QGDL-FSP-01

GUIDELINE FOR DOCUMENTATION FOR

FIELD SUPPORT DEPARTMENT Rev. : 0
CONTRACTORS & CONSULTANTS Date : 01/05/13
Page: 2 of 10

CONTENTS
Page No.

1.0 Objectives ------------------------ 3

2.0 Scope ------------------------ 3
3.0 Definitions / Abbreviations ------------------------ 3
4.0 Procedure ------------------------ 3
4.1 Project Number Allocation ------------------------ 3
4.2 Project Drawing / Document Numbering ------------------------ 4
4.3 Revision Control (Documents & Drawings) ------------------------ 4
4.4 Action Code (Transmittals) ------------------------ 5
4.5 Document Format ------------------------ 5
4.6 Drawings Format (A3, A2, A1 and A0 Size) ------------------------ 6
4.7 Material Submittal Numbering ------------------------ 6
4.8 Revision Control (Material Submittal) ------------------------ 6
4.9 Material Submittal Format ------------------------ 6
4.10 Document and Material Submittal Transmittal ------------------------ 6
4.11 Receipt of Document Deliverable Register ------------------------ 7
4.12 Receipt of Drawing/Document for Review ------------------------ 7
4.13 Approved For Construction and Material ------------------------ 8
Submittal Approval Documents.
4.14 Red Line Mark-Ups ------------------------ 8
4.15 Issue for As Built Drawings ------------------------ 8
4.16 Project Dossiers ------------------------ 9
5.0 References ------------------------ 9
6.0 Attachments ------------------------ 10
 QGDL-FSP-01
GUIDELINE FOR DOCUMENTATION FOR
FIELD SUPPORT DEPARTMENT Rev. : 0
CONTRACTORS & CONSULTANTS Date : 01/05/13
Page: 3 of 10

1.0 OBJECTIVES

The purpose of this guideline is to define and provide direction on how to process
all drawings and documents in a standard manner.

2.0 SCOPE

This guideline applies to all projects related drawings and documents generated /
submitted by contractor and consultants.

All engineering, technical drawings and documents generated / submitted during

the execution of the project phase shall be processed in accordance with this
guideline.

Contractor shall coordinate all issues pertaining follow-up or any communication on

their submissions with the QP project engineers.

3.0 DEFINITIONS / ABBREVIATIONS

AFC – Approved for Construction

ES – Engineering Standard
FS – Field Support Department
FSP – Business Planning Division - Field Support
FSP/6 – Documents Controller – Business Planning Division
HSE – Health, Safety & Environment
HVAC – Heat & Ventilation Air Conditioning
MDR – Master Document Register
PE – Project Engineer
Shall – Mandatory Action or Requirement
Should – Preferred Course of Action

4.0 PROCEDURE

Records Procedural Steps Resp.

4.1 PROJECT NUMBER ALLOCATION

The project number issued / allocated by QP form the first 4 PE

ES.0.07.0014 digit in accordance with ES.0.07.0014 Approved Latest
Revision – Master Records and Engineering Data Coding
System.
 QGDL-FSP-01
GUIDELINE FOR DOCUMENTATION FOR
FIELD SUPPORT DEPARTMENT Rev. : 0
CONTRACTORS & CONSULTANTS Date : 01/05/13
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Records Procedural Steps Resp.
4.2 PROJECT DRAWING / DOCUMENT NUMBERING

Project Drawings/ documents numbering in accordance with Contractor

ES.0.07.0014 ES.0.07.0014 Approved Latest Revision – Master Records
and Engineering Data Coding System.
The Document Controller shall reject any deviation from FSP/6
these requirements by the contractor(s) and return the
drawings / documents for correction and re-submission by
originating source. Detailed requirements of projects
numbering for drawings/ documents are stipulated in
ES.0.07.0014.

4.3 REVISION CONTROL (Documents & Drawings)

ES.D.-10 In line with Engineering Standards for Draughting ES.D.-10 Contractor

Latest Issue (Approved Latest Issue), contractors shall ensure the
drawings & documents revision issuance is in accordance
with the QP’s standard and contract requirements during
drawings/ documents development phase.

Each revision issuance will be monitored on the drawings FSP/6

and documents by using revision code in the revision box

Contractor shall follow below revision format/ description in

document & drawing submission to QP as per ES.D.10
requirements:

REVISION REVISION
REMARKS
NUMBER DESCRIPTION
0 Issued for Review
and Comments
1 Issued for Approval If comments still persists,
next revision shall be
issued for Re-Approval
2/3/4/… Issued for Re- Should no more
Approval comments received from
QP then proceed to Rev-A
A Approved for AFC
Construction
B/C/D/.. Approved for If comments still persist,
Construction next revision shall be
issued as Rev. B/C/D/..
Z As-Built

Drawing/document numbering shall be as per section 4.2.

