Pearl GTL

Project
Shell Project No: HP-3000-QAT
Project Document Number: T- 4.250.946

Purchase Order Number:

2MH127

Tag/Item Number(s):

N/A

Unit(s):

ASU

PCWBS:

LINDE ENGINEERING

Contractor Project No:

Project Rev.: A

Page 2 of 24

5887

QATAR SHELL GTL PROJECT (PEARL)

C2 AIR SEPARATION UNITS CONSTRUCTION

24.04.08

Ready For Construction

CO

UA

ZG

RFC

02.03.08

Issued for Company Comments

CO

UA

ZG

ICC

07.12.07

Issued for Review

CO

UA

ZG

IFR

03.11.07

Issued for Internal Review

CO

UA

ZG

IIR

Date

Description

GAMA
Rev.
No.

Project
Rev
No.

Prepared Checked Approved

By
By
By
ORIGINATOR

Status

Document Title:
LINDE ENGINEERING AG

DOCUMENT AND DATA CONTROL PROCEDURE

Document No.

Contractor

Gama Qatar Co. W. L. L.

GAM

PRO

DCC

GTL

001

Org.
Code

Doc.
Type

Disc.
Code

Geogr.
Area

Seq.
No

Rev.
No

Project Document Number: T- 4.250.946

LOC470
Vendor Code

Rev No: A

Q A T A R

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

TABLE OF CONTENTS
1

PURPOSE .................................................................................................................................... 5

SCOPE.......................................................................................................................................... 6

REFERENCES ............................................................................................................................ 7
3.1

Company Specifications ................................................................................................................... 7

3.2

Contractor Procedures and Plan ..................................................................................................... 7

DEFINITIONS .............................................................................................................................. 8

RESPONSIBILITY ...................................................................................................................... 9

PROJECT DOCUMENTS AND DATA.................................................................................. 10

CORRESPONDENCE AND TRANSMITTALS.................................................................... 11

7.1

Incoming Correspondence.............................................................................................................. 11

7.2

Outgoing correspondence............................................................................................................... 12

7.3

Incoming Transmittals and CD backup........................................................................................ 14

7.4

Outgoing Transmittals.................................................................................................................... 15

CONTROL OF DOCUMENTS ................................................................................................ 17

CODES AND STANDARDS ................................................................................................... 18

10

DATA CONTROL.................................................................................................................. 19

11

APPLICABLE DOCUMENTS FORMAT ........................................................................... 20

T- 4.250.946 Rev. A

Page 4 of 24

Q A T A R
1

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

PURPOSE
The purpose of this procedure is to ensure that the all documents and data specified in the
Project Specific Quality Plan Doc.No: GAM-PLN-QAC-GTL-001 and its attachments are
prepared, approved; revised, updated and valid issues of them are distributed to the parties
concerned.

T- 4.250.946 Rev. A

Page 5 of 24

Q A T A R
2

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

SCOPE
This procedure is specific to the PEARL GTL ASU PROJECT. The scope of
this procedure is to define the system for controlling registration, filing and
distribution of all project documents, data and correspondence. The procedure
is based on the document and data control requirements of ISO 9001: 2000
and defines the control mechanism for:
preparation and presentation of documents, data and correspondence
document, and data review and approval
internal issue & distribution of documents, data & correspondence
revision of documents, and data
ensuring that all documents, data and correspondence are available in a
timely manner at all work locations and site offices where work will be
carried out

T- 4.250.946 Rev. A

Page 6 of 24

Q A T A R

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

REFERENCES

3.1

Company Specifications
Contract document EXHIBIT E Specifications - List of attachment 0100-A-SG 1000
"Vendor documentation requirements"

3.2

Contractor Procedures and Plan

GAM-PLN-QAC-GTL-001

Project Quality Plan

GAM-PRO-QAC-GTL-019

Project

Communication

and

Co-ordination

Procedure

T- 4.250.946 Rev. A

Page 7 of 24

Q A T A R

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

DEFINITIONS

4.1

Contract definitions
The definitions which follow are applicable for the duration of the contract:
COMPANY means LINDE AG Linde Engineering Division
CONTRACTOR means GAMA Qatar Co. W.L.L.
IPIX-System

means Internet based Project Information Exchange

TM

means Transmittal

LDCC

means LINDE Engineering Document Control Centre

GAMADCC

means GAMA Document Control

SITE means the place(s) where WORK is performed.

