PROJECT CONTROL PLAN

ISSUED BY : Project Control Superintendent Rev. 0

DOCUMENT CONTROL &
DOC NO. : NK-WUR-PEP-PCP-002
Area / Dept : PHR All Area - OU NUMBERING PROCEDURE Page 2 of 15

REVISI TABULASI
HAL REVISI KETERANGAN LAMPIRAN KETERANGAN
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 PROJECT CONTROL PLAN
ISSUED BY : Project Control Superintendent Rev. 0
DOCUMENT CONTROL &
DOC NO. : NK-WUR-PEP-PCP-002
Area / Dept : PHR All Area - OU NUMBERING PROCEDURE Page 3 of 15

LEMBAR REVISON
DOKUMEN REF. : NK-WUR-PEP-PCP-002

REV DATE DESCRIPTION REVISED BY

0
 PROJECT CONTROL PLAN
ISSUED BY : Project Control Superintendent Rev. 0
DOCUMENT CONTROL &
DOC NO. : NK-WUR-PEP-PCP-002
Area / Dept : PHR All Area - OU NUMBERING PROCEDURE Page 4 of 15

TITLE
Document control & numbering procedure

PURPOSE
This procedure is established to control documents utilization and movement in order that:

a) The pertinent issues of appropriate documents are available at all locations where operations
essential to the effective functioning of the quality system are performed.
b) Invalid and / or obsolete documents are promptly removed from all points of issue or use.
c) Any obsolete documents retained for history shall suitably be identified by Stamp i.e.
“SUPERSEDED-FOR INFORMATION ONLY“.
DEFINITION
Static Document
Static documents are documents that officially published for one time based and can be used
many times without requirement to be logged. Any change or revision to its content will be
indicated by revision status.

Dynamic Document
Dynamic documents are documents that officially published for one time but will be used many
times where the uses of them need to be logged.

Correspondence Documents
Correspondence documents are documents that related to any internal and external
correspondence surround PT. Nindya Karya Member Of Danareksa
 PROJECT CONTROL PLAN
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DOCUMENT CONTROL &
DOC NO. : NK-WUR-PEP-PCP-002
Area / Dept : PHR All Area - OU NUMBERING PROCEDURE Page 5 of 15

SCOPE
This procedure covers the control of following documents:

4.1 Static Document

Document that include in this category are such as:

1. General Project Execution Plan

2. Quality Management Plan
3. Work Procedure/Instruction (WP/WI)
4. Standard Procedure (SOP)
5. Other Documents issued by respective departments
4.2 Dynamic Document
1. Forms
2. Report
4.3 Correspondence Documents
1. Official Letter
2. Fax
3. Transmittal
4. Memorandum
5. Email
4.4 Other Documents
1. Invoice
2. Acceptance Letter
3. Certificate
 PROJECT CONTROL PLAN
ISSUED BY : Project Control Superintendent Rev. 0
DOCUMENT CONTROL &
DOC NO. : NK-WUR-PEP-PCP-002
Area / Dept : PHR All Area - OU NUMBERING PROCEDURE Page 6 of 15

DOCUMENTATION RESPONSIBILITIES
Corporate Documentation
At corporate level, each department will be fully responsible for its document controlling and
monitoring

Project Documentation
At project level, all document filing and archiving shall be maintained by the document control
team. Respective team will only kept document with process that still on progress. Once the
document is completed and ready to be filed, it shall be submitted to document control team.

For classified document type can be documented at respective team after approval from
project Manager

Below is the minimum document that shall be kept from respective department at one project

Construction document
Minimum list to be documented:

• Approved and the updated standard operation procedure

• Copy of permit to work include supporting document from the client
• Construction execution plan for each service request
• Distributed engineering work package include AFC drawing
• Daily activities report
• Equipment timesheet
• Material management data
• Minutes and attendance list from construction coordination meeting
• Log book from work site
• Important e-mail correspondence
• Site photo documentation (before & after work execution) for each work
package
 PROJECT CONTROL PLAN
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QA/QC document
Minimum list to be documented:

• Approved and the updated QA/QC procedures and form

• ITP & PQP for each work package
• QC inspection report for each work package
• Punch list record
• Welding check record
• NDE result

HES document
Minimum list to be documented:

• Approved and the updated HES procedures and forms

• HES inspection report for each work package

Project Control Document

Minimum document to be documented:

• Approved and the updated PC procedures and forms

• Engineering work package include AFC drawing (original and revision)
• Work package dossier include supporting document from respective
departments (Const, HES, QC) such as progress, construction report, testing &
inspection report, quantity report, RT Film, change of scope, join survey,
material close out, etc.
• Billing & invoice Document
• Claim from 3rd party
HRD document
Minimum document to be documented

• Approved and the updated HR procedures and forms

• Work Application
• Complete Employee Data (CV, employment contract, badge, permit)
• Insurance Document
• Payroll Document
• Training Document
• Project Official Letter (in & out)

Finance document
Minimum document to be documented

• Approved and the updated Finance procedures and forms

• Account Receivable document (optional, depend on restriction status)
• Account Payable document (optional, depend on restriction status)
• Treasury Document (optional, depend on restriction status)
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CEM document
Minimum document to be documented

• Approved and the updated CEM procedures and forms

• Equipment and light vehicle document
• Equipment and light vehicle mobilization document
• Equipment timesheet (exclude construction record)
• Fuel Record
• Maintenance Record

Static Document Numbering System

Pattern:

Project - Dept - Doc. - Sub - Seq.

ID ID Topic Topic Num

WUR - PC - PEP - EW - 006

A = Project ID (alphabet, two or three characters) i.e WUR, MFU,

B = Dept ID (alphabet, two or three characters)

1. GEN : General Document

2. QC : Quality Control Department
3. CS : Construction Department
4. HES : Health, Environment, Safety Department
5. CEM : Equipment & Transportation Department
6. PC : Project Planning and Controlling Department
7. HRD : Human Resource & Development Department
8. PS : Project Support
C = Document Topic (alphabet, two or three characters)

The topics shall referred to department requirement, i.e:

• PEP : Project Execution Plan

• CEP : Construction Execution Plan
• SOP : Standard Operating Procedure
• SWP : Safe Work Procedure
• QSOP : Qualified Standard Operating Procedure
• WP : Work Procedure
• ITP : Inspection & Testing Plan
 PROJECT CONTROL PLAN
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DOCUMENT CONTROL &
DOC NO. : NK-WUR-PEP-PCP-002
Area / Dept : PHR All Area - OU NUMBERING PROCEDURE Page 9 of 15
D = Sub Topic (alphabet, two or three characters)

Such as,

CI = Civil work

EW = Earth work

EL = Electrical work

IN = Instrument work

PG = Piping work

PC = Project Control

FN = Finance

00 = No sub topic

E = Lower topics sequence in the sub topic (numeric, three digits)

Example:

1. Document number of Earth Work Procedure for clearing grubing:

WUR-CS-SOP-EW-003 rev.0

Note : 003 means that clearing grubbing is on the third sequence from earth work
procedure

2. Document number of project reporting procedure for weekly report:

WUR-PC-WP-PR-002 rev.0

Note : 002 means that weekly reporting procedure is on the second sequence from project
reporting procedure
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DOCUMENT CONTROL &
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Area / Dept : PHR All Area - OU NUMBERING PROCEDURE Page 10 of 15

Dynamic Document Numbering System

Dynamic documents usually are the sub or supported documents for static documents. We identify
two kind of dynamic documents:

1. Report from all department

2. Forms from all department
Numbering system for these documents will be an extension from the numbering system in the static
document

Pattern:

Project - Dept - Doc. - Sub - Seq. - Form - Log

ID ID Topic Topic Num Num Num

WUR - PC - PEP - EW - 006 - F006 - 0006

A = Project ID (alphabet, two or three characters)

B = Dept ID (alphabet, two or three characters)

C = Document Topic (alphabet, two or three characters)

D = Sub Topic (alphabet, two or three characters)

E = Lower topics sequence in the sub topic (numeric, three digits)

F = F added with two numeric digit (Form number in case in one procedure there are more than
one form developed

G = Four numeric digit (Log registration number of the form)

Example:

1. Construction Report for Earth Work Procedure, sub procedure of clearing grubbing:
WUR-CS-SOP-EW-003-F02-0133

The second forms in the third earthwork procedures (clearing & grubbing) and has been used
for 133 times

Official Letter
Log & Documentation
• All official letter from WUR B Project shall only be signed by Project Manager or the authorize
DOA.
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Area / Dept : PHR All Area - OU NUMBERING PROCEDURE Page 11 of 15

• HRD team shall responsible to maintain the log and documentation of each letter issued from
the project include the letter to the project management team
• PIMS will also be utilized to maintain the letter documentation

