1 ct8 art qa com communication protocol

PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 PROJECT MANAGEMENT QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL ARTELIA VIETNAM Fl.11, HQ Building 193 C3 Bà Triệu Ha Noi Tel.: +84 (04) 3734 7260 DATE: NOV.2017 REF: CT8.ART.QAP.COM ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL REVISION COMMENTS DATE 00 DRAFT for comment 01/11/2017 st submission 01 02 03 LƯU CHUYỂN TỚI Client – MY DINH REAL ESTATE INVESTMENT JOINT STOCK COMPANY PM - ARTELIA  Consultants/ Contractors  / CT8.ART.QAP.COM / NOV.2017  A ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL CONTENTS INTRODUCTION DOCUMENT TRANSMITTAL SHEET EMAILS _ PROJECT MEMO _ SITE INSTRUCTION MEETING AND MEETING MINUTES REQUEST FOR INFORMATION (RFI) _ 7.1 INTRODUCTION _ 7.2 RFI FORM – DEADLINE FOR ANSWERING 7.3 RFI WORKFLOW DESCRIPTION _ RFA WORKFLOW DESCRIPTION _ 8.1 APPROVAL TYPE – I (GENERAL APPROVAL) _ / CT8.ART.QAP.COM / NOV.2017 B ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL INTRODUCTION This procedure sets out the requirements for the main types of communication used among the different parties involved on the project Nowadays, most of the communication is made by e-mails However, official or important communication shall be organised such a way that it is properly recorded so each party have the latest information available Communication is qualified important or official only when the information given or the decision to be made have a significant impact in terms of cost, delivery time, design, quality or safety In this case, this information shall be:  Communicated to all concerned parties on time  Made official  Updated whenever necessary and  Archived in order to retrieve it easily This can be achieved by the different means:  Project Memo  Project Instruction  Minutes of Meeting (MoM)  Request for approval (RFA)  Request for Information (RFI)  Request for Change: this one will be described in another procedure related to document control procedure For practical reasons, these documents may be sent by e-mail; in this case, they are deemed to be received and acknowledged by the recipients It is however possible to deliver such documents by hand: acknowledgement of receipt is then stated on the hard copy with the recipient’s name and signature, together with the date of receipt All project participants are informed that such documents are filed and stored in Project Management’s filing system and that they can be consulted at any time It is also reminded that such communication shall be in bilingual (English & Vietnamese) All parties shall follow the codification rules stated in another section of the present Quality Assurance Plan, code: AEG.ART.QAP.COD DOCUMENT TRANSMITTAL SHEET Document transmittals are the document accompanying drawings, method statement, tendering documents, financial document (payment terms, contract, quotation…) PA or DC is the one who / CT8.ART.QAP.COM / NOV.2017 ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL frequently receives transmittals in and out, confirms their receipt and prepares the transmittals registry log to facilitate their tracking and follow up In the scope of project assignment, the transmittal is the form for communication between Artelia Vietnam and the client A template for transmittal sheet is given in Appendix Transmittal sheet shall be systematically used when documents (hard copy or CD-ROM) are transmitted officially to another party It shall be prepared in copies, signed by each party and filed in separately, unless specific comments on the transmittal sheet necessitate to file it with the document itself Transmission of documentation other than correspondence from project team to the Client or other stake holders shall be under a transmittal form All transmittals should be addressed correctly to the owner’s authorized representatives and should be signed by either PA or DC The delivery of documents to owner or other stakeholder is carried out by hand or courier service or email with soft copy or by combination of these methods The addressee will return a copy of transmittal with date of receipt and signature Coding of Transmittal Sheets: TRN EMAILS Emails are most used mean of communication and effective correspondence This tool is normally used for seeking or exchanging discipline-to discipline level of information or clarifications and, as such, shall be controlled in order to avoid information overflow, shortcuts for decisions to be made or misunderstandings When files are attached to e-mails, the issuer shall make sure that the file can be opened by appropriate software, that it is virus free, and that its size is compatible with transmission lines To avoid emails overload, all parties shall apply the following rules:  Emails for action are generally sent to one person, only cc others for information  Emails for information can be sent to one or more persons  Emails Subject coding shall follow coding procedures  Attachment name shall also follow coding procedures  Important Email shall be sent by dedicated person for each parties PROJECT MEMO A Project Memo is to be used when one of the participant wishes to officially draw attention to Artelia or to the Client This can be either just for information only or for requesting action The originator may use the template as in Appendix and send it by e-mail or deliver it by hand to the concerned party A hard copy is logged by Artelia Coding of Memos: MEM / CT8.ART.QAP.COM / NOV.2017 ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL SITE INSTRUCTION A Project Instruction is to be used either by the Client or Artelia to issue official instructions related to the Project The concerned party shall proceed accordingly, within the prescribed deadline, when stated If the instruction concerns a contractor, it may also be called “site instruction” or “site memo” The originator may use the template as in Appendix and send it by e-mail or deliver it by hand to the concerned party A hard copy is logged by Artelia Coding of Site Instructions: SI MEETING AND MEETING MINUTES During the period of project assignment, various kinds of meetings are hold: client meeting, contractor meeting, technical meeting, design coordination meeting, tendering meeting, safety meeting, internal meeting, etc Most of them are scheduled on a regular basis (weekly, monthly, every months depending, on the joint agreement between the stakeholders) with the attendance of related participants Other meetings involving part of the team may be organised from time to time on particular subjects: the agenda shall be issued at the same time with the date, time and location The minutes of meeting is normally used for a record of a meeting held among parties The minutes will be prepared by the PA PM is responsible for checking and signing for approval And then it will be sent to other parties joined in the meeting for mutual agreement, retention modification The minutes of a meeting should be limited in to one (1) meeting However, if a meeting is extended for several days on the same subject, content may be recorded in one set of minutes to facilitate the archiving and tracking work later on The minutes serve as a working document for all participants and make an official statement and a record of:  Project progress  Issues to be solved  Actions to be undertaken by each party  Decisions made on the spot Moreover the meeting minutes also clearly indicate:  The date of the meeting  The participants  Other subjects discussed  The person or party responsible for actions   The tentative date for the completion of actions Reference number of the minutes, in accordance with the coding convention procedure / CT8.ART.QAP.COM / NOV.2017 ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL The minutes shall be written and dispatched to all meeting participants and other CC before the next meeting, to allow possible comments or amendments that are stated on the next minutes of meeting If no comments are made, this should also be written down A template is given in Appendix The minutes are either sent by e-mail or delivered by hand to the concerned party A hard copy is logged by Artelia Coding of Minutes of Meeting: MOM REQUEST FOR INFORMATION (RFI) 7.1 