000-PR-002 Rev B

CLIENT
BARKA IWP
SPC
OWNER ENGINEER
EPC CONTRACTOR
SUB-CONTRACTOR(S)
QUALITY PROCEDURE
NUMBERING AND COMMUNICATION PHILOSOPHY
BARKA IWP
B 21/01/2016 Second Issue J. Lesieur T. Chevalier D. Houli

A 26/11/2015 First Issue C. Runif T. Chevalier D. Houli
Rev Date Aim Of Revision Drawn Up By Checked By Approved By
ALL RIGHTS RESERVED FOR ALL COUNTRIES
SIZE
A4
DEGREMONT REFERENCE
REVISION WORKING STATUS
PROJECT NUMBER ISSUER SUBJECT PROCESS NB TYPE NUM
B-001032 DGT QA 000 PR 002 B RFR

BARKA IWP QUALITY PROCEDURE B-001032-DGT-QA-000-PR-002
NUMBERING AND COMMUNICATION Rev.: B Working status: RFR

PHILOSOPHY
BARKA IWP Page 2 / 24 Date: 21/01/2015
CONTENTS
1 Object ...................................................................................................................................... 3
2 Documents Numbering ............................................................................................................ 3
2.1 Standard codification (Drawing, Specification, Minute of Meeting, Etc) ........................................ 3
2.2 Correspondence codification (letter, e-mail, transmittal sheet) ......................................................... 4
2.2.1 Letters ....................................................................................................................................................... 4
2.2.2 Emails ....................................................................................................................................................... 4
2.2.3 Transmittals .............................................................................................................................................. 5
2.3 Issuer / Recipient ............................................................................................................................... 5
2.4 Discipline Code .................................................................................................................................. 5
2.5 Process Number ................................................................................................................................ 5
2.6 Document Type ................................................................................................................................. 5
2.7 Chronological Number ....................................................................................................................... 6
2.8 Revision / Version .............................................................................................................................. 6
2.9 Examples ........................................................................................................................................... 6
2.9.1 Examples between EPC and SPC ............................................................................................................ 6
2.9.2 Examples between Suppliers/Subcontractors and EPC ........................................................................... 7
3 Documents and comments status ............................................................................................ 7
3.1 Document Working Status ................................................................................................................. 7
3.2 SPC comments status on documents submitted by EPC ................................................................. 7
3.3 EPC Comments status on documents submitted by Suppliers/Subcontractors ................................ 8
3.4 Comments on Documents ................................................................................................................. 9
3.4.1 SPC comments ......................................................................................................................................... 9
3.4.2 EPC comments ....................................................................................................................................... 10
3.5 Comment Sheet Filling .................................................................................................................... 11
3.5.1 SPC comments ....................................................................................................................................... 11
3.5.2 EPC comments ....................................................................................................................................... 14
4 Document Presentation ......................................................................................................... 16
5 Communication Philosophy.................................................................................................... 17
5.1 Definitions ........................................................................................................................................ 17
5.2 General rules ................................................................................................................................... 17
5.3 Numbering system ........................................................................................................................... 18
5.4 Authorized correspondence (Letters) .............................................................................................. 18
5.4.1 Flow issued from EPC............................................................................................................................. 18
5.4.2 Document Distribution Flow .................................................................................................................... 19
5.4.3 Format of a typical letter.......................................................................................................................... 20
5.4.4 Format of a typical Email......................................................................................................................... 21
5.5 Controlled document ........................................................................................................................ 22
5.5.1 Generalities ............................................................................................................................................. 22
5.5.2 Flow Chart............................................................................................................................................... 23
Appendix
1) B-001032-DGT-GE-000-TP-001: Document and Title Block Template (A4 Word)
2) B-001032-DGT-GE-000-TP-002 : Document and Title Block Template (A4 Excel)
3) B-001032-DGT-GE-000-TP-006: Comment Sheet Template
4) B-001032-DGT-GE-000-TP-007: Transmittal Sheet Template
5) B-001032-DGT-CM-000-TP-002: Letter Template
Drawn up by : C. Runif Checked by : T. Chevalier Approved by : D. Houli

This document is confidential and shall be used only for the purpose on the BARKA IWP Project

