Reliance Engineering Group DP-DC-0208

Transmission of External party Documents to and from REG

AMENDMENT COMMUNICATION SHEET (ACS)

Procedure No: DP-DC-0208

Rev.
Date Section Gist of changes
No.
A 10/10/2007 All Issued for Internal Review

0 20/11/2007 All Issued for Implementation

1 11/09/2009 All Revised entirely

Section 5.1.1
Checklist is updated with guideline, and
Section 5.3.1 ,
2 06/03/2010 other textual changes
5.3.5
Issued for Implementation
Section 5.8.1
Change in company name to
3 05/05/2010 -
Engineering Division – RPTL
Textual Changes, Guideline number
5.1.1,5.3.3,5.7.1,
4 30/09/2010 corrected to GU-ZR-006, Textual
5.7.2
Changes
Change in company name to “Reliance
5 17/02/2014 -
Engineering Group – RCITPL”

Rev. 5 Issue date – 17th Feb 2014 Page 2 of 13

 Reliance Engineering Group DP-DC-0208
Transmission of External party Documents to and from REG

INDEX

Procedure No: DP-DC-0208

Sr. Content Page no.

1 Purpose…………………………………………………………. 4
2 Scope……………………………………………………………. 4
3 Definitions………………………………………………………. 4
4 Responsibility…………………………………………………… 5
5 Work Process / Procedures………..…………………………… 5-13
6 Reference………………………………………………………. 13
7 Attachment……………………………………………………… 13
8 List of Records………………………………………………… 13

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 Reliance Engineering Group DP-DC-0208
Transmission of External party Documents to and from REG

1. PURPOSE
The purpose of this procedure is to define the Electronic document exchange
between External Parties and Reliance Engineering Group.

2. SCOPE
The Scope applies to DCC and External Parties to exchange documents
electronically through eRoom.

3. ABBRIVATION & DEFINITIONS

REG- EDMS
REG- EDMS staff with EDMS responsibility
team
Procurement person assigned the responsibility to manage
Buyer all commercial aspects of a Purchase Order and Sub
Contract.
Document Control Staff with Document Control
DCC
Responsibility
EDMS Electronic Document management system
Internet based tool that provides a secure collaborative
environment to the authorized users across the world
eRoom enabling them to share information. eRoom will be used as
document exchange tool between third parties, Vendors,
Suppliers and licensors.
Procurement person assigned the responsibility to track
Expeditor
Supplier deliverables and ensure committed delivery
Suppliers, Vendors supplying Equipment and Commodities,
Subcontractor providing services, Licensors providing
External Party
technology and Third party design entities providing design
and materials are referred as “External Party” or DEC
MR Material Requisition
MRB Manufacturing Record Book
OMM Operation and Maintenance Manual
PO Purchase order
RE Responsible Engineer
Submittal Documents submitted by Vendor
Users DCC staff, Vendors/Suppliers staff, Project Personnel
VDDR Vendor Data and Document Requirement
VDDS Vendor Document Delivery Schedule
VDRS Vendor Document Review sheet
VP Vendor Print
The term 'waiver' shall mean an agreement between Owner,
managing contractor, Managing Licensor and supplier to
dispense with a requirement or requirements of a particular
specification, standard or code for a defined application. The
Waiver
waiver shall be used for the purpose of improving the design, or
making more expeditious the completion of the project in terms
of cost and schedule without jeopardizing the quality of the
work and process requirement.

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 Reliance Engineering Group DP-DC-0208
Transmission of External party Documents to and from REG

4. RESPONSIBILITIES

4.1 Document Control Center (DCC)

a. Transfer external party documents from eRoom to REIMS and vice-

versa.

4.2 EDMS Operations Team

a. Maintenance and operation of eRoom

b. Train external party to exchange document through eRoom
c. Create eRoom user ID and folders
d. Trouble shooting and user support

4.3 Responsible Engineer (RE)

a. Liaising between engineering disciplines and Supplier for technical and

document numbering issues associated with a Purchase
order/Subcontract. RE shall be single point of contact for Receipt /
review and return of all Supplier documentation.

b. RE is responsible to provide MR Number and PO code to EDMS to

facilitate eRoom folder creation.

