Engineering Management Consultancy

Project Operating Manual

Document Control Procedures

Hyder International
Jeddah Municipality Building 10th Floor Amanah Road
P.O. Box 1655 Jeddah 21441 Saudi Arabia

Jeddah Municipality
Engineering Management Consultancy

Document Control Procedures

Author Arnel Tacuboy

Checker Brett Doughty

Approver Brett Doughty

Contract No 19/005/001/0604/03/00/4

Report No: EMC-HYD-DOC-RPT-001

Date 22 January 2014

Revision History
Rev Date Description Author Checker Approver
1 15-July-13 AT BD BD

This report has been prepared for Jeddah Municipality in accordance with the terms and conditions of appointment for Engineering
Management Consultancy (EMC) Contract dated 16 April 2011. Hyder Consulting Middle East Ltd (31444) cannot accept any
responsibility for any use of or reliance on the contents of this report by any third party.

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CONTENTS

1 Electronic Filing System ....................................................................... 2

1.1 Projects Drive ....................................................................................... 2
1.2 Pre-Award (Undefined Projects) ........................................................... 3
1.3 Document Control Folder (EMC) .......................................................... 4
1.3.1 A-Corres (Correspondence) ................................................ 4
1.3.1 B-Incoming Data .................................................................. 4
1.3.2 C-handbook ......................................................................... 5
1.3.3 F-Reports and Photos.......................................................... 5
1.3.4 G-Submissions .................................................................... 5
1.3.5 R-Register ........................................................................... 5
1.3.6 F-Reports and Photos.......................................................... 6
2 Document Numbering........................................................................... 8
3 Procedures and Workflows .................................................................. 9
3.1 Receiving Documents ........................................................................... 9
3.1.1 Documents from Jeddah Municipality ( Client ) ................... 9
3.1.2 Documents from Worley Parsons ( PMO ) ......................... 10
3.1.3 Documents from SAPL or other consultants ..................... 10
3.1.4 Documents from Consultants for Prequalification .............. 10
3.2 Reviewing and Tracking Documents .................................................... 1
3.2.1 Electronic Filing ................................................................... 1
3.2.2 Hard Copy Filing .................................................................. 1
3.2.3 Backup Files ........................................................................ 1
3.2.4 Locating issues .................................................................... 1
3.3 Handling of Special Documents ............................................................ 2
3.3.1 Prequalification Documents ................................................. 2
3.3.2 Request for Proposals ......................................................... 2
3.3.3 Monthly Progress Report ..................................................... 2

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1 Electronic Filing System
Project filing can be done in hard copy or electronically. All documentation containing original
signature must be kept in softcopy. The filing structure for the EMC project is set up as follows:

1.1 Projects Drive

Information on all live projects will be kept in the projects drive using the following folder
structure. Files will be filed in accordance to the project name and project ID set forth by the
Client-PMO

Folder Name Description / Use

A-Project Handbook These files are used to store the site administration
documents and historic design information
B-Monthly Report These files are used to store internal and Client monthly
reports
C-Communication All project correspondence is to be stored here
D-Minutes of Meeting These files are used to store all meeting minutes
E-Data and Report Documents These files are used to store incoming data from the design
teams during the course of the tender stage of the work
F-Drawings These files are used to store tender, construction and
superseded drawings
G-Contract and Commercial These files contain the Contractor’s contract and
commercial information

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1.2 Pre-Award (Undefined Projects)
Information on all the client queries, technical advice requests and possible projects are to be
kept in a separate drive using the folder structure below. It is a working folder for each
department

Folder Name Description / Use

Architectural Working folder for all Architectural issues and project. Used by
Architect and Urban Planners
CAD Working folder for draughtsman / CAD Manager
Contracts Admin Working folder for the contracts administrators
Design Project Contains files for Project Managers and Project leaders
Managers Handbook
EMC Used by the Document Control Department (refer to next section
G&T TP Documents related to the Graduate and Technician Training Program
Geotechnical The working folder for all Geotechnical issues. Soil investigations and
other related documents
GIS Working folder for the GIS technicians and engineers
Hydrology The working folder for the Hydrology and Utilities team
Planning Working folder for the Contracts Department
Prequalification Consultant and Contractor submittals
Roads Working folder for Roads and Highways department
Structures Working folder for structural department
Survey Contains all data and information gathered by the survey team
Technical Library All references and Specifications and Manuals are stored in this
location
Transportation Working folder for the transport team

