mandatory fields (denoted by red asterisks).

FIGURE 1 – PROJECT DOCUMENT REGISTRATION FORM

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 4.1 Core Document Fields
The following table details the core Document Fields applicable to the project. When registering a document, the
following fields are to be completed if required.

TABLE 3 – CORE DOCUMENT FIELDS

Field Label Field Type Description of Use/Application Reference Required Search
Field
Document Document For tagging a document with the unique number
# Number required by the applicable document numbering Section 4.2 Y Y
No*
convention.

Revision*# Text For tagging a document with a revision reference

(applicable project convention) when it is updated. Table 4 Y Y

Title Text For tagging a document with the applicable title

description associated with the document. Y Y

#
Type* List (Single For tagging a document to classify it with an
Select) appropriate document type. Table 5 Y Y

Status*# List (Single For tagging a document with the appropriate

Select) status reference that is relevant to the document Table 7 Y Y
lifecycle.

Discipline List (Single For tagging a document with an appropriate

Select) discipline classification. Table 6 Y Y

Attribute List (Multi For tagging a document with one or more values
Select) of information to assist with categorization. Table 8 Y

Confidential# Check Box For defining who can have exclusive access to the
registered document. N
#
File File For attaching the electronic file relevant to the
registered document. N

Print Size*# Text For detailing the print size requirements to assist
users when printing the document. N N

Date Date System defined field. The date is the absolute date
Modified*#+ when the document changes in the register either Auto Y
via uploading or on receipt of a transmittal.
Author Text For tagging a document with details of the author. Y
By default, the organization name is entered. Y

For additional fields to tag your documents please discuss with your Project Administrator or Aconex Client
Operations Representative.

(*) – System mandatory field and cannot be disabled (i.e. they must be used).
(#) – Field label cannot be renamed.
(+) – Field with specific function controlled automatically by Aconex system.

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 4.2 Document Numbering Convention
All documents registered in Aconex are required to have a unique number assigned (i.e. no duplicate numbers can
be registered).

The Aconex document number field is flexible and can support a variety of numbering conventions commonly
adopted on projects. The document number field supports text, numbers and other characters permitted by the
Microsoft Windows operating system.

4.2.1 Document Numbering

All documents produced on this project must be numbered in accordance with the number convention defined below.
Please refer to the relevant reference tables for codes applicable to the numbering parts.

Attribute 1 – Organisation Discipline Code Unique

Project Code Code Number*

CSB - ARUP - ST 1001

Table 6 – Document Table 6 – Appendix for
Disciplines Document number range
Disciplines
FIGURE 2- DOCUMENT NUMBER STRING

*The Number part can either be a simple sequential number or it can match the originator’s own file or
document number. The ‘Building’ and ‘Discipline’ prefix the number to ensure uniqueness.

4.2.2 Multiple File formats (e.g. CAD files)

Aconex does not support multiple file formats attached to an individual document number when registered on
Aconex. Where more than one file extension with the same document number is required, it should be registered as
a new document number with a ‘file format’ abbreviation appended to the end of the document number. For example,
when there is a requirement to register both the PDF and DWG version of a CAD file. In order to differentiate
between the two documents, include a file format or other suffix (e.g. CAD):

Project Code Organisation Discipline Unique File

Code Code Number* Format

CSB - ARUP - ST - 1001 CAD

Table 8- Attribute 1 Organisation Code Table 6 – Appendix
Table 9 Document for number
Disciplines range
FIGURE 3- DOCUMENT NUMBER STRING WITH FILE FORMAT SUFFIX

Please note that the suffix is only required where the same file in two formats need to be registered. It can be
omitted if only a single format of the file is being registered.

Whilst native files are required for coordination at certain stages/phases of the project the agreed project document
distribution format is PDF.

4.2.3 File Name Recognition

Files named and saved in local/network drives in accordance with the project document numbering convention are
able to capitalize on the file name recognition feature in Aconex. The figure below provides examples of appropriate
file names and how the elements of the file name will be imported into Aconex as the document number and revision.

File Format Examples of Computer file name Registered Number on Aconex Rev

PDF (Default) CSB-ARUP-ST-1001(B).pdf MF-A-1001 B

AutoCAD
CSB-ARUP-ST-1001-CAD_B.dwg MF-A-1001-DWG B
DWG
FIGURE 4 – MULTIPLE FILE FORMAT & FILE NAME RECOGNITION EXAMPLE

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 4.3 Revision Convention
Document revisions should be sequential and should not change unless the project moves to the next phase.

