GENERAL PROCEDURE

DOCUMENT CONTROL PROCEDURE

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DOCUMENT CONTROL PROCEDURE

REVISION LIST

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GENERAL PROCEDURE
DOCUMENT CONTROL PROCEDURE

SECTION

REV.

DATE

DESRCIPTION

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DESCRIPTION OF AMENDMENT

TABLE OF CONTENT
SECTION

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GENERAL PROCEDURE
DOCUMENT CONTROL PROCEDURE

1.0

PURPOSE

2.0

SCOPE

3.0

REFERENCES

4.0

DEFINITION

5.0

PROCEDURE

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5.1

RESPONSIBILITY

5.2

SUBMISSION OF PROCEDURES TO CARIGALI

5.3

DISTRIBUTION OF PROCEDURES

5.4

CONTROL OF DRAWINGS AND MTO

5.5

DOCUMENT CHANGES (FOR DRAWING ONLY)

5.6

DOCUMENT CHANGES (FOR PROCEDURES ONLY)

5.7

CONTROL OF SITE TECHNICAL QUERY (STQ) AND SITE

CHARGE (SC)
5.8

ELECTRONIC DATA CONTROL

5.9

CONTROL OF ENGINEERING DOCUMENT

5.10

CONTROL OF NON-CONFORMANCE REPORT (NCR)

6.0

SPECIAL REQUIREMENTS

7.0

RECORDS
APPENDICES
APPENDIX I INTERNAL TRANSMITTAL SHEET
APPENDIX II INTERNAL CONTROL DISTRIBUTION LIST OF RECORD
APPENDIX III DOCUMENT CHANGE NOTICE
APPENDIX IV REVISION NOTICE
APPENDIX V SITE TECHNICAL QUERY / SITE CHANGE

1.0

PURPOSE
This provides guidelines and proper control for approval, issuance,
changes, receipt and withdrawal of all documents in Engineering &
Construction.

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2.0

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SCOPE
Shall cover the preparation, submission, distribution and control of the
following documents;
a.
b.
c.
d.

3.0

Fabricator Standard Procedures & Project Specific Procedures

Work Instructions
Shop Drawing
MTO

REFERENCES
CSBs QGP-5-01 : Document Control Procedure
FSP-CSB-12
: Design Control Procedure
Contract Document EXHIBIT IV

4.0

DEFINITIONS
Controlled Copy A document which is given a serial number and shall
allocated to a specific person.
The recipient acknowledges receipt and be kept current for all
amendments and revisions to that documents.
Uncontrolled Copy A document that is issued for information only and
recipient as not kept current with the latest amendment and revision to
that particular document.
Documents Shall include procedures, specification, drawings and work
instruction either individually or collectively.
CLIENT PCSB
MTO Material Take Of
STQ Site Technical Query
SC Site Charge
PMT Project Management Team

5.0

PROCEDURE
5.1

Responsibility
5.1.1 Each Department Manager whose department prepares and
issues the original and revision there to shall be responsible

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for the review, approval authorization and issue of the

documents.
5.2

General Requirement
5.2.1 All procedures submission for the project shall be controlled
and coordinate by the Project Manager.

5.3

5.2.2

Submission of procedures to CARIGALI shall be through

Project Managers office accompanied by Internal Transmittal
Sheet (see Appendix I) detailing drawing and / or document
number and revision.

5.2.3

The Project Manager shall keep a master list of all

procedures submitted to CARIGALI and this list shall be
updated regularly

5.2.4

The document numbering for all procedures submitted to

CARIGALI for approval shall bear project abbreviation and
year of award. It shall be of the following format;
CSB/Year of Award/Project Abbreviation/Serial no.
e.g. CSB/96/SE-F/12

Distribution of Procedures
5.3.1 Distribution of procedures shall be controlled and
uncontrolled copy and to be indicated on the cover page.
Controlled Copy shall be distributed to relevant personnel on
need to know basis.

5.4

5.3.2

For controlled copy, Department Manager shall prepare a

distribution list as per Appendix II to ensure controlled copy
holders are update for each revision to prevent unintended
use.

5.3.3

Document distribution that is outside the prescribed

distribution list shall be marked Uncontrolled Copy. Holders
of such document may not be updated of any status changes.

Control of Drawing and MTO

5.4.1 All shop drawings and MTO (detailed and summary) shall be
reviewed and approved by Section Head prior to issuance to
PMT.
5.4.2

Design Coordinator shall ensure sufficient number of copies

are made for fabrication and then shall be transmitted to
Project Manager for further distribution as per pre-determined
list. Recipient of drawing may be QA/QC, Fabrication Team,
and Testing & Commissioning Team and Sub-contractor.

5.4.3

Only latest revision of drawings and MTO are to be referred

to during fabrication.

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5.4.4

5.5

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Obsolete drawings and MTO that requires to be kept and

referred to shall be stamped SUPERSEDED to avoid
unintended used.

Document Changes (For Drawing Only)

5.5.1 Minor changes to the ISSUE FOR CONTRUCTION drawings
shall be made through Revision Notice (Appendix IV).
Section Head, Design shall check the changes for compliance
with all other requirements such as specification, codes and
standards prior to approval. All approved Revision Notice shall
be distributed as per the original drawing distribution list.
5.5.2 Revision to ISSUED FOR CONSTRUCTION DRAWING shall be
made under the following condition
a. The changes are major and substantial
b. After 5 Revision Notice are issued for a particular drawing.
c. Request by CARIGALI
5.5.3 All changes shall be indicated by cloud and revision number
(in triangle) indicated near to the changes.

5.6

Document Changes (For Procedures Only)

5.6.1 All proposals for changes to the approved document shall be
made by writing through Appendix III Document Changes
Notice. They shall be forwarded to be originating department
and shall be reviewed and approved by the same approving
party of the original revision.

5.7

Control of Site Technical Query (STQ)

5.7.1 The Project Manager or his designee shall control the status
of STQ / Site Change (Appendix V) through a status log which
shall be kept up-dated.
5.7.2 Originators of STQ and SC shall be informed of CARIGALIs
response for further implementation and action.
5.7.3 Design Manager shall ensure that all drawing will be revised if
affected by STQ and SC.

5.8

Electronic Data Control

Electronic data such as CAD-drawing which are produced by using
computer software shall require proper precaution and filling system
in order to prevent the loss of data due to corrupt disk, system
failure or mishandling. To prevent from losing data, the control shall
include but not limited to the following:
a. Create work directory in computer hard disk for storing data
under the same job category.
b. The data in the work directory shall be immediately back-up
in thumb drive / CD-Rom after each saving of work data.

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c. Create final back-up files in diskettes for safe keeping by the

department. Each thumb drive/ CD-Rom shall be labeled with
the file content to ensure easy retrieval for future up-date.
d. Security lock codes shall be used for important data to
prevent missue by unauthorized personnel.
e. Other disk maintenance software such as virus scan disk
compression programmed shall scan through the hard disk at
least once a week to prevent the hard disk from being
corrupted.
5.9

Control of Engineering Document

For control of engineering document, please refer to FSP-CSB-12:
Engineering Control Procedure

5.10

Control of Non-Conformance Record (NCR)

5.10.1Reason for issuance of NCR
a) When work proceeds without having done the
rectification required by previous activity.
b) Non-compliance of products, materials, or items to the
specified requirements.
5.10.2Identification of non-conformance
a) When a non-conformance is identified, an NCR will be
raised by QC Inspector and to seek the discipline
engineers corrective proposal within agreed time
frame. Client shall be notified for all NCR issue.
b) Initiate the NCR by describing the non-conformance
and submit to the responsible disciplines through the
Project Manager.
c) Non-conformance shall be either marked or tagged
HOLD and temporarily prevented from further
processing or Reject. It shall be segregated on the
designated place.
d) Non-conformance having a disposition of repair or
rework. Coordinate with sub-contractors or vendors on
the rectification works required. All repair procedures
for rectification works shall be approve by client prior
to commence.
5.10.3Disposition of Non-Conformities
a) Acknowledge the non-conformance by signing the NCR,
recommend the disposition method and notify the
client for the proposed corrective action.
b) Dis positioning action shall be either one of the
following:a. Reject, or
b. Rework, or
c. Repair, or

