DRP001-OUF-PRO-U-000-008-A1 Doc Control Procedure

Duqm Refinery Project – EPC Package 2 DOCUMENT CONTROL PROCEDURE
Revision History
Amendment Revision Amender

Amendment
Date Number Initials
10-Jan-2018 O1
24-May-2018 O2
25-July-2018 O3
10-Oct-2018 A1
Related Documents
Document Number Document Name Description of Content
Holds
Section Number Short Description of Hold
Definitions and Abbreviations
Term Comment
DRP001-OUF-PRO-U-000-008 Page 2 of 27 Rev: A1

TABLE OF CONTENTS
1.0. PURPOSE ..................................................................................................................................... 5
2.0. SCOPE .......................................................................................................................................... 5
3.0. DEFINITIONS & ACRONYMS ...................................................................................................... 5
4.0. REFERENCES .............................................................................................................................. 6
5.0. RESPONSIBILITY & AUTHORITY ............................................................................................... 6

5.1. PROJECT DIRECTOR ..................................................................................................... 6
5.2. PROJECT CONTROL MANAGER.................................................................................... 6
5.3. DISCIPLINE LEAD ENGINEER ........................................................................................ 6
5.4. ENGINEERING MANAGER.............................................................................................. 7
5.5. DOCUMENT CONTROLLER AT CONTRACTOR’S HOME OFFICE ............................... 7
5.6. DOCUMENT CONTROLLER AT CONTRACTOR’S SITE OFFICE .................................. 7
6.0. DOCUMENT CONTROL AND MANAGEMENT ............................................................................ 7

6.1. GENERAL ........................................................................................................................ 7
6.2. ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS PETROCEPTDC) .......... 7
6.3. DOCUMENT REVIEW CLASS ......................................................................................... 8
6.4. DOCUMENT STORAGE................................................................................................. 16
6.5. DOCUMENT REVIEW AND SUBMISSION .................................................................... 16
6.5.1. Engineering Centre – Sharjah ............................................................................ 16
6.5.2. Engineering Support Centres - (Chennai / Seoul) .............................................. 16
6.5.3. Interaction between Sharjah Engineering Centre & Site Office .......................... 17
6.6. COMPANY SUBMISSION AND REVIEW ....................................................................... 17
6.6.1. Comments Resolution Sheet (CRS) ................................................................... 17
7.0. DOCUMENTS NUMBERING ...................................................................................................... 18

7.1. GENERAL NOTES ......................................................................................................... 18
7.2. REVISION IDENTIFIERS ............................................................................................... 18
7.3. ADVANCE REVISION NOTICE ...................................................................................... 19
7.4. DRAWING / DOCUMENT AUTHORIZATION ................................................................. 19
7.5. TECHNICAL QUERY / CONCESSION REQUEST / DEVIATION REQUEST................. 19
7.5.1. Technical Query ................................................................................................. 19
7.5.2. Concession Request .......................................................................................... 21
7.5.3. Deviation Request .............................................................................................. 22
7.6. DOCUMENT CANCELLATION ....................................................................................... 22
7.7. PROJECT MANAGEMENT DOCUMENTS..................................................................... 23
7.8. SUB-CONTRACTOR’S DOCUMENT MANAGEMENT ................................................... 23
7.9. VENDOR DOCUMENT MANAGEMENT ........................................................................ 24

8.0. DOCUMENT TRANSMITTAL NOTE (DTN) ................................................................................ 25

8.1. EMAIL COMMUNICATIONS ........................................................................................... 25
8.2. TRANSMITTAL NUMBERING ........................................................................................ 25
9.0. ATTACHMENTS ......................................................................................................................... 27

9.1. Attachment-1: Document Flow Chart Between JV Partners and Company ..................... 27
9.2. Attachment-2: Transmittal Format................................................................................... 27
9.3. Attachment-3: Contractor Document Distribution Matrix ................................................. 27
9.4. Attachment-4: Vendor Document Distribution Matrix ...................................................... 27
9.5. Attachment-5: TDR Life Cycle ........................................................................................ 27
9.6. Attachment-6: VDR Flow Chart ....................................................................................... 27
9.7. Attachment-7: PetroceptDC - Overview .......................................................................... 27

1.0. PURPOSE
This Document Control Procedure provides systematic methods and routines for establishing and
implementing comprehensive Document Control system across the Duqm Refinery Project including efficient
identification, tracking, filing, storage, retrieval of technical documentation and EDMS PETROCEPTDC
Systems.
2.0. SCOPE
This procedure applies to CONTRACTOR’s Document Control functions, covering all phases of the Duqm
Refinery Project, up to and including handover of Project document records and deliverables to COMPANY.
3.0. DEFINITIONS & ACRONYMS
COMPANY Duqm Refinery and Petrochemical Industries Co. (DUQM REFINERY)
Joint Venture (JV) of Petrofac International Ltd. & Samsung Engineering

CONTRACTOR Co. Ltd.
DC Document Control
DCN Design Change Notice
DDM Document Distribution Matrix
DTN Document Transmittal Note
EDMS PETROCEPTDC Electronic Document Management System (PETROCEPTDC)
FTP File Transfer Protocol
HSSE Health, Safety, Security & Environment
IDC Inter discipline check as per DRP001-FED-PRO-G-000-011
IDC Inter Discipline Check
IDIT Inter-Discipline Internal Transmittal
IFC Issued For Construction
JV-DCC CONTRACTOR’s Document Control Centre
Files which have been created in a format used by the originating

NATIVE FILES software package and have not been converted into a ‘neutral’ format
PCS Project Control System
PDF Portable Document Format
PPCS Project Procurement Control System
PTR Procurement Tracking Register

Share Point (SP) File Transfer Protocol
SJV-DCC CONTRACTOR’s Site Document Control Centre
SUBCONTRACTOR/ An organization with whom CONTRACTOR has placed a Purchase