Members registering or superseding documents are to update the revision in accordance with the convention
described for each status lifecycle.

The document revision practices adopted on the project are detailed in the following table.

TABLE 4 – REVISION CONVENTION

Revision Applicable
Convention Document Status
Numeric Draft
Numeric For Information
Numeric For Review
Numeric For Tender
Alpha For Construction
Alpha As-Built

4.4 Title Convention

The Document Title is important and all team members must use coherent titles when registering documents. This
field is an important element in searching for and retrieval of historical information within the database. The following
are guidelines on good practice use of the title field:
 DO make the title the same as the hardcopy
Titles should typically be very specific, e.g.”Building A – Ground Floor Reflected Ceiling Layout” or “Design Team
Meeting Minutes”.
 DON’T duplicate document titles
 DON’T use vague titles like: Drawing 1, Drawing 2, Drawing 3 etc.

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 4.5 Document Types & File Formats
The following tables detail the Document Types available for use on the project relevant to their organizations role on
the project. When registering a document, select most suitable type from the drop down list.

If a document type does not exist on Aconex and is required by your organization, submit a request to the Aconex
Client. An “X” indicates that the role has the ability to register the specific document type.

TABLE 5 – DOCUMENT TYPES

Document Suggested PM HC CN
Type Documents

Brief Project briefs

Drawing Drawings including but not

limited to floor plans, site
plans, roof plans,
elevations, sections,
details and layouts

Manual Manuals including but not

limited to Operating and
Maintenance manuals

Report Reports including but not

limited to Daily, Weekly,
Flash, Monthly, PCG, Cost
reports

Sample Samples including

brochures and supplier
information

Schedule Schedules including

Window Schedules, Door
Schedules, Finishes
Schedules and Hardware
schedules

Shop Drawing Shop drawings

Specification Specifications

Technical Data Technical data sheets

Contract For Contracts between

any parties relevant to the
project

Photograph For all photographic

records and images.

Disruption/Shutdown For HC/MGF to issue

Application Disruption/Shutdown
Applications. Refer to
section 6.4

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 4.6 Disciplines
The disciplines in use for this project are detailed in the following table. When registering a document, select the
discipline most suitable from the drop down list.

If a discipline does not exist on Aconex and is required by your organization, submit a request to the Aconex Client.

TABLE 6 – DOCUMENT DISCIPLINES

Discipline Code* Application/Use

For all Acoustic design documentation including but not limited to sketches,
Acoustic AC
reports, drawings, specifications, plans, schedules and contracts

For all documentation associated with Administration including but not

Administration AD
limited to reports, plans, forms, procedures, schedules and contracts

For all Architectural design documentation including but not limited to

Architectural AR
sketches, reports, drawings, specifications, plans, schedules and contracts

For all Civil design documentation including but not limited to sketches,
Civil CV
reports, drawings, specifications, plans, schedules and contracts
For all Electrical design documentation including but not limited to sketches,
Electrical EL reports, drawings, specifications, plans, schedules, manuals, datasheets,
calculations and contracts
For all Environmental documentation including but not limited to sketches,
Environment EN
reports, drawings, specifications, plans, schedules and contracts

For all Facade design documentation including but not limited to sketches,
Facade FA reports, drawings, specifications, plans, schedules, manuals, datasheets,
calculations and contracts
For all Fire design documentation including but not limited to sketches,
Fire FS reports, drawings, specifications, plans, schedules, manuals, datasheets,
calculationsand contracts
For all documentation associated with Geotechnical including but not limited
Geotechnical GE
to reports, plans, forms, procedures, schedules and contracts
For all Hydraulic design documentation including but not limited to sketches,
Hydraulic HY reports, drawings, specifications, plans, schedules, manuals, datasheets,
calculations and contracts
For all Interior Clinical Design documentation including but not limited to
Interior Design ID
sketches, reports, drawings, specifications, plans, schedules and contracts
For all Landscape design documentation including but not limited to
Landscape LA sketches, reports, drawings, specifications, plans, schedules, manuals and
contracts
For all Lift/Escalator design documentation including but not limited to
Lifts/Escalators L sketches, reports, drawings, specifications, plans, schedules, manuals,
datasheets, calculations and contracts
For all Mechanical design documentation including but not limited to
Mechanical ME sketches, reports, drawings, specifications, plans, schedules, manuals,
datasheets, calculations and contracts
For all Structural design documentation including but not limited to
Structural ST sketches, reports, drawings, specifications, plans, schedules, manuals,
datasheets, calculations and contracts
*Used in document numbering (see section 4.2).