DATA means all data, information, drawings, specifications, requisitions, project
specific calculations, maps, reports, studies, statements, accounts, forecasts, tapes,
discs, cores, computer software programs outputs and printouts, analysis, evaluations
and all other documents, howsoever stored or recorded, including project drawings.

T- 4.250.946 Rev. A

Page 8 of 24

Q A T A R
5

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

RESPONSIBILITY
All principles and requirements of document and data control are critical to the
efficient and smooth operation of a project. Therefore;
The Project Manager shall implement this Document & Data Control
Procedure through the Project Organisation.
The Site Manager shall ensure all communications and documentation
systems are

established and implemented as a first priority.

The Project Quality Assurance Control Manager shall ensure application of the
principles of this procedure shall be applied without exception.
The project Document Control Centre Chief and Project Quality Assurance
Control Manager is custodian of this document and is responsible for logging,
filing and distribution of all project documents data & correspondence received
during the Project.
Each department manager and employee is responsible to implement this procedure.

T- 4.250.946 Rev. A

Page 9 of 24

Q A T A R
6

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

PROJECT DOCUMENTS AND DATA

The document register and computer software system will be utilised as a
master to control the planning, registration, issuance and monitoring of current
revisions to the project specification, reports drawings, Project Management
Procedures and Project Construction Procedures.
This system shall be also used as the progress monitoring tool for technical &
project management deliverables.
The latest status of the documents is available from Document Control Center.
Each month, for progress reference purposes the DCC document register will
be issued in the monthly report.
Contractor project documents are listed and updated on at least an annual
basis in the Project Quality Manual & Plan.
Official and numbered e-mails exchanged between the COMPANYS Pro-Corr
system

and

CONTRACTORS

gtl299@gama.com.tr

address

will

be

considered as official correspondence.

Only signed, marked and identified paper format (hard copy) documents and
correspondence in accordance with the project Communication and
Coordination Procedure GAM-PRO-QAC-GTL-019 to be considered as valid
and will be made available only on COMPANY request on an ad-hoc basis.

T- 4.250.946 Rev. A

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Q A T A R
7

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

CORRESPONDENCE AND TRANSMITTALS

Log-in and log-out files are handled and controlled by the responsible person
and will be maintained to contain the documentation as detailed hereafter.
An index of "in" and "out" files and "log-in" and action log-out" registers to be
maintained for all project activities throughout the project.

7.1

Incoming Correspondence
Upon receipt, all paper format correspondence or original printed copy shall be
dated and numbered with the incoming sequential number, copied and
stamped with the distribution matrix on the copy for Site Manager or his
assigned delegates dispatch, and be logged in electronic database.
After review by the Site Manager or his assigned delegates the original copy
shall be retained in the Document control office.
All project correspondence, including incoming official e-mail and fax copies,
shall be forwarded to the Site Manager or his assigned delegates (original and
copy) who shall indicate the distribution, the for action for Info to and initiate
with his signature all documents to the Project Document Controller, who shall
log in the correspondence using a software program developed by GAMA
based on the Microsoft Tools. (MsAccess and/or MsExcell programs).
Document

Control

Responsible

shall

control

the

correct

login

of

correspondence on the system and shall:

1. Verify the correct logging of documentation.
2. Make necessary additional copies of documents and distribute as per
Document Distribution Matrix the in the receiving office
3. File the documentation copies in document control centre.
4. Register any technical documents, or data.

