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J.

RAY McDERMOTT EASTERN HEMISPHERE

(MIDDLE EAST, FAR EAST & CASPIAN SEA)

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LEVEL 2
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PROJECT MANAGEMENT PROCEDURE


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FOR

SITE QUERY SYSTEM

JRM/EH/PMT-003
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SITE QUERY SYSTEM REVISION : 4
JRM/EH/PMT-003 DATE : JAN. 2000

REVISION INDEX

PREPARED REVIEWED & QA


REV DATE REVISION DESCRIPTION AUTHORIZED

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0 03 MAY 88 BASE P. MARLER J. GOMMEL K. E. AHERN

1 03 MAR 94 GENERAL REVISION C. REANEY S. W. ROLL K. E. AHERN

2 15 MAR 95 GENERAL UPDATE B. BERTRAM B. JAYAKAR K. E. AHERN

3 MAR. 1995 GENERAL UPDATE B. BERTRAM H. K. AGHILI K. E. AHERN

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4 JAN 2000 GENERAL UPDATE A. MENON P. CHARLESWORTH/ K.E. AHERN
H. CUTHBERTSON
H.K. AGHILI/S.W. ROLL
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SITE QUERY SYSTEM PAGE : 1 OF 14
JRM/EH/PMT-003 REVISION : 4
DATE : JAN. 2000

TABLE OF CONTENTS

SECTION TITLE PAGE

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0.0 FLOWCHART 2

1.0 SCOPE 3

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2.0 REFERENCES 3

3.0 DEFINITIONS 3
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4.0 PROCEDURE 5

5.0 DOCUMENTATION 8
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SITE QUERY SYSTEM PAGE : 2 OF 14
JRM/EH/PMT-003 REVISION : 4
DATE : JAN. 2000

0.0 FLOWCHART Note : This is a controlled document and may be


posted throughout the work area as work
instruction.

0.1 Site Query System

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Engineering Operations Contractors Client
(Design or Detail) Project Manager

Discipline Changes/Clarifications
Engineer of Drawings/
Specifications
Operations Engineer to
Technical

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complete a Site Query
inquiry System (SQS) form

Site Query System


TQS SQS
RFW Form (Exhibit 1)
Contractors Project Director/
(Exhibit 2 or 3) Manager or his Designee will
enter the sequential number
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Forward to Project Manager into log (Exhibit 4)

Make a copy of the


SQS/TQS/RFW

Forward Original SQS/


TQS/RFW to the Client
SQS/TQS/RFW
Approved by
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Enter copy Client?


Into a file No

Yes
Review responses
Resubmit Client will
sign the
SQS/TQS/
Resolve RFW
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Resolve
Contact Client to resolve
or Eng./Ops.

SQS/TQS/RFW
Make copies & distribute Return to the
to related parties as per Contractors
matrix (Exhibit 5) Project Manager
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Maintain a log of all


SQS/TQS/RFW raised and
their current status (Exhibit 4)

Arrange for drawings/


specifications to be changed

Yes Commercial or
Schedule Impact
Amend contract com-
pensation as in Change No
Order JRM/EH/PMT-006 Additional Material required
Yes
or substitution of materials?
A Store Demand or
Field Transfer Note or
No
Purchase Req. as
applicable to be raised.
SITE QUERY SYSTEM PAGE : 3 OF 14
JRM/EH/PMT-003 REVISION : 4
DATE : JAN. 2000

1.0 SCOPE

1.1 This procedure defines the activities and responsibilities of personnel


involved in resolving queries of technical nature arising at Engineering,
Procurement or Construction sites on a day to day basis. This procedure
shall be applied to all Projects unless specifically dictated otherwise by
Contractual / Client requirements.

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To suit to Contractual/Client requirements an addendum to this procedure
can be appended identifying those specific paragraphs with the required
changes and/or amendments.