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 4.7 Status
The following table details the document status available for use on the project relevant to their organizations role on
the project. When registering a document, select most suitable type from the drop down list.

If a document status does not exist on Aconex and is required by your organization, submit a request to the Aconex
Client. An “X” indicates that the role has the ability to assign the specific status to a document.

TABLE 7 – DOCUMENT STATUS

Document Status Use/Explanation PM HC CN SC
Reviewed For documents which have been reviewed in
accordance with project review procedures

Reviewed Subject to For documents which have been reviewed in

Comments accordance with project procedures. These have
been reviewed in principle with some comments

As-Built For documents which reflect ‘as-constructed’ or ‘as-

built’ information

For Approval For documents to be issued for approval

For Coordination For documents to be issued for coordination

For Construction For documents which are for construction purposes

For Information For documents to be issued for information only

For Tender For documents which are used for tendering or

pricing purposes

Rejected For documents which have been reviewed in

accordance with project procedures and have been
rejected

4.8 Other Document Field Values

All documents must be tagged with the appropriate metadata/information. This section details the metadata in use on
this project.

4.8.1 Primary Attribute (Building)

The primary attributes applicable to this project are detailed in the following table.

TABLE 8 – PRIMARY ATTRIBUTE (BUILDING)

Primary Attribute Description Code*
Royal North Shore Hospital - CSB CSB
+*Used in document numbering (see section 4.2).

4.8.2 Organisation Code

The organisation code applicable for the project for upload

TABLE 9 – ORGANISATION CODE

ORGANISATION Code* DISCIPLINE

Principal Design Consultant, Civil and Structural Engineers, Facade

Arup Arup
Engineer

Building Studio
BSA Base Building Architect (Shell and Core Package 2)
Architects

Woods Bagot WB Clinical Planning Architect (Package 3)

WSP Group WSP Mechanical, Medical Gases, Pneumatic Tubes and Vertical Transportation

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ORGANISATION Code* DISCIPLINE

NDY NDY Electrical, Security and ICT

Warren Smith and

WS+P Hydraulic and Fire
Partners

Aecom AE Fire and Acoustic Engineer

Davis Langdon DLA BCA Compliance

Morris Goding MGAC Accessibility

*Used in document numbering (see section 4.2).

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 4.9 Document Distribution
This section details information related to the distribution of documents.

4.9.1 Transmittal – Reason for Issue

The applicable ‘Reason for Issue’ for transmittals on the project are detailed in the following table.

TABLE 9 – REASON FOR ISSUE

Reason for Issue
Issued for Approval
Issued for Construction
Issued for Coordination
Issued for Information
Issued for Review
Issued for Tender
Definition of Use
Issuing documents which require approval from authorised project participants
Documents which are to be used for construction purposes
Documents which require coordination
Documents which are to be used for information purposes.
Documents which require review by another project participant
Documents which are to be used for tendering purposes

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5.0 PROJECT MAIL
The mail module is for communication only. It should not be used for sending drawings, specifications, shop
drawings, schedules or other documents that should be distributed within the Documents module in Aconex.

5.1 Project Mail Protocols

All project specific communication on this project must be sent via Aconex. Other means of correspondence such as
email and fax will not be accepted by Brookfield Multiplex unless approval is given by Brookfield Multiplex, in
exceptional circumstances only.

Please ensure the following practices are always adhered to when using the project mail module:

1. Avoid correspondence overload by refraining from a scattergun approach. Address “To” and “CC”
correspondence to relevant recipients only.

2. Insert a clear and concise subject title with key searchable words (easier to find later)

3. If the correspondence requires a response (and only when a response is essential), you must;

 Select the “Response Required” option (assists with exception reporting)

 Nominate who you anticipate the response from (address “To” and then “CC” others)
 Insert a reasonable “respond by” date

4. When responding, ensure that you select the “Reply” option so that questions and responses are linked. In
doing so the mail system will acknowledge at both ends that you have responded.

