COMPREHENSIVE HAND OVER NOTES

A. COMPUTER ACCESSIBILITY:

User Name: admin

Password: 123
Mail ID: [email protected]
Aconex ID: bernardanim/dcad540
Password: sitead540

B. DOCUMENT ACCESS
All project documents are located on the Drive D on my computer in the AD540 (With the exception of
Folder 1. Contract Documents – Stored on external hard drive) Folder
Within the AD540 are subfolders containing categories of documents
1. Contract Documents (On external hard drive)
2. Correspondence (Maintained by Secretary except updates of incoming or received soft copies)
3. Document Transmittals (Approved, Received, Submitted)
4. Material Submittals (Approved, Received, Submitted)
5. Method Statement Submittals (Approved, Received, Submitted)
6. Shop Drawing Submittals (Approved, Received, Submitted)
7. As Built (Approved, Received, Submitted)
8. Request for Information (RFI) (Approved, Received, Submitted)
9. Inspection Request (WIR)
10. Material Inspection Request (MIR) (Approved, Received, Submitted)
11. Sub-Contractor Submittals (Approved, Received, Submitted)
12. Reports (Daily, Weekly, Monthly – All departments)
13. HSE Close Out Reports
14. QA/QC Close Out Reports and Minutes of Meeting
15. NOC’S
16. Prequalification
17. Non Conformance Reports (NCR)
18. Work Notification (Permit to work, Permit to start new activity - NOCA)
19. Confirmation of Verbal Instructions (CVI)

C. DAILY ROUTINE
- Shared documents must be updated first thing in the morning. Soft copies are obtained from Aconex
mail via download. This should be done on daily basis as an update on the previous day. Share the
updated Engineering logs in the shared folder in read-only format. (Click file on the excel menu bar
>>Save As>>Tools>>General Options>>tick read-only>>OK>>Select Submittal logs in the drop folder>>
Save.) – NOTE: FORMAT HAS ALREADY BEEN SET AND CAN BE ALTERED BY YOU ONLY

- Daily Reports are to be submitted before 12:00pm but in some cases might be delayed. The planning
Engineer will either give you a hard copy or soft copy in his absence through mail. Print and obtain
signature from the Deputy PM and give it to the office boy to scan and submit. Rename the file to the
title of the report number and submit through Aconex.
- Submit Permit to work or permit to start new activity - NOCA (If any) to Hyder 24hrs before
commencement of activity. Please check the dates before submission. Document details will be
provided by the site engineer.
- Document submittals to be carried out as and when they come. Maintain only the Aconex cover sheet
as receipt copy since the full set of document will be returned upon comments from Hyder. In case of
large workload try to prioritize urgent submittals by enquiring from the Mr. Dimitrios (Deputy Project
Manager)

D. SUBMITTALS
Log all submittals in the registers before preparing transmittals to ensure proper checks and monitoring
of submitted items. Use continuous numbering for submittals unless it is quality related documents
which require revisions. Have a critical look at various disciplines in order to maintain accurate
documents for future reference and access. In the most complicated situations, seek assistance from.
Sathish (Project QA/QC Manager) on document referencing and numbering. Every submittal must have
a document transmittal template attached to the cover sheet as per the project requirements.
All documents submitted to Hyder must be uploaded through Aconex.
Procedure and Methods of submission to be communicated practically.

- Document Transmittals:
 All reports
 Construction Permit Applications
 NOCA
 HSE documents
 Test Reports
 Design Calculations
 NCR close outs
 Plans & Procedures
All documents that do not fall under any category of submittals should also go through DTS.
(All documents require 3 sets of hard copies – 1 Original + 2 Photocopies)
Procedure and Methods of submission to be communicated practically.

- Material Submittals:
Coordinate with the QC Engineer for information details for submissions.
(All documents require 3 sets of hard copies – 1 Original + 2 Photocopies)
Procedure and Methods of submission to be communicated practically.

- Method Statement:
Coordinate with the Office Engineer and Safety for information details and process for submission.
Prepare transmittal cover page to be submitted to Hyder after obtaining the necessary signatures.
(All documents require 3 sets of hard copies – 1 Original + 2 Photocopies)
Procedure and Methods of submission to be communicated practically.

- Shop Drawings:
Coordinate with the draughts men for submission. Check for full sets of drawings together with a soft
copy before receiving the drawings (A1 Copy in some cases + 3 A3 copies and Soft Copies in CAD & PDF).
Prepare transmittal cover sheet and obtain the necessary signatures for submission.
All drawings must be stamped (On Hilalco’s logo) before obtaining Signatures.
(All documents require 3 sets of hard copies – 1 Original + 2 Photocopies)
Procedure and Methods of submission to be communicated practically.
- Request for Information (RFI):
Details to be provided by the engineer. Complete the RFI transmittal sheet with all attachments and
obtain signature from PM for submission. Stalin will be responsible for RFI submissions to Hyder, but the
control of RFI (Both sent and response received) and Registers are to be done and monitored by the DC
in charge.
RFI Registers are to be precise and should capture every information including the response from the
Engineer (Hyder). Format of control has already been set and should be continued in the same manner.
Hyperlinks have also been created for direct location of the PDF files of responded RFI’s.
(All documents require 3 sets of hard copies – 1 Original + 2 Photocopies)
Procedure and Methods of submission to be communicated practically.

- NCRs:
NCR close out must be submitted on the original form and tracked in the NCR register.
Coordinate with the QC engineer for closing of NCRs.
NCR Registers are to be precise and should capture every information including the response from the
Engineer (Hyder). Format of control has already been set and should be continued in the same manner.
(All documents require 3 sets of hard copies – 1 Original + 2 Photocopies)
Procedure and Methods of submission to be communicated practically.

