DOCUMENT NUMBERING STANDARD FOR PROJECTS, DATE: PAGE:

ENGINEERING, AND METALLURGY 2020-09-08 1 OF 15

DOCUMENT NUMBERING STANDARD FOR

PROJECTS, ENGINEERING, AND
METALLURGY

EXXARO

COMPILED BY:
TITLE SIGNATURE DATE
Petro Verwey
Document Configuration Specialist 21/09/20

REVIEWED BY:
TITLE SIGNATURE DATE
Devraj Reddy
Principal Engineer: Process Eng & Design 28/09/20

Seeralan Chinaboo
Principal Engineer, Electrical 28/09/20

ACCEPTED AND APPROVED BY:

TITLE SIGNATURE DATE
Anton van der Merwe
Manager, Project Governance & Compliance
(acting) 30/09/20

Happy Ntsala
Group Manager, Projects (acting) 30/09/20

Baltimore Miles
Group Manager, Engineering 01/10/20

Clement Maila
Group Manager, Metallurgy 02/10/20

Doc #: XX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

EXXDMS-5271-1849
WBS #: Revision: 03
 DOCUMENT NUMBERING STANDARD FOR PROJECTS, DATE: PAGE:
ENGINEERING AND METALLURGY 2020-09-08 2 OF 15

ABBREVIATIONS AND ACRONYMS

The following acronyms apply to this document: For more details, please consult the Glossary.

ACRONYM DESCRIPTION
EWPM Exxaro Wide Project Management
ID Identification
KA Knowledge Area
BU Business Unit
CC Corporate Centre

Rev Revision

DCM Document Management

APPLICABLE DOCUMENTS

DOCUMENT TITLE NUMBER

Project Document Management Procedure EWPM-PMG-PRO-0020
Document Management Plan XX-MC-PMG-TEM-0001

RECORD OF AMENDMENTS

REVISION DATE ROOT CAUSE OF CHANGE CHANGE

01 2017-08-30 Change Numbering Std to include All Pages
Engineering and Metallurgy – This
document supersedes the Project
Document Numbering Standard EWPM-
PMG-STD-0001 - EXXDMS-5271-1673
02 2018-07-20 • Updated link to Document Management Page 2
Procedure
• Updated link to Project Management Page 4
Policy
• Updated Link to Exxaro Templates Page 5

• Added new Doc Type = Declaration of Page 9

Interest
• Added new Doc Type = Variation / Page 10
Variation Order
• Updated link to Drawing Numbering Page 12
Standard
03 2020-09-02 Annual update All Pages

DOCUMENT DISTRIBUTION
This document is available for internal and external use only for Exxaro Resources.
Doc #: XX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

WBS #: Revision: 03
EXXDMS-5271-1849
 DOCUMENT NUMBERING STANDARD FOR PROJECTS, DATE: PAGE:
ENGINEERING, AND METALLURGY 2020-09-08 3 OF 15

TABLE OF CONTENTS
ABBREVIATIONS AND ACRONYMS .....................................................................................................2
APPLICABLE DOCUMENTS ..................................................................................................................2
RECORD OF AMENDMENTS .................................................................................................................2
DOCUMENT DISTRIBUTION ..................................................................................................................2
TABLE OF CONTENTS ...........................................................................................................................3
1. EXECUTIVE SUMMARY ...............................................................................................................4
1.1 PURPOSE............................................................................................................................4
1.2 SCOPE.................................................................................................................................4
2. RESPONSIBILITIES ......................................................................................................................4
3. INPUTS/PRECEDENTS ................................................................................................................4
3.1 DOCUMENT NUMBERING .................................................................................................4
3.1.1 Document Number Structure ..................................................................................5
3.1.2 Internal Business Units ...........................................................................................6
3.1.3 Knowledge Areas/ Discipline ..................................................................................7
3.1.4 Document Types .....................................................................................................9
4. DOCUMENT VERSION/REVISION CONTROL ..........................................................................13
4.1 DOCUMENT VERSION CONTROL ..................................................................................13
4.2 DOCUMENT REVISION CONTROL .................................................................................14
5. DOCUMENT REGISTER .............................................................................................................14
6. DOCUMENT NAMING STANDARD............................................................................................14
7. OUTPUTS/DELIVERABLES .......................................................................................................15
8. UPDATING PROCEDURE ..........................................................................................................15
9. DRAWING NUMBERING ............................................................................................................15