SUPPLIER Order, for the supply of services, materials or equipment.
TDR Technical Document Register
TQ Technical Query
VDR Vendor Document Register
VDRL Vendor Data Requirement List
All companies, firms, bodies, entities and partnerships providing goods

VENDOR for the project
4.0. REFERENCES
DRP001-FED-PRO-G-000-011 (Document Control Procedure – ITT)

DRP001-OUF-PRO-U-000-032 (Vendor Document Instructions)
DRP001-OUF-PRO-U-000-001 (Document Numbering Procedure)
DRP001-OUF-PRO-U-000-033 (Data Handover Procedure)
5.0. RESPONSIBILITY & AUTHORITY
5.1. PROJECT DIRECTOR
Ensures availability of positions in the staffing plan to enable the allocation of project control resources to
carryout out Project Control functions effectively for Duqm Refinery Project.
5.2. PROJECT CONTROL MANAGER
Assigns resources as required by Project Staffing Plan to carry out the Project Control Functions effectively
for Duqm Refinery project.
Supports the Project in Setting up in-house Software (EDMS PETROCEPTDC, PPCS, PCS, etc…) at the start
of the Project and provides assistance for smooth operation of these Software.
Coordinate the upload of TDR, PTR etc. in Software.
5.3. DISCIPLINE LEAD ENGINEER
Discipline Lead Engineer is responsible for submission of document / drawing to the JV-DCC for submission
to COMPANY.

5.4. ENGINEERING MANAGER
Engineering Manager reviews and approves all Engineering deliverables.
5.5. DOCUMENT CONTROLLER AT CONTRACTOR’S HOME OFFICE
Document controller at Contractor’s Home Office is responsible for the following:
 Preparing transmittals and issuing the same to COMPANY.
 Periodic verification of the Document Control functions at all locations to ensure compliance to the
systems and procedures.
 Handover of Project documentation to COMPANY upon project completion.
5.6. DOCUMENT CONTROLLER AT CONTRACTOR’S SITE OFFICE
Site document controllers will be responsible for preparing transmittals and issue Construction documents
generated from CONTRACTOR’s Site Office to COMPANY.
6.0. DOCUMENT CONTROL AND MANAGEMENT
6.1. GENERAL
Documents will be controlled and managed using CONTRACTOR’s in-house software EDMS
PETROCEPTDC.
Discipline Leads will prepare a list of all Engineering Deliverables for the Project utilizing CONTRACTOR’s
in-house software EDMS PETROCEPTDC. This will form the basis of the Technical Document Register
(TDR) which will be issued to COMPANY for review and approval. The common TDR will be referenced
across all the Engineering Centres and it will indicate documents which will be issued for COMPANY
Approval, Review or Information as per Document Class.
EDMS PETROCEPTDC will be used for Detailed Engineering Progress Measurement and formal Document
issue control through transmittals.
JV-DCC will maintain an updated record of the CONTRACTOR’s documents; COMPANY supplied
documents and Supplier documents, showing their latest revisions.
6.2. ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS PETROCEPTDC)
EDMS PETROCEPTDC is an Electronic Document Control and Management system. This application will
function as the ‘Register and Storage’ hub and will be available to CONTRACTOR’s Engineering Centres
and Site personnel working on the Project. EDMS PETROCEPTDC will be used to update the TDR, VDR,
IDC, TQ, DCN & IDIT and Generate Transmittals, Correspondence Registers for formal issue and for
Engineering Progress Measurement.
Documents generated from Engineering Centres and site will be loaded in the EDMS PETROCEPTDC.

After uploading the documents, an email notification will be sent by the Document Controller according to the
Document Distribution Matrix (DDM).
Historical information of all Technical and Vendor Documents Revisions is maintained in the system.
(Refer Attachment 7 – PETROCEPTDC Overview).
6.3. DOCUMENT REVIEW CLASS
The review class for each document will be indicated in the Technical Document Register (TDR) and
also the Document / Drawing and is as follows:
Document Review Class Description

Require formal COMPANY comments within 14 calendar days. If
COMPANY comments are not received by the due date,
Class 1 CONTRACTOR shall remind COMPANY in writing and obtain
comments or waiver in writing from COMPANY to proceed to the
next stage.
Are issued to COMPANY for comments. If comments are not
received within 14 calendar days, CONTRACTOR shall inform
Class 2 COMPANY in writing of its intention to proceed on the assumption

that COMPANY has no comments. CONTRACTOR can proceed
to the next stage unless COMPANY instruct to wait for comments.
Are issued to COMPANY for information only. However,
Class 3 comments made by COMPANY will be considered when received

by CONTRACTOR in a timely manner.
Are issued to COMPANY for information only. These documents
Class 4 may however be subject to quality control checks and sample

review by COMPANY.
COMPANY shall acknowledge the receipt of all submissions on the same day after checking the transmittals,
and the above review cycle days for all classes shall be counted from the date of receipt by COMPANY.
The below list shows general groups or types of documents to be reviewed by COMPANY together with
their classification as Class 1, 2, 3 or 4.

