അറിയിപ്പ്
...................................
ഇനി രണ്ടു മാസത്തേക്ക് ഗവേർണിംഗ് ബോഡിയിലെ മുഴുവൻ അംഗങ്ങളും സിപി ഓപ്പൺ ഫോറത്തിലെ ടെക്നിക്കൽ അഡ്മിൻ ചുമതല കൂടി വഹിക്കുന്നതാണ്. സിപി ഫോറത്തിലെ ദൈനംദിന കാര്യങ്ങളിലും ഇടപെടലുകളിലും കൂടുതൽ ശ്രദ്ധ പതിപ്പിക്കുന്നതിന് കൂടിയാണ് ഈ തീരുമാനം.
എല്ലാവരുടെയും സഹകരണം തുടർന്നും ഉണ്ടാകുമല്ലോ.
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സിപി-ജി ബോഡി
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ഇനി രണ്ടു മാസത്തേക്ക് ഗവേർണിംഗ് ബോഡിയിലെ മുഴുവൻ അംഗങ്ങളും സിപി ഓപ്പൺ ഫോറത്തിലെ ടെക്നിക്കൽ അഡ്മിൻ ചുമതല കൂടി വഹിക്കുന്നതാണ്. സിപി ഫോറത്തിലെ ദൈനംദിന കാര്യങ്ങളിലും ഇടപെടലുകളിലും കൂടുതൽ ശ്രദ്ധ പതിപ്പിക്കുന്നതിന് കൂടിയാണ് ഈ തീരുമാനം.
എല്ലാവരുടെയും സഹകരണം തുടർന്നും ഉണ്ടാകുമല്ലോ.
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സിപി-ജി ബോഡി
•
Responsible for performing edits on documents before submitting them for approval
in order to prevent
specific forms of company documentation from being disqualified. This entails checking the documents
for typographical errors, misinformation, speJling and punctuation
errors that will result in a document's disqualification.
•
. To ensure that all documents are submitted
to their predestinated departments before the required submission date expires.
a document contro!Jer must prepare these documents in a timely manner. The document controller will also supervise staff members as they compile the needed documentation regarding the submission of certain forms of documentat ion so that the documents can be prepared
early.
•
. As documentation regarding a company's major projects
enters the outgoing phase. a job duty that the document controller must perform is to manage
all documents during this phase.
This involves checking
the documents to make sure
•
all information regarding the project
is up-to -date and factual. As incoming project documents arrive,
the document controller must also view these reports for validation purposes as well.
•
Coordinate all activities related
to
the
Document Control procedure, including technical documents, drawings
and commercial correspondence.
•
Input document
data into the standard registers ensuring that the Information
is accurate and up to update.
• Generate the various document control reports
required.
• Typing of site documents, and follow
up of all the site needs.
• Make sure that controlled copies of latest approved documents and
drawings are given to the appropriate staff. subcontractors and suppliers asapplicable.
•
Maintain update
records of all approved documents and drawings and their distribution clearly.
• Maintain the documents and drawings in the Document
Control
•
office under safe custody without any damage or deterioration with easy traceability.
• Maintain the files and control Jog as required by the project.
•
Issuing Transmittal to all subcontractors.
• Proper filling
all documents.
• Scanning all documents accordingly on issuing order. Issuing the
transmittal to subcontractors.
•
Arrange the documents in sequence order.
•
Responsible for receiving, circulating and recording all incoming and outgoing, emails and hand deliveries.
•
Ensuring sequential numbering system in each and every outgoing
correspondence.
•
Ensuring quality
formats being used adequately for correspondences, submittals, transmittals to clients. consultants. subcontractors and within divisions and departments.
• Ensuring all correspondences regarding
fmancial matters is forwarded to the PM.
•
Ensuring all correspondences regarding contractual matters is forwarded to the CM.
• Ensure all correspondences reach proper department.
• Bring up quality forms. checklists as and when needed in coordination with
QAIQC Engineer for technical aspects.
•
Maintain documentation for projects under taken by Contracting Division
making in use the project
numbering system for easy traceability and proper filing (soft and hard copy).
•
Coordinate with QA/QC Engineer for maintaining quality
documentation so called, Document Register, Material Register & Drawing Register.
•
Maintain and manage
daily schedule for PROJECT MANAGER I SITE ENGINEER
• Responsible in handling site incoming
and outgoing emails.
•
Organizing and keeping well-organized ftles
and ensure confidential information and documents
are handled with complete discretion.
• Maintains and ensure proper
filing system.
