Procedures

Access Control Procedure

Procedure Information
Department: Administration
Division: Administration - HSSE
Procedure code: ----------

Procedure description: This procedure describes the actions taken by the HSSE Section under the
Administration Division to manage Access control of employees, visitors,
contractors, materials delivery entering the Al Bidda Tower and parking facilities.
Procedure Purpose: The purpose of this procedure is to establish, implement and monitor the access
to Al Bidda tower, car parking, identification of security zones.
Procedure owner: Administration Director
Procedure boundaries:
Logical start 15th February 2015
Logical finish Live document

Version initial issue

15th February 2015
Procedure Review and Approval

Revision History
Version Date Additions/modifications Prepared/revised by
1.0 01/12/2014 Document issue for review and alignment taken David Connolly
from overarching document:
process code SC-ADS-PRC-002
[Add Select date. [Add text] [Add name]
version]
[Add Select date. [Add text] [Add name]
version]
[Add Select date. [Add text] [Add name]
version]

Review/Approval Date Department & Designation Signature

Gordon Penney Health, Safety, Security and

Environment (HSSE) Manager

Saleh Al-Muhannadi Administration Director

Khames Al-Naimi Personal Administration and Payroll

Manager

Mohammed Al-Marzouqi Acting Administration Department

Executive Director

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Contents

1. Related Directives and Documents 3

1.1 Policies 3

1.2 Delegation of Authority Matrix 3

1.3 Others 3

2. Applicability 4
3. Procedure 4
3.1 Security Zones 4

3.2 Access Control Guidelines 5

3.3 Access Control Procedure 6

3.4 Parking and Traffic Control Guidelines 9

4. Performance Indicators 13
5. Processes, Suppliers, Inputs, Outputs and Customers 13
6. Forms and Templates 13
7. Key Terms and Definitions 13
8. Appendices 14
Appendix A: Security Zones 14

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1. Related Directives and Documents

1.1 Policies
1.1.1 HSSE Policy – Security Policy

1.2 Delegation of Authority Matrix

1.2.1 N/A

1.3 Others
1.3.1 XX

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2. Applicability

This procedure is applicable to SC employees, consultants, contractors, SC Employees, Al Bidda Tower

Occupants, visitors, material delivery personnel etc. who intend to enter Al Bidda Tower and parking facilities of
SC.

3. Procedure

3.1 Security Zones

For the purposes of access controls SC premises is divided into the following security zones:

a) Perimeter Zone
 Peripheral boundary of SC ownership and responsibility defined by fences, access gates and signage.
 The access is allowed to all employees, contractors, suppliers, visitors.
 Perimeter zone is identified on the attached layouts.3

b) Reception Zones
 Reception zones are located at the main entrance of the building ground floor and at each floor entry
point Access is allowed to all employees, contractors, suppliers and visitors.
 Reception zones are identified on the attached layouts.

c) Restricted Zones
 Areas restricted due to sensitivity of work are considered out of bounds for unauthorized personnel.
 Access is allowed only to authorized personnel through area custodians.
 It is responsibility of the nominated custodians of the restricted zones to identify authorized personnel
and provide this information to the HSSE Department..
 list of authorized personnel and respective custodians are identified in Appendix “A”
 Restricted zones are identified on the attached layouts.

d) Secure Zones
 Areas containing classified information as identified by the information security classification procedure
Ref. xxx and policy.
 It is responsibility of the nominated custodians to identify an appropriate location based on
classification and “need to know” basis, and provide the information to the HSSE Department.
 It is responsibility of the nominated custodians of the secure zones to identify authorized personnel and
provide this information to the HSSE Department.
 Access is allowed only to authorized personnel and or employees as per the list or upon request to the
custodian for approval of access rights.
 A list of authorized personnel and respective custodians of secure zones is given in Appendix “B”.
 Secure Zones are identified on the attached layouts.

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3.2 Access Control Guidelines

3.2.1 New employees must complete a level one safety and security induction to be conducted by the
Security Section during the employee’s first day at the building.

3.2.2 The employee or consultant must complete a level 2 induction within the first week of joining to
then be issued with a permanent ID badge. Only persons in possession of a duly processed SC-
issued access card or pass are granted access to SC Premises.

3.2.3 The following duly completed forms are required to obtain an access card:

a) Permanent/Temporary Access Card Request – for Employees/Consultants/Building

Tenants;
b) Security Pass – for Contractors/Service Providers/Suppliers; and
c) Visitor Application Form – for Visitors
3.2.4 All managers must ensure that VIP visitor appointments are made known to HSSE Section via
email at [email protected]. For last minute arrangements, the main receptionist can be
contacted directly. At the earliest possible time the e-mail visitor application must be forwarded
to the HSSE email above.

