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Project Quality Plan
guru

November 23, 2016

CIVIL CONSTRUCTION

Comments

1 Introduction
THIS DOCUMENT, THE COMPANY NAME QUALITY PLAN FORMS PART OF THE
PROJECT BUSINESS PLAN.
THE PROJECT BUSINESS PLAN IS THE COMPANY MANUAL, WHICH DESCRIBES THE
COMPANY STRATEGY FOR CONTROLLING THE PROJECT THROUGHOUT THE
CONSTRUCTION PROCESS, FROM DESIGN TO HANDOVER.
THE PROJECT QUALITY PLAN OUTLINES THE SPECIFIC QUALITY CONTROL MEASURES,
WHICH SHALL BE DEVELOPED AND IMPLEMENTED. THESE SHALL PRINCIPALLY COMPRISE
OF METHOD STATEMENTS, INSPECTION AND TEST PLANS AND GUIDANCE NOTES FOR
COMPLIANCE AND CONTINUAL IMPROVEMENT.
THE COMPANY QUALITY SYSTEM IS SUBJECTED TO INTERNAL AUDITS IN ACCORDANCE
WITH AN AUDIT SCHEDULE PREPARED FOR THE COMPANY.

2 Scope of work.
THE PROJECT CONSISTS OF CONSTRUCTION OF ANY NUMBERS OF BUILDINGS FOR ANY
PURPOSE, ANCILLARY BUILDINGS, EARTHWORK, COMPOUND WALL, PLAY COURTS,
WALKWAYS, LANDSCAPING, ASPHALTING, SEWAGE TREATMENT PLANT AND ALL
ASSOCIATED ELECTRO-MECHANICAL SERVICES.
3 Project Organisation and Responsibilities
THE BELOW TABLE DETAILS IS RELATIONSHIP BETWEEN THE PROJECT QUALITY
TEAM AND THE REST OF THE COMPANY PROJECT TEAM AND THEIR ROLES AND
RESPONSIBILITIES.

4 Project Quality Control

4.1 Document Control
ALL DOCUMENTS CARE SHOULD BE TAKEN TO AVOID DUPLICATION OF DOCUMENTATION,
WHEREVER POSSIBLE.
ADDITIONAL OR INTERNAL COMPANY REQUIREMENTS WILL FOLLOW THE APPLICABLE
PROCEDURES DETAILED IN THE FOLLOWING SECTION.
AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM WILL BE DEVELOPED FOR THE
PROJECT. THIS TOOL ENABLES THE CONTROL OF RECEIPT, DISTRIBUTION AND
COMMUNICATION OF RELEVANT INFORMATION BETWEEN ALL RELEVANT PARTIES
INVOLVED.
SUBMISSION AND ANY SUBSEQUENT COMMENTS CAN BE ELECTRONICALLY MADE,
INCORPORATED, MONITORED AND DISTRIBUTED BETWEEN ALL PARTIES WHOSE LOGIC IS
LINKED.
DOCUMENTATION AND CORRESPONDENCES BETWEEN ALL PARTIES CAN ALSO ACHIEVE
CONTROLLED SUBMISSION, APPROVAL (OR OTHERWISE), DISTRIBUTION, COMMUNICATION
AND MONITORING ACCORDINGLY.
THE ELECTRONIC DOCUMENT MANAGEMENT SYSTEM WILL PRIMARILY BE UP-DATED BY
DOCUMENT CONTROL AND VARIOUS KEY DEPARTMENT STAFF MEMBERS.
ALL DOCUMENTS, BOTH INCOMING AND OUTGOING, WILL BE SUBJECT TO CONTROLS
APPLICABLE TO THEIR PURPOSE. THE TYPE OF DOCUMENT DETERMINES HOW IT IS TO BE
DEALT WITH.
‘CONTROLLED DOCUMENTS’ AS DISTINCT FROM CORRESPONDENCE, INCLUDES BUT IS
NOT LIMITED TO DRAWINGS, SPECIFICATIONS, QUALITY DOCUMENTS, TEMPORARY
WORKS DESIGNS, METHOD STATEMENTS, INSPECTION AND TEST PLANS, HEALTH AND
SAFETY PLAN, LIFTING OPERATIONS PLAN, FIRE PLAN, TECHNICAL QUERIES,
INSTRUCTIONS, CONTRACTUAL DOCUMENTATION, RECORDS OF SAMPLES AND
BENCHMARKS.
CONTROLLED DOCUMENTS WILL BE MANAGED USING THE ELECTRONIC DOCUMENT
MANAGEMENT SYSTEM DOCUMENT MANAGEMENT SYSTEMS SUCH THAT REFERENCE
NUMBERS, STATUS, REVISIONS, UPDATES, ISSUE, DISTRIBUTION AND NUMBER OF COPIES
ARE PROPERLY RECORDED. DOCUMENT TRANSMITTALS WILL BE USED.

