Power and Water Utility Company Document ID No : MVEP-1-CE-602

for Jubail and Yanbu

Page: 21 (Excluding This Page)

Rev. No: 0
Document Approval Form (DAF)
Date of issue : 25 04 2016

TITLE OF DOCUMENT Project Document Management

Revision No. Date Revision Details Section Revised
Rev 0 24/03/2016 Newly prepared Document

PREPARED BY
Signature
Name Bartek Zonjek A.T. Kearney, Project Manager
Date 24/03/2016
REVIEWED BY
Signature
Tahir Ahmad Zahoor
Abbas Hamid Abbas Al-Mazroui
Coordinator/Controller II, Majed Mahmoud Saleh
Name Projects, GM Office, Manager PMC Marafiq
Manager, Fuel & Facility Storage
Project
Projects
Date
Signature
Name
Date
APPROVED BY
Signature
Sultan Turki Al-Ruhaili
Name VP Engineering and Project (Acting) Marafiq
Date
ISSUED BY
Signature
Ali Abdulali Al-Marzooq
Name Assessor , IMS
Date May 9, 2017

DISTRIBUTION LIST

Document classification
Internal use

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ. Only document with stamps are considered official.
 Power and Water Utility Company for Document ID No: MVEP-1-CE-602
Jubail and Yanbu
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Project Document Management Rev. No.: 00

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CONTENTS
1 PURPOSE ......................................................................................................................................................... 2

2 SCOPE .............................................................................................................................................................. 3

3 ACRONYMS AND DEFINITIONS......................................................................................................................... 4

3.1 ACRONYMS ..................................................................................................................... 4

3.2 DEFINITIONS ................................................................................................................... 7

4 VALIDITY .......................................................................................................................................................... 8

5 RESPONSIBILITIES ............................................................................................................................................ 9

6 PROCEDURE ................................................................................................................................................... 10

6.1 DOCUMENT CONTROL POLICY ........................................................................................ 10

ANY EXCEPTIONS IN FOLLOWING THIS PROCEDURE SHALL BE DOCUMENTED & APPROVED BY THE
APPROVAL AUTHORITY (CORRESPONDING TO THE STAGE OF THE PROJECT) BEFORE COMMENCING
AN EDMS THAT IS NOT MARAFIQ PROPERTY .............................................................................. 11

6.2 DOCUMENTS NAMING..................................................................................................... 11

6.3 CONTROL OF PROJECT DOCUMENTATION (INCOMING / OUTGOING) ................................... 11

6.4 PROJECT FILE STRUCTURE ............................................................................................ 12

6.5 PROJECT DOCUMENTS BACK-UP .................................................................................... 13

6.6 PROJECT DOCUMENTATION AT CLOSE OUT PHASE ......................................................... 14

7 DOCUMENTS REFERRED ................................................................................................................................ 15

8 MATERIALS/EQUIPMENT NEEDED ................................................................................................................. 15

9 FORMS/FORMAT/FLOWCHARTS USED .......................................................................................................... 16

9.1 FLOWCHART ................................................................................................................. 16

9.2 FORMS ......................................................................................................................... 17

10 ANNEXES ATTACHED ..................................................................................................................................... 18

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
 Power and Water Utility Company for Document ID No: MVEP-1-CE-602
Jubail and Yanbu
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Project Document Management Rev. No.: 00

Date : 25 04 2016

1 Purpose
The purpose of this procedure is to define the process of project document management for the
Marafiq projects. This procedure describes:

Document control policy

Documents numbering / naming
Control of incoming / outgoing documentation, including project transmittal and receiving
of documentation
Project folder structure
Project Documents back-up
Project documentation at close-out moment

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
 Power and Water Utility Company for Document ID No: MVEP-1-CE-602
Jubail and Yanbu
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2 Scope
This procedure is applicable to all Capital Expenditure Projects funded and executed by
MARAFIQ, including New Facilities / Expansions, BMRR (Balancing, Modernization,
Rehabilitation and Replacement) and HSE Mandatory compliance type projects.