T- 4.250.946 Rev. A

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Q A T A R
7.2

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

Outgoing correspondence
All produced outgoing letters shall be signed and be scanned in PDF format.
The correspondence and transmittals shall be numbered in accordance with
GAM-PRO-QAC-GTL-019

Project

Communication

and

Coordination

Procedure.
All outgoing paper format correspondence and documents, whether generated
by GAMA or in response to incoming correspondence shall be checked and
signed by the Project Manager or by delegated responsible before dispatch.
The Project Manager or his delegates shall sign any kind of paper format of
correspondence and transmittals in accordance with technical, commercial or
contractual consideration. If by E-mail upon receipt of letters generated by
GAMA or in response to incoming correspondence shall be checked, signed
and scanned copy in PDF format shall be send to Company through ProCorr system by DCC via e-mail account gtl299@gama.com.
The e-mail exchange between the Company and Contractor under these
systems will be considered official. All document and Information for review
shall be handed over electronically in PDF format (transfer of hard copies only
on request) via the internet Platform IPIX to Company(LDCC) and will be
considered official. The transmittals may not be signed as submission will be
through IPIX system and will be considered as official.
Document Control Centre shall:
1. Verify the correct log in the system of outgoing documentation.
2. File the documentation (original or copy).
3. Register the technical documents.
4. Make the distribution for info of outgoing correspondence as per the
distribution matrix.

T- 4.250.946 Rev. A

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Q A T A R
7.2.1

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

Distribution Matrix
Following is the GAMA distribution matrix:
GAMA QATAR PEARL GTL PROJECT
DOCNo.
DATE:
DEP

INFO

ACT

REMARKS

GPM
PSM
HQR
GQD
HSE
CWM
MEC
PTO
FAB
ENG
ADM
QAC
LOG
ACC
EQM
OTHERS

Descriptions:

GPM Resident Project Manager

PSM Site Manager
HQR Head Quarter (Ankara)
GQD Gama Qatar Doha
HSE Health and Safety Manager
CIV Construction Manager
MEC Mechanic Manager
PTO Technical Manager
FAB Fabrication Manager
ENG Detail Engineering Manager
ADM Administration Manager
QAC QA/QC Manager
T- 4.250.946 Rev. A

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Q A T A R

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

LOG Logistic Manager

ACC Accounting Manager
EQM-Equipment and Maintenance Manager
Other Others
7.2.2

Logging
The Project/Satellite Document Controller shall establish and maintain the
correspondence log-in and log-out register.
The information to be recorded in each register shall consist of:
1. Log No:
2. Date:

Consecutive log number

Date receipt or dispatch

3. From/to:

The name and Company to/from whom the document

is sent or received
4. Type:

Whether letter, e-mail, fax etc.

5. Subject:

Description of document subject

6. Action required (if any)

7. Correspondence number and date of response (when received)
8. Remarks:

7.2.3

As applicable

Filing
Once the document has been logged, it shall be filed as per Project filing
Index.
Filing of documents by Document controller shall be initially per document
type (specification, drawing, procedure etc) and thereafter per discipline and
document number.
All project files shall be identified in their content by means of a project label
on their spine as per Attachment D - Project File Label (example).

7.3

Incoming Transmittals and CD backup

All documents which arrive under cover of a transmittal via IPIX shall be
forwarded to the Site Manager through DCC who shall:
Date and number the incoming document log it on the system.
Make a copy and stamp the distribution matrix on this copy for Site Manager
Dispatch.

T- 4.250.946 Rev. A

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Q A T A R

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

After Site Manager (or by delegated responsible) Dispatch document shall go

to Document controller to verify that the correct logging in the system has
been done.
Make additional copies of documents & distribute as per transmittal
distribution
File the documentation or copy.
Register the technical documents as applicable
Documents issued to Company for approval, checking or review / comments
shall, when received back from the Company via IPIX by formal transmittal be
copied to Document owner for correction/revision and subsequent reissue to
the QA Manager for information and monitoring purpose.
All construction documents will be submitted to GAMA via IPIX and additional via a
Construction manual on CD for backup weekly basis.