1.2 The procedure applies to J. Ray McDermott Eastern Hemisphere which

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consists of three entities i.e. J. Ray McDermott Middle East Inc., J. Ray
McDermott Far East and McDermott Caspian Sea.

1.3 A flowchart illustrating the activities of this procedure is in Section 0.0,


which may be posted throughout the work area as a work
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instruction.

1.4 The internal Supplier - Customer Relationship is illustrated below:

Sr. Operations
Engineer SQS(OPS) Project Team
Proj. Engineer TQS(ENG) Engineering
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Prod. Engineer RFW (Design/Detail)


Discipline Eng. Client

Supplier Work Process Customer


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2.0 REFERENCES

2.1 PMT Level 1 Project Management Handbook


2.2 JRM/EH/PMT-002 Project Document Control
2.3 MD/MATL-006 Material Control Procedure
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2.4 JRM/EH/PMT-006 Change Control Procedure

3.0 DEFINITIONS

3.1 Related Parties Design Engineering (Internal, External such as


Subcontract or JRME), Detail Engineering, Fabrication Operations,
Offshore Operations, Procurement and QA/QC.
SITE QUERY SYSTEM PAGE : 4 OF 14
JRM/EH/PMT-003 REVISION : 4
DATE : JAN. 2000

3.2 Site Query/Technical Query (Engineering) - is a formal means of


clarifying engineering and operating technical questions with the Client
and/or related parties. The query is a means by which the engineers
and/or Project Team can get formal approval from Client or related
parties at the working level such that there are no verbal agreements
on the Project. The queries may consist of:

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a) A request for clarification of a technical specification.
b) A request for resolution of a conflict between two technical
documents.
c) A request for additional technical information needed to perform
the work.
d) A proposal for a specific design or way to carry out a specific

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activity if there is no Contract requirement to specify the same.
e) A means of documenting any verbal agreements obtained from
Client and/or related parties on the Project.

Note: A Site Query (Operations), Technical Query (Engineering)


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and/or Request for Waiver can be utilized as a means to
regularize any Client instruction which is limited to Technical in
nature. The Site Query and/or Request for Waiver thus raised
should include the respective Client Instruction as an
attachment to the SQS/RFW. Any SQS/TQS which amounts
to a change to the Contract will be addressed through the
Change Control Procedure JRM/EH/PMT-006.
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3.3 Request for Waiver is a request for permission to deviate from the
Contract requirements.

In such case, the Request for Waiver shall make a clear reference to
the contract document to which the deviation is proposed and shall
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substantiate the reasons, advantages and/or disadvantages of such


deviation.

A Request for Waiver will not be considered as a Non Conformance.

Note: The separation of Technical and Contractual issues by either


Site Query and/or Request for Waiver is dictated by the Client
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depending on contract and specification requirements.

3.4 Numbering System The numbering system will be in a sequential


order separately for site query, engineering query, request for waiver
with the prefix indicating whether it is a site query, engineering query,
request for waiver as indicated below:

SQS 001 - Site Query No. 1


TQS 001 - Technical (Engineering) Query No. 1
RFW 001 - Request for Waiver No. 1
SITE QUERY SYSTEM PAGE : 5 OF 14
JRM/EH/PMT-003 REVISION : 4
DATE : JAN. 2000

Note: 1. The Project Director/Manager or his designee has the


discretion to pre-assign unique blocks of numbers to
engineering, procurement, fabrication and installation for
SQS/RFW/TQS as deemed appropriate.

2. Separate files and forms shall be maintained for SQS, TQS


and RFW.

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3.5 Client/Customer Ultimate Owner and/or Operator of the facility or
The Entity with whom Company/Contractor has entered into a Contract
for a defined scope of work in a Project.

4.0 PROCEDURE

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4.1 When any changes or clarifications or additional information of a
TECHNICAL nature ( as per definition) are required to be made to the
scope of work, drawings or specifications by either party to the Contract,
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a Site Query Sheet, is raised.