This procedure does not apply to Royal Commission / Customer-funded projects.

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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Jubail and Yanbu
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3 Acronyms and Definitions

3.1 Acronyms
AA : Approval Authority
AC : Actual Cost
AFC : Approved for Construction
AR : Appropriation Request
BAC : Board Audit Committee
BDP : Basic Design Package
BDEP : Basic Design Engineering Package
BMRR : Balancing, Modernization, Rehabilitation and Replacement
BOD : Basis of Design (when referred to Stage Gate deliverable)
BoD : Board of Directors (when referred to Approval process)
BS : Balance Sheet (financial statement showing the assets and liabilities)
BU : Business Unit
C&S : Commissioning & Start-up
CCM : Critical Chain Method
CF : Cash Flow (financial statement showing the movement of money in / out)
CM : Commissioning Manager
CN : Change Notice
CO : Change Order
COFA : Certificate of Final Acceptance
COIA : Certificate of Initial Acceptance
CPI : Cost Performance Index
CPT : Critical Path Analysis
CR : Change Register
CT : Commissioning Team
CV : Cost Variance
DC : Document Controller
DCN : Design Change Notification
DDM : Document Distribution Matrix
EBITDA : Earnings Before Interest, Taxes, Depreciation and Amortization
EIA : Environmental Impact Assessment
EMT : Executive Management Team
EPC : Engineering, Procurement and Construction Contractor
EPC (permit) : Environmental Permit to Construct
EPO : Environmental Permit to Operate
ERM : Enterprise Risk Management
ESQ : Environmental Screening Questionnaire
EV : Earned Value
FAC : Forecast at Completion
FAT : Factory Acceptance Test
FED : Front End Engineering
PROPRIETARY NOTICE IMPORTANT
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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FF : Finish to Finish
FS : Finish to Start
FID : Final Investment Decision
FVA : Functional Value Analysis
HSE : Health, Safety and Environment
HCIS : High Commission of Industrial Security
IAI : Initial Acceptance Inspection
IFC : Issued for Construction
IK : In Kingdom
IRR : Internal Rate of Return
ITP : Inspection Test Plan
KPI : Key Performance Indicator
LAR : Land Allocation Request
LL : Lessons Learned
LLC : Lessons Learned Coordinator
MC : Mechanical Completion
MCC : Mechanical Completion Certificate
MCI : Mechanical Completion Inspection
MDR : Master Deliverables Register
MEL : Master Equipment List
MIRA : MARAFIQ Integrated Risk Assessment
NCR : Non Conformance Reporting
NOPAT : Normal Operating Profit After Tax
NPV : Net Present Value
NPVR : Net Present Value Ratio
NTP : Notice to Proceed
OIP : Operation Implementation Plan
OOK : Out of Kingdom
P&C : Procurement & Contracting
P&ID : Piping & Instrumentation Diagram
P&L : Profit & Loss (financial statement showing revenues, costs and profit / loss)
PAP : Permit Application Package
PEL : Primary Equipment List
PES : Project Execution Strategy
PEP : Project Execution Plan
PFD : Process Flow Diagram
PIP : Project Implementation Plan
PIR : Post Implementation Review
PL : Punch List
PM : Project Manager
PMC : Project Management Consultancy
PMI : Project Management Institute
PO : Purchase Order
PPE : Personal Protective Equipment
PR : Purchase Requisition
PROPRIETARY NOTICE IMPORTANT
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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Jubail and Yanbu
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PPD : Project Premises Document