3.2.5 The body responsible for contractors shall award access rights to contractors assigned to it.
Contractors must only be granted access to those areas where they require access to carry out
daily work activities.

3.2.6 All persons in SC Premises must maintain their access card and keep it on their person, clearly
displaying it at all times when inside the building.

3.2.7 All building occupants and visitors must scan in and out at all locations where they are located
within the SC Premises.

3.2.8 Keys are issued by General Services on an as-needed basis and must be returned once they are
no longer required. Keys must be personally picked up, not mailed.

3.2.9 Master keys are maintained with Security Unit and are used in emergency cases only.

3.2.10 Each key can have its own appropriate level of authorization. Higher level keys may require
higher levels of authorization.

3.2.11 The HSSE representative should make use of card or index files to easily access, maintain, and
cross reference information on:

a) Keys:
i. Blind code numbers.
ii. Standard key coding symbols
iii. Key Identity: serial, inventory, or sequence number that reflects the total number of
keys issued and provides a unique identifier for every copy.
iv. Stamped with biting.

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 b) Key Holders
i. Name, Address, ID#, telephone #.
ii. Authorized Individual’s signature.
c) Locations
i. Room No.
ii. Door No.
iii. Description of usage.
iv. Departmental control.
3.2.12 For security and data control reasons, departments and individuals must not reassign allocated
keys.

3.2.13 Individuals are prohibited from unauthorized duplication, disabling, programming or

circumventing of locks within the SC Premises. Propping of doors to bypass security and taping
latches is prohibited.

3.2.14 The assigned HSSE Personnel ensures that keys are tracked with a return due date and time,
especially in the case of temporary issue keys.

3.2.15 Relevant departments/Individuals ensure that shift keys are returned at the end of every work
shift. Shift keys must be sealed and tamper evident.

3.2.16 Personnel whose normal place of work is not at the main office building but is required to have
an access card for IT accessibility must surrender that card on completion of their assignment at
the building and it will be kept by the security unit for their return in the future if within the next
6 month period.

3.3 Access Control Procedure

3.3.1 Requesting & Issuing an Access Card and Parking Arrangements

3.3.1.1 During the completion of the On-boarding checklist, the Mobilization Unit identifies the
criteria for parking allocation based on the parking priority level table.
3.3.1.2 The Mobilization Unit completes the Access Card and Parking Request Form with their
respective line manager’s approval and submits to [email protected].
3.3.1.3 All SC Premises employees who have been assigned with parking space sends a
scanned copy of the completed Vehicle Parking Permit Form (available at the Ground
Floor Reception Desk) by e-mail to SC HSSE at [email protected], along with copies of
valid driving license and vehicle registration card (both sides).
3.3.1.4 The HSSE representative verifies the integrity and completeness of information on the
Access Card Parking Request Form and supporting documents and informs the
requestor of any gaps.
3.3.1.5 If information and all supportive documents are complete, the HSSE representative
submits the Access Card and Parking Request Form to the Head of Security for
approval.
3.3.1.6 The Head of Security approves/rejects the request and submits the Access Card
Request and Parking Form to the HSSE representative at the main reception.
a) In case of rejection of the request, the HSSE representative notifies the Mobilization Unit.

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 3.3.1.7 Upon approval of request, the HSSE representative updates the HSSE Tracker, scans the
approved form and forwards the form to HR Division in the case of permanent cards.
3.3.1.8 Once parking has been granted, the Security Unit contacts the employee directly to
issue the vehicle decal and informs the employee that the vehicle plate number has
been registered in the ANPR System.
3.3.1.9 Upon receipt, the employee places the decal in the upper driver’s side corner of the
wind screen to be granted access to the appropriate parking facilities.
3.3.1.10 The HSSE representative at main reception processes and issues the Access Card/ID
Card/Pass as per request.
3.3.1.11 The HSSE representative submits the Access Card Request Form and Access Card/ID
Card/Pass to requesting personnel.
3.3.1.12 Upon receipt, the requesting personnel sign the Access Card Request Form and return
it to the HSSE representative at main reception.
3.3.1.13 In case of visitors, the applicable manager sends a departmental representative to the
reception area to receive visitors and have passes issued.
3.3.1.14 The assigned departmental representative escorts visitors at all times within the
building.
3.3.2 Requesting & Issuing Material Entry/Exit Pass