4.2 When any deviation to the Contract is required by either party which
does not have a commercial or schedule impact, a Request for Waiver
(RFW) is raised subject to Client requirement that the same can not be
addressed through a site query (please refer to Note under the definition
of Request for Waiver ).
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4.3 The SQS/TQS/RFW form will be completed by the Contractor and the
following information shall, as a minimum, be included on the form:

Contract Number : McDermott and Client Contract


Numbers
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Query Number :

Revision number : Revision number of query, if


applicable.

Preferred Response Time : Contractor to indicate to Client that


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response is required within one day


or one week or two weeks.
And/or
Response Required Date : Contractor to indicate to Client the
specific date by which response is
required.

Discipline : Specify discipline such as Structural


/ Piping / Electrical / Instrumentation
/ Safety.
SITE QUERY SYSTEM PAGE : 6 OF 14
JRM/EH/PMT-003 REVISION : 4
DATE : JAN. 2000

Title : Brief description of query / change/


clarification.

Reference Documents : Affected drawings, specifications,


scope of work clauses, etc.

Query description and : Details of the query, change etc,


originators proposed and the proposed solution for

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solution correcting or incorporating the
same into the scope of work.

Originators Signature : Contractors Project Director/


Manager or his Designee

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Date : Date Raised

Attachments : As required by the change -


sketches, drawings, specifications,
vendor information, design back-up
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calculations, Mill certificate of
substituted material etc. may need
to be appended to the SQS/TQS to
fully explain the scope of the
change or nature of the query and
the proposed solutions.
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Approved / Approved as : Client response


noted / Re-submit / (for Contractor originated)
Disapproved / Clarified

Date : Date answered.


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4.4 Contractor and Client agreed SQS/TQS/RFW format will be available


with the concerned Production, Design and Project Engineers. It is the
responsibility of the concerned Engineers to raise the SQS/TQS/RFW
in the prescribed format with the necessary back up attachments. To
the maximum extent possible each SQS/TQS/RFW shall relate to a
specific subject.
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Contractors Project Director/Manager or his designee shall verify the


SQS/TQS/RFW for its completeness and subsequently endorse the
same for onward transmittal to the Clients Project Manager for
approval.

In the event the Contractor is carrying out the engineering, engineering


queries will be forwarded to the engineering entity by the Contractors
Project Director/Manager or his designee with a copy to the Client for
information purposes. On receipt of approval from engineering, the
engineering query will be forwarded to Client Project Manager for
endorsement, if required.
SITE QUERY SYSTEM PAGE : 7 OF 14
JRM/EH/PMT-003 REVISION : 4
DATE : JAN. 2000

It is the responsibility of the Clients Project Manager or designee to


forward the SQS/TQS/RFW to his relevant discipline engineer for
review/comment/approval as the case may be.

4.5 The Contractors Project Director/Manager or his designee or his


documentation clerk shall enter the sequential number onto the
SQS/TQS/RFW.

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4.6 The Contractor's Project Director/Manager or his designee shall make a
copy of the SQS/TQS/RFW and enter the copy into the file and this copy
can be discarded when original is returned to file after distribution.

4.7 The Contractor's Project Director/Manager or his designee shall forward


the original SQS/TQS/RFW to the Client for their review and reply or

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approval or otherwise.

4.8 Upon receipt of the SQS/TQS/RFW from the Client, the Contractors
Project Director/Manager or his designee shall review the response and
if further discussion is required will contact the Client as appropriate.
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It is preferred that SQS/TQS/RFW in original is returned by Client as the
original SQS/TQS/RFW forms part of the End of Work / As Built
documentation to be submitted on completion of Project.

4.9 Upon receipt of the SQS/TQS/RFW from the Client, the Contractor's
Project Director/Manager or his designee shall make copies and distribute
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to the originator and other related parties within the Contractor's Project
Organization.