• Maintaining the RFI. MRIR & Material Application for ApprovaL
:
•
Represents the president by welcoming visitors, reviewing correspondence; arranging
company dinners and other corporate
functions ;
answering questions and meeting requests directed
to the president.
•
Publishes the corporate newsletter by gathering information; preparing and editing articles;
designing graphic presentation; producing and distributing.
•
Helps key executives make consistent decisions
by advising them of historical precedents; serving
as liaison between
them and the president.
•
Arranges corporate travel and meetings
by developing itineraries and agendas; scheduling the corporate jet; booking other transportation; arranging
lodging and meeting accommodations.
•
Completes projects
and special assignments by establishing objectives; determining priorities; managing
time; gaining cooperation of others; monitoring progress; problem-solving ; making adjustments to plans.
•
Updates job knowledge by participating in educational opportunities ; reading professional publications: maintaining personal networks: participating in professional organizations.
•
Improves quality
results by studying, evaluating, and re-designing processes; implementing changes.
•
Enhances president's and corporation 's reputation by accepting ownership
for accomplishing new and different requests; exploring
opponunities to add value to job accomplishments.
•
Maintains administrative staff by recruiting, selecting, orienting, and training employees;
maintaining a safe and secure
work environment; developing personal growth opportunities.
•
Accomplishes staff results by communicating job expectations; planning, monitoring,
and appraisingjob results
; coaching, counseling , and disciplining employees; initiating, coordinating, and enforcing
systems, policies, and procedures.
•
Provides supplies
by identifying needs for reception.
switchboard, mailroom, and kitchen; establishing policies. procedures, and work schedules.
•
Classifies, sorts, files and retrieve correspondence, records
and other site documents as requested.
•
Taking dictation in shorthand and drafting, typing letters, internal
memos and various correspondences, etc.
• Preparing Daily & Weeki} ite Report.
• Arrange the documents in sequence order
• To plan, organize. and administer the activities of his/her department, office, or
division efficiently.
•
To keep informed
of new developments relating to his/her function
and to maintain a creative
and experimental attitude
toward change, in order to continuously improve the operation
of his/her area of responsibility.
•
To recommend the organizational structure and staffing
that complement his/her area of respon sibility.
•
To interview
and recommend to the president
personnel for hire.
•
To establish
and maintain an organizational climate that encourages
the development, retention, and a high level of morale among personnel.
•
Keep his/her immediate supervisor informed of activities of the unit, particularly of major or unusual
developments, and seeking his/her advice and counsel.
•
To promote an integrated effort in the administration of the college
by cooperating with other administrators and staff and coordinating his/her
activities with theirs when such action is indicated.
•
To maintain
effective relations with faculty, students. and community,
and other educational institutions and to interpret college policies and programs accurately and constructively.
•
To recommend the budget for his/her
department, office, or division and, within
limitation s established by the board or President, to administer hi s/her
budget.
•
To serve on committees and councils as directed by board policies
and procedures or by his/her
immediate supervisor or the President.
•
To represent Kirtland and attend professional meetings as authorized by his/her immediate
supervisor.
•
To provide
information and reports
to the board at the request of the President.
• To implement
a plan to supervise
students attend ing courses during the day, in the
evening or weekend, and at clinical
internship dates.
•
To perform
any other duties assigned or delegated by his/her immediate supervisor.
| 1 | MOM (notes for PMT only) | Weekly Construction Meeting | weekly | - | 1. Attend
meeting to take note of major issues. 2. Prepare draft notes of meeting for PMT reference. 3. File e-copy. O:\3_QAQC & PROCUREMENT |
|
| 2 | MOM (notes for PMT only) | Weekly PMT-PMC Communication Meeting | weekly | - | 1.
Attend meeting to take note of major issues. 2. Prepare draft notes of meeting for PMT reference. 3. File e-copy. O:\3_QAQC & PROCUREMENT |
|
| 3 | MOM (notes for PID only) | Weekly QA/QA Meeting | weekly | - | 1.
Attend meeting to take note of major issues. 2. Prepare draft notes of meeting for PID reference. 3. File e-copy.O:\3_QAQC & PROCUREMENT |
|
| 4 | Travel Authorization Form | PMT Authorization Form | Anytime | - | 1.
Download e-files. 2. Print & forward to B.A. for check. 3. Scan & forward to PQM for approval 4. File e-copy O:\3_QAQC & PROCUREMENT 5. File h-copy |
|
| 5 | OT Budget Hrs. and PAF | PMT/PID | Monthly | - | Email / H-copy by Hand | 1.
Prepare files. 2. Print & forward to AGA for Approval 3. Scan & forward to PQM for Initials & HR 4. File e-copy O:\3_QAQC & PROCUREMENT 5. File h-copy |
| 6 | Time Sheets | PMT/PID Time Sheet | Monthly | - | Email / H-copy by Hand | 1.
Team PQM preapared each h-copy. 2. Print & forward to AGA for Approval 3. Scan & forward to PQM for Initials & HR 4. File e-copy O:\3_QAQC & PROCUREMENT 5. File h-copy |
| 7 | Log Sheet | Inspection Sheet (Site Out/IN - AM/PM) and Daily Log Sheet for Procrement and QA/QC | Daily | - | Daily Log at Desk | 1.
Daily Log OUT/In for Inspection Sheet (Site) 2. Daily Log IN/OUT (Employee Attendance) 3. 7:30 AM Employee LOG at PQM Desk 4. File e-copy (Provide HR for Employee LOG) 5. File h-copy (File the Documents at Folder) |
| 8 | Vacation Request Form | PMT and PID Vacation Request Form and PMT Key Person Out of Office Notification | - | - | 1.
Download e-files. 2. Print & forward to B.A. for check. 3. Scan & forward to PQM for approval 4. File e-copy O:\3_QAQC & PROCUREMENT 5. File h-copy |
|
| 9 | Travel Authorization Form | PMT Authorization Form | - | - | 1.
Download e-files. 2. Print & forward to B.A. for check. 3. Scan & forward to PQM for approval 4. File e-copy O:\3_QAQC & PROCUREMENT 5. File h-copy |
|
| 10 | Inspector Weekly Highlights | Weekly QA Highlights by Inspectors | Every Thursday | - | 1.
Download e-files. 2. Consolidate / Collect to MKU/ABG/AAM 3. Forward to MKU for comments & approval. 4. Send to PQM (Reading Bider) 5. File e-copy 6. File h-copy |
|
| 11 | Inspector Weekly Reports | Internal Inspector Reports | Every Thursday | - | 1.
Download e-files. 2. Consolidate / Collect to MKU/ABG/AAM 3. Forward to MKU for comments & approval. 4. Send to PQM (Reading Bider) 5. File e-copy O:\3_QAQC & PROCUREMENT 6. File h-copy |
|
| 12 | PQI | Project Quality Index | Monthly | - | 1.
Download e-files. 2. Print & forward to AGA for Approval & Initial MKU 3. Native File / PDF forward to AHA 4. File e-copy O:\3_QAQC & PROCUREMENT 5. File h-copy |
|
| 13 | PQD | Project Quality Dashboard | Every Thursday | - | 1.
Download e-files. 2. Consolidate / Collect to MKU/ABG/AAM 3. Forward to MKU for comments & approval. 4. Send to PQM (Reading Bider) 5. File e-copy 6. File h-copy O:\3_QAQC & PROCUREMENT |
|
| 14 | QC Inspector Approval (Personnel CONT) | Monitoring Status of QA/QC Inspector Personnel | anytime | - | Email / H-copy by Hand (Letters) | 1.
Download e-files. 2. Prepared Draft for Approval 3. Forward to MKU for comments & approval. 4. PQM for Final Initials /Approval 5. File e-copy O:\3_QAQC & PROCUREMENT 6. File h-copy |
| 15 | Application for Approval of QC Personnel | Application submittal from Korea | anytime | - | Email / H-copy by Hand (Letters) | 1.
Prepare files. 2. Print & forward to AGA for Approval 3. Scan & forward to Originator from KR 4. File e-copy O:\3_QAQC & PROCUREMENT 5. File h-copy |
| 16 | Document Matrix | Transmittal Log, QMIS Logs. (Incoming/Outgoing) | anytime | - | 1.
Download e-files. 2. Print & forward to P.I. for check. 3. Native File / PDF forward to PQM 4. File e-copy O:\3_QAQC & PROCUREMENT 5. File h-copy |
|
| 17 | Inspection Matrix | Inspection Description, Job Distribution Chart | anytime | P.I. | 1.
Download e-files. 2. Print & forward to P.I. for check. 3. Native File / PDF forward to PQM 4. File e-copy 5. File h-copy |
|
| 18 | Reading Binder | Compile all documents submitted by Inspector and Procurement | Every Thursday Cut-off and Monday Morning 9AM must be in the table of PQM | Team PQM | Email/H-Copy/E-Copy | 1.
