
2/17

Outline

IMOperations Document control

Document review process

Revision control

Document Retrieval Disaster recovery

Conduct refresher training courses

Time Management Register Management Interface management

Escalation Management Quality Assurance Challenges/Recovery Strategies


3/17

Background

Site document control activitiescommences at construction phase ofprojects and terminates at projecthandover..

DCC should be mobilized to site at least amonth to commencement of actualconstruction works..

Early construction site would have aminimum of 2 document controllersrunning full time. Adjustments can be madeto the staff size as the volume of workincreases.


4/17

TimeManagement

Site DCC operate within the usual workperiod of 7am 4pm (9hrs), however at thepeak of construction activities DC are knowto work up to 9pm (14hrs).

Site DCC also work on weekends as

construction activities extends to thisperiod.

Time management is key to ensuring DC isable to deliver effectively on assigned KPIs.

. Templates for effective time managementin DCC has been developed by IM4P seesamples below

TPI time management template.
https://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6967528&objAction=downloadhttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6967528&objAction=download


5/17

DCC receive document from contractor

Quality check document

Log document in assai/LL

Identify appropriate department to which

document is to be transmitted

Contractor DCC transmits document

to SPDC site DCC

Transmit document via assai to responsible

engineer determined by agreed matrix

DCC updates document status in assai

and transmits same to contractor DCC

office

Document Review Process

Document Ok? No. Return to

Contractor

Engineer reviews document withinSLA and returns comments to DCC

Document Ok? - YesYes


6/17

Revision Control Process

DCC receive document from contractor

Quality check document

Log document/drawing in assai/LL

Identify appropriate department to

which drawings belong

Contractor DCC transmits

document to SPDC site DCC

Hard copies are printed, sorted, filed per

discipline and finally stamped with official DCC

control stamp.

DCC carries out site inspections to

ensure drawings in use on site are

most current revisions as issued byDCC. Deviations are reported to

construction manager for

appropriate action

Updated Revision? No. Return to

Contractor

Drawing are then transmitted to various

departments for engineers to use on project site

Updated Revision? Yes


7/17

Other Processes Managed By DCC

Correspondence Management Process. Controlled Documents Management Process.

Site Queries, DCN, NCR and CAR Management

.

Facts - At peak of construction activities DCC has

processed an average of 600 marked up

documents and drawings/day. Processes vary from projects to project

however there is a need to harmonize processto ensure a standard across the board.
https://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6998105&objAction=browsehttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6998271&objAction=browsehttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6999184&objAction=browsehttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6999184&objAction=browsehttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6998271&objAction=browsehttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6998105&objAction=browse


8/17

Registers Management

Registers managed by DCC include butis not limited to Document Deliverables registers. Correspondence Registers.

Technical Queries Register Design Change Notice Register Quality Audit Register Corrective Action Report Register Non Conformance Report register Interface Management registrar (QA-QC, Weekly

Progress Meetings, Security Meetings). Project Document Activity Schedule
https://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=7000775&objAction=browsehttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=7000775&objAction=browse


9/17

IM Activites - Livelink Training

Periodic training primarily for contractorDCC staff and subsequently for othercontractor engineers as the need arises.

Site DCC also arranges assai/livelink

training for SPDC engineers.


10/17

IM Activites Document Retrieval

Process of searching, compiling and printing of selecteddocuments and drawings for use during companyaudits, special reviews and VAR sessions

URLs to recently compiled Audit Spreadsheet are shownbelow

4. Afam VI PSUA Register 17-04- 08 Rev. 4

5. PSUA Document Listing

6. Afam Contracts Spreadsheet
http://sww-knowledge-epe.shell.com/glasepp/livelink.exe/Afam_VI_PSUA_Register_17-04-_08_Rev._4_.xls?func=doc.Fetch&nodeId=7729424&docTitle=Afam+VI+PSUA+Register+17%2D04%2D+08+Rev%2E+4+%2Exlshttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6402912&objAction=downloadhttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=5729252&objAction=downloadhttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=5729252&objAction=downloadhttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6402912&objAction=downloadhttp://sww-knowledge-epe.shell.com/glasepp/livelink.exe/Afam_VI_PSUA_Register_17-04-_08_Rev._4_.xls?func=doc.Fetch&nodeId=7729424&docTitle=Afam+VI+PSUA+Register+17%2D04%2D+08+Rev%2E+4+%2Exls


11/17

IM Activites - Disaster Recovery Process involves conversion of all hardcopy

documents on the project into electroniccopies, for subsequent storage in theproject EDMS. This a proactive step takento reduce recovery time on the business inthe event of a disaster e.g. Fire.

To date Afam projects has converted over11,000 documents and stored same inassai/ll.

Documents are stored in PDF format. Hard copies of converted documents are

filed and stored in metal cabinet files.

NB - above mentioned process are seamlessly achieved usingvarious sophisticated business solutions i.E. HP printers,

scanners and photocopying machines.


12/17

IM Activites - Adhoc

Scanning Requests

Printing Requests


13/17

Weekly interface meeting with contractorDCC to ensure harmonizeddocument/correspondence registers.

Weekly exception reports are issued everyweek to project management team forpossible follow up on all overdue documentsif any.

Weekly DCC internal meeting on site.

Bi-weekly meeting with project IM lead. For DC running back to back activities,

changeover date doubles as a handoverdate. Both DC work together on changeover

date and exchange handover notes.

Interface Management


14/17

Escalation Management

Issues/Challenges 1st Line of Reporting2nd Line of

ReportingEscalation

Overdue

DocumentsSite QA-QC Lead

Construction

SuperintendentProject IM Lead

Revision

Control/Controlled Documentsbreakdown

Site QA-QC Lead

Construction

Superintendent Project IM Lead

HardwareAllocation

Project IM LeadFollow-up Follow-up

Network Outages Project IT SupportProject IM Lead

Follow-up

Livelink

Permissions

Document Control

LeadProject IM Lead Follow-up

Contract Renewal Project IM Lead IM4P ContractsManager

Follow-up


15/17

To ensure contractor compliance with approved IMplan and other DC procedures

To ensure IM deliverables are on schedule, if any

delays are encountered recovery plans are resolved

during such audit programs

Proactive monitoring of DDR to obtain documents

for review/approval

External QA Audits are structured andfollow approved IM assurance plan

See URL to IM assurance plan -

Quality Assurance
http://sww-knowledge-epe.shell.com/glasepp/livelink.exe/Afam_Projects_IM_Assurance_Plan.xls?func=doc.Fetch&nodeId=7206174&docTitle=Afam+Projects+IM+Assurance+Planhttp://sww-knowledge-epe.shell.com/glasepp/livelink.exe/Afam_Projects_IM_Assurance_Plan.xls?func=doc.Fetch&nodeId=7206174&docTitle=Afam+Projects+IM+Assurance+Plan


16/17

Challenges/Recovery Strategies

Erratic network on site incurs downtime and

reduces effective delivery of IMdeliverables.

Procure stand alone business solutions tofacilitate business continuity.

Duly report network outages to appropriateauthorities and ensure follow-up.

Hard copy transmittals are generated and sent tocontractors in addition to soft copies.

Complacent attitude of some engineers to

the IM process. Conduct frequent awareness sessions to educate

engineers on the values of the IM process.

Escalate breaches in the IM process to Site

construction lead and project IM lead .


17/17

Thank You For Listening

Documents

Site DCC Activities Presentation