3.3.2.1 The Requesting Department completes the Materials Entry/Exit Pass Form and attaches
the required documents.
3.3.2.2 The Requesting Department obtains the relevant line Manager or Executive
Director/Director approval on the form and submits to the HSSE representative at main
reception.
3.3.2.3 The HSSE representative ensures integrity and completeness of information on the
form and supporting documents.
3.3.2.4 In case of any missing information/documents, the HSSE representative informs the
Requesting Department to resubmit all required information and documents.
3.3.2.5 Upon receiving the complete information and all supporting documents, the HSSE
representative at main reception submits the Material/Entry/Exit Pass Form to the
Head of the Security for approval.
3.3.2.6 The Head of Security approves/rejects the request and submits the form to the HSSE
representative.
3.3.2.7 In case the request is rejected, the HSSE representative informs the Requesting
Department.
3.3.2.8 The HSSE representative issues the approved form to the Requesting Department for
acknowledgement.
3.3.2.9 The HSSE representative files and maintains a copy of the form.
3.3.3 Requesting and Issuing Keys

3.3.3.1 Any SC personnel requiring keys fills the Key Request Form and submits it via email to
[email protected].
3.3.3.2 The General Services Representative ensures that key requests are properly authorized
by an authorized signer, in addition to the key holder, before issuing.

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 3.3.3.3 The General Services representative ensures that keys are individually serialized or
numbered and issues only one copy of each key to the designated authority.
3.3.3.4 The Security Representative holds a master key and when requested to open an office
validates the request by receiving approval from the employee or the employee
manager (telephone, email, or in person).
3.3.4 Reporting Loss/Damage of Access Card/Pass/Keys

3.3.4.1 Any employee who loses his/her access card/keys immediately reports it to the
Security Unit on the Lost/Damaged Access Card Form/Lost/Damaged Key Form signed
by their relevant Line Manager/Executive Director/Director.
3.3.4.2 The Security Unit coordinates with the Finance Division for the payment of the
replacement fee to be charged to the employee for the lost/damaged access card.
3.3.4.3 The Security Unit obtains the approval of the Head of Security to suspend the reported
access card in the system or to issue a new/duplicate key to the relevant personnel.
3.3.4.4 In the case of a lost key, the Security Unit orders a change of the lock to General
Services Section who will issue a new key to the requestor.
3.3.4.5 The Security Unit issues a new access card to the relevant personnel and obtains
acknowledgement on the Lost/Damaged Access Card Form.
3.3.5 Returning Access Cards/Passes/Keys

3.3.5.1 Upon completion of an assignment/job with SC, all relevant personnel in possession of
an access card, pass or keys returns them to HSSE Section.
3.3.5.2 The HSSE Section confirms the completion of the SC assignment/job with either the
relevant personnel’s respective line manager or HR Division.
3.3.5.3 Upon confirmation with the respective line manager/HR Division, HSSE Section
deactivates and permanently blocks the card in the system or takes the key and records
the handover on the Key Request Form.

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3.4 Parking and Traffic Control Guidelines

3.4.1 Enforcement

3.4.1.1 SC HSSE Section (Security Unit) should carry out constant patrols of all SC Premises parking and
designated alternate parking locations.
3.4.1.2 SC Security Unit shall be authorized and mandated to monitor and issue a notification of
infraction in the case of violations to any of the parking and traffic regulations herein.
( Notification of Infraction Form XXX)
3.4.1.3 SC will report any violators of the restrictions below to SC HSSE Section.
3.4.1.4 SC accepts no responsibility for any vehicles left overnight or during weekends; in cases causing
a safety or security concern, the vehicle will be towed away and parking access deactivated for
a period of one week.
3.4.1.5 SC HSSE Section will send a violation report to the concerned person’s line manager or
Department Executive Director/Director. Any further violations can result in denial of entry.
Repeat violations may result in disciplinary action taken by the concerned department as well.
( Violation Report Form XXX)
3.4.2 Documentation

3.4.2.1 Drivers entering the SC Premises parking building or alternate parking locations must be in
possession of the following valid documentation:
a) Valid Qatar driving license;
b) Vehicle registration card or a copy of the card (front and back); and
c) Vehicle sticker/decal issued by the SC HSSE Section.
3.4.3 Parking and Traffic Control