7.4

Outgoing Transmittals
Transmittals shall be used by the project organisation for:
-

Issue of documentation linked to a contractual milestone

Transmission of original documentation

Documents issued to Company/Sub Contractor for review or

approval
All documentation (except letters, faxes or reports) shall be issued to
Company under cover of transmittals including but not limited to drawings,
calculations, procedures, specifications etc., and shall be dealt with as follows:
If document date and transmittal date are different, document delivery date to
be considered the date Companys DCC(LDCC) or other recipient receives
transmittal and correspondent document.
"Log-out" date of original documents issued under cover of a transmittal shall
be inserted in the system by DCC accordingly with the date that the transmittal
and corresponding document have been received.
All document and Information for review and comments shall be handed over
electronically in PDF format (transfer of hard copies only on request) via the
internet Platform IPIX /Pro-Corr to Company .The transmittals may not be
signed as submission will be through IPIX system but to be considered as
official.
T- 4.250.946 Rev. A

Page 15 of 24

Q A T A R

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

Submissions via IPIX:

A soft copy of Transmittal shall be sent via IPIX and a hard copy shall be kept
for filing purpose.
Paper Format (Hard Copy) Submissions:
A hard copy of Transmittal shall be sent to the recipient. Another copy shall
be held in the file and subsequently replaced with the copy signed and
returned by recipient.

7.4.1

Transmittal Logging and Filing

The Project Document Controller shall establish and maintain a transmittal login and log-out register. The information to be included in these is identical with
that described in the section 7.2.2 ("Logging").
The copies of the transmittals shall be filed sequentially, in a separate file as
per the filing index.
The filing of the documents issued or received under transmittal will be carried
out as detailed in 7.2.3 ("Filing").

T- 4.250.946 Rev. A

Page 16 of 24

Q A T A R
8

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

CONTROL OF DOCUMENTS
All valid documents issued by Document Controllers in accordance with
Distribution matrix included in the Project Quality Plan shall be stamped
Controlled Copy in red .
All requests for controlled documents out with those identified within the
distribution matrix shall be made a Document Requisition. The requisition
sheet shall identify whether or not it is a first issue, a replacement copy or if it
is an additional copy.
Note: Any print showing Controlled Copy in black or no stamp at all is to be
assumed as uncontrolled copy and therefore will be not valid.
All obsolete documents shall be identified, marked SUPERSEDED in red by
Document Controller and maintained in Document Control office or related
departments Managers custody for reference purpose.

All Cupboards, drawer files, stick files or box files and so on shall be clearly marked to
show their contents

Document Control shall be kept in offices/cupboards locked to prevent unauthorized

access during the absence of Document Control Staff and restricted to document
control staff, Project Manager, Site Manager and Quality Manager during working
hours.

Controlled copy holders are responsible for ensuring that only the current versions of
documents are used for execution of works and that obsolete or superseded
documents are destroyed or readily identifiable as superseded.

A database system called Document Management and Tracking System for

registration of project documentation shall be maintained as appropriate and shall be
controlled by Project Document Control who shall issue updates to site.

T- 4.250.946 Rev. A

Page 17 of 24

Q A T A R
9

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

CODES AND STANDARDS

The Quality Assurance and Control Manager on Site is responsible for
ensuring all codes and standards applicable to the project, referenced in
Contract Documents.
Codes and Standards shall be issued as working controlled documents where
required via utilization of Document Requisition form, but normally shall be lent
out to individuals who shall be required to sign for the Contract documents.

T- 4.250.946 Rev. A

Page 18 of 24

Q A T A R
10

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

DATA CONTROL
For each document, correspondence item and transmittal a data file will be
retained in addition to the hard copy. The data files shall be given the same
name as the hard copy file. Document backup will be taken automatically with
the help of RAID-1 (mirroring) system and another Document backup will be
taken (tape method) twice a week for all of these files and a kept away from
original sources in a restricted area.

T- 4.250.946 Rev. A

Page 19 of 24

Q A T A R
11

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

APPLICABLE DOCUMENTS FORMAT

The following documents should be preferably adopted by the site project
organisation:
1. Appendix A Incoming Document Flowchart
2. Appendix B Outgoing Document Flowchart
3. Appendix C Transmittal Form
4. Appendix D Project File Label

