๐Ÿ”ดOverdue
๐ŸŸ Breaching in 3 days
๐ŸŸกPending review
๐Ÿ”ตAwaiting resubmission
๐ŸŸฃRev C or higher
๐ŸŸขApproved this week
โฌ†Back to top
ITQAN Works
Document Control
โš™ Config ๐Ÿ“‚ LOCAL
T1 โ€” Submittals
T2 โ€” Correspondence
T3 โ€” RFIs
T4 โ€” Contracts
T5 โ€” Close-out
โšก Priority Actions
Dashboard
๐Ÿ‘ท Contractors
๐Ÿ—บ Journey Map
๐Ÿ“Š Views
๐Ÿ“– Glossary
๐Ÿงญ Classify
๐ŸŽ“ Scenarios
๐Ÿ“– Glossary โ€” Acronyms & Terms
Quick reference for all specialist terms used in this app
Jump:
๐Ÿ“„ Document Type Codes (26)
DWG
Shop Drawings
T1 submittal. Detailed construction drawings prepared by the Main Contractor showing exactly how designed elements will be fabricated and installed. Common prefixes: S-* Structural, A-* Architectural, M-* Mechanical, E-* Electrical, P-* Plumbing, TW-* Temporary Works, FF-* Fit-out.
MAT
Material Approvals
T1 submittal. Product data sheets and compliance samples submitted for approval before procurement. Includes mill certificates (steel), batch certificates (concrete admixture), technical brochures.
MTH
Method Statements
T1 submittal. Step-by-step description of how the Main Contractor will carry out a specific operation โ€” sequencing, equipment, personnel, safety. Requires HSE Manager co-signature.
ITP
Inspection and Test Plans
T1 submittal. Structured plan defining what will be inspected, when (hold / witness / test points), by whom, and to what acceptance criteria. Consultant QA must co-sign.
DES
Design Submittals & Calculations
T1 submittal. Contractor-Designed Portion (CDP) submissions, structural calculations, welding procedures (WPS), vendor prequalifications. High design liability โ€” never fast-track.
PLN
Pre-Construction Management Plans
T1 submittal. Six sub-types: PQP (Project Quality Plan), HSE Plan, EMP (Environmental Management Plan), TMP (Traffic Management Plan), WMP (Waste Management Plan), ERP (Emergency Response Plan). Gates mobilisation.
PER
Personnel Approvals
T1 submittal. CVs for key project roles: Project Manager, QA/QC Manager, HSE Manager, Commissioning Manager. Gates mobilisation.
PRG
Programme and Schedule
T1 submittal. Baseline programme, monthly updates, look-aheads, recovery programmes. Baseline approval gates the first Interim Payment Certificate.
PMT
Statutory Permits and Authorizations
T1 submittal. Building permits, crane permits, road-closure permits, environmental authorizations. The permit itself โ€” not correspondence about it.
SMP
Samples and Mock-ups
T1 submittal. Physical finish samples, colour swatches, room mock-ups. Retain physically, never return โ€” becomes the approved benchmark.
OAM
O&M Manuals and Product Data
T1 submittal (initial approval). Operation & Maintenance manuals for installed systems. Also compiled into T5 handover dossier at completion โ€” LIFECYCLE document.
BIM
Coordination Drawings (Building Information Model)
T1 submittal. Federated 3D model showing all disciplines together. Clash detection reports. Zero clashes on a fresh model is a red flag, not success.
CMP
Commissioning Plans and Procedures
T1 submittal. Test & Commissioning methodology, precommissioning plans. Bridges to T5 test records at handover โ€” LIFECYCLE document.
LTR
Correspondence Letter
T2 track. Formal letters, site instructions, notices under contract clauses. Time-barred notices sit here (Clause 20.1, EOT, Force Majeure).
MIN
Meeting Minutes
T2 track. Minutes of progress, technical, kick-off, and handover meetings. Unchallenged minutes are deemed accepted โ€” silence is agreement.
NCR
Non-Conformance Report
T2 track. Formal record of quality failure, specification deviation, test failure, or workmanship defect. Never close on verbal assurance โ€” requires documented RCA (Root Cause Analysis) and CAP (Corrective Action Plan).
PRO
Progress Reports
T2 track. Daily Site Reports (DSR), weekly progress summaries, monthly formal reports, site diaries. No DSR entry = fatal to future claim on that day.
HSE
HSE Incident and Safety Records
T2 track. Incident/accident reports, near-miss reports, Permit-to-Work (PTW) records, emergency drill records, safety observations.
RFI
Request for Information
T3 track. Formal question from the Main Contractor to the Consultant / Engineer about drawing conflicts, missing details, spec ambiguity, or coordination clashes. Time-bounded response required.
VO
Variation Order
T4 track. Formal instruction changing the scope of works โ€” add, omit, or substitute โ€” with associated cost and time impact. Requires priced quotation + technical justification before authorization.
CTR
Contract Documents
T4 track. Insurance certificates, performance bonds, parent-company guarantees, Advance Payment Guarantees (APG), sub-contract agreements.
CNT
Contract Amendments
T4 track. Head contract, supplementary agreements, deeds of variation, assignment / novation. Signed by the PARTIES, not the Engineer.
TER
Termination and Suspension
T4 track. Suspension notices (Clause 16.1), notices to remedy (Clause 15.1), termination notices (Clause 15.2 for cause, 15.5 for convenience). EXISTENTIAL โ€” engage legal counsel.
ABL
As-Built Drawings
T5 track. Drawings marked "AS-BUILT" or with "-AB" suffix showing what was actually constructed vs approved design. Cross-reference the T1 shop drawing โ€” LIFECYCLE.
SNR
Snag / Test / Commissioning Records
T5 track. Snag lists (pre-PC), punch lists, test results, commissioning records. Snag โ‰  defect (different clause, different remedy).
HND
Handover Documents
T5 track. Statutory completion certificates, Taking-Over Certificate (TOC), handover dossier, training records, spare parts, DLP defect notifications, Performance Certificate.
โš–๏ธ Contractual / FIDIC Terms (33)
FIDIC
Fรฉdรฉration Internationale Des Ingรฉnieurs-Conseils
International Federation of Consulting Engineers. Publishes the standard-form construction contracts used on most Gulf mega-projects. Not a party to the contract โ€” a publisher. Rainbow Suite: Red Book (build), Yellow Book (design-build), Silver Book (EPC โ€” Engineering, Procurement, Construction โ€” turnkey), Green Book (short-form), Pink Book (MDB).
SLA
Service Level Agreement
The response deadline agreed for a submittal review, RFI answer, or correspondence action. Typical: 14 days for standard, 21 days for complex, 7 days for RFI. Chase at 50%/80% checkpoints; 30%/60% for Critical Path.
EOT
Extension of Time
Contractor claim for additional time on the programme due to a delay event not of their fault. Time-barred under FIDIC Sub-Clause 20.1 (28-day notice + 42-day full claim). Missing notice = claim barred.
LDs
Liquidated Damages
Pre-agreed daily amount withheld from the Main Contractor for late completion. Cap typically 10% of contract value. Money withheld pending Practical Completion or Taking-Over.
PC
Practical Completion
The point at which the works are substantially complete and can be handed over to the Employer, even if minor snags remain. Triggers TOC issue, DLP start, retention first-moiety release, LDs stop.
TOC
Taking-Over Certificate
Formal certificate issued at Practical Completion transferring possession and care of the works from Contractor to Employer. Sectional TOC possible โ€” each section starts its own DLP clock.
DLP
Defects Liability Period
Period (typically 12 months) after Taking-Over during which the Main Contractor must remedy any defects at their own cost. Ends with issue of the Performance Certificate.
IPC
Interim Payment Certificate
Monthly certificate issued by the Engineer valuing work completed and materials delivered. Adjustments for VOs, retention, LDs. DC clock starts at date of receipt.
DAB
Dispute Adjudication Board
Independent panel constituted to resolve disputes during construction. Referral is typically the first formal step before arbitration. Strictest time-bar of all โ€” FREEZE THE FILE.
APG
Advance Payment Guarantee
Bank guarantee backing the advance payment (typically 10-20% of contract value) given to the Main Contractor at start. Reduces pro rata as advance is recovered from IPCs.
CAR
Contractor's All Risks Insurance
Primary construction insurance covering physical loss/damage during works. UAQ typically named as co-insured. Track expiry AND that UAQ is named โ€” verify both, never assume.
MDB
Multilateral Development Bank
World Bank, ADB (Asian Development Bank), IsDB (Islamic Development Bank) etc. FIDIC publishes a Pink Book with MDB-specific amendments for projects funded by these banks.
FM
Force Majeure
Exceptional event beyond the Main Contractor's control (war, natural disaster, epidemic) preventing performance. FIDIC Clause 19. TIME-BARRED notice required.
CDP
Contractor-Designed Portion
Element of the works where design responsibility sits with the Main Contractor (facades, curtain walls, specialist MEP). Design liability sits with Main Contractor โ€” never fast-track approval.
PQP
Project Quality Plan
Main Contractor's document defining how they will manage quality on the project โ€” procedures, ITPs, non-conformance handling, QA/QC organization. Part of PLN pre-construction plans.
EMP
Environmental Management Plan
Main Contractor's document defining environmental controls โ€” emissions, noise, dust, discharge, protected species. Part of PLN. Ongoing regulatory obligations attached.
TMP
Traffic Management Plan
Main Contractor's document defining vehicular access, traffic routing, road closures, and pedestrian safety around the site. Part of PLN.
WMP
Waste Management Plan
Main Contractor's document defining segregation, storage, and disposal of construction waste. Part of PLN. Environmental audit trail.
ERP
Emergency Response Plan
Main Contractor's document defining response to emergencies โ€” fire, medical, evacuation, environmental incident. Part of PLN. Drill records prove ERP is real, not shelf-document.
WPS
Welding Procedure Specification
Documented welding procedure for structural steel fabrication. Must be approved BEFORE fabrication starts. Typically submitted with matching PQR.
PQR
Procedure Qualification Record
Record of qualification tests proving that a specific welder using a specific WPS produces welds meeting specification. Submitted alongside WPS.
FAT
Factory Acceptance Test
Test of equipment at the manufacturer's factory BEFORE delivery to site โ€” chiller, switchgear, generator, fire pump. Separate from site ITPs.
SAT
Site Acceptance Test
Test of equipment after installation on site โ€” confirms delivery, installation, and functional integration in situ. Prerequisite for commissioning.
IR
Inspection Request
Main Contractor's request for the Consultant to witness a specific inspection point defined in an approved ITP. Typically 24-48 hours notice.
WIR
Work Inspection Request
Alternative name for IR used on some Gulf projects. Same purpose: Main Contractor requesting Consultant's witness inspection.
MoM
Minutes of Meeting
Written record of what was discussed, decided, and actioned in a meeting. Same as MIN docType. Unchallenged MoM = deemed accepted.
PTW
Permit to Work
Formal authorization for high-risk work โ€” hot work (welding), confined space, working at height, electrical isolation. Must be CLOSED at end of shift.
LOTO
Lock Out Tag Out
Safety procedure isolating and tagging energy sources (electrical, mechanical) so equipment cannot be re-energized during maintenance. Typically a PTW prerequisite.
BBS
Behavioural-Based Safety
Safety programme focused on observing and correcting worker behaviour rather than just conditions. Safety observations are the leading indicator of BBS culture.
QMS
Quality Management System
Documented system defining how the Main Contractor manages quality end-to-end โ€” typically ISO 9001-based. PQP is a project-specific instance.
BOQ
Bill of Quantities
Priced schedule of measured work items forming part of the contract. Rates in the BOQ are used for VO pricing and IPC valuation.
MDR
Master Document Register
The comprehensive register of every project document โ€” status, revision, dates, links. This app is UAQ's MDR for the MASAR project.
SI
Site Instruction
Formal written instruction from the Engineer to the Main Contractor directing a specific action on site. Classic variation trigger โ€” flag Commercial.
๐Ÿ‘ค Project Roles (16)
DC
Document Controller
The role you occupy. Responsible for receipt, verification, registration, routing, tracking, and transmittal of all project documents. NOT the technical reviewer.
PM
Project Manager
Senior manager responsible for delivering the project. Both UAQ and Main Contractor have their own PMs. Escalation point for critical issues.
QA
Quality Assurance
Preventive processes ensuring quality is built in โ€” procedures, training, audits, PQP. Broader than QC.
QC
Quality Control
Reactive processes checking finished work meets specification โ€” inspections, testing, NCR resolution. Narrower than QA.
HSE Manager
Health, Safety, and Environment Manager
Senior HSE role responsible for HSE Plan, PTW system, incident investigation, drills, statutory notifications. Co-signs Method Statements (MTH).
MEP Coordinator
Mechanical, Electrical, and Plumbing Coordinator
UAQ role coordinating MEP disciplines and reviewing MEP drawings (M-* / E-* / P-*) and coordination BIM. Owns clash resolution decisions.
RE
Resident Engineer
Consultant's senior on-site engineer with delegated Engineer authority โ€” issues instructions, chairs technical meetings, signs off inspections. Often the certifying authority in T5.
IC
Independent Checker
Chartered engineer external to the Main Contractor providing independent verification of Temporary Works designs. Must sign the Independent Design Check certificate.
CM
Commercial Manager
Senior commercial role managing contract, payments, variations, claims, disputes. Both UAQ and Main Contractor have their own. Owner of VO pricing decisions on their side.
DM
Design Manager
Main Contractor's senior role managing all design activity โ€” coordinating consultants, shop drawing production, technical clarifications. Countersigns DWG submissions internally.
TD
Technical Director
Main Contractor's most senior technical role with company-level authority. Countersigns high-risk submissions. Escalation point when Design Manager cannot resolve.
PT Sub-Contractor
Post-Tensioning Sub-Contractor
Specialist sub-contractor performing post-tensioned concrete design and installation. Their approval stamp must be present on S-* drawings involving PT (Post-Tensioned) elements.
Sub-Contractor
Sub-Contractor (Sub-Con)
Company contracted BY the Main Contractor to perform part of the works. Prequalification is T1 Card 7. Sub-Contract agreement is T4 Card 2.
Engineer
Engineer (FIDIC role)
The party appointed by the Employer to administer the contract. In FIDIC Red Book, the Engineer issues determinations (Clause 3.7), certifies IPCs, values VOs. May be UAQ internal or a separate consulting firm.
Employer
Employer (FIDIC role) / Client
The party commissioning the works. In this project, UAQ is the Employer. Pays the Main Contractor. Takes over the works at PC. Owner of the completed asset.
Consultant
Consultant
Firm providing design or engineering services to the Employer (or the Main Contractor for CDP). Answers RFIs. May be appointed as Engineer under FIDIC.
๐Ÿ›๏ธ Regulatory / Statutory (10)
SDAIA
Saudi Data and Artificial Intelligence Authority
Kingdom of Saudi Arabia regulator responsible for enforcing the Personal Data Protection Law (PDPL). Data residency and consent obligations attach to processing personal data of KSA residents.
PDPL
Personal Data Protection Law (KSA)
KSA data protection law, fully enforceable since September 2024 under SDAIA. Requires data residency, breach notification, subject rights. This app must operate within PDPL boundaries.
MISA
Ministry of Investment of Saudi Arabia
KSA ministry regulating foreign investment. Foreign national must obtain MISA investor registration before establishing a commercial entity in KSA.
SAIP
Saudi Authority for Intellectual Property
KSA agency responsible for trademarks, patents, copyrights. Class 42 trademark filing recommended before public launch of a software product bearing a brand.
MOL
Ministry of Labour
Regulator of employment matters โ€” work visas, contracts, labour disputes, Saudization. Incident reports involving injuries must be notified to MOL within statutory timeframes.
Civil Defence
Civil Defence (CD)
Authority responsible for fire safety, life safety, and civil defence approvals. Their approval is a T5 completion prerequisite โ€” without CD certificate, no occupancy.
Municipality
Municipality (local authority)
Local government authority issuing building permits, occupancy certificates, and construction-related regulatory approvals. Municipality completion certificate is a T5 handover prerequisite.
MOMRAH
Ministry of Municipal & Rural Affairs & Housing
KSA ministry overseeing municipalities and housing. Regulates building codes, zoning, and municipal permit systems.
CNTXT
CNTXT (Aramco-affiliated cloud reseller)
Exclusive reseller of Google Cloud Platform (GCP) services in KSA. Any commercial GCP procurement for KSA-residency workloads requires CNTXT.
KSA
Kingdom of Saudi Arabia
Jurisdiction of the UAQ MASAR project. Legal framework governing the works includes Saudi Building Code (SBC), PDPL (data protection under SDAIA), MOMRAH regulations for municipal approvals, and Saudi Council of Engineers registration for signatories.
๐Ÿš๏ธ Project-Specific (7)
UAQ
Umm Al Qura for Construction and Development
The Employer/Client for the MASAR Destination project. All UAQ reference numbers on documents originate from UAQ's master system.
MASAR
MASAR Destination
The mega-project this app supports. Multi-billion-SAR (Saudi Riyal) development in Kingdom of Saudi Arabia. UAQ is the Employer.
ITQAN
ITQAN (ุฅุชู‚ุงู† โ€” mastery)
The internal reference code prefix used by this Document Control system. Stays behind the scenes โ€” never shown to the Main Contractor. Also the brand name for the ITQAN Works software portfolio.
GSC
Gulf Star Contracting
One of the main contractors on the MASAR project. Sample name used in illustrative scenarios in this app.
MACE
MACE
One of the main contractors on the MASAR project.
TECH
TECH
One of the main contractors on the MASAR project.
FOA
FOA
One of the main contractors on the MASAR project.
๐Ÿ“ File / Procedure Conventions (17)
Rev A
Revision A (first submission)
First formal submission of a document. If rejected, next submission is Rev B (never a new Rev A).
Rev B / C / D
Revision B, C, D (resubmissions after rejection)
Subsequent revisions after rejection. Rev B = 2nd, Rev C = 3rd, Rev D = 4th. Rev D and beyond signal serious quality issue โ€” escalate to PM. Each resubmission must include Response-to-Comments matrix.
S-*
Structural drawing prefix
Drawing number starts with S- (e.g. S-101, S-215). Route to UAQ's Structural Engineer.
A-*
Architectural drawing prefix
Drawing number starts with A- (e.g. A-101, A-500). Route to UAQ's Architectural Lead.
M-*
Mechanical drawing prefix
Drawing number starts with M- (e.g. M-410, M-415). Route to UAQ's MEP Coordinator.
E-*
Electrical drawing prefix
Drawing number starts with E- (e.g. E-210, E-500). Route to UAQ's MEP Coordinator.
P-*
Plumbing drawing prefix
Drawing number starts with P- (e.g. P-320, P-410). Route to UAQ's MEP Coordinator.
TW-*
Temporary Works drawing prefix
Drawing number starts with TW- (e.g. TW-101). Scaffolding, formwork, falsework, propping, hoisting arrangements. Requires Independent Design Check certificate.
FF-*
Fit-out drawing prefix
Drawing number starts with FF- (e.g. FF-101). Interior fit-out, partitions, ceilings, finishes. Route to UAQ's Interior Designer primary, Architectural Lead secondary.
FC
For Construction
Drawing purpose stamp indicating the drawing is approved for construction use. The site may build to this revision.
FA
For Approval
Drawing purpose stamp indicating the drawing is submitted for approval. Once approved, becomes FC (For Construction). Starts a full SLA clock.
FI
For Information
Drawing purpose stamp indicating the drawing is issued for information only, not for approval. Does NOT start an SLA clock. Recipient acknowledgment only.
AB
As-Built
Drawing purpose stamp indicating the drawing shows what was actually constructed vs the approved design. Compiled into T5 handover dossier.
Presence Check
Presence Check (Receipt Verification)
DC's check at Receive step confirming the transmittal covering letter, all listed attachments, and all pages are present. Failure = return unregistered (T1 only; T2/T3/T4/T5 register first).
50% / 80% Chaser
SLA Chaser Checkpoints
DC sends written chasers to the reviewer at 50% and 80% of the SLA period. For Critical Path items, thresholds shift to 30% and 60% โ€” earlier escalation for downstream-blocking documents.
CP
Critical Path
The longest sequence of dependent activities determining the project completion date. A delay to any Critical Path activity delays the whole project. CP-flagged documents get earlier chaser thresholds (30%/60% vs 50%/80%).
MEP
Mechanical, Electrical, Plumbing
Umbrella term for building services disciplines. On drawings and BIM models, MEP appears as compound prefix (e.g. M-410 for Mechanical drawing 410, E-500 for Electrical, P-320 for Plumbing). MEP Coordinator role owns clash detection between these disciplines.
Submittal Register
๐Ÿ“– Submittal Guide โ–ผ
0
Rejected
0
Expected
0
Total
Status
All
Pending
Overdue
Approved
Rejected
Legacy
Expected
Document Type
All Types
๐Ÿ“ Shop Drawings ยท DWG
๐Ÿงฑ Material Approvals ยท MAT
๐Ÿ“‹ Method Statements ยท MTH
โœ… ITPs ยท ITP
๐ŸŽจ Samples & Mock-ups ยท SMP
๐Ÿ“š O&M ยท OAM
๐ŸŽฏ Design ยท DES
๐Ÿ“‹ Pre-Con Plans ยท PLN
๐ŸงŠ BIM ยท BIM
๐Ÿ”ง Commissioning ยท CMP
๐Ÿ‘ค Personnel ยท PER
๐Ÿ“… Programme ยท PRG
๐ŸŽซ Permits ยท PMT
Discipline
All Disciplines
Civil
Arch
Mech
LEGEND: ๐Ÿ“ DWG โ€” Shop Drawing ๐Ÿงฑ MAT โ€” Material Approval ๐Ÿ“‹ MTH โ€” Method Statement โœ… ITP โ€” Inspection & Test Plan ๐ŸŽจ SMP โ€” Sample / Mock-up ๐Ÿ“š OAM โ€” O&M / Product Data ๐ŸŽฏ DES โ€” Design Submittal ๐Ÿ“‹ PLN โ€” Pre-Construction Plan ๐ŸงŠ BIM โ€” BIM & Coordination ๐Ÿ”ง CMP โ€” Commissioning Plan ๐Ÿ‘ค PER โ€” Personnel Approval ๐Ÿ“… PRG โ€” Programme ๐ŸŽซ PMT โ€” Statutory Permit
โšก Proactive signals Tap any card for the full list ยท Tap Ask Claude for AI guidance
First pass approval
โ€”
% approved without rejection
Avg review days
โ€”
Receipt to response
Open submittals by discipline
Reviewer workload
Chasers unconfirmed โ€” poka-yoke tracker
Revision history โ€” multiple cycles
Critical โ€” overdue and due within 3 days
n8n AUTOMATION
โš  Not yet connected. The rows below are the planned automations, not live ones โ€” no reminders are currently being sent automatically. Use the SLA Tracker on each document's Review/Consult step for now.
SLA 50% reminder โ†’ reviewerPLANNED
SLA 80% chaser โ†’ reviewer + managerPLANNED
Overdue escalation โ†’ PMPLANNED
Weekly MDR digest โ†’ allPLANNED
WhatsApp alert โ†’ TwilioOFF
Power BI feed โ†’ Supabase viewsCONFIG
๐ŸŽ“ Sandbox Mode โ€” Practice Environment
Enable Sandbox Mode to practice with mock documents without touching real UAQ data. Your live register is safely stored and returns instantly when you toggle Sandbox OFF.
Data separation: real docs โ†’ itqan_docs. Sandbox docs โ†’ itqan_docs_sandbox_backup. The two never mix.
Supabase Connection
Project URL
Anon Key
Settings โ†’ API in your Supabase project.
Never use the service_role key here. Anon key only.
UAQ Document Number Convention
Define what each segment of the UAQ official document number means. The system will decode any UAQ number automatically once you configure this.
1
2
3
4
5
6
7
Preview:
ITQAN Procedure Code โ€” How It Works
The ITQAN procedure code is generated automatically when you decode a UAQ number. It is never used in official correspondence. It drives all internal logic โ€” checklists, warnings, SLA rules, n8n automation, and signature requirements.

Format: ITQAN-T[Track]-[Discipline]-[DocType]-Rev[X]-[Mode]
ITQAN-T1-CV-DWG-RevA-NEW
Track 1 ยท Civil ยท Drawing ยท First submission ยท Standard procedure applies
ITQAN-T1-CV-DWG-RevB-RESUB
Track 1 ยท Civil ยท Drawing ยท Second cycle ยท Resubmission gate, one prior rejection
ITQAN-T1-ME-MTH-RevA-LEGACY
Track 1 ยท Mechanical ยท Method Statement ยท Backfilled โ€” pre-dates your tenure
ITQAN-T1-AR-DWG-RevC-GHOST
Track 1 ยท Architecture ยท Drawing ยท Placeholder only โ€” not yet in hand
The procedure code updates automatically โ€” you never type it manually. When Tracks 2โ€“5 are added, the code will reflect T2 (Correspondence), T3 (RFI), T4 (Contracts), T5 (Close-out) accordingly.
SLA Standards โ€” UAQ's Actual Review Periods
Enter UAQ's real contractual SLA period (in days) for each document type. Once set, new documents of that type default to the correct period automatically instead of a generic guess. Leave blank to keep the current default shown as a placeholder.
Reviewer Roster โ€” Who Reviews What
Assign the correct reviewer(s) to each discipline. Once set, the DC Process Checklist's "Route" step checks the assigned reviewer against this roster and blocks the step with a clear warning if it doesn't match โ€” instead of accepting any name typed into the document. Email is required to enable one-tap chaser emails; line manager email is optional and used for the 80% escalation cc.
SLA Early-Warning Threshold
The per-track DC ALERT banner flags a pending document as "approaching breach" once this % of its SLA has elapsed. Lower = earlier warning (more lead time, more noise). Default 80%.
% of SLA elapsed
Handover Checklist โ€” Close-out Completeness
The T5 Archive gate checks that every item on this handover checklist is present before a record is permanently archived. Edit this list to match what your handover dossier must contain.
โš ๏ธ These are generic industry-reference items, not your project's contractual requirements. Verify and adjust this list against the actual MASAR / UAQ contract O&M and close-out requirements before relying on it.
n8n + Power BI
n8n base URL
PBI endpoint
Power BI connects to Supabase via PostgreSQL connector. It reads the pre-built views directly โ€” no push needed. Supabase โ†’ Settings โ†’ Database โ†’ Connection string โ†’ URI mode.
Contractor Registry โ€” MASAR Destination
Tap a contractor to see their full document journey
โšก DC DAILY PRIORITY BRIEFING
Actions ordered by urgency and consequence ยท Proactive DC guidance
By Phase
By Contractor
By Discipline
By Status
Expected โ€” Not Yet In
STATUS: All ๐Ÿ”ด Overdue ๐ŸŸก Pending ๐ŸŸข Approved ๐ŸŸข Appr. w/ Comments ๐ŸŸ  Rejected โšช Expected
Construction Document Journey Map โ€” MASAR Destination
Tap a row label to filter ยท Tap a phase number for the full doc list ยท Tap any pill for live DC status
VIEW: All tracks โ€” tap a row label on the left to filter
STATUS: All ๐Ÿ”ด Overdue ๐ŸŸก Pending ๐ŸŸข Approved ๐ŸŸข Appr. w/ Comments ๐ŸŸ  Rejected โšช Expected
โ–ธ Show colour key
TRACK
17 docs
Pre-Construction
M1โ€“2
213 docs
Mobilisation
M2โ€“3
319 docs
Substructure
M3โ€“8
420 docs
Superstructure
M8โ€“18
522 docs
Envelope & MEP
M14โ€“24
620 docs
Fit-out & Finishes
M20โ€“28
712 docs
Completion
M26โ€“30
WHAT HAPPENSContracts signed. Programme set. Design finalised. Team mobilising.Site setup. Temp works. Piling plant arrives. First submittals issued.Piling. Pile caps. Ground beams. Basement walls. Waterproofing.Columns. Slabs. Cores. Structural steel. Frame rising.Facade. Roof. MEP rough-in. Lifts. Main plant installation.Partitions. Ceilings. Flooring. Joinery. FF&E.Commissioning. Testing. Snagging. As-builts. Handover.
T1 โ€” Shop Drawings
DWG ยท 14โ€“21d ยท Blocks construction
tap to filter
๐Ÿ“ Temp works dwg๐Ÿ“ Piling layout๐Ÿ“ Site hoarding๐Ÿ“ Pile cap details๐Ÿ“ Ground beam layout๐Ÿ“ Waterproofing details๐Ÿ“ Column schedule๐Ÿ“ Slab reinforcement๐Ÿ“ Steelwork connections๐Ÿ“ Facade panels๐Ÿ“ MEP coordination๐Ÿ“ Lift shaft details๐Ÿ“ Fit-out drawings๐Ÿ“ Ceiling layout๐Ÿ“ Flooring details๐Ÿ“ Snagging drawings
T1 โ€” Material Approvals
MAT ยท 14โ€“21d ยท Blocks procurement
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๐Ÿงฑ Concrete mix design๐Ÿงฑ Reinforcement steel๐Ÿงฑ Waterproofing system๐Ÿงฑ Piling material๐Ÿงฑ Structural steel๐Ÿงฑ Formwork system๐Ÿงฑ Facade cladding๐Ÿงฑ Glazing system๐Ÿงฑ MEP equipment๐Ÿงฑ Floor tiles๐Ÿงฑ Joinery materials๐Ÿงฑ Paint system
T1 โ€” Method Statements
MTH ยท 14d ยท HSE ยท Blocks work start
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๐Ÿ“‹ Mobilisation MS๐Ÿ“‹ Excavation MS๐Ÿ“‹ Piling MS โš ๏ธ๐Ÿ“‹ Dewatering MS๐Ÿ“‹ Waterproofing MS๐Ÿ“‹ Concrete pour MS๐Ÿ“‹ Formwork MS๐Ÿ“‹ Crane ops MS๐Ÿ“‹ Facade installation MS๐Ÿ“‹ Lift installation MS๐Ÿ“‹ Fit-out MS๐Ÿ“‹ Hazardous materials MS
T1 โ€” ITPs
ITP ยท 14d ยท Blocks all inspections
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โœ… Site setup ITPโœ… Piling ITP โš ๏ธโœ… Concrete ITPโœ… Waterproofing ITPโœ… Structural ITPโœ… Welding ITPโœ… Facade ITPโœ… MEP ITPโœ… Finishes ITPโœ… Commissioning ITP
T1 โ€” Samples & Mock-ups
SMP ยท 14โ€“21d ยท Blocks finish work
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๐ŸŽจ Concrete finish sample๐ŸŽจ Facade mock-up๐ŸŽจ Glazing sample๐ŸŽจ External finishes๐ŸŽจ Floor tile sample๐ŸŽจ Paint colour sample๐ŸŽจ Room mock-up
T1 โ€” O&M & Product Data
OAM ยท 21โ€“28d ยท Blocks handover
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๐Ÿ“š MEP product data๐Ÿ“š Lift product data๐Ÿ“š Fit-out O&M๐Ÿ“š Fire systems O&M๐Ÿ“š Full O&M package โš ๏ธ๐Ÿ“š Warranties package
T2 โ€” Correspondence
Letters ยท NCRs ยท Notices ยท Minutes
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โœ‰ Mobilisation noticeโœ‰ Programme submissionโœ‰ Site instructionsโœ‰ Meeting minutesโœ‰ NCRs โ€” pilingโœ‰ EOT noticeโœ‰ Progress minutesโœ‰ NCRs โ€” concreteโœ‰ EOT noticeโœ‰ Acceleration noticeโœ‰ NCRs โ€” MEPโœ‰ Technical minutesโœ‰ PC noticeโœ‰ Snagging NCRsโœ‰ Completion certificateโœ‰ Defects notice
T3 โ€” RFIs
7โ€“14d SLA ยท Urgent โ€” stops work
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โ“ Design clarificationโ“ Site condition RFIโ“ Spec interpretationโ“ Piling RFIโ“ Ground condition RFIโ“ Structural RFIโ“ Coord clash RFIโ“ MEP routing RFIโ“ Facade interface RFIโ“ Fit-out RFIโ“ Commissioning RFI
T4 โ€” Contracts & Legal
No fixed SLA ยท Restricted access
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โš– Main contractโš– Performance bondโš– Insurance certsโš– Sub-contractsโš– Early VOsโš– VO โ€” ground conditionsโš– Claim noticeโš– VO โ€” design changesโš– EOT assessmentโš– VO โ€” MEP changesโš– Prolongation claimโš– VO โ€” fit-out scopeโš– Final accountโš– Defects bond
T5 โ€” Close-out
As-builts ยท Handover ยท Blocks final payment
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๐Ÿ— As-built starts โ€” substructure๐Ÿ— As-built โ€” structure๐Ÿ— As-built โ€” MEP๐Ÿ— Test records๐Ÿ— As-built โ€” fit-out๐Ÿ— Snagging register๐Ÿ— Handover dossier โš ๏ธ๐Ÿ— Completion certificate๐Ÿ— Commissioning records
โœ• Close
โœ• Close
Correspondence Register
โœ‰ Correspondence Guide โ–ผ
0
Pending
0
Overdue
0
Approved
0
Rejected
0
Expected
0
Total
Status
All
Pending
Overdue
Approved
Rejected
Expected
Document Type
All Types
โœ‰๏ธ Letters/Notices ยท LTR
๐Ÿ“ Minutes
โš ๏ธ NCRs ยท NCR
๐Ÿ“‘ Contract/Programme ยท CTR
๐Ÿ“Š Progress Reports ยท PRO
๐Ÿฆบ HSE Records ยท HSE
Correspondence Register
LEGEND: โœ‰๏ธ LTR โ€” Letter / Notice ๐Ÿ“ MIN โ€” Meeting Minutes โš ๏ธ NCR โ€” Non-Conformance Report ๐Ÿ“‘ CTR โ€” Contract Doc ๐Ÿ“Š PRO โ€” Progress Report ๐Ÿฆบ HSE โ€” HSE Record
RFI Register
โ“ RFI Guide โ–ผ
0
Pending
0
Overdue
0
Approved
0
Rejected
0
Expected
0
Total
Status
All
Pending
Overdue
Approved
Rejected
Expected
Discipline
All Disciplines
Civil
Arch
Mech
RFI Register
Contract Register
๐Ÿ’ฐ Contracts Guide โ–ผ
0
Pending
0
Overdue
0
Approved
0
Rejected
0
Expected
0
Total
Status
All
Pending
Overdue
Approved
Rejected
Expected
Document Type
All Types
๐Ÿ’ฐ Variation Orders ยท VO
๐Ÿ“‘ Contract Docs ยท CTR
๐Ÿ“œ Contract Agreement ยท CNT
โ›” Termination ยท TER
Contracts Register
LEGEND: ๐Ÿ“‘ CTR โ€” Contract Doc ๐Ÿ’ฐ VO โ€” Variation Order ๐Ÿ“œ CNT โ€” Contract Agreement โ›” TER โ€” Termination
Close-out Register
๐Ÿ Close-out Guide โ–ผ
0
Pending
0
Overdue
0
Approved
0
Rejected
0
Expected
0
Total
Status
All
Pending
Overdue
Approved
Rejected
Expected
Document Type
All Types
๐Ÿ“ As-Builts
๐Ÿงช Test/Snagging
๐Ÿ Handover
Close-out Register
LOG DOCUMENT
Select entry mode
๐Ÿ“„
New โ€” Rev A
First submission. You are present from the start.
AUTO REF
๐Ÿ”„
Resubmission
Rev B or higher. You are present. Linked to parent.
AUTO REF
๐Ÿ“‚
Legacy โ€” Backfill
You joined mid-project. Document existed before you arrived.
MANUAL REF
๐Ÿ‘ป
Ghost Record
Missing revision. You know it exists but do not have it.
PLACEHOLDER
UAQ official document number โ€” paste to decode
UAQ Official Ref โ€” paste and decode above
ITQAN Procedure Code โ€” generate from UAQ number
UAQ ref is used in all correspondence. ITQAN procedure code drives checklists, warnings, SLA rules, and n8n automation โ€” never shown to contractors.
Document Title
Discipline
Zone
Doc Type
Revision
Submitted By
Transmittal No.
Required Action
SLA Days
Reviewer Name
Date Received
SLA starts
Due Date
Auto
โ€”
Detail
REVISION GUIDE
A
Rev A โ€” First submission
Document submitted for the very first time. No previous version exists.
Use when: Brand new document entering the system.
B
Rev B โ€” Second submission
Rev A returned as Rejected. Contractor revised. Document number stays the same.
Use when: Resubmitting after Rev A rejection.
C
Rev C โ€” Third submission
Rev B also rejected. Multiple rejections indicate a design problem. Flag to PM.
Use when: Third cycle. PM awareness required.
D
Rev D โ€” Fourth submission
Abnormal. Formal escalation to PM mandatory before processing.
E
Rev E โ€” Fifth submission
Five cycles means contractor cannot produce compliant document. Senior management must intervene.
Golden rule: Document number never changes. Only the suffix letter advances. Superseded revisions stay in register marked SUPERSEDED โ€” never deleted.
Unlock completed step?

This step was marked done on . Unlocking clears the date and requires you to re-check it.

This action is recorded in the audit log.

Reason for unlocking
Comment Required

A decision of "" must record exactly what was said and who said it โ€” this becomes part of the permanent document record, not just a status label.

What was the comment / reason?
Given by
Step
ITQAN Works
Step Details
๐Ÿ“‚ My Data
Everything here lives only in this browser \u2014 no server copy exists yet. Download regularly if you want a backup, or if you plan to switch devices.
โœ๏ธ Edit Document
Changes to Received/Responded dates are logged \u2014 old value, new value, and when the edit happened \u2014 same as Gantt edits. Viewable via the document's own Gantt \u2192 Edit history.
๐Ÿ“Š Document Gantt
On time At risk Breached Instant step Planned window
๐Ÿงญ Where does this document go?
The governing test
1.  Does UAQ have to DECIDE something FINAL about time or money?  โ†’  T4
2.  Does UAQ just have to RESPOND, APPROVE or ACKNOWLEDGE?  โ†’  T1 / T2 / T3 / T5 by content type
A claim cannot be "actioned". It must be assessed and authorised. That is the entire difference between T2 and T4.
Type from your document โ€” matching rows will highlight
 
If you see this... it probably goes here โ€” tap a track to expand
T1 โ€” SUBMITTALS (26)โ–ผ
Drawing number (S-*, A-*, M-*, E-*, TW-*)
Card 1 โ€” Shop Drawings ยท DWG
Falsework / propping / scaffolding design
Card 1 โ€” Shop Drawings ยท DWG (Temporary works)
Needs independent design check certificate
Product data sheet "for approval"
Card 2 โ€” Material Approvals ยท MAT
Off-cut + mill certificate for spec compliance
Card 2 โ€” Material samples (compliance) ยท MAT
Method statement / work execution plan
Card 3 โ€” Method Statements ยท MTH
Needs HSE co-approval
Risk assessment
Card 3 โ€” Method Statements ยท MTH
Needs HSE co-approval
Inspection & Test Plan / ITP-*
Card 4 โ€” Inspection and Test Plans (ITP) ยท ITP
Consultant QA must co-sign
Inspection Request / Work Inspection Request (IR / WIR)
Card 4 โ€” Inspection and Test Plans (ITP) ยท ITP
Individual inspection event triggered by an approved ITP
Factory Acceptance Test (FAT) report
Card 4 โ€” Inspection and Test Plans (ITP) ยท ITP
Pre-delivery test โ€” separate from site ITPs
Concrete pour card / steel release note
Card 4 โ€” Inspection and Test Plans (ITP) ยท ITP
In-process QA record generated during work
Physical finish sample or mock-up
Card 5 โ€” Samples and Mock-ups ยท SMP
Log physical location โ€” becomes benchmark
Colour sample / RAL swatch
Card 5 โ€” Samples and Mock-ups ยท SMP
Verbal approval is not approval
O&M manual / warranty (during construction, for approval)
Card 6 โ€” O&M Manuals and Product Data ยท OAM
Also compiled into T5 dossier โ€” LIFECYCLE
Contractor-Designed Portion (CDP) submission
Card 7 โ€” Design Submittals and Calculations ยท DES
DESIGN LIABILITY โ€” never fast-track
Welding Procedure (WPS) / Procedure Qualification (PQR)
Card 7 โ€” Design Submittals and Calculations ยท DES
Must be approved BEFORE fabrication
Vendor / subcontractor prequalification
Card 7 โ€” Design Submittals and Calculations ยท DES
Approves WHO may supply
Project Quality Plan (PQP) / HSE Plan / EMP / TMP / WMP / ERP
Card 8 โ€” Pre-Construction Management Plans ยท PLN
Gates mobilisation โ€” audit trail parent
Federated BIM model / clash detection report
Card 9 โ€” BIM and Coordination Drawings ยท BIM
Zero clashes = red flag, not success
Commissioning Plan / T&C methodology
Card 10 โ€” Commissioning Plans and Procedures ยท CMP
Results are recorded in T5 t5-c2 โ€” LIFECYCLE
CV for PM / QA / HSE / Commissioning Manager
Card 11 โ€” Personnel Approvals ยท PER
Baseline Programme / Contract Programme
Card 12 โ€” Programme and Schedule ยท PRG
Gating condition for interim payment certificates
Monthly programme update / recovery programme
Card 12 โ€” Programme and Schedule ยท PRG
Slippage >5% expect a claim within 30 days
3-week look-ahead / weekly programme
Card 12 โ€” Programme and Schedule ยท PRG
Operational programme โ€” check against shop drawing status
Building permit / construction permit from authority
Card 13 โ€” Statutory Permits and Authorizations ยท PMT
The permit ITSELF โ€” not correspondence about it
Excavation / crane / road closure permit
Card 13 โ€” Statutory Permits and Authorizations ยท PMT
Time-limited โ€” track expiry weekly
Environmental permit / regulator authorization
Card 13 โ€” Statutory Permits and Authorizations ยท PMT
Ongoing monitoring obligations attached
T2 โ€” CORRESPONDENCE (21)โ–ผ
Site Instruction (SI-*)
Card 1 โ€” Site Instructions and Formal Notices ยท LTR
Classic variation trigger โ€” flag Commercial
PC notice (contractor claiming Practical Completion)
Card 1 โ€” Site Instructions and Formal Notices ยท LTR
Triggers T5 inspection deadline
"Notice under Clause..." / "hereby give notice"
Card 2 โ€” Claim Notices ยท LTR
โš ๏ธ TIME-BARRED โ€” stamp to the minute
EOT notice / Extension of Time notice
Card 2 โ€” Claim Notices ยท LTR
โš ๏ธ TIME-BARRED โ€” same as notice of intention to claim
Acceleration notice (either direction)
Card 2 โ€” Claim Notices ยท LTR
โš ๏ธ Both halves are claim-preserving
Force Majeure notice
Card 2 โ€” Claim Notices ยท LTR
โš ๏ธ TIME-BARRED โ€” FIDIC Clause 19 typical
Contemporary records (labour returns, plant, site diary)
Card 2 โ€” Claim Notices ยท LTR
File against the notice they support
Progress / technical / kick-off / handover meeting minutes
Card 3 โ€” Meeting Minutes ยท MIN
Non-Conformance Report (NCR-*)
Card 4 โ€” Non-Conformance Reports (NCRs) ยท NCR
Letter FROM Municipality / Civil Defence / Utility (during works)
Card 5 โ€” Authority Correspondence ยท LTR
T3 = ask ยท T2 = correspond ยท T5 = certify
Inspection notice from any authority
Card 5 โ€” Authority Correspondence ยท LTR
Claim / Payment / Programme / VO / EOT determination / retention / IPC
Card 6 โ€” Claims, Payments and Programme ยท not T2
Routing pointer โ€” these belong in T4 Contracts, not T2. Filing them here is a common misfile.
Daily Site Report (DSR)
Card 7 โ€” Progress Reports ยท PRO
The FIRST evidence โ€” no DSR entry = fatal to future claim on that day
Weekly progress summary
Card 7 โ€” Progress Reports ยท PRO
Monthly formal progress report
Card 7 โ€” Progress Reports ยท PRO
Cross-reference with payment application of the same period
Site diary / logbook (chronological)
Card 7 โ€” Progress Reports ยท PRO
Admissible in dispute โ€” never destroy entries
Incident / accident report
Card 8 โ€” HSE Incident and Safety Records ยท HSE
โš ๏ธ 24h regulatory notification typical
Near-miss report
Card 8 โ€” HSE Incident and Safety Records ยท HSE
Leading indicator โ€” track by activity
Permit-to-Work (PTW) record
Card 8 โ€” HSE Incident and Safety Records ยท HSE
Must be CLOSED at end of shift
Emergency drill record
Card 8 โ€” HSE Incident and Safety Records ยท HSE
Audit trail proving the ERP is real
Safety observation
Card 8 โ€” HSE Incident and Safety Records ยท HSE
Leading indicator of HSE culture
T3 โ€” RFIs (5)โ–ผ
RFI-* asking about drawing conflict / missing detail
Card 1 โ€” Design Clarification RFIs ยท RFI
RFI about unforeseen ground / existing structure / utility clash
Card 2 โ€” Site Condition RFIs ยท RFI
RFI about ductwork / pipe clash / MEP coordination
Card 3 โ€” MEP Coordination RFIs ยท RFI
RFI referencing contract / scope / entitlement
Card 4 โ€” Commercial / Contractual RFIs ยท RFI
โš ๏ธ Never route to discipline engineer alone โ€” often T4 groundwork
Question TO authority BEFORE doing regulated work
Card 5 โ€” Statutory / Authority RFIs ยท RFI
T3 = ask ยท T2 = correspond ยท T5 = certify
T4 โ€” CONTRACTS (21)โ–ผ
Variation Order (VO-*)
Card 1 โ€” Variation Orders (VO) ยท VO
Substitution request
Card 1 โ€” Variation Orders (VO) ยท VO
A substitution IS a variation
Daywork record / daywork sheet
Card 1 โ€” Variation Orders (VO) ยท VO
Precursor to some VOs โ€” time+material record
Provisional Sum instruction
Card 1 โ€” Variation Orders (VO) ยท VO
Adjusts a contract-defined allowance
Insurance certificate / performance bond / parent-company guarantee
Card 2 โ€” Contract Documents ยท CTR
Advance Payment Guarantee (APG)
Card 2 โ€” Contract Documents ยท CTR
Backing for the advance payment โ€” high value
Retention Guarantee (in lieu of held retention)
Card 2 โ€” Contract Documents ยท CTR
Replaces held retention with a guarantee โ€” different instrument
Sub-contract agreement
Card 2 โ€” Contract Documents ยท CTR
Note: prequalifying the sub-contractor is T1 Card 7
Claim for prolongation / disruption / final account
Card 3 โ€” Claims and Determinations ยท CTR
โš ๏ธ DETERMINATION โ€” must be assessed and authorised, not "actioned"
EOT determination (as opposed to notice)
Card 3 โ€” Claims and Determinations ยท CTR
The notice was T2 Card 2 โ€” LIFECYCLE
Liquidated Damages notice
Card 3 โ€” Claims and Determinations ยท CTR
Money withheld against Contractor for late completion
Engineer's Determination (formal, Clause 3.5 / 3.7)
Card 3 โ€” Claims and Determinations ยท CTR
Distinct from Site Instructions (T2-1)
Payment application / IPC / interim certificate
Card 4 โ€” Payment Applications and Certificates ยท CTR
DC clock starts at the DATE OF RECEIPT
Retention withheld / retention release request
Card 4 โ€” Payment Applications and Certificates ยท CTR
2nd moiety released only by T5 Performance Certificate
Notice of dissatisfaction / DAB referral / arbitration notice
Card 5 โ€” Disputes ยท CTR
โš ๏ธ FREEZE THE FILE โ€” strictest time-bar of all
Head contract (executed original)
Card 6 โ€” Contract Agreement and Amendments ยท CNT
THE reference for every clause citation
Contract amendment / supplementary agreement
Card 6 โ€” Contract Agreement and Amendments ยท CNT
Signed by the PARTIES โ€” not the Engineer
Deed of variation / assignment / novation
Card 6 โ€” Contract Agreement and Amendments ยท CNT
Legal instrument โ€” often silent site impact
Suspension notice (either party, Clause 16.1)
Card 7 โ€” Termination and Suspension ยท TER
โš ๏ธ Contract remains alive โ€” track resumption trigger
Notice to remedy / cure period notice
Card 7 โ€” Termination and Suspension ยท TER
โš ๏ธ TIME-BARRED โ€” cure period runs from date of notice
Termination notice (Clause 15.2 for cause / 15.5 convenience)
Card 7 โ€” Termination and Suspension ยท TER
โš ๏ธ EXISTENTIAL โ€” engage legal counsel immediately
T5 โ€” CLOSE-OUT (11)โ–ผ
Drawing marked "AS-BUILT" or with "-AB" suffix
Card 1 โ€” As-Built Drawings ยท ABL
Cross-reference the T1 shop drawing revision โ€” LIFECYCLE
Test result / commissioning record
Card 2 โ€” Test and Commissioning Records ยท SNR
Cross-reference the T1 ITP hold/witness/test point โ€” LIFECYCLE
Snag list / punch list (pre-PC)
Card 3 โ€” Snagging and Punch List ยท SNR
โš ๏ธ SNAG โ‰  DEFECT โ€” different clause, different remedy
Municipality completion / Civil Defence approval / Occupancy Certificate
Card 4 โ€” Statutory Completion Certificates ยท HND
Utility energisation certificate
Card 4 โ€” Statutory Completion Certificates ยท HND
Commissioning depends on this โ€” chase early
Taking-Over Certificate (sectional or full)
Card 5 โ€” Sectional / Partial Taking-Over ยท HND
Sectional = separate DLP clock per section
Handover Dossier compilation
Card 6 โ€” Handover Dossier ยท HND
The dossier COMPILES what T1 already approved
Training records for client FM team
Card 6 โ€” Handover Dossier ยท HND
Part of the handover deliverables package
Spare parts / attic stock records
Card 6 โ€” Handover Dossier ยท HND
Physical items separate from documentation
Defect notification (post-PC, during DLP)
Card 7 โ€” Defects Liability Period and Performance Certificate ยท HND
DLP defect โ€” not a snag
Performance Certificate
Card 7 โ€” Defects Liability Period and Performance Certificate ยท HND
Releases T4 retention 2nd moiety + performance bond
โ†” Two-way documents โ€” same document, different stages
O&M manual
๐Ÿ“ฅ Stage 1: T1 Card 6 (approve during construction)
๐Ÿ“ค Stage 2: T5 Card 6 (compile into handover dossier)
ITP โ†’ Test records
๐Ÿ“ฅ Stage 1: T1 Card 4 (defines the tests)
๐Ÿ“ค Stage 2: T5 Card 2 (records the results)
Claim notice โ†’ the claim itself
๐Ÿ“ฅ Stage 1: T2 Card 2 (preserves the right โ€” TIME-BARRED)
๐Ÿ“ค Stage 2: T4 Card 3 (determines it โ€” assessed & authorised)
Retention
๐Ÿ“ฅ Stage 1: T4 Card 4 (deducted from every IPC)
๐Ÿ“ค Stage 2: T5 Card 7 (2nd moiety released by Performance Cert)
Shop drawing โ†’ as-built
๐Ÿ“ฅ Stage 1: T1 Card 1 (approved before construction)
๐Ÿ“ค Stage 2: T5 Card 1 (marked-up as built)
Commissioning Plan โ†’ T&C records
๐Ÿ“ฅ Stage 1: T1 Card 10 (the plan)
๐Ÿ“ค Stage 2: T5 Card 2 (the results)
Authority relationship
๐Ÿ“ฅ Stage 1: T3 Card 5 (ask) โ†’ T2 Card 5 (correspond)
๐Ÿ“ค Stage 2: T5 Card 4 (certify at completion)
Notice to remedy โ†’ Termination
๐Ÿ“ฅ Stage 1: T4 Card 7 (14-day cure period runs)
๐Ÿ“ค Stage 2: T4 Card 7 (Termination if cure not met)
Programme โ†’ Recovery
๐Ÿ“ฅ Stage 1: T1 Card 12 (Baseline Programme)
๐Ÿ“ค Stage 2: T1 Card 12 (Recovery programme if slippage >5%)
General Gulf DC practice โ€” CANNOT confirm UAQ's actual procedure. Theirs governs; align in week one.
