DESIGN MANAGEMENT

Quality Management System

DESIGN MANAGEMENT

CONTENTS

1.0 PURPOSE & SCOPE

2.0 DEFINITIONS

3.0 FLOWCHART

4.0 PROCEDURAL TEXT

5.0 REFERENCES

6.0 ATTACHMENTS

 Copyright. This document is the property of PT Thiess Contractors Indonesia and all rights are
reserved in respect of it. This document may not be reproduced or disclosed in any manner
whatsoever, in whole or in part, without the prior written consent of PT Thiess Contractors
Indonesia. PT Thiess Contractors Indonesia expressly disclaims any responsibility for or liability
arising from the use of this document by any third party. Copies printed from the Thiess
Management Systems are UNCONTROLLED.

Revision Status

Issue/Rev. Date Revision By Checked Checked Approved

Description
A0 Dec’97 Draft RL

A1 Nov’99 Original issue RL

A2 Nov’99 Revision RL REW BAM

A3 May 00 TMS Intranet Version RL REW ES BAM

A4 Nov 00 TMS Review RW ES RO BAM

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 DESIGN MANAGEMENT
Quality Management System

1.0 PURPOSE AND SCOPE

The purpose of this procedure is to describe the methods and responsibilities for the
management of the design process.

This procedure shall apply to projects where PT Thiess Contractors Indonesia has the
responsibility for Design.

2.0 DEFINITIONS
For the purpose of this procedure, the following definitions apply:

"Design Management the compilation of objectives, scope, strategies, resources

Plan" policies, procedures and controls developed
for the planning, organisation, leadership and control of the
Design component of the specific project to include
checklists of all relevant phases of the design process.

"Design Team" any PT Thiess and/or consultant personnel who are

required to provide input to the Design functions of a
project.

"Design Plan" a document prepared by a design

consultant/organisation for a particular design package which
defines the planning, design management and controls to be
exercised in meeting the requirements of the Design
Management Plan.

"Consultant" a person or organisation professionally qualified

and/or duly licensed to perform architectural or engineering
services, or an experienced person performing ancillary
services to support licensed professionals to the construction
industry.

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 DESIGN MANAGEMENT
Quality Management System

3.0 FLOWCHART
TCI-DES-SP001-FC3.1/A1-
Design Planning

TCI-DES-SP001
DESIGN MANAGEMENT

CLIENT
IS DESIGN BM/FM DM DM
REQUIRED FOR THE PROCURE DESIGN
YES APPOINT DM PREPARE "TENDER
TENDER SERVICES
PREPARATION PLAN"
SUBMISSION?

NO

TCI-PRO-SP001
PROCUREMENT OF
PRODUCTS & SERVICES
DOES PROJECT
NO END
REQUIRE DM?

YES

BM/FM
DM
PREPARE DESIGN FOR
APPOINT DM CONTRACT AWARDED TENDER SUBMISSION AS
APPROPRIATE

DM/PM
TCI-PRO-SP001
SOURCE DESIGN SERVICES PROCUREMENT OF
PRODUCTS & SERVICES

DM
PREPARE DMP TCI-OPS-SP001
IAW THIS PREPARATION OF
PROCEDURE MANAGEMENT PLANS

PM/DM

LEGEND
IS DMP ACCEPTABLE? NO
BM BUSINESS UNIT MANAGER
DM DESIGN MANAGER
DMP DESIGN MANAGEMENT PLAN
FM FUNCTIONAL MANAGER
IAW IN ACCORDANCE WITH
YES
PM PROJECT MANAGER
FORM REFERENCE
PROCEDURE REFERENCE

DM TCI-PRO-SP001
ENGAGE DESIGN
PROCUREMENT OF
CONSULTANTS
PRODUCTS & SERVICES
AS REQUIRED

PM/DM

DOES PM/DM
DMP REQUIRE CLIENT YES SUBMIT TO CLIENT
APPROVAL?

NO

CLIENT
DM PM/DM
IMPLEMENT
YES APPROVAL GRANTED? NO REVISE DMP
THE PLAN

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 DESIGN MANAGEMENT
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TCI-DES-SP001-FC3.2/A1-
Design Management Process
STAGE ACTIVITY OUTPUT/RECORD
PROJECT PARAMETERS;
SEE DESIGN PLANNING
1. TENDER SUBMISSION & AWARD SITE;
APPROVALS;
STATUTORY AUTHORITIES;
SCOPE OF WORK CONSTRAINTS - ENVIRONMENTAL/
- CONSTRUCTIONAL
SELECT STAGE FROM
- EQUIPMENT
CONTRACT TYPE - TESTING REQUIREMENTS
PROJECT DELIVERY METHOD
TCI-DES-SF013
DESIGN/PLANNING
2. PROJECT DEFINITION DESIGN & CONSTRUCT/ ACTIVITY CHECKLIST
TIME SCHEDULE PROJECT MANAGEMENT/ROLES & AS REQUIRED
RESPONSIBILITIES

REDEFINE CLIENT BUDGET COST ESTIMATES OVERALL PROJECT DURATION/

REQUIREMENTS FOR DESIGN PHASE/
THE PROJECT CONSTRUCTION PHASE ETC.

