PDO

Petroleum Development Oman L.L.C.
Document Management in Engineering Projects

Document ID SP-2065
Document Type Specification
Security Unrestricted
Discipline Project Engineering
Owner EOIM Capability & Assurance Team Leader (UEPI4)
Issue Date August 2012
Revision 4.0
This document is the property of Petroleum Development Oman, LLC. Neither the whole nor any part of this
document may be disclosed to others or reproduced, stored in a retrieval system, or transmitted in any form by any
means (electronic, mechanical, reprographic recording or otherwise) without prior written consent of the owner.
Document No.
-2-
Restricted
Petroleum Development Oman LLC
Revision: 4.0
Effective: Aug-11
Document Authorisation
Authorised For Issue August 2012
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SP-2065: Document Management in Engineering Projects
Printed: October 20, 2014
The controlled version of this CMF Document resides online in Livelink. Printed copies are UNCONTROLLED.
Revision: 4.0
Effective: Aug-11
II
Revision History
The following are brief revision summary of this document. Details of all revisions prior to these are held on
file by the issuing department.
Revision
No.
Date
Authors
Revision 4.0
Aug-12
Fadya Kharousi UEPI4

Kingsley Chime UEPI/41A
Scope / Remarks
Updated to reflect current realities
The related CMF Documents can be retrieved from the CMF Business Control Portal.
Table of Contents
1.
INTRODUCTION
1.1. Executive Summary
1.2. Purpose
1.3. Scope
1.4. Distribution / Target Audience
1.5. Review and Improvement
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5
5
5
5
5
5
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1.6.
1.7.
2.
3.
4.
5.
6.
Step-out Approval
Definitions and Abbreviations
1.7.1.
Abbreviations
1.7.2.
Definitions
DOCUMENT MANAGEMENT STRATEGY
2.1. General Control Protocol
2.2. Document Planning
2.2.1.
Design Document Planning
2.2.2.
Vendor Document Planning
2.3. Document File Format
2.3.1.
General Format
2.3.2.
Sets and Sizes of Files
2.3.3.
Document Title - Guideline
2.3.4.
Drawing Practice
2.4. Document Handover
2.4.1.
Design Document Handover
2.4.2.
Vendor Document Handover
2.5. As-Built Update Strategy
2.6. Correspondence Numbering and Control
ROLES AND RESPONSIBILITIES
DOCUMENT REVIEW AND EXCHANGE
4.1. Collaboration Media
4.2. Exchange of Documents
4.2.1.
Document Transmittal
4.2.2.
CSV Files
4.3. Review and Return of Comments
4.3.1.
Review of Document
4.3.2.
Cancelling Document
4.3.3.
Return of Comments
4.4. Document Approval
DOCUMENT TAXONOMY
5.1. Document Numbering
5.2. Issue and Status Code
5.3. Revision Convention and Control
5.3.1.
Review Return Codes
5.4. Renumbering of Old System Documents
5.5. Vendor Documents Numbering
APPENDIXES
Appendix 1 User Feedback Form
Appendix 2 - Document Review and Update Process
Appendix 3 - Vendor Document Requirement Listing (VDRL)
Appendix 4 - Request/Advice/Record Form
Appendix 5 - Document Status Code Descriptions
Appendix 6 Vendor A4 Document Cover Sheet
Appendix 7 - Vendor Document Schedule (VDS) Blank template
Appendix 8 - Vendor Document Requirement Catalogue (VDRC)
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INTRODUCTION
Executive Summary
PDO engineering function has adopted an Information Management (IM) strategy that delivers a common
framework for IM practice in PDO and shall be used in conjunction with the requirement of Engineering Information
Specification (EIS); Project Contract Scope of Work SP-2144; Project Data Specification SP-2142; Handover and AsBuilt Documentation SP-1131; and Plant Lifecycle Information Plan (PLIP) SP-2143.
They constitute the body of business control documentation supporting the implementation of document
management in engineering projects.
Purpose
The purpose of this procedure is to define the requirements for Document Management in Engineering Projects. The
requirements comprise:
documents requirement planning

document taxonomy
document development, issue, review, approval and update
document exchange process and tools
Document exchange process refers to the flow of documents within the project team as well as between the project
team and external parties.
Scope
This document specifies the document management standard to be implemented in Engineering project(s) and
Operations. It covers the general strategy for document management, Vendor requirement, review and exchange
method and taxonomy. It defines the relationships, roles and responsibilities of project team members, IM team,
Contractor(s) and Vendor(s) during the implementation.
Distribution / Target Audience

This document will serve the interest of PDO project teams comprising Project Manager(s), Technical Discipline
Engineers and Project Services professionals as well as their external project delivery partners; vendors, suppliers,
consultants and contractors.
Review and Improvement

Responsibility for the upkeep of this Document shall be with EOIM Capability and Assurance Team Leader (UEPI4),
the Owner. Changes to this Document shall only be authorised and approved by the Owner.
Users of the Document who identify inaccuracy or ambiguity can notify the Custodian or his/her delegate and request
changes be initiated. The Requests shall be forwarded to the Custodian using the User Feedback Page provided in
the Appendix 1.
Step-out Approval
Should compliance with the specification or EIS be considered inappropriate or the intended activity cannot be
effectively completed or safely performed, then step out approval must be obtained from the Document Owners
in accordance with PR-1247 Project Change Control and Standards Variance (Projects) prior to any changes or
activities associated with the specification being carried out.
Definitions and Abbreviations