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1.3 Document Control Folder (EMC)
The filing structure below is mainly used by the document control department to store all the
information exchanged by the EMC team and data sent out by the team

1.3.1 A-Corres (Correspondence)

All EMC correspondence is to be stored in this location

1.3.1 B-Incoming Data

All documents received by the team will be stored here

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1.3.2 C-handbook

All EMC team administration documents, forms and templates are stored here

1.3.3 F-Reports and Photos

All EMC reports are to be stored in this location

1.3.4 G-Submissions

All RFP submittals are to be kept here

1.3.5 R-Register

Document control logs and registers are stored here

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1.3.6 L-Reference Library

Used to store all Design Manuals, and other reading material that can be used and are useful

1.3.7 M-Minutes

Used to store all meeting minutes sorted into the different types of meetings

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2 Procedural Workflows
2.1 Incoming Documents

START

DC to log submittal
in register

DC to stamp, scan and transfer

document to translator to interpret

Translator to summarize the

contents of the submittal and
return to DC

DC to update register and

distribute to DM or Dept Head with
a Tracking sheet

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3 Document Numbering
All documents received and produced by the EMC team shall be assigned a specific document
number. This will allow the document controller to register and track that particular document,
package or submittal. The format for the document number will be as follows:

Number format: - -414XXXXXXX-GEN-GE-B01-001

414XXXXXXXXXX HYD GEO REP 001

Sequential Number

Document Type

Department / Discipline

Consultant / Contractor / Office

Project ID Number

Project ID (“414XXXXXXXXXX “)
The project ID is to be assigned either by the PMO, Planning or Contracts Department. The
project ID Coding is based upon the PMO document “JM-PMO-DOC-PRO-002” which is part of
their document control guidelines

Consultant / Contractor / Office (“EMC”)

Indicates where the document originated from

Table 1.1
EMC Engineering Management Consultant
CMS Construction Management Services
JMA Jeddah Municipality / Amanah
OMS Operations and Maintenance Services
PMO Project Management Office
ACE Moharram Bakhoum
SPL Saudi Arabian Parsons Ltd
*acronyms to be added as required

Department / Discipline (“GEO”)

Indicates to which department the document will go.

Table 1.2
ADM Administration DRN Drainage PCS Project Controls
ARC Architectural ELC Electrical PMT Project Management
B&P Budgeting and Planning GEO Geotechnical QAC Quality Assurance
B&T Bridges and Tunnels HDR Hydraulics / Hydrology RDS Roads
COM Contract Management HSE Health Safety STR Structural
CIV Civil HVA Heat, Vent, AC TEL Telecommunication
C&R Civil and Roads LTG Lighting TRN Transportation
DOC Document Control MEC Mechanical URP Urban Planning
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 Document Type (“REP”)
Indicates which type of document

Table 1.3
MAN Manual FDN Final Design INV Invoice
MOM Minutes of Meeting DTL Detail ORG Organizational Chart
B Schedule /
0RPT Report FRM Form SCH
Programme
1 Monthly Progress
BOQ Bill of Quantities SPC Specification MPR
Report
–CNT Contract STD Standard EMX Email
PRQ Prequalification REF Reference TRX Transmittal
I RFP Request for Proposal REG Register LTR Letter
n AB As Built TRN Technical Note / Study MEM Memo
dCAL Calculation BDT Budget DRG Drawing
i
CD Concept Design EOH Expression of Interest
DD Detail Design EST Cost Estimate
0

Sequential Number
At the end of every document number is a 3 digit number that indicates the sequential number
of the document

*note all folders and filename will follow the document numbering system shown above.