TABLE OF TABLES
Table 1: Document Number Structure and Document Numbering Examples ........................................ 5
Table 2: Internal Business Unit Codes .................................................................................................... 6
Table 3: Knowledge Areas/ Discipline Codes ......................................................................................... 7
Table 4: Document Types Codes ............................................................................................................ 9

Doc #: XX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

WBS #: Revision: 03
EXXDMS-5271-1849
 DOCUMENT NUMBERING STANDARD FOR PROJECTS, DATE: PAGE:
ENGINEERING, AND METALLURGY 2020-09-08 4 OF 15

1. EXECUTIVE SUMMARY
Reference to the Project Management Policy
Document Control No: EWPM-PMG-POL-0001

1.1 PURPOSE

The purpose is to provide a standard reference point, an overview of the key

principles involved, and essential elements of a structured approach to a Document
Numbering Standard for Projects, Engineering, and Metallurgy.

This standard presents and discusses the standards, principles and processes for a
Document Numbering Standard for Projects, Engineering, and Metallurgy; including
the characteristics of unification, consolidation, articulation and integrative actions it
requires for complete success.

It provides a consistent framework for the application of project management

disciplines, essential to ensure that capital project deliverables are affected most
efficiently Further, this standard applies to Engineering and Metallurgy.

1.2 SCOPE

This standard, and the overlapping and integrating processes it presents, apply to
each phase of all capital projects, engineering and metallurgy.

This standard covers the process of guiding the development phases of a project
from its inception, through the operational ramp-up phase, to closure i.e. delivery of
the physical assets and establishes the operating business facility.

2. RESPONSIBILITIES
This standard applies to all Project, Engineering, Metallurgy, Contractors and
Consultants that are responsible to generate Project, Engineering, Metallurgy
related controlled documentation.

Document Numbering Standard for Projects, Engineering, and Metallurgy and the
delivery of the associated activities is the primary responsibility of the owner project
manager or discipline Principal Engineer in consultation with the owner’s sponsor
and support of the project team.

3. INPUTS/PRECEDENTS
This standard replaces all previously approved Document Numbering Standards.

3.1 DOCUMENT NUMBERING

All internal and external documentation generated must be identified by a unique

document number with proper revision control, as summarised in Table1.

Doc #: XX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

WBS #: Revision: 03
EXXDMS-5271-1849
 DOCUMENT NUMBERING STANDARD FOR PROJECTS, DATE: PAGE:
ENGINEERING, AND METALLURGY 2020-09-08 5 OF 15

Document numbering is an integral part of the Document Control process. The

process is to be defined to allocate numbers to different document types while
maintaining a unique identity of each document.

For in-house documents, create a document using the approved templates

https://exxaro.sharepoint.com/sites/DMS/Templates/default.aspx.
The Document Control Number consists of a fixed set of alpha-numeric data fields
separated by a hyphen (“-“).
• “A” designates an alphabetical character and
• “n” designates a numerical character.

These data fields shall be in the format specified in Table 1: Document Number
Structure and Document Numbering Examples.