Abbreviations
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In addition to the glossary and definition on the EIS, the following specific definition of abbreviations applies:
AIC
AI-PS
CSV
CMMS
DCC/DC
DCAF
DCS
Asset Information Center

Asset Integrity Process Safety
Comma Separated Values, a document format that allows data exchange between different
applications.
Computerized Maintenance Management System
Document Control Centre / Document Controller Office / individual(s) that provides all
document control services as outlined on this document.
Discipline Control and Assurance Framework
DDR
Document Control System - System set up and used by DCC/DC to provide document control
services during the life of a project.
Document Deliverables Register list of all project deliverables to be delivered in a project.
DRM
Document Review Matrix distribution of all project deliverables as listed on the DDR
EDMS
Electronic Document Management System (Livelink) PDO system used for document storage/
retrieval
Engineering Procurement and Construction
Engineering Maintenance Contract
Engineering and Operations Information Management
Enterprise Resource Planning
External Project Contractor responsible for all or part of the Design, Engineering, Procurement,
Construction, Commissioning or Management of a project, or operation or maintenance of a
facility
Final Investment Decision
File Transfer Protocol; the platform that allows document exchange between project team and
external parties.
Inter-Discipline Check; review cycle involving team members/disciplines outside the originating
discipline/team
Information Management
Invitation To Tender
Portable Document Format - Application or Scanned rendition format for read only files.
EPC
EMC
EOIM
ERP
EPC, EMC,
ODC etc
FID
FTP
IDC
IM
ITT
PDF
PDO
PCAP
PM
PDMS
RFI
TA
VDRC
VDRL
VDS
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Petroleum Development of Oman LLC of Muscat, Sultanate of Oman

Project Control and Assurance Plan
Project Manager
Plant Design Management System
Form filled by the originator or responsible engineer of a document indicating distribution
requirement of the document developed.
Technical Authority
Vendor Document Requirements Catalogue a listing provided by PDO that gives a brief
description of all the document types stipulated in PDOs data requirements
Vendor Document Requirements Listing - a listing compiled showing specific Document
requirements relating to the equipment being supplied.
Vendor Document Schedule a list of the entire Vendor document agreed with PDO, with
appropriate numbers and titles, scheduled for submission.
Revision: 4.0
Effective: Aug-11
WP
Work Package; a group of activities that are considered as one unit from the planning
perspective.
Definitions
Assai/Livelink
Refers to a combination of Assai and Livelink to provide a system of secure document control
and storage solution for all documents (issued and work-in-progress).
List of deliverables critical for the Operations and Maintenance of an Asset.
Assai Project Data Controller: Assai module used by the DCC
Assai module used by users for document (control, planning, distribution, Review and
approval) process. Revision control is typical functions provided. Details can be found on
http://www.assai.nl/.
AI-PS
Assai PDC
Assai Web
Contractor
Deliverable(s)
DCAF
Electronic Image
Document
IM deliverables
Livelink
Native File
Shall
Should
May
User
Controlled /
Uncontrolled
Document
Security
Registers and
Filling
Compound File
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As defined in the Contract

Product(s) of an activity (ies) or undertaking(s). The product can be a document, data or just
an activity.
Discipline control framework showing TA level required to review and approve discipline
deliverables.
Electronic file created by scanning or direct rendition through software.
Document or drawing or both
Engineering Data; E-SPIR; CMMS; SPI/INTOOLS; Corrosion Data; Tag Register; 3D Model
PDO corporate EDMS.
Editable Electronic File Format.
The word shall is to be understood as mandatory.
The word should is to be understood as strongly recommended.
The word may is to be understood as indicating a possible course of action.
An Engineer, Consultant or Contractor who applies this standard.
All document formally issued are controlled electronically in secure Livelink workspace, and
becomes uncontrolled when printed. Work-in-progress documents are controlled in Livelink
by the originator.
All project deliverables are managed electronically. Accesses to these documents are on the
need-to-know basis. All commercially sensitive contract, project management and tender
document will be retained in a secure location on Livelink.
All electronic copies of documents and drawings will be logged and filed by the DCC using
appropriate document control tools (eg ASSAI) and in accordance with the Project filing
scheme. All work-in-progress electronic copies will be stored in the appropriate folders in
Livelink and hardcopies (masters/controlled copies) will be stored in the Projects Document
Control Centre (DCC).
Multiple files delivered against a single document number revision.
Revision: 4.0
Effective: Aug-11
DOCUMENT MANAGEMENT STRATEGY

General Control Protocol
ASSAI shall be the standard document control system in PDO.
Issue/distribution of document in ASSAI should be as shown on the project distribution matrix.
Document not yet issued in Assai system should be kept in work-in-progress area of Livelink while issued
document are stored in controlled Livelink Workspace.
Keeping work related files on the Desktop PC or any other storage media outside work-in-progress area of
Livelink should be discouraged.
Every document shall go through at least one review process before approval.
TA shall reviews every revision but only approves key milestone stages of a document development eg IFA, IFD,
IFC, etc
Document reviews and approval process shall be as contained in Appendix 2
Document reviews shall be completed during IDC.
Upon notification that a new member has joined the team, IM on boarding shall be conducted before granting
access to document control system.
Project deliverables status report shall be issued by the IM team periodically showing project IM KPI
A dedicated resource shall be available to support the Project at the beginning of Select phase.
PDOs standard drawing symbol and digitising menus shall be employed, as well as data files for existing drawings
and will be provided to assist the Consultant/Contractor during detailed design.
All AI-PS critical documents & drawings shall follow the transmittal process and revision control as specified
in this specification. During Project, the custodianship of these documents and drawings are with the Project
Manager and after project handover with the Asset Manager. The approval of AI-PS documents and drawings
shall follow the DCAF system.
Document Planning
Document planning implemented should align with the actual project deliverables progress measurement
methodology, and should be monitored at document or work package level. Document planning in project is based
purely on attained progress of document or work package against target.
Design Document Planning

