Quality Assurance ManualDocument: CIV QAM

Control of DocumentsSection 3Rev: E 0

Date:15/08/2009

Page: 10 of 10

Internal Quality document numbering system

All Civcon Quality Management control documents will be identified as follows:CIV QCP Civcon Quality Policy Manual, and Quality Control Plan checksheetsCIV QAM Civcon Quality Assurance Manual. (Will be identified by name)CIV QAP Civcon Quality Admin Working Procedures. (Each procedure will be identified by name)CIV QSP Civcon Quality Site Working Procedures. (Each procedure will be identified by name)CIV QWC Civcon Quality Working Checklist. (Each checklist will have a unique number)CIV QWF Civcon Quality Working Forms. (Each from will have a unique number)

All Quality Management control documents (above) will be entered onto a register that will be up dated after each approved change.All changes to Quality documents will follow the Quality control of documents procedure (CIV QAM) section 3.Changes to Site specific working documents such as checklists, quality control plans, method statements etc will be exempt from section 3 of the Quality Procedure Manual (CIV QAM), however any changes to these documents must be approved by the Contract Manager or the Site Agent & must be identified as draft documents & only used at that site. If the change to these documents is to be permanent then the process as laid down in section 3 of the Quality control of document procedure (CIV QAM) will apply.

Process flow for the control of internally generated quality management system documents

Process flow for controlling changes to approved quality management system documents

Process flow for the control of external documents

Process flow for the control of external documentsPurpose:This procedure defines the processes to be applied for the control of internally generated quality management system documentation and external documents from the client.Scope:Quality policy manual, Procedures, Processes, work instructions, Checklists, Forms, Quality control plans developed by Civcon.Objective:Only relevant version of documents available at point of use. Documents are identifiable and legible.StepActivityResponsibilityReference document

1Identify documents needed for the effective planning, operation and control of the quality management systemManaging DirectorQuality system planning

2Draft applicable Quality policy manual, procedures, processes, work instructions, checklists and forms. Responsible personsDraft documents

3Review draft documents for adequacy in meeting the requirements of ISO 9001-2008Management representativeMinutes of meetings

4When and where required, issue draft documents for a trial period to verify they are correctly defined and implementedManagement representativeDraft documents

5Submit draft documents for approval by authorised personnel and allocate document numbers. Original documents begin at revision E 0.Management representative

6Document approvalQuality policy manual, Company objectives Managing Director.Procedures, Processes, work instructions, Checklists, forms Managing Director or Operations manager.Quality control plan, method statements Operations manager or Contract manager.Approved suppliers list Buyer

Approved documents

7Identify whom the approved documents are to be issued toManagement representativeDocument distribution register

8Issue approved documents. A master file will be maintained by the Management representativeManagement representative

9Review documents for continuing suitability during Internal audits and at management reviewAll personnelAudit and review records

10Should an approved document be identified as needing changing or updating. Identify the nature of change on the existing document or minutes of meeting All personnelDocument or minutes of meeting

11Submit document or meeting minutes to Operations manager for reviewAll personnel

12If changes or updates are found to be valid, update existing document in draft version and submit for review, approval and issue as per the original documentResponsible person

13Conduct training for relevant personnel on updated documentResponsible personTraining procedure

14Obsolete documents are to be removed from points of issue and destroyed. Should obsolete documents be retained for any purpose the shall be suitably identified as such signed and datedResponsible personObsolete / Superseded documents

15Details of the revision status and nature of changes made are identified within the amendment sheet included within procedures, processes and quality policy manualManagement representativeAmendment sheet

16Specifications required for projects are identified during the estimating process. Should an updated copy be required it will be purchased and delivered to siteManagement representativeEstimating / Purchasing processes

18A register will be maintained of specifications available within the companyManagement representativeRegister

NOTE: Contract documents will be retained for a minimum period of five years

Process flow for the control of external documents

Purpose:This procedure defines the processes implemented to ensure all external Documentation received on site are reviewed, recorded, issued and controlled.

Scope:All clients drawings and specifications having an impact on product quality.

Objectives:To ensure the drawings used contain the correct information and are of the correct revision statusStepActivityResponsibilityReference document

1Drawings and specifications received during the tendering stage are recorded within the tender documents.Contracts managerTender documents

2Drawings and specifications received from client for inclusion into the project shall be received on siteContract manager / Site agent

3When received on site the drawings or specifications shall be reviewed and recorded on a drawing register. Sites may make use of the Engineers / Architects register. Copies of all drawing transmittal notes are maintained Contract manager / Site agentSite clerkDrawing registerControl of records.procd

4Any information that is missing or unclear is communicated to the client to be actionedContract managerCustomer communication

5One copy of the drawing is identified as the Master Copy. The details of the supervisors and suppliers who require a copy of the drawing are marked on the master copyContract manager / Site clerkMaster drawing

6A transmittal note is made out identifying the recipient, drawing number, revision status and date. The drawing is then issuedSite clerkTransmittal note

7The recipient signs and returns the transmittal note for the relevant drawings. Transmittal notes are maintainedSite clerkControl of records procd

8On receipt of updated drawings and specifications the same process as above is followedContract manager / Site agentSite clerkDrawing registerControl of records.procd

9The relevant supervisors are to return obsolete drawings in their possession to the site agent or site clerkResponsible person

10Copies of superseeded drawings and specifications kept for information purpose or contractual requirements are identified as suchSite clerkDrawings / specifications

11At the end of the project the master set of drawings including superseeded master copies together with drawing registers are archivedContract managerControl of records procedure

NOTE: Contract documents will be retained for a minimum period of five years.

ARCHIVE FILINGNo.SectionIncluded By

1Tender

-

-

2Order

* Copy of original order

* Contract document

* Any amendments/variations to order

3Correspondence To

4Correspondence From

5Certificates

* Agreed Final Account

* Copy of all site measurement records

* Copy of Site Instructions

6Minutes of Site Meeting

* Copy of all Site Meeting Minutes

* Copy of Kick-off Meeting

* Copy of close out meeting

7Programme

8Sub Contractor

9Orders

10Drawings

* Final drawing register

* Complete set of Drawings Marked Master

11Miscellaneous

12Quotations

13Quality Control Requirements

* All documents as identified on the QC plan/matrix

* Including PCI, Cube results, daily diaries, handover certificates

14Safety

* Risk Assessments

* Toolbox Talks

* Appointments

Signed:

____________________________________________________Site AgentContracts ManagerDate

Identify documents needed for the quality system and requiring control

Approved document identified as needing changing or updating

Drawings and specifications received from clients for inclusion into the project shall be received at site. Drawings and specifications received during the tendering stage are recorded within the tender documents

Identify documents needed for the quality system and requiring control