The Document Number will consist of the following attributes:

• Document Number Identification:
- Project Number: Exxaro Projects Online system currently allocates unique
Identifiers (Project No.) across Exxaro. This Identifier will be used as the ID for
project documentation.
- BU/CC: These characters indicate the originator of the document (company
reference) and the department. – Table 2: Internal Business Unit Codes.
• Knowledge Area / Discipline: This will be a three alpha character string as
referenced in Table 3: Knowledge Areas/ Discipline Codes.
• Document Type: This will be a three alpha character string specified by the
creator in the metadata – Table 4: Document Types Codes.
• Sequential Number: A four (4) digit “sequential number” shall be allocated for
each group (ID+ KA+DocType). The sequential number will run from 0001 to
9999.
• Contract Number: Exxaro Supply Chain allocates a contract number to a
contractor/consultant (e.g. 2372/10/CA – use only the first 4 digits = 2372).
Vendors with multiple contracts must be numbered according to the specific
Contract number to ensure documentation is traceable for a specific contract
within the project.

3.1.1 DOCUMENT NUMBER STRUCTURE

Table 1: Document Number Structure and Document Numbering Examples

ID = EXX+BU DISCIPLINE / DOC TYPE SEQ NO CONTRACT

/PROJECT KNOWLEDGE
NO * AREA (KA) (Table 4: NO
Document
(Table 2: (Table 3:
Types
Internal Knowledge Codes)
Business Areas/
Unit Codes Discipline
Codes)

Doc #: XX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

WBS #: Revision: 03
EXXDMS-5271-1849
 DOCUMENT NUMBERING STANDARD FOR PROJECTS, DATE: PAGE:
ENGINEERING AND METALLURGY 2020-09-08 6 OF 15

ID = EXX+BU DISCIPLINE / DOC TYPE SEQ NO CONTRACT

/PROJECT KNOWLEDGE
NO * AREA (KA) (Table 4: NO
Document
(Table 2: (Table 3:
Types
Internal Knowledge Codes)
Business Areas/
Unit Codes Discipline
Codes)

1. BU/CC
EXX-AA AAA AAA nnnn

EXX-MC-PMG-STD-0001
Example *NOTE: “EWPM” to be used to identify all Exxaro Wide Project Management
Templates

2. PROJECT SPECIFIC AAA-nnnnnn AAA AAA nnnn

Example GGC-000506-PMG-RPT-0001

3. CONTRACTUAL AAA-nnnnnn AAA AAA nnnn nnnn

GGC-000506-PMG-RPT-0001-2524
Example
(CAN ALSO APPEAR IN FRONT OF SEQ NO - EXCL. IN POL)

4. ENGINEERING EXX-ENG AAA AAA nnnn

Example EXX-ENG-ELE-STD-0001

5. METALLURGY EXX-MGY AAA AAA nnnn

Example EXX-MGY-MGY-STD-0001

The System Doc ID (SharePoint Serial no) will also appear in the footer of the
document.

Provision has been made for the Template number in the footer of all the templates.

Example:
Doc #: EXX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

TEM #: XX-ALL-PMG-TEM-0001 EXXDMS-5271-1849 Revision: 03

NOTE: The approved .pdf of each original file that already exists in the system must
be loaded with the same document control number and revision. The system ID
and version will differ as it is automatically changed by the system

3.1.2 INTERNAL BUSINESS UNITS

Table 2: Internal Business Unit Codes

Doc #: XX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

WBS #: Revision: 03
EXXDMS-5271-1849
 DOCUMENT NUMBERING STANDARD FOR PROJECTS, DATE: PAGE:
ENGINEERING, AND METALLURGY 2020-09-08 7 OF 15

CODE DESCRIPTION

BC Belfast
CB Coal Business
MC Corporate Centre
DC Dorstfontein
DN Durnacol
EC Exxaro Coal Mpumalanga
CR Exxaro Reductants
FB Exxaro Sands (Fairbreeze)
XX Exxaro Wide
FZ Forzando
GG Grootegeluk
CI Inyanda
LP Leeuwpan
CM Mafube
EM Matla
MD Medupi
NS Namakwa Sands