Design document planning requires that each discipline produces a defined set of deliverables against each work
package, defined in the project planning system (e.g. Primavera).The work package and their associated documents
should be given a planned start date and a planned end date for each status, and may also be loaded into the project
document control system.
Milestones will be set against the attained development status each document has reached i.e. IFR, AFD, AFC etc. The
document maturation progress can be measured as a percentage at each new status attained.
Vendor Document Planning

Depending on the Contract strategy, PDO can engage directly with a vendor or indirectly through a Contractor.
PDO engages directly with a vendor when Purchase Order (PO) is issued directly to the vendor (to supply one or more
equipment, service, etc). In this situation the responsibility is on the PDO responsible Engineer to liaise with the IM
team to ensure completeness of IM requirement in the PO and actual compliance to this specification.
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PDO engages indirectly with a vendor when the vendor received PO from a Contractor with PDO. In this situation,
the Contractor takes full responsibility for ensuring completeness of IM requirement outlined on the PO, and ensures
actual compliance to this specification.
In both situation, vendor document will be submitted and approved against discipline scope of work as set out in
the Purchase Order package before any pre-commissioning or commissioning activity is undertaken. However if
supplied equipment requires a modification during installation, commissioning or initial operation, the party making
modification at this stage, will red-line mark-up all the affected drawing and documents clearly indicating where
the changes were made. The requirement for updating the master vendor drawing shall be determined by the PO
requirement for the affected equipment. The timescale for the submission of these modified documents by the
vendor will be regulated against conditions laid out in the contractual stipulations of the Purchase Order.
Vendor Document Requirements Listing (VDRL)

The responsible Engineer shall populate the VDRL template attached in Appendix 3, fulfilling the project execution,
submission and Operations/Maintenance requirement. During the bid/ITT process the vendor shall review the PDO or
Contractors document requirements as laid out in the received bid package-specific VDRL and sign the first page. Any
comment that arises concerning issues such as document omissions and non-relevance of document for a particular
piece of equipment should be raised.
Upon award of purchase order (PO) and following bid clarification, a revised requisition package will be submitted to
the Vendor with a revised VDRL listing any changes that have been after Vendor review of the VDRL. The Vendor will
be required to sign the revised VDRL as acceptance of the document and submission requirements.
The VDRL template attached in Appendix 3 shall be populated by the project team to reflect the actual requirement
for the equipment.
Vendor Document Schedule (VDS)

Upon Contract award the vendor will receive VDRL and will subsequently be required to submit a completed
Vendor Document Schedule (VDS) as part of the first initial submission of document to PDO. The VDS will comprise
a complete listing of document intended for submission by the Vendor to complete the equipment design
requirements and timings of submission to comply with the VRDL.
The VDS also includes planned submission or due dates listed against each document stating an estimated time for
each initial document submission. Once reviewed and returned the Vendor will be required to re-submit the revised
VDS in line with any comments received and subsequently submit updated VDS monthly or as agreed with Project
team.
Typically the Vendor will include a CSV file with each VDS submission which will be uploaded into the Project
document control system. Each purchase order can be set up as an equipment Work Package in the document
control system against which the Vendor VDS can be loaded.
As documents are reviewed, returned and approved a percentage of overall completeness can be rolled up against
the work package. Overall package completeness will be dependent on the current approval status of documents
loaded against a given Purchase Order. When all deliverables have been finally approved the Purchase Order would
have reached 100% completion within the document control system system.
Failure to comply with this requirement may result in delays to the Project Schedule. Meeting deliverable dates
for Vendor Documentation is critical to project success and therefore, once agreed upon, can only be altered with
consent of project team.
Document File Format

General Format
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Each electronic file shall be self contained, i.e. will not require or call in any other project delivered electronic files
for viewing or updating other than agreed reference files. It is not acceptable for non-standard (Korean or Cyrillic)
character set to be required to be installed on user machine to allow the file to be used. All project documents shall
be produced in compliance with ISO standard A1, A3, and A4 sizes.
Where hardcopy submission forms part of the deliverable requirements in a Project, the issue, review and approval
process is the same as specified in this document but the following requirement shall also be met as a minimum:
Hard copy prints to be submitted in collated sets.
Hard copies shall be submitted in a clearly legible paper format.
Documents shall be scanned at their original size directly from the original hard copy.
Images shall be scanned in an orientation that allows viewing without rotation.
Paper copies submitted in a size over A3 should be fan folded such that the title block will be visible and allows
easy insertion into plastic wallets.
A4 documents to be stapled or bound dependent on size.
Standard number of copies to be submitted for review should be agreed with PDO.
Unless specifically requested by PDO to deliver native file for review and when review cannot be effectively
performed in pdf format, external part (ies) shall submit review file(s) made from the rendition of native file with
signature page signed and inserted. However the following document types shall be submitted in native format at all
revision: all schedules, ASCI files and all IM deliverables. Final document submission shall be in both pdf and native
format. The pdf files shall be a direct native file rendition and content/text searchable as opposed to a scanned pdf
with signature page signed and inserted; the Vendor or Contractor has to demonstrate that a particular deliverable
item could not be delivered in native format
Where dates are held in databases the format shall be DD-MM-YYYY e.g. 05-10-2010 while dates used on
correspondence, etc shall be e.g. 12 December 2007.
Sets and Sizes of Files

File size for document shall be 20Mb. Lager files like 3D-CAD design files, some Vendor deliverables and document
delivered in multiple renditions (e.g. doc and PDF), etc can be delivered but shall be split into smaller files, assembled
into sets and delivered against a single document number revision. When splitting lager files into smaller files, the
following shall apply:
Split the document at natural section breaks (indicated by section markers).

