FOR APPROVAL

A 27-Aug-2021 Issue for Approval IB. JO DS. MA HH. CHO

REV. DATE DESCRIPTION DSGN CHKD APPD

PROJECT :

TWO(2) x 700 MW QUANG TRACH I THERMAL POWER PLANT

OWNER :

CONSULTANT :

CONTRACTOR :

DESIGNED BY DATE TITLE :

IB. JO 27-Aug-2021

DATE
CORRESPONDENCE & DOCUMENTS
CHECKED BY
MANAGEMENT PROCEDURE
DS. MA 27-Aug-2021

APPROVED BY DATE CONTRACT NUMBER DOCUMENT NUMBER REV.

38/2021/QT1-EVNPMB2-MC-
HH. CHO 27-Aug-2021 QT1-L-G-020-05-00002 A
HDEC-CC1
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

CONTENTS

1 CORRESPONDENCE MANAGEMENT.......................................................................3
1.1 General..............................................................................................................................3
1.2 Correspondence Identification to Owner / Consultant..................................................3
1.3 Correspondence to Owner / Consultant..........................................................................4
1.4 Correspondence Forms....................................................................................................5
1.5 Correspondence with other Organizations.....................................................................5
1.6 Correspondence Identification with other Organization...............................................6
1.7 Recipient of Other Organizations....................................................................................7
1.8 Incoming correspondence................................................................................................8
1.9 Minutes of Meetings.........................................................................................................8

2 DOCUMENTS MANAGEMENT..................................................................................10
2.1 General............................................................................................................................10
2.2 Documents identification system...................................................................................10
2.3 Project Document Schedule...........................................................................................17

3 PROJECT ARCHIVING SYSTEM...............................................................................19

3.1 Archive Section...............................................................................................................19

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

1 Correspondence Management

2 General

Project correspondence including letter and transmittal shall be identified with a proper code and
chronological sequence number, signed by the originator and approved by the designated
signatory, as defined in the following paragraphs.

A correspondence shall be limited, whenever possible, to one subject matter and shall carry the
following subject title:

TWO (2) X 700 MW QUANG TRACH I THERMAL POWER PLANT (Subject matter)

On all correspondence, including copies, shall be evident the addresses and the distribution list, as
well as, the documents, attachments and enclosures to be forwarded.

The communication for the Project matter shall be done electronically. All communications
between Hyundai, Owner and Consultant shall be managed and filed in the Document
Management System (herein referred as to as “DMS”). In case of the correspondence forwarding
documents for approval or needed as input data, the DMS, in addition to other information, shall
also make reference to such documents forwarded.

The DMS is managed by the Project Filing Section (hereinafter referred to as “PFS”) and located
at the site office; the correspondence originator shall be responsible for all the related actions such
as submission to Owner/Consultant, logging and maintaining the attribute information/electronic
files relevant to such correspondence in DMS, and provide copy of them to the PFS in order to
make its complete drawing up.
3 Correspondence Identification to Owner / Consultant
The Project correspondence prepared and issued by Hyundai is identified in accordance with
Documents, by means of the following seven(7) fields:

QT1– HDH – PMB2 – L – YY – MM – NNN

Sequence Number
Month
Year
Type of correspondence
Recipient
Originator
Project Number

Each of the above fields typed is separated by hyphen (e.g. QT1-HDH-PMB2-L-21-10-001)

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

The correspondence identification code, defined as above, is recorded on all correspondence,

including copies, inserted in the subject title.
4 Project Number to Owner / Consultant

The Project number is “ QT1 ”.

5 Correspondence Type to Owner / Consultant
The alphabetical character which indicates the type of correspondence is consisting of one of the
following codes:

L = Letter

X = Transmittal

M = Memorandum

E = E-mail
6 Originator / Recipient

The following shows how to compose letters to form acronyms.

Description Head Office Site Office
Hyundai E&C HDH HDS
Mitsubishi Corporation MC
Construction Corporation No.1 JSC CC1
Power Management Board No.2 PMB2
Power Engineering Consulting JSC1 PMC
7 Correspondence Number to Owner / Consultant
The three(3) numerical digits represent the correspondence sequential serial number; this is an
absolute sequence number within the correspondence issued by Hyundai and location regardless
of correspondence type in order to assure unique number for each correspondence item.