RC : Royal Commission for Jubail and Yanbu
RC/CF projects: Royal Commission/Customer-funded projects
RCER : Royal Commission Environmental Regulations
RFI : Request for Inspection
RFP : Request for Proposal
ROAT : Record of Asset Transfer
ROI : Return on Investment
ROST : Record of Spares Transfer
RSPL : Recommended Spare Part List
RTC : Record of Transfer Custody
SAR : Site Allocation Request
SAT : Site Acceptance Test
SF : Start to Finish
SoW : Scope of Work
SPI : Schedule Performance Index
SRF : Submittal Requirement Form
SS : Start to Start
SSO : Study of Strategic Options
SV : Schedule Variance
T&C : Testing & Commissioning
TA : Technical Authority
TCO : Total Cost of Ownership
TQ : Technical Query
TSR : Technical Study Request
VAC : Variance at Completion
VE : Value Engineering
VIP : Value Improvement Practices
WSR : Warranty Service Request
WBS : Work Breakdown Structure

Departments within Marafiq:

CoE : Center of Excellence
CRD : Customer Relations Department
BDD : Business Development Department
FPD : Facilities Planning Department
ISD : Industrial Security Department
O&M : Operation & Maintenance
P&C : Procurement & Contracting Department
PJ : Projects Implementation Department (Jubail and Yanbu)
PE : Projects Engineering (Jubail and Yanbu)
QA : Quality Assurance (under the CoE)
QA/QC : Quality Assurance / Quality Control Department (Jubail and Yanbu)
R&AM : Reliability & Asset Management Department
TSD : Technical Services Department
PROPRIETARY NOTICE IMPORTANT
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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Jubail and Yanbu
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PSD : Project Support Department

3.2 Definitions
Capital expenditure (Capex): Refer to Document ID # MFMP-1-FI-014: Fixed Assets & Capital
Expenditure Procedure - Classification of Expenses as CAPEX and OPEX for the definition
of Capital Expenditure

Business Unit (BU): Refer to Document ID # MVFP-1-AC-015: Fixed Asset & Capital
Expenditure Procedure Capitalization of Fixed Assets (Section: 3.9) for the definition of
Business Unit (BU)

Accountability (A): The individual who has the authority to say "Yes" or "No" to the task and who
has the power to veto over all other involved in the task. For any given task, only one person is
held Accountable.

Responsibility (R): The individual who performs the task is considered "Responsible" for the
action or implementation. The degree of responsibility is defined by the ACOUNTABLE person
based on the Responsible scope and capability. More than one person may share responsibility
for the action or implementation.

Consultancy (C): The individual with whom there should be actual discussion or other
communication prior to making a final decision or taking action. There may be more than one
person who should be consulted for a given task.

Information (I): An individual who is advised (via written report, for example) after a decision is
made or an action taken. There may be more than one person who must be informed.

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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Jubail and Yanbu
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4 Validity
This procedure is valid until a subsequent revision is warranted for business needs.

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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Jubail and Yanbu
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5 Responsibilities
In each of the project stages, Project Support Department is responsible and accountable of
implementation of this procedure with support of stage gate owner.

Across all the stages, all project Marafiq stakeholders (FPD/BDD, TSD, PE, PJ, BU, P&C, others)
are responsible for ensuring that the project documents are in the format defined by this
procedure. Marafiq respective stakeholders, needs to assure that also the PMCs, Contractors,
other key partners are following this Project Document Management procedure, and especially
for:

1. Document naming (see Appendix)

2. Document transmittal matrix (see Appendix)
3. Format of the document

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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Jubail and Yanbu
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6 Procedure
6.1 Document Control policy

6.1.1 The management of project documents as outlined in this procedure shall also follow the
requirements of Procedure MCFP-1-IM-001 - Document Control Procedure, with the
following specifications / additions:

Documents definitions are followed as per MCFP-1-IM-001 (Document, Original

document, Controlled document, Uncontrolled document, Obsolete document, Defined
period document, External document, etc)
Responsibilities: as per the chapter 5
Document Creation/Revision, Review, Approval and Issuance: as per MCFP-1-IM-001
Document Alpha-Numeric Coding Structure: see 6.2
Document revision: as per MCFP-1-IM-001
Document distribution: as per MCFP-1-IM-001
Document Obsoletion & Disposal: as per MCFP-1-IM-001
Control of external documents: as per MCFP-1-IM-001