- Prequalification:
Description of the PQ documents must be preceded by the name of Company followed by their scope of
works. (Prequalification document of XYZ L.L.C – Subcontractor/Sub consultant for xxxxxx works)
(All documents require 3 sets of hard copies – 1 Original + 2 Photocopies)
Procedure and Methods of submission to be communicated practically.

- Material Inspection Request:

MIR’s are to be submitted 24hrs prior to inspection. Double check details provided on the request to
ensure they are before submission (Eg. Material ref. number, supplier & manufacturer details, delivery
notes etc.)
(All documents require 3 sets of hard copies – 1 Original + 1 Photocopies)
Procedure and Methods of submission to be communicated practically.

E. DOCUMENT MANAGEMENT
-All submitted documents must be scanned, renamed and saved in the SUBMITTED subfolders under
each category of Submittals.
-All received documents must be downloaded from Aconex and saved in the RECEIVED subfolders under
each category of Submittals. This must be done prior to distribution by responsible persons.
- All received documents approved CODE-A & CODE-B must be saved in the APPROVED subfolders under
each category of Submittals.
- All received documents in Status CODE-C & CODE-D must be saved in the UNAPPROVED subfolders
under category of Submittals.
- Save documents under the appropriate document type to ensure easy retrieval of information.

F. DOCUMENT DISTRIBUTION
Documents received in hard copies are to be stamped with the distribution stamp and date of receipt
recorded. The stamped documents are to be sent to the project manager for action. Ensure to obtain
signatures of concerned or responsible persons as indicated by the Project Manager. Make copies and
distribute to the marked employees accordingly. Do not prioritize distribution by mail unless the
concerned people are not here on the site.
Distributions are to be carried out by the office boys. Do monitor the process to ensure the right thing is
done and for proper records.

G. DOCUMENT FILING
Documents are to be filed after distribution. The order of filing should be in ascending order with the
latest revision on top. Use number dividers between each submittal for easy reference.
Due to the lack of space, large documents with regards to Material Submittals should be kept
temporarily in the material submittal box also in ascending order for easy retrieval.
Filing to be carried out by the office boys. Do monitor the process to ensure the right thing is done and
for proper records.

H. DOCUMENT SHARING
All documents are shared with the entire project team via network sharing. (Accessible on Network
Nadeem Folder). The shared documents are protected and can only be altered by the DC in charge.
Do not give full permission to anyone on the network.
Shared document folders are to updated on daily basis, and ensure every document type is up to date
by every Saturdays.

I. REPORTS
- Submit all reports on timely basis.
a. Weekly Progress Reports
b. Monthly Progress Reports
c. Quality Monthly Reports
d. HSE Monthly Reports
e. Waste Management (Manifest) Reports

- Provide all registers to the planning engineers latest by Sunday for weekly progress reports submission
- For progress meeting presentation scheduled for every Mondays, generate shop drawing reports from
aconex and make it ready for the planning engineering team. The generated Aconex report must be
edited in Hilalco format.
- Report summary can be found at the foot of every engineering log for various document types. Please
do a double check of the summary figures with reference to aconex and reconcile the figures should
there be any errors.
LOG SUMMARY
A-
Approved 784
B-
Approved
with
Comments 1189

C-Revise &
Resubmit 161
D- Rejected 7
F - For
Informatio
n 0
UR 219
Total 2360
J. ROLES DISTRIBUTION
- Stalin is in charge of all WIRs, RFI, and all HSE related close out submittals.
- Ailyn is in charge of all correspondences and overseeing distributions (both internal and external).
Performs all secretarial functions and can periodically assist in test report submittals depending on the
work load.
-Distribution and filing are to be assigned to the office assistants (Swamy and Gojji). This should be done
under the DC in charge supervision.

K. ADDITIONAL TASKS
- Email correspondence: This includes weekly submittals of logistic layout plan addressed to Mr. Renju
Vijay of KBR. (Format has already been set; use the reply to all option on subsequent submittals in order
to keep everyone in the loop)
- Project Aconex Administrator: In charge of Aconex controls and management .This includes but not
limited to; 1. Creating of Aconex accounts/ID of Hilalco personnels and adding them to the project.
2. Granting access to various functions on aconex upon request.
3. Demobilizing personnel who are no longer on the project.

- Updated engineering logs are to be circulated via e-mail to the project team every Saturday or latest by
Sunday.

DOCUMENT SUBMITTAL TYPE

AS-BUILT WORKFLOW
MATERIAL INSPECTION REQUEST WORKFLOW
MATERIAL SUBMITTAL WORKFLOW
METHOD STATEMENT WORKFLOW
PLANS & PROCEDURE WORKFLOW
PREQUALIFICATIONS WORKFLOW
REQUEST FOR INFORMATION WORKFLOW
WORK INSPECTION REQUEST WORKFLOW
TEST REPORTS TRANSMITTAL
DESIGN CALCULATIONS TRANSMITTAL
NCR CLOSE OUTS TRANSMITTAL
SAFETY & CLOSE OUT REPORTS TRANSMITTAL
ALL REPORTS TRANSMITTAL
LETTERS TRANSMITTAL
PAYMENTS TRANSMITTAL
PROJECT DOCUMENT CONTROL CONTACTS
-Cherrie KBR: Email - [email protected]
Phone – 024108708
Mobile – 0555018948

-Eiman Hyder: Email - [email protected]

Phone – 022078322
Mobile – 0553830893

NB: (For any assistance and enquiries, kindly contact me via private mail ID
[email protected])

NB: I the undersigned have full understanding of the assigned role, as well as the process and
procedures.

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