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Contents
Overview This procedure outlines the way in which TDOC provides an effective "Project Management Document Control Service" for a main contractor or project manager. It demonstrates the document control function for each of the main phases of a project to be managed. The phases which can be managed are: - Design Team: design development and internal review
- Design Team: client approval
- Design Team: construction issues
- Design Team: as built documentation
- Works Contractors: design review
- Works Contractors: as built documentation
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Set Up The following Setup Information (which can be added to or amended at any time) must be distributed: - List of acceptable Reasons for Issue, Status etc.
- Names and References of Design Team Members, with addresses etc. Mnemonic coding is recommended: e.g. TDP-RTR might be Eur Ing Townsend-Rose of TDOC Projects Ltd.
- Names and References of Work Packages. The recommended method is WP001 for Work Package 001. Other group types can be set up such as Areas (A001), Zones, Levels etc. This ensures that the selection list is well ordered. Documents may be belong to more than one group.
- Dates by which Work Package information is required, and the names of the Design Team Members involved with each Work Package, i.e.. Who is actually scheduled to provide what documents and when.
- The Review Process for each group of documents (i.e. the distribution matrix, and who has to approve what and with what status).
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Document Movements The typical process for a Design & Build project consists of a number of stages as described in the Overview above. The following diagram represents this visually. The process should be as follows: - Each Design Team member submits documents to Document Control, who issue it as per the Distribution Matrix under cover of a Transmittal for a REASON, with Acknowledgment Note and Comment Note.
- ALL recipients sign and return Acknowledgment notes. Without this expediting return of markups may be jeopardised by loss of documents.
- ALL Recipients mark up documents and return then to co-ordinator using the COMMENT SHEET.
- The Review Co-ordinator will produce a single marked up copy for return to the initiator. Document Control despatch formally respond to initiator with the co-ordinated status.
- Each stage (Stage One: Design Team internal cycle) and Stage Two: Client Approval) are the mechanically the same.
In order to manage the above process, the management of the movement of the transmittal documents (which themselves formalise the movement of the actual construction technical documents such as drawings, specifications, schedules etc) is a key part. The following diagram demonstrates this visually. 
Although this may seem excessively complicated, much of it can be done both electronically and automatically. What is important is that without the process being executed in full, there will be inadequate information available to expedite and resolve any problems. A typical response, when for example physical acknowledgement of receipt is not managed properly, is "I never had it" or "It was never sent to me". Return to Contents
Expediting Document Control is in possession of the total document movement information, and can thus generate all the necessary exception reports. These can be sent to the people who are running late at meetings, or before by post or email. Document Control's task is simply to ensure that the outstanding list of transmittals and other replies is kept to a minimum. Return to Contents
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