In order to prevent incorrect number assignment, the correspondence number shall be managed
by the PFS.

Each originator is responsible for preparing correspondence and attachments, if any, and to give
the correspondence a proper progressive number to be registered, time to time as necessary.
8 Correspondence to Owner / Consultant

All correspondence concerning Project implementation shall be addressed to Owner/Consultant

and shall be properly identified using the code defined in the above paragraphs, and written in
English language and signed by Project Manager or the person who is appointed by Project
Manager.

For the correspondence signature, the following criteria shall be applied.

All correspondence concerning technical letters, recommendation for purchasing, Subcontractor/

Sub-vendor approval request, technical transmittal, answers to technical comment sheets,

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

engineering and technical queries and clarifications, transmittal for drawings/documents approval
and comment sheets, notification for inspections and tests witnessing, nonconformity
resolution/approval, permission to deliver and other minor issues, should be signed by the Project
Manager or the person who is appointed by the Project Manager.

All correspondence/drawings/submissions shall be handled by the DMS. In addition, hard copies

of drawings and bulky documents should be submitted separately if required.

All correspondence related to the following site matters shall be addressed to where
Owner/Consultant informs to Hyundai.

• All matters related to Construction/erection and commissioning

• Time schedules of individual equipment and systems within the frame of the project time
schedule

• Weekly Progress Reports

• Request for Material Inspection (Receiving cum Damage Reports)

• Safety matters, accident reports

• Etc.

Hyundai, in addition to the registration made by the PFS, is responsible to file some
correspondence, with relevant attachments, if any.

Generally, authorized personnel to sign correspondence are:

• Project Manager Mr. Lee, Yun Seok

• Site Manager Mr. Park, Jung Kon

• Project Control Manager Mr. Kim, Taek Kyoo

9 Correspondence Forms

Specimen forms of letter and transmittal are given in the separated document named Project
Execution Plan.
10 Correspondence with other Organizations
All correspondences issued by Hyundai and forwarded to other organizations, such as Hyundai
other divisions, Subcontractor’s, Suppliers, Vendors, Authorities, Inspection Agencies, etc. shall
be properly identified with the correspondence identification number normally used by the
originator, and signed by the Project Manager or the person who is appointed by Project Manager.
11 Correspondence Identification with other Organization

The Project correspondence prepared and issued by Hyundai is identified in accordance with
Documents, by means of the following seven(7) fields:
QT1– HDH – IHI – L – YY – MM – NNN
Sequence Number

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

Month
Year
Type of correspondence
Recipient (as per clause 1.7)
Originator
Project Number

Each of the above fields typed is separated by hyphen such as “QT1-HDH-IHI-L-21-10-001’,

which is that Hyundai head office send correspondence to Boiler’s supplier (IHI).

The correspondence identification code, defined as above, is recorded on all correspondence,

including copies, inserted in the subject title.

In case Hyundai site send correspondence to Hyundai head office, we follow the example below.

(e.g. QT1-HDS-HDH-L-21-10-999)
12 Project Number to other organization

The Project number is “ QT1 ”.

13 Correspondence Type with other Organization
This clause follows 1.2.2.
14 Originator / Recipient with other Organization

The following shows how to compose letters to form acronyms.

Description Head Office Site Office

Hyundai E&C HDH HDS
Other organisation See clause 1.7

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

15 Recipient of Other Organizations

Recipient consists of 3 classes on correspondence identification code. See the below.

1). Boiler Supplier IHI

2). Turbine Supplier DHI

3). Vendor

Sub-contractor
Supplier Letter code for other organizations
Authorities
Others
Example) Vendor (Sub-contractor) code;

Code ITEM Code ITEM

Mechanical C&I
IHI Boiler (Main) DCS Distribution Control System
DHI Steam Turbine Generator SWS Steam & Water Sampling System
… … … …
Piping Fire Fighting
ASP AS Pipe FPP Fire Pump system
CSL CS Pipe FPS Fire Protection System
… … … …
Electrical HVAC
SYT Switchyard & Transmission Line HVE HVAC Equipment
PTP Protection Panel
… … … …
Environment
Water and Wastewater Treatment
WTS
system
CDS Chemical Dosing System
… … … …

The above classifications could be changed according to awarding contracts to vendors,

subcontractor’s, etc.