๐ŸŽ“ DC Scenarios โ€” Practice Situations
How to use this
Each scenario walks through a common situation a Document Controller (DC) encounters daily. Read the Situation first, then guess what you would do. Compare to the correct action.
The Poka-yoke (Japanese: mistake-proofing) is the system guardrail that prevents the mistake from happening in the first place โ€” the digital equivalent of a "you cannot proceed until X is done" checkpoint.
10 Track 1 (T1 โ€” Submittals) scenarios
1 โ€” Late-arrival Shop Drawing on Thursday PMโ–ผ
๐Ÿ“ Situation
Thursday, 4:57 PM. Contractor emails a Shop Drawing (SD) for a critical-path element. Weekend is 5 minutes away. The transmittal reference number is missing from the email but the drawing PDF is attached.
โš ๏ธ The Trap
New Document Controller (DC) thinks: "I'll log it Sunday morning when the transmittal reference arrives."
Why it's wrong
The Service Level Agreement (SLA) clock starts at the actual date of receipt โ€” not the day you log it. Waiting until Sunday means either falsifying the log (writing Thursday but processing Sunday) or losing 2 days of review time on the reviewer's side. Contractor can later claim UAQ delayed the review.
โœ… Correct Action
1.Register the document today with today's timestamp
2.Set the Transmittal Reference field to "MISSING โ€” chased on [date/time]"
3.Set status to "Received โ€” Incomplete Registration"
4.Reply to the contractor's email asking for the transmittal reference; carbon-copy the Project Manager (PM)
5.Log the SLA clock as PAUSED with reason "Transmittal reference outstanding"
6.Set a reminder for Sunday AM to chase if reference has not arrived
๐Ÿ›ก๏ธ Poka-yoke โ€” the system guardrail
Registering a document without a Transmittal Reference is allowed only if status = "Incomplete Registration." Cannot advance to Route step until a reference is captured. Any incomplete registration older than 3 days flags red on the dashboard.
2 โ€” Resubmission Filed as New Rev Aโ–ผ
๐Ÿ“ Situation
Contractor sends what they call a "clarified version" of a Shop Drawing rejected 2 weeks ago with 8 review comments. Cover email says "Please treat as a new submission." Drawing number: DWG-STR-1245.
โš ๏ธ The Trap
DC creates a fresh Register entry as Rev A.
Why it's wrong
DWG-STR-1245 Rev A already exists โ€” rejected on record. Filing this as a new Rev A: (a) resets the SLA clock to full 14 days (contractor gains time they haven't earned), (b) loses the audit trail of the 8 rejection comments, (c) prevents the reviewer from checking that all 8 comments have been addressed, (d) creates a duplicate register entry.
โœ… Correct Action
1.Search the register for DWG-STR-1245 before creating any new entry
2.Locate the parent Rev A (rejected)
3.Create a resubmission entry as Rev B, linked to the parent Rev A
4.Attach the contractor's response-to-comments matrix showing how each of the 8 comments was addressed
5.Reference the parent Rev A explicitly in the transmittal-back
6.Reviewer opens Rev B and immediately sees the 8-comment history and the contractor's response matrix
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When DC types a drawing number that already exists in the register, an auto-prompt appears: "DWG-STR-1245 already exists as Rev A (REJECTED [date]). Log this as Rev B โ€” Resubmission? [Yes / No โ€” different document]". Cannot create duplicate Rev A entries under any circumstance.
3 โ€” Material Sample Delivered Without Mill Certificateโ–ผ
๐Ÿ“ Situation
Contractor delivers physical rebar off-cuts to the DC office as a Material Approval (MAT) submittal. A batch number is written on a paper tag tied to the samples. No mill certificate is included.
โš ๏ธ The Trap
DC registers the samples as a Material Approval submittal and routes them to the discipline engineer.
Why it's wrong
A physical material sample without its mill certificate has no proof of compliance. The batch number on a paper tag is not certification โ€” anyone can write a number on a tag. Approving material based on samples alone means (a) the reviewer's approval is based on visual inspection only, not documented compliance, (b) no traceability if the material later fails in service, and (c) an audit finding at the first Quality Management System (QMS) audit.
โœ… Correct Action
1.Do NOT register the submittal as complete
2.Log receipt with status "Incomplete โ€” Mill Certificate outstanding"
3.Issue a formal note to contractor (via transmittal or letter): "Material sample received for batch 4471. Mill certificate not provided. Documentation is incomplete. Please provide certificate within 7 days."
4.Retain the physical samples in the sample rack (do not return them)
5.Do not start the review SLA clock
6.When mill certificate arrives: complete the registration, link the certificate to the sample record, then route to reviewer
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Material Approval (compliance sample) registration form has a mandatory Mill Certificate Reference field. Cannot advance to Route step until the field is populated AND at least one document file is attached to the record. Warning if the field is populated but no file is uploaded (potential misrepresentation).
4 โ€” Verbal Approval Request Before Site Work Startsโ–ผ
๐Ÿ“ Situation
Site engineer walks into the DC office: "We need to start the concrete pour tomorrow at 6 AM. The Method Statement is still Under Review but the discipline engineer verbally told me 'It looks fine, go ahead.' Can you release it?"
โš ๏ธ The Trap
DC updates the register to "Approved" based on the verbal approval and transmits release to the contractor.
Why it's wrong
Verbal approval has no contractual or legal standing. If a Health, Safety and Environment (HSE) incident occurs during the pour tomorrow, the question "who authorised this?" has no defensible answer. The discipline engineer will (correctly) deny giving formal approval โ€” they gave a verbal opinion in a corridor. UAQ carries the exposure. FIDIC requires approvals in writing before contractor proceeds.
โœ… Correct Action
1.Do NOT release the Method Statement as approved
2.Explain politely to the site engineer: "Verbal approval cannot release a Method Statement. I need one line in writing from the discipline engineer to complete the workflow."
3.Contact the discipline engineer directly (call and email): "You verbally approved the Method Statement for the pour tomorrow. Please confirm in one email so we can transmit approval tonight. Otherwise the pour cannot proceed."
4.If the discipline engineer confirms in writing: attach the email, mark the Method Statement approved, transmit release tonight
5.If they refuse to confirm in writing: the pour does not happen tomorrow. Escalate to PM
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Cannot mark a Method Statement (MTH) as "Approved" without ONE of: (a) reviewer's signature captured on file, (b) reviewer's approval email attached, (c) HSE Manager sign-off attached. The Approve button is disabled until at least one is present. Attempting to bypass logs an audit event.
5 โ€” SLA at 80%, Reviewer on Leaveโ–ผ
๐Ÿ“ Situation
DWG-STR-1245-B has 3 days left on its 14-day Service Level Agreement (SLA) โ€” the 80% chase point. The assigned discipline engineer went on annual leave yesterday and returns in 8 days.
โš ๏ธ The Trap
DC sends the standard 80% chaser email to the reviewer's inbox.
Why it's wrong
The reviewer isn't reading email. The chaser sits ignored. SLA breaches in 3 days. Contractor can immediately claim delay. When the reviewer returns 8 days later, they face a backlog including a breached-SLA item, and the mistake looks like a DC failure to escalate.
โœ… Correct Action
1.Check the Reviewer Roster for the reviewer's line manager
2.Send the 80% chaser to BOTH the reviewer AND their line manager, with a note: "The assigned reviewer is on leave until [date]. This submittal will breach SLA in 3 days. Please reassign to a covering reviewer or provide alternative review capacity."
3.Update the register with the interim reviewer's name once confirmed
4.Ask the line manager to confirm the reassignment in writing (email is sufficient)
5.Do NOT extend the SLA unilaterally โ€” that's not the DC's authority; only the PM (Project Manager) or Engineer can
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When a DC selects a reviewer for routing, the Reviewer Roster shows availability status (in office / on leave / part-time / dates). If the SLA deadline falls during a stated leave period, a warning appears at routing time: "[Reviewer name] is on leave [date] to [date] โ€” SLA deadline falls within this window. Route to covering reviewer or add line manager to route?"
6 โ€” Multi-discipline Coordination Drawing Routed to One Engineerโ–ผ
๐Ÿ“ Situation
Contractor submits a Mechanical, Electrical, Plumbing (MEP) coordination drawing showing HVAC (Heating, Ventilation, Air Conditioning) ducts, electrical cable trays, plumbing pipes, and fire sprinkler mains together in a plantroom.
โš ๏ธ The Trap
DC routes to the Mechanical Engineer only.
Why it's wrong
A coordination drawing has multiple disciplines. Each system on the drawing must be reviewed by its owning engineer. The Mechanical Engineer might approve HVAC ducts but miss an electrical cable-tray clash โ€” approval by ONE discipline is later treated by the contractor as approval of the WHOLE drawing. When a clash surfaces on site, the contractor claims "you approved this."
โœ… Correct Action
1.Identify all disciplines present on the drawing (Mechanical, Electrical, Plumbing, Fire โ€” in this case)
2.Route the drawing to ALL relevant discipline engineers in parallel (not sequentially โ€” parallel is faster and prevents one discipline from delaying the others)
3.Set the primary reviewer (usually the discipline with the largest content โ€” MEP Coordination Manager if the project has one, otherwise Mechanical)
4.Set secondary reviewers (all other disciplines)
5.Consolidate comments from all disciplines into a single response to the contractor
6.The drawing is "Approved" only when ALL routed reviewers have signed off โ€” a "partial approval" is not an approval
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When a drawing has discipline field = "MEP" or is marked "Coordination Drawing," the routing form requires selection of at least 2 reviewers. The drawing status cannot advance to "Approved" until every routed reviewer has provided a signed response. Any single-reviewer approval on a coordination drawing is blocked.
7 โ€” Duplicate Submission from Two Contractorsโ–ผ
๐Ÿ“ Situation
Two different sub-contractors submit the same drawing number DWG-STR-1245 within 3 days of each other. First submission comes from Main Contractor Gulf Star Contracting (GSC). Second submission from sub-contractor MACE arrives 3 days later.
โš ๏ธ The Trap
DC registers both as separate submittals under different transmittal references.
Why it's wrong
Only ONE version of a shop drawing can be the authoritative approved version. Reviewing two duplicates wastes reviewer time. The contractor may be gaming the system โ€” submit twice, get one approved, use whichever version suits them later. Worse: two reviewers may issue contradictory comments on the "same" drawing, undermining the DC record.
โœ… Correct Action
1.Identify the duplicate at registration (the search-before-register rule)
2.Contact the Main Contractor (GSC in this case) directly: "Two submissions for DWG-STR-1245 received โ€” one from your team and one from MACE. Confirm which submission is authoritative."
3.Register only the authoritative version under the correct submitter's name
4.Register the duplicate as "Withdrawn โ€” duplicate of [primary transmittal reference]"
5.Notify both parties of the resolution
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When registering a drawing whose number has been submitted in the last 30 days from a different submitter, the system flags: "DWG-STR-1245 was submitted by GSC on [date]. This new submission from MACE appears to be a duplicate. Confirm which is authoritative before proceeding โ€” cannot register both."
8 โ€” "Approved with Comments" Treated as Clean Approvalโ–ผ
๐Ÿ“ Situation
The reviewer returns Shop Drawing DWG-STR-1245 marked "Approved with Comments" with 12 comments to be addressed during construction (typical: verify field dimensions before pour, coordinate with existing utilities, confirm bar spacing at joints).
โš ๏ธ The Trap
DC transmits the approval to the contractor as "Approved." Contractor treats it as clean approval and proceeds without addressing comments.
Why it's wrong
"Approved with Comments" is NOT equivalent to "Approved." The 12 comments are enforceable conditions of approval. If the contractor proceeds ignoring the comments, field variations that should have been made are missed. Quality Control (QC) will find the deviations during inspection โ€” but by then, work is already installed and the rework cost is significant.
โœ… Correct Action
1.Transmit the approval with the 12 comments prominently featured on the transmittal cover sheet
2.Get explicit written acknowledgment from the contractor that they have received and understood ALL 12 comments
3.Do NOT close the DC log entry until the acknowledgment is received
4.Flag the drawing in the register as "Approved with Comments โ€” 12 open items"
5.Track each comment separately as a follow-up item
6.Close each comment only when Field Engineer or QC has verified compliance in situ
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"Approved with Comments" is a separate status from "Approved." Cannot close a "Approved with Comments" entry until: (a) contractor acknowledgment is captured, (b) each comment has a status (accepted / addressed / disputed / verified in field), and (c) field verification is logged for every comment that requires site work. Dashboard shows "Approved with Comments โ€” open comments" as a distinct category.
9 โ€” 10 Days After Rejection, No Resubmission Receivedโ–ผ
๐Ÿ“ Situation
A Shop Drawing was rejected 10 days ago with 5 major review comments. Contractor has not resubmitted. Site work in that area is scheduled to start in 3 days.
โš ๏ธ The Trap
DC assumes the contractor is aware of the rejection and is working on the resubmission. No proactive action taken.
Why it's wrong
The contractor may have forgotten, may be waiting on a different input (like an unresolved Request for Information), or may be prioritizing other work. If site work starts in the affected area WITHOUT an approved shop drawing, the work is non-compliant with contractual obligations. Once received, the resubmission takes another 14 days to review โ€” so total programme delay is 24+ days, not 14. The contractor may later claim delay for the review time, ignoring that the delay was theirs.
โœ… Correct Action
1.At Day 7 post-rejection: send a proactive chaser to the contractor: "Rejection issued 7 days ago. When will resubmission be received? Site work is scheduled to start [date]."
2.Escalate to PM if no response by Day 10
3.Add the drawing to the Priority Actions dashboard with status "Rejected โ€” no resubmission for 10 days"
4.Notify the site team: "Site work at [zone] is scheduled but the shop drawing is REJECTED with no resubmission. Do not proceed until approved drawing is in hand."
5.Keep the rejection open on the register โ€” do NOT close it
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Rejected documents appear in a dedicated dashboard section: "Rejected โ€” Awaiting Resubmission." Every 7 days without resubmission triggers an automatic chaser reminder to be sent to the DC's action list. At 21 days without resubmission, escalation to PM is automatic. The register shows the "days since rejection" counter in red.
10 โ€” Contractor Requests "Preview" of Reviewer Commentsโ–ผ
๐Ÿ“ Situation
Sub-contractor Project Manager visits the DC office: "The engineer has been reviewing our drawing for 10 days. Can you send us the draft comments before they officially issue the response? We can start addressing them now to save time."
โš ๏ธ The Trap
DC forwards the reviewer's draft comment sheet to be helpful.
Why it's wrong
Draft comments are NOT official. The reviewer may revise them significantly before formal issue. If the contractor addresses draft comments and the final version differs, the contractor will claim delay caused by "changing goalposts." Sharing drafts breaks the formal DC (Document Control) process โ€” the reviewer's authority is undermined, and future draft-sharing becomes an expectation. It also gives the contractor selective early access, which is a fairness issue if multiple contractors are involved on the same drawing package.
โœ… Correct Action
1.Politely refuse the preview request
2.Explain: "Comments are provided only when the formal response is transmitted. Draft comments are internal working documents and cannot be shared."
3.If the contractor claims urgency, escalate to the PM to decide whether to formally expedite the review
4.Log the request in the DC diary โ€” it may be relevant if the contractor later claims delay
5.Notify the reviewer that the contractor asked for a preview (they should know)
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The contractor's tracking view (if a contractor portal exists) shows only "Received," "Under Review," "Response Issued" statuses. Draft comments and internal working documents are not visible outside UAQ's team. Only formal responses can be transmitted through the DC channel.
Scenarios describe general Gulf mega-project Document Control practice. Actual UAQ (Umm Al Qura for Construction and Development) procedures may differ โ€” align with UAQ's Contractor's Submittal Procedure when available.
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