PHILOSOPHY
6) B-001032-DGT-DC-000-MA-007 : User guide transmittal from DGT to Sub-contractor
7) B-001032-DGT-DC-000-LI-001 : ProjectWise Attributes List
8) B-001032-DGT-DC-000-MA-006 : User guide PW transmittal from Sub-contractor to DGT
1 OBJECT
The present procedure describes the numbering system and all the communication philosophy to
be used for all Project documentation and exchanges between the stakeholders. This numbering
will be required for:
Controlling and monitoring of the production of documents and records;
Efficient document filling;
Efficient tracking of documentation.
2 DOCUMENTS NUMBERING
All controlled documents produced by the EPC have a unique general code:
2.1 STANDARD CODIFICATION (DRAWING, SPECIFICATION, MINUTE OF MEETING, ETC)
B-001032-ISS-DC-zon-DT-nnn
B-001032: Project Number
lSS (3 Capital Letters) : Issuer Trigram (see 2.3 & appendix 7)
DC (2 Capital Letters): Discipline Code (see 2.4 & appendix 7)
zon (3 digits): Process Number (see 2.5 & appendix 7)
DT (2 Capital Letters): Document Type (see 2.6 & appendix 7)
nnn (3 digits): Chronological Number (see 2.7)


PHILOSOPHY
2.2 CORRESPONDENCE CODIFICATION (LETTER, E-MAIL, TRANSMITTAL SHEET)
2.2.1 Letters
B-001032-ISS-REC-LT-yyyy-nnn
ISS (3 Capital Letters): Issuer Trigram (see 2.3 & appendix 7)
REC (3 Capital Letters): Recipient Trigram (see 2.3 & appendix 7)
LT (2 Capital Letters): Correspondence Type for Letter = LT ( see 2.6 & appendix 7)
yyyy (4 digits): Year of the correspondence
2.2.2 Emails
2.2.2.1 Emails between SPC & EPC
BARKA IWP-ISS-REC-DC-YYYY
BARKA IWP: Project Name
ISS (3 Capital Letters): Issuer Trigram (see 2.3 & appendix 7)
REC (3 Capital Letters): Recipient Trigram (see 2.3 & appendix 7)
DC (2 Capital Letters): Discipline Code (see 2.4)
YYYY (4 digits): Year
2.2.2.2 Emails between EPC & Subcontractors
BARKA IWP-TRI-DC-zzz-Subject
With:
TRI = Subcontractor Trigram (see appendix 7)
DC (2 Capital Letters): Discipline Code (see 2.4)
zzz = Process / Zone Number
2.2.2.3 Emails Between EPC & Suppliers
BARKA IWP-nnn-TRI-Subject
With:
nnn = Work Package Number
TRI = Supplier Trigram (see appendix 7)


PHILOSOPHY
2.2.3 Transmittals
B-001032-ISS-REC-TS-nnn
ISS (3 Capital Letters): Issuer Trigram (see 2.3)
REC (3 Capital Letters): Recipient Trigram (see 2.3)
TS (2 Capital Letters): Correspondence Type means Transmittal Sheet (see 2.6)
2.3 ISSUER / RECIPIENT
Format: 3 Capital Letters (=trigram)
The Issuer's identity/trigram relates to the Company or Organization issuing the document.
The code used for the Recipient or the Addressee is the same. The code (REC) is mandatory for
correspondence.
2.4 DISCIPLINE CODE
Format: 2 Capital Letters
The Discipline Codes are indicated in appendix 7.
2.5 PROCESS NUMBER
Process number format: composed of 3 digits
The process number corresponds to the area/zone or the sub-area.
The process numbers are indicated in appendix 7.
2.6 DOCUMENT TYPE
Format: 2 Capital Letters
The Document Types are is indicated in appendix 7.


PHILOSOPHY
2.7 CHRONOLOGICAL NUMBER
Format: composed of 3 digits (from 001 to 999).
This number increases according to the same previous categories codes: Issuer, Discipline code,
Process Number and Document Type.
2.8 REVISION / VERSION
Format: 1 Capital Letter (Revision) followed by 2 digits (Version).
The Revision index controls official Revision used for the exchanges between Emitting and
Receiving entities/organizations.
The version index controls the internal Emitting entities/organizations exchanges.
Version index 00 is reserved for draft.
The Revision index increases (A,B,C,D) each time a document updated is submitted from the
Emitting to the Receiving entities/organizations, while the version index increases each time the
document is updated. When the revision index increases, the Version index numbering shall be
reset.
A A A B
01 02 01 ..l
First Internal Internal Documents New Internal