If the document has no natural section breaks but exceeds the allowable file size, the document shall be
Split into allowed file-size limit.
When assembling split files into sets of files, the following shall apply:
1. Nominate the primary document and treat it in the same way as any other document, giving it a document
number (primary), and revision.
2. Assign the same document number and revision to all other (secondary) files in the Set, but name each with a
Document Title reflecting the sequence of the files, as they should appear in the complete document.
Acceptable examples are:
1.
Vendor Manual Centrifugal Pump Model XYZ Sections 1 to 5 (primary)
Vendor Manual Centrifugal Pump Model XYZ Sections 6 to 10 (secondary)
Vendor Manual Centrifugal Pump Model XYZ Appendix 1 (secondary)
Vendor Manual Centrifugal Pump Model XYZ Appendix 2 (secondary)
2.
Compressor Station Layout PDF(primary)
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Compressor Station Layout dwg (secondary)

Compressor Station Layout xls (secondary)
Document Title - Guideline

The document title assigned should be a true reflection of the content.
Care must be taken that a title assigned is as explanatory and unique as possible to enable the drawing to be
identified at a glance and retrieved if searched for in the drawing control database.
Document number, title, page number (page x of n) and revision should appear on each page of document to ensure
proper identification.
General Arrangements Separator V5105 and not simply General Arrangement
Process Flow Scheme Crude System and not simply Process Flow Scheme
Structural Steel Walkways Type A and not simply Structural Steel Walkways
File name for externally generated deliverables should be the document number only.
Drawing Practice
Format
Drawings shall conform to ISO 216 Standard A sizes: A1, A3 and A4.
Format A0 and other non-standard sizes shall not be used.
Suitability for Reduction
Drawings produced in A1 format shall be suitable for reduction to A3 size.

Drawings produced in A3 shall be suitable for reduction to A4 size.
Binding
Drawings produced in A1 and A3 format shall be provided with margins to enable binding after reduction.
These shall be as follows:
A1 to A3 The A1 shall be provided with a blank margin 40mm on the left hand side of the drawing.
A3 to A4 - The A3 shall be provided with a blank margin 35mm at the top border of the drawing.
Height of Drawing Registration Numbers
Height of Drawing Number figure shall not be:

- not less than 3.5 mm for A1 formats and
- not less than 3.5 mm for A3 and
- not less than 3.5 mm for A4 formats.
Character Size
To obtain a readable lettering, the minimum height, in mm, shall be as follows:

Format
A1
A3
A4
Height in mm
2.0
2.0
2.0
Hand Produced Drawingsi
Hand produced drawings shall not be produced or submitted for approval.
Document Handover
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Deliverables to be delivered at the end of an Engineering Project are contained in the Plant Lifecycle Information Plan
(PLIP); however additional breakdown of vendor deliverables are contained in VDRL, Appendix 3. These deliverables
shall be delivered and accepted before Engineering Project close-out, including all modification as a result of
commissioning and pre-commissioning activities.
Design Document Handover

In addition to the normal document submission of each revision, design document package shall be delivered in both
pdf (native file rendition and content/text searchable as opposed to a scanned pdf) and native format at the following
stages of project development:
End of FEED,
End of Detailed Design (All AFC drawings and document without hold, and all approved revision of
document not requiring AFC or As-Building).
As-Built (and all approved revision of document not requiring As-Building).
The Contractor has to demonstrate that a particular deliverable item could not be delivered in native format.
Modifications made during pre-commissioning, commissioning or initial operation shall be implemented and As-Built
resubmitted before formal project close-out. The Contractor shall demonstrate that the document control system
implemented has capability of tracking every update to a deliverable no matter how insignificant, and auditable.
Vendor Document Handover

All documentation listed within the VDS must be completed and signed off prior to the submission of the Vendor
Data Book. These Data books shall be submitted in both native and pdf (native file rendition and content/text
searchable as opposed to a scanned pdf), and in paper form. The Vendor has to demonstrate that a particular
deliverable item could not be delivered in native format. The Vendor Data Books and manuals paper version shall
be provided in paper sizes listed in 2.3. The number of paper copies is stipulated in the VDRL. They shall have a hard
cover and come with a 4-hole pillar post-lock mechanism. Documentation should be double-sided where practical.
Manuals should have a clear plastic envelop at the front into which a front sheet should be inserted, a similar sheet
should exist on the spine.
All books and manuals shall be properly indexed, as defined in the following section. The index shall be approved
by PDO prior to issue. Every manual shall be labeled with a dossier title, volume number within dossier, and book
number within volume. If a document within a volume is so large that additional binders are required, the additional
binders shall carry the same volume number with additional book numbers to indicate sequence i.e. Volume 1 Book
1, Volume 1 Book 2. The maximum depth of paper in any binder shall be 40 mm. The Maximum binder depth size
shall be 50 mm (Inner dimension of retaining rings)
Each manual shall have a minimum of 8mm (1/4) spare capacity to allow for supplementary documentation to be
added at a later date if required. It is advised that the Vendor submits one hard copy data book for review, before
printing multiple copies.
Documents marked With Bid or For Review shall be submitted electronically in .pdf (Adobe Acrobat) format.
Documents marked As-Built or In Data Book shall be submitted electronically in .pdf (with signed approval page
neatly inserted), and as native file format; preferably MS Office, AutoCAD and PDMS (if used). Documents marked In
Data Book shall also be submitted in a signed paper format.
The Vendor shall at all times ensure that Sub-Vendors documents, etc prior to submission to Contractor or PDO is
contractually and grammatically correct. For those activities provided by a sub-vendor, the sub-vendor data (contact,
etc) shall be clearly documented.
Vendor Data Book and Manuals Index:

Section 1: Purchase Order and Sub-Orders
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Section 2: Certificate of Compliance

Section 3: Waivers and release notes
Section 4: Independent Verification Body Release Notes
Section 5: Material and Test Certificates
Section 6: Welding Records
Section 7: Weight Data
Section 8: Quality Control and Inspection/Test Plan
Section 9: Drawings
Section 10: Operating and Maintenance Manuals (in separate binder) with index:
Section 1: Vendor/PO particulars
Section 2: Commissioning
Section 3: Operations
Section 4: Maintenance
Section 5: Spare Parts Data
Section 6: Lubrication
Section 7: Fault Finding and Corrections
Section 8: Document Reference list
Section 9: Drawings related to operation and maintenance
As-Built Update Strategy

All native file of As-Built drawing are domiciled and controlled at the AIC.
Rendition facility in Assai, and or CAD application used, shall be the platform for creating drawing rendition
during As-Built update process.
When multiple projects (A, B & C) requires updating the same As-Built drawing, the AIC creates a rendition of
the master As-Built file for each project (one for construction and one for demolition), and append a project
code each to the document number.
Each project (A, B, or C) continues to work (demolition and/or construction), modifying As-Built as it affects
their project requirement.
However if project B (for example) completes their work ahead of project (A and C) and is ready to make
actual update on the master file, then they request AIC to check out and reserve the master file for final AsBuilt update. Note: If project B and C were finished simultaneously and the As-Built update was carried out
by the same Contractor, the Contractor can make update on the master As-Built at the same time for the two
projects and indicate on the title block that the As-Building was done together for the two projects.
Master file shall be checked out for a maximum of 10 working days, otherwise the reservation becomes
invalid and As-Built becomes available for another project check out.
During final As-Built update, Project B updates the master file, steps-up revision by 1. before returning the
updated copy to AIC.
The AIC updates existing master file in the system with revision received from Project B.
Correspondence Numbering and Control

Formal Correspondence relates to any communication medium containing project management communication
or business information that may be required to be retained for project close-out, legal, operational, fiscal or other
critical business purposes. All formal correspondence shall be managed through ProCon Contract Management
System; where official dispensation has been obtained for Procon not to be used on a project, then each
correspondence will be produced containing the following minimum attribute:
o
Unique number (showing sender/receiver) in the upper left corner
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the author of the correspondence

recipients
if reply is expected
expected reply date
email address of the originating party
o Maintain Project Correspondence Control Registers, (Incoming / Outgoing)
o Signed original shall be delivered via surface mail to the current address of project DCC (to be advised
separately)
o Maintain hardcopy master files of all correspondence received (clearly stamped with date-received).
o Expedite all indicated responses for correspondence received and issue Correspondence Status Reports
o
o
o
o
o
Originator of any outgoing correspondence shall be responsible for ensuring that:

It is processed through the Document Control Center.
The content of the correspondence is contractually and grammatically correct
Where electronic mail is used to provide instruction to Contractor or Supplier, it shall be followed-up with a formal
writing using minutes of meeting or formal correspondence as appropriate, and registered in DCC. Until this is done,
the instruction shall not be binding. Such confirmation shall be forwarded within five (5) working days.
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ROLES AND RESPONSIBILITIES