4.3 Expeditor

a. Responsible for expediting documents from the Suppliers and any

sub-suppliers to the Suppliers.

b. Responsible for internal tracking of the submittal review progress by

engineering and for expediting the return of the submittals to the
Supplier.

c. Responsible for expediting overdue RE returns

4.4 Project Manager

a. Responsible to define scope of Licensor and Third party design

documents and advise DCC to create necessary work process.
b. Ensure relevant documents are issued to Licensor as at the agreed
stages.
c. Responsible for expediting design documents submissions from
Licensor / Third parties.
d. Responsible to provide MR Number and PO code to EDMS in-
consultation with RE to facilitate eRoom folder creation.

5. WORK PROCESS/PROCEDURES

5.1 eRoom
eRoom allows companies with dissimilar computer systems to transfer
files electronically / efficiently via internet in a secure environment. eRoom
shall be used by the project to exchange files with the Supplier and project
sites.
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 Reliance Engineering Group DP-DC-0208
Transmission of External party Documents to and from REG

5.1.1 Instructions to eRoom

Subsequent to purchase order award, in kick-off meeting EDMS support

staff shall demonstrate use of eRoom, VDDS form. Also, EDMS support
staff shall explain use of eRoom access ID form and transmit following
documents through email or CD or thru eroom.

a. VDDS form – FR-ZR-0047

b. Electronic VDRS.(XLS), – FR-ZR-0048
c. Electronic VDRS.(CAD) – FR-ZR-0069
d. Procedure, Transmission of External Party Documents to and from
REG
e. eRoom User ID Creation form – FR-DC-0205
f. Guideline – VDDS filling Guideline – GU-ZR-0006
g. eRoom User manuals

I. Document Uploading - REIMS-XXX-EUM-001

II. Change Password - REIMS-XXX-EUM-002
III. Notification settings - REIMS-XXX-EUM-003

5.1.2 eRoom Registration, Setup and Access

a. Supplier shall complete the “User ID Creation form for eRoom refer
“FR-DC-0205” and forward it to EDMS support staff.

b. Subject of e-mail shall be “Access to eRoom /PO No. / Supplier

Name”.

c. EDMS support staff shall check User ID Creation Form, and create a
User ID and folder in eRoom and send the details to the supplier for
test and use.

d. Supplier shall test the eRoom connection and send feed back to
EDMS support staff by email.

e. Every time a new P.O. is awarded to the Supplier, they should inform
EDMS support staff using the “User ID Creation Form for eRoom” and
include details of their personnel, as requested in the form.

f. In case supplier already has ID, Supplier can indicate in ‘Other

Information’. Based upon the inputs in the “User ID Creation Form
format, User ID / P.O. folders shall be created on eRoom. This action
is vital in order to gain access to eRoom.

g. If the User ID Creation Form has anomalies shall resolve them with
Supplier by email before creation of user ID.

5.1.3 eRoom Access for Supplier

a. Once the purchase order / Subcontract is awarded, the BeRel EDMS

shall create eRoom account based on the information provided by
Supplier/Sub-Contractor in the prescribed form “FR-DC-0205” and
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 Reliance Engineering Group DP-DC-0208
Transmission of External party Documents to and from REG

inform the Supplier of its availability. This shall include instructions,

including username and password for accessing the site.
Supplier/Subcontractor shall test the accessibility of eRoom and send
their feed back to EDMS operation.
b. A folder with PO number/Subcontract Number shall be created under
each Supplier’s folder.
c. Instructions to use eRoom (Refer 5.1.1.g eRoom User manuals).

5.1.4 Computer Requirements

A computer running Windows 98, Me, 2000, or XP with MS Internet

Explorer or any other type of web browser Connection to the Internet.