3.1.3 KNOWLEDGE AREAS/ DISCIPLINE

Table 3: Knowledge Areas/ Discipline Codes

CODE DESCRIPTION

ALL All Knowledge Areas

ARC Architectural
BLO Blending & Load Out
CHA Change Management
CHE Chemical Engineering
CIV Civil Engineering
CLI Climate Change
CMM Commissioning Management
COM Communication Management
CSM Construction Management
CMA Contract(or) Management
ECI Control and Instrumentation
DIA Diagnostics

Doc #: XX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

WBS #: Revision: 03
EXXDMS-5271-1849
 DOCUMENT NUMBERING STANDARD FOR PROJECTS, DATE: PAGE:
ENGINEERING, AND METALLURGY 2020-09-08 8 OF 15

CODE DESCRIPTION

DCM Document Management

DRW Draughting
ELE Electrical Engineering
ENE Energy Efficiency
ENG Engineering
ENV Environmental Management
FAC Facilities Management
FIN Financial Management
GEN General
GEO Geotechnical and Rock Engineering
HEA Health and Hygiene
HRM Human Resource Management
IND Industrial Engineering
ICT Information Management
IFR Infrastructure Management
LAB Laboratory Services
LMA Land Management
LEG Legal Services
LOG Logistics
MAI Maintenance Management
MAR Marketing Management
MEC Mechanical Engineering
MGY Metallurgy
MRD Mineral Resource Development
MAS Minerals and Asset Management
MIN Mining
MOB Mobile Equipment & Technology
RAD Modeling and Simulation
OPE Operations
PAM Physical Asset Management
PRA Portfolio Management
PEN Process Engineering
PRB Programme Management
PMG Project Management
PCS Protective Coating Systems
PYR Pyrometallurgy

Doc #: XX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

WBS #: Revision: 03
EXXDMS-5271-1849
 DOCUMENT NUMBERING STANDARD FOR PROJECTS, DATE: PAGE:
ENGINEERING, AND METALLURGY 2020-09-08 9 OF 15

CODE DESCRIPTION

QUA Quality Management

RAI Rail
RIS Risk Management
SHE Safety
SCH Schedule Management
STE Structural Engineering
SCM Supply Chain Management
SUR Surveying
VEN Ventilation
WSH Waste Handling

3.1.4 DOCUMENT TYPES

Table 4: Document Types Codes

CODE DOC TYPE

ACL Action List

ADD Addendum
ADJ Adjudication
ADV Advertise
AGN Agenda
AGR Agreement
ANA Analysis
APP Approvals
ART Article
ASM Assessment
ASS Assumption
BOD Basis of Design
BOS Basis of Schedule
BID Bid
BOM Bills of Material
BOQ Bills of Quantity
BUD Budget
CAL Calculations
CAT Catalogue
CER Certificate

Doc #: XX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

WBS #: Revision: 03
EXXDMS-5271-1849
 DOCUMENT NUMBERING STANDARD FOR PROJECTS, DATE: PAGE:
ENGINEERING, AND METALLURGY 2020-09-08 10 OF 15

CODE DOC TYPE

CIR Change Investigation Request

CRQ Change Request
CHR Charter
CHL Checklist
CLM Claim
COP Code of Practice
CON Concession
CTR Contract
CMW Contractors Management Worksheet
CNP Contractors Pack
CAR Corrective Action Request
CBS Cost Breakdown Structure
COS Costs (Cash flow / Cash flow forecast)
CRN Credit Note
CVR CV/Resume
DDR Daily Diaries
DAT Data Book / Sheet / File
DLG Decision Log
DOI Declaration of Interest
DOA Delegation of Authority (excl. HR memo - Temporary Delegation of Authority)
DCN Design Change Notice/Change Notice
DEV Deviation
DIA Diagram
ELC DVD and CD (Electronic Media)
EWN Early Warning Notice
EML E-Mail
EDC Engineering Design Criteria (Excl. Process DC)
ENQ Enquiry
EST Estimate
EVA Evaluation
EXT External Document
FAX Facsimile
FAT Factory Acceptance Test
FEQ Field Engineering Enquiry
FMD Financial Model
FDG Flow Diagram