Assai
Assai is a PDO standard tool that provides Document Control solution during the
project. It is composed of:
Assai PDC - A module used by the DCC Team to create document numbers,
load and distribute documents
AssaiWeb - A module used by other project staff to find, access, review,
comment and approve documents.
Document Control Center The DCC shall also be responsible for:
Managing and maintaining the Assai/LL set-up, including user lists and
distribution matrices
Registration of all document in Assai and timely distribution to relevant
team members
Responsible for ensuring that all documentation are correctly numbered as
per the requirements laid out in this specification
Ensure that comment received outside Assai are delivered/issued to
originator
Ensuring that document from Contractors meet this specification
Provide support to team member on document control system and
processes
Producing relevant reports to Project Management
Contractor(s)
Responsible for all or part of the: Design, Procurement, Construction, and
Commissioning of a facility.
All Contractor(s) shall ensure that every document listed on the Document
Deliverables Register (DDR), etc generated during contract execution is numbered
in line with the requirement of this specification. Where in doubt, the Contractor
should seek guidance from Project DCC.
It is the responsibility of the Contractor to ensure that Sub-contractor and Vendor
comply with the provisions of this specification.
Petroleum Development PDO; Initiates the project and ultimately pays for its design and construction.
Oman (PDO
Project Team
PDO staff assigned/mandated to deliver project scope.
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Document Originator
Document Owner or
Technical Authority(TA)
Document Custodian
Approver
Responsible Engineer
Construction Site
Representative
Asset Information Center
Archive Management
Reviewers
Document Templates
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Individual who either writes a document or creates it by collating the various inputs
from other project team members.
Originator is also responsible for:
Obtain document number from DCC for the document being produced
Responsible for ensuring that all documentation are correctly numbered as
per the requirements laid out in the relevant sections of this document
Ensuring documents are produced using correct project template.
Deliver document to project DCC by means and formats as described in this
specification in a timely manner to avoid unnecessary delay to project
schedule
Advise distribution list for each document and closeout date for each
document review cycle if different from standard.
Collating, clarifying and incorporating review comments. This includes
resolving conflicting opinions and feedback between reviewers.
Provides
confidentiality
requirements
(Unclassified,
Restricted,
Confidential, Most Confidential) to DCC
Ensuring that documents are approved to the correct level of authority
prior to issue to the project DCC for distribution.
He/She owns document content, responsible for the completion and execution
of the document and ultimately responsible for the document quality in terms of
business relevance and audit ability.
Accountable person on the business area where the document is applied. In project
this role is the PM (or delegate).
Relevant person identified on the DRM to approve the document.
Review document schedule from external parties, and identify the documents that
must be submitted for review and approval or for information. After approval
of schedule, the responsible engineer will add the distribution matrix to identify
reviewing parties for each document item.
Ensures that document received for comments are processed and returned
to Contractor/Vendor within a specified timeframe, and ultimately delivers
the document or work package. Delegation of this role shall be officially
communicated.
Ensure that all changes made during the construction phase are marked on the
related document and a copy returned to Document Originator for as built to be
made.
Responsible for assigning Project code, Area code & Plant/Unit code to project
team during project to enable IM team generate/assign document numbers to
project document.
Custodian of all PDO asset drawing files and provides native drawing files for
project update/use.
Maintain the Projects Documentations in the archive for the specified retention life
of the document
Review document and provide comments to the originator within the review
window.
AIC to provide drawing template for use by the Contractor.
Revision: 4.0
Effective: Aug-11
Quality Management
Page 17 of 24
The Document Controller will ensure that the correct template, document number,
revision status and title are on a document prior to issue or distribution, and will
facilitate the timely document review turnaround. The responsible Engineer shall
ensure that document is developed using the correct template and that all metadata are populated on the document.
Revision: 4.0
Effective: Aug-11
DOCUMENT REVIEW AND EXCHANGE

The following sections defines the process of exchanging documents within the project team, and with parties
external to the project team such as design consultants, contractors and vendors or suppliers, etc.
The purpose to ensure that all Engineering Project documentation sent to PDO is received and returned via
formal communication channels and to standards and formats that have been agreed between the Project and
its contracting partners. Failure to agree upon a standard approach for the receipt and return of deliverable
documentation will lead to unnecessary delay and possible financial loss among all parties working on the Project.
Collaboration Media
PDO maintain a sharing and collaboration area on a File Transfer Protocol (FTP) and Livelink extranet site for the
purposes of sending and receiving formally transmitted documentation with external parties. All document sent to
the Project team should be forwarded via this FTP site. A detailed folder structure will be set up and agreed with each
external party with required access permissions in place.
Note that the FTP site has a limited size hence documents sent by the first party should be removed and stored in
appropriate location once received by the other party. Documentation sent via any other communication medium
will not be accepted unless prior approval has been sought and granted by the project team.
Exchange of Documents
Internal document issued within project team shall be under the cover of an internal transmittal. Internal document
distribution shall be according to the distribution matrix or completed RFI. External document issued to or from the
project team for the purposes of review, approval or information should be placed to the FTP or Livelink extranet
site under the cover of a transmittal. An E-mail notification should be sent to relevant DCC notifying them about the
placement.
Document Transmittal
Both internal and external transmittals should contain the following information as a minimum:
Unique Transmittal Number
Purpose for Issue
Transmittal Date
Expected due date for (return of comments)
Project Document Number
Document Title
Revision Code
Document Status Code
Sender: Address, telephone, fax and e-mail details
Name of Sender
Purchase Order or Contract Number (For Vendor or Contractor)
CSV Files
Contractor shall submit a CSV file with every document submittal, or where document planning is in place, as a file
containing all projected document issues with associated planned, and actual dates. The CSV file will be used to load
document Meta data in project document control system. This will save time on manual input and therefore speed
up document processing time. The recommended template for the CSV file is inserted below; note that the order of
data column, should not to be changed. Any subsequent changes to the document schedule will require submission
of updated CSV file for loading purposes
Page 18 of 24
Revision: 4.0
Effective: Aug-11
CSV Template.xls
Review and Return of Comments