Document Type Class Class Class Class

1 2 3 4
General
EPC Contractor’s Procedures to be issued for approval as
follows: Schedule Control Procedure, Progress Calculation
Procedure Reporting Procedure, Change Control 1
Procedure, Document Control Procedure, Procurement
Procedure
All other EPC Contractor Procedures not mentioned above. 2
Master schedules and work breakdown structures. 1
Detailed Schedules (including Level II, III and IV) 2
Revisions to Project Vendors List (Original document
2
forming part of the Contract)
Project Subcontractor List 1
Project Specifications/Specifications (Produced by the EPC
Contractor 1
to supplement those listed in the Contract)
Equipment List for each unit. 2
Requisition Index 2
Requisition Format 2
EPC Contractor’s Document Index 2
Vendors Document Index (produced by EPC Contractor) 2
Proposed formats and indices for Operating Manuals,
2
Design Books and Vendor Data Books
Operating Manuals (unit basis) 3
Design Books 3
EPC Contractor’s requests for Variations to the Contract 1
GENERAL ENGINEERING
Plot Plans 1
P&IDs (all categories including Vendor's P&IDs) 1
Piping Data Sheets 3
HAZOP reports and marked-up P&IDs from safety reviews 1
Safety Review Reports 1
Cause and Effect Charts 2
Shutdown Specification 2
Utility Summaries 2
Relief and Blowdown Summaries 3


1 2 3 4
Process/Utility Flow Diagrams for all units 1
Material Selection Diagrams 1
Energy balances 2
Relief Calculations 3
Effluent summary 3
Chemical and Catalyst consumption summary 3
Lubricants List 3
Fire Protection schematic 2
Cathodic Protection design documents 2
Vessel drawings for Criticality Rating 1 and 2 items 2
Equipment Datasheet 2
EPC Contractors noise control report 1
Documents for submission to Local Authorities, Licensors
2
and other Third Parties, to be issued for approval.
EPC Contractor/Vendors proposal for material substitutions 1
EPC Contractor’s and Subcontractors’ welding procedures
2
for pressure parts and attachments to pressure parts
Piping, Pipelines and Layout
EPC Contractor’s piping flexibility analysis procedure,
2
reports and calculations
Digital/Analogue studies for piping circuits around
2
reciprocating compressors
Surge study reports for all long pipelines 2
Overall, Refinery & Unit Plot Plans/Equipment Layouts 1
Piping general arrangement drawings 2
Support details for overhead lines 3
Details of any piping expansion joints 3
EPC Contractor’s specification for pipe classes 2
Specification piping details drawings 3
Specification pipe support drawings 3
Pipeline General arrangement drawings 2
Flow assurance Reports 2
Control and Instrumentation
Control and Instrumentation overall block schematic
2
diagram
Block Schematic Diagrams for each system 2


1 2 3 4
Instrumentation Philosophy Diagrams (Earthing, lightning
protection 2
etc.)
Instrument Lists (Schedule) 3
Relief valve requisition/specification /instrument data
sheets:
first issue 2
subsequent issued 3
Control room layouts (including auxiliary rooms) 2
Remote Instrument Building layouts 2
Analyser house layouts 2
Instrument panel layouts 2
Instrument electricity supply (single line diagrams) 2
Functional Logic Diagrams – instrumented protective
2
systems
Functional Logic Diagrams – sequence systems 2
Functional Descriptions 2
DCS – graphics and design specifications 2
Cable Routing Diagrams 3
Loop diagrams (one for each type) 2
System Control diagrams 2
Instrument impulse lines (one for each type) 2
Remainder 3
Instrument signal lines
first issue 2
subsequent issued 3
Vessel Instrument Sketches 3
EPC Contractor’s instrument calculation procedures 2
EPC Contractor’s/ Vendors’ final calculation for control
valves, flow elements, relief valves, sample loops and 3
intrinsically safe loops (L/C/R)
Cable block diagrams for package equipment 2
Alarm and Trip Settings 3
EPC Contractor’s specifications for bulk materials 2
Electrical Engineering
Hazardous Area Classification drawings and supporting
2
documents
Single Line Diagrams 2


1 2 3 4
System design computer studies 3
Reports including re-acceleration Load flow, and Fault,
2
level and harmonic distortion studies
System protection study reports 2
Proposal for public address/telephone systems 2
Control, alarm and monitoring table 3
Protection relay setting schedule 3
Proposal for electric system configuration on DCS 2
Calculations for the de-rating of underground and above
2
ground cables
Substation equipment layouts 2
Typical electrical installation detail drawings 2
Electrical load schedules 2
Cable routing drawings 2
Control System Block Diagrams 3
Communication system block diagrams 3
Electrical equipment rating summary 2
Summary of Electrical Engineering (electrical equipment
3
summary sheets)
EPC Contractor’s specifications for bulk materials 2
Equipment requisition/specification/data sheets 2
Cable schedules 3
Power and earthing layouts 3
Substation layouts 2
Material schedules 3
Lighting layouts 2
Lighting schedules 2
Heat tracing documents 2
Interconnecting diagrams 2
Electrical wiring diagrams 2
Protection and Metering key diagrams 2
Electrical schematic diagrams 2
Civil Engineering
General earthworks for all areas:
Issues up to first issue for construction 2
Subsequent issues 3
Instrument and electrical cable trench layouts


1 2 3 4
Subsequent issues 3
Buildings:
Layouts, sections and elevations 2
Finishes schedules 2
Building details 3
Structural calculations 3
Drainage Design and calculations
Subsequent issues 3
Paving and underground services schematics and layouts:
Subsequent issues 3
Structural steelwork design calculations 2
Structural steelwork general arrangements and detail
2
drawings for special structures including connection details
Reinforced concrete structural design calculations 2
Reinforced concrete structure general arrangements and
3
details
Flare structures – drawings and calculations 2
Foundation design calculations 2
Foundation layouts and detail drawings 3
HVAC design calculations 2
HVAC flow diagrams and Vendor documentation 2
HVAC ducting layouts 2
Requisitions
For Criticality Rating 1 and 2 equipment (all revisions) 1
For Criticality Rating 3 and 4 equipment:
Enquiry issue 3
Order placement issue 2
Other requisitions for equipment and materials 3
Vendors’ Documents (and Related EPC Contractor’s
Documents)
Technical Bid Evaluations (accompanied by the
recommended 1
technical bid), to be issued for approval.
EPC Contractor’s Bid Summaries 1
Criticality Rating 1 and 2 Equipment and Systems


