BBBH CONSORTIUM

Management Procedure MP-02 Document Control

Where this page is over-stamped with the words CONTROLLED COPY this means: 1. Distribution is centralised - in this case from the Quality Manager. 2. Each copy is issued to a particular person or organisation. If no longer required it should be returned. 3. It is not to be photocopied either in whole or in part. Additional copies are available on request. 4. Copy holders will be automatically issued with any amendments. Responsibility for incorporating such amendments rests with the copy holder. Approval: // Project Director // Commercial Director

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Document Revision Sheet

Issue Revision 0 Description Initial Issue Prepared AD Reviewed GM Approved EH

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Contents
1. Purpose and Scope 2. Definitions 2.1. Controlled Documents 2.2. Uncontrolled Documents 3. Responsibilities 4. Procedure 5. Numbering Systems 5.1. Numbering System for Drawings 5.2. Numbering System for General Documents 5.3. Numbering System for Correspondence 6. Records 7. Appendices 4 4 4 4 4 4 5 5 7 8 8 9

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1. Purpose and Scope
This procedure aims to ensure that all controlled documents are subject to appropriate review and approval, and to ensure that such will be updated when changes occur and amended or revised versions are promptly issued to controlled document holders.

2. Definitions 2.1. Controlled Documents

Controlled documents are documents that are controlled using a master register or list to ensure that the user is promptly updated with relevant amendments or revisions. These documents include design data, drawings excluding informal review information, specifications, management plans or programs, management procedures, method statements, inspection and test plans, reports like geotechnical and others. Project designers shall submit controlled documents for the design data with a transmittal sheet.

2.2. Uncontrolled Documents

Uncontrolled documents are those not subject to amendment control and where the user should check with the issuer whether the document is current or applicable for intended use. Informal design development prior to submission shall be treated as uncontrolled document which means recipients may not receive updates.

3. Responsibilities Project Quality Manager

The Project Quality Manager (PQM) is responsible for monitoring the implementation of this procedure.

Filing Clerk
The Filing Clerk (FC) is responsible for the receipt, transmittal, distribution and filing of documents as per this procedure.

4. Procedure
The FC shall follow up any transmittals for which receipt acknowledgement is not received within one (1) week the transmittal is made. At the end of each month the FC shall provide a report to the PQM identifying any unacknowledged transmittals. All incoming project documents shall be stamped RECEIVED and registered on the Incoming Technical Document Register by the FC then forwarded to the Engineering Manager (EM). Initial issue and all amendments or revisions of all Project Plans and Management Procedures are subject to review by the Engineering Manager (EM) and for approval by the Project Director (PD) prior to implementation. Initial issue and all amendments or revision of all Method Statements and Inspection

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and Test Plans are subject to review of the Engineering Manager (EM) and for approval by the Construction Manager (CM) or by the Project Director (PD) in lieu of CM. The Project Office will keep a copy of all superseded versions and such shall be stamped "SUPERSEDED on the front or cover page. Project Plans, Management Procedures, Method Statements and Inspection and Test Plans shall be logged by FC on the appropriate Register. All documents issued by BBBH shall be sent with a Document Transmittal, MP-02 PF1 Form, and registered in the Outgoing Technical Documents Register by the FC. All Technical Queries (TQ) shall be logged on the Technical Query Register and given unique reference number by the FC. All records shall be filed in adequate binders which are clearly labeled and unambiguously identified to provide for traceability and easy retrieval. The storage of records shall be subject to periodic review and evaluation by the PQM to verify compliance with specified requirements including identification, traceability, retrievability and suitable environmental storage conditions. All project records shall be maintained at the project site office for the duration of the project and kept in appropriate storage.

5. Numbering Systems 5.1. Numbering System for Drawings

Drawings shall be numbered as follows: All drawings shall be provided with a 12-Digit/Character identification code. This code provides information on the project code, the originator of the document, type of structure or category of works, phase of work and the designated serial number and revision status. The identification code is divided into 6 fields and the structure is as follows: PM1 Fields: 1 2 3 4 5 6 JV P AR 001 1

Field 1: Field 2: Field 3: Field 4: Field 5: Field 6:

Project Short Code Originator of the Document Phase of the Project Element of the Works Serial Number Revision Number

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Field 1 (3 characters): PM1 PM1 Phu My Bridge Contract PMC-1B-001 Project Short Code

Field 2 (2 characters):

Document Originator JV

AC Arcadis BB Bilfinger Berger AG BH Baulderstone Hornibrook CA Cardno CO BBBH Consortium LR LRP Others to be added when needed Field 3 (1 character): Phase of the Project P P Pre-Construction C Construction B As-Built

Field 4 (2 characters):

Element of the Works AR

AR Architectural SB Substructure ST Superstructure EM Electrical and Mechanical Works RW Roadworks (including street furniture, lighting, barriers, etc.) EW Earthworks (including retaining structures) MW Marine Works (including ship impact protection) TW Temporary Works UT Utilities SI Site Investigation GL General

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Field 5 (3 digits):

Serial Number 001

Serial numbers are sequential numbers starting at 001 then 002 and so on. Field 6 (1 digit): Revision Number 1 Revision numbers are sequential numbers starting at 1 for first revision, 2 for 2 nd revision and so on. Initial issue shall have a revision number of 0.

5.2. Numbering System for General Documents

Documents other than drawings shall be numbered as follows: PM1 Fields: 1 Field 1: Field 2: Field 3: Field 4: Field 5: 2 3 4 5 CO MS 01 1

Project Short Code Document Originator Type of Document Document Designated Number Revision Number

Field 1 (3 characters): PM1

Project Short Code

PM1 Phu My Bridge Contract PMC-1B-001

Field 2 (2 characters):

Document Originator CO

CO BBBH Consortium SC Subcontractors/Suppliers Others to be added when needed Field 3 (2 characters): Type of Document

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MS MS Method Statement ITP Inspection and Test Plan Others to be added when needed. Field 4 (2 Digits): Document Designated Number 01 01 Dredging and Filling 02 Piling Works 03 Pile Cap Construction 04 Main Pier Construction 05 Main Pier Table 06 Tie-Down Pier and Pier Table Construction 07 Deck Erection 08 Approach Structures 09 Concrete Works 10 Pre-Cast Concrete Production 11 Deck Furniture and Finishes 12 Mechanical and Electrical Installations Field 5 (1 Digit): Revision Number 1 Revision numbers are sequential numbers starting at 1 for first revision, 2 for 2 nd revision and so on. Initial issue shall have a revision number of 0.

5.3. Numbering System for Correspondence

Refer to Management Procedure MP-01 Correspondence and Filing.

6. Records
All records must be traceable and shall be maintained as part of the Quality Management System. Records shall be incorporated into the appropriate conformance reports for each lot where applicable and practicable.

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7. Appendices
Document Transmittal Form MP-02 PF1

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