Issue Update submitted to Revision after
receiving Entities Update
Key documents
Revision
Version
2.9 EXAMPLES
2.9.1 Examples between EPC and SPC

PID relating to water intake, first issue to SPC: B-001032-DGT-PR-101-DS-001-A
Assembly Drawing for seawater pumping station, first internal issue: B-001032-DGT-GE-
102-DA-001-A00
Transmittal 25 from EPC to SPC: B-001032-DGT-SPC-TS-025
Letter 3 from EPC to SPC : B-001032-DGT-SPC-LT-2015-003
First Minute of Meeting between EPC and SPC: B-001032-DGT-GE-000-MM-001


PHILOSOPHY
2.9.2 Examples between Suppliers/Subcontractors and EPC
Reinforcement Drawing relating to SEADAF, first issue to EPC: B-001032-IGP-CW-127-

DX-001-A
Formwork Drawing DMGF, first internal issue: B-001032-IGP-CW-131-DF-001-A00

Transmittal 2 from Subcontractors to EPC: B-001032-ISS-DGT-TS-002
Letter 5 from EPC to Subcontractors : B-001032-DGT-REC-LT-2015-005
Second Minute of Meeting between EPC and Subcontractors: B-001032-DGT-GE-000-MM-
002
3 DOCUMENTS AND COMMENTS STATUS

3.1 DOCUMENT WORKING STATUS
The sent documents should include one of the following statuses:

INT Document For Internal use
INF Document For Information
Document prepared for Request For Quotation and/or review by
RFQ
SPC
RFR Document Ready For Review by SPC
RFP Document Ready For Purchase
Document Ready For Implementation for other documents, Detail
RFI
Design, Purchase
Document Ready For Construction, Site Works or equipment
RFC
manufacturing
ASB Document As Built
Note related to equipment specifications:
EPC is submitting equipment specifications in 2 stages:

1. The first revision of the equipment specifications produced have a working status RFQ ,
those specifications are sent in parallel to SPC and suppliers for SPC review and supplier
answer/quotation.
2. Once the supplier is being selected and SPC comments answered, the specification is
updated to a second revision with the working status RFP . It is sent to the SPC for
review, if no comments the same specification is submitted to the supplier for purchase.
3.2 SPC COMMENTS STATUS ON DOCUMENTS SUBMITTED BY EPC
Controlled documents are submitted by the EPC via a web portal (for details please refer to the
user guide in appendix 6) as follows:


PHILOSOPHY
When the transmittal is done, a notification email (with details on the nature of the transmittal) is
sent to all recipients. By clicking on the link contained in the notification, the transmittal will open:
(1) The recipient has to acknowledge receipt
(2) The recipient can download the documents (zip file containing all the transmittal sheet and
attached documents)
(3) The recipient shall answer to the transmittal directly through the platform. Comment status
and comment on documents shall be given to each single document.
If not acknowledged or answered in a given timeframe, the system will send email notifications
reminding to (1) acknowledge and (2) answer.
Note:
The transmittal is sent for the answer of one recipient only, the other recipients being in cc. All
recipients will be able to download the documents. However, only the recipient identified For
Answer is authorized to give comment status and comment on documents.
The SPC has 10 calendar days to review and make comments on controlled documents.
When the SPC has comments on these submitted documents, the following comments statuses (3
Capital Letters) are applicable:
RNC Reviewed No Comments

RWC Reviewed With Comments
NRW Not Reviewed
3.3 EPC COMMENTS STATUS ON DOCUMENTS SUBMITTED BY SUPPLIERS/SUBCONTRACTORS
3.3.1. Submission to EPC
Controlled documents are submitted by the suppliers/subcontractors via Degremont EDMS called
ProjectWise (for details please refer to the user guide in appendix X) as follows:
(1) The subcontractor creates a subfolder each time documents are to be submitted. The
subfolder allows a sort out of documents per submittal.
(2) The subcontractor upload the documents in Project Wise in the created subfolder
(3) EPC control the codification, format, etc. of the document and ask for a rectification if
codification, format, etc. is not consistent.
3.3.2. EPC comments to Suppliers/Subcontractors
EPC answers to Suppliers/Subcontractors through another platform which is called the Transmittal
module. Each time EPC answers to a submittal, the stakeholder will receive an email notification
with a link to the transmittal portal.
By clicking on the link contained in the notification, the transmittal will open:
(1) The recipient has to acknowledge receipt


