TE PROJECT DOCUMENT CONTROL, EP BRM CERNE PROCEDURE DOCUMENT NUMBER REV DATE SHEET DWE-PS-P.03, 2 veroa2016 | tafe PROCEDURE AUTHORIZATION This procedure have been generated and implemented | Department Authorization —_| Date: to identify the control that shall be applied by members of staff in the department when carrying out their duties, a oy Lofrol This confirms that this procedure has been approved ‘Authorization Date: official issue and that members of staff shall complelg SmpAny Director) Befol. a Quality Authorization Date (Quality Management Rep! s) fart of the a lean “6 /i{rot . controlled manner in accordance procedures. This procedure will be subject to audit & company policy towards quali PROCEDURE REVISION Rev. Date Section Outline of Changed Authorization o 15/01/2009 All First Issue 1 naoaned al To accommodate the result of management review for improvements 2 | 18/04/2016 7.0 _| Revision of References STATEMENT OF CONFIDENTIALITY This procedure is for controlled circulation unless stamped "Uncontrolled Copy". The documents or extracts from documents must nor be passed or copied to other companies, agents or persons without the permission of the relevant Company Directors.TITLE PROJECT DOCUMENT CONTROL Gp DEPRIMANGGA ENGINEERING PROCEDURE DOCUMENT NUMBER REV DATE ‘SHEET DWE-PS.P-03 2 seioaa016 | 2016 TABLE OF CONTENTS 1.0 PURPOSE .. 2.0 SCOPE ... 3.0 ABBREVIATIONS 4.0 DEFINITIONS 5.0 RESPONSIBILITIES. 6.0 WORKFLOW / PROCESS. 7.0 REFERENCES Oo eeeGP ,DEPRIANGGA ENGIEERNG PROCEDURE TLE PROJECT DOCUMENT CONTROL DOCUMENT NUMBER REV DATE ‘SHEET DWE-PS-P-03 2 isioai2016 | 3016 5.0. 6.0. PURPOSE The purpose of this procedure is to ensure effective preparation and control of all the project documents in conformity with project requirements. SCOPE This procedure shall be applied for the preparation and control of: (i) Documents and related with specific projects, such as project quality plan, project execution plan and other required project procedures. (i) External documents ABBREVIATIONS (i) PMT__: Project Management Team (i) DWE. : PT. Depriwangga Engineering DEFINITIONS Tender — offer made by a supplier in response to an invitation to satisfy a contract award to provide product. Contract — Agreed requirements between a supplier and customer transmitted by the project owner. RESPONSIBILITIES 5.1 Project Manager shall ensure that preparation and control of project documents adhere to this procedure. 5.2. Document Controller shall have responsible: ‘+ To handle project documents among the originator, the reviewer, the approver and customers if required * To register, distribute and file the above documents WORKFLOW / PROCESS 6.1. _ Incoming Technical Documents 6.1.1. Check for the completeness of incoming documents, sign the transmittal as received and send to sender as acknowledged receipt and marks with ‘comment if any missing or incomplete documents. Inform the sender of any missing items.THLE PROJECT DOCUMENT CONTROL PT, DEPRIWANGGA ENGINEERING PROCEDURE eberegsees DOCUMENT NUMBER REV DATE ‘SHEET DWE-PS-P-03 Bi waing2016 | 40f6 6.1.2. 6.1.5. ‘Stamp/mark the incoming documents with received date, if the incoming documents are e-files, print-out the transmittal then stamp/mark the incoming documents with received date. Check the availability of the soft copy (PDF). If not available, scan the package for electronic distribution. ‘Save the soft or scan copy on the server under project folder on sub folder 60 (document register). Register the incoming technical documents. Distribute the incoming technical document to the project team by electronic distribution, in accordance with the approved distribution matrix. Store hardcopies in Filing rack. 6.2. Outgoing Technical Documents 6.2.1 6.2.2. 6.2.3. 6.2.4. 6.2.5. Check for the completeness of outgoing technical documents once received from the originator before submission. Inform the originator of incorrect or missing document and request to revise and complete the documents. Prepare the hard copy, soft copy (pdf) and transmittal prior to submission to the client, except if requested by client to use project specific format as, per PEP. ‘Submit the document to the Client in the format agreed by Client. Update the outgoing technical documents register. Store hardcopies in Filing rack. 6.3. Master Document Register (MDR) 6.3.1 6.4, Filing, Storage, Backup and Archi 6.4.1 6.4.2 To control the preparation, distribution and submission of project documentation, Document Controller will prepare an MDR. 9 All original design and project documents shall be stored and maintained by Document Controller Team. Filing, storage, backup and archiving 6.5. Project Documents 6.5.1 6.5.2. 