Type of Document

Standard Procedure Supersedes R2

Document Reference SP-02 Revision 3

Title Drawing Control Revision Date 15-Apr-2016

CONTENTS
PARAGRAPH PAGE
1 PURPOSE 2
2 SCOPE 2
3 DEFINITIONS 2
4 PERSONNEL 2
5 RESPONSIBILITY 2
6 PROCEDURE 2
7 APPENDICES 5
8 REFERENCES 5

Name Designation Signature Date

Reviewed by Eamonn Quirke Quality Engineer 15/04/2016

Reviewed by Martin Searson Quality Manager 15/04/2016

Approved by Ray Ryan QEHS Director 15/04/2016

REVISIONS & APPROVALS

REV NO. DATE DESCRIPTION ORIGINATOR APPROVED

0 24.01.09 PRELIMINARY ISSUE D.McMAHON F.FRAWLEY
1 15.06.10 AS PER DCN1001 T.MORIARTY F.FRAWLEY
2 05.12.11 AS PER DCN1101 J.TUBBERT F.FRAWLEY
3 15.04.16 AS PER DCN E. QUIRKE R. RYAN

This is a Controlled Document and is Stored in a Controlled Location

This Document is Uncontrolled When Printed, Copied or Removed from the QEHS Drive

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SP-02 Drawing Control

1.0 Purpose
1.1 The purpose of this Procedure is to ensure that control is exercised over the receipt
and distribution of all drawings received from external sources, and also drawings
issued by the company
1.2 This Procedure also ensures that appropriate records are maintained and that
drawing flow and control activities, for all contract documentation, are carried out
in line with Company policy.

2.0 Scope
2.1 This Procedure covers the control of all drawings received or issued by the
company, whether in hard copy or electronic media and describes the steps that
the Company shall implement in respect of drawing flow and control, in the office
and on site.

3.0 Personnel Involved

 Managing Director
 Contracts Manager/Project Manager
 Quality Manager
 EHS Manager
 Project Engineer
 Site Manager
 BIM Engineer

4.0 Responsibilities
4.1 The Managing Director is responsible for appointing a competent Site Manager for
this project.
4.2 The Contracts Manager/Project Manager is responsible for the effective
management of this procedure and is responsible for the receipt and distribution of
Client drawings, and for issuing for construction.
4.3 It is the responsibility of the Contracts Managers, Project Engineers and BIM
Engineer to ensure that any CAD drawings produced, received or issued by the
company are controlled in accordance with the procedure below.
4.4 The Quality Manager is responsible for providing any Quality information required
4.5 The Project Engineer / Document Controller is responsible for the effective
operation of this procedure
4.6 The Site Manager is responsible for the control of drawings on the site
4.7 All other responsibilities are defined within this procedure.

5.0 Procedure for Drawing Control

5.1 Document Control Stamps
5.1.1 “Master” Stamp
 The Master Stamp is used on all the Hard copy Master Drawings,
Specifications & Project Information used on the Project.
 The Master Drawings, Specifications & Project Information should be kept in
the Site office at all times & are not meant for use in the field.
 The date stamped is the date the document was made the Master Document.
 Note: There should only be one Master Set of Drawings, Specifications &
Project Information i.e. the latest revision of each on File.

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5.1.2 “Received” Stamp

 The Received Stamp is used upon receiving any new information
(Meeting Minutes, Programmes, Schedules, Tables, Sketches, Printed
off Emails, Material Submittal comments received, RFI responses
received, Data Sheets, etc.) on a project.
 The date stamped is the date the document was Received.

5.1.3 “Site Copy” Stamp

 The Site Copy Stamp is to be used when issuing Drawings or
Specifications to the site team, whether this is to a Kirby Group Site
Supervisor or a Sub-Contractor.
 All drawings or documents used in the field should be stamped “Site
Copy” & should have the Kirby Group’s Site Supervisors or Sub-
Contractors name in the Issue To and Issued From section,
respectively.
 The Project Document Controller or Person Responsible must add
his / her name to the Issued From section
 A Document Register must be kept on site to keep track of whom the
Project Document Controller or Person Responsible have issued
Drawings or Documents to & to keep track of what documents each
Supervisor or a Sub-Contractor has in the field. Normally maintained
on the Master Drawing Register.