Hyundai will assign the letter code for other organizations whenever it occurs and the sequence
number will be counted separately, class by class above.

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

16 Incoming correspondence

All incoming correspondence shall be routed to the attention of Project Manager, as appropriate.

A copy of the incoming correspondence received and of the relevant attachments, if any, should
be routed to the Project personnel, as appropriate, and filed in the Project file.

Hyundai is responsible to log and file all incoming correspondence concerning the Project
implementation, and relevant attachment if any, according to its own standard internal procedures.
17 Minutes of Meetings
All meetings with the Owner/Consultant or others attended by EPC Consortium on matters, such
as: Project Meeting, Technical Meeting, Commissioning Meeting, Site Progress Meeting, Meeting
for Miscellaneous Works shall be recorded and normally convened by the issuance of Notice of
Meeting forwarded to the invited attendees providing the following information:

• Date, Place and Subject to be discussed

• Agenda or other information pertinent with the subject of meeting

• Name and telephone number of person who should be called in the event the invited
attendees are unable to attend the meeting as scheduled.

Minutes of meeting shall be identified with the following code and sequential numbered as
follows.

The minutes of meeting code is:

QT1 - MOM - OOO - TTT - NNNNN
Five digits sequential number.
Each organization will maintain
and follow its own sequence.
Meeting type codes as per the list below.
Organization codes representing the organization preparing
and issuing the minutes (For sub-contractor, suppliers or
others, refer to clause 2.7)
Minutes of meeting indicator code.
Project Number.

Organization codes:

Head Office Site Office

Hyundai HDH HDS
Mitsubishi Corporation MC
Construction Corporation No.1 JSC CC1
Power Management Board No.2 PMB2
PECC1 PMC

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

Meeting type codes:

• DES – Design
• HSE – Health, Safety and Environment (HSE)
• CON – Construction
• COM – Start-up & Commissioning
• PRO – Procurement
• QAC – Quality Assurance & Control
• PRT – Progress Report
• SCH – Time Schedule
• ETC – Others

The minutes of Meeting will be issued in 1 or 2 days. The Minutes of Meeting form to be used by
all EPC Consortium is presented in the separated document named Project Execution Plan.

Minutes of meeting shall provide a summary of the major topics discussed and/or conditions
observed, particularly those requiring action on the part of persons who shall be identified.

The originator is responsible for distributing request to the following persons through E-mail.

• Persons attending the meeting or contacted during the discussion;

• Persons assigned for action items or mentioned in the discussion and recorded on the
summary;

• Project Manager, Technical Manager and appropriate Discipline Section Managers when
topics of a technical nature are recorded.

Project control Manager and appropriate Construction/Commissioning Managers when topics

affecting construction/commissioning activities are recorded. Copy of minutes of meeting and of
relevant attachments, if any, is forwarded to the PFS and filed in the Project File.

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

18 Documents Management

19 General

This clause is to establish the guidelines and provisions of that the EPC Consortium shall adopt
for the management of the documents relevant to the Project implementation, are established.

Provisions are applicable to:

• Project documents (drawings, specifications, procedures, plans, reports, etc.) concerning

design, manufacturing, procurement, erection, commissioning and start-up.

• Project Documents Schedule management.

All documents to be sent or delivered to the Owner/Consultant shall be written in English

language.
20 Documents identification system
21 Engineering Documents & Drawings;

• Format: Project Number – Unit – Discipline – System – Doc. Type – Sequence No.

• Example:

QT1 – N – A – NNN – NN – NNNNN

Sequence No.
Document Type.
System, Area, Equipment Code
Discipline Code
N: Unit Applicability Code
QT1: Project Number

Each of the above fields is typed on title block of documents separated by hyphen (e.g. QT1-0-M-
110-01-00001)

The following should be considered when allocating document number, and preparing and
submitting documents with several pages/sheets for approval
1) On each page the numbering shall be Sheet (or page) “n of m”
2) “Page” should be used for coherent documents like Descriptions, whereby the document shall be
consistently made for one subject only. Normally A4 size documents should be considered here.
3) “Sheet” should be used for loose collection of documents, usually detail drawings, function diagrams,
belonging to the same subject. For such documents, one cover sheet with standard drawing head and
one revision sheet showing the revision status of the individual pages shall be provided. The Revision
index on the cover sheet will be the highest revision index in the document. Normally A4 and A3 size
documents in album form with several sheets should be considered here.
4) Deviating from the above item 3, sometimes also big size documents in A0 size will be split in several
sheets. For such documents no separate cover sheet and revision sheet will be necessary, each sheet
will get the standard drawing head with the same drawing number and revision number, adding the
sheet number in “n of m” form.

