ALPHA ECC MYANMAR’ S QHSE IMS – PROCEDURE

 
Procedure for creating and updating documented
Document Title :
information
Document Number: SO09-QSE-P1
7.5.1, 7.5.2 ISO 9001:2015 7.5.1, 7.5.2 ISO 14001:2015
Complies: 7.5.1, 7.5.2 ISO 45001:201800
10.5 ISO 3834-2:2005
Rev: 0
Issue Date: 15th March 2019
Prepared by Rajkumar M
Reviewed by Tun Nan Da
Approved by Duong Bao Quoc

Revision Record
Position of
No. Date Content of revision Remarks
revision

Distribution of Controlled Copies:

No. Department Received by / Position Date
1 Board of Management

2 QHSE Department

3 Technical Department

4 Commercial Department

5 Admin & HR Department

6 Finance & Account

Department

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TABLE OF CONTENT
1.  PURPOSE 3 

2.  SCOPE 3 

3.  DEFINITION 3 

4.  PROCEDURE 4 

5.  FORMS / RECORDS: 9 

APPENDIX I: QHSE IMS PROCESS CODE 10 

APPENDIX II: COMPANY’S DEPARMENT CODE 11 

APPENDIX III: DISCIPLINE CODES 12 

APPENDIX IV: DOCUMENT TYPE CODE 13 

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 ALPHA ECC MYANMAR’ S QHSE IMS – PROCEDURE
 
1. PURPOSE
This procedure is to assist in ensuring that all newly created or updated
documented information are appropriately identified, formatted, contained in a
user-friendly medium, reviewed and approved
2. SCOPE
All documented information determined by the Company as being necessary
for the effectiveness of the QHSE IMS and required by the applicable
standards are to follow this procedure.
3. DEFINITION
Company: Alpha ECC (Myanmar) Private Limited
QHSE IMS: the health, safety, environment and quality integrated
management system of Company.
Documented information: the information required to be controlled and
maintained by Company and the medium on which it is contained.
Document: documented information to be maintained by the QHSE IMS or
Company projects.
Record: documented information to be retained by the QHSE IMS or
Company projects. Records are evidence of results achieved.
QHSE IMS & System document: any document, issued by Company for
application in the QHSE IMS. These can be a QHSE IMS process description,
its associated procedure, work instruction, or form, and documented
information generated by using such a form.
Project document: a document, listed in List of documents of a project. Project
document is not a system document.
Creation (preparation): editing of a document to provide information.
Update: the act of making change(s) to a previously created document.
Unless especially specified, all updates to a document shall be re-reviewed
and re-approved by respective levels who previously reviewed and approved
it.
Review: verification of feasibility for application and of conformance with
requirements.
Approval: the act of document acceptance signing for application
effectiveness (for issuance). Unless no other special specification is made, all
changes to a document shall be re-reviewed and re-approved by the same
respective levels who made the previous review and approval of the
document.
QHSE document register: a living list of every document the Company uses
for the application of the QHSE IMS.

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4. PROCEDURE
Flow Chart:

Explanation of Steps:
Step 1: Create or update documented information
Documented information can either be a document (including that of external origin)
or a record. Following cases are possible:
Creating a document: means drafting it. The sequence is as follows:
The requester shall use the Document preparation, amendment request form SO09-
QSE-P1-F1 to initiate a new document by submitting it to his / her supervisor
(respective department’s General Manager or Project Manager, who will be the
reviewer or approver.
A soft copy of the form may be obtained from QHSE IMS document folder on
Company intranet or from respective department’s Document Controller.
The reviewer will indicate a document preparer who will draft it.
The document preparer shall be a competent individual appropriate to the subject
and level of the document.
Document number and its revision are also indicated by the reviewer in the form.
Updating a document: means applying a change (amendment) to an existing
document in the documentation system. The change may be minor corrections to its
content (no need for a new revision, but the change must be indicated in the

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Summary of changes column of Revision History table of the document), or major
adjustments requiring a new revision. The sequence shall be the same as with
“Creating a document” above. For more, see Step 3 – Control of changes to the
documented information in SO09-QSE-P2 Procedure for controlling documented
information.
Receive an external document:
When signing off to receive a new document of external origin to be used by the
Company, the staff involved (e.g. receptionist, sales and development personnel or
project personnel) shall acknowledge by signature on the transmittal if
acknowledgement is required, then forward the document to respective Document
Controller to ensure that the document is administratively controlled by the
Company. The Document Controller shall acknowledge the receipt by applying the
Customer Supplied stamp on its front page.
Creating a record:
Records shall be created in formats, appropriate to specific applicable requirements.
These formats may be depicted in paper, microfilms or magnetic, electronic form.
All record formats (the forms) for recording results shall have control code, issued by
the designee.
To ensure readability, overwriting and difficult to read indications shall be avoided in
records. In case of unavoidable overwriting, it shall be certified by signature of the
person responsible for that process, next to the place of the overwriting.
Depending on work assignment, employees may use different forms of the QHSE
IMS or respective project or others to create a record.
Step 2: Review the documented information
Review the document:
When the newly drafted document is submitted to the reviewer, he / she shall verify
feasibility for application and of conformance with requirements by clarifying
ambiguous or contradictory issues in the document, adding new issues as
necessary.
The reviewed document with no further corrections is then submitted to the approver,
together with the reviewer signature on the form.
Review the document of external origin:
The Document Controller shall seek instructions from department’s General
Manager / Project Manager or their respective designee on the review, if needed. No
formal signature is required for the review.
Review the record:
The individual to review the record is usually indicated with his / her signature and
date in the respective form. Otherwise the record preparer will review the record.

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 ALPHA ECC MYANMAR’ S QHSE IMS – PROCEDURE
 
Reviewing a record shall ensure: (i) the adequacy of data entered in columns and
data spaces; (ii) that data were entered as specified; (iii) that all overwriting or
corrections, if any, were duly authorized; (iv) that signatures and dates are affective.
Step 3: Approve the documented information
Approve the document:
The new or updated document shall be approved by the approver with his signature
and date on both the Document preparation, amendment request form SO09-QSE-
P1-F1 and the document. Preparer’s and reviewer’s signatures and dates shall also
be applied in the document.
Approving a QHSE IMS document also means that QHSE Department designee (the
Document controller) must register it into the QHSE IMS documentation system,
using form SO09-QSE-P1-F5.
Approve the document of external document:
The Document Controller shall seek instructions from department’s General
Manager / Project Manager or their respective designee on the approval of the
document and its distribution for use. No formal signature is required for the
approval.
Approve the record:
The individual to approve the record is usually indicated with his / her signature and
date in the respective form. If not, no approval is needed for use.
IMPORTANT NOTES:
1. Identification, formatting of documents and their media
QHSE IMS document shall:
 be identified by its document number (Doc. No.) as ABXX-QSE-CX-FX, Rev
(0) where:
– AB are unique two letters, depicting type of process as per
requirements of ISO 9001, ISO 14001, ISO 45001, ISO 3834-2 to be
applied in the QHSE IMS of the Company as per Appendix I. I.e. AB
can be: ML - Management and leadership processes, etc..
– XX are unique two-digit number, depicting ordinal number of process
(e.g. 01, 02, etc.) of a process type in the QHSE IMS.
– QSE: Q means Quality in compliance with ISO 9001:2015 or ISO 3834-
2:2005 or both; S means Occupational Health and Safety in
compliance with ISO 45001:2007; E means Environment in compliance
with ISO 14001:2015. Any one or two of the Q, S, or E characters may
be missing (not applicable) in the QHSE IMS document.