PHILOSOPHY
(2) The recipient can download the documents (zip file containing all the transmittal sheet and
attached documents)
(3) The recipient shall answer to the transmittal directly through the platform. Comment status
and comment on documents shall be given to each single document.
If not acknowledged or answered in a given timeframe, the system will send email notifications
reminding to (1) acknowledge and (2) answer.
Note:
The transmittal is sent for the answer of one recipient only, the other recipients being in cc. All
recipients will be able to download the documents. However, only the recipient identified For
Answer is authorized to give comment status and comment on documents.
For Subcontractors, there are 2 cases:
- For Review
- For Implementation/Information
Each subcontractor has a specific deadline.
When the EPC has comments on the submitted documents, the following comments statuses (3
Capital Letters) are applicable:
No Comments Proceed in Implementation / Fabrication /
NOC
Construction
Minor Comments Need to Resubmit but proceed with
MIC
Implementation / Fabrication / Construction
REJ Rejected Major Comment
RFI Received For Information
3.4 COMMENTS ON DOCUMENTS
This paragraph is to be read jointly with ProjectWise transmittal user guide (appendix 6)
3.4.1 SPC comments
SPC Comments on EPC documents are made and recorded via the Comment Sheet form as
described in 3.5.1.
This comment sheet form shall be attached to the answer on the document transmittal. The
comment sheet shall include comments related to one document only.
Reference Number of this sheet is based on the document number. The sequence B-001032-ISS-
DC-zon-DT-nnn is kept. Format -CS is added.


PHILOSOPHY
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BARKA IWP Date: 21/01/2015
24
Typical sequences:
Case 1:
1- EPC submits the document B-001032-DGT-QA-000-PR-002 for Review (transmittal status)

2- Comments status RNC (Reviewed No Comments)
3- No change on the document
Case 2:
1- EPC submits the document B-001032-DGT-QA-000-PR-002 for Review (transmittal status)

2- Comments status RWC (Reviewed With Comments)
3- SPC creates a comment sheet B-001032-DGT-QA-000-PR-002-CS in revision A and
attaches it to the response in the web portal
4- EPC answers to the comments and submits the comment sheet B-001032-DGT-QA-000-
PR-002-CS in revision B via a new transmittal
5- If needed, the document is revised according to the answer to the comments (B-001032-
DGT-QA-000-PR-002_revB)
Case 3:
1- EPC submits the document B-001032-DGT-QA-000-PR-002 for Information

2- Comment status NRW (Not Reviewed): it is not necessary to create a comment sheet
3.4.2 EPC comments
EPC Comments on Suppliers/Subcontractor documents are made and recorded via the Comment
Sheet form as described in 3.5.2.
This comment sheet form shall be attached to the answer on the document submitted via Project
Wise. The comment sheet shall include comments related to one document only.
Reference Number of this sheet is based on the document number. The sequence B-001032-ISS-
DC-zon-DT-nnn is kept. Format -CS is added.
Typical sequences:
Case 1:
1- The Subcontractor uploads the document B-001032-IGP-CW-127-DX-001-A for Review

(transmittal status)
2- Comments status NOC (No Comments Proceed in Implementation / Fabrication /
Construction)


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Case 2:

2- Comments status MIC (Minor Comments Need to Resubmit but proceed with
Implementation / Fabrication / Construction)
3- EPC creates a comment sheet B-001032-IGP-CW-127-DX-001-CS in revision A and
submit it via transmittal module.
4- The Subcontractor answers to the comments and:
a. Submits the comment sheet B-001032-IGP-CW-127-DX-001-CS in revision B via a
new transmittal
b. Submits the revised document (B-001032-IGP-CW-127-DX-001-B) as per comment
Case 3:

2- Comments status REJ (Rejected Major Comment)
3- EPC creates a comment sheet B-001032-IGP-CW-127-DX-001-CS in revision A and
submit it via transmittal module.
4- The Subcontractor, revise the document (B-001032-IGP-CW-127-DX-001-B) and resubmit
for Review
Case 4:
4- The Subcontractor submits the document B-001032-DGT-QA-000-PR-002 for Information

5- Comments status RFI (Received For Information)
3.5 COMMENT SHEET FILLING
3.5.1 SPC comments
1- EPC submits the document B-001032-DGT-QA-000-PR-002 via the transmittal 001