INTRODUCTION Questions or request for confirmation of data may be raised by contractors and consultants to Artelia and by Artelia to the Client The response to these issues has to be made official by written A specific form call “Request for Information” (RFI) shall be used for that purpose If the topic concerns or involves other parties, they shall also receive the RFI 7.2 RFI FORM – DEADLINE FOR ANSWERING A template of RFI is given in Appendix and shall be used by all participants As a general rule, the RFI is issued to Artelia The reference number is added by Artelia upon receipt, to ensure uniqueness and consistency of the document The originator, requesting the information, completes the relevant fields with enough information to treat the question Documents may be attached for reference / CT8.ART.QAP.COM / NOV.2017 ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL 7.3 RFI WORKFLOW DESCRIPTION Originator issues RFI Artelia receives and logs Direct response on RFI YES Can Artelia answer? NO Artelia forwards RFI form to other parties to seek answer Copy to Client and relevant parties Confirmation by CDC of the answer and RFI form returned to Artelia CC to relevant parties Artelia sends back to the originator completed RFI and logs the answer Coding of Request for Information: RFI oOo / CT8.ART.QAP.COM / NOV.2017 ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL RFA WORKFLOW DESCRIPTION 8.1 APPROVAL TYPE – I (GENERAL APPROVAL) Duration Submission of RFA CONTRACTOR Check content sufficiency, compliance, addition of comments, Signing off or rejection, return (with exhaustive list of comments) to Contractor ARTELIA H A R D C O P I E S Elapsed time - Day days Day day Day day Day Signing off or rejection (with exhaustive list of comments), return to ARTELIA CLIENT S E T S Distribution ARTELIA / CT8.ART.QAP.COM / NOV.2017 ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL 7.3.2 APPROVAL type – II (designer approval) Duration Submission of RFA CONTRACTOR Check content sufficiency, compliance, addition of comments, Signing off or rejection, return (with exhaustive list of comments) to Contractor ARTELIA Elapsed time - Day days Day H A R D C O P I E S S E T S day Day day Day day Day Signing off or rejection (with exhaustive list of comments), return to ARTELIA CLIENT day Day Distribution day Day Forwarding to designer ARTELIA Signing off or rejection (with exhaustive list of comments), return to ARTELIA DESIGNER Signing off or rejection (with exhaustive list of comments), return to Contractor ARTELIA ARTELIA / CT8.ART.QAP.COM / NOV.2017 ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL ANNEX DOCUMENT TEMPLATES Document Transmittal Project Memo Project Instruction Minutes of Meeting Request for Information Request for Approval Request for change / CT8.ART.QAP.COM / NOV.2017 ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 My Dinh – Ha Noi DOCUMENT TRANSMITTAL BIÊN BẢN CHUYỂN GIAO HỒ SƠ Issued by / ban hành bởi: To / Gửi tới ARTELIA Author / Người lập Address/ Địa Date Issued / Ngày ban hành 02/11/2017 Attention / Người nhận Ref / Số tham chiếu: YYMMDD.CT8.ART.YYY.TRN.XXX C/C WE HEREBY WOULD LIKE TO TRANSMIT THE FOLLOWING DOCUMENT(S): CHÚNG TÔI MUỐN CHUYỂN GIAO CÁC HỒ SƠ SAU: No / Stt Reference No./ Số tham chiếu No of Copy / Remark / Ghi Số Description / Mô tả  FOR INFORMATION ĐỂ CUNG CẤP THÔNG TIN  FOR ACTION ĐỂ THỰC HIỆN   FOR APPROVAL ĐỂ PHÊ DUYỆT  FOR SIGNATURE ĐỂ KÝ  FOR PAYMENT ĐỂ THANH TOÁN FOR STAMPING ĐỂ ĐÓNG DẤU ADDITIONAL COMMENTS / Ý KIẾN ĐÁNH GIÁ BỔ SUNG: SENT BY / NGƯỜI GỬI Signature / Chữ ký : RECEIVED BY / NGƯỜI NHẬN Signature / Chữ ký : Date / Ngày: Date / Ngày: / CT8.ART.QAP.COM / NOV.2017 ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 My Dinh – Ha Noi PROJECT MEMO / GHI NHỚ DỰ ÁN Sent by / Người gửi: To/ Gửi tới Position / Vị trí: Attn / Người nhận: Date/ Ngày: 02/11/2017 Ref / Số tham chiếu: 171101.CT8.ART.CLI.MEM.xxx C/c:: Subject /Về việc: (Package(s) involved: / Các gói thầu liên quan) Dear XXX,/ Thưa … Text / Nội dung / CT8.ART.QAP.COM / NOV.2017 10 ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 My Dinh – Ha Noi SITE INSTRUCTION / CHỈ DẪN CÔNG TRƯỜNG Sent by / Người gửi: To/ Gửi tới Position / Vị trí: Attn / Người nhận: Date/ Ngày: 02/11/2017 Ref / Số tham chiếu: 171101.CT8.ART.xxx.SI.xxx C/c:: Subject /Về việc: (Package(s) involved: / Các gói thầu liên quan) Dear XXX,/ Thưa … Text / Nội dung Project Manager / Quản lý dự án Artelia Vietnam Attachment (if any): / CT8.ART.QAP.COM / NOV.2017 11 ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 My Dinh – Ha Noi BIÊN BẢN CU C H MINUTES OF MEETING M tham chiếu/ Reference: …………………………………… Ch …………………………………… ề/ Subject: a i m/ Location: Ng …………………………………… …………………………………… / Date: Ng i tham dự Attendees: Họ v tên/ Name Phát hành Distribution T t c người tham d All attendees + + Công ty/ Company Client ART Cu c họ tiế the /Next Meeting Th i gian/ Time: …………………………………………… a i m/Location: Ng …………………………………………………………………… i tham dự b t bu c/Required Attendees: …………………………… NG Y DATE DỰ ÁN PROJECT BÊN PHÁT H NH ISSUER O I DOC CT8 ART MOM / CT8.ART.QAP.COM / NOV.2017 O I TYPE M SỐ SERIAL NO PHIÊN B N VERSION 00 12 ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL ITEM / HẠNG MỤC ACT IO N / T HỰC HI ỆN BỞI DESCRIPTION / MÔ TẢ Comments or supplementation for the previous MOM / Ý kiến nhận xét hay bổ sung thêm ch Biên họ lần tr ớc Construction schedule/ master schedule / Tiến Documentation – procedure / T i liệu hồ sơ- Quy trình Procurement – Supply / Design / Thiết kế Construction work / Công tác thi công Others / Các công việc khác D AT E / NG ÀY thi công tổng th ấu thầu – Cung ứng Next meeting is ex ected t be at …… n……… Cu c họ tới dự kiến v ATTACHMENT (IF ANY) / lúc … ng ÍNH KÈM (NẾU CĨ) Prepared by/ Lậ / CT8.ART.QAP.COM / NOV.2017 Approved by / Du ệt 13 ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 My Dinh – Ha Noi REQUEST FOR INFORMATION YÊU CẦU THÔNG TIN Issued by / Ban hành ARTELIA Author / Người lập To / Gửi tới Attention / Người nhận Date Issued / Ngày ban hành 02/11/2017 C/C Ref./ Số tham chiếu 171101.CT8.ART.YYY.RFI.XXX Response expected by / Hy vọng ph n hồi vào SUBJECT / VỀ VIỆC: XXX ISSUER / BÊN GỬI DESCRIPTION OF INFORMATION OR CONFIRMATION REQUESTED / MÔ TẢ THƠNG TIN HOẶC SỰ XÁC NHẬN CẦN CĨ Attachment (if any) / Đính kèm (nếu có) RECIPIENT / BÊN NHẬN RECEIVED BY / NGƯỜI NHẬN ACTION RECOMMENDED / HÀNH NGHỊ NG KIẾN Signature / Chữ ký :  See response below / Xem tr lời bên  Please give more details / Vui lòng cung c p thêm thông tin  Forward to / Chuyển tiếp tới: Date / Ngày: Response Description / Mô tả hần trả l i Responded by / Trả l i bởi: On / Vào: ddmmyy Endorsed by / Xác nhận : Attachment (if any) / Đính kèm (nếu có) On / Vào : ddmmyy / CT8.ART.QAP.COM / NOV.2017 14 ERROR! NO TEXT OF SPECIFIED STYLE IN DOCUMENT - PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN - COMMUNICATION PROTOCOL PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 My Dinh – Ha Noi REQUEST FOR CHANGE / YÊU CẦU THAY ỔI Issued by / Ban hành ARTELIA To / Gửi tới Author / Người lập Attention / Người nhận Date Issued / Ngày ban 02/11/2017 hành C/C Ref / Số tham chiếu Response expected by / Hy vọng ph n hồi vào 171101.CT8.ART.YYY.RFC.XXX SUBJECT / VỀ VIỆC: XXX ISSUER / BÊN BAN HÀNH CHANGE(s) TO BE REQUESTED / (CÁC) THAY ỔI ƯỢC YÊU CẦU Description / Mô t Reason for change(s) / ý thay đổi Impact/ Consequence resulted from Change(s) / nh hưởng/ Kết qu dẫn tới từ thay đổi Attachment (if any) / Đính kèm (nếu có) RECIPIENT / BÊN NHẬN RECEIVED BY / NGƯỜI NHẬN ACTION RECOMMENDED / HÀNH NGHỊ NG KIẾN Signature / Chữ ký :  See response below / Xem tr lời bên  Please give more details / Vui lòng cung c p thêm thông tin  Forward to / Chuyển tiếp tới: Date / Ngày : Response / Trả l i Responded by / Ng i trả l i:  Proposed change(s) is/are accepted / Ch p nhận thay đổi đề xu t  Proposed change(s) is/are rejected / Không ch p nhận Endorsed by / Xác nhận : thay đổi đề xu t  Proposed change(s) is/are accepted under the following conditions or comments:/ Ch p nhận thay đổi đề xu t theo điều kiện hay ý kiến đánh giá sau: On / Vào: ddmmyy On / Vào: ddmmyy Attachment (if any)/ Đính kèm (nếu có) CIRCULATION OR DISTRIBUTION/ LƯU HÀNH HAY HÂN BỔ / CT8.ART.QAP.COM / NOV.2017 15