5.1.4 “Superseded” Stamp

 When a new Revision of a Drawing, Project Specification or Project
Information has been issued to the Kirby Group Project Team, the older
revision of Drawings, Project Specifications or Project Information
should be stamped “Superseded.”
 The Project Document Controller or Person Responsible then needs
to review the Issued To Register to check whom has been issued
copies of the Superseded Drawings, Project Specifications or Project
Information.
 The Project Document Controller or Person Responsible then needs
to inform all Kirby Group Site Supervisor(s) or a Sub-Contractor that a
new revision has been issued & get the Kirby Group Site Supervisor or
the Sub-Contractor to bring their copies of the Drawings, Project
Specifications or Project Information into the office where the Project
Document Controller or Person Responsible will stamp the older
revision Drawings, Project Specifications or Project Information
“Superseded” & issue the Kirby Group Site Supervisor or Sub-
Contractor with the latest revision.
 Superseded document are to be placed in the superseded folder in the
Project Files & placed in an allocated “Superseded” box in the site
office.

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5.1.5 “Red Lined” Stamp

 All Red Lined drawings need to be stamped & signed by the Kirby
Group Site Supervisor / Project Engineer before being issued to the
Kirby Group CAD Department. This is to ensure that the person signing
the Red Lined Drawings, personally verifies the Red Lined drawings
verses the installed services & equipment, is correct.
 No Drawings will be updated to “Record Only” until the signed Red
Lines have been received.
 Redlines are typically completed on the Site Copy Drawings.
 All Red Lined Drawing must be kept on file for Kirby Group’s Records.

5.1.6 “Record” Stamp

 Upon receiving a signed “Red Lined” drawing, the Kirby Group CAD
Department will proceed to update the drawings.
 Once the drawings have been updated, they will be stamped “Record”
issued to the Kirby Group Site Supervisor / Project Engineer whom
drew up the “Red Lined” drawings for review.
 Once the Kirby Group Site Supervisor / Project Engineer has
reviewed the drawings, he /she must sign the “Record” stamp to ensure
they conform to their Red Lined drawings & the installed services &
equipment, is correct.

5.2 Drawings Inwards

5.2.1 Drawings received from the Client by e-mail or post, are checked for
completeness and revision numbers by the Contracts Manager.
5.2.2 The Contracts Manager passes the drawing package and drawing register to
the Document Controller, who files them on the server.
5.2.3 All Drawings received are to be loaded onto the Kirby Drawing Register.
See Form SF2.1
5.2.4 Drawings may then be printed out for use on site or within the office. All media
must be clearly labeled with the job number and name, and e-mails must be
saved under the appropriate job number on the server.

5.3 Drawing issue & return - Internal

5.3.1 Drawings and isometrics issued for fabrication or installation are also stamped
with the appropriate stamp.
5.3.2 Drawings are issued internally with a completed Drawing Issue & Receipt
form. The form serves as a record of all controlled drawing distributions for
each job and is saved into the Project Files.
5.3.3 A Transmittal Form accompanies drawings issued externally.
See Form MF1.1
5.3.4 Issues of new or revised drawings are authorised by the signature of the
Contract / Project Manager or his delegate. All drawings are checked before
issue.
5.3.5 Obsolete revisions of contract drawings are removed from the workshop or site
by the Contract Manager or Site Supervisor and given to the Document
Controller to be stamped and stored accordingly.
5.3.6 At the completion of a contract, drawings are removed from the workshop or
site by the Contract Manager or Site Supervisor.
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5.4 Drawing change

5.4.1 Change requests from the Customer to a Company drawing are completed by
the BIM Department based on receipt of a written alteration in specification or
design.
5.4.2 Design changes are also subject to a Design Review, if deemed necessary by
the Contract Manager and changes are recorded on the drawing.
5.4.3 Installation / erection changes are reviewed and approved by the Project
Engineer prior to the alteration of any drawing.
5.4.4 Revisions to drawings received from the Client, are checked for completeness
and revision numbers by the Contracts Manager.
5.4.5 The Contracts Manager passes the drawing package and drawing register to
the Document Controller, who files them on the server.
5.4.6 The Document Controller identifies the obsolete revisions with a Superseded
stamp, and locates the obsolete drawings on an archive drawing rack. In the
case of electronic format, superseded drawings are located in a designated
superseded folder. The electronic register is updated to reflect this.
5.4.7 Site recipients of revised drawings replace the existing copy and clearly mark
the obsolete version as “Superseded” to ensure that the correct revision level
of the drawings is in use.
5.4.8 Superseded drawings are filed in the superseded section of the Project File/
Site File or destroyed if they are no longer required

5.5 Drawing preparation - Internally

5.5.1 Drawings drafted by the BIM Department, and are saved within the system
under the appropriate job number. A register of Kirby drawings is maintained.
See Form SF2.2
5.5.2 In house drawings are numbered incorporating the contract number, discipline
and drawing number is used. Legends used for drawings should agree as far
as possible with the consultant’s original drawings.
5.5.3 The drawings are produced using current software, and the BIM Engineer is
responsible for maintaining the drawing directory on the system
5.5.4 Drawings are initially issued at Revision 0, and changes are controlled in
accordance with this procedure.

