(Company name) Doc. No.

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Quality System Procedure

PROJECT:

APPROVALS
This procedure has been checked and reviewed by the process owners with the QMR and
approved for implementation by the division head.

Issue or Revision Originated

Rev Date Checked By date Approved By Date
Description By

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1.0 PURPOSE
This procedure describes the procedures and responsibilities for the receipt,
control and distribution and revision control of all Technical Documents and
Drawings, pertaining to a project.

2.0 SCOPE

2.1 This procedure shall be applied to the following project related documents:
➢ Request for bid and Bid proposals
➢ Contracts / Scope of Work
➢ Specifications
➢ Standards
➢ Work Instructions
➢ Project Quality Plans
➢ Drawings
➢ Bill of Materials (BOM)
➢ Component specification sheets
➢ Drawing / Specification Clarifications
➢ Submittals
➢ Purchase Orders
➢ Original Equipment Manufacturer’s (OEM) Manuals
➢ Subcontractor/Vendor qualification reports
➢ Inspection Assignment packages
➢ Inspection Reports
➢ Spare parts Data Package

2.2 This procedure shall not be applied to Routine Correspondence,

Note: Routine Correspondence shall be handled as follows:
Incoming Correspondence will be:
▪ Time and date stamped, entered into the Incoming
Correspondence Log and distributed to the concerned, as
advised by the Project Manager
Outgoing Correspondence will be:

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▪ Routed through Project Secretary, who will number, log and

deliver.

3.0 REFERENCES
3.1 PEI 4.7 Quality Assurance and Control, Inspection and
Testing
3.2 ISO 9001:2008 Quality Management Systems –Requirements

4.0 DEFINITIONS
This procedure uses definitions in the front of the Quality Plan and ISO
9000:2000 – Quality Management Systems Fundamentals and Vocabulary.

5.0 PROCEDURE
5.1 Document Handling
5.1.1 All Quality/Inspection related documents transmitted to COMPANY
shall be addressed to the QA/QC Manager.
5.1.2 Receipt, issue and usage of these documents shall be controlled.
5.1.3 The Documents shall be Date Stamped, on receipt and entered into
the corresponding log.
5.1.4 The documents on issue shall be stamped “CONTROLLED COPY”.
5.1.4 Only controlled copy of the documents shall be used for
construction.
5.1.5 Photocopying of the controlled copy is not permitted. Sufficient
numbers of controlled copy shall be issued to the construction
crews to perform their job.
5.1.6 The distribution shall be made under the cover of a Document
Transmittal.
5.1.8 In case of revisions, revised copy shall be distributed to all the
original recipients.
5.1.9 Recipients of the revised copies shall destroy the previous issue or
clearly mark them as “SUPERSEDED”.
5.1.10 Any individual assigned to have a sensitive document (either the
original or a copy), will use it only at his designated workstation.
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5.1.11 Sensitive Documents are to be kept in the Project Office when not
in actual use.
5.1.12 The Project Office will be locked when not attended to.
5.1.13 All originals of Contractor drawings shall be controlled.

5.2 Project Drawings

5.2.1 Project drawings shall be received by the Document Control clerk
(DC).
5.2.2 All project drawings shall be entered into a Drawing Register.
5.2.3 The drawings shall be filed in an easily identifiable sequence and
stored in a proper condition to protect from damage or loss
5.2.4 Copies of the project drawings shall be issued to the following
personnel.
Recipients Drawings Copy No.
Project Engineer All 1
QA/QC Department 2
i. Procurement Supervisor All 2a
ii. Construction Inspection Supervisor 2b
Construction Manager / Supervisor All 3
Construction Engineers Discipline 4
i. Construction Civil Engineer Wise 4a
ii. Construction Mechanical Engineer Civil 4b
iii. Construction Welding Engineer Mechanical 4c
iv. Construction Electrical & Instr. Engineer Mechanical 4d
Electrical
QA/QC Engineers Discipline 5
i. QC Civil Engineer / Inspector Wise 5a
ii. QC Mechanical Engineer / Inspector Civil 5b
iii. QC Welding Engineer / Inspector Mechanical 5c
iv. QC Electrical & Instr. Engineer / Inspector Mechanical 5d
v. QC Coating Engineer / Inspector Electrical 5e
Mech. & Civil

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Store All 6
Site All 7
Document Controller (Original Copy) All Without
Copy no.

Note: Master Copy of IFC Drawing will keep in Document Control Room
without Control Copy Stamp for if any requisition comes for re-
issue or new persons we will make copy and issue with control
copy number. Re-issue with same number and will be noted in
bracket reissue number with prefix ‘R, R1, R2….’if further copies
and / or distribution shall be made only with the approval of the
QA/QC Manager and shall be added on the above list. Distribution,
other than the above shall be made by the DC upon specific
request.
5.2.5 Distribution, other than the above shall be made by the DC upon
specific request.
5.2.6 Recipients of revised drawings shall destroy the previous issue or
mark them as ‘SUPERSEDED’

5.3 Shop Drawings

5.3.1 Preparation and issue of shop drawings shall be controlled by the
Discipline Engineer.
5.3.2 Distribution shall be as per requirement.
5.3.3 Revisions to the shop drawings shall be controlled by the
Discipline Engineer.

5.4 Document Transmittal to the Company

5.4.1 All technical documents to be transmitted to Purchaser shall be
handed over to the Document Control Clerk who will:
5.4.1.1 Prepare the Document Transmittal / Submittal
5.4.1.2 Assign a correspondence number to the Document and
enter in the log
5.4.1.3 Hand over to the Company’s secretary in site.
5.4.2 The transmittal addressee will in all cases be the Company’s
authorized representative.
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Note: All project correspondences to the Company shall be routed through

Project Secretary

5.5 Document Storage

5.5.1 In order to ensure the safe storage of the project Documents:
5.5.1.1 The document shall be stored in fire resistant cabinet in
lockable room at COMPANY site office.
5.5.1.2 The entry to this room shall be restricted.
5.5.2 Magnetic Media back-up tapes, floppies, CD’s will be stored:
5.5.2.1 Either off-site in a location approved by the Project
Manager, or QA/QC Manager.
5.5.2.2 In a fire-resistant safe on -site, as directed by the QA/QC
Manager.

5.6 CADD Drawing Access

5.6.1 CADD Drawing access will be limited to those with a "Need to
Know" by means of passwords assigned to the individuals, which
will allow access only to selected files.
5.6.2 Control their usage only during the assignment of the personnel to
the project.

5.7 Document Disposal

5.7.1 Documents will be disposed of upon written approval from QA/QC
Manager.
5.7.2 It is recommended to return revised version of controlled quality
documents to document controller and destroyed by him after
QA/QC Manager approval.
5.7.2 The method proposed is via shredding. The shredding of
documents shall be witnessed by the QA/QC Manager or his
designated representative, and the Document/Drawing Control Log
shall be signed "Document Destroyed".
5.7.3 No Documents / Drawings will be disposed of, by any means,
without authorization of the QA/QC Manager.

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5.7.4 Documents/Drawings shall not be removed from the contractor

office, except by authorized transmittal, or proper disposal.

6.0 DOCUMENTATION AND RECORDS

6.1 CLIENT developed the Inspection Test Plan (ITP). Inspection Checklist
(IC) and Test Records (TR) to be used as documents & record by the
Contractor/Sub-Contractor Quality Personnel during material receiving,
inspection and testing of work activities during Procurement, Construction
and Pre-Commissioning work phase. The Contractor/Sub-Contractor shall
submit and invite Project Inspection Representative for RFI (Request for
Inspection) for any witness and hold point activities as per approved ITP
through QMIS.
6.2 COMPANY-SBCP2-QSP-DDC-001-STF (Rev. 00)
6.3 COMPANY-SBCP2-QSP-DDC-001-QSL (Rev. 00)
6.4 COMPANY-SBCP2-QSP-DDC-001-DT (Rev. 00)
6.5 COMPANY-SBCP2-QSP-DDC-001-ADTF (Rev. 00)

7.0 QUALITY SUBMITTALS

SUMMARY OF QUALITY SYSTEM DELIVERABLES

Subsequent
No. Title First Submittal to COMPANY submittals to
COMPANY
Within 7 calendar
30 days after the effective date
1. Quality Plan: days of each
of Contract and for any
revision
significant changes
requirement
When changes
2. Organization Chart(s) With Quality Plan submittal
occur
Prior to bringing
3. Personnel Qualifications: Prior to assignment of new Quality
personnel on the project personnel on the
project.
Within thirty (30) calendar days
Within 7 calendar
4. Quality Audit Schedule: of the effective date of the
days of revisions
Contract
Audit reports will be provided to
5. Audit Report: the company no longer than None
(10) working days following
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completion of the audit.

CONTRACTOR, Vendor and Within 48 hours of reporting Notification of

6. Subcontractor non-conformities: each non-conformance clearance required
Weekly for the
After the first non-conformance
7. Non-conformance Summary: Project Progress
is issued
Meeting
Management Review results Within two (2) weeks after
8. None
scheduled review
Sixty (60) calendar days after
9. Quality Management Report the effective date of the Monthly
Contract
Evidence of manufacturer
Two (2) weeks prior to
10. prequalification None
placement of purchase order.
One week after the first
11. Inspection/Fabrication Status purchase order is awarded for Weekly
the Contract
Inspection Assignment Twenty-one (21) calendar days
12. Package. prior to pre-inspection meeting
None
or fourteen days prior to final
inspection for Level I inspection.
Ten (10) calendar
Ten (10) calendar days after the
13. Pre-inspection Meeting and days after each
pre-inspection meeting or first
Vendor Inspection Reports inspection visit and
inspection visit for each supplier
weekly for Level 4
Fourteen (14) calendar days
14. Two-week look-ahead schedule. before the start of any
inspection activity of first Weekly
purchase order or start of
construction activities
Inspection/Shipping Release;
15. Within 48 hours of issue None
Inspection Disposition Report; Two (2) weeks after equipment
16. and materials are released for None
shipment
Special Process Procedures
17. and Personnel Qualification Thirty (30) calendar days prior
Prior to execution
Procedures: to operation or test

Construction Inspection and One month prior to start of Revision Approval

18. Test Plans: construction WORK prior to execution

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