5.2 Project Mail Numbering Convention

All Project Mail generated in Aconex is automatically assigned with the next available number associated with the
selected project mail type.

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 5.3 Project Mail Type
The authorized Project Mail types which an Organization may initiate are detailed in the following table. For additional
Project Mail types please seek approval from the Aconex Client. An “X” indicates that the role has the ability to create
and send the specific project mail type.

TABLE 10 – PROJECT MAIL TYPES

Project Mail Type Use CL PM HC CN SC
Client Advice For the Client to respond to requests or queries

PM Instruction For the PM to provide instruction in response to

requests or queries

Contractors Advice For the HC to issue specific instruction or direction in

response to requests or queries raised

Consultant Advice For the Consultants to provide advice in response to

requests or queries

Contract For HC to communication with the PM

Communication
Defect For the issuing of defect reports

Design Advice For HC to issue design advice to consultants

Extension of Time For the request of extension of time

Incoming Email For HC to register external mail

Incoming Fax For HC to register incoming faxes

Non Conformance For HC to issue non conformance reports relating to

Report Quality, Environment and OH&S

Notice of Delay For HC to issue a notice of delay

Request For For HC to raise design queries with Consultants and

Information Subcontractor to raise construction queries

Site Instruction For HC to issue instructions to a Subcontractor

Site Inspection Report For the issue of site inspection reports

Subcontractors Advice For Subcontractors to correspond to HC

Internal Memorandum For general communications between project

participants from your organization

Meeting Minutes For issuing meeting minutes

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 5.4 Project Mail Attributes
The following tables detail the attributes applicable to the project. All project mail must be tagged with the following
attributes, as appropriate to the project mail.

5.4.1 Attribute 1
The attribute 1 values in use on the project are detailed in the following table.

TABLE 11 – PROJECT MAIL –ATTRIBUTE 1

Attribute 1 Description
Administration
Design
Environmental
Industrial Relations
Performance
Quality
Safety

5.5 Time Constrained Project Mail

Project mail which have time constraints (e.g. RFIs) can be managed by using ‘response required’ and setting a ‘due
date’ when creating project mail. It is recommended where time constraints apply the project team should define the
applicable types and agree on the timeframe to respond.

5.6 Subject Line Conventions

It is vitally important that all team members use coherent titles when preparing Project Mail and Transmittals. The
Subject Line field is an important element in Searching for & Retrieval of historical information within the project
database. Please avoid the following vague Subject Lines:
 "Query"
 "Re: Drawings"
 "Clash" etc.

Please use meaningful subject lines to facilitate efficient Project Mail retrieval and reporting in Aconex.

5.7 Project Mail Approval

Aconex allows organizations to implement mail approval to prevent unauthorized distribution of selected project mail
types to other organizations. This feature allows the nominated approvers to view the mail before it is issued
externally.

Mail approval is configured by each organization on the project. Please contact your Aconex Client Operations
Representative to assist with setting up this function.

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6.0 APPENDIX A - PROJECT PROCEDURES
6.1 Design Document Review

APP (PM)

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 6.2 Shop Drawing Issue and Review
Shop Drawing Review – Procedure Workflow

Subcontractor (SC) Brookfield Multiplex (HC) Consultants (CON) Lead Consultant (LC)

Prepare documents,
upload and register

Transmit to HC Review shop drawings

Revise and resubmit No Drawings OK?

Yes

Initiate shop drawing Download, print, review,

approval workflow using mark-up and sign as
relevant workflow template required.

Upload commented
drawings, and replace
within workflow
No

Action document approval

task in Aconex

Download, print, review,

mark-up and sign as
required.

Approved? Upload commented

drawings, and replace
within workflow

Yes

Action commented Review comments and

Action document approval
drawings, revise and transmit commented
task in Aconex
supersede documents drawings to SC

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 6.3 Sample / Technical Data Issue and Review
Sample / Technical Data Review – Procedure Workflow

Subcontractor (SC) Brookfield Multiplex (HC) Consultants (CON) APPClient

(PM)(CL)

Prepare physical samples,

upload, register and
transmit

Complete sample approval

form, labels and delivers Review samples
physical sample to HC

Revise and resubmit No Samples OK?

Yes

Review and sign-off

Transmit to CON for samples and attend site
approval office (where required)
to view physical samples.

