ML20206T415

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Procedure PJ-2-CP, Project Communications
ML20206T415
Person / Time
Site: Comanche Peak  Luminant icon.png
Issue date: 03/25/1986
From:
EBASCO SERVICES, INC.
To:
Shared Package
ML20206T195 List:
References
PJ-2-CP, NUDOCS 8610060277
Download: ML20206T415 (12)
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PROJECTS COMANCHE PEAK SES PROJECT PROCEDURE NO. PJ-2-CP Teigg LEGEND DATE PROJECT COMMUNICATIONS m-m os ca T es a42e%o'*

March 25, 1986 A PPmOV ED a v nE PL AC ES ISSUE or

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l TABLE OF CONTENTS Section Pm 1.0 PURPOSE 2

2.0 SCOPE 2

3.0 MAINTENANCE 2

4.0 DEFINITIONS 2

5.0 DISCUSSION 2

5.1 Responsibility 2

5.2 Iog Books 3

m 5.3 Incoming Correspondence 3

5.4 Outgoing Correspondence 4

5.5 Oral Communications 6

5.6 Follow-Up 6

5.7 Filing 6

6.0 REFERENCES

7 7.0 ATTACHMENTS 7

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' 12 PROJECTS COMANCHE PEAK SES PF0 JECT PROCEDURE N0. PJ-2-CP TITLE LEGEND oats PROJECT COMMUNICATIONS R.IN DIC A T E S mEvisio" March 25, 1986 EPLaCES e55vE OF March 10. 1986 1.0 PURPOSE To define the method for the preparation, format, processing, approval, monitoring and control of project communications to and from Ebasco.

2.0 SCOPE This procedure shall apply to all Project personnel involved in the issuance and receipt of project communications from Texas Utility Generating Company (TUGCO) and other outside organizations.

3.0 MAINTENANCE Engineering Standards is responsible for updating this proce?ure.

Approval signatures shall be obtained from the Project Manager and the Project Engineer, as appropriate, and initialed by the Manager of Engineering Development & Standards or designee. Suggestions for revision shall be submitted to the Manager of Engineering Development & Standards or designee.

4.0 DEFINITIONS 4.1 Communications All information disseminated to, or originated by the Project Team or others associated with the project which involve personnel outside of Ebasco. This includes all reports and studies as well as letters, telegrams, telecopied messages and conversations.

4.2 Correspondence Written Communications 4.3 LDE Lead Discipline Engineer 5.0 DISCU3SION 5.1 Responsibility 5.1.1 The Project Manager has overall responsibility for communications.

He is responsible to see that the proper individuals both inside and outside of the Company receive and respond to relevant communications. All client communications shall be sent to and issued by the Project Manager.

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PRGIECTS COMANCHE PEAK SES PROJECT Pfl0CEDURE NO. PJ-2-CP l

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March 25. 1986 REPLa CES ISSUE OF March 10, 1986 5.1.2 The PM shall be responsible for implementing guidelines of this procedure within the first two months of the project and which will become l

part of the Project Procedures Manual.

5.2 Log Books 5.2.1 Letter Numbers The PM or designee shall assign letter numbers to all outgoing correspondence when issued. Incoming correspondence when received from client shall be logged in accordance with the client number.

5.2.2 Correspondence Control l

The PM or designee shall maintain a Log Book for incoming and outgoing client correspondence. Log Books for other project participants will be maintained by the department having primary responsibility. The following information will be recorded in this log:

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Letter date and subject f

Letter author (Discipline)

Note - Reply required by date, or, Note no reply required The response letter number and date of response 5.2.3 Log Sheet shall be used as the Communication Record log sheet.

5.3 Incoming Correspondence 5.3.1 Receipt f

Incoming client correspondence addressed to the Project Manager shall be logged in accordance with Paragraph 5.2.

Incoming Correspondence from others shall be addressed to Primary Responsible LDE/ Supervisor and logged accordingly (see Attachment 1).

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12 PROJECTS COMANCHE PEAK SES PFEUECT PROCEDURE N0. PJ-2-CP TifLe LEGEND DarE PROJECT COMMUNICATIONS a.m osca T es arvisio" March 25, 1986 REPLACESISSu[ OF March 10, 1986 5.3.2 Distribution 5.3.2.1 After logging, a distribution and action applique (Attachment 3) is affixed to each piece of correspondence. The applique of nontechnical or quality assurance correspondence shall be marked by the PM to indicate distribution, assignment of action and other requirements as indicated. The correspondence shall then be forwarded to:

Lead Discipline Engineer (LDE) and/or Supervising Engineer of the primary responsible department for timely response and action Coordinator for monitoring and follow-up PM for information and interface if primary supporting disciplines cannot resolve differences.

Lead Discipline Engineer or designee of the support responsibility department for information and interface if needed. If interface is necessary, the primary responsible department's LDE or his designee shall coordinate and ensure necessary resolution of subject matter with other supporting disciplines. Copies of the primary responsible department's support disciplines' correspondence shall be sent to the PM i

for information and to the Coordinator for information and follow-up.

l 5.3.2.2 depicts the typical flow of incoming correspondence.

l 5.4 Outgoing Correspondence 5.4.1 Correspondence Format The Project Manager or his designee shall issue a Correspondence l

Format Guideline to project personnel. In general, the Correspondence Format l

Guideline shall show the name, address, file number and the minimum 1

distribution requird as described in the Project Distribution Schedule for R

outgoing correspondence to the Client. In addition, other organizations may l

be added as determined by Client / project needs.

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PROJECTS COMANCHE PEAK SES PmDECT PROCEDURE NO. PJ-2-CP T4TLE LEGEND Dave PROJECT COMMUNICATIONS a-m oica Tes arvisiow March 25, 1986 mEPLacss issue OF March 10, 1986 5.4.2 Preparation and Approval 5.4.2.1 Outgoing correspondence shall be initiated by the primary responsible department referencing the log book letter number as applicable.

That department shall assure that all necessarv interface is accomplished before the correspondence is presented to the appropriate individuals for signature and initialing. Correspondence or reports of a technical nature shall be signed or initialed by the appropriate authority of the primary responsible department and forwarded to the PM for approval, release and distribution. Licensing, Quality Assurance and Auditing Reports shall not be delayed or modified in violation of Federal and State laws or regulations.

5.4.2.2 If the PM is the originator of the correspondence, or response is contractually required, he shall sign the letter and in turn forward it to the discipline - LDE, supervisor or designee of the primary responsible department.

5.4.2.3 Initialing or signing of correspondence as indicated implies that the party has reviewed the correspondence, is cognizant of its contents and further that the:

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Primary responsible LDE and/or Supervisor has reviewed the

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technical statements and technical position presented. Also, if necessary, he has reviewed with the PM the impact of the subject matter on the project and that agreements with all parties affected (ie, client and proper authorization) have been obtained.

Also the PM has considered impact of the subject matter on the project, concurs that technical aspects of the correspondence represents an acceptable integrated design or concept for all affected departments and is consistent with the technical aspects of the contract (Ebasco-Client) scope.

PM concurs that the correspondence is contractually satisfactory (Ebasco-Client) and is acceptable with respect to the project schedule and budget.

5.4.3 Date The correspondence date should be the same date as the date the correspondence leaves Ebasco.

5.4.4 Distribution 5.4.4.1 Copies of correspondence shall be distributed by the PM within Ebasco as required by the Project Distribution Schedule.

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PROJECTS COMANCHE PEAK SES 1 PB3 JECT PROCEDURE N0. PJ-2-CP TITLE LEGEND DATE PROJECT CONNUNICATIONS a-m osc A T es a e visio" March 25. 1986 mEPL ACES l55uE OF March 10, 1986 5.4.4.2 The Project Coordinator is to receive blind copies of all outgoing correspondence as applicable. Open copies of outgoing correspondence shall be in accordance with the standard distribution agreed upon by the Client and Ebasco. Blind copies are added on a case-by-case basis by the PM.

5.4.4.3 Attachments 1 and 5 depict the typical flow of outgoing correspondence.

5.5 Oral Communications 5.5.1 Project Team Although the Project Manager is responsible for all interaction, it is desirable and necessary that other members of the Project Team develop and maintain contacts with comparable members of the client and other agencies. These contacts may be oral as well as by formalized communications.

5.5.2 Documentation When a Project Team member contacts the client, he shall prepare notes on Form 11046 (record of telephone conversation) of significant items discussed or agreed upon and make appropriate distribution, including the client. The Project Manager, client and other team members involved must he kept informed as warranted by the circumstances. If a team member proposes to make a particularly important phone contact, he should discuss the subject with the PM prior to making the call. The PM should participate in all client conversations which involve schedule, cost, or Ebasco contractual obligations and decisions documented with copy to client.

5.6 Follow-Up The PM shall note in the client Log Book the responses to action assignments, by letter file number and date. The Project Coordinator shall maintain a follow up of incoming and outgoing client communications requiring action and due date. On a continuing basis, the Project Coordinator shall monitor the preparation of responses by contacting the individual (s) assigned to prepare the response. At periodic intervals (generally biweekly) the Project Coordinator shall prepare lists of delinquent responses, either by Ebasco or outside agencies for subsequent handling by the PM.

5.7 Filing Project Procedure PJ-1-CP shall be implemented for correspondence falling within its scope. Other correspondence shall be retained by the originator until project completion and then transferred to the Archival Files in accordance with Office Guides and Practices Manual, Section 35. Records shall be retained in accordance with Company Procedure A-39.

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'H gm PROJECTS COMANCHE PEAK SES PROJECT PROCEDURE NO. PJ-2-CP TlTLE LEGEND Dave PROJECT COMMUNICATIONS R.IN DIC A T ES Revision March 25, 1986 nEPL CE5 IStuE OF March 10,1986

6.0 REFERENCES

6.1 Office Guides and Practices Manual 35 Preparation for Storage of Project Documents 6.2 Company Procedures - Administrative 25 Teletype /Telecopier Services A-39 Record Retention Requirements 6.3 Company Procedure - Nuclear N-2 Reporting a Deviation / Noncompliance to the NRC 6.4 Project Procedure PJ-1-CP Project Filing System 7.0 ATTACHMENTS 1 - Handling of Client Correspondence 2 - Communication Record 3 - Comanche Peak Distribution Memorandum 4 - Handling of Incoming Correspondence to Department Having Purchase Order Responsibility 5 - Handling of Outgoing Correspondence to Vendors, Regulatory Agencies, Etc.

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