Document Review and Approval

A. Definition
B. Document Review and Approval Work Process
C. Document Review and Approval Definitions
D. Additional Definitions

A. Definition

Document is a piece of written, printed, or electronic matter information and used for an instruction, communication and record that identifies a document's purpose and determine an appropriate document type. A type of the project Documents are a plan, procedure, contract, specification, report, manual, calculation, drawing, diagram, list, and engineering document, etc., that is the standard document types presented information in standard formats.

Drawing is the graphically illustrated engineering document or data sets that discloses directly or by reference the physical or functional requirements of an item. The Drawing explains and demonstrates the final shapes with dimensions created based on the project specifications and procedures, and used for design basis (flow diagrams, one-line diagrams, etc.), manufacture, fabrication, installation, and construction. Type of drawings are sketch, two-dimensional CAD, three-dimensional CAD and three-dimension model drawing. They are also used for quantities for bulk material and construction cost estimate work.

Information is a fact of situation, person, event, work, or data developed on paper, electronic, audio, video by word, table, drawing, or document which knowledge and data can be signified understanding of real things or abstract concepts. Information is meaningful and valuable data that can affect the behaviour, decision, or outcome, and lead to an increase in understanding and decrease in uncertainty.

Review is 1) an activity to figure out how well the thing being done or the capable of achieving established objectives; 2) an activity of ​considering something again in ​order to make ​a suitable, adequate, effective, and efficient way of achieving established objectives.

Approval is 1) an act of endorsing or adding positive authorisation, acceptance or agreement, or official permission; 2) an agreement or consensus on an activity or output comparing with baselines or contractual requirements by an approver to proceed a next step of activity, or work defined in project plans and procedures. (Refer to the Project Execution Plan (PEP); Document Review and Approval Procedure)

Document Review and Approval is a project design and engineering work process in the development of project deliverables. Following the initial document development and necessary internal check and review processes to ensure adequate quality, and then the document will be released for external review ultimately leading to its approval. A part of the internal checks includes proper documentation of required design and controlling steps, assurance of critical safety and alignment with operating requirements, project specifications whilst ensuring that contract, client and regulatory requirements are satisfied.

Document Review and Approval Procedure is a quality management work process of the project document control and management. The Document Review and Approval Procedure defines the adequate review or approval of project documents including Document Distributions, Document Review and Approval Category, Cycle, etc., which is successfully completed documentation work processes before beginning of subsequent works.

B. Document Review and Approval Work Process

Document Distribution Matrix is a systematic organised matrix for the document and drawings to be distributed to related persons or organisations for their information, review and approval, record, and use for further actions. The Document Distribution Matrix includes lists of key project positions or organisations on one side and types of documents on the other.

Document Numbering System is a document management system that defines numerical sequences with varying combinations of project specific identification codes for correspondence with other documents, and requires logging, issuing, and tracking. The Document Numbering System must be developed early in the project.

Document Review and Approval Category is defined by the importance of document and information that is for information, for review, for approval, and for record. There are: IFR (Issued for Review), IFA (Issued for Approval), IFD (Issued for Design), IFH (Issued for HAZOP for P&IDs), FCR (Issued for Client Review), FCA (Issued for Client Approval), AFD (Approved for Design), and IFC (Issued for Construction) or AFC (Approved for Construction) aligning with the work process completed.

Approved for Constriction (AFC) means that the document or drawing was reviewed and approved by authorities of internal and external organisations including the client representatives for the construction. A Construction team must use only an AFC marked or stamped drawings and documents for the construction works and activities.

Approved for Design (AFD) means that the document and drawing was reviewed and approved by a dedicated and authorised person or organisation for use, mainly further design development, and procurement. 

Issued for Approval (IFA) means that the document or drawing is issued for client or delegated authorised person/ organisation to review and approval to use of them for further developments or activities. (e.g., Project Critical Document including P&ID, Plot Plan, etc.)

Issued for Construction (IFC) means that the document or drawing which are categorised as the review, and Issued for Construction.

Issued for Design (IFD) means that the document or drawing is issued for further development of design or used for other disciplines' design.

Issued for Information (IFI) means that the document or drawing is issued for information only. (e.g., Progress Status Reports, Detailed Calculations, etc.)