OK to issue to
Review and advise SC No
CL?

Transmit to CL for
Yes
approval

Review and sign-off

samples and attend site
office (where required)
to view physical samples.

HC scans or takes photo

of approved sample and
supersedes on Aconex

Sample complete Transmit to SC

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 6.4 Sample Approval Stamp

SAMPLE DETAILS APPROVALS

CSB-HY-S0001 REV 2
sign

Brookfield Multiplex
SAMPLE NO Constructions
print date

3
sign
DATE SUBMITTED
Fitzpatrick
SUBCONTRACTOR 4 print date

5
sign
SAMPLE TITLE
ECHO TO BE COMPLETED BY
DESCRIPTION 6
REVIEWERS ONLY print date

7
insert as req’d sign
MANUFACTURER

MODEL NO 8 FINISH 9 print date

10
insert as req’d sign
LOCATION USED

SAMPLE TYPE 11 PHYSICAL  PHOTO/CATALOGUE  print date

12
insert as req’d sign
ASSOCIATED SAMPLES

print date

NOTES/COMMENTS NOTE BY

13

Each Section has been numbered for your information

1. The numbering convention is as follows. CSB is equivalent of Clinical Services Building. HY is equivalent to the discipline, and S0001 stands for Sample 1 of a possible 9999 samples.
2. Revisions are to be changed when superseded for each submission if initial submission was not approved
3. Date sample was issued to Brookfield Multiplex Constructions
4. Company name submitting sample
5. Sample name. eg. D5 Type Light Fitting – When registering in Aconex this is to be the “Title”
6. Brief description of sample – eg. “5W LED Recessed Downlight with Warm White Bulb”
7. Name of manufacturer of submitted sample
8. Model number of sample - This information can only be given if the actual sample has a reference by the manufacturer
9. Finish, Colour or Coating of sample to be identified – eg. Brushed Aluminium/White
10. Specify location/area where sample is to be used – eg. Birthing Rooms
11. Identify whether sample is being submitted as physical, or as photo + technical specifications – Refer to BMPX
12. This section must be completed if the sample relates to or is a part of other samples which has been submitted (Eg Cistern with Toilet)
13. Notes/Comments – Generally to be used by reviewers. Should be completed if there is any additional information required or that should be included.
14. Technical Data – Technical Data associated with the sample, which would also include testing certificates etc. are to be included – scan and insert
15. Attach photos of sample (suppliers product shot or other) which identifies the important aspects of the sample. (Ensure ‘example’ text is removed).
16. Sample Stickers – Must also be completed to be attached to physical sample. Sample no., Title & Description must also be completed exactly the same as what is on the sample form.
NOTE:
 All documents must be registered on Aconex so that they can be Transmitted, tracked & referred to for future references.
 When registering document you must refer to the Aconex Reference Guide which you should have access to in your document register by selecting Documents & then search, this guide is very useful to all and treated as
the Project Bible.
 Ensure that registered samples on Aconex are a single, clear PDF file.
 Ensure that an editable Word version is also issued for updating.
 If you are unsure of any sections of this guide please call Site Document Controller.

Royal North Shore - CSB – PW-AD-0001 – Rev 01 25

 14

Royal North Shore - CSB – PW-AD-0001 – Rev 01 26

PHOTOS 15

Royal North Shore - CSB – PW-AD-0001 – Rev 01 27

 PHYSICAL SAMPLE SIGNOFF PHYSICAL SAMPLE SIGNOFF

SAMPLE NO(&REV) 16 SAMPLE NO(&REV) 16

TITLE TITLE

DESCRIPTION DESCRIPTION
sign sign
Brookfield Multiplex Brookfield Multiplex
Constructions Constructions
print date print date
sign sign

Woods Bagot WS+P

print date print date
sign sign

Health Infrastructure Health Infrastructure

print date print date
insert as req’d sign insert as req’d sign

print date print date

insert as req’d sign insert as req’d sign

print date print date

insert as req’d sign insert as req’d sign

print date print date

NOTES

NOTES

PHYSICAL SAMPLE SIGNOFF PHYSICAL SAMPLE SIGNOFF

SAMPLE NO(&REV) 16 SAMPLE NO(&REV) 16

TITLE TITLE

DESCRIPTION DESCRIPTION
sign sign
Brookfield Multiplex Brookfield Multiplex
Constructions Constructions
print date print date
sign sign

WSP Building Studio Architects

print date print date
sign sign

Health Infrastructure Health Infrastructure

print date print date
insert as req’d sign insert as req’d sign

print date print date

insert as req’d sign insert as req’d sign

print date print date

insert as req’d sign insert as req’d sign

print date print date

NOTES

NOTES

Royal North Shore - CSB – PW-AD-0001 – Rev 01 28

 6.5 Disruption/ Shutdown Application

To be developed in conjunction with Health Infrastructure , APP and Inforeshore.

Royal North Shore - CSB – PW-AD-0001 – Rev 01 29

7.0 APPENDIX B – DOCUMENT NUMBERING CONVENTION
7.1 Consultant Specification & Schedule Numbering Convention
Discipline
Discipline From To Application / Use
Prefix
Architectural AR 0100 0149 For architectural
Structural ST 0150 0199 For structural
Mechanical ME 0200 0249 For mechanical
Electrical EL 0250 0299 For electrical
Hydraulic HY 0300 0349 For hydraulic
Fire FS 0350 0399 For fire protection
Façade FA 0400 0449 For façade
Landscape LA 0550 0599 For landscape
Survey SU 0600 0649 For survey / site investigation
Lifts L 0650 0699 For lifts
Security SE 0700 0749 For security
BCA BCA 0760 0769 For BCA
Environmental EN 0770 0779 For Environmental - ESD
Specialist Lighting SP 0770 0789 For Specialist Lighting
Public Art PA 0800 0809 For Public Art
Way finding WF 0810 0819 Signage Way-finding
0820 0829 Spare
0830 0839 Spare

Royal North Shore - CSB – PW-AD-0001 – Rev 01 30

 7.2 Shop Drawing Numbering Convention
Discipline
Discipline From To Application/Use
Prefix
Architectural AS 1000 1099 For Doors/ PMDF
AS 1100 1199 For Windows
AS 1200 1299 For Kitchen
AS 1300 1499 For Cupboards / Robes
AS 1500 1599 For Seating Systems
AS 1600 1699 For Wet Areas
AS 1700 1799 For Stairs / Handrails
AS 1800 1899 For Carpet / Tiles / Timber
AS 1900 1999 For Lift Car Fitout
AS 2000 2199 For Louvres
Structural SS 200 2199 For Post Tensioning
SS 2200 2299 For Precast
SS 2300 2699 For Structural Steel
SS 2700 2899 For Formwork
Mechanical MS 3000 3499 For Mechanical
Mechanical/Electrical MES 3499 3999 For Mechanical Switchboard
Electrical ES 4000 4499 For Electrical
SES 4500 4699 For Security
ES 4700 4799 For Hearing Loop
Hydraulic HS 5000 5499 For Hydraulic
HS 5500 5599 For Hydraulic Equipment
Fire FS 6000 6499 For Fire
FS 6500 6699 For Fire shop
FS 6700 6799 For Fire curtain
Lift/Escalators LS 7000 7499 For Lifts/Escalators
Façade FAS 8000 8299 For Curtain Wall
FAS 8300 8399 For Windows
FAS 8400 8499 For Balustrades
FAS 8500 8599 For Glazing
FAS 8600 8699 For Stone Cladding
FAS 8700 8799 For Metal Cladding
Signage SIS 9300 9399 For Signage
Landscape LAS 9400 9499 For Landscape
Public Art PA 9900 9999 For Public Art

Royal North Shore - CSB – PW-AD-0001 – Rev 01 31

 7.3 Document Review Stamp
All documents must be tagged with the document review stamp. This should be displayed in the title block of all
drawings.

DOCUMENT REVIEW
Brookfield Multiplex Constructions Pty Ltd
□ A - Acceptable for Construction.
□ B - Acceptable for Construction subject to comments. Correct and Resubmit
□ C - Unacceptable for Construction. Correct and Resubmit for Review
□ D – Drawing on Hold

Reviewed …………………………………………….. Date ………………………...

These documents have been reviewed for conformity with design intent. Acceptance does
not mean approval of dimensions, sizes or weights nor does it relieve the Subcontractor
and/or the Consultant from responsibility for errors, omissions or compliance with his
obligations and/or requirements of the Contract and/or Subcontract.

Royal North Shore - CSB – PW-AD-0001 – Rev 01 32