Numbering Patter
For official letter, the numbering will use below pattern

Project - Log. - Month

ID Num Year

WUR - 006 - 1122

A = Project ID; i.e WUR, MFU, etc. For corporate just put RDP

B = Log number started from 001 and restarted every year

F= Month Year

Example:

1. 20th official Letter issued on March 2010:

WUR-020-0310
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Other Documents
Certificate
WUR - Subject - Mo.Yr - Log.Num

Acceptance Letter
WUR - Vendor - Mo.Yr - Log.Num
Code

Employment Agreement
WUR - KKWT Mo.Yr - Log.Num

Invoice Letter
WUR - INV - Mo.Yr - Log.Num

Retention Letter
WUR - RTN - Mo.Yr - Log.Num

Document Status
Revision Status
Revision status is status that show the sequence of document revision started from 0, 1, 2, and
so.

Document Status Description

At each procedures document, the status description must be shown with option as below:

• Issued for Review

• Approved for Construction,
• Issued for implementation
• Issued for Information
• Revision topic
• Document cancelled

MASTER LIST
The document control team shall prepare and obtain master list of applicable documents &
revision status, and shall be issued for information to all concern.

All documents which will be issued shall be identified by:

a. “Controlled Copy “stamp or

b. “Non Controlled Copy “stamp.
 PROJECT CONTROL PLAN
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DOCUMENT CONTROL &
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CONTROLLED COPY:

Documents issued for internal use which are kept up to date.

NON CONTROLLED COPY:

Documents issued to internal, customers or third party for reference which do not require up
dating

APPROVAL
All procedures document shall be approved by Project manager or the respective PMT.

If required, the approval from respective client shall be obtained.

DISTRIBUTION
The document control shall responsible for maintaining transmittal sheet and Master List of project
document. All transmittal shall be traceable.

The transmittal shall use form RDP-GEN-DCS-001-F01 (attached)

DOCUMENT CHANGES / MODIFICATIONS

Any minor changes shall be crossed with ink, initialed and dated. The white eraser liquid (tip ex)
shall not be used and considered as forgery/band; document shall be destroyed and re-wrote
consequently.
 PROJECT CONTROL PLAN
ISSUED BY : Project Control Superintendent Rev. 0
DOCUMENT CONTROL &
DOC NO. : NK-WUR-PEP-PCP-002
Area / Dept : PHR All Area - OU NUMBERING PROCEDURE Page 14 of 15

OBSOLETE DOCUMENTS
It is the responsibility of the recipient to destroy the obsolete documents or return it to the document
control team

If documents are to be kept for history / information they must be identified by “SUPERSEDED – FOR
INFORMATION ONLY “stamp by the holder or document control team. This shall be clearly studied in
the document master list whether the document is superseded completely or superseded-for
information only.

DATA CONTROL
a) When any controlled documents are stored in hard disk/diskette, they must be identified.
b) Password shall be used by the holder and access for read only or read & edit shall be
determined.
c) For design software used in Codes Construction if applicable, these must be verified upon
purchase and upon revision /addenda to Code by manual method.
d) If there is difference between hard copy / manual method and software / store data, the hard
copy shall take precedence.
 PROJECT CONTROL PLAN
ISSUED BY : Project Control Superintendent Rev. 0
DOCUMENT CONTROL &
DOC NO. : NK-WUR-PEP-PCP-002
Area / Dept : PHR All Area - OU NUMBERING PROCEDURE Page 15 of 15

ATTACHMENT
Transmittal Form WUR-PC-PEP-001-F01

halaman 1 dari 1

DOCUMENTS/DRAWINGS TRANSMITTAL SHEET (DTS)

(LEMBAR PENYAMPAIAN GAMBAR/DOKUMEN)

PEKERJAAN : Proyek SMO Construction Service Work Unit Rate Earthwork (WUR 3)
LOKASI : Duri dan Minas Provinsi Riau
NO. KONTRAK : SPHR00362A
KONTRAKTOR : PT. NINDYA KARYA

JENIS *) NOMER JUMLAH TUJUAN **)

No. JUDUL DOKUMEN CATATAN
DOKUMEN DOKUMEN LEMBAR PENERBITAN
1

10

11

*) Jenis Dokumen : Buku, Gambar, dsb.

**) Tujuan Penerbitan: IFI = Issued for Information; IFR = Issued for Review; IFA : Issued for Approval

Diserahkan Oleh Diterima Oleh:

KONTRAKTOR PT. NINDYA KARYA KONSULTAN SUPERVISI
Nama : Nama :
Posisi : Posisi :
Tanggal : Tanggal :
Tanda Tangan : Tanda Tangan :