5.1 GENERAL
5.1.1 Purpose
This procedure is written with the aim of ensuring that information is channeled in an appropriate manner. This procedure details administrative functions associated with project communications. It does not apply to Contractor’s engineering documents or to minutes of meeting.
5.1.2 Scope and Application
This procedure covers all forms of internal and external communications and applies to all members of the Project.
The communication procedure applies to letters, correspondence, transmittals, telephone communications between PLN Site and the Consultants included PLN organizations, project team members and other correspondence associated with the Project and proceed at the Construction Site Office.
5.1.1 Purpose
This procedure is written with the aim of ensuring that information is channeled in an appropriate manner. This procedure details administrative functions associated with project communications. It does not apply to Contractor’s engineering documents or to minutes of meeting.
5.1.2 Scope and Application
This procedure covers all forms of internal and external communications and applies to all members of the Project.
The communication procedure applies to letters, correspondence, transmittals, telephone communications between PLN Site and the Consultants included PLN organizations, project team members and other correspondence associated with the Project and proceed at the Construction Site Office.
The control of communications is described in Apendix 5.1 and in the Communication Control Register Instruction Manual for the Project
This communication procedure does not apply to the Contractor’s engineering documents such as design drawings, specifications and calculations, which are controlled by the Design Document Register.
5.1.3 Updating and Issue
Updating and review of this procedure shall be under-taken by the Project Manager as and when it is necessary.
5.2. DISTRIBUTION
5.2.1 Minimum Distribution
Originators or recipients of correspondence, telefaxes, minutes of telephone call, etc. shall ensure that copies are distributed as shown on the "BASCOM" sheet show in Appendix 5.1
5.2.2 Additional Distribution
5.3 RESPONSIBILITY
The Project Administrators involving Secretary who are in charge of the Communication Control Register (Project Team) in the Project Site Office, respectively shall be responsible for processing and controlling the project correspondence, including distributing, retrieving and maintaining the Project record files as well as reference files.
5.4 STANDARD FORM
The Project standard communication forms are shown in Appendix 5.2 the Site Office Project Standard Form respectively.
5.5 COMMUNICATION PROCEDURE
This section describes correspondence procedure for the Project correspondence with the Contractor at the Site Office, correspondence between PLN and the Consultants.
5.6 SITE OFFICE CORRESPONDENCE
5.6.1 OUTGOING LETTERS
a) Formats
The outgoing Site Office correspondence shall follow the sample letter formats and letterhead in Appendix 5.2 Control Numbers
All the outgoing letters from PLN Site to the Contractor shall have a PLN Site stamp if any and PLN Site control number as well as a central communication control number assigned by the Communication Control Register.
b) Distribution
Distribution shall follow the requirements of BASCOM in Appendix 5.1 or as directed by the originator for special cases.
Distribution of the outgoing correspondence to the local entities shall be made via messenger hand-delivery. Facsimile distribution shall be warranted as necessary.
5.6.2 INCOMING LETTERS TO SITE OFFICE FROM THE CONTRACTOR
The Project Administrator shall registered all incoming document/mail, date stamp all item and forward to Project Manager for distribution to relevant discipline engineer . The correspondence concerning construction activities from the Contractor shall be addressed to:
Attention: Imam Sucahyo, General Manager PT PLN (Persero) Unit Bisnis Pembangkitan Sulmapa
Distribution of copies shall follow requirements in the Contract and BASCOM, as well as one copy distribution to the Project office.
5.6.3 CORRESPONDENCE BETWEEN PLN AND THE CONSULTANT
This section describes correspondence between PLN and the Consultants on the site matters, and technical matters that call for non-routine attention from the management of both PLN and the Consultants.
