Project Hanford Management System

Construction Document Control
(622.500.8420©)

HNF-PRAC-30376

Revision 1

Published: June 11, 2007

Topic: Construction

APPROVED FOR PUBLIC RELEASE

Cover Page 1 of 1 The U.S. Government is authorized to reproduce, distribute, or otherwise make available this copyrighted work. Permission for exercise by the recipient of any of the exclusive rights mentioned in 17 USC 106 must be obtained from the copyright owner.

Project Hanford Management System

Construction Document Control
(622.500.8420©)
HNF-PRAC-30376, Rev. 1 Published: June 11, 2007 Page 1 of 11

PURPOSE

To establish the system for the control, maintenance, and closeout of construction documentation. This practice includes the following: • • • • • • Overall responsibilities for construction document control Maintenance of quality records Listing of related practices Access control Controlled document distribution Project closeout and records turnover

SCOPE

Flow diagrams of Construction Document Control (CDC) processes APPLICATION This practice applies to FH construction personnel. It applies to construction work performed by FH and implemented by CDC. It is applicable to all construction personnel relative to the proper use, control, and maintenance of construction-related documentation and records. Occupational Radiological Control documents are managed in accordance with the facility Radiological Control Point of Contact (POC) and HNF-5173, PHMC Radiological Control Manual, and are not controlled by CDC, except as directed by the Project Document Control Organization (PDC). GENERAL REQUIREMENTS This practice implements the requirements of HNF-PRO-8039, Document Control.

All documents received or generated that relate to an FH construction OVERALL RESPONSIBILITIES project or work assignment involving construction activities are processed in accordance with applicable practices and forwarded to a CDC station for control and retention. CDC controls and distributes documents received from Project Document Control (PDC) to applicable construction personnel. CDC maintains the official construction project documents and records. CDC maintains lists that identify the official location of the records for each project.
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Project Hanford Management System

Construction Document Control
(622.500.8420©)
HNF-PRAC-30376, Rev. 1 Published: June 11, 2007 Page 2 of 11

Project participants/organizations submit completed construction project documents and records to CDC for filing and either retention in the CDC files prior to turnover or immediate transmittal to the appropriate Project Document Control organization. Practice HNF-PRAC-30374, Construction Work Package (622.500.8330©), allows the use of customer-required work control programs, in lieu of the Construction Work Package (CWP), providing quality records are maintained and retained in accordance with this practice. Use of this provision requires that Construction, including Quality Control, ensure that copies of quality records are forwarded to CDC. Quality records include, but are not limited to, the following: • • • • • • • • • • • Inspection Reports/Records (IRs) Leak Pressure Test Reports Weld Examination and Test Record/Weld Map Electrical Tests (continuity, megger, etc.) Magnetic Particle Test Reports Liquid Penetrant Test Reports Ultrasonic Test Reports Radiographic Test Reports Soil Density Test Reports Concrete Pour Slips and Trip Tickets Nonconformance Reports

As a minimum, the following approved documents are subject to control requirements: • • • • • • • • Drawings Specifications Engineering Changes Construction Work Packages (CWP) Quality Records not collected in CWPs Acceptance Test Procedures/Reports Vendor Information Test Plans and Test Specifications

Documents to receive a controlled distribution are approved, released, and/or permitted by practice/instruction as appropriate for controlled distribution. Controlled copies of a document are identified with a red ink stamp; documents not bearing this marking are considered uncontrolled.
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Project Hanford Management System

Construction Document Control
(622.500.8420©)
HNF-PRAC-30376, Rev. 1 Published: June 11, 2007 Page 3 of 11

Controlled document status is maintained through the use of the Document Manager database system. When a controlled document is superseded or no longer needed, CDC will issue a notice-to-destroy to all holders of the controlled document. It is the holder’s responsibility to destroy all controlled documents in accordance with the CDC notice. CDC will only be responsible for issuing notice-to-destroy to documents which have been controlled by CDC. When CDC receives a notice-to-destroy a document which was controlled to CDC from PDC, CDC will forward the notice-to-destroy to all construction recipients of that document. Recipients of controlled documents receive all subsequent revisions and changes to these documents until CDC issues a notice-to-destroy. RELATED PROJECT HANFORD MANAGEMENT SYSTEM DOCUMENTS Engineering changes are processed in accordance with the governing Project or Facility Engineering design change procedures. DCNs are controlled to CDC via the applicable Project or Facility Document Control organization in accordance with HNF-RD-8310, Document Control Program. Nonconformance Reports (NCRs) are processed in accordance with HNF-PRO-298, Nonconforming Items. CDC does not control the generation or distribution of NCRs. Vendor Information is processed in accordance with HNF-PRO-16406, Engineering Vendor Information (VI) Process. CDC provides any VI received from construction procurements to PDC for management and distribution. Construction Work Packages (CWPs) are processed in accordance with practice HNF-PRAC- 30374, Construction Work Package (622.500.8330©). Closeout activities are processed in accordance with this practice, HNF-PRO-14990, Construction Management, and applicable Project Closeout procedures and plans. PROJECT DOCUMENTATION SETUP At project initiation, the standard File Index and Records Retention Schedules are reviewed and adapted to meet project requirements. HNF-PRO-232, Project Files Management contains the Project Records Index which is used to define the baseline File Index and

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Project Hanford Management System

Construction Document Control
(622.500.8420©)
HNF-PRAC-30376, Rev. 1 Published: June 11, 2007 Page 4 of 11

Records Retention system. Appropriate storage and filing locations are identified. A Records Checkout Authorization List, form A-6004-242 (©G-NW168), identifies personnel authorized to check out documents from the CDC files. Such authorization also may be provided by the construction manager (CM) using other means such as a posted checkout list. Documents within a document control station may be viewed at the station and information copies obtained as needed. Authorized individuals may check out documents from CDC by filling out a Records Checkout Log, form A-6004-250 (©G-NW-219), or equivalent. Checked-out documents must be returned to CDC by the end of shift unless otherwise identified on the records checkout log. In the event that the documents will not be returned to CDC, the authorized individual must ensure that the documents are locked and stored in a manner that preserves the document from theft, loss or damage. CONTROLLED DOCUMENT DISTRIBUTION AND VERIFICATION CDC controls the distribution to construction personnel of project records and documents that are received from the applicable PDC or directly from Project or Facility organizations. When CDC receives a transmittal from a PDC organization for further distribution within the construction organization, CDC controls the distribution in accordance with the PDC listing of intended recipients, and returns confirmation of distribution to the issuing PDC organization. CDC also controls the distribution of construction-generated records and documents within the construction organization and the transmittal of documents (e.g. CWPs, deliverable documents, etc) to the applicable PDC. Distribution shall be provided to CDC by the author, CM or lead construction engineer. Document and record status is maintained through the use of the Document Manager Database system. On receipt of a document, CDC reviews it for approvals and release authorization. CDC then enters the document into the Document Manager document distribution system (or equivalent) to determine the distribution requirements and generates a document distribution
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ACCESS CONTROL

Project Hanford Management System

Construction Document Control
(622.500.8420©)
HNF-PRAC-30376, Rev. 1 Published: June 11, 2007 Page 5 of 11

transmittal. CDC stamps controlled documents (refer to Appendix A for sample) and provides distribution to the assigned recipients via the document distribution transmittal. Recipients acknowledge receipt of the controlled document(s) by signing and dating the transmittal or other receipt acknowledgment document. When controlled documents are received indirectly (such as by courier), the recipient returns the transmittal to CDC within 5 working days for verification. CDC monitors receipt acknowledgments to ensure they are returned in a timely manner. Failure to return the receipt acknowledgements results in notification of the recipient. If the recipient does not take appropriate action, CDC notifies the recipient's supervisor. NOTE: Uncontrolled copies may be distributed for information. Such documents are for reference use only and may not be used for work performance, are not logged or tracked, and are not subject to revision control and update. CDC processes revisions to controlled documents in the same manner as the original. Superseded documents, if retained, are identified as such. Design Documents CDC receives approved design documents (such as drawings, specifications, engineering changes) through PDC or other formal release processes established by the projects and distributes them based on project requirements. Documents presented to CDC for distribution from other sources are presented to the Construction manager for resolution and for further direction. Construction Submittals, identified within Specifications, Test Plans or other design documents, will be collected by CDC and transmitted in accordance with the design requirements, to the applicable PDC organization. A Submittal Log is typically provided by the Project organization to Construction to ensure that all applicable construction information is provided on a timely basis to the appropriate Project/Facility management organization for review/approval during construction.

Submittals

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Project Hanford Management System

Construction Document Control
(622.500.8420©)
HNF-PRAC-30376, Rev. 1 Published: June 11, 2007 Page 6 of 11

Document Loss or Damage

In the event that a controlled document is lost, the recipient reports the loss to CDC, who notes the loss within the Document Manager database and provides an additional controlled copy. If the document distribution log is being kept by another PDC organization, CDC will notify the PDC of the loss and replacement. The project closeout process is shown in Appendix B. The CM initiates closeout of project documentation and recall of controlled documents. The CM may use a Project Closeout Notice, form A-6004-263 (©G-NW-322), or a Construction Completion and Document Turnover Notice, form A-6004-264 (©G-NW-323). On receipt of the closeout/completion notice, CDC issues a notice to all holders of construction controlled documents to destroy all construction controlled documents associated with the scope of work to be closed. Upon receipt of this notice from CDC, in turn, issues a notice to all holders of documents controlled to them by CDC. CDC uses the Document Manager database to identify the construction controlled documents held by each recipient on the project. Project participants purge files and submit all records identified by the project o the appropriate CDC station. CDC organizes the required project records and prepares a Package Acceptance Record, form A-6004-249 (©G-NW-215), attaching the Project File Index and Records Retention Schedules. Responsible construction team members review the assembled closeout package for completeness. Open items or exceptions are listed, and the Package Acceptance Record signed. When requested by the PM, Quality Engineering also reviews the Package Acceptance Record.

CONSTRUCTION CLOSEOUT

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Project Hanford Management System

Construction Document Control
(622.500.8420©)
HNF-PRAC-30376, Rev. 1 Published: June 11, 2007 Page 7 of 11

PROJECT RECORDS TURNOVER

The CM reviews and accepts records at the CDC station before CDC transmits the records to the appropriate PDC organization. CDC assembles those documents required as project-deliverable and transmits them to the applicable PDC or Project/Facility management organization. NOTE: Certain documents or records will be required to be turnedover to the applicable PDC throughout the course of performing work and will not be retained for turnover at the completion of work. The signature of the Project/Facility records management organization on the Package Acceptance Record acknowledges physical receipt of the deliverables. A copy of the signed Package Acceptance Record(s) is returned to the CDC station originating the records.

FORMS

Form A-6004-242 (©G-NW-168), Records Checkout Authorization List Form A-6004-249 (©G-NW-215), Package Acceptance Record Form A-6004-250 (©G-NW-219), Records Checkout Log Form A-6004-251 (©G-NW-220), Controlled Distribution Instruction Form A-6004-263 (©G-NW-322), Project Closeout Notice Form A-6004-264 (©G-NW-323), Construction Completion and Document Turnover Notice

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Project Hanford Management System

Construction Document Control
(622.500.8420©)
HNF-PRAC-30376, Rev. 1 Published: June 11, 2007 Page 8 of 11

RECORDS IDENTIFICATION

Records Capture Table Submittal Name of Document Responsibility Form A-6004-242 Construction (©G-NW-168), Engineer Records Checkout Authorization List Form A-6004-249 Construction (©G-NW-215), Engineer Package Acceptance Record Form A-6004-250 Construction (©G-NW-219), Engineer Records Checkout Log Form A-6004-251 Construction (©G-NW-220), Engineer Controlled Distribution Instruction Form A-6004-263 Construction (©G-NW-322), Engineer Project Closeout Notice Form A-6004-264 Construction (©G-NW-323), Engineer Construction Completion and Document Turnover Notice Completed Construction Construction Work Engineer Packages Completed Quality Construction Records not Engineer included in Construction Work Packages Completed Test Director Acceptance Test Reports

Retention Responsibility Construction Document Control

Construction Document Control

Construction Document Control

Construction Document Control

Construction Document Control

Construction Document Control

Construction Document Control Construction t Document Control

Construction Document Control

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Project Hanford Management System

Construction Document Control
(622.500.8420©)
HNF-PRAC-30376, Rev. 1 Published: June 11, 2007 Page 9 of 11

REFERENCES

HNF-5173, PHMC Radiological Control Manual HNF-PRAC-30374, Construction Work Package (622.500.8330©) HNF-PRO-232, Project Files Management HNF-PRO-298, Nonconforming Items HNF-PRO-8039, Document Control HNF-PRO-14990, Construction Management HNF-PRO-16406, Engineering Vendor Information (VI) Process. HNF-RD-8310, Document Control Program. Appendix A, Controlled Document Stamp (sample) Appendix B, Closeout Process Flow Diagram

Appendices

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Project Hanford Management System

Construction Document Control
(622.500.8420©)
HNF-PRAC-30376, Rev. 1 Published: June 11, 2007 Page 10 of 11

Appendix A CONTROLLED DOCUMENT STAMP (SAMPLE)

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Project Hanford Management System

Construction Document Control
(622.500.8420©)
HNF-PRAC-30376, Rev. 1 Published: June 11, 2007 Page 11 of 11

Appendix B CLOSEOUT PROCESS FLOW DIAGRAM

Distribution: CE, superintendent, QC, material coordinator, crafts, shops, clerks

Closeout notice initiated by CM or superintendent or received from PDC

Distribution of closeout notice ------------------Status closeout – review various computer reports

Receive all records, incorporate record files

Sort and review records for completeness Prepare records for retention

Identify project document control (PDC) station Check work order status for listing of all work orders Check document manager system for active controlled documents Issue notices to delete all applicable controlled documents

PDC

Approvals (signatures)

Prepare the Package Acceptance Record

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