5.2 Procedure of Uploading documents in eRoom

The User shall upload the electronic files to the eRoom as identified
below:

a. Supplier shall create a subfolder under “To – REG” folder with “Date-
Transmittal No.” (Example: 19-Sep-05-VDDS-001), and upload
documents in that subfolder.

b. Documents should only be submitted under the ‘To – REG folder in

eRoom.

c. Documents submitted in any folder, other than ‘shall be considered as

not submitted and folders shall not be processed from DCC.

d. Supplier shall send a notification after loading documents, attaching

the hyperlink to the Date-Transmittal folder (Example: PO Number/ To
REG / 19-Sep-05-VDDS-001) jv.dccmumbai@ril.com cc to Project
Expeditor and Responsible Engineer.

e. No action will be taken by DCC on documents loaded into eRoom

until e-mail notification is received from the supplier.

f. Notification "Subject" shall contain Purchase Order (PO) number and

transmittal number.

g. A separate e-mail shall be sent for each PO when loading documents

into the eRoom.

5.3 Document submission process

5.3.1 Document submission & resubmission Requirements

a. The Supplier shall affix (embed) VDRS on the drawing with the
appropriate REG document numbers and other details on VDRS for
each document submitted. Additional page for the VDRS may be
inserted if there is no enough space on the document.

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Reliance Engineering Group DP-DC-0208
Transmission of External party Documents to and from REG

b. Supplier shall submit their documents schedule (VDDS) that is

compliant to documents submittal requirements (VDDR) of the
Purchase Order via eRoom “To –REG” Folder.

c. DCC shall upload VDDS into REIMS and notify RE for review.

d. RE shall assign REG Document Number to each document on VDDS,

assign appropriate status code on VDRS and upload to REIMS.

e. DCC shall return coded VDDS to supplier via eRoom.

f. Supplier shall submit documents into “To –REG” Folder in

accordance with VDDS. Each of the submittal shall accompany VDDS
highlighting documents submitted.

g. DCC shall download and check submitted documents as per

guideline”GU-DC-0205”

h. DCC shall reject if any document doesn’t meet requirements. Refer

section 5.3.5 for submittal instructions.

i. Review period for Supplier documents is assigned 5 working days

and another 5 working days for consolidation of all reviewer
comments by the responsible engineer. Additional 5 working days are
assigned to DCC. This may vary as per project requirements.

j. Any document sent back to Supplier with review codes 4 or 5,

Supplier shall revise and resubmit the document within 10 working
days in eRoom (“To –REG” folder). This may vary as per project
requirements.

k. The review status of a document is defined by review codes on the

VDRS affixed to the document. Supplier shall resubmit document
reviewed in code3, 4 & 5 for final review. Codes 1 and 2 define
documents requiring no further submittal.

l. Supplier must notify REG within one week of receipt of comments, if

comments provided by RE, affect contractual obligation or cost and/or
schedule. If not notified it will be assumed that no change to cost or
schedule.

m. Once document review status is Code 1 or 2; document shall be

resubmitted to reflect only those changes occur during manufacturing.
Any revisions required must be agreed in writing immediately on
detection. The revised document shall be submitted for review. If the
document is revised to reflect the actual manufactured conditions,
then the Supplier shall mark these drawings "As Manufactured" or “As
Built”

n. Supplier shall use VDDS as a transmittal as well as list of documents.

o. DCC shall upload VDDS submitted by Supplier into EDMS for review.

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 Reliance Engineering Group DP-DC-0208
Transmission of External party Documents to and from REG

p. DCC shall upload VDDS used as a transmittal into EDMS for

information.
q. DCC shall not upload VDDS into EDMS, if all documents listed on
transmittal are rejected.

r. DCC shall upload transmittal into EDMS even though partial

documents are rejected, remarks column shall be updated with
“Rejected” against those rejected documents.

s. Multi sheet drawings shall be submitted as one document. Multi sheet

document if submitted in loose sheets will not be accepted.

5.3.2 Instructions for submittal of VDDS

a. The VDDS shall be submitted only via eRoom. DCC shall not process
VDDS submitted by any other method.
b. The VDDS shall be numbered as follows
{Job No-MR Number with PO Code.}-A01-001-00)
> Document number break up
• (MR Number with PO Code as per GP-ZR-0002)
• A01 (document code for VDDS)
• 001 (3 digit sequential number)
• 00 (2 digit revision number)
Example – 1101-US-MVC-01-01-A01-001
c. A separate VDDS should be submitted for each purchase order.

