WWTP Commissioning — Document Control Quick Guide

Fast setup at mobilization to enable system-based document retrieval (Region‑Train‑System indexing), consistent metadata, and a single source of truth for FAT/SAT, testing and handover.

1.    RTS Indexing — create codes before documentation ingestion

• Define site Regions (R1, R2…) by physical area or process cluster.

• Define Trains within each Region (T1, T2…) for parallel treatment trains.

• Define Systems (S01, S02…) for discrete process units (e.g., S01 = influent screen, S07 = secondary clarifier).

• Example mapping: R2‑T1‑S07 = Region 2, Train 1, System 7 (Secondary clarifier #1)

2.    Minimal filename convention (use for all files)

• Template: RTS_System_Discipline_DocType_Version

• Example: R2‑S07_MECH_IOM_V02.pdf

• Discipline codes: MECH, ELEC, CTRL, CIVL, PROC, QAQC, VEND

• DocType examples: IOM, SPEC, DRAW, FAT, SAT, MCOMP, TEST, REPORT

3.    Essential metadata fields (apply to EDMS/DMS entries)

• RTS code

• Equipment tag(s)

• Discipline

• Document type

• Revision/version number

• Author / vendor

• Approval status & approver name

• Approval date

• Related contract/submittal number

• Keywords (pump model, make, capacity, serial no.)

• Retention/expiry (if applicable)

4.    Top-priority documents to index first

• Factory Acceptance Test (FAT) reports

• Instrument loop check sheets & IO lists

• Vendor IOMs and operation manuals

• Mechanical completion certificates & QC checklists

• Performance test protocols and final acceptance form.

5.    Quick version control rules

• Only approved versions are "current" — archive old revisions with clear V# suffix.

• Use a simple approval workflow: Draft → Reviewed → Approved → Released.

• Capture approver name and approval date in metadata.

6.    Access & single source of truth

• Host documents in a controlled EDMS/DMS or secure cloud folder with role-based access.

• Maintain a commissioning dashboard or index spreadsheet linking RTS codes to key documents and FAT/SAT statuses.

7.    Document owner & responsibilities (assign at mobilization)

• Assign a Document Owner for each Region or major System (name, contact).

• Owner responsibilities: ensure metadata completeness, maintain index, verify approvals, and support retrieval requests.

8.    Quick checklist to use at mobilization (tick boxes)

• Define Regions (R1, R2…)

• Define Trains and Systems (T#, S##)

• Publish RTS mapping sheet to team

• Set filename convention & discipline codes

• Create EDMS structure and user roles

• Define metadata fields and mandatory entries

• Assign Document Owners for Regions/Systems

• Prioritize and ingest top-priority docs (FATs, IOMs, MCOMP)

• Launch commissioning dashboard / index spreadsheet

• Schedule follow-up document control reviews (monthly)