Doc #: XX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

WBS #: Revision: 03
EXXDMS-5271-1849
 DOCUMENT NUMBERING STANDARD FOR PROJECTS, DATE: PAGE:
ENGINEERING AND METALLURGY 2020-09-08 11 OF 15

CODE DOC TYPE

FRM Form
FWK Framework
GCC General Conditions of Contract
DOC General Documentation (No doc type available)
GUA Guarantee
GDL Guideline
IND Index
ISH Inspection Sheet
INS Instructions (exl., Site & Work Ins.)
IDT Interdict
INV Invoice
LEG Legal Appointment
LET Letter
LIC License
LIS List
MAD Mandate
MAN Manual
MAP Map
MAT Matrix
MEM Memorandum
MST Method Statement
MTC Metrics
MTO Mini Task Observation
MOM Minutes of Meeting
MDL Model Views
MOD Modification
NCR Non-conformance Report
NOT Note/Notices/Note of record (Excl. DCN & TQN)
ORD Order
ORG Organogram
ORQ Overtime Request
PER Permit
PHI Philosophy
PHO Photo
PLN Plan
PTO Planned Task Observation

Doc #: XX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

WBS #: Revision: 03
EXXDMS-5271-1849
 DOCUMENT NUMBERING STANDARD FOR PROJECTS, DATE: PAGE:
ENGINEERING AND METALLURGY 2020-09-08 12 OF 15

CODE DOC TYPE

PBK Playbook
POL Policy
PRS Presentation
PRO Procedure/Process (Excl. SOP)
PDB Process Design Basis
PDC Process Design Criteria
PPD Procurement Package Dictionary
PRF Profile
PRG Programme
PCA Project Change Approval
PCN Project Change Notice
PDT Project Directive
PEP Project Execution Plan
PPL Proposal
PLT Punch List
PLR Punch List Request
QCP Quality Control Plan
QUE Questionnaire
QUO Quotation
REC Record
ROD Record of Decision
REG Register (Risk, Change, Attendance, etc.)
RPT Report (Excl. NCR)
RFI Request for Information
RFE Request for Issue of Enquiry
RFP Request for Proposal
RQI Request for Quality Inspection
RFQ Request for Quotation
RQM Requirement
REQ Requisition
RSH Result Sheet
SAM Sample Information
SCH Schedule
SOW Scope of Work
SLA Service Level Agreement
SDR Site Directive

Doc #: XX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

WBS #: Revision: 03
EXXDMS-5271-1849
 DOCUMENT NUMBERING STANDARD FOR PROJECTS, DATE: PAGE:
ENGINEERING AND METALLURGY 2020-09-08 13 OF 15

CODE DOC TYPE

SIT Site Instruction

SCC Special Conditions of Contract
SPC Specification
STD Standard
SOP Standard Operating Procedure
STM Statement (excl Method Statement)
SOR Statement of Requirements
STA Statistic
STR Strategy
SRT Structure (Cost, System, etc. excl. WBS)
SWP Study Work Plan
SUM Summary
TQN Technical Query Note
TEM Template
TND Tender
TAD Tender Adjudication
TRE Terms of Reference
TRS Test Results
TBT Toolbox Talk
TRA Training Material
TRN Transmittal
VAR Variation / Variation Order
VID Video
WOL Waiver of Lien Document
WBS Work Breakdown Structure
WIS Work Instruction

NOTE: If a new Business Unit, Knowledge area or Document Type must be

added to the list/system, it is compulsory to discuss it with the Document
Configuration Specialist: Project Governance and Compliance, who is
responsible for maintaining this Standard.