5.3.3 First submittal

a. VDDS (.xls format) shall be submitted to REG via eRoom. VDDS shall
reflect requirements specified in VDDR along with planned submittal
date. Refer GU-ZR-0006, guidelines to fill VDDS.

b. DCC will check information listed in VDDS before issuing VDDS to RE

through REIMS. If the details are incomplete, DCC may return the
VDDS to Supplier for resubmission.

5.3.4 Return of VDDS To Vendor

a. The VDDS (.xls format) shall be returned via eRoom with REG
document numbers against equivalent Supplier Document Number
and comments from Responsible Engineer in Code 4 as applicable.

5.3.5 Submittal instructions

Supplier shall follow below instructions at the time of document

submission.

a. Supplier shall submit documents as per the approved VDDS.

b. Supplier shall submit documents in “pdf” format except VDDS and

section 5.6.1 table.

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 Reliance Engineering Group DP-DC-0208
Transmission of External party Documents to and from REG

c. Supplier shall use VDDS as a transmittal as well as submittal for

review.

d. VDDS shall not attach VDRS form if it’s used as a transmittal.

e. Supplier shall fill up column number 12 & 13 of transmittal format

against each document intended to be submitted for review

f. For drawings, original CAD paper size shall be written on the

document

g. Each document shall contain a unique document number (i.e.- REG

and originator number shall be unique for each document). Each
document should be submitted as an individual file.

h. Supplier should assign new document number for a fresh document.

Supplier should not assign a document number already used even
though the said document is cancelled or superseded.

i. All documents shall be in correct orientation

(Landscape/Portrait).While converting any native files to PDF
(avoiding hard scanning), select the option “Force to Black”, in order to
avoid illegible (greyed out) output of color text/line of original
document. Scanned documents shall be compressed by selecting
CCITT Group-IV.

j. File name shall be the REG drawing number suffixed by revision no.
(e.g- 1101-US-MVC-01-01-F01-001-Rev No.)

k. If the submitted document doesn’t meet above submittal instructions

and requirements, DCC may reject the documents.

l. DCC shall move rejected documents to “Rejected” folder in eRoom

and notify external party with reason for rejection and copy to
expeditor, project engineer and RE.

5.4 Notification of Reviewed / Coded documents

a. DCC to prepare document return transmittal and upload

reviewed/coded document along with transmittal (refer format -“FR-
DC-0203”) into eRoom “From REG” folder and notify Supplier through
e-mail about the availability of the reviewed documents and copy
responsible engineer, expeditor and / or project engineer.

5.5 Procedure for downloading documents

Upon receipt of notification external party shall download documents

within two working days from eRoom “From REG” folder.

Rev. 5 Issue date – 17th Feb 2014 Page 10 of 13

 Reliance Engineering Group DP-DC-0208
Transmission of External party Documents to and from REG

5.6 Electronic Document format Requirements

5.6.1 Requirement of document formats for review

External party will submit below listed document categories in Microsoft

Excel / word format for review, rest all documents shall be submitted in
pdf format for review.

Document Category code

Sr Category
Title
VDDS (Vendor Document
1 A01
Delivery Schedule)
Mechanical Equipment Data
2 D01
Sheet
3 Motor Data Sheet D02

4 Noise Data Sheet D05

5 Instrument Schedule G02

Spare Parts And
6 N01
Interchangeability list
7 Lubrication Schedule N04

5.6.2 Electronic Formats Required as Final Submissions

REG has a requirement to retain final documentation in native file format.

External party shall submit native file of documents prepared in below
listed applications

Required formats:

a. 2D Drawings: Bentley Micro Station / AutoCAD

b. Word Processed documents: Microsoft Word 2000/2003
c. Spreadsheets: Microsoft Excel 2000/2003
d. Databases: Microsoft Access 2000/2003
e. Diagrams / Flowcharts: Microsoft Visio 2000/2003
f. Images: Adobe portable document format
g. Installation, Operation and Maintenance Manuals: Microsoft
Word 2000/2003 / Excel
h. Spare Parts listing :Microsoft Excel 2000/2003
i. Lubrication Schedule :Microsoft Excel 2000/2003
j. Equipment List :Microsoft Excel 2000/2003
k. Line Designation Table :Microsoft Excel 2000/2003
l. Instrument Schedule :Microsoft Excel 2000/2003