4.1.1 Controlled Documents

4.1.1.1 Document Status
THE STATUS OF DOCUMENTS IN THE PROJECT SHALL FOLLOW THE DESIGNATIONS
STIPULATED IN THE PROJECT BUSINESS PLAN (PBP). DESIGNATION OF DOCUMENTS AS
PER LATEST REVISION OF PBP SHALL BE IN USE. DOCUMENTS UPLOADED TO ELECTRONIC
DOCUMENT MANAGEMENT SYSTEM AND DISTRIBUTED AMONG PROJECT MEMBERS SHALL
BE DESIGNATED WITH A STATUS AS SUMMARIZED BELOW:

Status Use

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 For documents which
Issued for
01 will not be used for
Information
construction.

Issued for For documents suitable

02
Construction for use in construction

For documents to be
Issued for
03 approved by client or
Approval
lead consultant

For all documents that

04 Draft are issued in draft
mode

For all documents that

have been issued to
core group

Issued for
FOR
05
Review
REVIEW
AND
COMMENT
4.1.2 Working drawings
A SCHEDULE OF WORKING DRAWINGS WILL BE PRODUCED TOGETHER WITH ISSUE DATES
AS AGREED BY THE APPOINTED DESIGN MANAGER. ON-SITE DISCUSSIONS WILL TAKE
PLACE BETWEEN THE DESIGN TEAM AND CONTRACTOR TO ESTABLISH LEAD TIMES FOR
DRAWING APPROVALS.

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4.1.3 Electronic Drawings
ELECTRONIC TRANSFER OF DRAWINGS WILL BE DONE FOLLOWING THE PROCESS LAID
OUT IN THE SECTION OF THE PROJECT BUSINESS PLAN (PBP).

4.1.4 Superseded Drawings

SUPERSEDED DRAWINGS WILL BE MARKED AND SEGREGATED FROM CURRENT
ONES. THE SUPERSEDED VERSIONS MAY BE RETAINED AS REQUIRED BY THE
COMMERCIAL DEPARTMENT OR DISPOSED OF.

4.1.5 Specifications, Instructions and

Programmes
THESE WILL BE RECORDED USING THE ELECTRONIC DOCUMENT MANAGEMENT SYSTEM
ENABLING STATUS, TRACKING, RECORDING AND MONITORING TO BE
ACHIEVED. RESPONSES TO RFIS WILL BE RECEIVED IN ACCORDANCE WITH THE
CONTRACT REQUIREMENTS AND PROJECT PROCEDURES.

4.1.6 Incoming correspondence and faxes

ALL CORRESPONDENCE WILL BE OPENED AND THE DATE AND DISTRIBUTION STAMP
APPLIED, WITH THE EXCEPTION OF THE FOLLOWING, WHICH WILL DELIVER DIRECTLY TO
PRIVATE AND CONFIDENTIAL CORRESPONDENCE ADDRESSEE
TENDER RETURNS PURCHASING MANAGER UNOPENED
RFIS, DOCUMENT CONTROL
ORIGINAL INVOICES QS DEPARTMENT
VALUATIONS QS DEPARTMENT
PRE-CONTRACT CORRESPONDENCE WITH SUBCONTRACTORS/COPY FOR THE DAY FILE,
ORIGINAL TO SUPPLIERS ADDRESSEE
THE PROJECT LEADER OR HIS NOMINEE NOTING THE PERSON RESPONSIBLE FOR ACTION
WILL MARK THE DISTRIBUTION ON THE DISTRIBUTION STAMP.
THE ORIGINAL OF ALL CORRESPONDENCE (EXCEPT AS NOTED ABOVE) WILL BE HELD IN
THE CENTRAL FILE.
INCOMING FAXES WILL IMMEDIATELY BE COPIED AND THE ORIGINAL WILL BE HANDED
OVER TO THE ADDRESSEE. THE COPY WILL BE TREATED AS AN ITEM OF INCOMING
CORRESPONDENCE. FAX PAPER WILL BE COLORED TO DIFFERENTIATE IT AS BEING AN
ORIGINAL DOCUMENT.