3.4.3.1 Traffic flow is strictly one-way within the SC Premises parking facility, in keeping with parking
garage signage.
3.4.3.2 Speed limit of 10 km/hr. is enforced at all times for SC Premises parking facility and grounds.
3.4.3.3 Overtaking within SC Premises facilities is prohibited for all vehicles at all times.
3.4.3.4 Parking of vehicles adjacent to emergency response equipment/apparatus such as fire
hydrants, shut off valves, muster points, emergency exits, access ways etc. is strictly prohibited.
Parking in close vicinity of this equipment causes obstruction for the emergency response team
and could result in delay of emergency services being provided. This is a serious safety violation.
Further, no parking is allowed where indicated by “no parking” signage, barriers such as traffic
cones and security tape, or as directed during special events or operations.
3.4.3.5 During an emergency, or during periods of heightened security, a “no parking/ “no entry” policy
may be imposed by SC HSSE Section around the SC Premises Building and the alternate parking
location.
3.4.3.6 Part time Consultants (Periodic, temporary, and short term contractors) will park in the
alternative parking.
3.4.3.7 Departments which employ consultants must apply for an access card and vehicle parking on
the request form through [email protected].

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3.4.4 Parking Infractions

3.4.4.1 The Security personnel issue a notice to building occupants and visitors upon noting a parking
rule violation. Notice can relate to one of the following:
a) Vehicle not “Reverse Parked”
b) Not wearing a seat belt
c) Parked in a handicapped space.
d) Parked blocking access/egress route.
e) Parked in a reserved parking area.
f) Overnight parking without approval
g) Double parking
h) Misuse of vehicle sticker /passes (Sticker /Pass number and Plate number not
matching)
i) Speeding
j) Parking in an unauthorized parking place
k) Reckless driving
l) Driving while using mobile phone
m) Wrong way on a one-way
3.4.4.2 The notice will go out only to the driver in the case of the 1st violation. In the case of a 2nd
violation, it will be issued to the Driver and Supervisor of the Driver, and in the case of a 3rd
violation, it will be issued to the Driver and Supervisor of the Driver.
3.4.4.3 For a first offence, the hosting department shall be notified of the violation and requested to
remove the vehicle from the parking space. The violation shall be recorded with SC HSSE
Security on the Parking Infraction Notification.
3.4.4.4 For a second offence, the visitor’s host shall be notified of the violation and requested to
remove the vehicle from the parking space. A Violation Report shall be sent to the department
host, asking him/her to counsel the visitor about the correct parking process for visitors.
3.4.5 Pedestrian Guidelines

3.4.5.1 Pedestrians should:

 Not walk on the roadway at any time.
 Use the sidewalk whenever possible.
 Always walk facing traffic.
 Use Pedestrian Crossings wherever possible and ensure the road is clear before
crossing.
 Unless directly involved or reliable witness to an accident, stay clear from the scene,
as it hinders rescue and police investigation.
3.4.6 Parking

3.4.6.1 There are 4 recognised parking areas for the Al Bidda building and its tenants:
 A: Main Parking (8 Floors) – used for designated employees and visitors of all
tenants;
 B: VIP Visitor Parking (External, adjacent to Al Bidda Building) – Used for VIP Visitor
parking for all tenants;
 C: Basement Parking (1 floor) – Executive Management (Executive
Directors/Directors/Advisors); and

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  D: Alternative Parking (Location depending on availability) – Overflow Parking for all
designated tenants and visitors when required.

3.4.7 Parking Allocation

3.4.7.1 Depending on the location of the alternative parking, SC will employ a shuttle bus service 7:00
am – 7:00pm daily, Sunday to Thursday for alternative parking facilities.
3.4.7.2 Parking spaces have been set aside for visitor parking for day to day operations for all tenants.
The process for reserving a visitor space is included in this procedure below.
3.4.7.3 External parking spaces are reserved for VIPs for all tenants. The process for reserving a VIP
space included in this procedure below.
3.4.7.4 SC and PMC HR will each assign priority levels for parking, based on the criteria listed below.
Each employee once allocated a space must submit personal and vehicle details to the Security
Unit to ensure you are added to the parking system.
3.4.7.5 Other tenants will allocate on their own priority levels based on their own criteria and their
focal point will provide the necessary details to security.