5.6 Builders Works Drawings

5.6.1 Where necessary, Builders Works drawings are prepared in order to allow the
Main Contractor to assess the total extent of the openings required to allow the
installation of the mechanical services to proceed
5.6.2 A schedule of drawings is prepared initially, after discussions with the Client
and other Contractors, outlining the various areas where builders work opes
will be required, to suit the building type, availability of information and
programme.
5.6.3 The dates on the schedule will be obtained from the agreed construction
programme and the requirement for information will dictate the dates on which
the drawings will be required to be issued, and returned with comments
5.6.4 The completed schedule then becomes the strategy for tracking / monitoring
the progress of all builders works drawings, and becomes part of the regular
progress reports.
5.6.5 The drawings are checked and signed by the relevant Contractors and then
issued in accordance with 6.2 above, as per the schedule, to the Design Team
for approval.
5.6.6 Upon approval, incorporating comments where necessary, the Builders Works
drawings are re-issued “For Construction”.
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5.6.7 Where relevant, the Company takes the lead role in the co-ordination of
Builders Works drawings and the Contracts Manager ensures that the
drawings are overlaid and reviewed for access, clashes, etc.
5.6.8 On agreement with the Contractors, the drawings are ready for formal
approval following a final check.
5.6.9 Combined Builders Works drawings are issued in accordance with the
schedule provided all Contractors have supplied the necessary information.

5.7 Working & Coordinated Drawings

5.7.1 Where necessary, Working / Coordinated drawings are prepared in order to
allow the Main Contractor and Design Team to review any modifications to
services required to allow the successful installation of the various services to
proceed.
5.7.2 Similar to the Builders Works drawings, a schedule of drawings is agreed
between the various sub-contractors and prepared initially, outlining the
proposed areas where co-ordination will be required.
5.7.3 Against this schedule, a program is generated outlining the dates on which the
drawings will be issued.
5.7.4 The various Subcontractors convene, along with the Design Team and the
Main Contractors to agree the extent of modifications required and the
changes to the design layout drawings.
5.7.5 The drawings typically include the following:
 All services shown in plan view with a readable scale and their
relationship to all other services.
 Where section views are required, reference are made to them including
a drawing no. if section views are on separate drawings
 FFL, ceiling heights, all necessary dimensions are shown on the
drawings to eliminate any confusion when installation commences
5.7.6 The drawings are then issued, similar to the Builders Works drawings, as per
the program, for approval to the Main Contractor and the Design Team.
5.7.7 Upon approval, incorporating comments where necessary, the Working & Co-
ordinated drawings are re-issued “For Construction”.
5.7.8 Site Supervisors, Foremen and Charge hands are issued with the most
current, approved, working and co-ordinated drawings, as well as the builder’s
works drawings
5.7.9 The Contract Manager is responsible for setting out the relevant services and
ensuring that the drawings are correctly followed

5.8 Record Drawings

5.8.1 During the course of the Installation, a set of drawings for mark-up of actual
installation layouts and routes is kept on site. This set is managed by the Site
Manager, and the updates are carried out as installation occurs, on soft copy
by the BIM Department. Otherwise the final hard copies are sent to the office
where CAD facilities are located.
5.8.2 This set of “Red Line” drawings is made available to the consultant and the
Main Contractor for inspection when requested, and is signed-off by the
Contracts manager, who also monitors progress of the drawings on a weekly
basis.
5.8.3 The red line drawings are updated at regular intervals and at all times
represent the most accurate record of the installation available.
See Form SF2.3

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5.8.4 Upon mechanical completion of the installation, the red line drawings are re-
issued as “Record Drawings” and supersede all previous drawings associated
with the system(s).
5.8.5 All future queries in relation to the system route / layout are referred to the
“Record” Drawings.
5.8.6 One set of “Record” Drawings is inserted in each O&M Manual issued, in
accordance with the Project Handover Document procedure SP10
5.8.7 A “soft copy” of the “Record” Drawings is also provided with the O&M Manual
in the event that the paper copies are misplaced.

5.9 Drawing Back-up

5.9.1 All CAD files related to current projects are held on the main server and on
completion of a project the files are kept to the main server for archiving, under
the appropriate project number.
5.9.2 Drawings are controlled in accordance with the Document Control procedure –
see MP1.

6.0 Appendices
MF1.1, Transmittal Form
SF2.1, Drawings Received Register
SF2.2, Drawings Issued Register
SF2.2A, T&D Drawing Issue Register
SF2.3, As-built Drawing Status Register

7.0 References
MP1, Document Control procedure
SP10, Project Handover Documentation procedure

8.0 Flow Chart

See K-Net for Process Flow Chart

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