4.10 The Contractors Project Director/Manager or his designee or his


documentation personnel shall maintain a log of all
SQS(s)/TQS(s)/RFW(s) raised with their current status. The log will be
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updated either immediately upon receipt of the SQS/RFW/TQS from


Client or on a weekly basis or as appropriate. The updated logs will be
distributed/circulated to project personnel and client on a weekly basis or
as appropriate. Separate logs will be maintained for SQS/TQS/RFW.

4.11 Upon receipt of the completed SQS/TQS/RFW, the originator/recipient


as appropriate shall arrange for drawings to be changed and
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Specifications or the Scope of work to be amended and each copied


party shall ensure that the changes noted therein are incorporated into
the work well within time. Further, the SQS/TQS/RFW number will be
referred in the necessary title blocks of the drawing/document as the
case may be to indicate the result of any changes.

4.12 If the SQS/TQS/RFW has a commercial or schedule impact then the


Contractor's Project Director/Manager shall initiate steps to amend the
Contract Compensation and schedule by means of a Change Order as
described in JRM/EH/PMT-006.
SITE QUERY SYSTEM PAGE : 8 OF 14
JRM/EH/PMT-003 REVISION : 4
DATE : JAN. 2000

4.13 If the SQS requires additional material to effect the change, then the
following actions would be initiated :

a) If additional material required is available in the surplus stock of


the said Project, a Stores demand shall be raised in accordance
with MD/MATL-006.

b) If additional material required is available in the surplus stock of

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other Projects, a field Transfer note shall be raised in accordance
with MD/MATL-006.

c) If additional material required is not available in the respective


surplus stock as defined above, necessary Purchase requisition
will be initiated for purchase of material either from local or

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overseas market.

5.0 DOCUMENTATION
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The examples shown are for guidance only and may vary with contractual
conditions.

5.1 Site Query Sheet (Exhibit 1)


Technical (Eng.) Query Sheet (Exhibit 2)
Request for Waiver (Exhibit 3)
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5.2 Typical Site Query (Ops)/Technical (Eng) Query/Request for Waiver Log
(Exhibit 4)

5.3 Typical Site Query/Technical (Eng) Query/Request for Waiver


Distribution Matrix. (Exhibit 5A and 5B)
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Note: Exhibit 5A type distribution matrix may not be required in view of


the fact that project dedicated personnel are drawn from different
inter-alia departments within the Contractor(s) organization for
the execution of the project.
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SITE QUERY SYSTEM PAGE : 9 OF 14
JRM/EH/PMT-003 REVISION : 4
DATE : JAN. 2000

Exhibit 1

SITE QUERY SHEET


PROJECT TITLE: CHEVRON NORTH NEMBA PROJECT

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JRM CONTRACT NO.: D4506 CLIENT CONTRACT NO.:
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SITE QUERY SHEET NO.: SQS-001 DATE: PAGE 1 OF

STRUCTURE: Jacket / Deck / Flare DISCIPLINE:

PREFERRED RESPONSE TIME: 1 DAY WITHIN 1 WEEK WITHIN 2 WEEKS

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RESPONSE REQUIRED DATE:

QUERY TITLE:

REFERENCE DOCUMENT(S):
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QUERY DESCRIPTION AND PROPOSED SOLUTION:

ATTACHMENTS:

COST IMPACT: YES NO SCHEDULE IMPACT: YES NO


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ORIGINATED BY: NAME: APPROVED BY: NAME:


POSITION: POSITION:
SIGNATURE: SIGNATURE:

CLIENT RESPONSE:
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ATTACHMENTS:
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APPROVAL STATUS OF THE SITE QUERY

APPROVED APPROVED AS NOTED RE-SUBMIT DISAPPROVED/REJECTED CLARIFIED

CLEINT INSPECTOR/: NAME: CLIENT REP. / PROJ.: NAME:


ENGINEER POSITION: MANAGER POSITION:
SIGNATURE: SIGNATURE:
SITE QUERY SYSTEM PAGE : 10 OF 14
JRM/EH/PMT-003 REVISION : 4
DATE : JAN. 2000

Exhibit 2

TECHNICAL (Eng.) QUERY SHEET


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PROJECT: PROJECT NO.:
TECH. (Eng.) QUERY NO.: DATE:
SUBJECT: ORIGINATOR:

DESCRIPTION:

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REPLY REQUESTED BY: AFFECTED DISCIPLINES:

REPLY:
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DISTRIBUTION AS MARKED:
SITE QUERY SYSTEM PAGE : 11 OF 14
JRM/EH/PMT-003 REVISION : 4
DATE : JAN. 2000

Exhibit 3

REQUEST FOR WAIVER SHEET


PROJECT TITLE: CHEVRON NORTH NEMBA PROJECT

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JRM CONTRACT NO.: D4506 CLIENT CONTRACT NO.:
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REQUEST FOR WAIVER SHEET NO.: RFW-001 DATE: PAGE 1 OF

STRUCTURE: Jacket / Deck / Flare DISCIPLINE:

PREFERRED RESPONSE TIME: 1 DAY WITHIN 1 WEEK WITHIN 2 WEEKS

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RESPONSE REQUIRED DATE:

WAIVER TITLE:

REFERENCE DOCUMENT(S):
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WAIVER DESCRIPTION AND PROPOSED SOLUTION:

ATTACHMENTS:
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COST IMPACT: YES NO SCHEDULE IMPACT: YES NO

ORIGINATED BY: NAME: APPROVED BY: NAME:


POSITION: POSITION:
SIGNATURE: SIGNATURE:
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CLIENT RESPONSE:

ATTACHMENTS:
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APPROVAL STATUS OF THE REQUEST FOR WAIVER

APPROVED APPROVED AS NOTED RE-SUBMIT DISAPPROVED/REJECTED CLARIFIED

CLEINT INSPECTOR/: NAME: CLIENT REP. / PROJ.: NAME:


ENGINEER POSITION: MANAGER POSITION:
SIGNATURE: SIGNATURE:
SITE QUERY SYSTEM PAGE : 12 OF 14
JRM/EH/PMT-003 REVISION : 4
DATE : JAN. 2000

Exhibit 4

Site Query / Technical (Eng.) Query / Request for Waiver Log

CONTRACT: PROJECT TITLE:

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LEGEND

A = Approved AWC/ =Approved with Comments R = Re-submit D or R = Disapproved C = Clarified


AAN Approved as Noted Rejected

SQS/RFW R DATE FROM CLIENT

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/CI No. E ISSUED (ORIGINATOR) TO SUBJECT RESPONSE STATUS REMARKS
V DATE
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JRM/EH/PMT-003 REVISION : 4
DATE : JAN. 2000

Exhibit 5A

Site Query/Technical (Eng.) Query/Request for Waiver Distribution Matrix

A) By Department

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Department Copies to be Provided
If Applicable

Accounting X
Diving X

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Drafting / Lofting X
Fabrication X
Hook-up X
Insurance X
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Marine X
Material Control X
Offshore X
Planning X
Production Engineering X
Project Management X
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Purchasing X
QA/QC X
Warehouse X
Safety X
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JRM/EH/PMT-003 REVISION : 4
DATE : JAN. 2000

Exhibit 5B

Site Query/Technical (Eng.) Query/Request for Waiver Distribution Matrix

B) By Project Dedicated / Assigned Personnel

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CONTRACT NUMBER :

PROJECT TITLE :

TITLE INITIAL FOR ACTION FOR INFO.

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Project Director
Project Manager
Fabrication Division Chief Engineer
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Project Engineer
Project Superintendent
Senior Onshore Operations Engineer
Material Coordinator
Procurement Coordinator
Engineering Coordinator
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Pre-com / Commissioning Engineer


Offshore Operations Engineer
Hook-up Coordinator
Drafting
Project Document Controller
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Project Accountant
Project Contract Administrator/
Project Controls Manager
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