ENGAGE CONSULTANTS
OVERALL PROJECT BUDGET ESTIMATE

TCI-PRO-SP001 DESIGN CONSULTANT'S SCOPE OF WORK &

PROCUREMENT OF PRODUCTS CONTRACT AGREEMENT
AND SERVICES

DESIGN & INVESTIGATE CONSULTANT'S SCOPE

OF WORK & CONTRACT AGREEMENT
3. CONCEPT DESIGN ENGAGE DESIGN CONSULTANTS

PT THIESS ADMINISTRATIVE PROCEDURES;

ESTABLISH ADMINISTRATIVE PROCEDURES COMMUNICATION PROCEDURES;
DEVELOP CONCEPT
INTERFACE CO-ORDINATION PROCEDURES TCI-DES-SF013
DESIGN IN ACCORDANCE DESIGN/PLANNING
WITH THE PROJECT ACTIVITY CHECKLIST
PREPARE CONCEPT DESIGNS
DEFINITION CONCEPT DRAWINGS/REPORT
AS REQUIRED
SCHEDULE OF MATERIALS & FINISHES;
STATUTORY AUTH'S. LIAISON
REVIEW & AMEND CONCEPT DESIGNS
COST PLAN;
DESIGN DEFINITION SCHEDULE.

TCI-PRO-SP001 CLIENT CONCEPT REVIEW;

PROCUREMENT OF PRODUCTS AGREE & AMEND FINAL CONCEPT
AND SERVICES
4. DESIGN DEVELOPMENT
DESIGN CONSULTANT'S SCOPE OF WORK &
CONTRACT AGREEMENT
ENGAGE DESIGN CONSULTANTS (AS
REQUIRED)
DEVELOP DESIGN IN
TCI ADMINISTRATIVE PROCEDURES;
ACCORDANCE WITH
COMMUNICATIONS PROCEDURES;
CONCEPT DESIGN DOCUMENT CONTROL PROCEDURES.
ESTABLISH ADMINISTRATIVE PROCEDURES
DOCUMENTS AND TCI-DES-SF013
DEFINITION DESIGN/PLANNING
DEVELOP DRAWINGS / REPORT / ACTIVITY CHECKLIST
PREPARE DETAILED DESIGNS CALCULATION AS REQUIRED
AND DELIVERABLES DRAFT SPECIFICATIONS;
SCHEDULE OF MATERIALS & FINISHES;
AUTHORITIES & APPROVALS;
REVIEW & AMEND CODES & STANDARDS;
DEVELOPMENT DESIGN COST PLAN;
TCI-OPS-SP001 DESIGN DELIVERABLES SCHEDULE
PREPARATION OF
MANAGEMENT
PLANS CLIENT DESIGN REVIEW;
AGREE & AMEND FINAL DESIGN

5. DETAILED DOCUMENTATION DOCUMENT CONTROL: DISTRIBUTION /

ADMINISTRATIVE PROCEDURES
CHANGE / AS-BUILT / REGISTERS

DEVELOP 'FOR FINAL DESIGN DETAILS AND APPROVED FOR CONSTRUCTION

DOCUMENTATION DRAWINGS
CONSTRUCTION'
TCI-DES-SF013
DOCUMENTS IAW DESIGN/PLANNING
DEVELOPED DESIGN PRE-TENDER REVIEW & TENDER PACKAGE DELIVERABLES SPECIFICATIONS ACTIVITY CHECKLIST
AS REQUIRED

BILL OF QUANTITIES /
DESIGN CERTIFICATION SCHEDULE OF RATES
TCI-ADM-SP001
DOCUMENT CONTROL SUBCONTRACT TENDER
CONDITIONS OF CONTRACT

COORDINATION / RFI / VARIATIONS

ISSUE FOR CONSTRUCTION
6. CONSTRUCTION TCI-OPS-SF006
PROCESS CONTROL
INSPECTION/CERTIFICATION SHOP DRAWINGS ACTIVITY CHECKLIST
AS REQUIRED

7. COMMISSION & AS BUILTS

HANDOVER

COMMISSIONING & TESTING

AS BUILTS VERIFICATION &
VALIDATION
LEGEND ACTIVITY CHECKLIST
DESIGN/CONSTRUCTION CERTIFICATION AS REQUIRED
IAW IN ACCORDANCE WITH MAINTENANCE MANUALS
PROCEDURE REFERENCE
FORM REFERENCE

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4.0 PROCEDURAL TEXT

4.1 Design Management (Pre Award)

4.1.1
Where a design submission is a tender requirement, the Manager (Building, Civil,
Mining or process) shall determine the extent, the format and appoint the personnel
responsible for the preparation of the design.
4.1.2

The Design Manager shall determine the content, format etc. and shall prepare a
"Bid Preparation Plan" to ensure that compliance with the tender requirements is
achieved.
4.1.3

Where the services of external design consultant(s) are required they shall be
procured in accordance with Procedure TCI-PRO-SP001 - "Procurement of
Products and Services".
4.2 Procurement of External Consultant Services.

4.2.1

Where the services of external design/specialist consultants are required during any
stage of the design process, the Design Manager or personnel responsible for
procurement shall ensure that such services are procured in accordance with
Procedure TCI-PRO-SP001- "Procurement of Products and Services".
4.2.2

The Design Manager shall evaluate and appoint necessary external consultants
based upon factors including:

 Professional and ethical reputation;

 Professional registration;

 Demonstrated qualifications and capability in performing the specific design

services required for the project;

 Ability to assign appropriately qualified staff to the project and the ability to
complete the required service;

 Financial resources and business background to accept the assignment and

provide full, continuous service.

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 Designer’s professional indemnity insurance

4.3 Design Management Plan (Post Award)
4.3.1

The Business Unit Manager/ Manager (BCMP) shall appoint a Design Manager to
facilitate and manage the design process.
4.3.2

The Design Manager shall prepare a DMP in accordance with Procedure TCI-OPS-
SP001 – “Preparation of Management Plans”, with the exception of Section 5,
which shall comprise of a statement of the management concepts and controls to be
exercised in relation to the specific project.
4.3.3

The Design Manager shall prepare checklists for each individual phase of the design
process. The Design Manager shall sign off each checklist upon completion of the
relevant phase. The Project Manager or nominee by signature shall verify
completion of the relevant phase. The Design/Planning Activity Checklist TCI-
DES-SF013 is deemed to be suitable for this purpose, however not mandatory.
It is the responsibilities of the Project Manager or appointed Project Design
Manager to prepare design verification checklists on a project specific basis.
4.3.4

The DMP shall be authorised by the Design Manager and the Project Manager,
where appointed, and endorsed by the Business Unit Quality Manager and Manager
(BCMP).
4.3.5

Where the contract requires the DMP to be submitted to the Client for appraisal or
approval, the Design Manager shall forward a copy to the Client. Where approval is
not granted, valid changes shall be effected and the plan resubmitted.
4.4 Design Process.

Note: PT Thiess Contractors Indonesia entry to the design process on any

particular project may occur at any level up to and including Documentation.

4.4.1 Entry Level 1 - Project Brief

 Management responsible for identification of the project, in conjunction

with the Design Team, shall establish with the Client or Client's
Representative, the fundamental requirements for the project.

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 The Design Manager shall ensure that clear communication exists relating to
the full disclosure of facts, the Client's requirements and expectations, the
scope of work, the schedules and funding which are critical to the project.

 The Design Manager shall keep senior management fully acquainted with
negotiations and areas of conflict shall be resolved prior to proceeding to
the next design stage.

 Senior Business Unit management shall ensure the appropriate levels of

authority are not exceeded in negotiations and if so approval of the General
Manager is obtained.

4.4.2 Entry Level 2 - Concept Development.

 Where a Project Brief has been developed by others the Design Manager or
management responsible for the preliminary Client negotiations shall check
the brief and resolve any conflicting expectations and requirements.

 The Design Manager shall ensure the procurement of any additional

consultancy services in accordance with Cl. 4.2.

 The Design Manager, in conjunction with the Design Team, shall review the
brief to ensure that the requirements of the Client with respect to function
and appearance, time & cost schedules, operability and maintainability,
environmental, safety, health and people impacts are clearly defined and
communicated.

 The Design Manager shall ensure that all administrative/design office

procedures are effectively implemented.

 The Design Manager, in conjunction with the Design Team, shall establish
policies and procedures for the effective and efficient functioning of the
Concept Development process including; drafting procedures, filing and
storing of documents, control of interfaces, change control, design reviews,
constructability reviews and costs, approvals and permits etc.

 The Design Manager shall ensure that appropriate communication

procedures are implemented for the review and approval of the Concept
Design.

 At the end of the Concept Development stage, a Project Definition

Statement (PDS) shall be established. This PDS will define the project
boundaries (including scope of work) and agreed design parameters
(technical references and project management methodology). This PDS shall
be signed off by the client and other interested parties.

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4.4 3 Entry Level 3 - Design Development

 The Design Manager shall ensure the procurement of any additional

consultancy services in accordance with Cl. 4.2.

 The Design Manager, in conjunction with the Design Team, shall establish
policies and procedures for the effective and efficient functioning of the
Design Development and Documentation process including; drafting
procedures, filing and storing of documents, control of interfaces, change
control, design reviews, constructability reviews and costs, approvals and
permits etc.

 The Design Manager shall ensure that appropriate communication

procedures are implemented for the review and approval of the Design
Development.

4.4.4 Documentation

 The Design Manager shall ensure that reports, specifications, bills of

quantities, conditions of contract, drawings etc. use standard covers, title
pages, contents pages, referencing, revision codes, dates. etc.

 The Design Manager, in conjunction with the Design Team, shall establish
policies and procedures for the effective and efficient functioning of the
Documentation process including; drafting procedures, filing and storing of
documents, control of interfaces, change control, design reviews,
constructability reviews and costs, approvals and permits etc.

 The Design Manager shall ensure that procedures for handling changes to
documentation are established and are effectively implemented.

 The Design Manager shall ensure that the design consultant who is
responsible for the design, approves the design and that he/she has the
authority to commit the design organisation.

4.4.5 Procurement/Construction.

 The Design Manager shall determine the scope of work required of the
design consultants in the administration and monitoring of construction (e.g.
certification, review and approval of shop drawings, requests for
substitution, falsework design etc), dependent upon the need for material
and workmanship control/inspection.

 The Design Manager shall ensure that such arrangements are documented in
the consultancy agreement between PT Thiess Contractors Indonesia and
the consultant.

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4.4.6 Practical Completion

 The Design Manager shall initiate a de-briefing of the design

activities on practical completion, including but not limited to:

 review of the Design Management Plan and Consultant

Design Plans; analysis of the major changes;

 review of the project documentation;

 review of project audit reports;

 review of team synergy;

 review of comments from the Client;

 review of complaints;

 Preparation of a summary of major lessons learned with

recommendations for any changes in the management
system.

 The Design Manager shall ensure that all appropriate records which
demonstrate compliance with the project requirements and records
which demonstrate achievement of the effective operation of the
design quality system are identified and filed in accordance with
procedure TCI-ADM-SP001 - "Document Control".

4.4.7 Final Completion.

The Design Manager shall assist the Project Manager as required with
administration of the rectification of latent defects. Where necessary the
Design Manager shall enlist the aid of the Consultants to identify the cause
of latent defects and plan the rectification required.

4.5 Consultant Design Plans

4.5.1

The Design Manager in conjunction with the Business Unit Quality Manager shall
be responsible for ensuring that consultant prepared Design Plans comply with the
relevant quality standard and specified requirements.
4.5.2

The Design Manager shall ensure that the Design Plans employ a minimum of the
following design control measures:

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 Documented Design Reviews;

 Alternative Calculations and Analysis;

 Critical Dimension and Material Checks;

 Qualification Tests and Demonstrations;

 Evaluation against a proven design;

 Compliance with the Brief requirements;

 Compliance with Statutory Authorities requirements;

 Validation

4.5.3

The Design Manager shall periodically verify that consultant supplied Design
Plan(s) are being implemented. Verification may be achieved either through audit,
surveillance, design co-ordination meetings. etc.

4.6 Design Co-ordination Meetings.

4.6.1

The Design Manager shall hold design co-ordination meetings on a regular basis
during the relevant phases of the project. The meetings shall be conducted to a set
agenda and the meeting minutes filed in the project filing records.
4.7 Documentation Control & Records.

4.7.1
Quality records for activities associated with this procedure shall be maintained in
accordance with procedure TCI-ADM-SP001 - " Documentation & Record
Control".

5.0 REFERENCES
TCI-PRO-SP001 - Procurement of Products and Services
TCI-OPS-SP001 - Preparation of Quality Plans
TCI-ADM-SP001 - Document Control
TCI-DES-SF013 - Design/Planning Activity Checklist

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6.0 ATTACHMENTS
Not Applicable to this procedure

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