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

5) For all documents, also for those under above items 2 to 4 is still valid that
One document with one Drawing number + revision number >>> one Approval Status
i.e., if one sheet of a P&I diagram with sheets 1-2-3 is not approved, the whole set is not approved,
having only one drawing number. Therefore, the proper representation of different systems on
different drawings shall be taken care about.

22 Vendor Documents & Drawings;

• Format: Project Number – Unit – Discipline – System – Doc. type – Sequence No.

• Example:
QT1 – N – XXX – A – NNN – NN – NNNNN
Sequence No.
Document Type.
System, Area, Equipment Code
Discpline Code
Vendor Code (As per Clause 1.7)
N: Unit Applicability Code
QT1: Project Number

The codes for each field are set forth in the following sections.
23 Project Number
Code Description

QT1 Two (2) x 700MW QUANG TRACH I Thermal Power Plant

24 Unit Applicability Code
Code Description
0 Common Facility to Unit 1 & Unit 2 or Plant Overall
1 Applicable to Unit 1 only or simultaneous representative for Unit 2
2 Applicable to Unit 2 only
L Project General and Plant Overall (Document only)
25 Discipline Code
Code Description

A Architectural

C Civil

D Plumbing

E Electrical

F Fire Fighting

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

Code Description

G General

H HVAC

J Instrumentation & Controls

M Mechanical

P Piping

Q Quality Control

S Site

T EPC Contractor Head Office

W Environmental

Z CC1 (Construction Corporation No. 1 JSC)

26 System, Area or Equipment Code

Following are the System, Area or Equipment codes which will be used for the document
numbering system (The description can be revised during the detail engineering stage):

Code Description Code Description

010 Project General
020 Project Management 030 QA / QC
040 Procurement 050 Test & Commissioning
051 Civil (Discipline code: T) 052 Arch (Discipline code: T)
053 Mech. (Discipline code: T) 054 Pipe (Discipline code: T)
055 Elec (Discipline code: T) 056 C&I (Discipline code: T)
057 HVAC (Discipline code: T) 058 Commission (Discipline code: T)
059 ETC (Discipline code: T)
100 General (Mechanical Part)
110 Steam System (Cycle)
111 STG & Auxiliaries
112 Turbine Bypass System
113 Condenser
114 Feedwater Heater
115 Deaerator & Feedwater Storage Tank
120 Water System (Cycle)

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

Code Description Code Description

121 Boiler Feedwater Pump
122 Condensate Extraction Pump
123 Condenser Vacuum Pump
130 Circulating Water System
131 Circulating Water Pump
132 Sea Water Screening Facilities
133 Vacuum Priming Pump
134 Condenser Tube Cleaning System
135 Debris Filter
140 Plant Water System
141 Closed Cooling Water Cooler
142 General Service Pump (Horizontal)
150 Plant Air & Gas System
151 Air Compressor 152 Hydrogen Plant
153 Service Gas(CO2, N2) System
160 Boiler & its Auxiliary
161 Boiler (USC) & Auxiliaries 162 Electrostatic Precipitator (ESP)
163 Seawater FGD 164 SCR
165 Fans (FD, ID, PA) 166 Damper & Expansion Joint
167 Fuel Oil Unloading System 168 Fuel Oil Heater
169 Fuel Oil Pump
170 Bulk material handling System
171 Coal Handling System 172 Ash Handling System
173 Stacker and Reclaimer
180 Plant Auxiliary System
General Service Pump
181 Auxiliary Boiler Package 183
(Vertical & Submersible)
185 Shop Fabricated Tank 186 Field Erected Tank
190 Maintenance & Service Facility
191 Crane / Hoist 192 Workshop Equipment
193 Elevator 194 Vacuum Cleaning System
200 General(Architecture Part)
201 Turbine House 202 Turbine Foundation