 QGDL-FSP-01
GUIDELINE FOR DOCUMENTATION FOR
FIELD SUPPORT DEPARTMENT Rev. : 0
CONTRACTORS & CONSULTANTS Date : 01/05/13
Page: 5 of 10
Records Procedural Steps Resp.
NOTE: For CV’s and company profile revision description
shall be Issued for Approval Only.

Document Controller to check and verify the correctness of FSP/6

the above.

4.4 ACTION CODE (TRANSMITTALS)

The Documents Action Codes are as follows: Contractor

CODE DESCRIPTION
1 For Review & Comments
2 For Review & Approval
3 Approved for Construction
4 For Information only.
5 As Built
6 Final Document ( Project Dossiers)
7 Signature
8 Retention
9 Issued for Tender

QFM- Contractors/consultants shall specify accordingly the Contractor

QGDL-FSP- required ‘Action Code’ on his transmittal covering sheet.
01-01
Document Controller to check and verify the correctness of FSP/6
the above.

4.5 DOCUMENT FORMAT

QFM- All Documents shall be submitted along with standard Contractor

QGDL-FSP- format that includes the following information:
01-02
 A Unique Document Number (As per ES.0.07.0014)
 Document Title
 Project Number
 Contract Reference and Project Title.
 Document Issue Date, Revision, Revision
Description, Prepared By, Checked By, Approved By
and Approved By QP

Document Controller to check and verify the correctness of FSP/6

the above.
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GUIDELINE FOR DOCUMENTATION FOR
FIELD SUPPORT DEPARTMENT Rev. : 0
CONTRACTORS & CONSULTANTS Date : 01/05/13
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Records Procedural Steps Resp.
ES.0.01.0015 4.6 DRAWINGS FORMAT (A3,A2,A1 AND A0 SIZE)

All drawings shall be drawn in line with Engineering

Standard ES.0.01.0015 AutoCAD Standard Approved
Latest Revision

4.7 MATERIAL SUBMITTAL NUMBERING

ES.0.07.0014 Material submittal numbering in accordance with Contractor

ES.0.07.0014 Approved Latest Revision – Master Records
and Engineering Data Coding System

4.8 REVISION CONTROL (Material Submittal)

Contractor shall follow below revision format/ description in Contractor

material submittal.

REVISION REVISION REMARKS

NUMBER PURPOSE
0,1,2 Issued for Should no more comments
Approval received from QP then proceed
further

Document Controller to check and verify the correctness of FSP/6

the above.

4.9 MATERIAL SUBMITTAL FORMAT

QFM- All material submittal shall be submitted with standard Contractor

QGDL-FSP- format that includes the following information:
01-03
 A Unique Material Submittal Number.
 Submittal Details
 Project Number
 Contract Reference and Project Title.
 Submittal Date, Revision, etc

Document Controller to check and verify the correctness of FSP/6

the above.

4.10 DOCUMENT AND MATERIAL SUBMITTAL

TRANSMITTAL
 QGDL-FSP-01
GUIDELINE FOR DOCUMENTATION FOR
FIELD SUPPORT DEPARTMENT Rev. : 0
CONTRACTORS & CONSULTANTS Date : 01/05/13
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Records Procedural Steps Resp.
QFM- Contractor shall submit all drawings/documents/Material Contractor
QGDL-FSP- Submittal in soft copy (pdf format) along with signed hard
01-01 copy of transmittal. Drawing/ Document and material
submittal shall be submitted in logical batched according to
the discipline and approved MDR (Master Document
Register). All next revision of Drawing/ Document and
material submittal shall be submitted with compliance note
along with QP comments in logical batched according to
the discipline. Document and Material Submittal Transmittal
shall include the following information:

 A Unique Transmittal Number.

(Example:-Contract No/QP/FSD/TN/0001….)
 Transmittal Date.
 Originating Company Address & Applicable Contact(s)
 List of Documents and Their Action Code.
 Project Number
 Contract Number
 Project Title.

Document Controller to check and verify the correctness of FSP/6

the above.

4.11 RECEIPT OF DOCUMENT & DELIVERABLE REGISTER

ES.0.07.0014 All drawings / documents shall be referenced to the MDR Contractor

(Master Document Register). This is required to check the
correctness of QP drawings / documents number as
assigned in Documents Register.

4.12 RECEIPT OF DRAWING/DOCUMENT FOR REVIEW

After receiving drawings/documents from contractor, PE /

Document Controller shall ensure the minimum quality FSP/6
requirements of the documents are followed before raising
transmittal and circulating the drawing/ documents for
review/ comments/ approval. The drawing/documents will
be returned to the contractor/consultants for incomplete
drawings/documents and / or unacceptable quality. This
shall include the attachment of Compliance Statement
Sheet for revised drawings/ documents from
contractors/consultants.