6.1.2 EDMS (Electronic Document Management System): usage of EDMS for DOC
management control is essential for all large projects. Marafiq can use, for projects
purposes, its own or PMC or Contractors EDMS, as long as the following conditions are
abide:

Marafiq will define and control the access rights for the EDMS for all parties involved
(Marafiq own personnel, PMC, contractors, etc). Marafiq will have access to all project
documents. As per practical reasons, within the limits defined by Marafiq, its partners
will assign a coordinator that will administer access rights for users coming from their
organizations. Any risks regarding potential leakage of sensitive information (e.g.
costs, contractors performance, negotiations, etc) will be carefully assessed and
mitigated by Marafiq

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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All project documents & EDMS records will be the property of Marafiq & contractors
shall transfer control to Marafiq request, providing Marafiq with full access to all Project
documents (e.g. by copying on DVDs, CDs etc.)Internet based EDMS systems shall
be deployed with high security standards. Any risks should be assessed and mitigated
by assigned Marafiq Document Controller

Any exceptions in following this procedure shall be documented & approved by the
Approval authority (corresponding to the stage of the project) before commencing
an EDMS that is not Marafiq property

6.2 Documents naming

6.2.1 Document naming is composed of:

Document numbering and version: The Marafiq document numbering system shall be
adopted for all documentation developed across the project stages, starting with
Scouting Study phase. The numbering system will apply to Marafiq, and also to PMCs,
EPC Contractors and other key stakeholders. All parties shall follow the numbering
and all of their documentation as submitted to Marafiq shall be numbered accordingly.
See appendix
Descriptive name: All documents should have titles with keywords which may be easily
searched upon (e.g. a contract should have contractor name in the title and main
scope
File status, e.g. Draft, Issued for information, etc. For details see appendix

6.2.2 Overall, each document name will follow the format: File number_Descriptive name_File
status

6.3 Control of project documentation (incoming / outgoing)

6.3.1 Principles of incoming documentation:

Document Controller shall set up and maintain hard-copy files of PMC / Vendor /
Partner Documents

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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Document Controller shall monitor the flow of PMC / Vendor / Partner Documents to
ensure that responses are received within the specified turnaround time
Document Controller needs to establish and maintain controls to satisfy the
requirements of receipt, distribution, and return of PMC / Vendor / Partner Documents

6.3.2 The processes involved to control of all incoming and outgoing project documentation
received at site is governed by the work instruction MYTW-1-PM-002 Control of Project
Documentation, including:

PMC Internal Documentation Processing

EPC Contractor Documentation Processing
Client Documentation Processing

6.3.3 All other project documentation, even if not specifically included in point 6.2.1, shall follow
this procedure (numbering, document transmittal see appendix-, file structure see
chapter 6.3, etc)

6.3.4 A master file of incoming / outgoing controlled & external documentation (including
approved documentation) shall be maintained by the Project document coordinator
(Scouting and Feasibility study phase) and Document Controller (FED and Execution
stages).

6.4 Project file structure

6.4.1 All major and mega projects shall have a common project folder structure (L1-L3) as per
the appendix. For minor projects it is compulsory only L1 and L2, but it is recommended to
have also the L3 (as per Appendix). Additional levels of detail will be added depending on
project size, scope, other specifics

6.4.2 Level 1 will match the stages (see Appendix)

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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6.4.3 Level 2 will match the key groups of Stages deliverables, and will include additional folder
for General Project management, (see Appendix)

6.4.4 Level 3 will follow the Stages deliverables, and shall be adjusted in order to fit the needs of
the project (see recommendation of structure in Appendix; to be modified in practice if
there is strong reasoning for further customization)

6.4.5 Access to folders will be based on user rights (on file server, web access, etc) to be
controlled by the Document Controller

6.5 Project documents back-up

6.5.1 All original documents Shall be stored in a central location within each office, and shall be
administered by Document Controller (DC).

6.5.2 All electronically stored data on the electronic filing system shall be backed up on a
regular basis (typically weekly) with storage of backup media on site and off site.

