This procedure applies to all produced controlled documents used during operations affecting the company s services.

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2 CONTROL OF DOCUMENT PROCEDURE QHSE Ref. No. IMS/QHSE/COD/01 Rev PURPOSE To define the system for control the issuance, reviewing, approval, cancellation, superseding, filing, and disposition of integrated management system documents. 2.0 SCOPE This procedure applies to all produced controlled documents used during operations affecting the company s services. At site level the procedure applies to documents used to control the project and documents such as drawings that specify the works. 3.0 DEFINITIONS 3.1 Document is Information and its supporting medium. 3.2 Controlled Document is a document that could be modified in the future, it has a revision status 3.3 Uncontrolled Document is a document that is not under revision control, normally valid as on the date of issue. 3.4 Estimation Manager = ESM 3.5 Project Manager = PM 3.6 Construction Manager = CM 3.7 Engineering Manager = ENM 3.8 Project Director = PD 3.9 Technical Manager = TM 3.10 IMS = Integrated Management System 3.11 MR = Management Representative (Corporate QHSE Manager) 3.12 Process Owners = Department Managers, Function Managers Project Close-out and Archiving of documents will be responsibility of the Project Manager for each Project. 4.0 RESPONSIBILITY Management representative (who is the Corporate QHSE Manager) and all concerned department and project managers are responsible to control all DSI documents as mentioned in this procedure. 5.0 PROCEDURE 5.1 General: DSI documents include all soft and hard documents that we use in DSI PJSC, that include administration offices and operational projects for all its subsidiaries and business streamlines (MEP, DSWP (Water and Power) and DSC (Civil) and any new business stream may be established in the future All Departmental and Projects documents shall be identified with revisions and issue dates to indicate their current status. The concerned department head / project manager is responsible for control of their operational documents and to ensure relevant versions of applicable documents are available at point of use. Page 2 of 10

3 CONTROL OF DOCUMENT PROCEDURE QHSE Ref. No. IMS/QHSE/COD/01 Rev All documents shall be checked for correctness & completeness and approved by concerned department managers prior to issue All documents shall be legible and easily identifiable. Obsolete documents shall be marked SUPERSEDED in case they are to be retained for any purpose The IMS Manual and Procedures may be issued either as CONTROLLED COPY or as UNCONTROLLED COPY as per the authorization of Management Representative (Corporate QHSE Manager). All Controlled and Uncontrolled copies shall be stamped in RED ink It is the responsibility of controlled copy holder to ensure that controlled documents are kept always updated and superseded copies are removed so that their inadvertent use is avoided All hard copy documents will be filed in accordance with the OMS approved filing and coding system Management Representative shall be responsible for control and distribution of IMS Manual and shall maintain amendment records All DSI PJSC IMS Controlled Documents shall be published on the company Intranet ; available for all staff for read purpose only, any changes to the controlled documents is the ultimate responsibility of Corporate QHSE Department All DSI PJSC IMS Documents on the Intranet shall have the following note: IMPORTANT NOTE: This document is the latest updated and approved version. If you have a saved version of the document please check that the revision number matches the one shown in the header of this document to ensure that you have the current revision. 5.2 New Documents / Document Changes New documents issuance, document changes and cancellation of existing documents may be recommended by any member of the company to his / her Process Owner (Department Head / Project Manager) with detailing the reason of issue new document change or cancel existing documents targeting the improvement of his process in terms of Time, Cost and Customer Satisfaction Issuance of DSI PJSC documents (Manuals, Policies, Procedures, Work Instructions, etc) is the responsibility of QHSE Department If there is any change in existing policy, then entire policy will be re-issued from QHSE Department with new date and revision number New Company policy will be prepared or existing policy will be amended in following cases: When any Process Owners feels the need, for smooth functioning of his departments / projects When CEO, Chief Officers, Corporate Managers, Executive Directors, Area Managers gives direction and instructions to concerned functional manager or appointed committee New or updated Regulatory Requirements Page 3 of 10