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 3.4.8 Parking Arrangements – SC and PMC

The assigned number of parking spaces for employees in SC Premises (Al Bidda Tower) for SC
and PMC employees will be allotted based on the parking priority level table below:

Priority Parking Area

SC Eligible parties PMC Eligible parties
Level

Main Parking Building  Employees with a medical  Employees with a medical

condition (disabled, pregnant condition (disabled, pregnant
employees and specific medical employees and specific medical
conditions) conditions)
 Peripatetic employees (e.g. duties  Peripatetic employees (e.g. duties
1 which require the employee to which require the employee to
enter and exit the car park on a enter and exit the car park on a
frequent basis by virtue of their frequent basis by virtue of their
duties daily duties daily
 Employees who must travel to  Employees who must travel to
other SC project sites for work at other SC project sites for work at
least 3-4 times per week least 3-4 times per week
Basement Parking (Al Executive Management (Executive Executive Director
2 Bidda Tower) Directors/Directors/Senior
Advisors/Advisors)

3 Main Parking Building Managers and Senior Managers Senior Director, Director

Main Building and/or Heads, Legal Counsel, Experts, Senior Associate Director, Senior Specialist
4 Alternative Parking Specialists, Analyst, Senior Engineer
depending on availability

Main Building and/or Supervisor, Specialist, Engineers Specialist

5 Alternative Parking
depending on availability

Main Building and/or Senior Officers/Senior Accountant and Technician, Administration, Short
6 Alternative Parking below, Short Term/Part Time Term Term/Part time Term Consultants and
depending on availability Consultants and Contractors Contractors

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4. Performance Indicators

Reduction in number of incidents in the parking areas.

5. Processes, Suppliers, Inputs, Outputs and Customers

Process Name Suppliers Inputs Outputs Customers

 Issuance of  Security Unity  Access  Access Cards  All SC Employees/

Access Card Requirements Visitors /
Contractors

 Grant of  Security Unity  Material Entry/  Access Right  All Contractors/

Material Exit Requirements Suppliers
Entry/Exit
Access

 Identification  Security Unit  Job Descriptions  Allotment of  All Parking Users

& Allocation Parking Space

 Safe Parking  All Parking users  Parking Rules  Safe and Secure  All Parking Users
Vehicle
movement

6. Forms and Templates

Reference Document
SC Employees Access Card Request Form
Permanent/Temporary Access Card Request Form

7. Key Terms and Definitions

Key terms Definition

SC Supreme Committee
HSSE Health, Safety, Security and Environment
Need to Know A legitimate business need

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8. Appendices

Appendix A: Security Zones

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Appendix- A- Security Zones

Zone Zone Definition Personnel Security Information Security Asset Security

Where there is interaction with non-employees:
 elevators,
 coffee shops,  Lock vehicles in car parks
 smoking areas,  No discussion on SC sensitive or classified  Don’t leave SC equipment or info visible
 Seal all sensitive/ classified documents
Perimeter / Public  etc. affairs inside cars
 No sensitive/ classified info to be posted/
Zone Defined by  All employees & visitors to clearly display  Don’t secure attractive items (laptops,
stored in reception area
• Fences SC ID cards SC gifts, etc.) monies, or critical assets
• Access control to be secured within the Zone
• Guards
• Signage
Main Reception and individual floor receptions support  As above
the cordon of security via:  All personnel and visitors must scan in at GF  No attractive items (laptops, SC gifts,
Reception Zones  ID Badges turnstiles and to access floors  As above etc.), monies, or critical assets to be
 Visitor Escort  Provide Level 1 induction (basic evacuation secured within the Zone
 Meet & Greet procedures) to all 1st time visitors

 Discussion on SC sensitive / classified affairs  All sensitive/ classified hard copy info:  Attractive items (laptops, SC gifts, etc.),
ok for conducting business o may be hand carried from offices. monies, or critical assets may be secured
Daily operational place of work in offices and designated  All employees & visitors to clearly display o must not be left unattended in the Zone with proper security
Operational Zones
sites SC ID cards o must be secured at the end of the work equipment.
 Visitors must be escorted at all times within session.  Laptops must be tethered to desks or
Zone o must be shielded from plain view locked away when unattended.

Areas limited to authorized staff, including Exec  Access is provided on an as-needed basis.
Leadership Floors, sensitive discussion areas, and  To access the
Restricted Zones As above As above
designated information security rooms. (Access can be ELV or computer server rooms, contact
requested via Ground Floor reception) HSSE Admin
 Access and authorization provided on an as-
 All sensitive / classified hard copy info  Critical assets must be stored.
Security operational areas such as the Operational needed basis. It may be controlled as
must be stored in appropriate security  Information and critical assets must
Control Room, safe rooms, sensitive information areas follows:
Secure Zones containers. not be secured in the same containers
such as Server Rooms, confidential and restricted o Filing room departmental focal points
 Data & hard copy info must be secured (for example: a credit card and PIN
information storage areas. o Combination key / access control system
separately in appropriate storage. number should not be stored together)
/ biometrics

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