Review of Document
Assai is the application through which internal document are controlled (reviewed and approved); while the actual
electronic files are stored in Livelink (PDO corporate EDMS). Assai will also be used to manage review of design and
construction deliverables from contractors during the Define and Execute phases of the project.
Documents or records are to be updated as project unfolds or as required by law. For the internally generated
documents the originator is responsible for any updates of his documents. In some cases, the discipline may assign
some other persons in the team for that role. In the absence of any intermediate events requiring document updates,
a maximum time frame of 12 months is expected for such document to be validated. Though some documents may
not require updates after a certain point for the duration of their lifecycle, it is expected that the originating discipline
will remain aware of the state of the documents for which they have responsibility.
Document issued shall be accompanied with a transmittal indicating clearly the purpose of issue. Every project
document will go through at least one review cycle before it is approved. The default review cycle time is 10 working
days, however review cycle time can be adjusted to suit the requirement of the document review.
Cancelling Document
Responsible Engineer shall notify DCC of intention to cancel a document. DCC shall Cancel/supersede document and
clearly stamping CANCELLED as such and re-issue for information in Assai to all stakeholders. If the cancellation
was initiated from a contractor or vendor, the party shall notify the project team. The stamping of a drawing or
document as cancelled is preferable to overlaying it electronically as such overlays can be lost on placement into the
EDM system. Stamped front sheets and drawing blocks can be scanned to sit in front of the superseded document or
drawing. Cancelled document numbers shall on no account be re-allocated to newly created documentation. If the
document is superseded, the party superseding shall clearly identify on the document, and in their document control
system which document it has been superseded by.
Return of Comments
All comments made as a result of formal review of project external documentation shall be returned via the DCC. DCC
shall communicate comments via the dedicated project FTP or Livelink extranet site under the cover of an external
transmittal while following-up with an email notification to the receiver advising comment placement.
Project team members will be trained to use AssaiWeb to enable them review and provide comment (directly to
ASSAI comment template or to mark-up and load to Livelink) on document assigned to them. Hands-on training shall
be provided by the DCC team but users will benefit primarily from learning by doing. With this in mind, DCC will
always be available to provide one-on-one assistance when required.
There will be two primary ways to use Assai/LL while providing comments:
1. Entering comments directly using comment template on AssaiWeb referencing the appropriate section(s) of the
document being reviewed, or
2. Marking-up hardcopy drawing or electronic copy of the document and sent to DCC, who will upload it to the
same folder on Assai/Livelink containing the document under review. In this case, the reviewer must indicate as
comments, in AssaiWeb comments template that his/her comments have been submitted by mark-up.
Document Approval
Page 19 of 24
Revision: 4.0
Effective: Aug-11
Document shall jointly be approved by the TA or document owner and, or PM (or delegate) electronically (via
Assai) before signing on the hardcopy (if required), when the electronic approval is considered insufficient. When
a document is issued for approval (IFA), it should only be issued to designated approver as shown on distribution
matrix; the remaining review parties during the IDC review gets it FYI.
Drawing shall be checked and approved by the originating party at each revision submittal. This shall be applicable for
both Master Drawing and Project drawing changes.
Drawings shall not be accepted by PDO Engineering Drawing Office (AIC), unless the applicable boxes on the Revision
history have been completed by the Contractor and sign off by the applicable Technical Authority.
Page 20 of 24
Revision: 4.0
Effective: Aug-11
DOCUMENT TAXONOMY
Document Numbering
The format of document numbering is shown below:
Area
Code
Unit/Plant
Code
Originator
Code
Discipline
Code
Document
Type
Sequential
No.
Sheet No.
Alpha
(3)
Alpha/
Numeric
(2)
Numeric
(6)
Alpha (2)
Numeric (4)
Numeric
(5)
Numeric
(4)
AAA
BB
CCCCCC
DD
EEEE
GGGGG
HHHH
Area Code: As defined in Corporate ERP System (SAP) (level 5). This code will be supplied by the Asset
Information Centre (AIC) via the Request / Advice / Record Form see Appendix 4
Unit/Plant Code: As defined by the Asset Information Centre (AIC) for new and existing facilities. This code will be
supplied by the AIC on the Request / Advice / Record Form see Appendix 4
Originator Code: As defined in Corporate ERP System (SAP) for existing organizations/entities registered as
vendors (i.e. SAP vendor list). When the document is generated by project team, the code is 000000 while if
the document is generated by a Contractor, then the code becomes the SAP registration code for that PO, or
Contract.
NOTE: Updates to drawings that already have an Originator Code should retain the existing Originator code.
Discipline Code: Refers to the technical discipline to which the document is predominantly related.
Document Type: A standard 4-character numeric code denoting the type of document based on content. This is
the main classification code for documents and is based on the standard list of allowable document types in EIS.
Sequential Number: A five digit numeric field starting from 00001, denoting one unique document in that
discipline and document type pattern; however where there are many of the same document type pattern
produced during the life of Project, the next will take 00002, etc.
Sheet Number: 4-digit number identifying the number of sheets applicable to that drawing number. Shall start
with 0001. Documents with a front sheet shall have 0000.
Single sheet documents (e.g. General Arrangement Drawings, Detail drawings, Schematics, Data Sheets, etc.) shall
always be designated as Sheet 0001. Where additional information is continued on to subsequent sheets, those
sheets shall be numbered as Sheet 0002, 0003 etc. In this situation the drawing title block shall clearly identify
the sheet number as part of a set (e.g. Sheet 1 of 2).
For clarification, a sheet is a separate electronic file. Multiple pages within a single file (such as a line list) should
be noted as pages, not sheets. For the purpose of project execution activities, dispensation may be applied
for the use of document grouping to facilitate effective document review and approval. However during final
submission, these grouped documents shall be split back to single sheet before delivery to PDO.
Issue and Status Code

Review and approval of a project document is a very important aspect of delivering an engineering project to the
right quality. Typically an engineering project document will go through several reviews and changes by multiple
parties until it attains final approval status. As such, a transparent and systematic method that indicates the status of
the content of the document at any point in time during the document flow is essential.
Page 21 of 24
Revision: 4.0
Effective: Aug-11
Issue codes (transmittal code) are those codes that are used to identify the purpose for which a document is issued
while status codes are used to identify the current state of the document in the development chain. The following
table illustrates how status and issue code are to be applied in engineering projects:
Illustrating with a document development eg during FEED
Rev
01 (first issue)
02
03
03
Rev
03
04
04
Title
Hazardous Area Classification Drawing
Document
Status
IFR
IFR
IFR
IFI
Approval
Code
D
B
AFD
If Review
Return Code is
D
B
A
Illustrating with the same document development during Detailed Design