5.6.3 Electronic Formats not required as Final Submissions

Document categories not required as native file formats; refer material

requisition section-3, for category details,

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 Reliance Engineering Group DP-DC-0208
Transmission of External party Documents to and from REG

Sr Type of Documents Category

1 Control Documents A-Category
Manufacturing
2 J-Category
Procedures
3 Test Procedures K-Category
4 Certification L-Category
Handling and site
5 M-Category
installation
Operating
6 N-Category (Except N01 and N04)
Instructions

5.7 Special supplier document category codes

5.7.1 Specification Waiver

Specification waiver shall be processed as per procedure GP-ZR-0020.

External party shall not submit Specification waiver in eRoom for review.

5.7.2 Inspection Release Notes

Inspection Release notes shall be processed as per procedure

GP-ZR-0046.
DCC shall upload the approved release note into EDMS.External
party shall not submit Release notes in eRoom for review.

5.8 Licensor document submission process

5.8.1 Design Document submission process

Refer flow chart-attachment-001 page 2, for detailed information,

a. Licensor shall upload documents in eRoom.

b. DCC shall download from eRoom and upload in EDMS for review
if REG’s review is required.

c. DCC shall upload and issue documents in EDMS for use if REG /
other project review is not involved.

d. If the document submitted doesn’t meet guideline criteria (GU-DC-

0207), DCC may reject the documents.

5.8.2 Supplier document review / coding system

Licensor shall use REG coding methodology for coding supplier

documents. If Licensor proposes any other coding method, project team
may take appropriate decision in consultation with DCC.

Rev. 5 Issue date – 17th Feb 2014 Page 12 of 13

 Reliance Engineering Group DP-DC-0208
Transmission of External party Documents to and from REG

5.8.3 Supplier document review requirement by Licensor

If any document requires Licensor review due to process integration /

confidentiality requirements, DCC shall follow below practice,

a. Project team / RE shall provide the unit or documents numbers to

DCC where Licensor integration is required.

b. DCC shall forward that document to Licensor for review and

upload in EDMS.

c. DCC shall prepare a transmittal and transfer to Licensor via

eRoom for review.

d. Licensor shall review and return the documents to DCC via eRoom

e. DCC shall download reviewed / returned files from eRoom and

upload into EDMS and return to vendor via eRoom “From– REG”
folder

5.9 THIRD PARTY DOCUMENT PROCESSING

Refer point 5.8.1

5.10 MRB and O&M Submission

Refer Procedure No-GP-ZR-0052 – MRB and O&M Preparation and

Submission procedure.

6. REFERENCE

GP-ZR-0002 Document Numbering Procedure

GP-ZR-0013 Equipment Numbering & Component Identification
GP-ZR-0019 Vendor Document Review system
GP-ZR-0017 MRQ & MRP preparation
GP-ZR-0016 Document Management Procedure
GP-ZR-0020 Handling of Specification waivers