1 2 3 4
Vendor Quality Plans 1
Mechanical:
P&IDs for packages, general arrangements, performance
curves for rotating equipment, thermal rating and
mechanical design for heat exchangers, datasheets, vessel
detail drawings, calculations (covering lifting attachments, 2
wind loading and hydrotest support), and fabrication and
welding procedures (pressure parts and attachments to
pressure parts)
Cross-sectional drawings of equipment 3
Instrumentation:
Functional design specification, Console/panel layouts,
cabinet
layouts, lists of instrument equipment, functional logic
diagrams, 2
graphic layouts, complex control diagrams, system control
diagrams and instrument calculation procedures
Electrical:
Single line diagrams, electrical schematics, equipment
layouts and 2
general arrangements
Criticality Rating 3 and 4 Equipment and Systems
Vendor drawings/documentation, as for Criticality Rating 1
and 2 equipment and systems , Criticality Rating 3 and 4
equipment 2
General
Vendor Piping Data Sheets 3
Piping Speciality Item Drawings and Documents 3
Vendor Performance Test procedures 2
Inspection and test reports for all equipment and materials 3
Expediting reports for Criticality Rating ‘1 and 2' items and
3
for any item slipping to within 4 weeks of critical.
Vendor Noise Data 3
EPC Contractor’s recommendations for commissioning
3
spare parts
Spare Part Forms for initial operating spare parts 2
Vendor Document Indices 4
Vendor Data Books 4
Manufacturing Data Report (MDR) for Tagged Equipment 3
Other Vendor drawings and documentation (if requested) 3


1 2 3 4
Construction Documents
Temporary facilities plot plan and construction laydown
2
areas.
Iraqi Oman port utilisation plan (for receiving
2
equipment/materials)
Rigging studies and procedures for heavy lifts:
Criticality Rating 1 and 2 equipment 2
Piling Record, as applicable 3
Systems Mechanical Completion Manuals 2
Transportation studies:
Qualification of EPC Contractor’s Construction supervisory
2
personnel, draughtsman and welders
Project specific quality plan (Inspection/Test Plan) 1
Pre-Commissioning /Commissioning
Pre-commissioning Manual 2
Procedures for flushing, and air blowing of lines and
2
equipment
Systems Completion Manual 2
Pre-commissioning/Commissioning split of responsibilities 3
Overall start-up schedule (with dependencies) 2
Laboratory test methods and their summaries 2
Quality Management Documents
Quality manual 3
Project Quality Plan 1
Audit Reports (internal/external) 3
Deviation Applications:
EPC Contractor/ Vendor /Subcontractor deviations to the
Contract, 1
to be issued for approval.
Vendor/Subcontractor deviations to EPC Contractor’s
drawings and 2
documents only
Corrective Action Requests 1
Audit Schedules 2
Inspection & Testing Procedures 2


1 2 3 4
Other Quality Assurance documents 3
6.4. DOCUMENT STORAGE
First issue as well as all subsequent revisions of all the technical drawings / documents generated by any of
the CONTRACTOR Engineering Centres, Vendors and Site will be stored either on EDMS PETROCEPTDC
or on the Project server located at CONTRACTOR’s Offices.
6.5. DOCUMENT REVIEW AND SUBMISSION
6.5.1. Engineering Centre – Sharjah
Originator will deliver original signed hard copy as well as PDF file to JV-DCC. The signed page will be
scanned where the first page will be replaced by the scanned front signed page by JV-DCC.
The original signed hard copy will be retained by the Document Controller for records and the PDF copy
will reside in project server and EDMS PETROCEPTDC.
Document controller will check the revision number of the document and update the EDMS
PETROCEPTDC.
Submission of all documents and drawings to / from COMPANY will be through the EDMS
PETROCEPTDC. JV-DCC shall upload the documents into Contractor’s EDMS PETROCEPTDC and
notify through official email notification to Company DC.
Company DC shall download from Contractor’s EDMS PETROCEPTDC and upload into Company’s EDMS
PETROCEPTDC and distribute internally. Upon receipt of Company comments and approval from the
Company’s reviewing party, Company DC shall upload in Company’s EDMS PETROCEPTDC and
Contractor’s EDMS PETROCEPTDC followed by generation of transmittal and official email notifications to
Contractor’s JV-DCC.
JV-DCC shall notify Company’s comments upload in Contractor’s EDMS PETROCEPTDC through email
to Contractor’s Engineering Team.
6.5.2. Engineering Support Centres - (Chennai / Seoul)
Documents generated in any Engineering Support Centre will be internally transmitted to Sharjah JV-DCC
through the document controller located in the Engineering Support Centre.
Sharjah JV-DCC will distribute the documents to Sharjah Engineering team which in turn will review the
documents and either provide comments so the commented documents are issued back to the Engineering
Support Centres for modification or get approval from the Engineering manager and send the documents
to Sharjah JV-DCC for onward submission to COMPANY.

