PROCEDURE FOR PROJECT Document No.

5-7700-0020
COORDINATION AND
Rev. No. 4
COMMUNICATION Page 1 of 1
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PROCEDURE
FOR PROJECT CORDINATION
AND COMMUNICATION

4 10.08.2010 General revision DDC DRC D(P)

3 12.08.2002 Transition to ISO: 9001-2000 DDC DRC D(P)

2 05.01.2001 Title modification and General revision GCP NKG D(P)

1 07.04.1995 Document No. Revised DC DRC D(P)

0 06.09.1994 Issued for Implementation DC DRC D(P)

Rev. No. Date Purpose Prepared by Reviewed by Approved by

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Abbreviations

1. EIL : Engineers India Limited

2. HO: Head Office
3. PM : Project Manager
4. RCM: Resident Construction Manager
5. PMC: Project Management Consultancy
6. EPCC: Engineering, Procurement, Construction, Commissioning

Document Drafting Committee Members

Shri Satish Murgai, GM (Projects)

Shri S.V. Narasimham, DGM (Planning)
Shri A. Soni, DGM (Projects)

Document Review Committee Members

Shri N. Duari, ED (Projects & Engineering)

Shri P. Mahajan, ED (Projects)
Shri D. Moudgil, ED (Projects & Infrastructure)

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CONTENTS

CLAUSE TITLE SHEET

1.0 PURPOSE 4

2.0 SCOPE 4

3.0 REFERENCE 4

4.0 DEFINITIONS 4

5.0 METHODOLOGY AND CONTROLS 6

6.0 DOCUMENTATION AND RECORDS 11

ATTACHMENTS

1. List of Deliverables – Annexure – A

2. Format for Fax Message – 5-7700-0020 F1 Rev.1

3. Format for Minutes of Meeting – 5-7700-0020 F2 Rev.1

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4. Document Transmittal (external) – 5-7700-0020 F3 Rev.1

5. Document Transmittal (internal) – 5-7700-0020 F4 Rev.1

6. Technical Memorandum – 5-7700-0020 F5 Rev.1

1.0 PURPOSE

1.1 This procedure has been prepared for defining systematic and
orderly administrative relationship among the related parties for the
EIL Project (hereinafter referred to as the Project)

1.2 This procedure neither abrogates nor modifies the provisions of

the contract between EIL and the customer for the project; rather
stipulates execution of administrative relationship.

1.3 This procedure may be modified by mutual agreement among the

parties concerned to cater to changed requirements or for the
convenience of the various parties.

2.0 SCOPE

This document contains the detailed procedure for the following:

• Addresses of parties involved

• Communications and general correspondence
• Coordination meetings
• Deliverables and approvals.
• Documentation

3.0 REFERENCE

Document No. Title

1-7700-0010 Divisional Manual (Project Divisions)

5-7700-0040 Procedure for Document and data control
5-7700-0080 Procedure for Project Monitoring and control

4.0 DEFINITIONS

4.1 Customer means M/s ______________ and includes their

representatives, successors and assignees.
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4.2 Consultant/PMC/LSTK-OBE/LSTK means collectively

Engineers India Ltd. and include their respective
representative, successors and assignees.

4.3 Project means the facilities which are the subject matter of Contract
and includes Process Units, Utility, Off-site Facilities, Plant and Non
Plant Building, Infrastructure Facilities and Interconnections.

4.4 “LICENSOR” means one or more of the companies furnishing the

Licensor’s Package for the Licensed Units.

4.5 “Licensor’s Package” means the basic design packages to be provided by

Licensor.

4.6 “Process Units” means and includes Licensed Units and Non-Licensed Units
(Open Art Units).

4.7 “Licensed Unit” means units designed by Process Licensor other than EIL
and/or as listed in Project Definition.

4.8 Open Art Units mean units designed by EIL and/or as listed in Project
Definition.

4.9 “Utility & Offsite facilities” mean the generation and / or distribution, storage
and handling of supporting facilities required to operate various process
units and/or offsite units/general facilities as listed in Project Definition.
General supporting facilities are mainly workshop, godowns, lab, canteen,
administrative building, plant building and control room etc. that form part of
Project Complex and as listed in the Project Definition.

4.10 Project Manager means designated officer from EIL in charge for
coordination, management and implementation of the Project.

4.11 “Supplier” or “Vendor” means the indigenous / foreign supplier appointed

by Customer or by Licensor or by Consultant to supply equipment and
materials for the project.

4.12 “Sub Supplier” or Sub Vendor” means any person(s), firm(s) from whom
equipment/materials are purchased by Vendor. Contractually,
supplier/vendor shall be fully responsible for work/supply/ actions of the sub
supplier.

4.13 “Contractor” / “Agency” shall mean an organization / individual who does

construction / fabrication / transportation, storage /erection work at Project
Site/elsewhere as assigned by Owner/EIL.

4.14 EPCC contractor means an organization or consortium of different

organizations that executes the work on turn-key basis.

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4.15 “Sub Contractor” shall mean any organization/individual who provides
construction/fabrication/storage/erection services for
Contractor/Agency/EPCC.

4.16 “EIL Scope of Work” or “EIL Scope of Services” mean services and
deliverables to be provided by EIL for project as defined in the contract.

4.17 “Changes” mean, additions/deletions/alterations in the scope of the

work/services or supply under any contract, including that of EIL.

4.18 “Goods” mean all the equipment and materials to be purchased by or on

behalf of customer for Construction of Complex/Project. It also includes item
not directly purchased but supplied/used as consumable by vendor/
contractor for work/item ordered on them.

4.19 “Mechanical Completion” means, that the project or the said Units, Facilities
or any part thereof, has been erected in accordance with the applicable
drawings and specifications and has been mechanically and structurally
completed as set forth in the provisions of CONTRACT.

“Acceptance” means, the acceptance by CUSTOMER after the

Project or the said part thereof has been completed as per the scope
and terms and conditions laid in the Contract, in all its aspects and
has been taken over by customer in complete or the said part
thereof.

4.21 “SITE” means Project located at _________ in the State of

_________where the Project is to be constructed.

4.22 “Effective Date” means date on which CONTRACT becomes

effective pursuant to the provisions of the respective contract.

4.23 “Project Schedule” means period within which EIL shall complete all
activities defined in EIL scope of services as per provisions of
contract.

4.24 Unless specifically stated otherwise, “Days” mean calendar days.

4.25 Project Engineering Manager (PEM) means designated officer from

EIL Engineering division in Charge for coordination, management
and implementation of the Engineering activities of the Project.

5.0 METHODOLOGY AND CONTROLS

5.1 ADDRESSES OF PARTIES AND THEIR REPRESENTATIVES

Addresses of parties and their representatives involved with the

PROJECT are to be as follows:

5.1.1 Customer

1) Head Office Address : ____________________

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Representative’s Name & : ____________________
Designation

E-mail : ____________________

Facsimile number (FAX): ____________________

Telephone Number : ____________________

2) Administrative office :
Address (if any) ____________________

Representative’s Name &: ____________________

Designation

E-mail : ____________________

Facsimile number (FAX) : ____________________

Telephone Number : ____________________

3) Customer Site office : ____________________

Address

Representative’s Name &: ____________________

Designation

E-mail : ____________________

Facsimile number (FAX) : ____________________

Telephone Number : ____________________

5.1.2 Engineers India Limited

1) Home office address Engineers India Ltd.

1-Bhikaiji Cama Place,
New Delhi-110066.
Project Manager’s Name: ______________________

Project Manager’s Phone: ( O ) __________________

Project Manager’s Fax : ______________________

Project Manager’s E-mail : ______________________

2) Regional office address, as applicable

3) Site office address

Resident Construction: __________________________

Manager

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Name : __________________________

Address :___________________________

Telephone No. : ( O )______________________

Telefax No. : ( O ) _____________________

E Mail : ______________________

5.1.3 Licensor

Head Office address

Representative’s Name: _____________________

& designation _____________________

E-Mail : _____________________

Facsimile No. : _____________________

Telephone No. : _____________________

5.1.4 EPCC Contractor

Head Office address

Representative’s Name: _____________________

& designation _____________________

E-Mail : _____________________

Facsimile No. : _____________________

Telephone No. : _____________________

5.1.5 PMC (When EIL is executing job as LSTK /

LSTK-OBE on applicability)

Head Office address

Representative’s Name: _____________________

& designation _____________________

E-Mail : _____________________

Facsimile No. : _____________________

Telephone No. : _____________________

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5.2 JOB TITLE, AND JOB NUMBER

Job title _________________________________________

Job number _________________________________________

5. 3 COMMUNICATION AND GENERAL CORRESPONDENCE

5.3.1 Communications between EIL and Parties involved shall be only

in the name of authorized representative of EIL and Parties as
listed in Para 5.1 of this document and as may be amended
subsequently by Project Divisional Heads of EIL and of Parties.

5.3.2 Following shall be the general norm of communication:

i) All messages (going out of EIL) shall have a sequence like

party’s name, originator’s initials project name or job number,
serial number and shall be signed by Project Manager or his
authorized representative. The numbering scheme shall be
generally as under:

Letters / Faxes/E-mail to Customer

xxxx / xxxx / xxxx / xxxx
Date______
Customer Originator’s Job No. Sl. No.
Abbreviation Initials

Letters/ Faxes/E-Mail to vendors/Contractors/EPCC

Contractors/ PMC (on applicability)

During the course of the work, Projects may be required to

communicate with Vendors/Contractors.