4 CONTROL OF DOCUMENT PROCEDURE QHSE Ref. No. IMS/QHSE/COD/01 Rev All policies shall be identified by their Policy number; the numbering formula will be IMS/XXX/YY/SS, where IMS is to be in all policies, XXX means that this policy belongs to XXX Department as per department code (Projects lays under Operations), YY means section or function within the department and SS refer to its series among the policies; Revision 0 shall be given for first issue and for every amendment new revision shall be allocated, revision may be restarted from 01 again in case of total change for the documents with new reference number To assure that all employees are using the up-to-date forms and to avoid the wrong usage of it, all forms should have a number and revision status; the number should refer to form s policy and the series of this form in that policy The status of forms shall be identified by a revision numbers. Thus; the first issue is given revision # IMS/XXX/YY/SS/ZZ Rev. 01, the second revision is Rev. 02 and so on. ZZ refer to from number within YY policy DSI PJSC Policies should include the following Control table in the first page of the policy identifying: Policy revision status, Date of issue, Revision record, Developed by Process Owners (functional managers) from the corporate team i.e. chief officers and corporate managers, Checked by business directors / regional operations directors who ensures the policy suitability to DSI PJSC scope of works and take into consideration cost impact, quality impacts and work flow simplicity, Reviewed by MR (Corporate QHSE Manager) to ensure its compliance with international standards and regulations, its compliance to the QHSE management system and control of documents policy, no discrepancies with authority matrix and limits; and Approved by CEO of the DSI PJSC (or Executive Directors in case for DSWP, DSC, GTCC and any subsidiary that joins the DSI PJSC approval to be decided by CEO. The policy to be structured as per the following setup: Purpose each policy starts with the purpose Scope Definitions Responsibility Procedure Attachments each policy ends with the attachments Page 4 of 10

5 CONTROL OF DOCUMENT PROCEDURE QHSE Ref. No. IMS/QHSE/COD/01 Rev Document Proposal / Change form # IMS/QHSE/COD/01/03 to be used when a new document or a change, cancellation to existing document is required by any of DSI PJSC staff member. Requester shall submit document proposal / change form to the process owners (department managers, project managers, manager of projects, chief officers, etc) Process Owner shall review and study the proposal, when accepted the document change / proposal he / she shall forward a formal request to DSI Corporate QHSE Manager (MR) for further review and study the effect of such proposal with other document users. In case proposal / change not accepted process owner shall advice the requester why it is rejected and forward the document proposal / change request with rejection comments to Corporate QHSE Manager for records purpose Review of all received document proposal / change will be in a quarterly basis in January, April, July & October of every year, however for total new policies and those policies / procedures required to be reviewed and amended by top corporate management or due to external auditing results may be issued at any time during the year Corporate compliance officer shall review the new documents or document change proposal ensuring its compliance to the requirements of ISO 9001:2008, ISO 14001: 2004 and OHSAS 18001: Amendments to integrated management system documents shall be recorded and communicated to all concerned MR shall ensure that all integrated management system documents shall be approved as per the authority for approval New issuance, changes or cancellation of documents may arise as a result of audit findings (internal or external audits), corrective / preventive actions, follow up actions from management reviews, customer feedback, due to regulation requirements or business needs. 5.3 Control of Electronic Data IT department is responsible of the security and backup of all types of data and records available in the DSI software s and networks. Back-up CD s and electronic data files shall kept in a fire-proof locker or taken and stored away from the Head Office to approved store Computer Users are responsible for following and implementing the security requirements e.g. access control, use of internet etc to control the electronic data under their controls All IMS data and documents stored in computers are backed up, and accesses to these files are provided only to the authorized personnel to prevent unauthorized use by others Use of updated antivirus methods and other similar security control tools (as per the IT department policies) for protecting the data and documents available. 5.4 External Document Control International & National Regulations and Standards : Externally produced documents are listed on the Documentation Records and retained under control. External documents like Manufacturer's technical data sheets, Material Safety Data Sheets, Government Local orders, Electricity and Water Authorities regulations, Federal Environmental Agency, Municipalities Regulations, Governmental Regulations (Local and Federal), Permits, Standards e.g. ASTM, BS, DIN, ASHRAE etc. Page 5 of 10

6 CONTROL OF DOCUMENT PROCEDURE QHSE Ref. No. IMS/QHSE/COD/01 Rev All external documents to be monitored frequently for the updates by its issuance authority, it is the responsibility of the document owner to ensure its valid issue status, this monitoring could be by internet surfing websites, formal communications with each regulatory authority issuing documents used by DSI. 5.5 Client Specifications Estimation Manager (ESM) shall maintain the original copies of the client tender specification after being awarded the contract One copy shall be marked on the front page by CONTROLLED and given to the nominated Project Manager (PM) In case of any amendment the ESM shall make a copy of the amendments as one set and he shall maintain marking it by REVISED for the PM clarifying the amendments applied ESM shall mark all changed pages by CANCELLED and it will remain in the same documents for reference until project completed and handed over successfully. 5.6 Drawings Tender Drawing: All tender drawings shall be marked by TENDEDR stamp by estimation department, if not received as such from the client In case of any changing or modification the ESM shall be responsible for identifying the changing or amendments pages or drawing and mark each by REVISED stamp. And the superseded drawings to be marked CANCELLED Construction drawing: Once the construction drawings reviewed and approved by the Consultant / Engineer and / or client representative, the PM signs the same and mark all drawings by CONTROLLED stamp All copies that may be generated out of the approved construction drawings should be after all authorized signatures and marking with the CONTROLLED stamp In case of changing, the Construction Manager (CM) or Engineering Manager (ENM) shall verify and stamp the new copy by REVISED plus CONTROLLED stamps The changed drawings out of original & approved copies shall be marked by CANCELLED stamp and maintain it for legality The shop drawing and as built drawing shall be controlled by using the same process as mentioned above. 5.7 Correspondences: Incoming Correspondences All incoming documents / posts should be recorded using Incoming Correspondence Log form (IMS/QHSE/COD/01/06) and shall be marked with a received stamp identified with date of receiving, whether at corporate office, Regional offices, or project site offices. All received documents / posts identified as confidential should not be open and forwarded as received to the concerned. All posts upon received shall be segregated into departments and projects and timely forwarded to the authorized management or staff. Page 6 of 10

7 CONTROL OF DOCUMENT PROCEDURE QHSE Ref. No. IMS/QHSE/COD/01 Rev At the outset of a Project the PD / PM shall inform all project concerned parties and other interested parties e.g. Client, Main Contractor, Sub-contractors, Consultant, Architect etc where the project post should be addressed and to whom Projects incoming correspondences shall be distributed after verification by PM to the concerned staff as per the project distribution stamp All contract post should be reviewed by the Project Manager, Operations Manager, Estimation Manager, Technical Manager and Commercial Manager or as otherwise instructed by Executive, Business Directors and Chief Commercial Officer before being distributed, and the original shall show the distribution lists & highlighted for those to receive copies ensuring that the original is given to the holder of the master file Outgoing Correspondences Outgoing Correspondence Coding Format All outgoing correspondence, letters and facsimile, shall be registered in the Outgoing Correspondence Log (IMS/QHSE/COD/01/05 ) by the Secretary / Document Controller as follows: Department or Project Name / File code / Originator / Year / Serial No. (a) (b) (c) (d) (e) (a) Department or Project Code = XXX (b) File code = as per File Index (Attached) (c) Originator = initials of the undersigned (d) Year = 09 for 2009, 10 for 2010 etc (e) Serial Number = From 001 onwards The above coding format may also include an Initiator part if required particularly for those outgoing correspondences prepared other than the signatory themselves. 3 Format will be as follows: Department or Project Name / File code / Initiator / Originator / Year / Serial No. (a) (b) (c) (d) (e) (f) (a) Department or Project Code = XXX (b) File code = as per File Index (Attached) (c) Initiator = Initials of the document Initiator. The employee who drafted the memo for the undersigned but not the secretary/document controller. (d) Originator initials of the undersigned (e) Year = 09for 2009, 10 for 2010 etc (f) Serial Number = From 001 onwards In all and any circumstances, the Serial No. should be unique. Page 7 of 10