6.5.3 Where project documentation stored on computer local drives where a Local Area
Network (LAN) connection is not available, the DC is responsible for backing up all data
onto a portable drive at the end of each business week (as a minimum) but ideally at the
end of each business day. Previous back-up records can be over-written by the new
back-up records. For security reasons, if back-up is manual, it is recommended that
always will be maintained the last 5 back-ups

6.5.4 Where data is commercially/technically sensitive, this data shall be password protected or
restricted insofar as is achievable with the particular software. Backups shall be securely
stored

6.5.5 The type of the data will determine the security measures necessary. For example,
commercially sensitive information shall be retained either under lock and key, or
password protected in the case of electronic data. Where information loss would be
critical, additional security measures such as fire-proof cabinets shall be utilized

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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6.6 Project documentation at Close Out Phase

6.6.1 The close out process should be performed as per the dedicated procedure MPRP-1-PJ-
407 - Project Close-Out. A project close out team shall be established to govern & track
the transfer & transmission of deliverables from contractor to Marafiq. Document Controller
shall become key members of the team by tracking & reporting the progressive status of
deliverables

6.6.2 During Close Out phase all project documentation shall be transmitted to TSD for
document management & archiving

6.6.3 Final versions of all key project deliverables including engineering drawings, data sheets,
spreadsheets, drawing register, manuals, procedures, tests & commissioning records,
QA/QC records, electronic correspondence, Subcontracts, accounting ledgers, facsimile
and process charts, shall be prepared in one of the following formats approved by Marafiq:

Microsoft Office (Word, Excel, PowerPoint, Access, Exchange)

AutoCAD and Microstation
Microsoft Project, Primavera

6.6.4 All electronic files to be handed over shall be scanned by the latest available virus
software before submittal to Marafiq

6.6.5 The compression and decompression programs including all necessary program
documentation shall accompany drawings handed over in compressed form.

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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7 Documents Referred
MCFP-1-IM-001 - Document Control Procedure

MYTW-1-PM-002 - Control of Project Documentation

MPRP-1-PJ-407 - Project Close-Out

MCCP-I-IM-001 Document Control

MFMP-1-FI-014: Fixed Assets & Capital Expenditure Procedure - Classification of Expenses as

CAPEX and OPEX

MVFP-1-AC-015: Fixed Asset & Capital Expenditure Procedure Capitalization of Fixed Assets

8 Materials/Equipment Needed
N/A

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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9 Forms/Format/Flowcharts Used
9.1 Flowchart

9.1.1 Process Flowchart Project Document Management

Process Flowchart: Project Document Management

Input Process Output

Type of Document (e.g. Document,

Original document, Controlled document,
Uncontrolled document, Obsolete
document, Defined period document,
External document, etc)
Document Controller (PSD)

Receive Prepare project Document Structure Document Revision Control (Document

Record Document According to the
Document from according to Document Control Policy Creation/Revision, Review, Approval and Distribution List
Structure & Stage
the Stakeholder MCFP-1-IM-001 Issuance)

Document Naming Structure

Process ` External functional input Governance & Compliance

Document / Document section Decision

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ. Only document with stamps are considered official.
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9.2 Forms

9.2.1 MVEF-1-CE-604 : Document Transmittal Sheet

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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10 Annexes Attached

10.1.1 Marafiq Document Numbering System

The Marafiq document numbering Procedure, MCCP-I-IM-001 shall be adopted for all
documentation developed across the project stages, starting with Scouting Study phase. The
numbering system will apply to Marafiq, and also to PMCs, EPC Contractors and other
stakeholders. All documentation as submitted to Marafiq shall be numbered according to this
procedure as follows: XXX-XXX-AAAA-BCC-DDDD-EEE, where:

XXX-XXX = Contract Number

AAAA = Facility (e.g. 'JWWF' is Jubail Waste Water Facility)
B = Discipline (see list of codes below)
CC = Document Type (see list of codes below)
DDDD = Sequential Number (starting from 0001)
EEE = Sheet Number (001 to 999)