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2- SPC has comments to make on the document. The comment code is RWC. EPC creates a
comment sheet and fills the following fields up:
a. CS reference (1)
b. CS revision (2)
c. The commented document title (3)
d. The commented document revision (4)
e. The number of the comment (5)
f. The date of the comment (6)
g. The comments (7). There are as many comments as lines
h. The category of the comment (8): 1 for minor comment (no expected reply from
EPC) and 2 for major comments (a reply is expected from EPC)
3- SPC attaches the filled comment sheet to the response via the web portal and sends it to
EPC
4- EPC receives the CS and answers to SPC comments.
EPC indicates on the CS the revision B (2), the date of the responses (9) and answers to
each comment (10)
5- EPC sends the answered comment sheet in revision B to SPC via the transmittal 002
6- SPC gets the comment sheet from the web portal and make comments on the answers.
SPC upgrades the comment sheet in revision C (2). Either SPC closes a comment by
indicating Yes in the column Comment closed (11) or SPC does not agree with EPC
answer, so SPC indicates No/number of new comment (to give more explanations). In that
case, SPC adds a line containing the commented document revision (4), the new comment
number (5), the comment date (6), the new comment (7) and the category of comment (8)


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7- EPC responds to SPC comments (CS in revision D, date, answers to comments) and
sends the responses as described above.
8- SPC receives the CS via the transmittal 003 and checks the answers. When SPC agrees
with the answers, comments shall be closed.
9- EPC shall issue the revision B of the document B-001032-DGT-QA-000-PR-002.

10- SPC receives the revision B of the document to be commented with the associated
comment sheet via the transmittal 010. SPC shall fill up the fields (2): upper revision, (4):
the upgraded revision of the commented document, (5), (6): following numbers, (7) and (8)


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11- The process keeps on going until the document B-001032-DGT-QA-000-PR-002 has no
comment anymore (final status).
Note: To avoid unnecessary comments answers, meetings formalized with minutes shall be
organized regularly
3.5.2 EPC comments
The filling of the comment sheet follows the same principle as explained in 3.5.1. Also refer to this
paragraph 3.5.1 for the illustration.
1. The Subcontractor uploads on project wise the document B-001032-ISS-DC-000-DT-002-

A via the upload/transmittal 001
2.
2.1. Case 1: EPC has no comments (Status NOC/RFI)
=> Comment sheet is filled accordingly and no answer from subcontractor/supplier is expected.
2.2. Case 2: EPC has comments to make on the document (Status REJ/MIC).
2.2.1. EPC creates a comment sheet and fills the following fields up:
a. CS reference (1)
b. CS revision (2)
c. The commented document title (3)
d. The commented document revision (4)
e. The number of the comment (5)
f. The date of the comment (6)
g. The comments (7). There are as many comments as lines
h. The category of the comment (8): 1 for minor comment (no expected reply from the
Subcontractor) and 2 for major comments (a reply is expected from the
Subcontractor)


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2.2.2. EPC submits the filled comment sheet to the subcontractor/supplier via the transmittal
module.
2.2.3. Subcontractor receives the CS and answers to EPC comments.
Subcontractor indicates on the CS the revision B (2), the date of the responses (9) and
answers to each comment (10)
2.2.4. The Subcontractor uploads on project wise answered comment sheet in revision B to
EPC via the upload/transmittal 002 together with revised document.
2.2.5. EPC gets the comment sheet & revised documents from the web portal and make
comments on the answers. EPC upgrades the comment sheet in revision C (2). Either
EPC closes a comment by indicating Yes in the column Comment closed (11) or
EPC does not agree with the Subcontractor answer, so EPC indicates No/number of
new comment (to give more explanations). In that case, EPC adds a line containing the
commented document revision (4), the new comment number (5), the comment date
(6), the new comment (7) and the category of comment (8)
2.2.6. The Subcontractor responds to EPC comments (CS in revision D, date, answers to
comments) and upload the responses / revised document as described above.
2.2.7. EPC receives the CS via the upload/transmittal 003 and checks the answers. When
EPC agrees with the answers, comments shall be closed.
3. The process keeps on going until the document B-001032-DGT-QA-000-PR-002 has no

comment anymore (final status).
Note: To avoid unnecessary comments answers, meetings finalized with minutes shall be
organized regularly