6.5.3. Interaction between Sharjah Engineering Centre & Site Office
CONTRACTOR Site Office will have access to EDMS PETROCEPTDC. JV-DCC will mark a copy of the
transmittal of all Approved for Construction documents issued to or received from COMPANY to SJV-DCC
as per the agreed (DDM). SJV-DCC will distribute the documents to concerned engineers at Site Office.
Documents generated at Site office as well as the Site Sub-Contractors will be transmitted directly to
COMPANY (Wherever applicable) using EDMS PETROCEPTDC with appropriate communication to
Sharjah Engineering Centre.
Site Sub-Contractor will issue all their documents / drawings to Site Office for review and approval.
SJV-DCC will check the documents to ensure compliance to the project requirements and update the
incoming reference in EDMS PETROCEPTDC. Documents that require IDC, shall be issued for IDC.
Documents for COMPANY submission, SJV-DCC will prepare a transmittal to COMPANY.
Site Technical Queries
Site Technical Queries (STQs) will be managed by SJV-DCC. Site representative is authorized to sign the
STQs and SJV-DCC will issue the STQs to COMPANY through Email. SJV-DCC will mark a copy of all
STQs issued to COMPANY to Sharjah Design office JV-DCC.
6.6. COMPANY SUBMISSION AND REVIEW
CONTRACTOR will submit electronic (searchable PDF format) copies of all documents / drawings including
supplier documents required for review and approval to COMPANY through transmittals.
JV-DCC will send transmittals through e-mails to COMPANY Document Controller.
COMPANY shall acknowledge all submissions on the same day after checking the transmittals.
Upon completion of review, COMPANY comments will be returned with transmittal and formal email
notification. Document Controller will download the documents / transmittals, update the EDMS
PETROCEPTDC database, and send email notification to relevant CONTRACTOR groups as per the
Document Distribution Matrix (DDM).
6.6.1. Comments Resolution Sheet (CRS)
The Comments Resolution Sheet (CRS) will be issued together with the next formal issue of the document.
COMPANY review cycle time is 14 Calendar days for Class 1 & 2 documents. If COMPANY comments were
not received within 14 calendar days for Class 1, CONTRACTOR shall remind COMPANY to expedite the
comments on the documents.
If Class 2 documents are not returned either with comments or approval within 14 Calendar days by
COMPANY, CONTRACTOR will inform COMPANY in writing of its intention to proceed on the assumption
that COMPANY has no comments. CONTRACTOR will proceed to the next stage unless COMPANY
instructs in writing to wait for COMPANY comments.

Upon completion of review, COMPANY shall issue the comments on documents in PDF, if any, to
CONTRACTOR by Transmittal with appropriate return codes as follows:
Code Definition
A Accepted: CONTRACTOR can proceed to the next stage. Applicable for class 1 & 2
documents.
B Accepted With Comments: CONTRACTOR can proceed to the next stage, incorporating
the comments. In case comments are challenged, then cannot proceed. Applicable for
class 1 & 2 documents.
C Reviewed with Comments: Comments need to be resolved, proceeding to next stage is

at CONTRACTOR risk. Applicable for class 2 & 3 documents.
D No Comments: Applicable for class 3 documents.
E Rejected: CONTRACTOR shall not proceed to the next stage. Applicable for class 1 & 2
documents.
Documents which need review / comments from Licensor or EPC1 Contractor, will be issued to these
parties through email to get their feedback and comments, and these comments will be reviewed and
incorporated (as applicable) before submission for COMPANY review.
7.0. DOCUMENTS NUMBERING
7.1. GENERAL NOTES
All project technical documents and drawings will be numbered in accordance with the Document Numbering
Procedure No. (DRP001-OUF-PRO-U-000-001). Project document and drawing numbers will not be
duplicated under any circumstances.
7.2. REVISION IDENTIFIERS
All project documents are to include a revision code and revision status in the appropriate space on the title
sheet as per the below table:
Issue Purpose Revision Issue Status Revision code

IFI Issued For Information C1
IFIR Issued For Internal Review IC
IFCR Issued For Client Review O1
ICCI Issued Client Comments Incorporated A1
IFH Issued For HAZOP H1
IFD Issued For Design B1
IFP Issued For Purchase P1

IFT Issued For Tender D1

IFQ Issued For Quotation E1
IFAB Issued For As Built (AB) Z1
IFC Issued For Construction R1 (with Holds)
IFC Issued For Construction S1 (final)
IFPDP Issued For PDP K1
VOID Document Voided (deleted) XX
All documents (not drawings) that are revised at all revisions shall show changes and additional text
highlighted in yellow and deletions shall be retained with strikethrough. The front page shall not include any
yellow marking and/or text added to explain what yellow marking means.
Drawing revisions issued for COMPANY review or approval will be annotated with revision clouds. In addition,
revision clouds will be used to identify any changes made to P&IDs subsequent to those used in the
Preliminary HAZOP reviews.
For the changes made to the document but under same revision, the numeric sequence number shall be
used to differentiate the document revisions (e.g. A1, A2, A3…etc.)
7.3. ADVANCE REVISION NOTICE
Advance Revision Notice (ARN) will be released by relevant discipline to SJV-DCC for onward
submission. SJV-DCC shall receive the ARN and obtain signature from Field Coordinator, update in
EDMS PETROCEPTDC for issue to the Site Construction Subcontractors.
7.4. DRAWING / DOCUMENT AUTHORIZATION
Prior to submission to COMPANY for comments or approval, each drawing will be signed off with the initials
of the author or originator, checking person and authorizing person into the appropriate boxes of the drawing
file submitted. Originating, Checking and Authorizing shall be by different individuals.
CONTRACTOR’s Engineering Drawings, Specifications, Procedures, Calculations, Technical Queries,

Notes and Reports will be approved by CONTRACTOR’s Project Engineering Manager.
CONTRACTOR’s Non Engineering documents including Project management, Procurement Procedures,

Inquiries, TBE’s, Purchase Orders and Reports shall be approved by CONTRACTOR’s Project Director or
his delegate prior to distribution to COMPANY for review / approval.
7.5. TECHNICAL QUERY / CONCESSION REQUEST / DEVIATION REQUEST
7.5.1. Technical Query
6.9.1.1. Technical Query Definition
This method for handling of project Technical Queries (TQ’s) raised by CONTRACTOR to COMPANY has
been defined for the following:

• To seek technical clarification in all disciplines (i.e. Engineering, Procurement, Fabrication,

Construction, Installation etc.)
• Request for additional technical documentation, drawings etc.
• Request for technical clarification in case of contradiction between project specifications.
• Technical exceptions to Contract Scope of Work (in parallel to COR) to be actioned in

