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Power & Water Utility Company for Jubail and Yanbu (MARAFIQ)

Document 10No:
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MCCP-I-IM-031

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Page: 1 of 5 Rev, No,: 1

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Document Approval Form (DAF)

ValidUntil: Jan 11,2011

TITLE OF DOCUMENT
Revision No Rev 0 Rev 1 Date 28-05-07 12-01-08

Correspondence

Coding Procedure -~
Section Revised NA 6.0 page -3

Revision Details NA Addition of TWCE

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BY

Signature

--

Name Date

Ibrahim S. AI-Daajani, Manr-IMS 12 Jan, 2008 REVIEWED Immediate Supervisor BY General Manager ----------------------

-Dept Manager -----

--

Signature Name Date

-----

APPROVED \ Signature
-

BY

Name

" Hassan H. Al-Qahtani, GM- HR Relations & Development

--..

Date Signature
Name Date

12 Jan 2008 ISSEn. BY

----==, -DC- Jubail -DC- Yanbu -Intranet ----

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Mohammed Azharuddirisiddiq, DISTRIBUTION
All General Managers

//
Document Controller LIST
Managers- Yanbu

President & CEO Vice President Twareed CEO

Managers- Jubail

PROPRIJ;TARY NOTICJ;

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFla. ANY DISCLOSURE OR USE IS I:XPRESSL Y PROHIBITED I:XCEPT UPON WRITTEN PERMISSION BY MARAFIQ.

P.O. Number : 7200018725

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Power & Water Utility Company for Jubail and Yanbu (MARAFIQ)

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DocumentlDNo: [ Page: of 5 2 Rev,No,: 1

MCCP-t-IM-03t

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Correspondence 1.0 PURPOSE

Coding

Procedure

Date of Issue: 12, Jan 2008

The purpose of this procedure is to iunify the structured coding of incoming and outgoing correspondences across the company for ease of identification, control and retrieval. 2.0

SCOPE The scope of this procedure covers all Internal and External correspondences, except those that are of electronic format (e-mails). Should the subject of the electronic format f mailed document be of importance or criticality, the department manager shall ensure that it is safely kept in the department and coded as indicated herein

3.0

ACRONYMS & DEFINITIONS: NA

4.0 RESPONSIBILITY The Department Managers are responsible for implementing codification system for all Internal and External correspondences. 5.0 VALIDITY Three years from date of issue the correspondence

6.0 PROCEDURE

The code system consists of a 9-digit Alpha numeric structure as illustrated hereunder:
The code Structure

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Serial Number (1-9999) Year (for ex: 07 for 2007) Location (J f c::=Jubail ; Y 1($ =Yanbu) Function I Dept Code

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The Two Alpha indicators so referenced ito in the Document Control Procedure assignment codes, represent the department! Function code reference.
PROPRIETARY NOTICE THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE OR USE IS

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l EXPRESSLY ROHIBITED P EXCEPT UPON WRITTEN PERMISSIONY MARAFIQ. : B

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P.O. Number : 7200018725

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Power & Water Utility Company for Jubail and Yanbu :(MARAFIQ)

Document IDNo: Page: 3 of 5

MCCP-I-IM-031

Rev.No.:1
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Correspondence Assignment of Codes Function Code

Coding Procedure

Date of Issue: 12, Jan 2008

President's Office Jubail Water & Power- Chairman Tawreed CEO VP Finance, Materials & IT Corporate Strategy Operations & Maintenance

English CE JW TWCE VP CT
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Arabic .)f' (:.j

J...-.J...J-fJ

.)0 w

OP
EN
IW
HR CS

tj

Engineering & Projects IWPP

& Development -- HR-Relations Customer Services I

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tw
rJ.j (J

Sub-Function I Dept Codes

Potable Water; Water Prodn. Power generation
Transmission & Distribution Power Dispatch Center Wastewater

English WP PG
TO PO
;

Arabic .jj

jt
wj jj

f--._-

WW
SW MN

.j.j
.j f'W
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Seawater Cooling
Maintenance Accounts
Finance
.

AC

Fl TR MT IT Sp HD AS IS
. , LP

Treasury Warehouse (Materials) Information Technology SAP Human Resources Admin Services Industrial Security Loss Prevention

urJ wJ w rJw ' J r j \ rJ

Jj

PROPRiETARY NOTICE THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE OR USE is EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.

Only do

P.O. Number : 7200018725

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Power & Water Utility Company

for Jubail and Yanbu !(MARAFIQ)
DocumentlDNo: I Page: of 5 4 Rev.No.:1

MCCP-I-IM-031

Correspondence Integrated Mgt System

Training & Development Construction Dept - IWPP Facility Planning Projects Technical Services Procurement & Contracts Internal Audit Legal Affairs Corporate Communications
Risk Assessment

Coding
!

Procedure
1M

Date of Issue: 12, Jan 2008

TR CN FP PJ TS PC IA LA CM RA RT CP BD i CU IC CR MB i AM

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Regulatory & Tariff Corporate Planning Business Development Customer Services Industrial Customer Support Customer Relations Metering & Billing Asset Management

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Note: The originator may use appropriate function /Oept code relevant to his Oept at the time cf correspondence creation. Additional Oept codes shall be approved by the owner of this document if need arises based on the request by the dpncerned Oept Managers

6.1

Correspondence

Serial Number: 0001-9999

This is last portion of the coding structure cQnsisting of serial numbers starting from 0001 to 9999. This means that a maximum of 9999 number of correspondences in each sub-function /dept are possible in each year. 6.1.1 The initiator of the correspondence has the option to assign serial numbers in any sequence. He may reserve certain block of numbers for future use / easier identification of his processes / locations / plants. Correspondence codes once used and made Obsolete shall not be re-used in generating new correspondences

6.1.2

I EXPRESSLY ROHIBITED P EXCEPT UPON WRITTEN PERMISSIONY MARAFIQ. B

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r--PROPRIETARY NOTICE THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE OR USE IS

Only doc

P.O. Number : 7200018725

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6.2

Power & Water Utilit}f Company for Jubail and Yanbu (MARAFIQ)

DocumentlDNo: Page: of 5 5 Rev.No,: 1

MCCP-I-IM-031

Correspondence Correspondence 6.2.1 6.2.2

Coding Procedure

Date of Issue: 12, Jan 2008

Coding in Arabic

For correspondences in Arabic, equivalent Arabic alphabets (ref pages 3 & 4) shall be used for indicating function I Dept I location codes: If Hijri year is required in thej coding structure instead of Gregorian, then it should be indicated in 4-digits example: 1429

Posting of Correspondence Code

The administrator shall post the correspondepce code in the top left of the page.
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Placement of Code

7.0 DOCUMENTS REFERRED

7.1 ISO 9001 :2000 - Quality Management System Requirements 8.0 FORMS & FORMATS Nil 9.0 ANNEXURES Nil

10.0

MATERIALS/EQUIPMENT NEEDED Nil

THISDOCUMENT ONTAINS C INFORMATIONROPRIETARY P TOMARAFIQ, NYDISCLOSURE RUSEIS A O EXPRESSL PROHIBITED Y EXCEPT UPON WRITTEN PERMISSIONY MARAFIQ, B

PROPRIETARY NOTICE

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P.O. Number : 7200018725