5.6.4 CORRESPONDEN BETWEEN CONSULTANTS TO PLN SITE OFFICE
The correspondence concerning construction activities and QA/QC from consultants to PLN Site office shall be addressed to:
The sample of correspondence show in Appendix 5.3
5.6.5 CORRESPONDENCE BETWEEN PLN TO CONSULTANT
The correspondence concerning construction activities from PLN to the Contractor shall be addressed to:
PT. REKADAYA ELEKTRIKA CONSULT
Jl. K.s Tubun I No. 2, Jakarta 11420
Distribution of copies shall follow requirements in the Contract and BASCOM, as well as one copy distribution to the Project office.
The sample of correspondence show in Appendix 5.4
5.6.6 TELEPHONE CALL
Important telephone conference among the Project Team shall be recorded in the Telephone Call Notes (refer to Appendix 5.5). Consultants’ interoffice memorandum shall not be handled by Procedure. All technical and contractual matters agreed upon by telephone shall be confirmated by fax or letter as soon as possible.
5.6.7 FAXCIMILE
Urgent matters shall be communicated via facsimile and or e-mail transmission among the Project Team. All outcoming and incoming shall be registered, originals shall be filled. The standar format of facsimilies is show in Appendix 5.6
5.7 MINUTES OF MEETING PROCEDURE
5.7.1 SCOPE MINUTE OF MEETING
All the Project related formal meetings between PLN site, Consultant and Contractor, PLN and the consultant and others shall be recorded and registered in the Communication Control Register file.
5.7.2 RESPONSIBILITY
The Consultant’s Project team members shall be responsible for preparation of Minutes of Meeting for issue for acceptance by PLN, Contractor, and other entities attending the meetings. The Minutes of Meeting shall be prepared and issued promptly within a reasonable time, not exceeding two weeks from the time the meeting took place.
For the Weekly Meeting shall be conducted by all Engineers (Consultant project team) regarding with the discipline or duty of the Engineer.
The Project site shall be responsible for logging Minutes of Meeting in the file and maintain the Register.
5.7.3 MINUTE OF MEETING
Minutes of Meeting prepared and issued by the Project Team but not include Engineering MOM, the record of meeting among PLN, the Consultant and the Contractor, and other MOM, the record of meetings on the consultant contractual scope, inspection construction and QA/QC.
a. MOM Forms that are prepared and issued by the Project Team under this category shall follow the MOM Forms as shown in Appendix 5.7
b. Preparation and Approval
The MOM shall be prepared by the Consultant Project Team during the meeting. The MOM shall be reviewed, accepted and signed by the attendants from PLN, the Consultant and the Contractor after the meeting closed.
c. Distribution
Immediately after signing, the MOM shall be distributed to representatives from PLN, the Consultant, the Contractor, etc.
5.7.4 MINUTE OF MEETING NUMBERS
Meeting Minutes are controlled by a unique MOM Number. Project Team is responsible for maintaining sequential Meeting Minutes Number log and providing numbers as necessary.
5.7.5 COMMUNICATION CONTROL REGISTER MINUTE OF MEETING
The Communication Control Register Input for MOM shall be made at the time of preparing the Minutes.
5.7.6 MINUTE OF MEETING ACTION ITEMS CONTROL
Action items that are identified in the MOM are controlled by the Action Items Control using the Communication Control Register. Only the designated significant
5.8 PROJECT FILING PROCEDURE
5.8.1 INTRODUCTION
This section describes the scope, responsibility and procedures for filing communications, minutes of meetings and documents in a centrally control manner.
5.8.2 SCOPE
All project related communications, MOM included documents are to be filed in centrally controlled files maintained the Site Office.
5.8.3 RESPONSIBILITY
Project Administration and or Project Team is responsible for establishing and maintaining complete record files, as well as maintaining reference files, for all project related communications, minutes of meetings and documents.
5.9 PROJECT FILES
5.9.1 COMMUNICATION FILES
Communication file contains documents that are assigned communication control numbers and processed. The documents are filed in accordance with the Communication Control Number. In addition, communications directly related to technical matters shall be filed in technical files as directed by lead discipline Engineers. Exhibit as below shows a complete list of project files.
5.9.2 MINUTE OF MEETING FILE
Site Office and or Project Team are responsible for maintaining complete original MOM file for the minutes that are issued by the Project Team (site office). All the revisions are also maintained in the file. The originals shall be kept in the Record File Cabinet or Binders. Site Office MOM shall also be included in the Meeting file although the originals of the Site Office Meeting Minutes shall be maintained by the Site Project administration and or Project Team
Site Office is responsible for maintaining complete original MOM file for the minutes that are issued by the Engineers. All the revisions are also maintained in the file. Originals shall be kept in the Record File Cabinet or Binders
This communication procedure does not apply to the Contractor’s engineering documents such as design drawings, specifications and calculations, which are controlled by the Design Document Register.
5.1.3 Updating and Issue
Updating and review of this procedure shall be under-taken by the Project Manager as and when it is necessary.
5.2. DISTRIBUTION
5.2.1 Minimum Distribution
Originators or recipients of correspondence, telefaxes, minutes of telephone call, etc. shall ensure that copies are distributed as shown on the "BASCOM" sheet show in Appendix 5.1
5.2.2 Additional Distribution
5.3 RESPONSIBILITY
The Project Administrators involving Secretary who are in charge of the Communication Control Register (Project Team) in the Project Site Office, respectively shall be responsible for processing and controlling the project correspondence, including distributing, retrieving and maintaining the Project record files as well as reference files.
5.4 STANDARD FORM
The Project standard communication forms are shown in Appendix 5.2 the Site Office Project Standard Form respectively.
5.5 COMMUNICATION PROCEDURE
This section describes correspondence procedure for the Project correspondence with the Contractor at the Site Office, correspondence between PLN and the Consultants.
5.6 SITE OFFICE CORRESPONDENCE
5.6.1 OUTGOING LETTERS
a) Formats
The outgoing Site Office correspondence shall follow the sample letter formats and letterhead in Appendix 5.2 Control Numbers
All the outgoing letters from PLN Site to the Contractor shall have a PLN Site stamp if any and PLN Site control number as well as a central communication control number assigned by the Communication Control Register.
b) Distribution
Distribution shall follow the requirements of BASCOM in Appendix 5.1 or as directed by the originator for special cases.
Distribution of the outgoing correspondence to the local entities shall be made via messenger hand-delivery. Facsimile distribution shall be warranted as necessary.
5.6.2 INCOMING LETTERS TO SITE OFFICE FROM THE CONTRACTOR
The Project Administrator shall registered all incoming document/mail, date stamp all item and forward to Project Manager for distribution to relevant discipline engineer . The correspondence concerning construction activities from the Contractor shall be addressed to:
Attention: Imam Sucahyo, General Manager PT PLN (Persero) Unit Bisnis Pembangkitan Sulmapa
Distribution of copies shall follow requirements in the Contract and BASCOM, as well as one copy distribution to the Project office.
5.6.3 CORRESPONDENCE BETWEEN PLN AND THE CONSULTANT
This section describes correspondence between PLN and the Consultants on the site matters, and technical matters that call for non-routine attention from the management of both PLN and the Consultants.
5.6.4 CORRESPONDEN BETWEEN CONSULTANTS TO PLN SITE OFFICE
The correspondence concerning construction activities and QA/QC from consultants to PLN Site office shall be addressed to:
The sample of correspondence show in Appendix 5.3
5.6.5 CORRESPONDENCE BETWEEN PLN TO CONSULTANT
The correspondence concerning construction activities from PLN to the Contractor shall be addressed to:
PT. REKADAYA ELEKTRIKA CONSULT
Jl. K.s Tubun I No. 2, Jakarta 11420
Distribution of copies shall follow requirements in the Contract and BASCOM, as well as one copy distribution to the Project office.