XXXX / XXXX / XXXX / XXXX / XXXX

Date ______
Party Originator’s Job No. MR/Tender/ Sl.No.
Initials PO No.

Letters/Faxes/E-mail to Licensors

XXXX / XXXX / XXXX / XXXX

Date______
Licensor Originator’s Job No. Sl.No.
Abbreviation Initials

Communication to Licensor shall be repeated to Client also.

Minutes of Meeting with Customer/Licensor/Vendors/

Contractors/EPCC Contractor/Internal
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MOM / XXXX / XXXX

Date______
Job No Sl. No

Transmittals to Customer/Vendor/Contractor/
EPCC Contractor/Site/internal

D Tr./ XXXX / XXXX

Date______
Job No Sl. No

Technical Memorandum

XXXX / XXXX / XXX

Date______
Job No Dept Sl.No

Inter-Office Memorandum

XXXX / XXXX / XXX

Date______
Job No Dept Sl.No

ii) Project Manager is the sole point of contact with Customer as well
as other parties for all activities of the Project. Therefore, all
correspondence between EIL and Customer/other parties shall be
directly done with/by Project Manager or by his authorized
representative. With parties namely vendors and contractors, the
correspondence is done by others under intimation to Project
Manager. However, depending upon the exigencies of the
situation, Project Manager can directly correspond with these
outside parties.

Copies of the relevant correspondence shall be appropriately

marked to the concerned parties as applicable.

iii) Correspondence pertaining to issue of drawings/documents/

clarifications between RCM and EIL-HO shall be routed
through/done by Project Engineering Manager / Project Manager /
Project Coordinator.

iv) In-house distribution of documents received from customer/ other

parties for engineering, procurement, construction etc. shall be
done by Project Manager/Project Coordinator.

v) Communications originated from various in-house departments on

project matters to Customer/other parties shall be routed through
Project Manager/Project Coordinator. All internal coordination
within EIL is the responsibility of the originating department.

vi) Each message shall preferably deal with one subject and the
subject matter shall be described in brief.
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vii) The purpose of letter viz. information/record/approval shall be

clearly mentioned.

viii) All outgoing letters/fax etc. shall be on letter head/standard

formats, so that company identity is properly maintained.

ix) Copies of each fax message shall be sent by courier/mail, also.

x) Depending upon the extent of electronic facilities available with

the Project groups and at receiver’s ends, all communications as
far as possible shall be carried out through the electronic media.

xi) Till such time computerized signatures become operational,

documents requiring signatures shall be printed out from
electronic media, signed by authorized persons and sent.

xii) All telephonic messages/confirmations shall be regularized by

letter/fax/e-mail by Project Manager/Project Coordinator of EIL.

xiii) All minutes of meetings shall be recorded on standard format and

shall be signed by representatives of concerned organizations.

xiv) All incoming message shall be replied/acknowledged within 2 to 3

days. In exceptional cases, this may take one week.

xv) Transmittal of documents to Customer/other outside parties/RCM/

internal shall be as per attached document transmittals for
external and internal.

xvi) For effective control of the Project, depending on the

criticality/need, the outgoing/incoming communications shall be
endorsed one or two levels above the originator/recipient of the
communication

5.4 PROJECT COORDINATION MEETINGS

EIL or Customer may take lead to organize the Project

coordination and/or progress review meeting between
CUSTOMER/EPCC Contractor/ PMC (When EIL is executing job
as LSTK / LSTK-OBE on applicability) and EIL for the purpose of
the smooth project execution. Agenda, place and time of the
meetings shall be communicated in advance and agreed to. The
relevant MOM shall be prepared by the respective project
coordinators with input from participating groups which shall be
signed by respective representatives.

5.5 DELIVERABLES

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The “List of Deliverables” shall be as discussed and agreed with
Customer broadly based on the document as per Annexure-A
attached.

5.6 STATUTORY APPROVAL

As per the list of “Statutory approvals required”, EIL would prepare

necessary sets of documents and forward the same to Customer
for obtaining statutory approvals. Further technical assistance
including the visit of EIL engineers to the authority’s office, if
required, would be provided by EIL, on specific request of
Customer.

In case of EPC Contracts, package units and vendor design item,

statutory approval and preparation of documents for the same
shall be covered in the scope of supplier/contractor/EPCC
Contractor.

6.0 DOCUMENTATION AND RECORDS

1. List of Deliverables – Annexure – A

7. Format for Fax Message – 5-7700-0020 F1 Rev.1

8. Format for Minutes of Meeting – 5-7700-0020 F2 Rev.1

9. Document Transmittal (external) – 5-7700-0020 F3 Rev.1

10. Document Transmittal (internal) – 5-7700-0020 F4 Rev.1

11. Technical Memorandum – 5-7700-0020 F5 Rev.1

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