Issued for Review (IFR) means that the document or drawing is Issued for internal or external Review (IFR) or Client Review (FCR). (e.g., Project non-critical Document, etc.)

Issued for HAZOP (IFH) means that drawings (P&IDs) and documents are issued for the HAZOP review.

FCA stands for Issued for Client Approval

FCR stands for Issued for Client Review

Document Review and Approval Cycle is a period of time frame for the update and revise the document and drawing in accordance with the review results including a specified review meeting, and update and re-issue.

Document Revision Control is a process of information sharing and communicating between a series of draft documents which leads to a final and to be used for further design development. The Document Revision Control is applied the unique identifier for every released document that is revised to identify the latest version of the document and differentiate between drafts or previously and final approved versions of the document, and to track changes by different users. (Refer to the Document Revision Numbering System)

Document Revision Numbering System is an engineering and design document control system to ensure that the project members are informed any design changes and the latest information. The common revision system is using a numeric (1, 2, 3 …) and/or alphabetic sequence (A, B, C …). After the initial issue of a document and followed by changes or further design developments, all revisions will be assigned the next higher alphabetic or numeric character. (e.g., Issued for Internal Review: A1, A2 ...; Issued for Client Review: B1, B2 ...; Issued for FEED: 0A, 0B ...; Issued for Design and Construction: 01, 02 ...).

Documentation is the document or pieces of paper containing official information used to define or describe an object, design, specification, instructions or procedure, etc., that gives as the information and record.

C. Document Review and Approval Definitions

Addendum is a written document attached or added to clarify, modify, or support the information in the original document or written contract document.

Archive is a place in which a collection of historical records is preserved.

Arrangement Drawing provides the physical relationship of significant items using appropriate projections or perspective views that is prepared to convey a general description of the configuration and location of significant items. The Arrangement Drawing includes information of the part list, fabrication and detail drawing, overall dimension, weight, lifting point, etc., for test, lift, transport, and install the equipment.

As Built Drawing is a drawing which marked up in the field reflecting changes to the approved for construction (AFC) drawings during construction, pre-commissioning, and commissioning. The As Built Drawing includes all changes made in the specifications and working drawings and shows the exact dimensions, geometry, and location of all elements of the work completed under the contract. The As Built Drawing is for record and for the future turnaround works. (Refer to the Master Mark-up Drawing)

Assembly Drawing defines the configuration and contents of the assembly that is used to represent items more than one component. The Assembly Drawing establishes an item identification for each assembly containing detailed requirements for all parts and sub-assemblies that makes the final product. The Assembly Drawing shows how the components fit together and orthogonal plans, sections and elevations, or three-dimensional views, containing overall dimensions, weight and mass, identification of all the components, quantities of material, supply details, list of reference drawings, and notes.

Construction Document includes the project specifications and procedures, and drawings, etc., for the construction works and activities.

Contract Document is the written documents that defines the basis of contract consisting of both parties' roles, responsibilities, and detailed description of the work or service such as drawings, specifications, procedures, any other conditions, as well as the commercial information including the prices agreement, payment conditions, etc. The Contract Document should include sufficient information to be able to complete the work or service.

Control Drawing

D. Additional Definitions

Bibliography is a list of books, articles and subjects used for writing a particular book or article.

Big Data is the large volume of or complex information management strategy that includes and integrates many new types of data in which structured and unstructured, and data management alongside traditional data. The Big Data management includes data search and gathering, storage, analysis and validating, sharing, and communicating, and updating in a business day to day basis. The Big Data can be analysed for insights that leads to better decisions and strategic business moves. There are four dimensions to Big Data known as Volume, Variety, Velocity and Value.

File Transfer Protocol (FTP) is a standard network protocol used for the transfer of computer files between a client and server on a computer network.

Portable Document Format (PDF) is a document file format that is designed to present documents consistently across multiple devices and platforms including text formatting, images and contain links and buttons for audio, video, and business logic. The PDF format was developed by Adobe in the 1990s and become one of the most widely used formats for saving and exchanging documents. The PDF is the open standard maintained by the International Organisation for Standardisation (ISO 32000).

Spreadsheet is a tabular worksheet with numbered rows and columns for ordered analysis and presentation of data (e.g., Microsoft Excel Software).

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