CONTRACTORs particular specifications, procedure, work etc.
6.9.1.2. Technical Query Generation
Technical Queries (TQ’s) can be generated from various sources within the Project. All TQ’s for the
project, however, are to be handled in a similar manner irrespective of their source (i.e. at site, at
CONTRACTOR’s offices or project management). This enables tracking of all outstanding TQ’s through
a centralized system / register.
The TQ register for the TQs generated from Sharjah Engineering Centre or Site Office will be managed
through EDMS PETROCEPTDC. The JV-DCC and SJV-DCC will be respectively responsible for
allocating all TQ numerations.
The concerned Discipline Engineer will prepare the TQ with the appropriate relevant details and issue to
the Engineering Manager for Engineering Technical Queries or to the Project Director for non-
Engineering Technical Queries for review and approval. Document controller will assign a Technical
Query number and issue the Technical Query to COMPANY for Approval with Scanned (Acrobat PDF)
and Native File (Microsoft Word).
6.9.1.3. Technical Query Numbering
(Refer document no. REFER DRP001-OUF-PRO-U-000-053 Technical Query Procedure)
CONTRACTOR will raise the Technical Queries, which shall be numbered from 0001 for each initiating
party, irrespective of discipline in the following manner:
DRP001-OUF-TQ-A-XXX-NNN
DRP001 – Duqm Refinery Project Number Project Code
OUF – Originator Code for CONTRACTOR
TQ - Technical Query
A - Discipline Code (As per the below table)
XXX – Unit Code (Appendix 3)
NNN – 3 digits number which shall be in sequence for all TQs starting from 0001 and generated by
DCC
The first issue of TQ will be Rev O1. Subsequent revisions will be issued at Rev O2, O3. Closed TQ will
be issued to COMPANY in same revision.
Duqm Refinery Discipline Code
Code Discipline
A Technical Information Management

B HVAC
C Civil/Structural/Architectural
D Telecoms
E Electrical
F Fluid Systems
G Project Control & ITC
H Furnaces
I Estimating
J Process Control
K Instrumentation/Controls
L Subcontractors / Construction
M Mechanical
N Procurement
P Plan Design & Piping
Q Quality
R Rotating Equipment
S Marine
T Process
U Project
V Vessel & Tanks
W Materials ( Technology)
X Heat Exchangers
Y Pipelines
Z Safety
7.5.2. Concession Request
6.9.2.1. Concession Request Definition
Permission to use or release VENDOR / SUPPLIER product that does not conform to specified
requirements.
6.9.2.2. Concession request generation
Concession Requests (CRs) can be generated from various VENDORS / SUPPLIERS within the Project.
All CRs for the project, however, are to be handled in a similar manner irrespective of their source. This
enables tracking of all outstanding CRs through a centralized system / register.
The CR register for all the CRs in the project will be managed through EDMS PETROCEPTDC. The JV-
DCC and SJV-DCC will be respectively responsible for allocating all CR numerations.
6.9.2.3. Concession request Numbering
(Refer Doc no. DRP001-OUF-PRO-U-000-052 - Concession / Deviation Request Procedure)

DRP001-OUF-CR-A-XXX-NNN
CR – Concession Request


NNN – 3 digits number which shall be in sequence for all CRs starting from 0001 and generated by DCC
The first issue of CR will be Rev O1. Subsequent revisions will be issued at Rev O2, O3. Closed CR will
7.5.3. Deviation Request
6.9.3.1. Deviation Request Definition
Permission to depart from originally specified requirements of a VENDOR / SUPPLIER product prior to
realization.
6.9.3.2. Deviation Request Generation
Deviation Requests (DRs) can be generated from various VENDORS / SUPPLIERS within the Project.
All DRs for the project, however, are to be handled in a similar manner irrespective of their source. This
enables tracking of all outstanding DRs through a centralized system / register.
The DR register for all the DRs in the project will be managed through EDMS PETROCEPTDC. The JV-
DCC and SJV-DCC will be respectively responsible for allocating all DR numerations.
6.9.3.3. Deviation Request Numbering
(Refer Doc no. DRP001-OUF-PRO-U-000-052 - Concession / Deviation Request Procedure)

DRP001-OUF-DR-A-XXX-NNN
DR – Deviation Request
NNN – 3 digits number which shall be in sequence for all DRs starting from 0001 and generated by DCC
The first issue of DR will be Rev O1. Subsequent revisions will be issued at Rev O2, O3. Closed DR will
7.6. DOCUMENT CANCELLATION
When a document is cancelled, the document will be issued with revision “XX”.
Document withdrawal information will be maintained in register with agreement between either party
(COMPANY / Vendor / Sub-contractor).

7.7. PROJECT MANAGEMENT DOCUMENTS
Project management documents such as Project procedures will be prepared by the respective departments
such as Projects, Procurement, Planning, Contracts, Quality, and HSSE etc. and then will be issued to
COMPANY for review and approval. The cycle of Technical documents / deliverables will be followed until
the final issue of each document and will be monitored in EDMS PETROCEPTDC. The status of these
documents will be shown in the Technical Document Register (TDR).
7.8. SUB-CONTRACTOR’S DOCUMENT MANAGEMENT
Documents and drawings provided by Subcontractors will be issued to CONTRACTOR in both PDF
searchable format and the native format. The PDF format of the drawings will be in the same size of the
native drawing size. The Subcontractor will upload the files onto a FTP server and inform CONTRACTOR by
e-mail. CONTRACTOR will review Subcontractor documents and send the comments back to the
Subcontractor for incorporation and re-submission.
The Subcontractor will list all the documents to be generated by Subcontractor once agreed by
CONTRACTOR, the information will be loaded into EDMS PETROCEPTDC, which is used to record receipt
of documents and to report document status.
The following documents shall be submitted under the cover of a transmittal:
 Technical and Non-Technical Deliverables