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4 DOCUMENT PRESENTATION
All documents get a cover sheet with title block. See document B-001023-DGT-GE-000-TP-001
(appendix 1)
Title block comprises the following information:
TITLE 1
TITLE 2
TITLE 3
A dd/mm/yyyy First Issue S. Name S. Name S. Name

Rev Date Aim Of Revision Drawn Up By Checked By Approved By
ALL RIGHTS RESERVED FOR ALL COUNTRIES
SIZE
A4
DEGREMONT REFERENCE
REVISION WORKING STATUS
PROJECT NUMBER ISSUER SUBJECT PROCESS NB TYPE NUM
B-001032 DGT QA 000 PR 001 A XXX
Title
Title 1 is Document type: Civil Guide Drawing, General Arrangement Drawing, Technical
specification
Title 2 is works, building or item description: Aeration tanks, submersible pump,
Title 3 is other information: drawing detail, equipment location
Examples:
General Arrangement Drawing Seawater Intake Pumping Station Plan view
Particular Technical specification RO 1st Pass HP Pumps
Others boxes
Date Format is dd/mm/yyyy
Numbering is described section 2.
Modifications on documents
The modifications between 2 revisions must be marked (cloud, revision mark)


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5 COMMUNICATION PHILOSOPHY
5.1 DEFINITIONS
Official correspondence: It is the one related to contractual or financial matters including

programme and important technical subjects.
Current correspondence: This is used for routine correspondence, when the subject has no
contractual consequences - or when the subject is going to be formalised in a near future
through an official correspondence or through a Controlled document -.
Controlled document: Document numbered according this procedure - allowing assuring

document without redundancy - and dully checked and approved.
5.2 GENERAL RULES
Some basic rules to be observed and maintained during the project regarding the correspondence
between EPC & SPC, and between EPC & Suppliers/Subcontractors:
1. Official correspondence shall be signed by authorized representatives.
2. The correspondence shall be identified by the formal project title BARKA IWP
3. Email alone is not considered as an official correspondence.
a. All email correspondence between EPC/SPC & EPC/Subcontractors shall include in

copy the following email address:
barka_iwp@degremont.com
b. All email correspondence between EPC & Suppliers shall include in copy the following
email address:
barka_iwp_proc@degremont.com
4. To allow quick communication, it is highly recommended to send advanced scanned copy of

Official correspondence as an email attachment (in such case, the email subject shall contain
the official correspondence reference).
5. Controlled document may be supported on hard paper copy and/or electronic copies on
CD/DVD/Server (ftp or equivalent).
6. All the documents relative to the same subject must keep the same title on all
correspondence (including transmittal) & each correspondence should cover a single subject.
7. The answer to any Official correspondence must include the reference of the communication
being responded to.
8. The Date must be clearly mentioned.


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9. The Name of the Recipient and its representative must be clearly mentioned.
10. Enclosures submitted and distribution list must be clearly indicated.
5.3 NUMBERING SYSTEM
Numbering system of all communications will be as detailed in section 2.2.
5.4 AUTHORIZED CORRESPONDENCE (LETTERS)
5.4.1 Flow issued from EPC
The following table is illustrating the different authorized flow of correspondence (Official and
current) issued by EPC.
TARGE
T
tractors
Subcon
Subject
DGT
SPC
ISSUER
DGT To CC For issues to SPC / technical
DGT To CC For issues to Subcontractors / technical
LEGEND To: target Cc: systematic copy
Notes:
a. The name of each target to which correspondence has to be addressed to is
defined/updated independently of the present procedure.
b. DGT project management is the only issuer authorized to issue correspondence to SPC
directly.


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5.4.2 Document Distribution Flow
5.4.2.1. The document distribution between the EPC and the SPC
Serial Description Originator Recipient Copy Remarks
Contractual
1
correspondence
1.1 Letters from EPC to SPC DGT SPC NA

Distribution of copies to be
decided on case by case basis
1.2 Letters from SPC to EPC SPC DGT NA
Transmittals of
documents (Designs,
2 test reports, material,
method of statement,
)
2.1 Transmittals DGT OE SPC Transmittals sent via webserver
Comments made transmitted via

