GEIC - DNS - Documents Number System - Rev 0 PDF

GULF ENGINEERING & ‫الخليـــج لالستشــارات‬
INDUSTRIAL CONSULTANCY ‫الھندسيـــة و الصناعيـــة‬
Issue No.: 01 Rev. No.: 0

GULF ENGINEERING &
INDUSTRIALCONSULTANCY Date: April 26,
Page: 1 of 15
2011
Front Page Doc. No.: GM/ DNS/001
DOCUMENTS NUMBERING SYSTEM

(SITE SUPERVISION)
0 26th April , 2011 Issued for Approval Eng. Yousry Ibrahim Farag
DESCRIPTION OF
REV DATE
REVISION PREPARED BY APPROVED BY
REVIEWED BY
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Doc. No.: GM/ DNS/001 Prepared By Eng. Yousry I. Farag ,PMP, LEED
REV 0 Page 1 of 15
Telephone: 4422120 Fax:: 4422150 P.O. Box 9811 Doha, Qatar

Website : www.geicqatar.com - Email: geicqatar@qatar.net.qa
Documents Numbering System

The document numbering system shall be followed as under:-
1. Quality Manual:-
GM/QM/YY Rev. (0)
Abbreviation:
GM: Gulf Engineering Management System
QM: Quality Management System
YY : Sequential Number starting from 01 to onwards
2. Procedure Manual (include 19 Procedures as per IS0 9001 : 2008):-

GM/QPM/YY Rev. (0)
Abbreviation:
GM : Gulf Engineering Management System

QPM: Quality Procedure Management
3. Documents Numbering System
GM/DNS/YY Rev. (0)

Abbreviation:

DNS: Document Numbering System
4. GEIC Methodology
GM/MDG/YY Rev. (0)

Abbreviation:
GM : Gulf Engineering Quality Management System
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MDG: Methodology of Gulf Engineering

5. Project Managment Plans:-
GM/PMP/YY Rev. (0)
Abbreviation:

PMP: Project Management Plan
Note: PMP (Project Management Plan) shall be prepared in line with the
master PQP template of GEIC incorporating the details is renumbered
specify for the site individually.
PMP numbering for sites shall be as follows:-
GM/Gxxxx/PMP/YY Rev. (0)
Abbreviation:
GXXXX: The Five Letter Project Code
PMP : Project Management Plan
YY : Sequential Number System from 01 to onwards
The Project Management Plan (PMP) is consists of Site Management Plan’
(SMP) in order to set out the process of Supervision & (HSE) Testing and
Health Safety & Information Plan (HSE) for adequacy in meeting the Client
Project HSE and Qatar regulations requirements.
6. Method Statement Numbering:-

GM/Gxxxx/LOC/MS/D/YY, Rev. (0)
Abbreviation:

GXXXX: Five Letters Project Code
LOC : Location of project
MS : Method Statement
D : Department / Discipline Type
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YY : Sequential Number System from 01 to onwards
7. Technical Submittal Numbering:-

GM / Gxxxx/ /LOC/ZZ / D/ YYY, Rev. (0)
Abbreviation:
Gxxxx: Five Letters Project Code
ZZ : Type of submittal
MD : Manufacture Date
CT : Certificate
GT : Guarantee
IR : Inspection Request
SD : Shop Drawing
MR : Monthly Report
WR : Weekly Report
PR : Prequalification
TS : Test
SM : Sample
CL : Check list
TP : Inspection and Test Plan
CC : Structural Calculation Design sheet
DD : Drawing / Co-ordination drawings
D: Department Responsible / Discipline Type
A: Architectural Department ( landscaping –site improvement –building

Finish-paint –internal design-
E: Electrical Department ( instrumentation –telecommunication)
M: Mechanical Department
M – HVAC , package units
F – Fire Fighting
P – Plumbing, drainage
C. Civil/ Structural Department ( piling –foundation- structure )
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R.: Roard/Highway /Infrastructure Department

T: Tendering Department /Quantity Survey/ planning /
Q: QA/QC / Document control Department
H: Human Resources & Personnel and Administration Dept.
P: Projects/Supervision/Contracts Project Dept. (Sites) / Construction
F: Financial / Account Purchasing/Inventory Department
I : Information Technology Department
YYY: Serial Number in 3 Digits
8. Sample Submittal Numbering:-

GM/Gxxxx/ LOC/SM/ D/YYY Rev. (0)
Abbreviation:

Gxxxxx: Five Letters Project code
SM : Sample
D : Department Code Number
YYY : Sequential Number Starting from 001 to on wards
9. Material Submittal Numbering:-

GM/Gxxxx/ LOC/ MT/ D/YYY Rev. (0)
Abbreviation:

Gxxxxx: Five Letters Project code
LOC : Location of projec
MT : Material submittals
YYY : Sequential Number Starting from 001 to on wards
10. Shop Drawing Submittals Numbering:-

GM/Gxxxx/ LOC/SD/ D/YYY ,Rev. (0)
Abbreviation:
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Gxxxx: Five Letters Project code
SD : Shop Drawings submittals
YYY : Sequential Number Starting from 001 to on wards.
11. Department Code Numbering:-

GM/ D/ YY , Rev. (0)
Abbreviation:
D: Department
A: Architectural Department
E: Electrical Department
M - HVAC
F – Fire Fighting
P - Plumbing
C. Civil/ Structural Department

12. File Numbering:-

GM / Gxxxx/LOC / GG/ D / YYY, Rev. (0)
Abbreviation:
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GG : Coding system
13. Revision Numbering:-
Rev. (0)
Abbreviation:
Wherever Document is number, Revision Number shall be including :
Revision Number shall be 0, 1, 2, 3… in ascending order for all documents
generated in GEIC.
14. Quality Forms:

GM/Fxx/D/YYY , Rev. (0)
Abbreviation:

Fxx : Management Forms categorized according to knowledge areas as
follows :
Xx :
Project Integration Forms F01
Project Scope Forms F02
Project Time Forms F03
Project Cost/ Financial Form F04
Project Quality Forms F05

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Project Human Resource Forms F06
Project Communication Forms F07
Project Risk Forms F08
Project Procurement Forms F09
Project Safety Forms F10
Project Environmental Forms F11
Project Claim Forms F12
D: Department
M - HVAC
F – Fire Fighting
P - Plumbing

15. Projects Correspondence
GM/Gxxxx/LOC/ZZ/RR/YYY , Rev. (0)

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Abbreviation:
LOC : Location of project/Package No.
ZZ : Type of Document : LR, FX, …. etc.
RR : Receptionist : ASHGHAL , GWC… etc.
YYY : Sequential Number Starting from 001 to on wards., starting from
001 to 999.
16. Inter Office Numbering:-

GM / Gxxxx/LOC / ZZ / RR/ YYY , Rev. (0)
Abbreviation:
M : Memo
ZZ : Type of Document :, M
YYY : Serial Number in 3 digits
17. Pre qualification Subcontractors / Suppliers Submittals :-

GM / Gxxxx /LOC/ PR/ZZ/RR / YYY, Rev. (0)
Abbreviation:
PR : PrequalificationSUB contractor , SUPllier
ZZ : Type of Document : PR.
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Based on the above , the submission will depends on type of documents .

i.e. any correspondence will be treated through Administrative Document
Numbering to be send with cover letter like :
MR Monthly Report
WR Weekly Report
SC Schedule
IN Insurance
OZ Organization
CV C.V's .
PS Procurement schedule .
PR Prequalification subcontractor
MM Memo
CE Certificate
GR Guarantee
RFI Request For Information
MOM Minutes of meeting
DNS Document Numbering System
MDG Methodology of work
PMP Project Management Plan
.
The general format for numbering system shall be :
G M - G x x x x - L O C - Z Z - R R - Y Y Y
GM /Gxxxx /LOC /ZZ /RR /YYY
Example : GM/G1102/Wab/LR/ASHGAL/125
Abbreviation:
LOC : Location of project/Package No.
ZZ : Type of documents .
RR : Receptionist : ASHGHAL., GWC, CONTRACTOR
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YYY : Sequential Number Starting from 001 to on wards up to end of

each year., starting from 001 to new year.
But , for technical documents will treated through Technical Document

Numbering to be send with transmittal like :
MT Material transmittals
TS Test
MS Method Statement
CC Calculation, Structural Calculation
DD Drawings ( Coordination dwg , As built dwg ,
fabrication dwg )
SD Shop Drawing
QM Quality Manual
MD Manufacture Data
IR Inspection Request
SM Sample
CL Check list
TP Inspection and Test Plan
SK Sketch
SP Specification
BO Bill Of quantity
PS Project Status
NN Other
The general format for numbering system shall be :
G M - G x x x x - L O C - Z Z - D - Y Y Y
GM / Gxxxx/LOC/ ZZ / D/ YYY, Rev. (0)
Example : GM/G1102/WAB/MT/A/007
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Abbreviation:
ZZ : Type of submittal
MD : Manufacture Date
CT : Certificate
GT : Guarantee
IR : Inspection Request
SD : Shop Drawing
MR : Monthly Report
WR : Weekly Report
PR : Prequalification
TS : Test
SM : Sample
CL : Check list
TP : Inspection and Test Plan
SC : Structural Calculation Design sheet
CD : Co-ordination drawings
D: Department Responsible / Discipline Type
M - HVAC
F – Fire Fighting
P - Plumbing

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YYY: Serial Number in 3 Digits
Date transmission could be through :

By Hand .:
Received by signature + company stamp
By Facsimile :
Received by Transmission sheet
Through E mail..:
Received by transmission time and date
Type of transmission :
Hard Copy :
MR Monthly Report
WR Weekly Report
SC Schedule
IN Insurance
OZ Organization
CV C.V's .
MM Memo
CE Certificate
GR Guarantee
LR Letter
FX Fax
TS Test
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MS Method Statement
fabrication dwg )
SD Shop Drawing
QM Quality Manual
MD Manufacture Data
SM Sample
CL Check list
SK Sketch
SP Specification
BO Bill Of quantity
PS Project Status
NN Other
Soft Copy :
MR Monthly Report
WR Weekly Report
SC Schedule
IN Insurance
OZ Organization
CV C.V's .
MM Memo
CE Certificate
GR Guarantee
LR Letter
FX Fax
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TS Test
MS Method Statement
fabrication dwg )
SD Shop Drawing
QP Quality Plan
MD Manufacture Data
CL Check list
SK Sketch
SP Specification
BO Bill Of quantity
PS Project Status
NN Other
END
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GULF ENGINEERING & ‫الخليـــج لالستشــارات‬

INDUSTRIAL CONSULTANCY ‫الھندسيـــة و الصناعيـــة‬

Issue No.: 01 Rev. No.: 0

Front Page Doc. No.: GM/ DNS/001

DOCUMENTS NUMBERING SYSTEM

Telephone: 4422120 Fax:: 4422150 P.O. Box 9811 Doha, Qatar

Documents Numbering System

2. Procedure Manual (include 19 Procedures as per IS0 9001 : 2008):-

GM : Gulf Engineering Management System

3. Documents Numbering System

GM/DNS/YY Rev. (0)

GM : Gulf Engineering Management System

GM/MDG/YY Rev. (0)

GM : Gulf Engineering Quality Management System

Telephone: 4422120 Fax:: 4422150 P.O. Box 9811 Doha, Qatar

MDG: Methodology of Gulf Engineering

5. Project Managment Plans:-

GM/PMP/YY Rev. (0)

GM : Gulf Engineering Quality Management System

GM/Gxxxx/PMP/YY Rev. (0)

6. Method Statement Numbering:-

GM : Gulf Engineering Quality Management System

Telephone: 4422120 Fax:: 4422150 P.O. Box 9811 Doha, Qatar

YY : Sequential Number System from 01 to onwards

7. Technical Submittal Numbering:-

Gxxxx: Five Letters Project Code

LOC : Location of project

D: Department Responsible / Discipline Type

A: Architectural Department ( landscaping –site improvement –building

C. Civil/ Structural Department ( piling –foundation- structure )

Telephone: 4422120 Fax:: 4422150 P.O. Box 9811 Doha, Qatar

R.: Roard/Highway /Infrastructure Department

YYY: Serial Number in 3 Digits

8. Sample Submittal Numbering:-

GM : Gulf Engineering Quality Management System

9. Material Submittal Numbering:-

GM : Gulf Engineering Quality Management System

10. Shop Drawing Submittals Numbering:-

Telephone: 4422120 Fax:: 4422150 P.O. Box 9811 Doha, Qatar

GM : Gulf Engineering Management System

11. Department Code Numbering:-

C. Civil/ Structural Department

12. File Numbering:-

Telephone: 4422120 Fax:: 4422150 P.O. Box 9811 Doha, Qatar

GM : Gulf Engineering Management System

13. Revision Numbering:-

14. Quality Forms:

GM : Gulf Engineering Management System

Project Integration Forms F01

Project Scope Forms F02

Project Time Forms F03

Project Cost/ Financial Form F04

Project Quality Forms F05

Telephone: 4422120 Fax:: 4422150 P.O. Box 9811 Doha, Qatar

Project Human Resource Forms F06

Project Communication Forms F07

Project Risk Forms F08

Project Procurement Forms F09

Project Safety Forms F10

Project Environmental Forms F11

Project Claim Forms F12

C. Civil/ Structural Department

YYY : Sequential Number Starting from 001 to on wards.