 Contractor’s Comments on Technical and Non-Technical Deliverables and Subcontractor’s
responses
 Technical Queries and Deviation Requests
 Weekly and Monthly Progress Reports
 Letters
Sub-Contractor will issue all their documents / drawings to
Site Office for review and approval .
Documents generated from Sub-Contractors will be transmitted directly to COMPANY (Where applicable)
using EDMS with appropriate communication to Sharjah Engineering Centre.
CONTRACTOR’s Site DCC will check the documents to ensure compliance to the project requirements and
update the incoming reference in EDMS PETROCEPTDC. Documents that require IDC, shall be issued for
IDC. Documents for COMPANY submission, CONTRACTOR’s Site DCC will prepare a transmittal to
COMPANY.
The below return codes will be used when CONTRACTOR returns the documents to Subcontractor:
Code Definition
Rejected: Revise and resubmit.
1

Comments as noted: Revise and resubmit. Work may proceed subject to incorporation
2
of comments.
Acceptable: Incorporate comments, if any. Resubmit as Certified Final. Work may
3
proceed
No Comments: Acceptable. Certified Final issue. Do not resubmit. Work may proceed.
4
Information Only: Accepted for information only. Work may proceed. Do not resubmit.
5
7.9. VENDOR DOCUMENT MANAGEMENT
Documents and drawings provided by Vendors will be issued to CONTRACTOR in both PDF searchable
format and the native format. The PDF format of the drawings will be in the same size of the native drawing
size. The vendor will upload the files onto a share point server and inform CONTRACTOR by e-mail.
CONTRACTOR will review Vendor documents and send the comments back to the Vendor for incorporation
and re-submission. Critical Vendor Documents / Drawings will be issued to COMPANY if required.
Vendor Documents Requirement List (VDRL) will be included in the Purchase Order / Purchase Requisition
issued to Vendors.
VDRL will indicate:
 Required date of submission for each category of documents
 Whether the documents are required for Approval / Review or Information
 Documents to be reviewed at Vendor’s Works (typically certificates).
 Documents required to be included in the manuals.
 Documents required for Project Data Base (Final documents handover).
The VDRL will list all documents to be generated by Vendor. Once agreed by CONTRACTOR, the information
will be loaded into EDMS PETROCEPTDC, which is used to record receipt of documents and to report
document status.
Document Controller will record the receipt of Vendor document within the EDMS PETROCEPTDC and
forward the same as per the Vendor document distribution matrix. The concerned Engineer will co-ordinate
an IDC process and collates all information from disciplines and COMPANY (if required) and returns to SHJ-
DC for issue to Vendor.
Originating discipline will compile all the comments on the Vendor documents and return the same to Vendor
via the CONTRACTOR’s Document Controller with appropriate approval/review code.
Revised documents received from Vendors will be recorded in EDMS PETROCEPTDC and distributed by
the Document Controller to all recipients of previous revisions.
The below return codes will be used when CONTRACTOR returns the documents to Vendor:
Code Definition

Rejected: Revise and resubmit.

1
Comments as noted: Revise and resubmit. Work may proceed subject to incorporation
2
of comments.
Acceptable: Incorporate comments, if any. Resubmit as Certified Final. Work may
3
proceed
No Comments: Acceptable. Certified Final issue. Do not resubmit. Work may proceed.
4
Information Only: Accepted for information only. Work may proceed. Do not resubmit.
5
8.0. DOCUMENT TRANSMITTAL NOTE (DTN)
The documents will be issued through sequentially numbered Document Transmittal to COMPANY, Sub-
contractors, and CONTRACTOR’s site. The Transmittal will clearly specify the purpose of the issue i.e.
Review, Approval, Information and the following documents will be submitted under the cover of a transmittal:
 Technical and Non-Technical Deliverables
 COMPANY Comments on Technical and Non-Technical Deliverables and CONTRACTOR responses
 Technical Queries and Waiver Requests
Document Transmittal Notes (DTN) will accompany all submittals of Drawings, Data Sheets, Calculations,
Requisitions, Manuals, and Reports. The DTN will contain the revision no., quantity and purpose of
submittal.
 All submissions to COMPANY will be issued from JV-DCC.
 Document Controller shall scan and issue the transmittal and associated drawings/documents to
COMPANY through Share Point following with email notification to COMPANY DCC.
 CONTRACTOR will submit all documents (Native and PDF files) along with a copy of the Transmittal
(PDF) electronically to COMPANY DCC.
 CONTRACTOR will submit all revised documents along with Comments Resolution Sheets (CRS) to
facilitate convenient/expeditious review by COMPANY.
 An endorsed and dated copy of the Document Transmittal to be returned to CONTRACTOR by

COMPANY as acknowledgement for receipt of documents.
8.1. EMAIL COMMUNICATIONS

The CONTRACTOR shall submit electronic copies of transmittals along with their enclosures to
the following email addresses:
cdc.2037@petrofac.com – Engineering Documentation

vdc.2037@petrofac.com – Vendor Documentation
subcdc.2037@petrofac.com – Construction/Subcontractor Documentation
8.2. TRANSMITTAL NUMBERING
From CONTRACTOR To COMPANY

PCS-DRP-T-1007-00001 onwards (For Engineering documents)

PCS-DRP-V-1007-00001 onwards (For Vendor documents)
From COMPANY To CONTRACTOR

DRP-PCS-T-1007-00001 onwards (For Engineering documents)
DRP-PCS-V-1007-00001 onwards (For Vendor documents)
From CONTRACTOR To SUBCONTRACTOR

PCS-XXX-T-1007-00001 onwards (For Subcontractor documents)
XXX – Sub-Contractor Identification Code.
From SUBCONTRACTOR To CONTRACTOR

XXX-PCS-T-1007-00001 onwards (For Subcontractor documents)
XXX – Sub-Contractor Identification Code.
From CONTRACTOR SITE to COMPANY Site

