1 OVERVIEW
1.1 Purpose
This procedure describes the processes required to develop, approve, revise, review, and control the Facilities Division Design and Construction Management (DCM) department Procedures Manual and its appendices and forms.
1.2 Scope
This procedure applies to the DCM Procedures Manual and its appendices and forms.
This procedure describes the actions the DCM takes to ensure current information is available to DCM staff. This procedure does not apply to the processes required to develop, approve, revise, review, and control certain appendices of the DCM Procedures Manual maintained by entities outside the Facilities Division DCM.
2 RESPONSIBILITIES
2.1 DCM Department Head
- Assures that necessary work processes within the DCM are documented in the DCM Procedures Manual and its appendices and forms, compliant with this procedure.
- Reviews and approves, or designates reviewers and approvers for documented processes and forms.
2.2 Project Directors
Develop, review, and revise documented processes and forms per the direction of the Department Head.
Manages the review and revision processes described in this procedure.
3 PROCEDURE
3.1 Additions and Revisions to the Manual, Appendices, and Forms
- The DCM Procedures Manual and its appendices and forms are revised when the current version does not adequately or accurately describe the corresponding processes as they are being performed, or when the quality of the document needs improvement through changes in format, clarity, grammar, spelling, or content.
- Revisions are prepared by those designated by the Department Head.
- Each revision must include an update to the Revision History, which summarizes the changes made in the revision.
3.2 Procedure and Protocol Approval
- All revisions must receive an appropriate level of review and approval. At a minimum, the Department Head and Project Directors must review each revision, other than those made for format, clarity, grammar, or spelling.
3.3 Periodic Review
- The manual and its appendices and forms are reviewed, at a minimum, annually.
- The review is a process by which a determination is made as to whether the manual or its appendices or forms require a revision according to the guidelines specified in 3.1 above.
3.4 Document Control
- Revision Numbers: Each manual version is assigned a revision number, beginning with zero (0) and increasing in increments of one (1) for every revision.
- Hardcopy: A single, paper, controlled copy (with original signatures) of all revisions to the manual and its appendices and forms is maintained by the DCM Department Head. Revisions to the manual are provided as hard copies of the necessary pages to the official holders of the manual. Revisions to appendices and forms are described in 3.5.
- Electronic Posting: Copies of the current manual and its appendices and forms are posted on the DCM file server for access by DCM personnel.
- Obsolete Versions: Superseded versions of the manual and its appendices and forms are maintained in a designated folder on the DCM file server.
3.5 Appendices and Forms Procedures
New and revised appendices and forms will be saved in the Forms and Appendices directories of the DCM file server.
Notification to DCM personnel will be made, as follows:
- Email notice to all DCM personnel.
- Discussion at DCM staff meeting, as necessary.
- A brown-bag training session may be scheduled to review the new appendices or forms.
- All notifications will include the implementation date for the new appendices or forms. Additionally, any appendices or forms that will be superseded by the new appendices or forms will be identified.
The electronic version of appendices and forms maintained on the DCM file server are the official, current versions. At a minimum, all DCM Procedures Manual binders are updated annually with the current hard copy appendices and forms.