8 CONTROL OF DOCUMENT PROCEDURE QHSE Ref. No. IMS/QHSE/COD/01 Rev.03 Department Code: Chief Executive Officer = CEO Managing Director = MD Executive Director = ED Area General Manager / Area Manager = AGM or AM General Manager = GM Operations = OP Human resources = HR Administration & Personnel = ADMN Financial & Accounts = FAC Procurement = PC Estimation = ES Information Technology = IT Commercial = CO Investment = IN Communication = COM Quality, Health, Safety & Environment = QHSE Legal Department = LD Engineering = ENG Technical = TECH Planning = PL Business Development = BD 3 Project Code: The project code is the serial number allocated to each project All Department / Project Correspondences should be copied to the Head of Department / Project Manager as necessary however, the responsibility for filing a copy lies with the person nominated for maintaining the master file original (Document Controller or Secretary) Master Index File Secretary or Administrator / Document Controller of each department / project is responsible for controlling and keeping the master copies of all project correspondences, documents and records as per the DSI policy and index of filing and archiving Form # (IMS/QHSE/COD/01/01) Master Filing Index shall be used for all departments and projects. The PM is responsible for ensuring the implementation of this requirement If files are stored or borrowed away from the master files area a note stating where these can be found shall be made on the index. Note: No Commercial files shall be left unattended on site. Page 8 of 10

9 CONTROL OF DOCUMENT PROCEDURE QHSE Ref. No. IMS/QHSE/COD/01 Rev.03 Files box should be labeled showing the following: Company: Department: File Code: File Name: File No: Year: Company: Project No: Project Name: File Code: File Name: File No: Year: Archiving of Documents Project Documents: The concerned Project Manager, in conjunction with QHSE department is responsible for the archiving of project documents upon completion of project. The site administrator shall prepare list of all project documents required to be archived and this list is to be verified by the concerned QA/QC Manager / Engineer prior to archiving DSI Departments Documents: The concerned department manager is responsible for archiving of documents, pertaining to their own departments. An index of all files archived shall be prepared and maintained by respective department managers and one copy to be given to QHSE department for verification during the internal auditing. The administration manager shall nominate one person (Archive In charge) who shall be responsible to maintain archive in secured and tidy manner so that records or documents remain identifiable, and retrievable. The Archive In charge in conjunction with administration manager shall ensure that archive is secure, and environmentally acceptable to maintain documents in a good state for the periods until their retention period. The retention periods are mentioned in control of records procedure. A proper log is to be maintained by Archive In charge for any documents added to archive or removed from the archive in the Register of Archive document control form # (IMS/QHSE/COD/01/02) The administration manager and Archive In charge in coordination with QHSE department shall organize for periodic reviews of documents and disposition. Refer to control of records procedure for document/records, retention periods. Page 9 of 10

10 CONTROL OF DOCUMENT PROCEDURE QHSE Ref. No. IMS/QHSE/COD/01 Rev ATTACHMENTS Type Name Number / Code Form Master Filing Index IMS/QHSE/COD/01/01 Form Register of Archive Documents IMS/QHSE/COD/01/02 Form Document Proposal / Change IMS/QHSE/COD/01/03 Form File Box Labeling Samples IMS/QHSE/COD/01/04 Form Outgoing Correspondence Log IMS/QHSE/COD/01/05 Form Incoming Correspondence Log IMS/QHSE/COD/01/06 Page 10 of 10

11 Departments and Projects File Indexing QHSE Ref.: IMS/QHSE/COD/01/01 Rev. 01 Date: 16th March 2009 File Code Documents / Records Content A. Internal Correspondence B. External Correspondences to / from Client Architect Consultant Sub-contractor Quantity Surveyor Other Authorities C. Correspondence with Main Contractor D. Contract Documents Contract / Sub-Contract Agreement Schedule of Drawing Specifications Bills of Quantities Schedule of Rates Main Contratct Extracts E. Estimation Documents F. Freight and Deliveries G. Minutes of Meeting H. Information Contractual Internal Schedule of RFI's Request for Information (internally) I. Payment Applications Certificates Payment Advice J. Insurance K. Quality Assurance / Quality Control Page 1 of 3