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 ALPHA ECC MYANMAR’ S QHSE IMS – PROCEDURE
 
– CX: where C is a single letter D, P, or W for process description or
document (D), procedure (P), or work instruction (W), X is a digit,
reflecting ordinal number in the QHSE process.
– FX is a designation for form (template) where X is a digit, reflecting
ordinal number of the form in the QHSE process.
 be identified by its document title: the full description of the document, e.g.
Description of process for managing documented information; Procedure for
management of communication; Work instruction on managing working
environment.
 be identified by its version control number, e.i. its revision as follows (0),
where 0 is a digit ranging from 0 or A (for newly created document), 1, 2, 3,
etc. (for its updates).
 be properly formatted in terms of:
– containing media: electronic media in computer files can be mp3 for
sound, mp4 for video, Microsoft Office formats (doc, docx, exls, xlsx,
ppt, pptx, etc.), Adobe portable document (pdf) format for printable
documents. Printed media shall be typical office paper.
– language: when required by government regulations, Myanmar shall be
used in documents. QHSE IMS documents and project documents
shall be in both Myanmar and English, except otherwise specified.
– structure: for printable documents, use the following forms:
 QHSE IMS Process description: SO09-QSE-P1-F2
 QHSE IMS Procedure: SO09-QSE-P1-F3
 QHSE IMS Work instruction: SO09-QSE-P1-F4.
QHSE IMS – Other document shall:
 be identified by its document number as XXXX-YY-ZZ-AAA-FX , Rev 0,
where:
– XXXX are unique four-digit number, depicting Company’s job number
for the project…
– YY is unique two letters, depicting Department code, as per Appendix
II. I.e. YY can be: BD – Board of Management, etc...
– ZZ is unique two letters, depicting document type e code as per
Appendix IV. I.e. ZZ can be: AP (Advance Payment); PR (Purchase
request); etc...
– AAA is unique three-digit number, depicting ordinal number of
documents (e.g. 001, 002, etc...

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 ALPHA ECC MYANMAR’ S QHSE IMS – PROCEDURE
 
 be identified by its document title: the full description of the document, e.g.
Purchase Order etc.
 be identified by its version control number, i.e. its revision as follows (0),
where 0 is an numeric character ranging from 0 or A (for newly created
document), 1 , 2 , 3 , etc. (for its updates).
Project document shall:
 be identified by its document number as XXXX-YY-ZZ-AAA-FX , Rev B,
where:
– XXXX is unique four-digit number, depicting Company’s job number
for the project.
– YY is unique two letters, depicting discipline code as per Appendix III.
I.e. YY can be: PP (Piping); ME (Mechanical); etc.
– ZZ is unique two letters, depicting document type e code as per
Appendix IV. I.e. ZZ can be: DS (Datasheet); DW (Drawing); etc.
– AAA are unique three-digit number, depicting ordinal number of
documents (e.g. 001, 002, etc.).
– FX is a designation for form where X is a digit, reflecting ordinal
number of the form, for the drawings S will be used instead of F.(i.e.
SX)
 be identified by its document title: the full description of the document, e.g.
Mechanical calculations for separator; Hydrostatic test procedure, etc.
 be identified by its version control number, e.i. its revision as follows (B),
where B is an alphanumeric character ranging from 0 or A (for newly created
document), 1 or B, 2 or C, 3 or D, etc. (for its updates).
 Documents and Drawing revisions shall be as follows:
o A: Issued for Internal Review
o B: Issued for Client Review / Approval
(B may be increase from B1 to B (n).
o 0: Issued for Implementation / Issued for Information / Issued for
Purchase /Approved for Construction
(0 may be increase from 1 to (n).
o F- Issued as Final / As-Built
(F may be increase from F1 to F(n).
– be properly formatted in terms of:

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– Language: unless required by government regulations or specified by
the customer for the use of Myanmar language, all project documents
shall be in English.
– Structure: for printable documents, use the project management
practice templates. Identification, formatting of records and their media
Records shall:
– containing media: electronic media in computer files can be mp3 for
sound, mp4 for video, Microsoft Office formats (doc, docx, xls, xlsx,
ppt, pptx, etc.), Adobe portable document (pdf) format for printable
documents. Printed media shall be typical office paper.
– be identified by its document number and title, job number (if
applicable). Records shall have no revision.
– have a format of the documents (e.i. the forms) by which they are
generated. Medium for records shall preferably be paper, but computer
files are possible with prior agreement of the customer. Language shall
be Myanmar, English or bilingual (English and Myanmar), depending
on statutory, regulatory or customer’s requirements.
5. FORMS / RECORDS:

Form No. Record / Form / Activity Complies with

Applicable to standard

SO09-QSE-P1-F1 Document preparation, amendment 7.5.1, 7.5.2 ISO

request form 9001:2015
SO09-QSE-P1-F2 Document register form 7.5.1, 7.5.2 ISO
14001:2015
SO09-QSE-P1-F3 List of documents
7.5.1, 7.5.2 ISO
Other Forms/ Records
SO09-QSE-P1-F4 QHSE IMS Process description
SO09-QSE-P1-F5 QHSE IMS Procedure
SO09-QSE-P1-F6 QHSE IMS Work instruction
SO09-QSE-P1-F7 QHSE IMS Document form
SO09-QSE-P1-F8 Project Document form
SO09-QSE-P1-F9  Drawing Template (A4 Size)
SO09-QSE-P1-F10  Drawing Template (A3 Size)

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 ALPHA ECC MYANMAR’ S QHSE IMS – PROCEDURE
 
APPENDIX I: QHSE IMS PROCESS CODE
ML Management and leadership processes
PL Planning processes
SO Support and operation processes
PE Performance evaluation processes
IM Improvement processes

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 ALPHA ECC MYANMAR’ S QHSE IMS – PROCEDURE
 
APPENDIX II: COMPANY’S DEPARMENT CODE
BD Board of Management
QH QHSE Department
TE Technical Department
CM Commercial Department
AD Admin & HR Department
FA Finance & Account Department

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 ALPHA ECC MYANMAR’ S QHSE IMS – PROCEDURE
 
APPENDIX III: DISCIPLINE CODES
AD Administration
AR Architectural
CL Civil
DC Document Control
EI Electrical & Instrumentation
FA Finance / Account
FP Fabrication / Production
FG Fire & Gas
GE General
HV HVAC
LO Logistics
MA Maintenance
ME Mechanical
MI Miscellaneous
PI Piping
PL Pipeline
PM Project Management
PR Process
QM Quality Management (QAQC)
SE Health, Safety and Environmental (HSE)
ST Structural
WH Warehouse / Store

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APPENDIX IV: DOCUMENT TYPE CODE
AG Agreements
EV Evaluation Document (I.e. Bid Evaluation )
CA Calculation
CE Certificates
CM Cargo Manifest / Packing List
CT Contracts
DA Diagram
DN Delivery Note
DS Datasheet
DW Drawing
DT Document Transmittal
GE General documents
ID Internal Delivery Note
IN Index, Document Register / List
IS Isometric
LL Lessons Learned
MD Manufacturer Date Record
MI Miscellaneous documents
MN Manual
MT Material Take off (MTO) /Bill of Materials (BOM) / Bill of Quantity (BOQ)
MX Matrix
PI P&ID
PE Purchase Enquiry
PG Photograph
PL Plans
PO Purchase Order
PR Purchase Requisition
PU Procedure or Philosophy
PY Policy
RT Report

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 ALPHA ECC MYANMAR’ S QHSE IMS – PROCEDURE
 
RA Request for Advance Payment
RC Request for Cash Payment
RP Request for Payment
RQ Request for Quotation
SC Schedule
SD Standard
SI Standing Instruction
SK Sketch
SP Specification
ST Strategy
TB Technical Bulletin
VA Vendor Assessment
WI Work Instruction
WP Work Pack / Test Pack

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