6.5.3. A\list of project documents shall be prepared by the various disciplines and departments as required in accordance to the progress of each discipline of the project to meet customer's contractual requirements. The list of project documents shall be documented, and the type of documents i.e. Engineering, General, Drawings, Procedures, etc. Asa minimum, the document list shall include the project name, document tite, document number, revision no. and date. This shall be maintained and updated by the project manager and copy shall be given to other parties for reference.pL DEPRIWANGGA ENGINEERING PROCEDURE TITLE PROJECT DOCUMENT CONTROL, a DOCUMENT NUMBER REY DATE SHEET DWE-PS-P-03 2 reio4i2016 | Sofé 6.6. 67. 6.8. 6.9. 6.10. 6.5.4. Project Document shall have a cover page which contains information such as Customer's name, Project name, Document title, Document number, Revision number, Prepared by, Checked by, Approved by and Date. Document Numbering System The document numbering system used shall be based on the Customer Document Numbering System. And if required by the Contract, DWE shall provide the specific numbering system. Originator of Documents 6.7.1. Project Manager shall_ensure that the personnel responsible for preparation for project documents are issued with the relevant specifications and information to accurately produce the documents. 6.7.2. Personnel responsible for preparation of project deliverables shall ensure that all affected parties have been consulted and the document checked prior to review and approval by the designated authority. Review and Approval 6.8.1. The project document drafted shall be reviewed and approved by the Project Manager. 6.8.2. Project documents shall be issued to Customer for approval as required by the contractual requirements, Document Transmittal 6.9.1. Project documents issued to Customer for approval shall be accompanied by a Document Transmittal, where the Customer is required to acknowledge receipt: 6.9.2. The Document Transmittal should contain Customer's name, contact person, address, telephone no., the list of documents to be transmitted, date and sender's name and initial. 6.9.3. The Document Transmittals shall be kept by the Document Controller. Revi ns/Changes 6.10.1. Issued for Review Project documents during draft stage shall be identified with Rev. “A”. Any changes to the documents during the draft stage shall be identified by the date. This is to track the revision history during the preliminary stage. 6.10.2, Issued for Approval Project documents during draft stage shall be identified with Rev. A. Any changes to documents during the draft stage shall be identified by 6.10.3. Approved for Construction Project documents have been approved for use, the revision status shall be changed to numeric sequence. E.e. Rev. 0, 1, 2, 3, etc,TT PROJECT DOCUMENT CONTROL PT, DEPRIWANGGA ENGINEERING PROCEDURE feet DOCUMENT NUMBER REV DATE ‘SHEET DWE-PS-P.03 2__| ianaaoie | oot6 7.0. 6.13. Uncontrolled Docume: 6.11. Documents Handling and Distribution Control 6.11.1. The Project Documents Controller of each project shall handle project documents among the originator of the document, the reviewer, the approver and customer if required 6.11.2.When each revision is reviewed and approved by the designated authority, Project Document Controller shall distribute the copies of documents in accordance to the distribution list determined by the Project Manager. 6.12. Original and Obsolete Documents, 6.12.1, The Project Manager shall maintain the original of the approved project documents. 6.12.2, When the documents are revised, jMe origin of the previous documents reference, they shall be original of the previous ergot f a us version, including their copies, are considered as “uncoMfrolled documents”. 6.13.2. The Project Manager and the discipline heads shall ensure that the project: documents of the previous version are clearly distinguished form the latest ones by making and providing the documents status list for the project participants. REFERENCES List of Associated Procedure DWE-HSQ-M01 HSEQ Manual List of Form No form List of Attachment No Attachment