12 Departments and Projects File Indexing QHSE Ref.: IMS/QHSE/COD/01/01 Rev. 01 Date: 16th March 2009 L. Drawings Drawing Register Incoming Transmittals Outgoing Transmittals Design Checking Notes (NT-2) Design Calculations M. Material Procurement Schedule MAC : ME : MPM : Air Conditioning Electrical Plumbing and Mechanical N. Material Submittals and Approvals NAC : NE : MPM : Air Conditioning Electrical Plumbing and Mechanical O. Requisition, Orders and Purchasing Schedule OAC : OE : OPM : ON : Air Conditioning Electrical Plumbing and Mechanical Plant and Tools P. Programme and Progress Q. Cost Control R. Labour Programmes Progress Report Site Diaries Monthly Report Cost Control Document Cost Coding Monitoring Records Histograms Page 2 of 3

13 Departments and Projects File Indexing QHSE Ref.: IMS/QHSE/COD/01/01 Rev. 01 Date: 16th March 2009 S. Suppliers (Sub-Divided) SC. Sub-Contractors) (Sub-Divided) T. Tools, Plant and Equipment U. Claims V. Final Account Variations CARs CAR Schedule Final Account W. Basic Price Schedule X. Testing and Commissioning Non-Conformamance Register Q.51 Snagging Inspection Sheets Q.23 Clients snagging / inspection / non conformity notices Calibration certificates and register Test Certificates Commissioning Results As Fitted Drawings O & M Manual Y. Health, Safety & Environment Z. Completion Defects Notes Completion Certificate Page 3 of 3

14 Register of Archive Documents QHSE Ref: No.: Date: IMS/QHSE/COD/01/02 Rev.01 Sr No. Box No. File No. Rack No. File Description Proj / Dept Ref. Date Added Date Taken For Duration (Days) Name Taken By Sign Date Returned Doc. Controller's Signature Page 1 of 1

15 Document Proposal / Change QHSE Ref. No. IMS/QHSE/COD/01/03 Rev. 02 Date: Document Title: Doc. #: Current Issue: New Proposal/Proposed Change Cost Impact Suggestion Owner: Signature: Line Manager Notes: Position: Corporate QHSE Manager Notes: Signature: Signature: Page 1 of 2

16 Document Proposal / Change QHSE Ref. No. IMS/QHSE/COD/01/03 Rev. 02 Date: This page is for Corporate QHSE use only Authorized Signatory Operations Director Cost Impact Significant Moderate Negligible Zero Impact Sig. Date: Corporate Functional Manager Rating for the Proposed Document Very Good Good Satisfactory Cost Impact Not Satisfactory Significant Moderate Negligible Zero Impact Sig. Date: Corporate Finance Rating for the Proposed Document Very Good Good Satisfactory Cost Impact Not Satisfactory Significant Significant Significant Significant Sig. Date: Rating for the Proposed Document Very Good Very Good Very Good Very Good Page 2 of 2

17 File Box Labeling Samples QHSE Ref. No. IMS/QHSE/COD/01/04 Rev. 02 DRAKE AND SCULL INTERNATIONAL PJSC DRAKE AND SCULL INTERNATIONAL PJSC DSD016 A PROJECT JOB NO. FILE CODE SOUQ RESIDENCES GOLDEN MILE PROJECT NAME INTERNAL CORRESPONDENCE FILE NAME File No File No. 1 YEAR Page 1 of 2

18 File Box Labeling Samples QHSE Ref. No. IMS/QHSE/COD/01/04 Rev. 02 DRAKE AND SCULL INTERNATIONAL PJSC QHSE DEPT. A DRAKE AND SCULL INTERNATIONAL PJSC Department Name File Code INTERNAL CORRESPONDENCE FILE NAME File No File No. YEAR Page 2 of 2

19 Outgoing Correspondence Log QHSE Ref. No. IMS/QHSE/COD/01/05 Rev 01 Date: DEPARTMENT: SR. 1. Reference No. M-memo L-Letter Subject Recipient Created By Date A-Internal B- External Remarks Page 1 of 1

20 Incoming Correspondence Log QHSE Ref. No. IMS/QHSE/COD/01/06 Rev 01 Date: SR. Date Reference No. Subject A*-Internal B*- External Sender O / F / E * Endorsed to Action to be Taken Date Endorsed Remarks * Legends: A: Internal; B: External O: Original; F: Fax; E: Page 1 of 1