Document and Communication

Codification Procedure

Project : KSA deployable hospital

DOCUMENT AND COMMUNICATION CODIFICATION PROCEDURE

DOCUMENT NO. HOS-PMT-PRO-001-00

19.04.20 00 Approval
Date Revision Issued For Prepared by Reviewed by Approved by

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 Document and Communication
Codification Procedure

Project : KSA deployable hospital

1. Purpose
The objective of this document is to successfully develop the codification procedure for communication and documentation
between ACWA Power and Thabat for the deployable hospital projects in KSA.
The Document focus on the aspects of the Project reporting during the course of the project via documented communication
and exchange of the various documents emails etc.
The codification is defined for Three Parts:
a. Email Communication Codification.
b. Document Submission Codification.
c. Correspondence Codification

2. Email Codification System

2.1 Email Codification Procedure

The codification system for emails shall be a combination of the abbreviations in the pattern as further described after the
table.

Table 1: Email Codification

Ref. No. Abbreviations
Project Identification (XX)
1
HOS KSA Deployable Hospital

Functions (FF)
QA Quality Assurance/ Control
HS HSE (Health Safety and Environment)
EN Engineering/ System Design
PL Procurement and Logistics
2 PM Project Management
CN Construction
CM Contract Management
FN Finance & Accounting
PC Planning and Control
TC Testing and Commissioning

(EE) Applicable Parties in the Communication Matrix are as Below.

The originator of the email shall be "Issuer-(EE)" and Recipient shall be "Receiver-(RR)"
3 ACWA ACWA Power Company
THA Thabat
WCG WCG Consultant

4 Numbering (N) : 001 to 999

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 Document and Communication
Codification Procedure

Project : KSA deployable hospital

2.2 Email Pattern of Coding

All the emails communications shall be codified as per the following format:
XX-FF-EE-RR-N Subject
Where (referring to the above table1):
XX : Project Name (Defined in Ref. No.1, Table1)
FF : Function related to (Defined in Ref. No. 2, Table1)
EE : Issuer Code (Defined in Ref. No. 3, Table1)
RR : Receiver. (Defined in Ref. No. 3, Table1)
N : Sequence Number
Subject : Short subject
Notes:

a. Each Party may add a letter to the code correspondence when the response is important or adds valuable
information to the discussion instead of creating new code for the same topic or issue. Example: HOS-PC-ACWA-
THA-001 a
b. The registration of each code in (excel/online workbook) shall be done by the respective issuer's document
controller.

Example:

a. Email from ACWA power for the pending submission of the Monthly Progress report:
HOS-PC-ACWA-THA-001- Submission of Monthly Progress report pending
b. Email from Thabat for the submission of the Daily Progress report:
HOS-PC-THA-ACWA-001- Submission of Daily Progress April-19.

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 Document and Communication
Codification Procedure

Project : KSA deployable hospital

3. Document Submission Codification

This part of the codification procedure applies to the documents that are getting submitted by transmittals or those
that are attached to mails / reports and get individually referenced.
The General Documents (Which are not limited to one area) are prefixed with HOS which is the Project Code.

These Submittals are also sent along with an updated Engineering Document List (EDL) maintained separately for
Engineering & Project submittals. Typical format of updated fields in EDL shown as sample below

Submission Client Approval

Sr. Document Document Purpo Document
Priority
No No Description / Name se Status Type
Date Date
(Email / transmittal No)

HOS-PMT-
Project Organization 05-Nov-
1 ORG-001- I R UR 30-Oct-19 HOS-PM-THA-ACWA-001-00
Chart 19
00
HOS-PMT-
CVs of EPC Key 08-Nov-
2 ORG-002- I R AWC 30-Oct-19 HOS-PM-THA-ACWA-002-00
Personnel 19
00
HOS-PMT- Project
COM-001- Communication 23-Nov-
3 I R A 12-Nov-19 HOS-PM-ACWA-THA-002-00
00 Matrix 19

The codification system for documents shall be the combination of the abbreviations in the pattern as further described in tables
3, 4, 5 for Department, Document Type, followed by Sequential No pertaining to that document. Project Code HOS as define
above is prefixed before each document so as to facilitate retrieval in Contractor & Clients document Archives.