T- 4.250.946 Rev. A

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Q A T A R

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

APPENDIX A- INCOMING DOCUMENTFLOWCHART

LEGEND

INCOMING
DOCUMENT

DOCUMENT

DATING NUMBERING
LOG IN
+1 COPY

ACTION

DECISION

NO
PSM
DECISION
ACTION
INFO

DCC TO VERIFY
CORRECT LOGING IN
THE SYSTEM

SCANNING
DOCUMENT

FILE
MASTER
COPY
& FIRST COPY

T- 4.250.946 Rev. A

MAKE NECESSARY
COPIES & DISTRIBUTION

SEND DEPARTMENTS
AND ANK ENG FOR
ACTION/INFO/REVIEW

Page 21 of 24

Q A T A R

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

APPENDIX B- OUTGOING DOCUMENT FLOWCHART

LEGENDS

DOCUMENT PRODUCED
BY DISCIPLINE LEADER
AFTER DIC

DOCUMENT

ACTION

INTER DISCIPLINE
REVISION & CHECKING

DECISION

DOCUMENT REGISTER
LOGING IN THE SYSTEM
AND READY TO ISSUE

NO
ON SITE PSM /ANKARA
ENG OR FABRICATION
MNG
DECISION

IF HARD COPY

YES
TRANSMITTAL

IF IN PAPER FORMAT
TRANSMITTAL RECEIPT
COPY SHALL BE THE
DOCUMENT DELIVERY
DATE TO NSERT N THE
DATABASE

TRANSMITTAL
SIGNED BY PSM

T- 4.250.946 Rev. A

COPIES TO DCC FOR

FILING & DISTRIBUTION

ISSUE TO COMPANY VIA

IPIX AND ALL
INTERESTED PARTS FOR
ACTION/INFO/REVIEW/
COMMENTS

Page 22 of 24

Q A T A R

Doc. Title

GAM-PRO-DCC-GTL-001 Rev. D
DOCUMENT AND DATA CONTROL PROCEDURE

Date

24.04.2008

APPENDIX C- TRANSMITTAL FORM

TO (Kime): LINDE A.G, ENGINEERING DIVISION

FROM (Kimden): GAMA QATAR Co.W.L.L

Transmittal No. (leti Nosu): GQA-LQA-TM-NNNN

Date (Tarih):

For the Attention of (Kime gnderilecei) Mr. Joerg SCHUSTER

Dear Sir/Madam (Sayn Baylar/Bayanlar)
We enclose/are sending you under separate cover, the document(s) listed below. Please
acknowledge receipt if in paper format; by signing and returning a copy of this transmittal, reporting
any shortages, if any.
(Aada belirtilen dkman(lar) ayr bir kapak yazs ile iliikte gnderilmektedir. Ltfen alnd
kadn imzalayarak ve bu evrakn bir kopyasn herhangi bir eksiklik varsa not ederek geri gnderin.)

Item
No.
(Sra
No)
Document Number
(Dkman Numaras) Revision
(Revizyon)
LIN Rev/
Project Rev (Revizyon)
Document Title
(Dkman Bala) Status*
(Durum)*
1
2
3
*Status of enclosed documents
(*liikte gnderilen dkmanlarn durumu)

To be delivered by;
(Teslim edilecek)

9.For Final Document

(Son Dkman)
10. For Action (Gerei
iin)
11.As Certified
(Onayli)
12.As-built
(Son durum projesi)
13. Other (Dier)
Authority to Tansmit; GAMA QATAR GTL PEARL PSM
(Gnderen Otorite)
Sign:
(mza)
Date (Tarih):
I acknowledge receipt of the documents described above;
(Yukarda tarif edilen dkmanlarn alndsn kabul ediyorum)
Signature:
(Imza)
Date (Tarih) :

E-Mail (electronic)

1. For Information
(Bilgi in)
2. For Review/Comment
(nceleme iin/Yorum)
3. For Approval
(Onay iin)
4. As Requested
(nerildii gibi)

T- 4.250.946 Rev. A

5.ForConstruction
(Yapim Iin)
6. For Design
(Dizayn iin)
7. For Procurement
(Temin iin)
8.For Fabrication
(Uretim icin)

Airmail (Uakla)
Hand

(Elden)

Courier (Kurye)
IPIX

Page 23 of 24

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Doc. Title

GAM-PRO-DCC-GTL-001 Rev. C
DOCUMENT AND DATA CONTROL PROCEDURE

Date

21 December 2007

APPENDIX D PROJECT FILE LABEL SPINE

2007
2007

PEARL GTL
PROJECT

FILE NO

DOC TYPE
INCOMING LETTER

FROM-TO
GAM-LIN
1 TO X