Project Dossier Structure and Contents Guide

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CONTENTS
1.0 Introduction
2.0 Custodian
3.0 Purpose
4.0 Application
5.0 Definitions
6.0 Introduction to Project Dossiers
7.0 Presentation of Project Dossiers

7.1 Binders
7.2 Covers and Spine Format
7.3 Dividers and Flysheets
7.3.1 Dividers – Sections
7.3.2 Dividers – Sub Sections
7.3.3 Flysheets
8.0 Sheet and Page Sizes
9.0 Numbering of Project Dossiers

9.1 Individual Volume Numbering
10.0 Project Dossiers Contents
10.1 Section 1 of Project Dossiers: Title - Dossier User Guide
10.1.1 Dossier Content Guide (Main, Section and Volume Indices)
10.1.2 Synopsis
10.1.3 Equipment Tag Key List
10.2 Section 2 of Project Dossiers: Title - Overall Plant Operating Instructions

10.2.1 Introduction
10.2.2 Basis of Design (Latest Issue)
10.2.3 Plant Operating Instructions
10.3 Section 3 of Project Dossiers: Title - Vendor Documentation
10.3.1 Vendor Drawings, Part Lists, Data Sheets, etc
10.3.2 Spare Parts List and Interchangeability Record (SPIR) Forms
10.3.3 Manuals and Other Vendor Documentation
10.4 Section 4 of Project Dossiers: Title - Requisitions and Purchase Orders
10.4.1 Requisitions
10.4.2 Purchase Orders
10.5 Section 5 of Project Dossiers: Title - Design Documents
10.5.1 Red-Line Mark Up’s and Master Deliverable Register (MDR)
10.5.2 Specifications
10.5.3 Data Sheets
10.5.4 Calculations
10.5.5 Schedules
10.5.6 Procedures / Method Statements
10.5.7 Completed Tie-in Information
10.5.8 Other Documentation
10.6 Section 6 of Project Dossiers: Title - Environmental Documentation
10.7 Section 7 of Project Dossiers: Title - Project Certification
10.8 Section 8 of Project Dossiers: Title - Construction Data Volumes
10.8.1 General Data
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CONTENTS (Cont.)
10.8.2 Painting and Insulation

10.8.3 Welding
10.8.4 Inspection Records
10.8.5 Hydro tests
10.8.6 Structural
10.8.7 Civil
10.8.8 Electrical
10.8.9 Instrumentation
10.8.10 Material Tractability Records
10.9 Section 9 of Project Dossiers: Title - As-Built Drawings
10.10 Section 10 of Project Dossiers: Title - Project Completion and Handover
Documentation
10.11 Section 11 of Project Dossiers: Title - Project Close Out Report
11.0 Review and Approval of Project Dossier
12.0 Quantities and Distribution of Project Dossier
13.0 Final Handover of Project Dossier
14.0 Approval To Deviate
15.0 Bibliography
Appendices 1 – Typical Layout of Spine

2 – Typical Layout of Front Cover
3 – Typical Fly Sheet
4 – Typical Main Index
5 – Typical Section Index
6 – Typical Volume Index
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1.0 Introduction
This guideline defines the (minimum) contents and compilation of a project dossier. It gives guidance for
the approval process and final handover of the project dossier on completion of the project.
References made to other standards throughout this guideline are numbered inside square brackets [ ] and
may be found in the Bibliography of section (15).
2.0 Custodian
The custodian of this guideline is the Technical Services Department, EE, which is responsible for the
accuracy and the quality of its contents and for its future revisions, where these are required to reflect
industry trends and changes to QP business practices.
3.0 Purpose
The purpose of this guideline is to standardize on the compilation and structure of project dossiers.
4.0 Application
This guideline applies to Standard Construction Contracts, EPIC (Engineering, Procurement, Installation
and Commissioning) Contracts, ECS (Engineering Consultancy Services) Contracts, and Joint Ventures or
any form of Procurement/Construction Contracts, Installation and Commissioning agreements or any other
type of Contracts being dealt with by QP. This procedure shall also be applied to Consultant/Contractors
and their Sub-Contractors, Suppliers and Manufacturers.
5.0 Definitions
Project Dossier: A collection of vital documents containing technical information and records
showing the final condition of the items/activities performed for the duration &
completion of the Project e.g. Design Book, Mechanical Catalogues, Equipment
Lists, Drawings, Specifications, Data sheets, Test Reports, installation, operation
and maintenance manuals (I.O.M.), As – Built drawings etc., and relevant Spare
Parts List and Interchangeability Record (SPIRS).
Document: A data medium and the data recorded on it, that generally has permanence and that
can be read by man or machine. (Refer ISO/TR 10623).
Project Deliverables: The actual engineering data produced in a project and submitted to QP in
accordance with the project specification and contract scope of work for retention
and records.
Data Medium: The material on which data can be recorded and from which data can be retrieved.
Data Format: Is the file type used to create the data, i.e. AutoCAD, MS Word, MS Excel, MS
Access etc. Recognized as the file format in which the data is stored.
Pre-Commissioning: Those activities undertaken after mechanical completion but prior to commissioning
to prove and validate the function of equipment and the plant.
Commissioning: The testing of complete systems under operational or simulated operational

conditions in order to bring the hardware to a state of ‘Ready to run’.
As-Built: As-Built is the term used to describe data that reflects the actual site, platform or
facility status at the time of the site verification. Information and data cannot be
categorized as ‘As-built Data’ unless the data has undergone an ‘As-Built’ exercise.
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Red Line Mark-Up (RLM) The manual mark-up (red ink) produced from AFC drawings, during the
construction phase of a project; stamped, approved and certified As-Built by the
Contractor and the QP Construction Supervisor.
Index Detailed lists describing the contents indication the specific locations of data.
MDR Master Document Register.
6.0 Introduction to Project Dossiers
The function of the Project Dossier is to provide final details of the engineering work carried out during the
various Contract Phases, their technical details and compile the ‘Final Certified’ and ‘As Built’ information
(accumulated through the life of the Project), in a manner, that will allow easy access to the project final
information, during the life of the Plant.
The responsibility for compilation of various sections of the project dossiers is dependant on the type of
contract. EPIC contractors will be responsible for compiling the complete Project Dossier in accordance
with this standard. Where construction and commissioning is performed by a separate Contractor then the
construction Contractor will be responsible for completing the Project Dossier with the applicable
information as regards to commissioning data, construction data, final project As-Built data etc. The
installation/commissioning Contractor shall update and complete the main index and insert each section and
volume index modified after the construction, commissioning and plant handover.
This does not relieve the Contractors responsible for Design/Procurement to follow the requirements of this
standard. The Construction/Installation Contractor (if different) shall be responsible for ensuring that the
whole Project Dossier Compilation is in accordance with this standard and compatible with the Contract
Requirement.
This standard guideline defines the minimum requirements of the contents of Project Dossiers. Alternatives
or preferred requirements may be implemented by Qatar Petroleum and shall be covered separately by Qatar
Petroleum as appropriate in accompanying specifications or conditions of the particular Contract.
7.0 Presentation of Project Dossiers
7.1 Binders
The Project Dossier shall comprise of as many physical volumes, as required, to cover the sections/sub
sections as indicated in the User Guides section (1). Each section and sub section shall be contained within
dedicated binders, separated by dividers indicating the applicable section/sub sections.
Care should be taken not to overfill the volumes. A minimum space of 5mm shall be kept free in each binder
enabling ease of handling within the binder and for addition of extra sheets in the event of
modifications/additions.
Denoting the relevant Section number and Volume number shall uniquely identify each dossier, which
forms part of the full set of Project Dossiers. Refer to appendix 6.
Each volumes shall be Loose Leaf Bound, in a Hard Cover Binder. The Spine, and Front Cover shall have
Transparent Covers to contain the Title, Section and Volume reference etc., see Section 7.2 below. The
Binders shall be 4 D Ring, 65 mm Spine width, with Arch locking mechanism, (suitable for taking A4
sheets). The Binder shall be of top quality with white hardcover.
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7.2 Covers and Spine Format
The layout of the spine, and Front Cover, shall generally follow the format shown in Appendices 1 to 3. QP,
upon request by the Contractor, shall provide the electronic format of these templates, for modification to
the specifics of the Project. The front cover shall be inserted at the front cover of each volume and
additionally at the front of each volume protected by a suitable transparent sleeve/envelope. The spines
shall be colour coded according to the section they pertain to as defined below, see also appendix 1.
Section 1 - Dossier User Guide = Red

Section 2 - Overall Plant Operating Instructions = Blue
Section 3 - Vendor Documentation = Purple
Section 4 - Requisitions and Purchase Orders = Brown
Section 5 - Design Documents = Grey
Section 6 - Environmental Documentation = Yellow
Section 7 - Project Certification = Black
Section 8 - Construction Data Books = Dark Blue
Section 9 - As-Built Drawings = Gold
Section 10 - Project Completion and Hand-over Documentation = Pink
Section 11 -Project Close out Report = Cream
7.3 Dividers and Flysheets
7.3.1 Dividers - Sections
Numerical Dividers shall be used to divide each section. Type – Leitz 4324, 1 to 10 Dividers, or similar.
7.3.2 Dividers – Sub Sections
Coloured Dividers shall be used, to divide the sections and sub-sections and shall be numbered with the
applicable section or sub-section. Type – Contra 630106 12 part, Colour Dividers, or similar. Colour A4
sheets shall separate any further Divisions.
7.3.3 Flysheets
There shall be a Fly Sheet at the beginning of each Section to list the Sub-Sections. There shall be a Fly
Sheet for each Sub-Section showing the title of the Sub Section. The Fly sheets shall generally follow the
format shown in Appendix 3. QP upon request by the Contractor shall provide the electronic format of these
templates for modification to the specifics of the Project.
8.0 Sheet and Page Sizes
Drawings larger than A3 size shall be reduced to A3 and then folded to A4. Where reduction to A3 causes
illegibility then A1 size should be provided and folded to A4 and inserted in a transparent pocket. Other
documents larger than A4 shall be reduced to A4. Under size sheets shall be affixed to A4 sheets, for
inclusion in the Dossier.
It is the Consultant’s responsibility to ensure that all documents used in compiling the dossier are clearly
legible, and all papers used will be suitable for long-term storage (minimum 80gms/m2)
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9.0 Numbering of Project Dossiers
The unique QP number refer [1] to be allocated to the Project dossiers shall take the following form:
• XXXX-9000 – For Brown Field Projects. Where XXXX is the assigned project number.
• XXXX-0-49-0001 - For Grass Root Projects and Ras Laffan. Where XXXX is either the
assigned project number or the allocated general and overall plot area
location code. Ref
The above numbers are used for control and status reporting and appear on the Master Documents Register
(MDR). This number is not required to be shown on the dossiers themselves.
9.1 Individual Volume Numbering
Each volume shall have a unique number and each volume shall be numbered specific to the section number
i.e Section one of the project dossier may contain 3 volumes, so they shall be numbered:
• Section 1 Volume 1
Section 2 will then start a new Volume number one (1) and indicate each volume number sequentially
through the volumes section 2 spans. As such sections shall not mix with other sections within the same
volume i.e. each section will start at volume one (1).
The total amounts of Volumes within each section and full set of dossiers are identified on the respective
indices. See appendix 4, 5 and 6.
10.0 Project Dossier Contents
10.1 Section 1 of Project Dossier: Title - Dossier User Guide
10.1.1 Section 1.1 of Project Dossier: Dossier Content Guide (Main, Section and Volume Indices)
This section shall give a brief guide to the contents of the dossier indication where each index can be found.
The indexes shall be placed and inserted as follows:
Main Index – Section 1.1.1, and front of each Volume. For sample see (Appendix 4)
Section Index – Section 1.1.2, and beginning of Each Section and Volumes the Section spans. For
sample see (Appendix 5)
Volume Index – Section 1.1.3, and beginning of each Volume. For sample see (Appendix 6)
Appendix 4, 5, 6 gives typical examples of the layout of each index specified above.
10.1.2 Section 1.2 of Project Dossier: Synopsis
The synopsis shall provide a final overview of the project complete with a report indicating where
improvements could have been made; man-hours could have been saved, for implementation and
guidance for future projects.
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10.1.3 Section 1.3 of Project Dossier: Equipment Tag Key List
The Equipment Tag Key List (See Table 1) shall be prepared in order to provide a quick retrieval reference
for tagged data.
The equipment tag key list shall also be provided in MS Excel or in MS Access as well as having the hard
copy report (printout) inserted into section 1.3 of the Project Dossiers. If separate Contractors are assigned
to perform procurement then the design Contractor shall issue the MS Excel or MS Access database of the
Equipment Tag Key List for further development and completion.
The following table defines the minimum required field to be populated to complete the Project Dossier Key
List. The table is applicable to all tagged items for all engineering disciplines.
Table 1: Equipment Tag Key List

Data Details Section No. Volume No.
Tag Number
Equipment
Description
Data sheet No.
Specification No.
Purchase Order No.
Requisition Ref.
SPIR Form Ref. No.
Certification Record
Ref No.
Equipment
Schedule/Index
Parts List Ref. No.
P&ID Dwg.No.
GA/Location Dwg.
No.
SLD Dwg. No.
Vendor Name &
Contact Details
Manufactures Name
& Contact Details
Suppliers Name &
Contact Details
Warranty Expiry Date
Model No.
Serial No.
10.2 Section 2 of Project Dossier: Title - Overall Plant Operating Instructions
Section 2 to include the relevant index(s). Refer to section (10.1)
10.2.1 Section 2.1 of Project Dossier: Introduction
The introduction shall outline the Project Scope of Work as completed, detailing all changes to the original
scope, project execution plan (PEP) subsequent to the approval of the Design Basis Document and giving
reasons for such changes.
10.2.2 Section 2.2 of Project Dossier: Basis of Design (B.O.D.) (Latest Issue)
The latest B.O.D., Document as approved by QP plus a summary list of all approved deviations complete
with supporting approved and endorsed “Deviation Requests”.
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10.2.3 Section 2.3 of Project Dossier: Plant Operating Instructions
The following sub-sub sections are to contain all relevant Documents and Drawings, to provide a complete
Reference Document, allowing Plant Operators to safely and efficiently operate and maintain the installation
that the project pertains to.
2.3.1) Overall Operating Philosophy

2.3.2) General Description of Plant and Controls
2.3.3) Commissioning/Pre-Commissioning Procedures
2.3.4) Operating & Maintenance Procedures
2.3.5) Emergency Procedures
2.3.6) Troubleshooting
Typical key drawings to be included, but not limited to, are Process and Instrument Diagrams, Cause and
Effect Charts, Electrical Single Line Diagrams, etc.
10.3 Section 3 of Project Dossier: Title - Vendor Documentation
Vendor documentation should bear the numbering system as defined in [1]. If a vendor’s information is in a
separate book then this should be stated.
Where the Vendor supplies the information, and it cannot be compiled into the format defined in this section
then each Section shall contain a cross-reference to the Section where the information is contained. Vendor
Documentation are to be filed by Discipline/Subject (see 10.3.1) and then by Indent Number.
10.3.1 Section 3.1 of Project Dossier: Vendor Drawings, Parts Lists, and Data Sheets etc.
Section 3.1 to include all Vendor Drawings, Parts Lists, Data Sheets with cross-reference to the applicable
Purchase order Nos. arranged by Discipline/Subject, see below. Sub sections of Section 3.1 shall be
arranged as defined below.
Subject to scope and type of works of the Project, highlight N/A where it is not applicable in the appropriate
sub sub section as arranged below. The sub sections may be further broken down with other additional sub
sections to separate facilities, plants, platforms, areas or systems specific to the requirements of the project.
S/S/Sec. For Projects of Existing Plants. Refer For Grass Root Projects and Ras Laffan. Refer
[1] Section 8.0. [1] Section 5.0
3.1.1 Process General & Multi Discipline, Common
3.1.2 Piping Civil – Structural, Concrete, Topographical
3.1.3 Pipeline Electrical – Power Generation, Transmission,
Distribution
3.1.4 Mechanical Safety, Loss Prevention – Includes HSE
3.1.5 Structural Instrumentation – Plant monitoring, Control,
Safeguarding Devices and Systems, Fire and Gas
and Telemetry
3.1.6 Civil Mechanical – Plant equipment, Rotation, Plant
Piping work & components, Corrosion, Painting,
Insulation and HVAC
3.1.7 Electrical Process – Production Systems, Specialised
Process/Utility Equipment.
3.1.8 Instrument Pipelines – Pipeline Engineering, Cross Country
Pipelines, Trunk Lines, Umbilicals, Sub Sea
Pipelines.
3.1.9 Telecommunications Telecommunications
3.1.10 Telemetry
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3.1.11 Fire and Gas
3.1.12 Safety & Loss Prevention
3.1.13 Health Safety & Environment (HSE)
3.1.14 HVAC
3.1.15 Hazardous Area Data
3.1.16 General & Multi Discipline – Common
Additional sections may be added to the above to cater for subject/discipline related data not defined above.
Additional sections shall continue with the next available Sub Sub Section number.
10.3.2 Section 3.2 of Project Dossier: Spare Parts List and Interchangeability Record (SPIR) Forms
Copies of completed SPIR forms for all equipment purchased are to be included in the dossier. These should
include SAP material codes where possible, obtainable from QP Material Department. If, at the time of
compiling the dossiers, SAP material codes are not available, then this should be clearly stated in this
section & copies of correspondence included. SPIR’s shall be applied to all Equipment’s and Valves.
Sub sections of Section 3.2 shall be arranged by Discipline/Subject see below:
Distribution
and Telemetry
Insulation and HVAC
Pipelines.
3.2.10 Telemetry
3.2.11 Fire and Gas
3.2.14 HVAC
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10.3.3 Section 3.3 of Project Dossier: Manuals and Other Vendor Documentation
Section 3.3 to include vendor equipment Commissioning, Installation, Operation and Maintenance Manuals.
Sub sections of Section 3.3 shall be arranged by Discipline/Subject see below:
Distribution
and Telemetry
Insulation and HVAC
Pipelines.
3.3.10 Telemetry
3.3.11 Fire and Gas
3.3.14 HVAC
10.4 Section 4 of Project Dossier: Title – Requisitions and Purchase Orders
10.4.1 Section 4.1 of Project Dossier: Requisitions
To contain all Approved for Purchase Requisitions.
The Sub sections of Section 4.1 shall be arranged by Discipline/Subject (see below) and then by indent
number see below:
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Distribution
and Telemetry
Insulation and HVAC
Pipelines.
4.1.10 Telemetry
4.1.11 Fire and Gas
4.1.14 HVAC
10.4.2 Section 4.2 of Project Dossier: Purchase Orders
Sub sections of Section 4.2 shall be arranged by Discipline/Subject (see below) and then by indent number
and to contain all approved for Purchase Orders and their reference drawings where applicable.
Distribution
and Telemetry
Insulation and HVAC
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Pipelines.
4.2.10 Telemetry
4.2.11 Fire and Gas
4.2.14 HVAC
10.5 Section 5 of Project Dossier: Title – Design Documents
This section is to contain the AFC stamped certified As-Built Red Line Mark Ups (RLM). Note that all data
shall be stamped certified As-Built regardless of none modification during construction and commissioning.
10.5.1 Section 5.1 of Project Dossier: Drawings and Drawing Index
Sub sections of Section 5.1 shall be arranged by Discipline/Subject (see below) and to contain the
Document / Drawing Index related to Project.
Distribution
and Telemetry
Insulation and HVAC
Pipelines.
5.1.10 Telemetry
5.1.11 Fire and Gas
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5.1.14 HVAC
10.5.2 Section 5.2 of Project Dossier: Specifications
Sub sections of Section 5.2 shall be arranged by Discipline/Subject see below.
Distribution
and Telemetry
Insulation and HVAC
Pipelines.
5.2.10 Telemetry
5.2.11 Fire and Gas
5.2.14 HVAC
10.5.3 Section 5.3 of Project Dossier: Data Sheets
Sub sections of Section 5.3 to contain Data Sheets and shall be arranged by Discipline/Subject see below:
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Distribution
and Telemetry
Insulation and HVAC
Pipelines.
5.3.10 Telemetry
5.3.11 Fire and Gas
5.3.14 HVAC
10.5.4 Section 5.4 of Project Dossier: Calculations
Sub sections of Section 5.4 to contain Calculations and shall be arranged by Discipline/Subject see below:
Distribution
and Telemetry
Insulation and HVAC
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Pipelines.
5.4.10 Telemetry
5.4.11 Fire and Gas
5.4.14 HVAC
10.5.5 Section 5.5 of Project Dossier: Schedules
Sub sections of Section 5.5 to contain Schedules and shall be arranged by Discipline/Subject see below:
Distribution
and Telemetry
Insulation and HVAC
Pipelines.
5.5.10 Telemetry
5.5.11 Fire and Gas
5.5.14 HVAC
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10.5.6 Section 5.6 of Project Dossier: Procedures / Method Statements
Sub sections of Section 5.6 to contain Procedures and Method Statements and shall be arranged by
Discipline/Subject see below:
Distribution
and Telemetry
Insulation and HVAC
Pipelines.
5.6.10 Telemetry
5.6.11 Fire and Gas
5.6.14 HVAC
10.5.7 Section 5.7 of Project Dossier: Completed Tie-in Information
The information to be contained in this section includes Drawings, sketches, Mark-ups etc., which are to be
used by the Operator.
Sub sections of Section 5.7 to include, Type/Size/Schedule/Rating/Spec, of materials used in the tie-in and
Schedule dates of tie-in if any. The sub sections shall be arranges by Discipline/Subject see below:
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Distribution
and Telemetry
Insulation and HVAC
Pipelines.
5.7.10 Telemetry
5.7.11 Fire and Gas
5.7.14 HVAC
10.5.8 Section 5.8 of Project Dossier: Other Documentation
Information not covered by the sections 2 to 5 of the dossiers, may be filed in this miscellaneous section as
‘Other Documentation’. Examples of the data will include but not limited to:
• Conceptual Studies
• Safety Study Reports
• Material Balance for PFD’s if separate from PFD’S
• Work Activity Schedules
• Utilities Summaries
• General and Technical Reports
10.6 Section 6 of Project Dossier: Title - Environmental Documentation
Environmental Information not covered by the sections 2 to 5 of the dossiers, to be filed in this section
arranged as described below.
6.1) Initial Environmental Authorizations (IEA) including applications and approvals

6.2) Environmental Impact Assessments (EIA) reports
6.3) Environmental Clearance Documents
6.4) Consent-To-Operate Applications and Permits
Additional sections shall continue with Section 6.5, 6.6 and so on.
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10.7 Section 7 of Project Dossier: Title - Project Certification
Section 7.0 to include Project Certification records. Theses records are to be collated by the contractor and
sub divided as shown below.
7.1. Construction contract

7.2. Ready for Commissioning Certification (RFC)
7.3. Ready for Start Up Certification (RFSU)
7.4. Acceptance Certificate
7.5. System Handover Certificate, with Punch List.
7.6. Plant Handover Certification with agreed Punch List and Outstanding Items
7.7. Mechanical Completion Certificate, with signed-off Punch List (MCC)
7.8. Project Completion Certificate
Additional sections shall continue with Section 7.9, 7.10 and so on.
10.8 Section 8.0 of Project Dossier: Title - Construction Data Volumes
Construction data volumes are to be collated by the contractor. Final “As-Built” drawings are dealt with
separately in Clause 10.9. This section will include all Quality Plans, and records, received including
Vendors; also Inspection records etc received from QP Inspectors and Third party Inspectors. The
arrangement of the construction data containing all QA/QC, Test and other Construction parameters shall be
as follows:
10.8.1 Section 8.1 of Project Dossier: – General Data
Section 8.1 Sub sections shall be arranged as follows:
8.1.1) Quality Manual / Procedures

8.1.2) Pre-Commencement Qualifications
8.1.3) List of Sub-Suppliers
8.1.4) Sub-Suppliers & Sub Contractor Quality Plan & other QC Procedures
8.1.5) Sub-Suppliers QA/QC Records
8.1.6) Construction Equipment List
8.1.7) Corrective Action Reports
8.1.8) Quality Audit Reports
8.1.9) Concession Requests
8.1.10) Site Inspection Schedule
8.1.11) Material Approval Requests
8.1.12) Valve Test Reports
8.1.13) Material Test Certificates
8.1.14) Consumable Test Certificates
8.1.15) Equipment Certificates
8.1.16) Third Party Inspection/Certification issued reports
8.1.17) Approved Material Submittal Documents
Additional sections shall continue with Section 8.1.18, 8.1.19 and so on.
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10.8.2 Section 8.2 of Project Dossier: - Painting/Insulation
8.2.1) Painting Check Sheets

8.2.2) Insulation Check Sheets
8.2.3) Painting Works Construction Quality Control Forms
10.8.3 Section 8.3 of Project Dossier: Construction Data Book - Welding
8.3.1) Welding Procedures & Register

8.3.2) Welding Procedures Qualifications
8.3.3) Welders Qualifications & Register
8.3.4) Welding Reports
8.3.5) Welding Inspector’s Qualifications
8.3.6) Weld Tracking Log/Records
8.3.7) Welding Procedure Specifications (WPS)
10.8.4 Section 8.4 of Project Dossier: Construction Data Book – Inspection Records
8.4.1) Magnetic Particle Inspection Register (M.P.I)

8.4.2) Radiographic Reports
8.4.3) Ultrasonic Reports
8.4.4) NDT Procedures
8.4.5) Personnel Qualifications & Register
8.4.6) PWHT Charts
8.4.7) Hardness Test Reports.
8.4.8) NDT Reports & Index
8.4.9) Radiographs Films (References to storage arrangement should be provided here).
8.4.10) Dimensional Inspection Records
8.4.11) Spool/Item Release Certificate
8.4.12) PWHT Certifications showing Temperature Ranges etc.
10.8.5 Section 8.5 of Project Dossier: Construction Data Book - Hydro Test
Section 8.5. Sub sections shall be arranged as follows:
8.5.1) P&ID Mark-ups Indicating Limits

8.5.2) Limits of Hydro Test Packs
8.5.3) Hydro Test Packs & Reports
Additional sections shall continue with Section 8.5.4, 8.5.5 and so on. Refer to section (10.8.9) for Hydro
Test Instrument Calibration Check Sheets.
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10.8.6 Section 8.6 of Project Dossier: Construction Data Books - Structural
Section 8.6 Sub section shall be arranged as follows:
8.6.1 Mechanical & Steel Structural Works - Construction Quality Control Forms
10.8.7 Section 8.7 of Project Dossier: Construction Data Books - Civil
8.7.1) Concrete Cube Test Certificate

8.7.2 Batching Plant Mix Design Certificates
8.7.3) Concrete Slump Test Certificates
8.7.4) Reinforcement Test Certificates
8.7.5) Pour Records
8.7.6) Pile Load Test Certificate
8.7.7) Geo-Tech and Topographical Survey Reports
8.7.8) Civil Works Construction Quality Control Forms
10.8.8 Section 8.8 of Project Dossier: Construction Data Book - Electrical
8.8.1) Electrical Equipment Check Sheets

8.8.2) Electrical Cable Continuity and Insulation Check Sheets
8.8.3) Lighting Check Sheets
8.8.4) Earthing Check Sheets
8.8.5) Electrical Construction Quality Control Forms
8.8.6) Acceptance Test Reports
Additional sections shall continue with Section /discipline related data not defined above specific to the
project. Additional sections will continue with Section 8.8.7, 8.8.8, and so on.
10.8.9 Section 8.9 of Project Dossier: Construction Data Book - Instrumentation
8.9.1) Instrument Pressure Testing Schedule Process Piping

8.9.2) Instrument Pre-Installation Calibration Sheets
8.9.3) Relief Valve Pre- Installation Check Sheets
8.9.4) Instrument and Control Cable Continuity and Installation Check Sheets
8.9.5) Hydro Test Instrument Calibration Check Sheets.
8.9.6) Instrument Earthing Check Sheets
8.9.7) Instrumentation Works Construction Quality Control Forms
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10.8.10 Section 8.10 of Project Dossier: Construction Data Book – Material Traceability Records
Section 8.10 to contain all Material Traceability Records listed.
10.9 Section 9 of Project Dossier: Title - “As-Built” Drawings
All Drawings shall be revised (back draughted) to “As-Built” status and As-Built Revision (Z) shall be
signed of by CONTRACTOR and QP Project Engineer whether changed during construction or not. A full
set of such drawings, together with the revised “As-Built” drawing indices, shall be included under this
section.
As-Built drawings shall be reduced to A3 size and 3 sets provided in a separate set of A3 binders in addition
to the project dossier set. Refer to section (11.0) of this standard.
Sub sections of Section 9 shall be arranged by Discipline/Subject (see below) and shall contain the As-Built
Document / Drawing Index at Section 9.0
9.0 As-Built Drawing Index
9.1 Process General & Multi Discipline, Common
9.2 Piping Civil – Structural, Concrete, Topographical
9.3 Pipeline Electrical – Power Generation, Transmission,
Distribution
9.4 Mechanical Safety, Loss Prevention – Includes HSE
9.5 Structural Instrumentation – Plant monitoring, Control,
and Telemetry
9.6 Civil Mechanical – Plant equipment, Rotation, Plant
Insulation and HVAC
9.7 Electrical Process – Production Systems, Specialised
9.8 Instrument Pipelines – Pipeline Engineering, Cross Country
Pipelines.
9.9 Telecommunications Telecommunications
9.10 Telemetry
9.11 Fire and Gas
9.12 Safety & Loss Prevention
9.13 Health Safety & Environment (HSE)
9.14 HVAC
9.15 Hazardous Area Data
9.16 General & Multi Discipline – Common
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10.10 Section 10 of Project Dossier – Title - Project Completion and Handover Documentation
This section shall contain all documentation relative to the handover of all new facilities to QP and QP
acceptance thereof, except as already catered for under Clause 10.6 e.g., Mechanical Completion Records,
Commissioning Records etc.
10.11 Section 11 of Project Dossier – Title - Project Close Out Report
This section shall contain the approved Project Close out Report.
11.0 Review and Approval of Project Dossier
The Contractor shall submit a draft index to QP Project Manager for review and comments. The Project
Manager shall issue the draft index to the appropriate end users for review. The Project Manager shall
collate all comments and issue one set of agreed comments back to the Contractor. After the draft “Main”
Index is agreed the Contractor shall prepare a draft dossier.
Once the draft dossier is complete, it shall be issued to the QP Project Manager who shall arrange the review
to ensure it is complete. QP Project Manager shall issue one draft set to Data Center (EED) to check the
project dossiers have been compiled in accordance with this standard.. The Project Manager shall issue all
comments back to the Contractor. When the draft dossier has been approved the Project Manger shall
inform the contractor in writing.
At this stage the 3 separate sets of A3 As-Built Data as defined in section (10.9) shall be prepared and
issued to the applicable QP end user Production and Maintenance Departments
It must be noted that at this time the ‘Project Close out Report’ (see section 10.11) will not be included. The
‘Project Close Out Report’ is subject to a separate review and shall be enclosed in the dossier when
approved.
It is only after approval of the Draft Project Dossier (see section 13) that the Contractor shall compile the
required copies/sets in accordance with the QP scope and contract requirements. (See section 12)
12.0 Quantities and Distribution of Project Dossier
The quantities of project dossiers will be dependant on the specifics of the project. Before the tender stage
of the project, the Project Manager shall liase with the applicable Production and Maintenance Departments
to determine the number of sets required. One set of dossiers shall be required by the Data Center (EED)
and shall be supplied on CD in electronic format (PDF file), this requirement does not relieve the contractor
from providing other Data Deliverables as defined in the contract scope of work. The directory structure of
the CD’s shall be defined by the section numbers and then by it’s sub sections. As shown in the following
example:
Section 1
Section 1.1
Section 2
Section 1.2
The file names of the data included in the directory shall be saved as the section/sub section they pertain to.
i.e. Section 1.1 shall be saved as 1.1 section 1.1.1 shall be saved as 1.1.1 etc.
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12.0 Quantities and Distribution of Project Dossier (Con’t)
The Project Manager shall ensure the agreed quantities and required distribution of project dossiers are
specified in the QP scope and contract requirements. This section of the contract scope shall be reviewed
and agreed by the applicable end user departments (Maintenance, Production and Data Center) before final
approval and issue of the QP scope and contract requirements.
13.0 Final Handover of Project Dossier
One hard copy of the Draft Project Dossier shall be forwarded to the Project Manager who shall review for
completeness and compliance. Where discrepancies occur and incomplete information is received, the
Project Manager shall inform the Contractor/Consultant in writing of such discrepancies and/or incomplete
information. The Project Manager shall be responsible for obtaining the correct, missing or incomplete
information from the Consultant/Contractor. The approval of the Final Project Dossier shall be made in
writing and issued to the applicable Consultant/ Contractor. At this stage the contractor shall compile the
required copies/sets in accordance with the QP scope and contract requirements and issue to the Project
Manager. The Project Manager shall arrange distribution of dossiers as agreed and specified in the QP scope
and contract requirements.
14.0 Approval to Deviate
Strict compliance with this standard is required. Any deviations must obtain prior written approval from its
custodian, EE.
15.0 Bibliography
[1] ES.0.07.0014 Project and Master Engineering Data Coding System
In all instances users shall refer to the latest issue of the above standard. Refer to Head of Data Center
EED.
ES.0.06.0021
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Appendix 1 – Typical Layout of Spine
QP CONTRACT No.
Text as required
CONTRACT TITLE:
Text as required
PROJECT DOSSIER
SECTION 2
(2.1 to 2.2)
OVERALL PLANT
OPERATING
INSTRUCTION
CONTRACTOR/CONSULTANT
DETAILS/LOGO
SECTION 2 VOLUME X OF X
ES.0.06.0021
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Appendix 2 – Typical Layout of Front Cover
QP CONTRACT No.: Text As Required
CONTRACT TITLE:
Text as Required
PROJECT DOSSIER SECTION 2

(2.1 to 2.2)
OVERALL PLANT
OPERATING
INSTRUCTION
CONTRACTOR/CONSULTANT
DETAILS
SECTION 2 VOLUME X of X
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Appendix 3 – Typical Layout of Fly Sheet
Section 5 : Design Documentation
Section 5.2 : Specifications
Contractor/Consultant
Details
ES.0.06.0021
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Appendix 4 – Typical Main Index (First Page)
The section and subsections along with their descriptions are literal, the volume numbers are shown are
typical examples and they will vary depending on the amount of data involved and specific to each project.
The example below shows the first page only, however the layout of all other pages shall be the same.
Contract No.:
Contractor
Contract Title: Logo
PROJECT DOSSIER – MAIN INDEX if applied
Total package includes 231 Volumes
Sect.
SEC & CD
S/SEC
S/S/SEC DESCRIPTION Vol.
Ref.
No.
1 DOSSIER CONTENTS GUIDE 1 of 2 1
1.1 Brief Contents Guide 1 of 2 1
1.1.1 Project Dossier Main Index 1 of 2 1
1.1.2 Project Dossier Section Index’s 1 of 2 1
1.1.3 Project Dossier Volume Index’s 1 of 2 1
1.2 Synopsis 2 of 2 1
1.3
2 EXAMPLE
Equipment Tag Key List
OVERALL PLANT OPERATING INSTRUCTIONS

2 of 2
1 of 8
1
ONLY
2.1 Introduction 1 of 8 1
2.2 Basis of Design (Final Issue) 1 of 8 1
2.3 Plant Operating Instructions 2 of 8 1
2.3.1 Overall Operating Philosophy 2 of 8 1
2.3.2 General Description of Plant and Controls 2 of 8 1
2.3.3 Commissioning/Pre Commissioning Procedures 3 of 8 1
2.3.4 Operating and Maintenance Procedure 3 of 8 1
2.3.5 Emergency Procedures 3 of 8 1
2.3.6 Troubleshooting 4 of 8 1
3 VENDOR DOCUMENTATION 1 of 8 2
3.1 Vendor Drawings, Parts Lists, Data, Sheets etc 1 of 8 2
3.1.1 Process 2 of 8 2
3.1.2 Piping 2 of 8 2
3.1.3 Pipeline 2 of 8 2
3.1.4 Mechanical 3 of 8 2
3.1.5 Structural 3 of 8 2
Main Index Page 1 of 8
ES.0.06.0021
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Appendix 5 – Typical Section Index (First Page)
The section and subsections along with their descriptions are literal, the volume numbers are shown are
typical examples and they will vary depending on the amount of data involved and specific to each project.
The example below shows the first page only, however the layout of all other pages shall be the same.
Contract No.:
Contract Title: Contractor
PROJECT DOSSIER – SECTION 5 INDEX Logo
if applied
This section contains 8 Volumes
AFC - Design Documents
SEC & No. of CD
S/SEC
S/S/SEC Doc. No. Sht’s
DESCRIPTION Vol. No.
Ref
5.1 1234-0000 34 AFC Master Document Register 1 of 8 5
5.1.1 1234-0001 3 Process Discipline Drawing Index 1 of 8 5
1234-0101 3 Mesaieed Unit 407 UFD 1 of 8 5
1234-0102 1 Mesaieed Unit 407 PFD 1 of 8 5
1234-0103 2 Mesaieed Unit 407 Separator 407-V-001 P&ID 1 of 8 5
Mesaieed Unit 407 Process Safeguarding
1234-0106 1 1 of 8 5
EXAMPLE
Diagram
1234-0107 4 Mesaieed Unit 407 Process Cause & Effects 1 of 8 5
5.1.2 1234-1000 6 Piping Discipline Drawing Index 1 of 8 5
1234-1020 1 Mesaieed Unit 407 Overall Key Plot Plan 1 of 8 5
1234-1021 18 Mesaieed Unit 407 Plot Plans 1 of 8 5
ONLY
1234-1022 1 Mesaieed Unit 407 Piping Key Plan 1 of 8 5
1234-1023 3 Mesaieed Unit 407 Area A Piping GA 1 of 8 5
1234-1024 4 Mesaieed Unit 407 Area B Piping GA 1 of 8 5
1234-1025 6 Mesaieed Unit 407 Area C Piping GA 1 of 8 5
1234-1026 3 Mesaieed Unit 407 Area D Piping GA 1 of 8 5
1234-1027 2 Mesaieed Unit 407 Area E Piping GA 1 of 8 5
1234-1028 3 Mesaieed Unit 407 Area A Drainage Details 2 of 8 5
1234-1029 4 Mesaieed Unit 407 Area B Drainage Details 2 of 8 5
1234-1030 6 Mesaieed Unit 407 Area C Drainage Details 2 of 8 5
1234-1031 3 Mesaieed Unit 407 Area D Drainage Details 2 of 8 5
1234-1032 2 Mesaieed Unit 407 Area E Drainage Details 2 of 8 5
5.1.3 1234-1400 3 Pipeline Discipline Drawing Index 2 of 8 5
1234-1451 3 Mesaieed Unit 407 Utilities Pipeline Routing 2 of 8 5
1234-1452 3 Mesaieed Unit 407 Plant Pipeline Routing Area A 2 of 8 6
1234-1453 4 Mesaieed Unit 407 Plant Pipeline Routing Area B 2 of 8 6
1234-1454 6 Mesaieed Unit 407 Plant Pipeline Routing Area C 2 of 8 6
1234-1455 3 Mesaieed Unit 407 Plant Pipeline Routing Area D 2 of 8 6
1234-1456 2 Mesaieed Unit 407 Plant Pipeline Routing Area E 2 of 8 6
1234-1457 1 Mesaieed Unit 407 4” Pipe Support Details 2 of 8 6
Section Index Page 1 of 68

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Appendix 6 – Typical Volume Index (First Page)
The section and subsections along with their descriptions are literal, the CD Ref numbers shown are typical
examples and they will vary depending on the amount of data involved and specific to each project. The
example below shows the first page only, however the layout of all other pages (if used) shall be the same.
Contract No.:
Contractor
Contract Title: Logo
if applied
PROJECT DOSSIER – VOLUME 1 INDEX
SEC & S/S/S/SEC No. of CD
S/SEC
S/S/SEC
OR DOC. N0. Sht’s
DESCRIPTION
Ref.
1 1 Dossier Contents Guide 1
1.1.1 8 Project Dossier Main Index 1
1.1.2 Project Dossier Section Indices 1
1.1.2.1 1 Section 1 Index- Dossier Contents Guide 1
1.1.2.2 4 Section 2 Index- Overall Plant Operation Instructions 1
1.1.2.3 102 Section 3 Index- Vender Documentation 1
1.1.2.4 89 Section 4 Index- Requisitions and Purchase Orders 1
1.1.2.5 150 Section 5 Index- Design Documents 1
1.1.2.6 34 Section 6 Index- Environmental Documentation 1
EXAMPLE
1.1.2.7 23 Section 7 Index- Project Certification 1
1.1.2.8 140 Section 8 Index- Construction Data Books 1
1.1.2.9 203 Section 9 Index- As-Built Drawings 1
1.1.2.10 34 Section 10 Index- Project Completion and Handover 1
ONLY
1.1.2.11 5 Section 11 Index- Project Close Out Report 1
1.1.3 Project Dossier Volume Indices 1
1.1.3.1 1 Volume 1 Index 1
1.1.3.10 22 Volume 10 Index 1
Volume 1 Index Page 1 of 1

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ES.0.06.

6.0 Introduction to Project Dossiers

7.0 Presentation of Project Dossiers

8.0 Sheet and Page Sizes

9.0 Numbering of Project Dossiers

10.2 Section 2 of Project Dossiers: Title - Overall Plant Operating Instructions

10.8.2 Painting and Insulation

11.0 Review and Approval of Project Dossier

12.0 Quantities and Distribution of Project Dossier

13.0 Final Handover of Project Dossier

14.0 Approval To Deviate

Appendices 1 – Typical Layout of Spine

Commissioning: The testing of complete systems under operational or simulated operational

MDR Master Document Register.

6.0 Introduction to Project Dossiers

7.0 Presentation of Project Dossiers

Section 1 - Dossier User Guide = Red

7.3 Dividers and Flysheets

7.3.1 Dividers - Sections

7.3.2 Dividers – Sub Sections

8.0 Sheet and Page Sizes

9.1 Individual Volume Numbering

10.0 Project Dossier Contents

10.1 Section 1 of Project Dossier: Title - Dossier User Guide

10.1.2 Section 1.2 of Project Dossier: Synopsis

Table 1: Equipment Tag Key List

10.2 Section 2 of Project Dossier: Title - Overall Plant Operating Instructions

Section 2 to include the relevant index(s). Refer to section (10.1)

10.2.1 Section 2.1 of Project Dossier: Introduction

2.3.1) Overall Operating Philosophy

10.3 Section 3 of Project Dossier: Title - Vendor Documentation

Sub sections of Section 3.2 shall be arranged by Discipline/Subject see below:

10.4 Section 4 of Project Dossier: Title – Requisitions and Purchase Orders

10.4.1 Section 4.1 of Project Dossier: Requisitions

To contain all Approved for Purchase Requisitions.

10.4.2 Section 4.2 of Project Dossier: Purchase Orders

10.5 Section 5 of Project Dossier: Title – Design Documents

10.5.1 Section 5.1 of Project Dossier: Drawings and Drawing Index

10.5.2 Section 5.2 of Project Dossier: Specifications

Sub sections of Section 5.2 shall be arranged by Discipline/Subject see below.

10.5.3 Section 5.3 of Project Dossier: Data Sheets

10.5.4 Section 5.4 of Project Dossier: Calculations

10.5.5 Section 5.5 of Project Dossier: Schedules

10.5.7 Section 5.7 of Project Dossier: Completed Tie-in Information

10.5.8 Section 5.8 of Project Dossier: Other Documentation

10.6 Section 6 of Project Dossier: Title - Environmental Documentation

6.1) Initial Environmental Authorizations (IEA) including applications and approvals

7.1. Construction contract

10.8 Section 8.0 of Project Dossier: Title - Construction Data Volumes

10.8.1 Section 8.1 of Project Dossier: – General Data

Section 8.1 Sub sections shall be arranged as follows:

8.1.1) Quality Manual / Procedures

Section 8.3 Sub sections shall be arranged as follows:

8.2.1) Painting Check Sheets

10.8.3 Section 8.3 of Project Dossier: Construction Data Book - Welding

Section 8.3 Sub sections shall be arranged as follows:

8.3.1) Welding Procedures & Register

Section 8.4 Sub sections shall be arranged as follows:

8.4.1) Magnetic Particle Inspection Register (M.P.I)

Section 8.5. Sub sections shall be arranged as follows:

8.5.1) P&ID Mark-ups Indicating Limits

Section 8.6 Sub section shall be arranged as follows: