PEP 319

PROJECT COMMUNICATIONS

Page 1 of 5
Rev. Date: 30 Oct 2008

TABLE OF CONTENTS

SECTION

PAGE NO.

1.0

PURPOSE AND SCOPE............................................................................................. 2

2.0

DEFINITIONS.............................................................................................................. 2

3.0

REFERENCES............................................................................................................ 2

4.0

PROCEDURE.............................................................................................................. 2

5.0

RECORDS................................................................................................................... 5

6.0

FORMS AND EXHIBITS.............................................................................................. 5

CONFIDENTIAL AND PROPRIETARY

Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED

PEP 319
Page 2 of 5

PROJECT COMMUNICATIONS

Rev. Date: 30 Oct 2008

1.0

PURPOSE AND SCOPE

The purpose of this procedure is to define the requirements to control, document and retain project
communications that are occurred during the execution of a project.
2.0

DEFINITIONS

2.1

Communications

The written or oral exchange of information. Communications may be documented through letters, faxes,
interoffice memorandums, records of telephone conversations, meeting notes, progress reports,
electronic mail, drawing and data transmittals, proposal documents etc. Communications are to be
maintained in the Project Record File.
2.2

Project Record File

The master file for the project. This file will be the official Company record of the project.
2.3

Issue Authorization and Maintenance for Use

The Project Management Functional Leader is responsible for the maintenance of this procedure and will
review the procedure annually to determine any necessary updates. Should an individual employee have
a suggestion for improvement or modification to this procedure, he or she may mark-up a copy of the PEP
and send to the Project Management Functional Leader for review. The Project Management Functional
Leader will review the recommended changes and respond back to the employee on plans to address the
suggestions. Changes to the procedure will be distributed to other Corporate Department Managers and
Corporate Functional Leads for their concurrence. When the reviews are complete, the Project
Management Functional Leader will consolidate and recommend changes to this PEP to the Vice
President, Project Operations who has the authority to issue revisions to this PEP.
3.0

REFERENCES

3.1

PEP 202, Project Execution Plan

3.2

PEP 316, Record Filing, Retention, Retrieval and Destruction of Documents

3.3

PEP 317, Document Control and Distribution

3.4

Brand Identity Guidelines

4.0

PROCEDURE

4.1

Process Work Flow Chart

None
4.2

Process Work Flow

Action By

Action

Project Manager

1.

Defines and prepares a project specific procedure for managing

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Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED

PEP 319

PROJECT COMMUNICATIONS

Page 3 of 5
Rev. Date: 30 Oct 2008

Action By

Action
project communications appropriate to the requirements of each
project and consistent with PEPs 316 and 317. The project
specific procedure shall be included in the PXP.

Project Manager/ Legal

2.

Ensures that the authorized person as designated in the contract

signs official correspondence.

Project Manager

3.

Establishes the Project Record File in accordance with PEP 316.

4.

Establishes a Project Distribution Matrix for communications

includes the matrix in the Project Execution Plan and ensures the
team follows the plan.

5.

Ensures that communications of significance to the

Project/Company are properly filed in the Project Record File.

6.

Signs all correspondence relative to company policy, contract

obligation on cost and schedule, or regulatory matters.

7.

Designates By Direction signature authority to the Project

Engineering Manager, Procurement Manager, Construction
Manager, Project Controls Manager and others as appropriate.
By Direction authority is defined as senior to subordinate
delegation of authority to sign correspondence or perform
actions on behalf of the senior person.

8.

When necessary for the project, establishes a job

correspondence numbering system for letters or documents per
PEP 316. (This practice is highly recommended.)

9.

Provides direction if necessary on date stamping of incoming

correspondence.

10.

Ensures that outgoing correspondence is copied and distributed in

accordance with the project distribution matrix.

11.

Prepares meeting minutes or delegates the responsibility and

distributes as required.

Project Engineering Manager

12.

Signs correspondence sent to suppliers and subcontractors as

appropriate on technical issues.

Project Procurement Manager

13.

Signs correspondence with suppliers and subcontractors covering

commercial issues, such as pricing and scheduling.

CONFIDENTIAL AND PROPRIETARY

Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED

PEP 319

PROJECT COMMUNICATIONS

Page 4 of 5
Rev. Date: 30 Oct 2008

4.3

Methods for Documenting Communications

Action By

Action

Letters

1.

Letters should have a standard format as defined in the Project

Execution Plan (See Outgoing Letter Sample 319-01 (S) including
the following:
Subject Paragraph (date, time, reference)
Company Contract or Proposal No.
Job Location
Owners Name
Reference to other correspondence as appropriate.

Electronic Mail (E-mail)

2.

E-mail shall contain the essential elements of letters. Significant Email should be printed along with any attachments and filed per the
project filing system. Signature authority should be the same as a
letter as defined in Section 4.0.06, 4.0.07, 4.0.12 and 4.0.13

Phone Conversations

3.

Phone conversations relative to decisions, important issues and

agreements are to be recorded in either diaries or, if distribution is
required, on a record of telephone conversation (RTC). See Record
of Telephone Conversation Sample 319-02 (S). Distribute per the
Project Execution Plan. E-mail is also an acceptable alternative to
document phone conversations.

Interoffice Memorandum

4.

Internal project communication will be documented in an Interoffice

Memorandum. See Interoffice Memorandum Sample 319-03 (S).
Distribute per the Project distribution matrix.

Minutes of Meetings

5.

Minutes of Meetings Sample 319-05 (S) may be used for recording

minutes of meetings. Distribute per the Project distribution matrix.
Include as a minimum, the decision, action by, and due date
agreements. For a list of typical project meetings and attendees see
319-04 (S).

Fax Transmittals

6.

Fax Transmittal Sample 319-06 (S) may be used for transmitting

information or data. Include appropriate data as if it is a letter. Treat
the fax, authority, etc. as a letter. Distribute per Project distribution
matrix.

Document or Supplier
Transmittals

7.

Transmittals are used for the distribution of drawings,

specifications, reports and supplier information. Follow the Project
Execution Plan document distribution matrix. Use the Document or
Supplier Transmittals system appropriate to the office from which the
transmittal originates.

4.4

All project communications shall adhere to Company Brand Identity Guidelines.

NOTE: Distribution of controlled documents such as drawings, specifications, submittals, and other
contract deliverables will be processed in accordance with PEP 317, Document Control and Distribution.

CONFIDENTIAL AND PROPRIETARY

Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED

PEP 319

PROJECT COMMUNICATIONS

Page 5 of 5
Rev. Date: 30 Oct 2008

Filing of communications should be in accordance with PEP 316, Record Filing, Retention, Retrieval and
Destruction of Documents.
5.0

RECORDS

A copy of each communication record is retained in the Project Record Files for the duration of the project.
After project completion they are processed in accordance with the procedure for Record Filing, Retention,
Retrieval and Destruction of Documents (see PEP 316).
6.0

FORMS AND EXHIBITS

6.1

319-01 (S), Outgoing Letter Sample

6.2

319-02 (S), Record of Telephone Conversation Sample

6.3

319-03 (S), Interoffice Memorandum Sample

6.4

319-04 (S), Typical Meeting Attendance

6.5

319-05 (S), Meeting Minutes Sample

6.6

319-06 (S), Fax Transmittal Sample

CONFIDENTIAL AND PROPRIETARY

Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED