
SAPMT has reviewed the subject submittal of Document Distribution Matrix and has the following comments:

1.	Procurement Plan shall be a part of the Project schedule
2.	There are only two all-inclusive reports required related to procurement as follows;
a.	Project Procurement weekly status report which shows anticipated dates, list of materials to be procured, vendors, submission dates, approval dates, PO status, expediting status, purchasing status, shipment status, site delivery status and site inspection/ acceptance status
b.	Field Material control plan shall relate to the “Project Procurement Weekly status report” and show the site stocks/ inventory status and consumption status.
3.	Item No.6 (Under Project Control) is a mandatory requirement which has to be incorporated in Project Schedule.
4.	Bi-weekly look ahead schedules shall be provided for QA/ QC, Inspections and Activities.
5.	Minutes of Weekly/ Monthly Progress Meeting shall be included instead of Weekly/ Monthly Progress Meeting. Weekly progress/ obstacles/ bottlenecks pictures shall be included.
6.	Item No. 13 shall be rephrased as Weekly Project Progress Report. The cut off day for Weekly progress is Thursday and the due date of Weekly Progress Report submission is subsequent week Sunday morning (Soft copy shall be mailed on Saturday).
7.	Daily Progress Report shall be included in the document. It has to be emailed on or before next day morning 8.00AM.

8.	Invoice submission is missing and the frequency of the Invoice is Monthly.
9.	All reports shall include related documents, verifications/ inspections etc. as attachments.
10.	Minutes of Weekly Engineering/ Design Meetings.
11.	Daily Suadization verification report shall be included which shall be summarized on monthly basis for invoicing proposes.
12.	Resources (Manpower/ equipment) report shall be included in the weekly progress report
13.	Weekly Safety Report including Minutes of Weekly safety meeting, lost man hours, Safety Staff Status, near misses, occurrences, job hazards, weekly safety orientation topics, toolbox talks, etc. based on which SAMPT shall prepare a Monthly Project Safety Index.
14.	Weekly Project QA/QC Report showing NCRs/ LBEs/ RFIs/ pro-active notifications, responses/ actions  etc. and Monthly Quality management report based on which SAPMT/ SAPID shall prepare a Project Quality Index
15.	Weekly Document submittal and reply status report.
16.	Mention in the footnote that the documents/ reports shall be revised as and when required by SAPMT.
17.	 In QA & QC list the frequency of inspection assignment package should be (As per Requested) instead of every two weeks because it’s required and one of the sequence in every material has inspection level 1 and above.

Should you have any questions, please contact Mr. Fahad A. Al Balawi, Senior Project Engineer at Tel No.: 422-4393.
