‘Panametrics INITIAL Project No. Unit Doc. type Serial No. Rev.

Page
Package
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PROJECT :

LOCATION :

DOCUMENT NUMBERING AND CONTROL PROCEDURE

Document Category Document Review Status

1 Approved / Reviewed
Approval
2 Approved / Reviewed with comments as marked
Review
3 Not Approved / Resubmit
Information
4 Retained for Information / Records

Date: Name:
This approval does not absolve the Contractor from meeting their contractual
obligations of delivering a complete, safe and efficiently operating units/facilities
meeting all requirements of the contract.

Pages modified under this revision:

0 ISSUED FOR INFORMATION

Date
Rev STATUS WRITTEN BY CHECKED BY APPROVED BY AUTHORIZED BY
DD/MM/YYYY

DOCUMENT REVISIONS

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CONTENT

1. OBJECTIVE

2. SCOPE

3. PROJECT INTRODUCTION

4. ABBREVIATION

5. RESPONSIBILITIES

6. DOCUMENT CONTROL PROCEDURE

6.1 DOCUMENT RECEIVING

6.2 DOCUMENT CIRCULATING/ ACCESS
6.3 DOCUMENT DISTRIBUTING

7. PROJECT COORDINATION AND DOCUMENT NUMBERING PROCEDURE

7.1 PROJECT PROCEDURE/QAP/ITP/PQR/WPS/MS NUMBERING

7.2 PROJECT QUALITY CONTROL FORMS NUMBERING
7.3 REQUEST FOR INSPECTION (RFI) / FIELD INSPECTION NOTE (FIN) NUMBERING
7.4 STAGE WISE INSPECTION REPORT NUMBERING
7.5 IMIR NUMBERING
8. RECORD KEEPING AND TRACKING
8.1 ELECTRONIC FILE NAME
8.2 ARRANGEMENT FOR SIDE LABEL AND COVER PAGE
8.3 DOCUMENT INDEX
8.4 DOCUMENT TRANSMITTAL
8.5 DOCUMENT CHECKLIST
8.6 LETTER IN-OUT REGISTER

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1. OBJECTIVE

To define & describe the documentation procedures, Shop document numbering (i.e. QAP,
ITP, Job procedure, stage Inspection formats/reports etc.) and responsibilities of concerned
for effective document control, preparation, issue and approvals of drawings, documents etc.

2. SCOPE

This work procedure outlines and describes the document control flow procedure for
documents developed by ‘Panametrics. Document numbering as well as incoming and outgoing
correspondence & transmittals to Client/TPI.

4. ABBREVIATION

PM Project Manager RCM Resident Construction Manager

GM General Manager DC Document Controller
QM Quality Manager HSEM HSE Manager
QA/QC Quality Assurance & Quality Control PMS Project Monitoring System

EIC Engineer-In-Charge AFC Approved for Construction

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NCR Non Conformity Report ACS Action Control Sheet

QOC Quality Observation Card RFI Request for Inspection
MOM Minutes of Meeting HOD Head Of Department

QAP Quality Assurance Plan ITP Inspection Test Plan

TPIA Third Party Inspection Agency PEPL ‘Panametrics

5. RESPONSIBILITIES

The Planning Manager shall be responsible for the overall implementation of this work
procedure, liaison/co-ordination with the Document controller & HOD's to ensure the efficient
control and security of all drawings & documents.
5.1 The Quality Manager shall be responsible to review the operability of the system and
Conduct assessment of the system on a regular basis.
5.2 The Construction Manager or Discipline Lead will be responsible to ensure the latest
drawings to be available at shop work location for construction.
5.3 The Planning Engineer will be responsible for the day to day activities of the
document control office including receiving, reproduction, issuing and transmitting of all
drawings and documents.
Planning Engineer will be responsible for filing and managing all original drawings
and approved documents received from Client/TPIA.
The Planning Engineer will be responsible to manage and update the Document Control
Database. All Incoming/ Outgoing letters shall be distributed (as marked by SHOP-
Head/GM) vide exclusive mail box by DC. All documents are generated by PEPL and
approvals shall be distributed (as marked by SHOP-Head/GM).
5.4 All concern Leads shall fulfil the requirement of document control and numbering
system as described below and QM shall ensure the numbering system are in place by
means of Inter department auditing as per the audit plan.
5.5 The field Engineer shall be responsible to ensure that current revisions are available/
Followed at work locations and numbering arrangements shall be followed strictly.

6. DOCUMENT CONTROL PROCEDURE

The general sequence of activities for control of documents from/ to PEPL will be as follows:

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6.1 DOCUMENTS RECEIVING

All documents shall be received by Planning Engineer and date of receipt shall be
mention on every document/ Cover sheet.

