CONTENT

1. Working database/ Filing storage

2. Company & Dept Codes/Job Codes/ Project codes

3. Naming Convention for File/ Documentation

4. File Issue-out and Documentation Transmitting

5. Requirements for Staff email and Incoming -

Outgoing email exchange

6. Template of a standard Project folder on Box

TLC.PD.DC.R00.170712.TTDL
1. Working database/ Filing storage/ PM tools

1.1 File to be stored at 2 sources:

- Company Internal Server: all teams (PM, Project Admin, Architect, MEP, QS, BIM, Procurement) will be provided a
working folder on Internal Server (10TB in maximum). Its requested that all team put their working on this folder for
streaming working flow and all team members can work at the same platform
- Box Cloud storage: for FINAL file for Sending out to Client/ Consultant. Access right as follows:
+ All Managers/ Team leaders is Editor role
+ Staff/ team member is Viewer Uploader
+ Access Limit is applied for Tender submission/ Sale/ Contract/ Agreement and other documentations under Confidential
Requirements
 Co-Owner Editor Viewer Uploader Previewer Uploader Viewer Previewer Uploader

Download

View / Add Comments*

Delete Files/Folders

View / Create Tasks

Add / Edit Tags

View Tags

View Metadata

Edit Metadata

Invite People

Edit Folder Name

Create Subfolders

Edit Folder Settings__

Preview

Lock/Unlock File

Send View-Only Links

Upload

View Item List in Folder

Sync Folder

Set Access Permissions

Restrict Invitations

View Access Stats

 Co-Owner Editor Viewer Uploader Previewer Uploader Viewer Previewer Uploader

Move ______ ______ _______ ________ ________ _______ ________

Copy **

1.2 PM tools and other team communication

Office 365 tools and apps to be advised using for Project Management activities (Peoples, Planner, Task, Team,
OneDrive, One Note..) and other communication apps to boost the productivity of the team.
https://www.office.com/?auth=2&home=1&from=ShellLogo
2. Company and Department Codes/ Job Codes/ Project codes

2.1 Department Codes

BOMs: Board of Managers

HR: Human Resource
PM: Project Management
A: Architect
S: Structure
MEPF: Mechanical Electrical Plumbing Fire Protection
BIM: Building Information Model
QS: Quantity Surveyor
PRT: Procurement
ACC: Accounting
WS: Workshop
 2.2 Job Codes

QUO: Quotation
MR: Material Requisition
PO: Purchase Order
DES: Design
PM: Project Management
PD: Project Development
CM: Construction Management
CONT: Contractual and Agreement
S&M: Sale and Marketing

Job Codes shall be periodically updated and issue by Project Admin for all departments and teams to apply and
follow up.

2.3 Project Codes

CountryName_Project Type_Project Shortname_YearMonth when Project gained and tender

submission/ Quoted by Sale team
I.e: NZ.HOS.
Project Management and Design team to follow the Job Codes