If the drawings / documents are acceptable to QP, the

transmittal is stamped as ‘received’ and
 QGDL-FSP-01
GUIDELINE FOR DOCUMENTATION FOR
FIELD SUPPORT DEPARTMENT Rev. : 0
CONTRACTORS & CONSULTANTS Date : 01/05/13
Page: 8 of 10
Records Procedural Steps Resp.
drawings/documents issued for review/ comments/
approval.

4.13 APPROVED FOR CONSTRUCTION AND MATERIAL

SUBMITTAL APPROVAL DOCUMENTS.

a) Drawings/Documents (AFC):

After receipt of response from concern QP project engineer Contractor/

with approval code “No comments” or “Approved May PE
proceed” Contractor shall prepare “Approved for
Construction (AFC)” documents/ drawings same shall be
taken along with QP external transmittal to concerned QP
project engineer directly to obtain AFC stamp and
signature. The same shall be scanned by concern
contractor and one copy of stamped and signed AFC
drawing/document shall be submitted to QP Project
Engineer (Hard Copy & scanned soft copy) for retention
along with transmittal and original shall be submitted to QP
along with final project dossier.

b) Material Submittal Approval:

After receipt of response from concern QP project engineer Contractor/

with approval code “No comments” or “Approved May PE
proceed” Contractor shall prepare next revision of material
submittal same shall be taken along with QP external
transmittal to concerned QP project engineer directly to
obtain signature. The same shall be scanned by concern
contractor and one copy of approved stamped and signed
material submittal shall be submitted to QP (Hard Copy &
scanned soft copy) for retention along with transmittal and
original shall be submitted to QP along with final project
dossier.

4.14 RED LINE MARK-UPS

ES.D.-10 Red line mark-ups drawings shall be produced by Contractor

contractor/consultant on AFC drawing and maintained on
site, after commissioning to reflect any changes until such PE
time as contractor has transposed the information to the
final As-Built Drawings. The QP Project Engineer shall
verify/ approve / sign contractor final red line mark up, prior
to the contractor’s completion of the Project As-built
drawings.
 QGDL-FSP-01
GUIDELINE FOR DOCUMENTATION FOR
FIELD SUPPORT DEPARTMENT Rev. : 0
CONTRACTORS & CONSULTANTS Date : 01/05/13
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Records Procedural Steps Resp.
4.15 ISSUE FOR AS BUILT DRAWINGS

ES.D.-10 All projects AFC drawing shall be converted to As-Built Contractor

status, by the contractor/consultant, incorporating all the
Red Line Mark-ups information, after commissioning and PE
included in the final project dossiers. The drawing shall be
signed accepted, in As Built Status, by the following:
 The Installation contractor
 The concerned QP Project Engineer.
 The As-Built shall be included as part of project
dossier
 Softcopy of all as-built drawings in pdf and native file
(ACAD) shall be submitted to QP for review and approval
through transmittal. Contractor shall specify in the
transmittal “AS-BUILT drawing – ACAD & PDF for
E.S.D.10 checking“ along with list of drawing no., title and
revision.

4.16 PROJECT DOSSIERS

ES.0.01.0021 All project dossiers shall be prepared accordance to Contractor

Engineering Standard ES.0.01.0021 Compilation of Project
Dossiers as per latest revision.

Initially the Contractor shall submit the Project Dossier Main PE

Index for review and approval. Once the Project Dossier
Main Index is approved from QP, then the contractor shall
submit draft Project Dossier for review comment.

Note: Soft copies to be provided on CD. The Contents of CD shall be as mentioned below:

NAME OF FOLDER: TRANSMITTAL NUMBER (Like GC12101000-QP-FSD-TN-0001)

NAME OF FILE TRANSMITTAL NUMBER (Like GC12101000-QP-FSD-TN-0001.PDF)
NAME OF FILE DRG/DOC NUMBER_REVISION NUMBER (Like 1111-DGEN-1-04-0001_0.PDF)

5.0 REFERENCES: (Associated Engineering Standards & QP Procedures)

5.1 ES.D.-10 Latest ISSUE Engineering Standard for Draughting.

5.2 ES.0.07.0014 Engineering Standard for Master Records and Project Data
Coding System.
5.3 ES.0.01.0015 Engineering Standard for AutoCAD Standard.
5.4 ES.0.06.0021 Engineering Standard for Compilation of Project Dossiers.
 QGDL-FSP-01
GUIDELINE FOR DOCUMENTATION FOR
FIELD SUPPORT DEPARTMENT Rev. : 0
CONTRACTORS & CONSULTANTS Date : 01/05/13
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5.5 QPR-FSE-03 Procedure for Implementation for FSE Division.
5.6 QPR-QPR-05 Procedure for tagging of Equipments in Dukhan Fields.
5.7 QPR-DKN-01 Rev.1- Procedure for Drawing Management System.
5.8 QPR-FSP-14 Procedure for Documents Control based on TDMS