The General Legend is as follows: Project Code-Department-Document Type-Sequential Number-Revision

PC-DEP-DOC-NNN-00

Details of the Department & Purpose- Table 3, Table 4 are available in respective EDLs and sample of same is listed below for
ready reference.

Table 3 Department
Code Department
PMT Project Management
HSE Health Safety and Environment
SQM Supply Quality Management
GEN General
FQM Field Quality Management (Construction)
ONM Operation and Maintenance
FIN Finance
CON Construction
ENG Engineering
HRM Human Resource Management
CMT Contract Management
PSM Procurement & Supply Chain Management
SUB Subcontracting Management
RSK Risk Management
TCH Testing, Commissioning & Handover

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 Document and Communication
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PLC Planning and Control

Table 4 Document Type

Code Description
DPR Daily Progress Report
WPR Weekly Progress Report
MPR Monthly Progress Report
SCH Schedule
WCS Warranty Certificates
PPR Punch Point Report
SSR Site Safety Report
PCR Project Closure Report
ITP Inspection & Test Plan
PLN Plan
LST List
RPT Report
PRO Procedure
MOS Method of Statement
NCR Non-Conformance Report
OPM Operation Manual
ORG Organization Chart
POR Purchase Order
REG Register
SPL Spare Part List
SPE Specifications
SUB Submittal (Material / Equipment Approval)
SAR Supplier / Subcontractor Approval
VOR Variation Order
PAP Payment Application
INV Invoice
ADD Addendum
COM Communication
FON Field Observation Notice
RFF Request for FAT
ICL Inspection Checklist
RFI Request for Inspection
INV Invoice
ADD Addendum
COM Communication
FON Field Observation Notice
RFF Request for FAT
ICL Inspection Checklist
RFI Request for Inspection
BOM Bill of Material
TSD Technical Specification Document
EVD Engineering Vendor Document

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 Document and Communication
Codification Procedure

Project : KSA deployable hospital

EDC Engineering Design/Calculation

ECD Engineering Construction Drawing
ANR Analysis Report
MSC Miscellaneous

Table 5 Approval Code

Approval Code Status

A No Further Comments

AWC With Comments

C Rejected

SP Submittal Pending

UR Under Review

4. CRS Codification:
Each Document that is submitted for Review to the Owner shall be reverted back to the EPC Contractor with a CRS
sheet mentioning either of the approval codes listed in table 5 above. The CRS shall be numbered as following:
[Complete Document Number with Revision Number]-CRS
All the Urgent / Critical documents shall be reviewed and revert back by ACWA power to TABHAT within 24 hrs.
Turnaround time to be defined as per EDL/MDL

5. Correspondence Codification:
The codification system for:
1. Letters
2. Minutes of Meeting
These Documents shall be coded as in the table 6 below:
Table 6: Correspondence Codification
Ref. No. Abbreviations
Project Identification (XXX)
1
HOS Project name

Correspondence Type (CCC)

2 LTR Letter
MOM Minutes of Meeting

(EE) Applicable Parties in the Communication Matrix are as Below.

The originator of the email shall be "Issuer-(EE)" and Recipient shall be "Receiver-(RR)"
3 ACWA ACWA power company
THA Thabat
WCG WCG Consultant

4 Numbering (N) : 001 to 999

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 Document and Communication
Codification Procedure

Project : KSA deployable hospital

Project number shall always be HOS for Correspondence documents and the Code shall be structured as following:
XXX-CCC-EE-RR-NNN
Where (referring to the above table 6):
XXX : Project Name (HOS for all Correspondence)
CCC : Correspondence Type (Defined in Ref. No. 2 Table 6)
EE : Issuer Code (Defined in Ref. No. 2,Table6)
RR : Receiver. (Defined in Ref. No.2,Table6)
NNN : Sequence Number

For example:
HOS-LTR-THA-ACWA-001
HOS-MOM-THA-ACWA-001

6. Communication Matrix:

The emails being sent by the EPC Contractor and the Owner, Owner's Consultant etc. would be sent through their default Mail
servers. The documents sent by other email platform would follow same procedure for codification.
1. The communication matrix for Owner.
2. And the same for EPC contractor is submitted under document number: HOS-PMT-COM-001-00.

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