PCS-DRP-TS-1007-00001 onwards (For documents generated from Site)
PCS-DRP-VS-1007-00001 onwards (For Vendor documents issued from Site)
From COMPANY to CONTRACTOR SITE

DRP-PCS-TS-1007-00001 onwards (For documents generated from Site)
DRP-PCS-VS-1007-00001 onwards (For Vendor documents issued from Site)
From CONTRACTOR To VENDOR

PSJ-XXXXXXXXXXXXX-V-0001
PSJ = Purchaser / Buyer
XXXXXXXXXXXXX = Purchaser Purchase Order Number
V = Transmittal type for vendor documents
From VENDOR To CONTRACTOR

XXXXXXXXXXXXX-PSJ- V-0001
PSJ = Purchaser / Buyer
XXXXXXXXXX = Purchaser Purchase Order Number
V = Transmittal type for vendor documents
Transmittal Codes
T: Transmittal
V: Transmittal issued for vendor documents
TS: Transmittal issued from Site for Engineering documents
VS: Transmittal issued from Site for vendor documents

9.0. ATTACHMENTS
9.1. Attachment-1: Document Flow Chart Between JV Partners and Company
9.2. Attachment-2: Transmittal Format
9.3. Attachment-3: Contractor Document Distribution Matrix
9.4. Attachment-4: Vendor Document Distribution Matrix
9.5. Attachment-5: TDR Life Cycle
9.6. Attachment-6: VDR Flow Chart
9.7. Attachment-7: PetroceptDC – Overview

DRP001-OUF-PRO-U-000-008-A1 Doc Control Procedure

Hochgeladen von

Dokumentinformationen

Originalbeschreibung:

Copyright

Verfügbare Formate

Dieses Dokument teilen

Dokument teilen oder einbetten

Freigabeoptionen

Stufen Sie dieses Dokument als nützlich ein?

Sind diese Inhalte unangemessen?

Copyright:

Verfügbare Formate

DRP001-OUF-PRO-U-000-008-A1 Doc Control Procedure

Hochgeladen von

Copyright:

Verfügbare Formate

Duqm Refinery Project – EPC Package 2 DOCUMENT CONTROL PROCEDURE

Amendment Revision Amender

Document Number Document Name Description of Content

Section Number Short Description of Hold

Definitions and Abbreviations

DRP001-OUF-PRO-U-000-008 Page 2 of 27 Rev: A1

1.0. PURPOSE ..................................................................................................................................... 5

2.0. SCOPE .......................................................................................................................................... 5

3.0. DEFINITIONS & ACRONYMS ...................................................................................................... 5

4.0. REFERENCES .............................................................................................................................. 6

5.0. RESPONSIBILITY & AUTHORITY ............................................................................................... 6

6.0. DOCUMENT CONTROL AND MANAGEMENT ............................................................................ 7

7.0. DOCUMENTS NUMBERING ...................................................................................................... 18

DRP001-OUF-PRO-U-000-008 Page 3 of 27 Rev: A1

8.0. DOCUMENT TRANSMITTAL NOTE (DTN) ................................................................................ 25

9.0. ATTACHMENTS ......................................................................................................................... 27

DRP001-OUF-PRO-U-000-008 Page 4 of 27 Rev: A1

3.0. DEFINITIONS & ACRONYMS

COMPANY Duqm Refinery and Petrochemical Industries Co. (DUQM REFINERY)

Joint Venture (JV) of Petrofac International Ltd. & Samsung Engineering

DCN Design Change Notice

DDM Document Distribution Matrix

DTN Document Transmittal Note

EDMS PETROCEPTDC Electronic Document Management System (PETROCEPTDC)

FTP File Transfer Protocol

HSSE Health, Safety, Security & Environment

IDC Inter discipline check as per DRP001-FED-PRO-G-000-011

IDC Inter Discipline Check

IDIT Inter-Discipline Internal Transmittal

IFC Issued For Construction

JV-DCC CONTRACTOR’s Document Control Centre

Files which have been created in a format used by the originating

PCS Project Control System

PDF Portable Document Format

PPCS Project Procurement Control System

PTR Procurement Tracking Register

DRP001-OUF-PRO-U-000-008 Page 5 of 27 Rev: A1

Share Point (SP) File Transfer Protocol

SJV-DCC CONTRACTOR’s Site Document Control Centre

SUBCONTRACTOR/ An organization with whom CONTRACTOR has placed a Purchase

TDR Technical Document Register

VDR Vendor Document Register

VDRL Vendor Data Requirement List

All companies, firms, bodies, entities and partnerships providing goods

DRP001-FED-PRO-G-000-011 (Document Control Procedure – ITT)

5.0. RESPONSIBILITY & AUTHORITY

5.1. PROJECT DIRECTOR

5.2. PROJECT CONTROL MANAGER

Coordinate the upload of TDR, PTR etc. in Software.

5.3. DISCIPLINE LEAD ENGINEER

DRP001-OUF-PRO-U-000-008 Page 6 of 27 Rev: A1

5.4. ENGINEERING MANAGER

Engineering Manager reviews and approves all Engineering deliverables.

5.5. DOCUMENT CONTROLLER AT CONTRACTOR’S HOME OFFICE

Document controller at Contractor’s Home Office is responsible for the following:

 Preparing transmittals and issuing the same to COMPANY.

 Handover of Project documentation to COMPANY upon project completion.

5.6. DOCUMENT CONTROLLER AT CONTRACTOR’S SITE OFFICE

6.0. DOCUMENT CONTROL AND MANAGEMENT

6.2. ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS PETROCEPTDC)

DRP001-OUF-PRO-U-000-008 Page 7 of 27 Rev: A1

(Refer Attachment 7 – PETROCEPTDC Overview).

6.3. DOCUMENT REVIEW CLASS