4.1.7 Outgoing correspondence and faxes

THE PROJECT LEADER OR NOMINEE WILL ENDORSE ALL OUTGOING CORRESPONDENCE
PRIOR TO IT BEING SIGNED AND ISSUED BY THE ORIGINATOR. THE PROJECT LEADER OR
COMMERCIAL MANAGER WILL SIGN FINANCIAL MATTERS.
ALL RELEVANT CORRESPONDENCE WILL BE DISTRIBUTED. DISTRIBUTION WILL BE ISSUED
TO OTHERS AT THE DISCRETION OF THE CONTRACTOR.
THE ORIGINATOR WILL MARK THE INTERNAL DISTRIBUTION OF THE CORRESPONDENCE,
WHICH FOR FORMAL LETTERS WILL ONLY APPEAR ON THE CONTRACTOR COPY OF THE
DOCUMENT.
THE CENTRAL FILE WILL ALWAYS RECEIVE A COPY.
ALL OUTGOING CORRESPONDENCE WILL BE GIVEN A UNIQUE NUMBER TOGETHER WITH
THE ORIGINATOR’S INITIALS AS A REFERENCE AND WHERE APPLICABLE WILL REFER TO A
PACKAGE NUMBER.
STANDARD TEMPLATES FOR LETTERS, FAXES, MEMORANDA, MINUTES ETC WILL BE HELD
BY THE ADMINISTRATION DEPARTMENT. CONTRACTOR PERSONNEL SHOULD USE THESE
STANDARD TEMPLATES WHEN THEY GENERATE THEIR OWN CORRESPONDENCE.
OUTGOING FAXES WILL BE DEALT WITH AS NORMAL
CORRESPONDENCE. ACKNOWLEDGEMENT RECEIPTS OF OUTGOING FAXES WILL BE KEPT
WITHIN THE CENTRAL FILING SYSTEM.

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4.1.8 Filing System
THE QS DEPARTMENT WILL BE RESPONSIBLE FOR ESTABLISHING THE MASTER FILING
SYSTEM FOR THE PROJECT COMPLETE WITH A COPY OF THE FILING CODES. ALL
DEPARTMENTS SHOULD INTEGRATE THEIR FILING SYSTEM WITH THE MASTER FILING
SYSTEM THEY’RE BY AVOIDING DUPLICATION AND INFORMATION GAPES.

4.1.9 E-mails
ALL CORRESPONDENCE BETWEEN CORE GROUP MEMBERS WILL BE THROUGH
ELECTRONIC DOCUMENT MANAGEMENT SYSTEM.
INCOMING E-MAILS RECEIVED BY INDIVIDUALS WILL BE COPIED AND TREATED AS FOR
ORIGINAL CORRESPONDENCE (E.G. COPIED TO THE PROJECT LEADER OR NOMINEE FOR
STAMPING, DISTRIBUTION AND COPYING). A CENTRAL EMAIL ADDRESS WILL BE PROVIDED
TO ENSURE THE CENTRAL FILE RECEIVES A COPY. THE ADDRESSEE WILL DEAL WITH
CONFIDENTIAL E-MAILS.
OUTGOING E-MAILS WILL BE DEALT WITH AS FOR OUTGOING CORRESPONDENCE
ENSURING AUTHORITY FOR SIGNING AND COPIED TO CENTRAL FILE.
IT IS THE DISCRETION OF THE EMPLOYEE TO ASCERTAIN WHETHER E-MAILS ARE TO BE
FILED AS PER THE ABOVE PROCESS.

4.1.10 Records and Data retention

THERE ARE TWO FORMS OF RECORDS; THOSE REQUIRED FOR HANDOVER AS PART OF
THE FINAL RECORD PACKAGES AND THOSE USED DURING THE CONSTRUCTION PROCESS.
HARDCOPY CONSTRUCTION RECORDS WILL BE KEPT AS PRESCRIBED BY THE
CONTRACT. THESE WILL BE SEGREGATED BY DISCIPLINE OR PACKAGE, COLLATED IN
ORDER AND SUITABLY BOUND TO AVOID INADVERTENT MIX-UP. RECORDS WILL BE
HOUSED IN MARKED BOXES WITH A REGISTER KEPT SHOWING THEIR CONTENTS.
ELECTRONIC RECORDS WILL ALSO BE KEPT AND BOXED, LABELED AND A REGISTER
KEPT. HOWEVER, IT IS THE HARDCOPY VERSION, WHICH WILL BE USED AS MASTER
RECORDS.
RECORDS WILL BE ARCHIVED TO AN ARCHIVING FACILITY AS ESTABLISHED BY THE
COMPANY.
A FORMAL PROCEDURE FOR COMPILATION AND HANDOVER, IF REQUIRED, WILL BE
PREPARED BY THE CONSTRUCTION MANAGERS.
FURTHER INFORMATION IS AVAILABLE IN THE DOCUMENT CONTROL SECTION OF
INFOSYSTEM
IN ADDITION TO THE ABOVE ELECTRONIC DOCUMENT MANAGEMENT SYSTEM WILL BE
AVAILABLE, WHICH IS AN INTRANET/SHARED DRIVE BASED APPLICATION THAT ENABLES
COLLABORATION BETWEEN PROJECT TEAM MEMBERS. THIS PROVIDES RIGOR TO THE
BUSINESS-TO-BUSINESS AND PEER-TO-PEER INFORMATION EXCHANGES (BUSINESS
PROCESSES) INVOLVED IN A PROJECT LIFECYCLE, FACILITATING THE TARGETED
DISTRIBUTION OF PROJECT INFORMATION TO TEAM MEMBERS. IT WOULD PRIMARILY BE
USED FOR DRAWING TRANSMITTALS BETWEEN ALL PARTIES INVOLVED. THE SYSTEM
ALLOWS ACCESS RIGHTS TO COMMENT, REVISE AND APPROVE DRAWINGS AND OTHER
DOCUMENTATION. NECESSARY GUIDANCE AND TRAINING SHALL BE PROVIDED FROM TIME
TO TIME FOR THE RELEVANT PERSONS AS PER THE REQUIREMENTS.

4.2 Establishment of Method Statements and Inspection & Test

Plans:
A RISK ASSESSMENT AND INSPECTIONS AND TEST PLAN WILL ACCOMPANY ALL
METHOD STATEMENT. THESE DOCUMENTS ARE INTENDED TO DESCRIBE AND DEFINE
SAFE WORKING SYSTEMS FOR THE SEQUENCING OF ENGINEERING, MANAGEMENT,
CONSTRUCTION AND SAFETY ACTIONS. THE MANAGEMENT OF THE PRODUCTION OF
METHOD STATEMENTS, INCLUDING ASSIGNMENT OF RESPONSIBILITIES, PREPARATION,
CHECK, REVIEW, AMENDMENT AND SUBMITTAL TO THE ENGINEER ARE IDENTIFIED WITHIN
THESE METHOD STATEMENTS. METHOD STATEMENTS ARE PRODUCED FOR ALL
CONSTRUCTION EXECUTION ACTIVITIES. THE ISSUE OF THE DOCUMENTS IS THROUGH
THE CONTRACTOR DOCUMENT CONTROL DEPARTMENT, WHO MAINTAIN A REGISTER OF

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 METHOD STATEMENT PREPARATION AND SUBMITTAL WITH THE ELECTRONIC DOCUMENT
MANAGEMENT SYSTEM.
THE PREPARATION OF THESE METHOD STATEMENTS IS THE RESPONSIBILITY OF THE
PROJECT ENGINEER AND OR HIS DELEGATE AND APPROVED BY THE CONSTRUCTION
MANAGER. THE QUALITY REPRESENTATIVE WILL CONDUCT SAMPLE REVIEWS AS A
MINIMUM.
METHOD STATEMENTS ARE REQUIRED TO BE PRODUCED FOR ALL SIGNIFICANT
ACTIVITIES. THE CONTRACTOR FORMAT AS DEFINED IN THE TECHNICAL MANAGEMENT
SECTION OF INFOSYSTEM IS PROPOSED UNLESS OTHER SPECIFIC PROJECT
REQUIREMENTS ARE PREFERRED.
ALL METHOD STATEMENTS WILL BE CHECKED BY THE PROJECT MANAGER OR MANAGER
RESPONSIBLE, AND FORMALLY APPROVED. ALL METHOD STATEMENTS INFLUENCING
EITHER THE WORKS OR SAFETY ARE TO BE SUBMITTED TO THE ENGINEER.
EACH METHOD STATEMENT WILL IDENTIFY WORK PROCEDURES. THE METHOD OF
PRODUCTION, TEMPORARY WORKS, MATERIALS, STANDARDS, EQUIPMENT, SAFETY
PRECAUTIONS, PROTECTION AND LOGISTICS INVOLVED. PROVISIONS FOR INSPECTION
WILL BE SPECIFIED.
THE WHOLE SITE TEAM ARE RESPONSIBLE FOR THE SUCCESSFUL IMPLEMENTATION AND
COMPLIANCE WITH THESE DOCUMENTED REQUIREMENTS WITHIN THE METHOD
STATEMENTS.
THE QUALITY REPRESENTATIVE WILL CONDUCT SAMPLE SURVEILLANCES TO VERIFY
COMPLIANCE AND OR AS REQUIRED. QUALITY AUDITS WILL CONFIRM COMPLIANCE TO
INSPECTION TEST PLANS.
INSPECTIONS AND CHECKLISTS WILL FORM PART OF THE DOCUMENTED EVIDENCE OF
COMPLIANCE.

4.3 Temporary Works

TEMPORARY WORKS WILL BE EXECUTED, MONITORED AND RECORDED BY CONTRACTOR.
THIS PROCESS WILL COMPLY WITH THE SPECIFIC PROCEDURE DEVELOPED FOR THE
PROJECT.

4.4 Management of Design / Detailing

WITHIN THE CONTRACTOR ORGANIZATION, ALL DESIGN/DETAIL ISSUES WILL BE MANAGED
BY THE SITE BASED TECHNICAL DEPARTMENT, REPORTING TO THE TECHNICAL MANAGER.
THE PRIME RESPONSIBILITIES OF THE TECHNICAL DEPARTMENT ARE:

1. Providing engineering support to all facets of the contractor organization. This includes the review
of design for buildability, proposing alternative design solutions and co-ordination of all design
queries. Formal communication within the Technical Department is managed through minutes by
weekly meetings. Formal communication with the Engineer is managed via submittals. In addition,
a bi-weekly meeting is convened between Engineer and contractor technical personnel.
2. Management of Shop Drawing Preparation – The responsibility of Shop Drawing Preparation will
be as per the roles and responsibilities defined within the (Appendix A)
3. Management of As-Built records, in accordance with the Contract Close-out process
4. Management of Design by Others. Where this option is exercised, Site Procedures will be
produced in order to define this activity.

4.5 Inspections On /Off Site

THE RELEVANT SITE ENGINEER AND OR HIS DELEGATE WILL GENERALLY CONDUCT
INSPECTIONS. THE QC REPRESENTATIVE WILL ASSIST AND CONDUCT SAMPLE
SURVEILLANCES AND SPECIFIC INSPECTIONS AS AND WHEN REQUIRED. EACH
INSPECTION TEST PLANS WILL IDENTIFY THE RESPONSIBILITIES OF THE PROCESS
OWNERS AND THE ENGINEER IN RELATION WITH APPROVING THE ELEMENTAL
INSPECTIONS OF THE PROCESSES.
‘INSPECTION REQUESTS’ WILL BE FORWARDED TO THE CLIENT’S REPRESENTATIVE FOR
THEIR APPROVAL/COMMENTS.
FOR WORKS, WHICH ARE NOT IN COMPLIANCE WITH REQUIREMENTS, THESE SHALL BE
RECORDED AND MONITORED UNDER THE NCR SYSTEM. THE NCR SYSTEM WILL RECORD

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 DISCREPANCIES AND ANALYZE ANY TRENDS FOR IMPLEMENTATION OF PREVENTIVE
MEASURES.
FOR SPECIFIC CONSTRUCTION INSPECTION CHECKLISTS, I.E. EARTHWORKS, CONCRETE
FOUNDATIONS, CONCRETE GROUND FLOOR SLAB ETC. (APPENDIX B)

4.6 Third Party Inspection/ Test Agency

FOR THE APPOINTMENT AND SUBSEQUENT MANAGEMENT OF ADDITIONAL THIRD PARTY
INSPECTION/TEST AGENCY, THE CONTRACTOR WILL RISE AN INSPECTION REQUEST FOR
THE CONSULTANT AND TAKE THE APPROVAL BEFORE THE EXECUTION OF WORKS.
THE INTERACTION BETWEEN THE TESTING AGENCY, CONTRACTOR AND CLIENT WILL BE
DEFINED WITHIN THE TESTING AGENCY’S ITP (OR EQUIVALENT DOCUMENT), WHICH SHALL
BE SUBMITTED BY THE CONTRACTOR FOR APPROVAL.

4.7 Sub-Contractor Control:

MAJOR SUB-CONTRACTORS, SUPPLIERS AND SERVICE PROVIDERS WILL BE REQUIRED TO
SUBMIT A QUALITY PLAN FOR CONTRACTOR APPROVAL. THESE PLANS WILL IDENTIFY (AS
A MINIMUM) CONTROLLABLE MEASURES TO BE UNDERTAKEN WITHIN THEIR SCOPE OF
WORKS, IDENTIFYING THE INTERACTION, HOLD POINTS, INSPECTION POINTS AND
SURVEILLANCE REQUIREMENTS BETWEEN ALL PARTIES CONCERNED, FROM PRODUCT
RECEIPT THROUGH TO PRODUCT HANDOVER.
THE QUALITY PLANS SHALL ALSO IDENTIFY ALL METHODS AND PROCESS’S TO ENSURE
COMPLIANCE WITH SPECIFIC PROJECT COMPLIANCE AND ASSURANCE OF CONTINUAL
MONITORING (AUDIT SCHEDULE).
THE CONTRACTOR WILL CONTROL THE SUPPLIERS BY MEANS OF AUDITING THEIR
SYSTEMS ON AN AGREED TIMESCALE, AND BY REVIEWING ALL APPLICABLE INSPECTION
POINTS PRIOR TO SUBMISSION TO THE CLIENT REPRESENTATIVE.
A MONTHLY QUALITY REPORT WILL BE REQUESTED FROM ALL MAJOR SUPPLIERS/SUB-
CONTRACTORS AS PER DETAIL, UNDER SECTION 4.8 OF THIS PLAN.

4.8 Monthly Quality Reporting.

A MONTHLY QUALITY REPORT WILL BE DEVELOPED AND DISTRIBUTED TO THE PROJECT
LEADER AND RELEVANT DEPARTMENT HEADS FOR REVIEW AND NECESSARY ACTION AS
AND WHEN REQUIRED. THE REPORT MAY INCLUDE BUT IS NOT LIMITED TO;

 Status of Submittals/ Inspections/ tests

 Status of tests.
 NCR’s raised and closed.
 Audits conducted (any NCR’s raised during the audit)
 Identify any trends.
 Any 2nd and 3rd party Audits conducted.
 Handover status (during applicable stage of the project)

5 Management of Materials:
A WIDE VARIETY OF MATERIALS ARE REQUIRED ON THE PROJECT. PRIOR TO EXECUTION
OF CONSTRUCTION, THESE ARE TO BE SOURCED PRIMARILY BASED ON AVAILABILITY,
CAPABILITY FOR SUPPLY IN SUFFICIENT QUANTITY, AND COMPLIANCE WITH SPECIFIED
TECHNICAL REQUIREMENTS. THE PROCEDURE FOR PROCUREMENT CONTROLS THE
MANAGEMENT OF THE PROCUREMENT PROCESS. DETAILS OF MATERIALS PROPOSED FOR
USE IN THE PERMANENT WORKS, ARE SUBMITTED TO THE ENGINEER FOR APPROVAL.
WHERE PRE-CONSTRUCTION TRIALS OR MOCK-UPS ARE REQUIRED, METHOD
STATEMENTS ARE PRODUCED AND SUBMITTED TO THE ENGINEER FOR APPROVAL.

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 6 Change Management
CHANGE ENCOMPASSES ANY OR ALL OF THE PARAMETERS OF SCOPE, COST, TIME, RISK,
QUALITY OR OTHER CONSTRAINTS.
A PRESCRIPTIVE PROCESS WILL BE TAILORED IN ACCORDANCE WITH THE AGREED TERMS
OF THE CONTRACT. AS PART OF THE EVALUATION PROCESS THERE WILL BE INPUT AND
CONSULTATION WITH OTHER MEMBERS OF THE PROJECT TEAM IN RESPECT OF THE
FOLLOWING;

1. Design and Quality.

2. Program
3. Costs
4. Risks
5. Safety
6. Build-ability.
MEMBERS OF THE TEAM WILL REVIEW THE PROPOSALS IN THE CHANGE PROPOSAL,
LIAISE WITH OTHER MEMBERS AS NECESSARY AND PROVIDE THEIR INPUT.
TOGETHER WITH PROJECT PARTICIPANTS, THE RESPONSES WILL BE CO-ORDINATED AND
THE EVALUATION OF THE CHANGE WILL BE FINALIZED AND READIED FOR APPROVAL BY
THE CLIENT.

6.1 Updated Risk Analysis

RISK ASSESSMENTS WILL BE CONDUCTED ON THE PROJECT USING THE SPREADSHEET
AND INFORMATION GIVEN IN INFO SYSTEM. THIS MAY BE USED TO PRODUCE AGENDA
FOR REGULAR RISK MANAGEMENT MEETINGS CHAIRED BY THE PROJECT LEADER (OR HIS
NOMINEE) AND ATTENDED BY THE APPROPRIATE MEMBERS OF THE PROJECT TEAM.
RISK MANAGEMENT REPORTS WILL BE ISSUED RECORDING ACTIONS TAKEN TO ADDRESS
THE RISKS IDENTIFIED.

7 Acceptance and Handover

THE CONTRACTOR WILL COMPLETE THE PROJECT TO THE SATISFACTION OF THE
CUSTOMER BY ENSURING ALL THE WORKS ARE CARRIED OUT BASED ON THE BUILDING
GUIDELINES AND THE SPECIFICATIONS AGREED AS PER THE CONTRACT AND WILL CARRY
OUT A FINAL INSPECTION BEFORE HANDING OVER THE PROJECT TO MANAGE
OUTSTANDING WORKS, DEFECTS, AND SNAGGING PROCESSES AND TO ENABLE THE
MONITORING OF THE STATUS OF DIFFERENT PACKAGES, AREAS AND CONTRACTORS.
EACH ELEMENT OF THE BUILDING SERVICES INSTALLATION WILL BE DEMONSTRATED TO
THE CLIENT’S REPRESENTATIVES. PREPARATION OF OPERATING AND MAINTENANCE
DOCUMENTATION WILL COMMENCE WITH THE PLACING OF ORDERS. DRAFT OPERATION
AND MAINTENANCE DOCUMENTATION WILL BE ISSUED TO THE CLIENTS’ REPRESENTATIVE
IN ADVANCE OF THE HANDOVER DATE.
LIAISON WILL BE CARRIED OUT BY THE ENGINEER. THE SITE ENGINEERS WILL COVER
SEPARATE AREAS OF RESPONSIBILITY – THEIR RESPONSIBILITY BEING TO ENSURE
COMPLIANCE. THEY, ALONG WITH THE EMPLOYER’S REPRESENTATIVE, HAVE AUTHORITY
FOR ACCEPTANCE OF THE WORKS.
IT IS PROPOSED THAT ACCEPTANCE AND HANDOVER WILL BE CARRIED OUT ON A
SEQUENCED BASIS.
DURING THE 17 MONTHS FOLLOWING PRACTICAL COMPLETION, ANY DEFECTS
DISCOVERED WILL BE RECTIFIED WITHIN THE DEFECTS LIABILITY PERIOD. THE TASKS
WILL BE ASSIGNED TO A MANAGER WHO WILL INVESTIGATE THE REPORT AND DECIDE A
COURSE OF REMEDIAL ACTION. THIS WILL INVOLVE THE APPROPRIATE
TRADE/SUBCONTRACTOR RESPONSIBLE FOR THE ORIGINAL WORK.
A LETTER REQUESTING INSPECTION FOR FINAL COMPLETION WILL BE ISSUED. ON
SATISFACTORY INSPECTION, THE ENGINEER WILL ISSUE THE FINAL ACCEPTANCE
CERTIFICATE.

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 8 Management System Review, Maintenance &
Improvement
THE EVO MANAGEMENT SYSTEM IS UNDER CONTINUAL REVIEW. WHERE AREAS
REQUIRING MAINTENANCE AND/OR IMPROVEMENT ARE IDENTIFIED, THIS WILL BE
ADDRESSED. THE PRINCIPAL METHODS OF PERFORMING THIS PROCESS ARE:
 AUDIT PLANNING
 AUDIT EXECUTION
 REPORTING
 CORRECTION, PREVENTION, AND CLOSE-OUT
 INSPECTIONS
 MANAGEMENT REVIEWS

8.1 Audits:
AUDITS ARE CONDUCTED UNDER THE CONTROL OF THE QUALITY MANAGER. THESE
INCLUDE INTERNAL AUDITS OF CONTRACTOR ORGANIZATIONAL DEPARTMENTS,
PROCESSES, AND OPERATIONS, AS WELL AS EXTERNAL AUDITS OF SUPPLIERS AND
SUBCONTRACTORS. A SCHEDULE OF PROGRAM AUDITS IS PRODUCED. THIS IS SUBMITTED
FOR INFORMATION TO ALL CONTRACTOR DEPARTMENT MANAGERS, RELEVANT
SUBCONTRACTORS, SUPPLIERS, AND THE ENGINEER. WRITTEN CONFIRMATION IS
PROVIDED TO THE AUDITEE IN ADVANCE OF THE AUDIT. UNSCHEDULED AUDITS MAY BE
CONDUCTED AT THE DISCRETION OF THE QUALITY MANAGER. AUDITS ARE PLANNED,
EXECUTED AND CONDUCTED IN ACCORDANCE WITH THE Audit procedure included within
‘InfoSystem’. CORRECTIVE AND PREVENTATIVE MEASURES, AS WELL AS AUDIT CLOSEOUT,
ARE ALSO MANAGED IN ACCORDANCE WITH THIS MANAGEMENT PROCEDURE. THE
PROJECT QUALITY MANAGER OR HIS DELEGATE WILL INSPECT THE CONCRETE
SUPPLYING PLANT, WITH IN 3 WEEKS OF RECEIVING THE MONTHLY QUALITY REPORT OF
THE SUPPLIER, WHICH INCLUDES CALIBRATION CERTIFICATES, AGGREGATE TEST
REPORTS ETC. THE PROCESS RELATED TO CONCRETE SUPPLY WILL BE VERIFIED
THEREBY ON MONTHLY BASIS.

8.2 Non-conformance reporting

THE MANAGER RESPONSIBLE FOR THE AREA OF WORK WILL RAISE A NON-CONFORMANCE
REPORT FORM (NCR) IN INSTANCES WHERE THE SPECIFIED REQUIREMENTS HAVE NOT
BEEN MET AND CANNOT BE CORRECTED BY THE SIMPLE ADJUSTMENT. A REGISTER OF
NCRS WILL BE MAINTAINED TO ENSURE THAT THE APPROVED CORRECTIVE ACTION (CA)
HAS BEEN COMPLETED, AND THE PREVENTIVE ACTION (PA) AGREED. THE NON-
CONFORMANCES WILL BE REPORTED BY THE PROCESS OWNERS OR THE INSPECTORS
WILL CONSTANTLY FOLLOW UP THE SUPPLIER / SECTION HEAD OF THE NON-CONFORMING
PROCESS/WORK/MATERIAL.
STEPS IN THE PROCESS INCLUDE:

1. Clear identification and description of the non-conformance

2. Corrective action plus approval authority and timescale for implementation
3. Segregation, if practical, of non-conforming materials and their identification, until authorized for
use or disposal
4. Verification of acceptability of rework or repair of materials, workmanship, components, systems
and structures by re-inspection
5. Re-inspections performed in accordance with written instructions will be documented

8.3 Details of preventive actions to avoid recurrence.

WHERE AN NCR HAS BEEN RAISED CONTRACTOR WORK, THE RESPONSIBLE MANAGER
WILL PREPARE THE FORMAL CORRECTIVE ACTION PROPOSAL, TOGETHER WITH A
PROPOSAL FOR THE PREVENTIVE ACTION TO BE TAKEN TO ENSURE THAT THE NCR DOES
NOT RECUR. THIS WILL BE PASSED TO THE APPROPRIATE AUTHORITY FOR THAT
PACKAGE OF WORK. THIS MAY BE A MEMBER OF THE DESIGN TEAM.

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WHEN AN NCR HAS BEEN RAISED AGAINST SUBCONTRACTOR’S WORK, THE
SUBCONTRACTOR WILL PROPOSE A CORRECTIVE ACTION, NOT LATER THAN WEEK’S TIME,
WHICH WILL BE AGREED BY THE CONTRACTOR. WHERE APPROPRIATE THE DESIGN TEAM
MAY BE INVOLVED IN APPROVING THE CORRECTIVE ACTION ON THE NCR FORM OR MAY
USE AN EQUIVALENT SYSTEM, WHICH IS DEALT WITH IN THE SAME MANNER.
REMEDIAL WORK REQUIRED WILL NOT BE UNDERTAKEN UNTIL THE NECESSARY
APPROVALS HAVE BEEN GRANTED. A COPY OF THE NCR AND CORRECTIVE ACTION WILL
BE COPIED TO THE Q.S. DEPARTMENT FOR ASSISTING IN EVALUATING MONTHLY REVIEW
OF REWORK COSTS.
SUBCONTRACTORS WILL BE REQUIRED TO OPERATE A FORMAL NON-CONFORMANCE
SYSTEM USING THEIR OWN APPROVED DOCUMENTED SYSTEM. WHERE THIS DOES NOT
EXIST, THEY WILL USE THE CONTRACTOR SYSTEM. THE SUBCONTRACTOR WILL DEAL
WITH THESE INTERNALLY IN THE SAME WAY AS DESCRIBED PREVIOUSLY.

8.4 Management Reviews:

A MANAGEMENT REVIEW OF THE PROJECT QUALITY ASSURANCE PLAN IS PERFORMED
TWICE PER YEAR. THE PROJECT LEADER AND RELEVANT MANAGEMENT
REPRESENTATIVES ATTEND THIS. THE DETAILED REVIEW AGENDA IS BASED ON THE
HEADINGS IDENTIFIED IN THIS QUALITY PLAN, CONSIDERING THE RESULTS OF AUDITS,
INSPECTIONS, NON-CONFORMANCES AND PERSONAL EXPERIENCES. RECOMMENDATIONS
FOR PROCESS AND/OR SYSTEM IMPROVEMENTS ARE IDENTIFIED THROUGH ANALYSES OF
TRENDS (E.G. REPETITIVE NON-CONFORMANCES). THE PROJECT BUSINESS PLAN IS ALSO
REVIEWED IN ORDER TO ENSURE THAT THE DOCUMENT REMAINS COMPREHENSIVE AND
TRUE TO THE STATED STRATEGY FOR CONTROL OF THE PROJECT. THE MINUTES OF THE
MANAGEMENT REVIEW MEETINGS ARE RECORDED, AND MANAGEMENT ACTIONS
ASSIGNED.
Updated: November 23, 2016 — 3:24 pm

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