4 Procedures and Workflows

The following section explains the steps and the procedures that are followed in handling the
documents

4.1 Receiving Documents

Upon receipt of documents either from AMA, PMO, SPL or any other consultant or contractor,
the document is checked for completeness then they are recorded in either the incoming
document register or the in-mail register depending on the contents of the submittal. The
following information should be recorded in the register:
 Reference number
 Received date and date on mail received
 Project Name
 Brief description or summary

4.1.1 Documents from Jeddah Municipality ( Client )

Documents received from the client are received as follows:

1. Upon receipt of the document(s) they are checked for the following
 Document is signed and is meant for Hyder
 There is a content list and pages are numbered
 Submittal is registered in the Amanah system (CTS)
2. Receive sheet and first page is stamped with appropriate date
3. Document is scanned and is saved under U:\EMC\B-Incoming Data\B10 Misc\For
Translation and given the file name “MM-DD-YYYY Amanah Ref”
4. Submittal is recorded in the incoming document register under the “Translate” tab with the
following information a) Amanah reference 3XXXXXXXXX b) date of receipt
5. Documents are handed to translators for interpretation
6. After Translation document is given back to Document Controller and incoming document
register is updated with appropriate information
7. The scanned file is moved to the appropriate location
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 8. The Hyder Action-Translation sheet is created and is attached at the top of the submittal
9. The document controller will distribute the submittal to the appropriate department or Team
Leader for their review and action

4.1.2 Documents from Worley Parsons ( PMO )

1. Upon receipt of the document(s) receive sheet and first page is stamped with appropriate
date
2. Document is scanned and is saved under U:\EMC\A-Corres\A02-PMO\A02.1 In and given
the file name “HYD-WP-GEN-LT-A02-1-XXX”
3. Submittal is recorded in the in mail register under the “WPAL Letter” tab
4. Documents are handed to translators for interpretation (optional)
5. The document is given to DM for review and assignment to proper department if necessary
6. After DM review document is given back to document controller either for further distribution
or for response ( per DM’s instructions)

4.1.3 Documents from SAPL or other consultants

1. Upon receipt of the document(s) receive sheet and first page is stamped with appropriate
date
2. Document is scanned and is saved under U:\EMC\A-Corres\A04-General\A04.1 In and
given the file name same as the letter reference number
3. Submittal is recorded in the in mail register under the appropriate tab
4. The document is given to DM or to the appropriate person for review

4.1.4 Documents from Consultants for Prequalification

1. Upon receipt of the document(s) receive sheet and first page is stamped with appropriate
date
2. A disc should be included in the submittal and the contents is copied, if no soft copy
document is scanned and is saved under U:\EMC\L-Reference Library\L09 Consultants
Prequal
3. Submittal is recorded in the incoming document register under the Prequalification tab
4. The document is given to the appropriate person for review

The diagram shows the flow of the document upon receipt of the document controller

Figure 1.4 CLIENT

REQUEST AND
SUBMITTAL

PMO DOCUMENT OTHERS

SUBMITTAL RECEIVED AND CONSULTANT
PROCESSED SUBMITTAL

REGISTER DOCUMENT SCANNED DESIGN MANAGER AND

UPDATED AND / OR COPIED TO DEPARTMENT HEAD FOR
THE NETWORK REVIEW

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4.2 Reviewing and Tracking Documents
Upon receipt of a document or submittal, several processes are in place to help the team all the
documents that has been received for review and comments

4.2.1 Electronic Filing

In order to ensure that no data is lost or misplaced all the documents received by the EMC team
are scanned and stored in the network. There are 2 main storage areas for the documents

 K:/ or the Projects drive (shown in Figure 1.1)

 U:/ or the Undefined Projects drive (shown in Figure 1.2 and 1.3)

The structure of the network is design to organize all the files in to folders and to group related
documents either by project or document type. It is the responsibility of the department head,
project leader or the document controller to ensure that the documents are in the correct
location at all times. They are also responsible to name the files appropriately ( see document
numbering Section 3 )

4.2.2 Hard Copy Filing

A hard copy filing system shall be maintained in accordance to the structure used for the
electronic files. It should mirror the structure for the electronic filing system. Due to the limited
space not all documents are kept as hard copies