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

Code Description Code Description

203 Central Control Building 204 Coal Handling Control Building
205 Coal Sampling House 206 Dry Coal Shed
207 Coal Crusher Tower 208 Return Water Pump House
ESP/FGD Control & Ash Pump Control
209 Ash Slurry Pump Shed 210
Building
211 NH3 Storage House (Shelter) 212 Hydrogen Generating House
213 Service Gas Shelter 214 Air Compressor House
215 Oil Pump House 216 Laboratory & Water Treatment Building
217 CW Pump House 218 Chlorination House
219 Fire Water Pump House 220 Foam Station Shelter
221 CPP Chemical Storage Shelter
250 Mechanical Workshop 251 Warehouse
252 General Workshop 253 Electrical and C&I Workshop
254 Hazardous Waste Storage House 255 Restroom
256 Guard Tower
270 Canteen & Common Service Building 271 Administration Building
Main Guard House
272 273 Sub Guard House

274 Fire Truck Garages 275 Truck Garages

276 Car Garages 277 Bulldozer Garage (Shelter)
278 Bike Garage (Shelter)
300 General (Civil Part)
Soil Investigation & Topographical
310 320 Earth Work
Survey
321 Soil Improvement 322 Foundation
323 Concrete Basin & Super Structure 324 Pipe rack Steel Structure
330 Site Infrastructure 340 Road & Paving
350 Drainage System 360 Stack
370 Cooling Water System 371 CW Intake Pump Structure
CW Intake & Discharge Pipe Bedding
372 373 Aeration Basin
(Onshore)
374 Absorber Pump Station 375 Connection Pit
376 CW Discharge Pipe Line (Offshore) 380 Miscellaneous Item
390 Trestle
400 General (Piping Part)

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

Code Description Code Description

411 Boiler Area 412 ESP & Stack Area
Air Compressor House & ESP, FGD & Ash
413 415 Aux. Boiler & Service Gas Shelter Area
Pump Control Building
420 Turbine House 425 Diesel Generator Container Area
430 Hydrogen Generation House 435 Coal Stock Piles Area
Water Treatment & Water Storage Tanks
440 445 DO Storage Tanks & Oil Pump House Area
Area
450 CW Pump House & Chlorination House 465 Return Water Pump House Area
460 Pipe Rack 475 Yard
490 Others

500 General (Electrical Part)

505 Power Transformer 510 Generator Circuit Breaker
515 Isolated Phase Busduct 516 Non-Segregated Phase Busduct
520 MV SWGR 525 LV SWGR & MCC
530 Distribution Board 535 DC System
Communication System
540 UPS System 545 (Including PABX, Radio, PA, intrusion alarm
system and others)
550 CCTV & Security System 555 Fire Detection & Alarm System
560 Cathodic Protection System 565 Emergency Diesel Generator
500kV EHV Overhead Line
570 575 SCADA / EMS System
(Including CT, VT, SA, Insulator and others)
580 Protective Relay System 585 Metering Panel
590 Earthing & Lightning Protection System 591 Cable System
592 Lighting & Small Power System 593 Main Cable Route
594 Cable Raceway System 595 Cable Tray System
599 Miscellaneous
600 General (I&C Part)
Steam / Water Sampling &
610 Distributed Control System (DCS) 620
Analyzing System
630 CEMS 640 Vibration Monitoring System
Motorized operating valve (Gate & Globe
650 Control Valves 651
type)
652 Motorized operating valve (Butterfly type) 653 Steam Bypass System
654 Safety Valve 655 Deluge Valve
660 Field Instruments 661 Field Transmitter

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

Code Description Code Description

662 Flow Element and Sight Glass 663 Level Instrument
664 Local Indicator 670 Bulk Materials (I&C)
671 Weather Station 675 I&C Cable
676 I&C Cable Conduit and Accessories 677 I&C Cable accessories
680 Miscellaneous System
710 HVAC System
720 HVAC Control System 730 Plumbing System
750 Fire Fighting System
800 General (Environmental)
805 WT & WWT System 810 Water Treatment System
820 Potable Water Treatment System 830 Wastewater Treatment System
840 Coal Runoff Wastewater Treatment System 850 Chemical Dosing System
860 Gaseous Chlorination System 870 Sewage Treatment System
880 Laboratory Equipment 890 Condensate Polishing System

Note
1). System Codes to be developed as progress going on.
2). Civil documents related to other discipline’s system (equipment): Other discipline’s system
code will be utilized.
3). Piping documents related to other discipline’s system (equipment): Other discipline’s
system code will be utilized.