7. ATTACHMENTS

7.1 Supplier document flow diagram – Att001 page 1 of 2

Licensor / Third party document flow diagram - Att001 page 2 of 2

8. LIST OF RECORDS

NIL

Rev. 5 Issue date – 17th Feb 2014 Page 13 of 13

 Work flow - Supplier documents to and from Reliance Engineering Group - DP-DC-0208- Attachment-001 (Sheet 1 of 2)
Project / Procurement
PO Award and Initial Setup
Contract / PO
Acknowledgement
received
Yes
Arranges Kick
Kick Off Meeting
Off Meeting
No
Send instructions to External
Party.This contains electronic
VDDS, VDRS, instructions on
transmission of documents and
eRoom User ID Creation form
Send instructions to Licensor/
eRoom Account Creation
Third party.This contains
instructions on transmission of
documents and eRoom User ID
Creation form
Supplier Document Submission and review by Reliance
4
Supplier prepares VDDS (Doc.
Submittal Requirement) form as
upload the form in eRoom for
Engineering Group
Supplier shall use the VDDS
form to transmit documents
Supplier Document Submission (Under
Licensor Review scope)
notification to Licensor, REG
Rev-05
Supplier
receive contract /PO for
service.
Sends acknowledgement to
REG
Attends kick off meeting
Receive Instructions from
REG Project/contract
Dept.
Supplier to Complete the User
ID Creation form to gain
access and forward the form
to REG EDMS
Supplier tests eRoom
connection and sends
feed back to REG DCC/
EDMS.
per Section-3 of MRP and
approval
to REG
Supplier to submit docs in
eRoom and send e-mail
notification to DCC e-Mail
address.
Vendor / Subcontractor
collects documents from
eRoom
Supplier to submit docs in
eRoom and send e-mail
DCC, project and Expeditor
Vendor / Subcontractor
collect documents from
eRoom
Vendor / Subcontractor to
revise and resubmit
Issue Date - 17-Feb-2014
Reliance Engineering
Licensor/Third party DCC / EDMS
Group- RE
Attends kick off meeting Attends kick off meeting
DCC / EDMS demonstrates the use of
the VDDS form, eRoom access ID
form to the supplier.Provide electronic
VDRS, instructions on transmission of
documents and eRoom User ID
Creation form
DCC / EDMS check for
Licensor / Third Party to completeness of the User ID
Complete the User ID Creation Creation Form
form to gain access and
forward the form to REG DCC
EDMS Creates User ID and
Licensor / Third Party
Folder in eroom and
tests eRoom connection
Communicate it to Extrenal Party
and sends feed back to
for testing.
REG DCC/ EDMS.
RE coordinates with Project
to finalise VDDS form and
DCC Download from eroom and approve in REIMS and
upload in REIMS for RE’s approval instruct DCC to pre-load.
On receipt of instruction, DCC pre-load
data into REIMS and forward the final Start review and
VDDS form via e-Room to the Vendor / comment
Subcontractor for their future use.
Upload documents in
REIMS and notify he
RE to review , consolidate
Reviewers
comments, sign & code
documents and Submit to
DCC.
DCC to issue documents in REIMS,
Upload coded documents in eRoom
and send notification to Vendor /
Subcontractor.
On receipt of notification
Licensor download
documents from eRoom
On receipt of notification
Review and code
DCC download coded
documents
documents from eRoom
Upload reviewed
documents in eRoom and Upload documents in
send notification to Vendor / REIMS and promote, notify
Subcontractor and REG project personnel
DCC
Page 1 of 2
 Work flow - Licensor / Third party documents - DP-DC-0208- Attachment-001 (Sheet 2 of 2)

Reliance Engineering
Project / Procurement Licensor / Third aprty DCC/EDMS
Group - RE

Licensor/ Third aprty submit On receipt of notification

Continued From Upload document in
6 document list (Doc. Submittal Becrel download
Process 3 EDMS and notify RE coordinates with
Requirement) in eRoom and Document index list from
Page 1 Reviewers Project and finalise
Licensor / Third party Design document Submission

send notification eRoom

Document index list in
EDMS and instruct DCC
to pre-load.

On receipt of instruction, DCC

Licesnor shall use Document pre-load data into EDMS and
Index list to transmit forward the final index list via e-
documents to REG Room to Licensor for their
future use.

Licensor / Third party to On receipt of notification

submit docs in eRoom and DCC download
send notification documents from eRoom

REG review is
No
required? Yes
Review process
starts on receipt of
Licensor / Third party Upload documents in e-notification
party collect coded docs Upload documents
EDMS and notify the
from eRoom in EDMS and
Construction/Project
notify Reviewers
for use
RE to review ,
consolidate comments to
DCC to issue documents in EDMS. master document, sign,
submit coded documents in eRoom code and return
and send notification to Vendor / documents to DCC.
Subcontractor.

7
On receipt of notification
Licensor to submit docs in DCC download documents
eRoom and send e-mail from eRoom
notification to Licensor
REG DCC
Basic engineering packges from

Upload documents in
EDMS and notify
project personnel
Licensor

Rev-05 Issue Date - 17-Feb-2014 Page 2 of 2