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d. Accept-as-is
c) The corrective action as proposed bu discipline
engineer shall be agreed by PCSB QA Inspector and the
responsible Discipline Engineer. PCSB shall review the
non-conformance and approved / agree to CSBs
proposed deposition.
d) Where a correct disposition of a non-conformance will
require engineering evaluation such as taking actual
test sample, recalculation and redesign before
disposition is made the responsible Discipline Engineer
shall refer the matter to the Project Manager for further
action. Such change shall be approve by client prior to
any work commence.
e) Rework or repair shall be carried out in accordance to
approved applicable documented procedures and
monitored by Discipline Engineer to ensure the
required quality is achieved.
5.10.4Corrective action
a) Where applicable, decide if the BC requires Corrective
Action.
b) Any changes from PCSB standard or codes shall be
approve by senior discipline engineer from the site
team.
5.10.5NCR Close out
a) NCR shall be closed when the repair or rework is done
is satisfactory or when the deviation proposal has been
agreed and approved by the client, QC Inspector shall
sign on the close-out column after verification and final
acceptance/inspection have been carried out at site.
Note : Any deviation proposal shall be in-line with
change control procedure
b) Ensure that after the NCR has been close-out any
marking or tagging is removed from the nonconforming item.
c) Prepare and update NCR Register.
5.10.6Analysis of NCR
a. Submit a copy of completed NCR to QA Engineer
b. Review the non-conformity and the disposition taken.
Forward any reviews of NCR that require QMRs
attention.
c. NCR reviews shall be evaluated and discussed during
Management Review.
All NCR & proposed corrective action shall be properly
documented for PCSBs appraisal / approval CSB shall also
perform trending analysis on recurring items in the NCR
Register.

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5.10.7Records and documentation

On completion of a project, a copy of all NCR shall become a
part of the project
final documentation

6.0

SPECIAL REQUIREMENTS

7.0

RECORDS

Manager QA shall maintain a copy of all approved Fabricator Standard

Procedures and CARIGALI Standard Procedures and control its distribution
on need to know basis as Controlled Copy condition mentioned above. A
revision status list shall be maintained and kept up-to-date. All distribution
record and master list of document shall be properly maintained in file and
updated by the respective Department Manager.
All distribution record and master list of document shall be properly
maintained in file and updated by the respective Department Manager.

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APPENDICES

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INTERNAL TRANSMITTAL SHEET (ITS)

TO :

ITS NO :
PROJECT TITLE :

FROM :

JOB NO.:
NO
.

REFERENCE NO.

DESCRIPTION/
TITLE

SHT NO.

REV
NO.

ISSUE
NO.

QT
Y

REMARK :
FOR THE FOLLOWING ACTION :
REVIEWED
COMMENT
APPROVAL

&

RETENTION

DISTRIBUTION

INFORMATION

OTHER
S:

NOTE : PLEASE REVERT BY :

ISSUED BY :
DATE :

RECEIVED BY:
DATE:

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PLEASE ACKNOWLEDGE RECEIPT AND RETURN YELLOW COPY TO ORIGINATOR

IMMEDIATELY RETAINED BY RECIPIENT

INTERNAL CONTROL DISTRIBUTION LIST

AND RECORD

RECORD NO. :
REV NO. :
PAGE NO. :

OF

DOC.TITLE :
DOC.NO :
CNTROLL
ED
NO.

REVISION
DATE ISSUE
TO

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DOCUMENT CHANGE NOTICE (DCN)

DOCUMENT REF :

ORIGINATING DEPT. :

PROPOSED CHANGE :

REASON FOR CHANGE :

PROPOSASL
DATE :

INITIATED

BY

REVIEWED BY :
DATE :
COMMENT / REMARKS :

APPROVE
D
NOT
APPROVED

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CLIENT
PROJECT
REV

BY
DATE
DRAWN / PREPARED

DESCRIPTION

REVISION NOTICE NO.

JOB NO. :
REF.DWG :
SHT. :

REV. :

BY
DATE
CHECKED

TITLE

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DOCUMENT CONTROL PROCEDURE

Originator Ref :
Discipline :
Dept. :
Drawing Nos.

CONTRACT REF :
PROJECT NO/TITLE :
STQ/SC NO. :
Sht.
No.

Rev. No.

System/Line
referred to

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Clarification
Cost Impact
Design
Approval
No./Item Other
Discipline
affected

STQ/SC TITLE :

Nos. of sheets of document attached : None/

Sheets
Specification
Nos.
Prepared
Checked
Referred
Signature
Date
REFERENCE :

REPLIED BY

APPROVED BY
NAME/SIGNATU
RE

Approved

DATE

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