Planning Engineer shall communicate through E-mail to Planning Manager / concerned

discipline copy to QM, SHOP-Head/GM.

Planning Engineer shall maintain the Document IN-OUT register with initial of concern,
except drawings received from TPIA.

Separate register shall be maintained for Drawing/ Isometrics received from TPIL with
transmittal no., received date and E-mail date with Initial (for document received
through e-mail).

6.2 DOCUMENT CIRCULATING/ ACCESS

Approved documents shall be scanned and shared by an e-mail communication (with

Link to access) to all PEPL Employees & mark copy to SHOP-Head/GM. Original
document shall be kept at designated area/file.

Original documents access shall be given after only getting authorization from Quality
Manager.

Commented Documents shall be circulated to concerned discipline through SHOP-Head/GM

With proper checklist.

All correspondence from TPIL to P E P L shall be gone through DC under guidance of

SHOP-Head/GM.

Any E-mail/ Letter/ Documents shall not be disclosed to TPIA, Vendor & Sub-Agency
without permission of SHOP-Head/GM.

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Document Sharing Process

•Mention Received Date & Time

Approved

•Pdf Format Read Only

•Original Kept in Archive at specified area
Scan (Pdf)

•Share Pdf file to access all OCCPL Employees

•Remove obsolete document from Share folder and kept in obsolete folder.
Share •Share Folder- Having Terminology

Discipline
Document Type

Document No. / Name

6.3 DOCUMENT DISTRIBUTING

Planning Engineer shall Issue all drawings to site with proper transmittal through
Shop Head/GM & copy to concerned Engineer in charge.

Planning Engineer Shall Re-issue (Latest revisions) of drawings, Isometrics to site

within a day of received documents and ensuring to mark copy to Engineer in charge.

Planning Engineer shall Re-submit the revised site generated documents to TPIA through
letter marked to Shop Head/GM. Discipline leads ensure that revised data shall be
clouded with revision no. nearby clouds
1

Planning Engineer to ensure to get back all old revision documents from site and
ensure update of IN- OUT register.

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All obsolete documents shall be kept in designated area/ file after stamping as “VOID”.

All correspondence to TPIL/CLIENT shall be through Planning Engineer under guidance of Shop
Head/GM.

PDF copy of letters & Documents Sent/Received shall be internally distributed by DC for
information.

All documents shall flow as per attached document Flow Chart-1.

Flow Chart-1:-

DOCUMENT FLOW CHART Released date: Rev.-

-
Shop Documents to be prepared by PEPL
Head/GM -
Approved after Internal (Concerned Departments) & forward
Comments incorporated
CLIENT - DC
Documents. for internal review.

AFC Drawings &

Document Preparation
Documents.

PEPL Planning- Mgr PEPL Planning- PEPL-

Superseded Drawings.
Instructed to for Engineer Planning/QAQC/
further processing. Submit documents to TPIA AFC Drawings & Execution
for Review/Approval/ Documents. Departments.
Information/Record.

Documents Submit
To
CLIENT/TPIA
- DC

CLIENT/TPIA
Reviewed &
Approved copy

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7. PROJECT DOCUMENT NUMBERING PROCEDURE

7.1 PROJECT PROCEDURE/QAP/ITP/PQR/WPS/MS NUMBERING

The arrangement of the Project Procedure numbering shall be as follows:

The fields shall be separated by Slashes only (/), Diacritical characters such as _ * % () -
.?! § And blanks shall be strictly prohibited.
Unit number shall be three digits as:
000 -COMMON
For e.g.:-

Table-1:-
PEPL Project No. Package Unit Doc. Type Serial No. Revision
(Initial)
CP- Common
Procedure
JP- Job
Procedure
QAP- Quality
Assurance Plan
ITP- Inspection
PEPL 000 II 000 Test Plan 001 & 00 & above
PQR- above
Procedure
Qualification
Record
WPS- Welding
Procedure
Specification
MS- Method
Statement

7.2 PROJECT QUALITY CONTROL FORMS NUMBERING

The arrangement of the Project Quality Control Forms Numbering shall be as follows:

The fields shall be separated by Slashes only (/), Diacritical characters such as _ * % () -
.?! § and blanks shall be strictly prohibited.
Unit number shall be three digits as:
000 –COMMON

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For e.g.: -
Table-2:-
‘Panametri Project No. Package Unit Category Serial No. Revision
cs(Initial)
GN – General
WH – Ware House
WC – Welding
Consumable

PEPL 942 II 000 WQ – Welder 001 & 00 & above

Qualification above
STR - Structural
E - Equipment
P - Piping
TP – Test Package
FP – Fire Proofing

7.3 REQUEST FOR INSPECTION (RFI) / FIELD INSPECTION NOTE (FIN) NUMBERING

The arrangement of the RFI/Field Inspection Note report numbering shall be as follows:

The fields shall be separated by Slashes only (/), Diacritical characters such as _ * % () -
.?! § and blanks shall be strictly prohibited.
Unit number shall be three digits as:
000 -COMMON
All RFI/Field Inspection Note (FIN) reports shall be arranged and maintained as per work
location indicated F – Field, for site works which covers site Inspection and S – Shop
Inspection. It shall be separate numbering for field and shop. Unit No. shall be used 000-
COMMON for all units for ease of handling (Refer Table-3). For e.g.: -
PEPL/000/S/FIN/00001…..99999, PEPL/000/F/FIN/00001 …..99999
Table-3:-
ONSHORE (INITIAL) UNIT No. INSPECTION SERIALNo

F- FIELD / FIN
PEPL 000 00001-upto- 99999
S- SHOP/ FIN

7.4 STAGE WISE INSPECTION REPORT NUMBERING

The arrangement of the Stage wise Inspection report numbering shall be as follows:

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The fields shall be separated by Slashes only (/), Diacritical characters such as _ * % () -.?!
§ and blanks shall be strictly prohibited.

Unit number shall be two or three digits (Refer Table-4).

Table-4:-
Unit No. Area/Location
000 COMMON
11
12
13
14

Identified numbers will use strictly.

The serial number is the progressive number for the same kind of inspection report and
Serial numbers shall be based on FIVE digits from 00001 up to 99999 (Refer Table-5).

Work location shall be indicating as F – Field, for site works which covers site fabrication
and erection works and S – Shop, for shop fabrication and assembly works, it shall be
prefix before stage inspection (Refer Table-5).
For e.g.: - PEPL/ XX/F/PR/0001…… OR PEPL/ XXX/S/RC/0001…….
Table-5:-

PEPL Unit No. Work Stage for Inspection Serial No.

(Initial) Location

DT - Document Transmittal
RFI - Request for Inspection
SQOR - Site Quality Observation Report
MQR - Monthly Quality Report
NCR- Non conformity Form/Report
QWR- Quality Walk down Report
QTBT- Quality Tool Box Talk
WPS – Welding Procedure Specification
PQR - Procedure Qualification Record
S – Shop
SPPPIR - Surface Preparation And Primer Painting Inspection Report
Refer 00001-upto-
F - Field FPIR – Finish Paint Inspection Report
PEPL Table-4 99999
TMECVR – Testing & Measuring Equipment Calibration Verification Report
DP - Deviation Permit
MRAWR - Site Modification, Rework, Additional Work Report
IMIR – Inward Material Inspection Report
DRR - Daily Receipt Report
MIV – Material Issue Voucher
MRV - Material Return Voucher
ESDRR - Excess /Short/ Damage/ Reject Report
MARF - Material Approval Request Format
EBHR - Electrode Backing and Holding Register
EQTR – Electrode Qualification Test Record
CCLS - Consumable Control Log Sheet
CIS - Consumable Issue Slip
WQT - Welder Qualification Test Record

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ONSHORE Unit No. Work Stage for Inspection Serial No.