Reviewing client requests and queries is one of the EMC’s functions. During the study and
review process these documents are kept by Hyder and are returned to the client as an
attachment along with the design review report or letter. Hard copies are not kept by the EMC
team

4.2.3 Backup Files

The team uses electronic copies of documents as the primary way to store their information so it
is important to backup these files to avoid losing critical information. The whole network is
backed up daily and a shadow copy of the network of up to 1 week can be accessed to retrieve
lost information. Backups are stored off site

4.2.4 Locating issues

There are several ways to locate an issue. Via date, location or amanah reference number

1. Search the incoming document register using the criterias date, amanah reference, or
subject, date receieved
2. The spread sheet can also be filtered
3. A link is provided in the spreadsheet that points to the exact location of the scanned copy of
the issue and all related documents
4. The register is divided into disciplines for easy distinction
5. If a document is not with any engineer it is under translation. Refer to incoming document
register
6. All scanned issue are located in the B-Incoming Date folder

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4.3 Handling of Special Documents
4.3.1 Prequalification Documents

1. Prequalification documents are received via Courier, thru JM, via EMC_JeddahMunicipality
email or thru Mr. Aasif Variava. There should be 2 copies and 1 Electronic copy
2. Document is recorded in the Incoming Document Register and the PQQ Submission list
is updated
3. Electronic Copy is copied in two locations *
 U:\EMC\L-Reference Library\L09 Supplier
 U:\Prequalification\PQQ Consultant Submissions
4. 1 copy is kept in the Prequalification Cabinet and the other copy is handed over to the
engineer for review

4.3.2 Request for Proposals

1. Request for Proposal to be issued will be produced by the contracts department.

2. A final copy will be handed to Document Control via email or hard print for issuance to
Worley Parsons
3. If an electronic copy was given a hard print is to be produced. Worley parsons requires 3
hard copies and 1 Disc containing the PDF and word document
4. A transmittal is to be created for each RFP following the last Transmittal number. Refer to
the Out Document Register.
5. An electronic copy of the RFP is to be copied in
 U:\EMC\G Submissions\G06 RFP
 U:\Planning\Jeddah Municipality\20 - Submittals\02 - RFP TO PMO
6. The RFP is submitted to the PMO and the transmittal with the PMO stamp is scanned and is
saved in the following location
 U:\EMC\A-Corres\A02-PMO\A02.2 Out
 U:\Planning\Jeddah Municipality\20 - Submittals\05 - Transmittals

4.3.3 Monthly Progress Report

Document Control is responsible for assisting in the timely submission and the final preparation
of the Monthly report for submission to Worley Parsons. DC will assist the planning department
to prepare the document

1. Planning department to collate all information needed in the report and placed in
 U:\EMC\F-Reports-and Photos\F01-Reports\F01.1 Monthly Report
2. An appropriate Report Number will be given by DC
3. A folder is created in the above mentioned location
4. DC will combine all sections into a single pdf and produce 2 disc and 5 hard prints
5. A letter is created and submitted to Worley parsons
6. The Out Document Register.is updated

These steps are applied when preparing both the English and Arabic versions of the report

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 Fig 1.4

Document Controller (DC) Receive & Stamp all Doc. / CD /Mail

incoming document (doc.) to Log and Scan. Received by FL /

DC categorized (Cat.) as :
1. Letter
2. Drawings
3. Report

Amanah System must be Yes

updated as “Received” in CTS . Doc. From
Hyder Action sheet in English
to be attached , pass to
No

DC Put incoming stamp, pass Cat.

1,2&3 to Design Manager (DM) /
Incoming Doc.

DM / Nominee will Review

Amanah issue may No
Action completed the open log in weekly
consult with Amanah
meeting.
prior to response .
Yes
Outgoing Doc.
Response must be copied to WorlyParson & DC will provide soft &
all the parties as on Hard copy of log to FL on
in-doc. Plus other(s) if required. every Sunday.
FL must be passed original doc. & response
doc. Including E-mail (s) to Admin.

Amanah System must be Issue official doc. (Ref. from the Amanah & Close the status & file
Amanah
updated as “Sent” in CTS. Register) as per the standard & Other / Archive the Doc.
signed by DM / Nominee.

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