2.2 Comments on transmittals OE DGT SPC
the Comment Sheet
5.4.2.1. The document distribution between the EPC and Subcontractors/Suppliers
Serial Description Originator Recipient Copy Remarks
Contractual
1
correspondence
Letters from
1.1 ISS* DGT NA
Subcontractor to EPC Distribution of copies to be
Letters from EPC to decided on case by case basis
1.2 DGT REC** NA
Subcontractors
Transmittals of
documents (Designs,
2 test reports, material,
method of statement,
)
Transmittals uploaded in
2.1 Transmittals ISS* DGT NA
ProjectWise
Comment sheet submitted via
2.2 Comments on transmittals DGT REC** SPC
transmittal module
lSS* (3 Capital Letters) : Issuer Trigram for each subcontractor (cf. appendix 7)
REC** (3 Capital Letters): Recipient Trigram for each subcontractor (cf. appendix 7)


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5.4.3 Format of a typical letter
Date
Reference of Recipient
Letter Reference
Name of the Representative
Project Reference
Subject
Name and signature of the authorized signatory
List of all enclosures if applicable
N.B: For Suppliers/Subcontractors, the same letter format is to be used. The Reference of
Recipient, the name of representative and the Name and signature of the authorized signatory
shall be changed accordingly.

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5.4.4 Format of a typical Email
5.4.4.1 Email Format between EPC & SPC
To: Name@Recipient.com
CC: Other_name@Recipient2.com, barka_iwp@degremont.com
Reference followed by
Subject: BARKA IWP-ISS-REC-DC-YYYY Subject of the message subject of message
(see 2.2.2)
Text of Email should include (when applicable):
1) Reference of previous letter / email
Or
2) Copy of previous Email (attachments should usually be removed)
Example 1: Codification for Email from EPC to SPC
BARKA IWP-DGT-SPC-QA-2016 Quality Management Plan

With :
QA = Quality Assurance
Example 2: Codification for Email from SPC to EPC
BARKA IWP-SPC-DGT-TM-2016 Planning Update

With :
TM = Time Management
5.4.4.2 Email Format between EPC and Subcontractors
To: Name@Recipient.com
CC: Other_name@Recipient2.com, barka_iwp@degremont.com
Reference followed by
Subject: BARKA IWP-TRI-DC-zzz Subject of the message subject of message
(see 2.2.2)
Text of Email should include (when applicable):
3) Reference of previous letter / email
Or
4) Copy of previous Email (attachments should usually be removed)


PHILOSOPHY
Page 22 /
24
Example 1: Codification for Email from EPC to Ingerop (civil design subcontractor)
BARKA IWP-IGP-CW-131 Meeting Structural Drawing review of DMGF

With:
IGP = Ingerop Trigram
CW = Civil Works
131 = DMGF zone number
Example 2: Codification for Email from Ingerop to EPC
BARKA IWP-IGP-HV-000 Request for information HVAC

With:
IGP = Ingerop Trigram
HV = HVAC
000 = General
5.5 CONTROLLED DOCUMENT
5.5.1 Generalities
Any document communicated by EPC to client / consultant / Subcontractors will be considered

as controlled document (by EPC document control and project management).
EPC process for the preparation / checking / approval / handling / archiving / tracking of
controlled documents is developed in details in the Document Control Procedure (ref. B-
001032-DGT-DC-000-PR-005).
Transmittal of document will be supported by a Transmittal Sheet. This transmittal is done by

softcopy using a webserver tool (online transmittal and access). Refer to procedure B-001032-
DGT-DC-000-MA-005 attached as appendix 6
For document to be transmitted to SPC, it will be done through EPC Project Management only
as per flow chart shown in the following paragraph.


PHILOSOPHY
Page 23 /
24
5.5.2 Flow Chart
The following flow chart is illustrating the basic flow of document -and transmittal note.
CONTROLLED DOCUMENT OUTGOING FLOW CHART
SPC
OE
Electronic Copy via webserver
DGT Project
Management &
Archive
EPC team
Suppliers Subcontractors
Legend
Flow of Documents / Transmittals
Flow of Receipts


PHILOSOPHY
Page 24 /
24
Appendices
1 B-001032-DGT-GE-000-TP-001: Document and Title Block Template (A4 Word)
2 B-001032-DGT-GE-000-TP-002 : Document and Title Block Template (A4 Excel)
3 B-001032-DGT-GE-000-TP-006 : Comments Sheet Template
4 B-001032-DGT-CM-000-TP-002 : Letter Template
5 B-001032-DGT-GE-000-TP-007 : Transmittal Sheet Template
6 B-001032-DGT-DC-000-MA-007 : User guide transmittal from DGT to Sub-contractor
7 B-001032-DGT-DC-000-LI-001 : ProjectWise Attributes List
8 B-001032-DGT-DC-000-MA-006 : User guide PW transmittal from Sub-contractor to DGT