4. DOCUMENT VERSION/REVISION CONTROL

4.1 DOCUMENT VERSION CONTROL

Your Project Site uses a “version control” within the DMS to track changes made to
documents. Each version is date stamped and shows who checked in the version.
There is also a comment field that should reflect what each version represents / what
was changed. Minor Versions are used for working documents, stored in the working
Doc #: XX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

WBS #: Revision: 03
EXXDMS-5271-1849
 DOCUMENT NUMBERING STANDARD FOR PROJECTS, DATE: PAGE:
ENGINEERING AND METALLURGY 2020-09-08 14 OF 15

documents folder on the project site. Documents that are going to be signed off need
to be Published to a Major Version in the working documents folder so that it is a
true reflection of the signed-off document in the approved documents library. The
working documents folder will reflect minor versions and major versions. The
approved documents library will only reflect major versions.

Please note for Version Control to work, the File Name of the Document that is
uploaded, needs to be the same as the File Name of the Document already in the
Library.

4.2 DOCUMENT REVISION CONTROL

An Alpha Revision will be a draft copy of a document, whereas a Numerical Revision

will be an approved (final) copy of the document.

A sequential one (1) digit alphabetical identifier shall be allocated in addition to “Rev”
to revisions of draft documents, starting as follows: “RevA”, “RevB”, “RevC”, etc.

A sequential two (2) digit number shall be allocated in addition to “Rev” to revisions
of approved documents, starting as follows: “Rev00”, “Rev01”, “Rev02”, etc.

A three (3) digit identifier shall indicate the progression of an update of the same
document from “RevXX” to “RevXX+1”, e.g. after the first approved document
(Rev00), a consecutive draft document shall be numbered “Rev00A”, “Rev00B”, etc.
until released as revision “Rev01”.

All revisions will not form part of the numbering but must be stipulated on the
document for referencing where applicable.

Please note: To replace the old revision, the File Name of the Document that
is uploaded, needs to be the same as the File Name of the Document already
in the Library.

5. DOCUMENT REGISTER
All “planned”, “not approved” (draft), and “approved” documents’ numbers and titles
(“description”) shall be recorded in the Document Management System to ensure
that a unique Document Number is allocated with proper revision control and can be
exported to excel to serve as a document register (e.g. G01 of the VDRL)

6. DOCUMENT NAMING STANDARD

The naming convention will apply to the title of the document. The document title
will be as short as possible and describe the contents of the document as best as
possible in an intuitive manner. The document type must be included in the
document title. The naming of the document will be at the discretion of the Creator
and must adhere to the following characteristics:
• Be descriptive e.g. “Supplier Performance Measuring Standard”;
• Be explicit, e.g. must allow the viewer to interpret what is contained in the
document;
• Be consistent across all project documents;
Doc #: XX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

WBS #: Revision: 03
EXXDMS-5271-1849
 DOCUMENT NUMBERING STANDARD FOR PROJECTS, DATE: PAGE:
ENGINEERING AND METALLURGY 2020-09-08 15 OF 15

• Not include symbols = () \ / : * ? " <> | % @ + ! &

• Document Identifier capitalized e.g. GGC-000506-PMG-MEM-0001 instead of
ggc-00507-pmg-mem-0001;
• Where a date is included on a document the date will be in YYYY-MM-DD format
(e.g. 2013-03-06). The date must not form part of the numbering.

7. OUTPUTS/DELIVERABLES
The successful application of this standard in conjunction with the associated
Document Management Procedure will enable consistent, unique identification of
controlled project documents (including their revision status).

This will enable unambiguous document traceability and change control in support
of work product integrity.

8. UPDATING PROCEDURE
This standard is intended to remain unchanged for all projects. Nevertheless, any
deficiencies in document numbering shall be brought to the attention of the Manager
Project Governance and Compliance for consideration and updating of this
standard, if required.

9. DRAWING NUMBERING
Refer to the Exxaro Drawing Numbering Standard: EXX-ENG-DRW-STD-0002
Drawing Numbering Standard

Doc #: XX-MC-ALL-STD-0001 System Doc ID: Version: 0.11

WBS #: Revision: 03
EXXDMS-5271-1849