The sample of correspondence show in Appendix 5.4
5.6.6 TELEPHONE CALL
Important telephone conference among the Project Team shall be recorded in the Telephone Call Notes (refer to Appendix 5.5). Consultants’ interoffice memorandum shall not be handled by Procedure. All technical and contractual matters agreed upon by telephone shall be confirmated by fax or letter as soon as possible.
5.6.7 FAXCIMILE
Urgent matters shall be communicated via facsimile and or e-mail transmission among the Project Team. All outcoming and incoming shall be registered, originals shall be filled. The standar format of facsimilies is show in Appendix 5.6
5.7 MINUTES OF MEETING PROCEDURE
5.7.1 SCOPE MINUTE OF MEETING
All the Project related formal meetings between PLN site, Consultant and Contractor, PLN and the consultant and others shall be recorded and registered in the Communication Control Register file.
5.7.2 RESPONSIBILITY
The Consultant’s Project team members shall be responsible for preparation of Minutes of Meeting for issue for acceptance by PLN, Contractor, and other entities attending the meetings. The Minutes of Meeting shall be prepared and issued promptly within a reasonable time, not exceeding two weeks from the time the meeting took place.
For the Weekly Meeting shall be conducted by all Engineers (Consultant project team) regarding with the discipline or duty of the Engineer.
The Project site shall be responsible for logging Minutes of Meeting in the file and maintain the Register.
5.7.3 MINUTE OF MEETING
Minutes of Meeting prepared and issued by the Project Team but not include Engineering MOM, the record of meeting among PLN, the Consultant and the Contractor, and other MOM, the record of meetings on the consultant contractual scope, inspection construction and QA/QC.
a. MOM Forms that are prepared and issued by the Project Team under this category shall follow the MOM Forms as shown in Appendix 5.7
b. Preparation and Approval
The MOM shall be prepared by the Consultant Project Team during the meeting. The MOM shall be reviewed, accepted and signed by the attendants from PLN, the Consultant and the Contractor after the meeting closed.
c. Distribution
Immediately after signing, the MOM shall be distributed to representatives from PLN, the Consultant, the Contractor, etc.
5.7.4 MINUTE OF MEETING NUMBERS
Meeting Minutes are controlled by a unique MOM Number. Project Team is responsible for maintaining sequential Meeting Minutes Number log and providing numbers as necessary.
5.7.5 COMMUNICATION CONTROL REGISTER MINUTE OF MEETING
The Communication Control Register Input for MOM shall be made at the time of preparing the Minutes.
5.7.6 MINUTE OF MEETING ACTION ITEMS CONTROL
Action items that are identified in the MOM are controlled by the Action Items Control using the Communication Control Register. Only the designated significant
5.8 PROJECT FILING PROCEDURE
5.8.1 INTRODUCTION
This section describes the scope, responsibility and procedures for filing communications, minutes of meetings and documents in a centrally control manner.
5.8.2 SCOPE
All project related communications, MOM included documents are to be filed in centrally controlled files maintained the Site Office.
5.8.3 RESPONSIBILITY
Project Administration and or Project Team is responsible for establishing and maintaining complete record files, as well as maintaining reference files, for all project related communications, minutes of meetings and documents.
5.9 PROJECT FILES
5.9.1 COMMUNICATION FILES
Communication file contains documents that are assigned communication control numbers and processed. The documents are filed in accordance with the Communication Control Number. In addition, communications directly related to technical matters shall be filed in technical files as directed by lead discipline Engineers. Exhibit as below shows a complete list of project files.
5.9.2 MINUTE OF MEETING FILE
Site Office and or Project Team are responsible for maintaining complete original MOM file for the minutes that are issued by the Project Team (site office). All the revisions are also maintained in the file. The originals shall be kept in the Record File Cabinet or Binders. Site Office MOM shall also be included in the Meeting file although the originals of the Site Office Meeting Minutes shall be maintained by the Site Project administration and or Project Team
Site Office is responsible for maintaining complete original MOM file for the minutes that are issued by the Engineers. All the revisions are also maintained in the file. Originals shall be kept in the Record File Cabinet or Binders