Issue
Status
If Review
Title
code
Return Code is
IFR
AFD
B
IFR
B
A
IFI
AFC
During Demolition
01 (first issue)
Plot Plan
IFX
IFX
02
Plot Plan
IFI
AFX
Please follow Appendix 5 for the list of document codes descriptions
Revision Convention and Control

Revision and version codes are complementary codes assigned to documents to further indicate current status.
A revision indicates a formal stage in the review and approval process while a version indicates an informal stage
used basically to capture intermediate updates of working documents between formally issued revisions.
The revision code shall be a 2-digit number representing the number of times that the document has been formally
issued. First issue of a document shall be 01 while subsequent revisions shall be 02, 03 etc.
Review Return Codes

The final point in the document review cycle is confirmed by the assignment of a Return Code. This is done by the
Responsible Engineer after comments from respective reviewing parties have been received. The following Return
Codes shall apply:
Code A
Final. Document accepted. Do not re-submit except modified.
Code B
Revise and Re-issue. Incorporate comments and re-issue for review. Work may proceed.
Code C
Review not Required. Incorporate comments and proceed. Do not re-issue for review.
Code D
Rejected. Incorporate comments and re-issue for review. Work may NOT proceed.
Renumbering of Old System Documents
Page 22 of 24
Revision: 4.0
Effective: Aug-11
Document numbers in use outside the requirement of this procedure will be re-numbered to align with this
procedure. However to facilitate cross references to older drawings, the two numbers (old and new) will be displayed
in the main title block, with the old number shown in a separate but prominent position. With the exception of the
sequence number, which shall be the ORIGINAL sequence number prefaced by 9, the new number shall be formed by
using the taxonomy in this document. The Originator code is 000000 and constant for all re-numbered document.
Vendor Documents Numbering

Numbering of vendor document shall be consistent with the requirement of this document. The vendor might
implement their own numbering system as it suits their internal control and system but the numbering requirement
of this document shall be the main number to be used for all references and other purposes concerning the Contract
scope.
Document numbers shall remain unique to the original document to which they are applied once allocated. In the
event of a document being cancelled or superseded the document shall be clearly marked as such on the VDS.
Superseded or cancelled document numbers shall on no account be re-allocated to newly created documentation.
Page 23 of 24
Revision: 4.0
Effective: Aug-11
APPENDIXES
Appendix 1 User Feedback Form
User Feedback
Form.docx
Appendix 2 - Document Review and Update Process

Document Reiew and
Update Process.docx
Appendix 3 - Vendor Document Requirement Listing (VDRL)

Vendor document
requirement listing.doc
Appendix 4 - Request/Advice/Record Form

Request-Advice-Rec
ord Form.xlsx
Appendix 5 - Document Status Code Descriptions

Document Status
Description 2.docx
Appendix 6 Vendor A4 Document Cover Sheet

Vendor A4 Document
Cover Sheet.docx
Appendix 7 - Vendor Document Schedule (VDS) Blank template

"Vendor Doc
Sched.xls"
Appendix 8 - Vendor Document Requirement Catalogue (VDRC)

Vendor Doc. Reqts
Catalogue.doc
Page 24 of 24

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Petroleum Development Oman L.L.C.

Document Management in Engineering Projects

Petroleum Development Oman LLC

Authorised For Issue August 2012

SP-2065: Document Management in Engineering Projects

Printed: October 20, 2014

Petroleum Development Oman LLC

Fadya Kharousi UEPI4

Updated to reflect current realities

SP-2065: Document Management in Engineering Projects

Petroleum Development Oman LLC

SP-2065: Document Management in Engineering Projects

Printed: October 20, 2014

Petroleum Development Oman LLC

documents requirement planning

Distribution / Target Audience

Review and Improvement

Definitions and Abbreviations

SP-2065: Document Management in Engineering Projects

Printed: October 20, 2014

Petroleum Development Oman LLC

Asset Information Center

Petroleum Development of Oman LLC of Muscat, Sultanate of Oman

Printed: October 20, 2014

Petroleum Development Oman LLC

As defined in the Contract

SP-2065: Document Management in Engineering Projects

Printed: October 20, 2014

Petroleum Development Oman LLC

DOCUMENT MANAGEMENT STRATEGY

Design Document Planning

Vendor Document Planning

SP-2065: Document Management in Engineering Projects

Printed: October 20, 2014

Petroleum Development Oman LLC

Vendor Document Requirements Listing (VDRL)

Vendor Document Schedule (VDS)

Document File Format

SP-2065: Document Management in Engineering Projects

Printed: October 20, 2014

Petroleum Development Oman LLC

Sets and Sizes of Files

Split the document at natural section breaks (indicated by section markers).

SP-2065: Document Management in Engineering Projects

Printed: October 20, 2014

Petroleum Development Oman LLC

Compressor Station Layout dwg (secondary)

Document Title - Guideline

Drawings produced in A1 format shall be suitable for reduction to A3 size.

Height of Drawing Registration Numbers

Height of Drawing Number figure shall not be:

To obtain a readable lettering, the minimum height, in mm, shall be as follows:

Hand Produced Drawingsi

Hand produced drawings shall not be produced or submitted for approval.

SP-2065: Document Management in Engineering Projects

Printed: October 20, 2014

Petroleum Development Oman LLC

Design Document Handover

Vendor Document Handover

Vendor Data Book and Manuals Index:

SP-2065: Document Management in Engineering Projects

Printed: October 20, 2014

Petroleum Development Oman LLC

Section 2: Certificate of Compliance