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

27 Document Type
This section of the Document Number specifies the type of Document. The following are the
types of Documents that have been identified for the Document Control System.

Code Description Code Description

01 Arrangement, Layout, Plan, Section Drawing 02 Specification
03 System Description 04 Design Criteria
05 Procedure, Manual 06 Calculation
07 Report 08 List, Schedule, Index
09 Data Sheet 10 Assembly, Outline
11 Detail Drawing 12 Bill of Material
21 P&I Diagram 22 Flow Diagram
23 Piping Plan Drawing 24 Isometric Drawing
25 Piping Support Drawing
Single Line Diagram /
31 32 Schematic Diagram
Three Line Diagram
33 Logic Diagram 34 Loop Diagram
35 Wiring Diagram / Block Diagram 36 System Configuration Diagram
37 Connection diagram
Architectural Basic &
51 52 Concrete Drawing
Finishing Drawing
53 Rebar Drawing 54 Steel Drawing
55 Design Calculation Sheets 56 Earth Work Drawing
57 Miscellaneous Drawing

28 Sequence number
Sequence Number (5 digits): This is a sequential number for the document. For a series of
drawings with a large number of sheets, a block of drawing numbers should be used.

If there are several sheets in only one drawing or document as one sequence number, the number
of sheets can be used separately.
29 Project Document Schedule

The Project Document Schedule, as result of the network analysis, lists all documents to be
prepared and issued for the Project implementation, and contains all the information that make to
control technical interfaces timely and complete documents issuance, document revision status
and issuance progress.

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

Project Document Schedule shall be listed of all documents issued by EPC consortium to be
submitted to the Owner / Consultant as required.

EPC Consortium prepares and updates its part of the Project Master Drawing & Document List
according to its own provision and format. However, the Project Master Drawing & Document
List shall contain all the information and codes defined in this Project Procedure and others
needed for a unique document identification, documents status management, technical interface
control and document distribution.

The Project Master Drawing & Document List output files shall be compatible with Microsoft
Excel computer program.
30 Documents submittal schedule

All drawings and documents belonging to the Plant Documentation will be submitted to the
Owner / Consultant according to the Master Drawing & Document List. This schedule will be
based on the Project time schedules and in the format as provided in the separated document
named Project Execution Plan.

of
TWO(2) X 660MW QUANG TRACH I THERMAL POWER PLANT
CORRESPONDENCE & DOCUMENTS MANAGEMENT PROCEDURE Rev. A

31 Project Archiving System

32 Archive Section

The archive section is managed by the PFS.

This archive section manages all documents and correspondence concerning implementation of
contract scope of work.

The originator of correspondence or document shall be responsible for logging and maintaining
the information relevant to such correspondence and document directly in DMS correctly
including electronic file, if required, regardless of incoming or outgoing.
33 Correspondence Archive Section
Correspondence Archive Section includes:

• Correspondence to/from Owner/Consultant

• Correspondence to/from EPC Consortium concerning: contractual issues, agreement

issues, engineering and technical queries, engineering and technical interfaces.
34 Documents Archive Section

Documents Archive Section includes copies of:

• Documents submitted to the Owner / Consultant for information or for approval.

• Documents submitted to the Owner/ Consultant under the status of Approved in the
sequential revision and/or forwarded to site for site activities execution, such as erection,
prefabrication, commissioning, start up and plant operation.

• Documents issued by EPC Consortium or by its Supplier/Vendor/Subcontractor

concerning technical interface relevant to other scope of work
• As Built editions of drawings issued and forwarded to the Owner / Consultant.

• Documents to be delivered to the Owner/Consultant for takeover of the plant, such as:
Operation Manuals, etc.

All documents are forwarded to this archive section from time to time and are logged in the
Project Master Drawing and Document List and filed, as appropriate.

Documents status and applicable editions are defined into the Project Master Drawing and
Document List issued and updated monthly by EPC Consortium.

of