6.0 ATTACHMENTS:

Flowchart
 QFC-QGDL-FSP-01-01: Flowchart for Documentation for Field Support
Department Contractors & Consultants

Forms / Formats
 QFM-QGDL-FSP-01-01 : Contractor Transmittal Form
 QFM-QGDL-FSP-01-02 : Document Cover Page Form
 QFM-QGDL-FSP-01-03 : Material Submittal Form
 Drawing Format
 QFC-QGDL-FSP-01-01
FLOWCHART FOR DOCUMENTATION FOR Rev. : 0
FIELD SUPPORT DEPARTMENT
Date : 01/05/13
CONTRACTORS & CONSULTANTS
Page: 1 of 1
 PROCESS FLOW CHART

CONTRACTORS & CONSULTANTS DOCUMENT CONTROL CENTER - DUKHAN

Project number allocated by QP form the 4 digit according to

ES.0.07.0014 upon request after post award contract.

Project Drawing / Document shall be according approved latest revision

ES.0.07.0014

Project Document/ Drawing Format as described in ESD.10

Revision Control as per ESD.10.

Revision indicators and issue reason are used. NO

All Documents / Drawing referenced in MDR (Master Document

Register)
DCC shall check and screen
that the documentation /
Each deliverable of documents/ drawing shall be submitted with drawing have submitted in the
covering transmittal note in accordance and agreed QP standards, correct format and are in
conditions and requirements accordance with QP procedure

Red line mark-ups shall be produced on AFC drawings and
maintained on site, to reflect any changes until such times as
contractor has transposed the information to the final As-Built
Drawings
YES
If the drawings / documents are acceptable to QP, Same are
forwarded to concerned QP project Engineer for their Review
/ Comments/ Approval. This Cycle run till AFC status
documents

All projects AFC drawing shall be converted to As-Built status, by the

contractor/consultant, incorporating all the Red Line Mark-ups
information after completing commissioning.

All project dossiers shall be prepared in line with Engineering

Standard ES.0.01.0021 Compilation of Project dossiers Revision B.

END
 QFM-QGDL-FSP-01-01
Rev. : 0
CONTRACTOR TRANSMITTAL FORM
Date : 01/05/13
Page: 1 of 1
Contractor Name
Contractor Logo Address
Address , Phone, Fax No. and email

DOCUMENT TRANSMITTAL
Project No. : Transmittal No. :

Contract No.: Transmittal Date:

Project Title

Forwarded To Action Codes

Attn.: 1 : For Review & Comment
2 : For Review & Approval
3 : Approved for Construction
CC: 4 : For Information Only
5 : As Built
6 : Final Document (Project Dossiers)
7 : Signature
8 : Retention
9 : Issue for Tender
Drawing/Document Issue Action
S.No. Rev. Set Drawing/Document Description
Number Date Code

Remarks :

Name Designation Signature Date

Please acknowledge Reciept of the above document by returning a copy of this form duly signed

Received By (Name) Position / Title Signature Date

 QFM-QGDL-FSP-01-02
Rev. : 0
DOCUMENT COVER PAGE FORM
Date : 01/05/13
Page: 1 of 1
 QFM-QGDL-FSP-01-03
Rev: 0
MATERIALS SUBMITTAL FORM
Date: 01/05/2013
Page: 1 of 1
Contractor logo
Address
Complete contact Details

MATERIAL SUBMITTAL
PROJECT NO. :
CONTRACT NO. :
PROJECT TITLE :
SUBMITTAL DETAILS :

Specification Ref.: Submittal No. Rev.

Date : Sheet
B.O.Q. Ref. Location
Main/Specified Alternative
Drawing. No. / Data Sheet Check appropriate Box:

Acceptance of the Civil/ Structural Architectural Electrical Mech. HVAC Plum. & Drainage
following submittal is
hereby requested Telecom St. Steel Work Instr. Landscaping Others

Description of Item Specified Proposed Manufacturer / Supplier Name &

Address
Manufacturer :

Supplier :

Attachments
Original Catalogue Specification Compliance Statement Compliance Statement to Previous Comments
Sample Test Reports/ Certificates Others (Specify)

Submitted by Contractor Representative Reviewed / Verified by QA / QC

Name: Name:
Signature : Signature :
Date: Date:
QP Comments Approved
Approved as Noted
QP LEAD PROJECT ENGINEER Revise & Resubmit
Rejected
Sample Required
Signature : Date : Test Required
QP PROJECT ENGINEER Additional Information Required
Manufacturer Guarantee Required
Signature : Date :
Approval shall not relieve the contractor of his liabilities under the contract or constitute any changes to contract document