(Initial) Location
WPQ - Welder / Welding Operator Performance Qualification Record
WIC - Welder ID Card
WPQR - Welder Performance Qualification Record
WATR - Welder Approval Test Record
SFWVR – Structural Fabrication And Weld Visual Inspection Report -
SHOP
SEWVR - Structural Erection And Weld Visual Inspection Report - FIELD
TTRS - Torque Tightening Report For Structure
SAIR - Structural Alignment Inspection Record
GIR - Grouting Inspection Record
SSHP - Steel Structure Handing Over Protocol
SEARV - Static Equipment Alignment Report( Vertical )
SEARH -Static Equipment Alignment Report( Horizontal )
PARH - Pump Alignment Report ( Horizontal )
EGR - Equipment Grouting Report
FR – Fit up Inspection Report (PIPING)
WV- Weld Visual Inspection Report (PIPING)
PSFWVR - Pipe Support Fabrication And Weld Visual Inspection Report.
PSIVR - Pipe Support Installation And Visual Inspection Report.
PSCP - Piping Spool Clearance For Painting
PSCE - Piping Spool Clearance For Erection
FRIR - Ferrite Inspection Report
S – Shop
Refer
PPR – Pickling & Passivation Report 00001-upto-
PECPL Table-4 F - Field OFIR - Orifice Flange Inspection Report 99999
VER – Valve Erection Report
TTRP - Torque Tightening Report For Piping
PTIJR - AG/ UG Piping TIE IN Joint Inspection Report
PCR - Protective Coating Report
HTR - Holiday Test Report
ATR - Adhesion Test Report
CPC - Cement Pour Card
RFPT- Reinforcement Pad Testing
PMIIR – Positive Material Identification Inspection Report
NDER – Non-Destructive Examination Request
RTPQ – Radiography Test Procedure Qualification
RTOR - Radiography Test Offering Report
RTIR - Radiography Test Interpretation Report
UTR – Ultrasonic Test Report
LPTR – Liquid Penetrant Test Report
MPTR – Magnetic Particle Test Report
PQPWHT – Procedure Qualification For PWHT
OFPWHT - Offering For PWHT
PWHTHR - PWHT AND Hardness Test Report
LOD – List Of Drawings
CMC - Checklist For Mechanical Clearance
PL - Punch List
PHFR – Pre Hydro Test Flushing Report
PTR - Hydrostatic / Pneumatic Pressure Test Report
NDTCC - Non-Destructive Test Clearance Checklist
MAPT – Modification After Pressure Test
FHS – Flange History Sheet
LHS - Line History Sheet
SHS – Support History Sheet
RFPH - Reinforcement Pad History
IRSC - Intimation Regarding System Completion
FC - Final Checklist
RFPCC - Ready For Pre-Commissioning Certificate
RFCC - Ready For Commissioning Certificate
CCC - Completion Of Commissioning Certificate
CPPTP – Cover Page For Pressure Test Package -AG Piping
FPIR - Fire Proofing Inspection Record

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7.5 IMIR NUMBERING

The arrangement of the Inward Material Inspection Report numbering shall be as follows:

The fields shall be separated by Slashes only (/), Diacritical characters such as _ * % () -
.?! § and blanks shall be strictly prohibited.
Unit number shall be three digits as:
000 -COMMON
All Inward Material Inspection reports shall be arranged and maintained
PEPL/942/II/000/IMIR/00001 ………………………..999999,
UNIT No. shall be used 000- COMMON for all units for ease of handling.

8. RECORD KEEPING AND TRACKING

It is important and mandatory to keep a clear and update Inspections Tracking System in order
to:
Monitor the implementation of the Approved Documents
Easily file and find the “Thousands Documents and Inspection issued Reports”
Make easier the Final Documentation Handover

8.1 ARRANGEMENT FOR SIDE LABEL AND COVER PAGE

System for box files side labelling and cover page to ease of access to the required
document and avoid searching each files. For e.g.:-

DISCIPLINE

DOCUMENT COVER PAGE

DISCIPLINE: FOLDER SR.NO.

TITLE (Type of Document) TITLE: FOLDER VOLUME.

DOCUMENT Sr.No. CLIENT :

FROM :
TO : EPCC :

FOLDER SR. NO. : SUB-CONTRACTOR :

FOLDER VOLUME : PROJECT NAME :

SCOPE TITLE :

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8.2 DOCUMENT INDEX

PANAMETRICS.
DOCUMENT INDEX

SL. NO. DOCUMENT DESCRIPTION DOCUMENT NOS. TOTAL PAGES

FROM TO

8.3 DOCUMENT TRANSMITTAL

PANAMETRICS
DOCUMENT TRANSMITTAL

MARK TO (Name) :
DOCUMENT TRANSMITTAL NO. :
ISSUED TO (Agency) :
ISSUE DATE :

DOCUMENT NO. DOCUMENT

SL. NO. DESCRIPTION REV NO.OF NO.OF COPIES REMARKS
SHEETS

ISSUER RECEIVER

Signature & Name Signature &

Name
Date Date

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8.4 DOCUMENT CHECKLIST

Document checklist is only for PEPL internal review of any document which shall be
circulated to concerned Engineer’s as decided by Construction Manager/ Leads.

PANAMETRICS
DOCUMENT CHECKLIST

DOCUMENT NO.&
NAME :
DOCUMENT RELEASE
DATE :
PURPOSE :

RECEIVED BY
SL. NO. INITIALS/ ISSUED COMMENTS REVIEW SIGNATURE DC
DATE DATE (DATE & SIGN)

8.5 LETTER IN-OUT REGISTER

Letter register shall be maintained in soft copy only and monthly circulated to the concern
leads in prescribed format as:
A) Letter – OUT Register to CLIENT/TPIA
Sl. PEPL TPIA PEPL Letter Date Reply
No Letter Ref. Letter Ref. No. Subject
No.

B) Letter – IN Register from CLIENT/TPIA

Sl. CLIENT/T PEPL Letter TPIA Letter Date Reply
No PIA Ref. No. Subject
Letter Ref.
No.

CONFIDENTIAL – Not to disclose without authorization