Download e-files. 2. Print & forward to P.I. for check. 3. Native File / PDF forward to PQM 4. File e-copy 5. File h-copy |
| Issued Documents | ||||||
| Item No. | Document Type | Description | Frequency | Issued by | Method | IK-QAQC/Procurement Secretary Task |
| 1 | LBE | Log Book Entry | anytime | PID | Email / H-copy by Hand | 1.
Download e-files or Scan H-copy 2. Review by MKU or PID Supervisor 3. Update QMIS-LBE - Log 4. Issue to Contractor 5. File e-copy 6. File h-copy |
| 2 | NCR (Company) | Non-Conformance Report | anytime | PID | Email / H-copy by Hand | 1.
Download e-files or Scan H-copy 2. Review by MKU or PID Supervisor 3. Update QMIS-NCR - Log 4. Issue to Contractor 5. File e-copy 6. File h-copy |
| 3 | NCR (SSA) | Non-Conformance Report (Internal) | anytime | PID | Email / H-copy by Hand | 1.
Download e-files or Scan H-copy 2. Review by MKU or PID Supervisor 3. SSA QMIS-NCR - Log 4. Issue to Contractor 5. File e-copy 6. File h-copy |
| 4 | RFI | Request For Inspection | anytime | - | 1.
Download e-files. 2. Consolidate 3. Forward to P.I. for comments & approval. 4. Send to PQM 5. File e-copy 6. File h-copy |
|
| Received Documents | ||||||
| Item No. | Document Type | Description | Frequency | Issued by | Method | IK-QAQC/Procurement Secretary Task |
| 1 | LBE | Log Book Entry | anytime | Contractor | Email / H-copy by Hand | 1.
Download e-files or Scan H-copy 2. Review by MKU or PID Supervisor 3. Update QMIS-LBE - Log 4. Issue to Contractor 5. File e-copy 6. File h-copy |
| 2 | NCR (Company) | Non-Conformance Report | anytime | PID | Email / H-copy by Hand | 1.
Download e-files or Scan H-copy 2. Review by MKU or PID Supervisor 3. Update QMIS-NCR - Log 4. Issue to Contractor 5. File e-copy 6. File h-copy |
| 3 | NCR (SSA) | Non-Conformance Report (Internal) | anytime | PID | Email / H-copy by Hand | 1.
Download e-files or Scan H-copy 2. Review by MKU or PID Supervisor 3. SSA QMIS-NCR - Log 4. Issue to Contractor 5. File e-copy 6. File h-copy |
| 3 | RFI | Request For Inspection | anytime | Contractor | Email / H-copy by Hand | 1.
Download e-files. 2. Consolidate 3. Forward to P.I. for comments & approval. 4. Send to PQM 5. File e-copy 6. File h-copy |
| 4 | Document Matrix | Transmittal Log, QMIS Logs. (Incoming/Outgoing) | anytime | - | Email / H-copy by Hand | 1.
Download e-files. 2. Print & forward to P.I. for check. 3. Native File / PDF forward to PQM 4. File e-copy 5. File h-copy |
| 5 | Progress Completion Certificate | Progress Completion Certificate (GE/Exhanger/Colfax/Bilfal/KBR) | anytime | - | Email / H-copy by Hand | 1.
Scan/Download e-files. 2. Print & forward to P.I. for check. 3. Native File / PDF forward to PQM/Kabli 4. File e-copy 5. File h-copy |
| Document Request by PID/PMT | ||||||
| Item No. | Document Type | Description | Frequency | copy | Method | IK-QAQC/Procurement Secretary Task |
| 1 | Any | LBE, NCR, RFI, MOM, Transmittal, Weekly Highlights, Weekly Reports | anytime | e-copy h-copy | by hand / by e-mail | 1.
Download e-files. 2. Print & forward to B.A. for check. 3. Scan & forward to PQM for approval 4. File e-copy 5. File h-copy |
| Information Communications Trought E-Mails | ||||||
| Item No. | Document Type | Description | Frequency | Issued by | Method | IK-QAQC/Procurement Secretary Task |
| 1 | Any | PMT-PID-CONTRACTOR informal communication at site (via-email) | anytime | e-copy | by e-mail | 1. Focal point for any informal documents and information exchanges between PMT/PID and Contractor |
| QA/QC - Procurement Secretary Reporting | ||||||
| Item No. | Document Type | Description | Frequency | Issued by | Method | IK-QAQC/Procurement Secretary Task |
| 1 | All | All Logs/Registered (Native / PDF Rendition) | anytime | e-copy | by e-mail | 1. Send (in/out) |
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