000-PR-002 Rev B

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CLIENT

B 21/01/2016 Second Issue J. Lesieur T. Chevalier D. Houli

B-001032 DGT QA 000 PR 002 B RFR

NUMBERING AND COMMUNICATION Rev.: B Working status: RFR

1) B-001032-DGT-GE-000-TP-001: Document and Title Block Template (A4 Word)

2) B-001032-DGT-GE-000-TP-002 : Document and Title Block Template (A4 Excel)

3) B-001032-DGT-GE-000-TP-006: Comment Sheet Template

4) B-001032-DGT-GE-000-TP-007: Transmittal Sheet Template

5) B-001032-DGT-CM-000-TP-002: Letter Template

Drawn up by : C. Runif Checked by : T. Chevalier Approved by : D. Houli

NUMBERING AND COMMUNICATION Rev.: B Working status: RFR

6) B-001032-DGT-DC-000-MA-007 : User guide transmittal from DGT to Sub-contractor

7) B-001032-DGT-DC-000-LI-001 : ProjectWise Attributes List

8) B-001032-DGT-DC-000-MA-006 : User guide PW transmittal from Sub-contractor to DGT

Controlling and monitoring of the production of documents and records;

Efficient document filling;

Efficient tracking of documentation.

2.1 STANDARD CODIFICATION (DRAWING, SPECIFICATION, MINUTE OF MEETING, ETC)

Drawn up by : C. Runif Checked by : T. Chevalier Approved by : D. Houli

NUMBERING AND COMMUNICATION Rev.: B Working status: RFR

2.2 CORRESPONDENCE CODIFICATION (LETTER, E-MAIL, TRANSMITTAL SHEET)

2.2.2.1 Emails between SPC & EPC

2.2.2.2 Emails between EPC & Subcontractors

2.2.2.3 Emails Between EPC & Suppliers

Drawn up by : C. Runif Checked by : T. Chevalier Approved by : D. Houli

NUMBERING AND COMMUNICATION Rev.: B Working status: RFR

2.3 ISSUER / RECIPIENT

Format: 3 Capital Letters (=trigram)

2.4 DISCIPLINE CODE

Format: 2 Capital Letters

The Discipline Codes are indicated in appendix 7.

2.5 PROCESS NUMBER

Process number format: composed of 3 digits

The process number corresponds to the area/zone or the sub-area.

The process numbers are indicated in appendix 7.

2.6 DOCUMENT TYPE

Format: 2 Capital Letters

The Document Types are is indicated in appendix 7.

Drawn up by : C. Runif Checked by : T. Chevalier Approved by : D. Houli

NUMBERING AND COMMUNICATION Rev.: B Working status: RFR

2.7 CHRONOLOGICAL NUMBER

Format: composed of 3 digits (from 001 to 999).

2.8 REVISION / VERSION

Format: 1 Capital Letter (Revision) followed by 2 digits (Version).

The version index controls the internal Emitting entities/organizations exchanges.

Version index 00 is reserved for draft.

First Internal Internal Documents New Internal

2.9.1 Examples between EPC and SPC

Drawn up by : C. Runif Checked by : T. Chevalier Approved by : D. Houli

NUMBERING AND COMMUNICATION Rev.: B Working status: RFR

2.9.2 Examples between Suppliers/Subcontractors and EPC

Reinforcement Drawing relating to SEADAF, first issue to EPC: B-001032-IGP-CW-127-

Formwork Drawing DMGF, first internal issue: B-001032-IGP-CW-131-DF-001-A00

3 DOCUMENTS AND COMMENTS STATUS

The sent documents should include one of the following statuses:

Note related to equipment specifications:

EPC is submitting equipment specifications in 2 stages:

3.2 SPC COMMENTS STATUS ON DOCUMENTS SUBMITTED BY EPC

Drawn up by : C. Runif Checked by : T. Chevalier Approved by : D. Houli

NUMBERING AND COMMUNICATION Rev.: B Working status: RFR

RNC Reviewed No Comments

3.3 EPC COMMENTS STATUS ON DOCUMENTS SUBMITTED BY SUPPLIERS/SUBCONTRACTORS