Final Report

The Final Documentation on Oil & Gas projects can achieve an overall volume of 200.000 documents. Looking for specifications in this field I found tips from Document Control professionals, which may sound familiar as they apply to many complex projects. Here is a summary from the Contractor's point of view.

Synthesis

1. Send a checklist to vendors and subcontractors, prior to close-out documentation issues


2. If vendor/subcontractor documents are missing, work with the project control department before they pay the bill, in order to obtain the missing sheets (even better if you have had this specified from the purchase order, so the documentation delivers the bill)


3. Prepare your own final report for contract completion according to mandatory requirements, project handover checklist & issued SOW


4. As-built integration - possible procedures:
• As-built is integrated in the EDMS the same way a normal document regarding the changes in revision, but the control procedures are changed to “As-built Documentation” : As-built are uploaded as single documents, composing a package. The handover report will contain the latest revision of the consolidated As-built documentation


• As-built is treated like a single package, so make sure your As-built drawings have been recorded as the latest revision of the original drawings, especially if you have not registered them as individual documents superseding the previous ones. Associate the changes & comments to the final report as linked documentation.


5. Things to keep in mind:


• In most cases, As-built drawings & maintenance manuals are to be supplied by the contractor in both hard copy and electronic formats. ISO 15489 and ISO 82045 might help here.


• Warranties should be complete


• All documentation composing the final report may be tracked in the EDMS, including :


• Documents authorization


• Revision history
• Final validation and signatures


• Consolidated commentaries


• Workflow history (review and versioning references)


• Related business processes