Overview of Black & Veatch Projects Documentation Management

Overview of Black & Veatch Projects Documentation ManagementBlack & V eatch utilizes the following kinds of software and system to manage project drawings & documents.1.Powrtrak:POWRTRAK is an information management system composed of a centralized relational database and integrated software application modules making use of that data. The strength and versatility of POWRTRAK is based on the ability of these modules to share and exchange information through a centralized database consisting of hundreds of thousands of data fields. Through the database, all data for a project is stored, updated and retrieved centrally. Data entered into the system through one module is available to the other modules that have access to that data. See attachment1 the detail introduction of POWRTRAK.2.DocumentumDocumentum allows you to place electronic document in a project-allocated repository called a docbase. Once in the docbase, documents can be viewed by all members of the project team. It is no longer necessary to generate multiple copies of a document for paper distribution. By using Documentum, all team members access the same electronic document. This saves time and money because the document is immediately available and reproduction costs are reduced.To facilitate document retrieval, Documentum offers structured navigation and search capability. Navigating Documentum is similar to the Windows File Manager. The Cabinet/Folder structure is similar to a table of contents, and this is helpful when trying to locate documents. You also can find documents by using the Find search option. Using the Find command, you can specify information for the search, such as keywords and subject, and retrieve all related documents. Documentum offersfull-text indexing, allowing you to search on the actual contents of a document.Documentum offers improved version control. As project documents are created, major and minor versions are managed by the application; a complete modification history on every document is retained. For example, you can create a manual and track each change made to the document before the document is approved. This is an optional feature that is used on a document by document basis.Routing project documents in the traditional way is very time-consuming. Documentum offers workflow capabilities to route documents to the project team. The routers can distribute information serially or in parallel. In a serial distribution, the document is sent in order to a series of people (similar to a routing slip). If the information is distributed in parallel, all team members receive the document at the same time (similar to an e-mail distribution). Serial routing is helpful for documents that require review or approval. Parallel routing is for broadcasting information to the team, such as notifying project team members of a letter or fax from the client.3.I-Back-UpIBackup is a Web-based file transfer service built for businesses that regularly send files to and receive files from multiple contacts. IBackup eliminates the hassles of FTP and limitations of e-mail. The design revolves around the idea that professionals, clients and contractors must be able to send and receive files easily without the hassles of logging in with an account. Only individual Black & Veatch departments and projects will require an account with IBackup.Transferring files with IBackup is secure with SSL (128-bit) encryption, the same level of encryption used for online banking. Each project's/department's files arekept in separate locations, and only that project/department will have access to its files.When an organization, such as Black & Veatch, signs up with IBackup, the system generates a Web page specifically for that organization to send and receive files. When professionals, clients and contractors want to send files, they simply visit this Web page, select the files to send, and click Send. The files will be stored on the IBackup server, only accessible by the organization's project/department.A professional may also choose to send files that are within the IBackup server to another client or contractor. The client/contractor will receive an e-mailnotification that the files are ready to be picked up. No account is necessary for the client/contractor.4. Filing Number SystemAs an indispensable part of every Project Instruction Manual, the Filing Number System should be used by every project executed in Black & Veatch to the maximumThe fourth level suffix may be either a two-digit or four-digit suffix. It is used to provide additional classification of design documents in the 40.0000 and 50.0000 series files, contract documents, and manufacturers’ drawings and data in the 60.0000 and 70.0000 series files.The file numbers, including first and second level file numbers, and third level category are defined on the following pages. The fourth level suffix is applicable only to the 40.0000, 50.0000, 60.0000, and 70.0000 file series.10.0000 Project Administration11.0000 Contract Agreement11.0201 Contract Correspondence11.0202 Invoices11.0203 Change Order Requests (Filed by Sequential Number)11.0204 Change Orders (Filed by Sequential Number)11.0205 Payment Records13.0000 Third Party Agreement and Correspondence14.0000 General Correspondence14.0200 B&V/ SC14.0300 B&V/MHI (Lot1)14.0400 B&V/Toshiba (Lot 2)14.0500 B&V/MES (Lot3)14.0600 B&V/TPSC (Lot 5)14.0800 Web Sites15.0000 Memoranda15.0200 Conference-- B&V/ SC15.0300 Conference-- B&V/MHI (Lot1)15.0400 Conference-- B&V/Toshiba (Lot 2)15.0500 Conference-- B&V/MES (Lot3)15.0600 Conference-- B&V/TPSC (Lot 5)15.0800 Intraoffice Memorandum (To/From Jakarta Office)16.0000 Staffing and Training16.0200 Engineering Budget/Resource Allocation16.1000 Forecasting and Planning16.1100 Budget Allocation16.1200 Staff Projections16.1400 Reports16.1500 Assignments17.0000 Public Meeting and Information17.0200 Meetings (PLN Board Meetings, City Council, etc.)17.0400 News Media (Press Releases, Newspaper Clippings, and NewsCoverage in All Media)18.0000 Quality Assurance18.1000 QA Programs – Internal18.1100 B&V Overall QA Program18.2100 Owner – Unique Quality Assurance Requirements18.2200 Project Quality Control Plan18.2350 QMS Deviation Notifications/Approvals18.2450 QMS Deviation Plans18.5000 Contractor Overall Project QA Program20.0000 Project Planning/Control20.1000 Project Reports by Others20.1100 Engineering Deliverables List20.1200 As-Sold Engineering Budget Distribution20.1300 Summary Planned, Earned, Spent Reports20.2110 Project Construction Plan20.2120 Project Constructability Review Plan21.0000 Project Instructions21.0100 Project Instructions Manual21.0200 SC Instructions21.0800 Project Contact and Distribution List21.1525 Equipment Numbering System21.1550 Drawing Numbering System22.0000 Regulatory Requirements23.0000 Project Design Control23.0200 Project Design Memorandum24.0000 Procurement Planning24.0100 Internal Procurement Correspondence--Jakarta Office24.0200 Project Procurement Memorandum24.0400 Procurement Status Report24.0500 Expediting Report24.0600 Bidders List (Miscellaneous Vendor Introduction)24.0700 Inspection Reports24.0800 Preshipment Inspections (General Correspondence)24.0900 Procurement Front End Guide Document24.1000 Master List24.2000 Customs Clearance25.0000 Schedule and Schedule Management25.0200 Overall Project Schedules25.0220 B&V Shipping Schedules25.0400 Management Control Schedule25.0600 Engineering Schedules25.0800 Construction Control Schedule25.1000 Testing and Preoperational Schedules25.2000 Testing and Inspection Notices/Certifications to SC26.0000 Cost and Cost Management26.0200 Engineering Budget and Preliminary Estimate26.0400 Project Cost Estimates26.0550 Man-Hour Summary Reports26.0600 Engineering Time and Expense Reports26.0601 Project Expense Summary Reports (TJB Petty Cash Report)26.0602 Project Expense Breakdown Reports26.0603 Work Code Cost Reports26.0604 Current Cost Reports--ETS26.0800 Cost Accounting/PFC/PMSS/Quarterly Financial ReviewMeeting Information (Monthly Cost Reports)26.1000 LD Insurance27.0000 Information and Information Management27.0200 Engineer's Drawings (Lists)27.0400 Manufacturers' Drawings (Lists)27.0600 Equipment List and Nomenclature27.0800 Components and Data Lists27.1000 Project Closeout Package28.0000 Progress Reports28.0200 Man-Day Status Reports28.0400 Drawing Production Reports28.0600 Equipment and Material Status28.0800 B&V Progress Reports30.0000 Permits and Licenses40.0000 Conceptual Design (Studies, Decisions, and Design Control) 50.0000 Design Engineering (Detailed Design)52.0000 System Design52.0115 Electrical Calculations52.0116 Electrical Calculations52.0306 Chemical Calculations52.3000 ECN File52.3100 Structural ECNs52.3200 Mechanical ECNs52.3300 Electrical ECNs60.0000 Procurement Contracts60.0050 B&V Purchase Requisitions (Internal)60.0100 B&V Purchase Orders (Internal)61.0000 Structural Equipment and Material61.0401 Coal Handling System61.0402 Limestone Handling61.0486 Mobile Equipment61.0805 Grouting61.0806 Painting'61.3200 HVAC, Lighting, Conduit, Outlets, etc61.3801Ductwork and Support Steel61.3802Ductwork Expansion Joints and Dampers61.3803Anchor Bolts61.3804Anchor Bolt Frames61.6004 Adhesive and Expansion Anchors62.0000 Mechanical Equipment and Material62.0201 Particulate Removal Equipment (ESP)62.0202 Flue Gas Scrubber (FGD)62.0205 Continuous Emissions Monitoring Equipment62.0805 Fire Protection and Detection Systems (F&E)62.1400 Insulation and Lagging Materials (F&E)62.1801 Ash Handling Equipment62.2201 Small Bore Piping62.2202 Pipe62.2400 Piping Specialties (Misc Mechanical)62.2408 Pipe Supports62.2418 Primary Flow Elements62.2610 Fuel Oil Pumps62.2613 General Service Horizontal Pumps62.2614 General Service Vertical Pumps62.3403 Induced Draft Fans62.3601 Field Erected Tanks (F&E)62.3800 Valves63.0000 Electrical Equipment and Material63.0800 Insulated Conductors63.3600 Switchgear and Motor Control Assemblies63.5010 Grounding Materials and Equipment63.5020 Raceway - Duct Bank Materials63.5021 Raceway - Cable Tray64.0000 Instrumentation64.0203 CEMS Equipment64.1000 Instrumentation65.0000 Chemical Equipment65.0622 Laboratory Analytical Equipment70.0000 Consortium Construction Contracts76.0500 Freight Forwarding78.0400 Testing and Related Services78.1100 Project Field Staff78.1200 Project Field Office Expense and JV Partner G&A78.1300 Temporary Facilities78.1400 Temporary Utilities78.1500 Construction Equipment78.1556 Small Tools and Consumables78.1600 Site Services78.1900 Safety78.2041 Construction Testing78.2043 Preoperational Testing, Startup, and Calibration 80.0000 Construction Support Services82.0000 Project Site Management82.1000 Site Correspondence82.1001 Site Correspondence82.1002 Site Photos82.2000 Organization and Staffing82.2100 Expatriate Staff82.2110 Expatriate Time Sheets82.2120 Expatriate EBER82.2130 Expatriate Vacation82.2200 Local Staff Site (Local Staff Report to SC)82.2210 Local Time Sheets82.4000 Project Administration (General Business with Local Companies)82.4100 Miscellaneous Material Quotations82.5000 Site Meeting Minutes83.0000 Scheduling, Monitoring, and Reporting84.0000 Site Contract Administration85.0000 Construction Coordination86.0000 Labor Relations and Management87.0000 Loss and Risk Management87.0100 Site Safety Manual (Medical/Trash Disposal)87.0200 Site Security Manual (ID Badges, Vehicle Pass)88.0000 Quality Assurance Program Administration89.0000 Construction/Startup/Operation Interface and Coordination90.0000 Engineering Completion91.0000 Preoperational Procedures and Testing/Commissioning95.0000 Operating Manuals96.0000 Training97.0000 Warranty Administration99.1100Engineering Cost99.1200B&V Construction Management99.1300Two Year Spares99.1500 Project Insurance99.1600 Project Bonds99.1800 Permits and Fees99.1900 Taxes and Duties5.Project MailboxDuring project initiation, a specific project mailbox will be set up by project management for effective project correspondence filing. The project mailbox should be copied on every official correspondence relevant to project. For TJB project, the project mailbox address is P145236TJB@. Any emails which need to go into documentum should be sent to the project mailbox. When sending e-mails to vendors, clients, or other project team members, select P145236TJB@ in the Global listing along with other names you are sending the e-mail to. It then goes into an e-mail cabinet that the secretary can open and process. The email subject line should follow the project correspondence format and include project number, file numbers, date and subject. For example:145236.62.2202.01D 070818 FGD Change Order No. 1(other file numbershere separated by commas)(Main file #) (Date: yymmdd) (Subject) (other file numbers at the end,keep to a minimum)How do they work together?1)Drawings:Every drawing from/to vendor/clients needs to be processed in POWRTACK.J05 is the POWRTRAK database used for storage and control of Black &V eatch drawings. It contains only Black and V eatch drawings and allows employees to quickly and easily access drawings for the projects they are working on.J07 is the POWRTRAK database system that stores all the vendor drawings and documents for Black and V eatch’s projects. It will provide you with information regarding any non-Black and Veatch designed aspect of your project. The main users of J07 are primarily Black & V eatch Engineers.Reviewers review the shop drawings from vendors base on the specification they are assigned. Consolidators review and consolidate the relevant marking.The Drawing Control Clerk is the one who return drawing comments to vendors.2) Project e mails & other project files:Project records including but not limit to contracts, specifications & correspondence are requested to archive into project cabinet in documentum.All project team members have the responsibility to archive their project files or delegate project secretary to do that.All files archived into documentum should have subject lines which clearly and fully summarize the contents of the files.。