DISCIPLINE CODE

Code Description
A Architectural (building)
C Civil & Landscaping
D Document Control
E Electrical
F Fire Protection & HSE
G General
H Heating, Ventilation, Air-conditioning (HVAC)
I Instrumentation and controls
L Piping
M Mechanical
N Project Management
O Operation & Maintenance
P Process engineering
R Procurement
S Structural
T Telecom
U Infrastructure & utilities
W Project Services
Z Construction

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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DOCUMENT TYPE

Code Description
1 Drawings / Diagrams / Details
2 Specifications
3 Schedules / Lists
4 Data Sheets
5 Calculations
6 Reports
7 Manuals

10.1.2 Document status codes

Document Status Use/Explanation

Draft
Issued for Information
Issued for Review
Preliminary
Issued for Tender
Issued for Construction
As-Built
Approved
Approved with Comments
Revise & Resubmit
Use for documents to be issued for draft/initial review
Use for documents to be issued for information only
Use for documents to be issued for 3rd party review and
comments
Use for documents to be issued for official use and checking
prior to being issued for Tender or Construction
Use for documents to be issued for tender purposes
(contractually binding)
Use for documents which are for construction purposes
(contractually binding)
Use for documents which are for construction purposes
(contractually binding)
Use for documents which have been reviewed in accordance
with project approval procedures
Used for documents which have been reviewed in accordance
with project procedures and have been approved in principle
with some comments
Used for documents which have been reviewed in accordance
with project procedures but have not been approved and
require revision and resubmission

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
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10.1.3 Project folder structure (L1, L2, L3)

L1 L2 L3
Stage 1-7 (same L2 and L3 for all stages)

1. General Project management

1. Operational Reporting (progress, risk, etc)
2. Steering reporting
3. Final Gate deliverables and decisions
4. Approved Project baselines (cost, schedule,
scope)
5. Communication to third parties (apart of
Contractors)
6. Other operational (e.g. Action items, etc)
2 .Project Execution
1. Study of Strategic Options
2. Pre-feasibility report
3. Technology assessment
4. Site, raw material and utilities availability review
5. Marketing study
6. Risk assessment
7. Lessons learned
8. Stakeholder management and communication
plan
9. Project segmentation analysis
10. Feasibility study
11. Venture philosophy
12. Definition of FED scope
3. Engineering (per deliverables BOD, BDP,
BDEP, SoW and then per disciplines below)
1. Civil & Landscaping
2. Architectural (building)
3. Structural
4. Infrastructure & utilities (incl. Piping)
5. Process engineering
6. Electrical
7. Mechanical
8. Heating, Ventilation, Air-conditioning (HVAC)
9. Instrumentation and controls
10. Operation & Maintenance
11. Construction
12. Others

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.
 Power and Water Utility Company for Document ID No: MVEP-1-CE-602
Jubail and Yanbu
Page: 21 of 21

Project Document Management Rev. No.: 00

Date : 25 04 2016

4. Procurement & Contracts

1. P&C Strategy
2. Tender management plan
3. Tender package
4. Vendor qualification & Vendor lists
5. Vendor offers (by vendor)
6. Tender award recommendation
7. Vendors selected (by contract)
8. Contract administration (per vendor incl. all key
communications, claims, etc)
5. HSE & Fire protection
1. HSE Review
2. Hazop
6. Project controls: Budget, Cost & Schedule
Control
1. Cost estimates
2. Budgets
3. Schedules
7. Value improvement (VIP)
1. Functional value analysis
2. Total Cost of Ownership Analysis
3. Capacity Balance
4. Standardization & Modularization
5. Value Engineering
8. Operation implementation Plan
1. QA/QC inspections
2. O&M Plan
3. Commissioning & Start-up procedures
4. Operations resourcing plan
9. Handover dossier
10. Post-implementation review (PIR)
1. Post-implementation review
2. Formal project closure
3. Final project report

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE Only document with stamps are considered official.
OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.