MINUTES OF MEETING – Ref No MOM-28/2019-EDMS No-1

Minutes off Meeting

Subject Electronic Document Management System (EDMS) Meeting

Name of Project: Reinforcement of Ad Dakhiliyah Water Transmission System – Phase II

Name of Project
Mr. Musabah Al Hamdi
Manager:

Consultant: Energoprojekt – Entel LLC

Contractor: Larsen & Toubro Limited Construction

Location: Video Conference Date: 21.09.2020 Time: 10:00 AM to 11:50 AM

Attendees List:

Name Position and Company

1. Mr. Musabah Al Hamdi 1. Project Manager - PAW

2. Mr. Ahmed Al Yaqoubi 2. Senior Project Engineer - PAW
3. Mr. Naglaa Omar Hassan Shamia 3. Sr. Planning Executive Engineer - PAW
4. Mr. Hussain Al Shuaili 4. Project Document Controller- PAW
5. Mr. Ivan Pavlovic 5. Project Director – EPE
6. Mr. Mandar Kulkarni 6. Planner- EPE
7. Mr. G. Balasubramanian 7. Site Agent / PM – L&T Construction
8. Mr. Srinivasan M 8. Design Coordinator- L&T Construction
9. Mr. Minton Ocean 9. Lead– ASSAI
10. Mr. Prakash 10. Quantity Surveyor- L&T Construction
11. Mr. Arun V 11. Hydraulics Lead- L&T Construction
12. Srinivasan Boominathan 12. Electrical Lead- L&T Construction
13. Mr. Ramkumar P 13. ICA Lead- L&T Construction
14. Mr. Desai Manan Rajendra 14. Process Lead- L&T Construction
15. Swaminathan 15. Lead- L&T Construction
16. Vivek Rai 16. Document Controller- L&T Construction

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 Item Minutes Action holder Date

1.00 Introduction

1.1 Welcome Address

1.1.1 PAW PM welcomed all attendees. INFO

Meeting started with L&T’s presentation covering the INFO

1.1.2
following points
• Workflow discussion/ Finalization
• Requirements of ASSAI Software
• Mobilization of Hardware Schedule
• EDMS workshop/Training

2.00 Discussion

The following points were discussed in detail during the

presentation

2.1 • PAW PM informed that L&T/ASSAI to prepare a Document 24.09.2020

L&T
Structure of all the documents and agree with EPE & PAW 22.09.2020
ASSAI
• Meanwhile ASSAI to share the samples from previous clients
• EPE PD highlighted that for pipeline RFI there will be several L&T
2.2
activities and it is preferred to have a 1 RFI for once section,
L&T PM agreed
• PAW Sr. PE highlighted that there will be some specific things
in a RFI which may require QHSE checks, EPE PD informed Info
that it will be looked after by EPE

2.3 • EPE PD highlighted that some of the documents such as MAS

requires PAW approval but other documents such as Method L&T 01.10.2020
statements will be only approved by EPE, L&T and ASSAI to
note this and design the system according to document type,
L&T PM agreed
• PAW Sr. PE highlighted to use same terminologies L&T
everywhere, L&T PM agreed to do so.

• EPE PD clarified that for the Design Drawing and Documents Info
2.4
will be mainly approved by EPE in discussion with PAW
• ASSAI Lead clarified that EPE and PAW will be one entity
• PAW PM asked what will be the workflow for PAW internal
approvals, ASSAI Lead informed that it can be designed for
certain processes accordingly
• PAW PM pointed out regarding the revision of the documents
and noted that for L&T the documents should be clouded for
the changes and the previous versions should be visible,
ASSAI lead confirmed that it will be visible only by the
administrator

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 Item Minutes Action holder Date

• EPE PD highlighted that Daily Report, Weekly Report does L&T 24.09.2020
2.5
not require approval accordingly the process to be designed,
L&T agreed the same
• PAW PM highlighted that everyone should adopt same
practice carried out during our day to day operations only it Info
will be through a digital platform
• PAW PM asked whether they could have a separate page in L&T/ASSAI 01.10.2020
2.6
the same platform by the tender no. for the consultancy
service contract in addition to design & construction contract,
ASSAI informed that they can provide the same
• EPE PD highlighted that there is no separate process required L&T 24.09.2020
2.7
for materials it should be same as RFI
• EPE PD highlighted that test report usually will be attached to L&T 24.09.2020
RFI, L&T to check and reduce the documentation, L&T PM
agreed
• PAW Sr. PE pointed out that all the tests which involves PAW L&T
24.09.2020
Operation team needs to be also covered, L&T PM agreed to
include
ASSAI
• ASSAI Engineer clarified that they will arrange the trainings for TBA
PAW, EPE and L&T staffs
• PAW asked to conduct trainings for document controller at least
for 3 days, ASSAI Engineer agreed the same 01.10.2020
ASSAI
• ASSAI Engineer informed that he will submit the Plan of the
readiness of the system

3.00 Conclusion

PAW PM thanked all for good meeting Info

For PAW Projects For EPE For L&T

Mr. Musabah Al Hamdi Mr. Ivan Pavlovic Mr. G. Balasubramanian

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