PROJECT : ROYAL NORTH SHORE HOSPITAL CSB

Reference Guide

REVISION STATUS
Document Title:

Aconex Reference Guide

Prepared By:

Brookfield Multiplex Constructions

Reviewed By:

Aconex

Approved By:

Brookfield Multiplex Constructions

Revision:

01

Document Status:

For Information

Date of Issue:

19/02/2013

Document No:

PW-AD-0001

Document Custodian:

Tasso Condous

NOTE
This is a live document.
It will require periodic updates to reflect the progress of the project, new participants and newly agreed procedures.
Initial authorship by Brookfield Multiplex Constructions& Aconex

Royal North Shore - CSB PW-AD-0001 Rev 01

TABLE OF CONTENTS
1.0

INTRODUCTION

1.1
1.2

Aconex
Getting Started with Aconex

2.1
2.2
2.3

Purpose
How to Use
Custodianship

3.1
3.2

Project Details
The Project Team

4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9

Core Document Fields

Document Numbering Convention
Revision Convention
Title Convention
Document Types & File Formats
Disciplines
Status
Other Document Field Values
Document Distribution

5.1
5.2
5.3
5.4
5.5
5.6
5.7

Project Mail Protocols

Project Mail Numbering Convention
Project Mail Type
Project Mail Attributes
Time Constrained Project Mail
Subject Line Conventions
Project Mail Approval

6.1
6.2
6.3
6.4
6.5

Design Document Review

Shop Drawing Issue and Review
Sample / Technical Data Issue and Review
Sample Approval Stamp
Disruption/ Shutdown Application

7.1
7.2
7.3

Consultant Specification & Schedule Numbering Convention

Shop Drawing Numbering Convention
Document Review Stamp

2.0

3.0
4.0

5.0

6.0

7.0

4
4

ABOUT THIS DOCUMENT

6
6
6

PROJECT INFORMATION

7
8

CONTROLLED DOCUMENTS

10
11
12
13
13
14
15
16
16
18

19

PROJECT MAIL

APPENDIX A - PROJECT PROCEDURES

APPENDIX B DOCUMENT NUMBERING CONVENTION

19
19
20
21
21
21
21

22
22
23
24
25
29

30
30
31
32

CONFIDENTIALITY AND INTELLECTUAL PROPERTY STATEMENT

This document contains confidential information and uses an Aconex proprietary template. This document must not be used or
disclosed for any purpose other than in connection with the implementation or use of the Aconex system (the Purpose). .
The intellectual property in this template (and any modification, enhancement, derivation or reproduction of it) is owned by Aconex
and licensed solely for the Purpose and the license of the original or modified document can be terminated by Aconex at any time at
its absolute discretion. The Aconex name, logos and URLs are the property and/or marks of Aconex.
Any modification, enhancement, derivation or reproduction of this document must contain this Confidentiality and Intellectual
Property Statement and any other confidentiality and any other similar markings or legends contained herein.
Any questions based on the confidentiality or ownership of this document should be directed to legal@aconex.com

Royal North Shore - CSB PW-AD-0001 Rev 01

1.0

INTRODUCTION

1.1

Aconex

Aconex have been engaged on the Royal North Shore Hospital Clinical Services Building by Brookfield
Multiplex Constructions as the online collaboration system for this project.

1.1.1

Aconex Overview

Aconex provides a fully integrated project information management tool including:

An automated document register

Fully tracked correspondence management
Detailed reporting facilities
Process and document approval workflows
Approvals, preferences and other company administrative tools

Note: Each organization owns their data and can only see what has been created by them or sent to them. The data
is stored on redundant servers hosted in secure world-class centres.
Project archives are available at any time to any company using Aconex on a project. Project Archives must be
requested from Aconex and charges apply.

1.2

Getting Started with Aconex

To access Aconex, you require an internet connection, the latest internet browser installed on your computer and to
enroll in the Aconex training offered to all project participants.
Aconex does not require you to install any licensed software to access the system.
The Aconex Client Operations team will be available to guide the entire project team through Aconex implementation
and support all project members throughout the project life.

1.2.1

Internet Access

Aconex recommends the use of broadband internet to optimize the Aconex experience, in particular where
downloading and uploading of large files is required.
Broadband varies in download and upload speeds or bandwidth capacity. The optimal broadband bandwidth capacity
for your organization will depend on the number of users and network configurations of your IT systems.
Please check with your local IT Manager or Internet Service Provider (ISP) to confirm the details of your
Organizations broadband capacity.

1.2.2

Internet Browser

Aconex recommends using the latest version of Internet Explorer or Mozilla Firefox as your internet browser. The
latest internet browsers are available free to download from www.microsoft.com/ie or www.mozilla.com .
Please check with your local IT Manager to confirm the version of your internet browser.

1.2.3

Implementation Process

The implementation process will be facilitated by Aconex. The process will require participation and input from key
project stakeholders to assist in defining the appropriate system configuration for the project.

Royal North Shore - CSB PW-AD-0001 Rev 01

1.2.4

Organization Registration

New organizations to the Aconex system need to register:

1.
2.
3.
4.

Go to the Aconex website, Contact tab, Register your organization (http://www.aconex.com)

Choose the region where the project is based Australia/NZ
Complete the Organization Registration form, ensuring all mandatory fields are completed (*)
Click the Submit button

Aconex will advise the organization administration (nominated at the time of registering) when the organization is
registered.

1.2.5

New User Accounts

It is the responsibility of the Organization Administrator to set up user accounts for those employees who require
access to the Aconex system. Once registered, a new user can be invited to the project by another project member
issuing correspondence through the mail module.

1.2.6

Training and Ongoing Support

Training and Ongoing Support is available to all project participants throughout the project life.
To arrange training sessions please email training-anz@aconex.com or contact Aconex on
1300 ACONEX (226 639)
24/7 helpdesk support is available for all members globally. A list of Global Helpdesk numbers and office locations
can be found on www.aconex.com

Royal North Shore - CSB PW-AD-0001 Rev 01

2.0

ABOUT THIS DOCUMENT

2.1

Purpose

The purpose of this document is to assist with the implementation process and record the agreed system
configurations, protocols and procedures associated with the use of Aconex on the project.

2.2

How to Use

This document is specific to the Aconex collaboration system and shall be read in conjunction with but not limited to
all other project specific manuals, plans or procedures applicable to the project.
In general this document is to be used in the following but not limited to the following scenarios:

Existing and new project participants that wish to familiarize themselves with what system configurations
have been defined for their organization.
Existing and new project participants that wish to refer to project procedures that have been mapped to
Aconex.
Org Admins and Project Admins that are required to perform the initial configuration or make amendments to
the project setup.

Aconex will also use this document in training situations and when performing periodic health checks.

2.3

Custodianship

This document is a live document. It is expected that project information requirements will change over the course of
the project lifecycle as the project and participants change.
This document will be required to be updated to reflect changes to system settings, processes, project participants
and procedures.
The ongoing management of this document will reside with the nominated custodian who is Tino Ucchino from
Brookfield Multiplex Constructions and will be supported by the local Aconex Client Operations team.
All proposed changes/amendments to details or procedures detailed in this document must be submitted to the
nominated custodian for approval prior to implementation.

Royal North Shore - CSB PW-AD-0001 Rev 01

3.0

PROJECT INFORMATION

3.1

Project Details

The following table details the information as it appears within the Aconex system.
TABLE 1 PROJECT DETAILS
Project Details
Project Name*

Royal North Shore Hospital Clinical Services Building

Project Short Name*

RNSH - CSB

Phone Number

02 93222400

Fax Number

02 80786014

Project Start Date*

April 2013

Estimated Completion Date*

August 2014

Project Value
Project Type
Project Address
Project Address 1*

Westbourne Street

City/Suburb*

St Leonards

Postcode*

2065

County/State

New South Wales

Country*

Australia

Project Description
(*) Mandatory field required for project setup.

Royal North Shore - CSB PW-AD-0001 Rev 01

3.2
3.2.1

The Project Team

Project Key Contacts

The following table lists the contact details of the key contacts for each organization and the relevant Aconex project
information.
Project participants are to contact their respective key contact for all matters relating to the use of Aconex.
TABLE 2 PROJECT KEY CONTACTS
Key Contact Information
Organization

Name

Role Title
Client

Health
Infrastructure
APP Corporation

Mark Dawbney

Project Manager

Brookfield
Multiplex
Constructions

Brendan
Sweeny

Project Manager

Brookfield
Multiplex
Constructions
Brookfield
Multiplex
Constructions
Brookfield
Multiplex
Constructions

TBA

Project Manager

Tino Ucchino

Design Manager

TBC

Document
Control

Code

Project Role

Code

Aconex Role

CL

Health Infrastructure

AC

Aconex Client

PM

APP

KC

Key Contact

HC

Brookfield Multiplex

PA

Project Admin

CN

Consultant

SC

Subcontractor

Royal North Shore - CSB PW-AD-0001 Rev 01

Aconex Project Information

Contact
Details

Org
Prefix

Project
Role

HI

CL

APP

PM

BMPX

HC

BMPX

HC

BMPX

HC

BMPX

HC

AC

KC

PA

3.2.2

Communications Flow Diagram

The expected flow of communication on the Project is detailed in the figure below.

Client
Health Infrastrusture

User Groups

Project Manager
APP

Major Contractor
Brookfield Multiplex

Novated
Consultants

Subcontractors

Contractual Project Mail

General Project Mail

Royal North Shore - CSB PW-AD-0001 Rev 01

4.0

CONTROLLED DOCUMENTS

This section details the fields and values associated with managing project documents using Aconex.
All project participants when registering documents must apply the appropriate document tags defined by for the
project. The document tags are the key information or metadata fields that are used to identify the document such
as Number, Title, Date Created. As a minimum Aconex requires all registered documents to be tagged with
mandatory fields (denoted by red asterisks).

FIGURE 1 PROJECT DOCUMENT REGISTRATION FORM

Royal North Shore - CSB PW-AD-0001 Rev 01

10

4.1

Core Document Fields

The following table details the core Document Fields applicable to the project. When registering a document, the
following fields are to be completed if required.
TABLE 3 CORE DOCUMENT FIELDS
Field Label

Field Type

Description of Use/Application

Reference

Required

Search
Field

Document
#
No*

Document
Number

For tagging a document with the unique number

required by the applicable document numbering
convention.

Section 4.2

Revision*#

Text

For tagging a document with a revision reference

(applicable project convention) when it is updated.

Table 4

Title

Text

For tagging a document with the applicable title

description associated with the document.

List (Single
Select)

For tagging a document to classify it with an

appropriate document type.

Table 5

Status*#

List (Single
Select)

For tagging a document with the appropriate

status reference that is relevant to the document
lifecycle.

Table 7

Discipline

List (Single
Select)

For tagging a document with an appropriate

discipline classification.

Table 6

Attribute

List (Multi
Select)

For tagging a document with one or more values

of information to assist with categorization.

Table 8

Check Box

For defining who can have exclusive access to the

registered document.

File

For attaching the electronic file relevant to the

registered document.

Text

For detailing the print size requirements to assist

users when printing the document.

Date
Modified*#+

Date

System defined field. The date is the absolute date

when the document changes in the register either
via uploading or on receipt of a transmittal.

Author

Text

For tagging a document with details of the author.

By default, the organization name is entered.

Type*

Confidential#
#

File

Print Size*#

Auto

For additional fields to tag your documents please discuss with your Project Administrator or Aconex Client
Operations Representative.
(*) System mandatory field and cannot be disabled (i.e. they must be used).
(#) Field label cannot be renamed.
(+) Field with specific function controlled automatically by Aconex system.

Royal North Shore - CSB PW-AD-0001 Rev 01

11

4.2

Document Numbering Convention

All documents registered in Aconex are required to have a unique number assigned (i.e. no duplicate numbers can
be registered).
The Aconex document number field is flexible and can support a variety of numbering conventions commonly
adopted on projects. The document number field supports text, numbers and other characters permitted by the
Microsoft Windows operating system.

4.2.1

Document Numbering

All documents produced on this project must be numbered in accordance with the number convention defined below.
Please refer to the relevant reference tables for codes applicable to the numbering parts.
Attribute 1
Project Code

Organisation
Code

CSB

ARUP

Discipline Code

Unique
Number*

ST

1001

Table 6
Document
Disciplines

Appendix for
number range

Table 6 Document
Disciplines

FIGURE 2- DOCUMENT NUMBER STRING

*The Number part can either be a simple sequential number or it can match the originators own file or
document number. The Building and Discipline prefix the number to ensure uniqueness.

4.2.2

Multiple File formats (e.g. CAD files)

Aconex does not support multiple file formats attached to an individual document number when registered on
Aconex. Where more than one file extension with the same document number is required, it should be registered as
a new document number with a file format abbreviation appended to the end of the document number. For example,
when there is a requirement to register both the PDF and DWG version of a CAD file. In order to differentiate
between the two documents, include a file format or other suffix (e.g. CAD):
Project Code

CSB
Table 8- Attribute 1

Organisation
Code

ARUP
Organisation Code
Table 9

Discipline
Code

ST

Unique
Number*

File
Format

1001

CAD

Table 6
Document
Disciplines

Appendix
for number
range

FIGURE 3- DOCUMENT NUMBER STRING WITH FILE FORMAT SUFFIX

Please note that the suffix is only required where the same file in two formats need to be registered. It can be
omitted if only a single format of the file is being registered.
Whilst native files are required for coordination at certain stages/phases of the project the agreed project document
distribution format is PDF.

4.2.3

File Name Recognition

Files named and saved in local/network drives in accordance with the project document numbering convention are
able to capitalize on the file name recognition feature in Aconex. The figure below provides examples of appropriate
file names and how the elements of the file name will be imported into Aconex as the document number and revision.
File Format

Examples of Computer file name

Registered Number on Aconex

Rev

PDF (Default)

CSB-ARUP-ST-1001(B).pdf

MF-A-1001

AutoCAD
DWG

CSB-ARUP-ST-1001-CAD_B.dwg

MF-A-1001-DWG

FIGURE 4 MULTIPLE FILE FORMAT & FILE NAME RECOGNITION EXAMPLE

Royal North Shore - CSB PW-AD-0001 Rev 01

12

4.3

Revision Convention

Document revisions should be sequential and should not change unless the project moves to the next phase.
Members registering or superseding documents are to update the revision in accordance with the convention
described for each status lifecycle.
The document revision practices adopted on the project are detailed in the following table.
TABLE 4 REVISION CONVENTION
Revision
Convention

Applicable
Document Status

Numeric

Draft

Numeric

For Information

Numeric

For Review

Numeric

For Tender

Alpha

For Construction

Alpha

As-Built

4.4

Title Convention

The Document Title is important and all team members must use coherent titles when registering documents. This
field is an important element in searching for and retrieval of historical information within the database. The following
are guidelines on good practice use of the title field:

DO make the title the same as the hardcopy

Titles should typically be very specific, e.g.Building A Ground Floor Reflected Ceiling Layout or Design Team
Meeting Minutes.

DONT duplicate document titles

DONT use vague titles like: Drawing 1, Drawing 2, Drawing 3 etc.

Royal North Shore - CSB PW-AD-0001 Rev 01

13

4.5

Document Types & File Formats

The following tables detail the Document Types available for use on the project relevant to their organizations role on
the project. When registering a document, select most suitable type from the drop down list.
If a document type does not exist on Aconex and is required by your organization, submit a request to the Aconex
Client. An X indicates that the role has the ability to register the specific document type.
TABLE 5 DOCUMENT TYPES
Document
Type

Suggested
Documents

Brief

Project briefs

Drawing

Drawings including but not

limited to floor plans, site
plans, roof plans,
elevations, sections,
details and layouts

Manual

Manuals including but not

limited to Operating and
Maintenance manuals

Report

Reports including but not

limited to Daily, Weekly,
Flash, Monthly, PCG, Cost
reports

Sample

Samples including
brochures and supplier
information

Schedule

Schedules including
Window Schedules, Door
Schedules, Finishes
Schedules and Hardware
schedules

Shop Drawing

Shop drawings

Specification

Specifications

Technical Data

Technical data sheets

Contract

For Contracts between

any parties relevant to the
project

Photograph

For all photographic

records and images.

Disruption/Shutdown
Application

For HC/MGF to issue

Disruption/Shutdown
Applications. Refer to
section 6.4

Royal North Shore - CSB PW-AD-0001 Rev 01

PM

HC

CN

14

4.6

Disciplines

The disciplines in use for this project are detailed in the following table. When registering a document, select the
discipline most suitable from the drop down list.
If a discipline does not exist on Aconex and is required by your organization, submit a request to the Aconex Client.
TABLE 6 DOCUMENT DISCIPLINES
Discipline

Code*

Application/Use

Acoustic

AC

For all Acoustic design documentation including but not limited to sketches,
reports, drawings, specifications, plans, schedules and contracts

Administration

AD

For all documentation associated with Administration including but not

limited to reports, plans, forms, procedures, schedules and contracts

Architectural

AR

For all Architectural design documentation including but not limited to

sketches, reports, drawings, specifications, plans, schedules and contracts

Civil

CV

For all Civil design documentation including but not limited to sketches,
reports, drawings, specifications, plans, schedules and contracts

Electrical

EL

For all Electrical design documentation including but not limited to sketches,
reports, drawings, specifications, plans, schedules, manuals, datasheets,
calculations and contracts

Environment

EN

For all Environmental documentation including but not limited to sketches,

reports, drawings, specifications, plans, schedules and contracts

Facade

FA

For all Facade design documentation including but not limited to sketches,
reports, drawings, specifications, plans, schedules, manuals, datasheets,
calculations and contracts

Fire

FS

For all Fire design documentation including but not limited to sketches,
reports, drawings, specifications, plans, schedules, manuals, datasheets,
calculationsand contracts

Geotechnical

GE

For all documentation associated with Geotechnical including but not limited
to reports, plans, forms, procedures, schedules and contracts

Hydraulic

HY

For all Hydraulic design documentation including but not limited to sketches,
reports, drawings, specifications, plans, schedules, manuals, datasheets,
calculations and contracts

Interior Design

ID

For all Interior Clinical Design documentation including but not limited to
sketches, reports, drawings, specifications, plans, schedules and contracts

For all Landscape design documentation including but not limited to

sketches, reports, drawings, specifications, plans, schedules, manuals and
contracts
For all Lift/Escalator design documentation including but not limited to
Lifts/Escalators
L
sketches, reports, drawings, specifications, plans, schedules, manuals,
datasheets, calculations and contracts
For all Mechanical design documentation including but not limited to
Mechanical
ME
sketches, reports, drawings, specifications, plans, schedules, manuals,
datasheets, calculations and contracts
For all Structural design documentation including but not limited to
Structural
ST
sketches, reports, drawings, specifications, plans, schedules, manuals,
datasheets, calculations and contracts
*Used in document numbering (see section 4.2).
Landscape

LA

Royal North Shore - CSB PW-AD-0001 Rev 01

15

4.7

Status

The following table details the document status available for use on the project relevant to their organizations role on
the project. When registering a document, select most suitable type from the drop down list.
If a document status does not exist on Aconex and is required by your organization, submit a request to the Aconex
Client. An X indicates that the role has the ability to assign the specific status to a document.
TABLE 7 DOCUMENT STATUS

4.8

Document Status

Use/Explanation

Reviewed

For documents which have been reviewed in

accordance with project review procedures

Reviewed Subject to
Comments

For documents which have been reviewed in

accordance with project procedures. These have
been reviewed in principle with some comments

As-Built

For documents which reflect as-constructed or asbuilt information

For Approval

For documents to be issued for approval

For Coordination

For documents to be issued for coordination

For Construction

For documents which are for construction purposes

For Information

For documents to be issued for information only

For Tender

For documents which are used for tendering or

pricing purposes

Rejected

For documents which have been reviewed in

accordance with project procedures and have been
rejected

PM

HC

CN

SC

Other Document Field Values

All documents must be tagged with the appropriate metadata/information. This section details the metadata in use on
this project.

4.8.1

Primary Attribute (Building)

The primary attributes applicable to this project are detailed in the following table.
TABLE 8 PRIMARY ATTRIBUTE (BUILDING)
Primary Attribute Description

Code*

Royal North Shore Hospital - CSB

CSB

+*Used in document numbering (see section 4.2).

4.8.2

Organisation Code

The organisation code applicable for the project for upload

TABLE 9 ORGANISATION CODE

ORGANISATION

Code*

DISCIPLINE

Arup

Arup

Principal Design Consultant, Civil and Structural Engineers, Facade

Engineer

Building Studio
Architects

BSA

Base Building Architect (Shell and Core Package 2)

Woods Bagot

WB

Clinical Planning Architect (Package 3)

WSP Group

WSP

Mechanical, Medical Gases, Pneumatic Tubes and Vertical Transportation

Royal North Shore - CSB PW-AD-0001 Rev 01

16

ORGANISATION
NDY
Warren Smith and
Partners
Aecom

Code*
NDY
WS+P
AE

Davis Langdon

DLA

Morris Goding

MGAC

DISCIPLINE
Electrical, Security and ICT
Hydraulic and Fire
Fire and Acoustic Engineer
BCA Compliance
Accessibility

*Used in document numbering (see section 4.2).

Royal North Shore - CSB PW-AD-0001 Rev 01

17

4.9

Document Distribution

This section details information related to the distribution of documents.

4.9.1

Transmittal Reason for Issue

The applicable Reason for Issue for transmittals on the project are detailed in the following table.
TABLE 9 REASON FOR ISSUE
Reason for Issue

Definition of Use

Issued for Approval

Issuing documents which require approval from authorised project participants

Issued for Construction

Documents which are to be used for construction purposes

Issued for Coordination

Documents which require coordination

Issued for Information

Documents which are to be used for information purposes.

Issued for Review

Documents which require review by another project participant

Issued for Tender

Documents which are to be used for tendering purposes

Royal North Shore - CSB PW-AD-0001 Rev 01

18

5.0

PROJECT MAIL

The mail module is for communication only. It should not be used for sending drawings, specifications, shop
drawings, schedules or other documents that should be distributed within the Documents module in Aconex.

5.1

Project Mail Protocols

All project specific communication on this project must be sent via Aconex. Other means of correspondence such as
email and fax will not be accepted by Brookfield Multiplex unless approval is given by Brookfield Multiplex, in
exceptional circumstances only.
Please ensure the following practices are always adhered to when using the project mail module:
1.

Avoid correspondence overload by refraining from a scattergun approach. Address To and CC

correspondence to relevant recipients only.

2.

Insert a clear and concise subject title with key searchable words (easier to find later)

3.

If the correspondence requires a response (and only when a response is essential), you must;

4.

5.2

Select the Response Required option (assists with exception reporting)

Nominate who you anticipate the response from (address To and then CC others)
Insert a reasonable respond by date

When responding, ensure that you select the Reply option so that questions and responses are linked. In
doing so the mail system will acknowledge at both ends that you have responded.

Project Mail Numbering Convention

All Project Mail generated in Aconex is automatically assigned with the next available number associated with the
selected project mail type.

Royal North Shore - CSB PW-AD-0001 Rev 01

19

5.3

Project Mail Type

The authorized Project Mail types which an Organization may initiate are detailed in the following table. For additional
Project Mail types please seek approval from the Aconex Client. An X indicates that the role has the ability to create
and send the specific project mail type.
TABLE 10 PROJECT MAIL TYPES
Project Mail Type

Use

Client Advice

For the Client to respond to requests or queries

PM Instruction

For the PM to provide instruction in response to

requests or queries

Contractors Advice

For the HC to issue specific instruction or direction in

response to requests or queries raised

Consultant Advice

For the Consultants to provide advice in response to

requests or queries

Contract
Communication

For HC to communication with the PM

Defect

For the issuing of defect reports

Design Advice

For HC to issue design advice to consultants

Extension of Time

For the request of extension of time

Incoming Email

For HC to register external mail

Incoming Fax

For HC to register incoming faxes

Non Conformance
Report

For HC to issue non conformance reports relating to

Quality, Environment and OH&S

Notice of Delay

For HC to issue a notice of delay

Request For
Information

For HC to raise design queries with Consultants and

Subcontractor to raise construction queries

Site Instruction

For HC to issue instructions to a Subcontractor

Site Inspection Report

For the issue of site inspection reports

Subcontractors Advice

For Subcontractors to correspond to HC

Internal Memorandum

For general communications between project

participants from your organization

Meeting Minutes

For issuing meeting minutes

Royal North Shore - CSB PW-AD-0001 Rev 01

CL

PM

HC

CN

SC

20

5.4

Project Mail Attributes

The following tables detail the attributes applicable to the project. All project mail must be tagged with the following
attributes, as appropriate to the project mail.

5.4.1

Attribute 1

The attribute 1 values in use on the project are detailed in the following table.
TABLE 11 PROJECT MAIL ATTRIBUTE 1
Attribute 1 Description
Administration
Design
Environmental
Industrial Relations
Performance
Quality
Safety

5.5

Time Constrained Project Mail

Project mail which have time constraints (e.g. RFIs) can be managed by using response required and setting a due
date when creating project mail. It is recommended where time constraints apply the project team should define the
applicable types and agree on the timeframe to respond.

5.6

Subject Line Conventions

It is vitally important that all team members use coherent titles when preparing Project Mail and Transmittals. The
Subject Line field is an important element in Searching for & Retrieval of historical information within the project
database. Please avoid the following vague Subject Lines:

"Query"

"Re: Drawings"

"Clash" etc.

Please use meaningful subject lines to facilitate efficient Project Mail retrieval and reporting in Aconex.

5.7

Project Mail Approval

Aconex allows organizations to implement mail approval to prevent unauthorized distribution of selected project mail
types to other organizations. This feature allows the nominated approvers to view the mail before it is issued
externally.
Mail approval is configured by each organization on the project. Please contact your Aconex Client Operations
Representative to assist with setting up this function.

Royal North Shore - CSB PW-AD-0001 Rev 01

21

6.0
6.1

APPENDIX A - PROJECT PROCEDURES

Design Document Review

APP (PM)

Royal North Shore - CSB PW-AD-0001 Rev 01

22

6.2

Shop Drawing Issue and Review

Shop Drawing Review Procedure Workflow

Subcontractor (SC)

Brookfield Multiplex (HC)

Consultants (CON)

Lead Consultant (LC)

Prepare documents,
upload and register

Transmit to HC

Revise and resubmit

Review shop drawings

No

Drawings OK?

Yes
Initiate shop drawing
approval workflow using
relevant workflow template

Download, print, review,

mark-up and sign as
required.

Upload commented
drawings, and replace
within workflow

No

Action document approval

task in Aconex

Download, print, review,

mark-up and sign as
required.

Upload commented
drawings, and replace
within workflow

Approved?

Yes
Action commented
drawings, revise and
supersede documents

Review comments and

transmit commented
drawings to SC

Royal North Shore - CSB PW-AD-0001 Rev 01

Action document approval

task in Aconex

23

6.3

Sample / Technical Data Issue and Review

Sample / Technical Data Review Procedure Workflow

Subcontractor (SC)

Brookfield Multiplex (HC)

Consultants (CON)

APPClient
(PM)(CL)

Prepare physical samples,

upload, register and
transmit

Complete sample approval

form, labels and delivers
physical sample to HC

Revise and resubmit

Review samples

No

Samples OK?

Yes
Review and sign-off
samples and attend site
office (where required)
to view physical samples.

Transmit to CON for

approval

Review and advise SC

Transmit to CL for
approval

No

OK to issue to
CL?

Yes
Review and sign-off
samples and attend site
office (where required)
to view physical samples.

HC scans or takes photo

of approved sample and
supersedes on Aconex

Sample complete

Transmit to SC

Royal North Shore - CSB PW-AD-0001 Rev 01

24

6.4

Sample Approval Stamp

SAMPLE DETAILS

SAMPLE NO

APPROVALS

CSB-HY-S0001

DATE SUBMITTED

SUBCONTRACTOR

SAMPLE TITLE

DESCRIPTION

MANUFACTURER

MODEL NO

LOCATION USED

10

ASSOCIATED SAMPLES

print
sign

date

print
sign

date

Fitzpatrick

TO BE COMPLETED BY
REVIEWERS ONLY

ECHO

FINISH

11

SAMPLE TYPE

REV 2

sign

Brookfield Multiplex
Constructions

12

NOTES/COMMENTS

PHYSICAL

print
sign

date

insert as reqd

print
sign

date

insert as reqd

print
sign

date

insert as reqd

print

date

9
PHOTO/CATALOGUE

NOTE BY

13

Each Section has been numbered for your information

1.
The numbering convention is as follows. CSB is equivalent of Clinical Services Building. HY is equivalent to the discipline, and S0001 stands for Sample 1 of a possible 9999 samples.
2.
Revisions are to be changed when superseded for each submission if initial submission was not approved
3.
Date sample was issued to Brookfield Multiplex Constructions
4.
Company name submitting sample
5.
Sample name. eg. D5 Type Light Fitting When registering in Aconex this is to be the Title
6.
Brief description of sample eg. 5W LED Recessed Downlight with Warm White Bulb
7.
Name of manufacturer of submitted sample
8.
Model number of sample - This information can only be given if the actual sample has a reference by the manufacturer
9.
Finish, Colour or Coating of sample to be identified eg. Brushed Aluminium/White
10.
Specify location/area where sample is to be used eg. Birthing Rooms
11.
Identify whether sample is being submitted as physical, or as photo + technical specifications Refer to BMPX
12.
This section must be completed if the sample relates to or is a part of other samples which has been submitted (Eg Cistern with Toilet)
13.
Notes/Comments Generally to be used by reviewers. Should be completed if there is any additional information required or that should be included.
14.
Technical Data Technical Data associated with the sample, which would also include testing certificates etc. are to be included scan and insert
15.
Attach photos of sample (suppliers product shot or other) which identifies the important aspects of the sample. (Ensure example text is removed).
16.
Sample Stickers Must also be completed to be attached to physical sample. Sample no., Title & Description must also be completed exactly the same as what is on the sample form.
NOTE:

All documents must be registered on Aconex so that they can be Transmitted, tracked & referred to for future references.

When registering document you must refer to the Aconex Reference Guide which you should have access to in your document register by selecting Documents & then search, this guide is very useful to all and treated as
the Project Bible.

Ensure that registered samples on Aconex are a single, clear PDF file.

Ensure that an editable Word version is also issued for updating.

If you are unsure of any sections of this guide please call Site Document Controller.

Royal North Shore - CSB PW-AD-0001 Rev 01

25

14

Royal North Shore - CSB PW-AD-0001 Rev 01

26

PHOTOS 15

Royal North Shore - CSB PW-AD-0001 Rev 01

27

PHYSICAL SAMPLE SIGNOFF

SAMPLE NO(&REV)

PHYSICAL SAMPLE SIGNOFF

16

SAMPLE NO(&REV)

TITLE

TITLE

DESCRIPTION

DESCRIPTION

Brookfield Multiplex
Constructions

sign

Brookfield Multiplex
Constructions

print
sign

date

print
sign

date

Woods Bagot

16
sign

print
sign

date

print
sign

date

print
sign

date

insert as reqd

print
sign

date

insert as reqd

print
sign

date

insert as reqd

print

date

WS+P

Health Infrastructure

Health Infrastructure

print
sign

date

insert as reqd

print

date

NOTES

print
sign

date

insert as reqd

NOTES

print
sign

date

insert as reqd

PHYSICAL SAMPLE SIGNOFF

16

SAMPLE NO(&REV)

TITLE

TITLE

DESCRIPTION

Brookfield Multiplex
Constructions

16

DESCRIPTION
sign

Brookfield Multiplex
Constructions

print
sign

date

print
sign

date

date

insert as reqd

print
sign

print
sign

date

insert as reqd

print
sign

date

insert as reqd

print

date

WSP

sign

print
sign

date

print
sign

date

print
sign

date

insert as reqd

print
sign

date

insert as reqd

print
sign

date

insert as reqd

print

date

Building Studio Architects

Health Infrastructure

NOTES

Health Infrastructure

Royal North Shore - CSB PW-AD-0001 Rev 01

NOTES

SAMPLE NO(&REV)

PHYSICAL SAMPLE SIGNOFF

28

6.5

Disruption/ Shutdown Application

To be developed in conjunction with Health Infrastructure , APP and Inforeshore.

Royal North Shore - CSB PW-AD-0001 Rev 01

29

7.0

APPENDIX B DOCUMENT NUMBERING CONVENTION

7.1

Consultant Specification & Schedule Numbering Convention

Discipline

Discipline
Prefix

From

To

Application / Use

Architectural

AR

0100

0149

For architectural

Structural

ST

0150

0199

For structural

Mechanical

ME

0200

0249

For mechanical

Electrical

EL

0250

0299

For electrical

Hydraulic

HY

0300

0349

For hydraulic

Fire

FS

0350

0399

For fire protection

Faade

FA

0400

0449

For faade

Landscape

LA

0550

0599

For landscape

Survey

SU

0600

0649

For survey / site investigation

Lifts

0650

0699

For lifts

Security

SE

0700

0749

For security

BCA

BCA

0760

0769

For BCA

Environmental

EN

0770

0779

For Environmental - ESD

Specialist Lighting

SP

0770

0789

For Specialist Lighting

Public Art

PA

0800

0809

For Public Art

Way finding

WF

0810

0819

Signage Way-finding

0820

0829

Spare

0830

0839

Spare

Royal North Shore - CSB PW-AD-0001 Rev 01

30

7.2

Shop Drawing Numbering Convention

Discipline

Discipline
Prefix

Architectural

AS

1000

1099

For Doors/ PMDF

AS

1100

1199

For Windows

AS

1200

1299

For Kitchen

Structural

From

To

Application/Use

AS

1300

1499

For Cupboards / Robes

AS

1500

1599

For Seating Systems

AS

1600

1699

For Wet Areas

AS

1700

1799

For Stairs / Handrails

AS

1800

1899

For Carpet / Tiles / Timber

AS

1900

1999

For Lift Car Fitout

AS

2000

2199

For Louvres

SS

200

2199

For Post Tensioning

SS

2200

2299

For Precast

SS

2300

2699

For Structural Steel

SS

2700

2899

For Formwork

Mechanical

MS

3000

3499

For Mechanical

Mechanical/Electrical

MES

3499

3999

For Mechanical Switchboard

Electrical

Hydraulic

Fire

ES

4000

4499

For Electrical

SES

4500

4699

For Security

ES

4700

4799

For Hearing Loop

HS

5000

5499

For Hydraulic

HS

5500

5599

For Hydraulic Equipment

FS

6000

6499

For Fire

FS

6500

6699

For Fire shop

FS

6700

6799

For Fire curtain

Lift/Escalators

LS

7000

7499

For Lifts/Escalators

Faade

FAS

8000

8299

For Curtain Wall

FAS

8300

8399

For Windows

FAS

8400

8499

For Balustrades

FAS

8500

8599

For Glazing

FAS

8600

8699

For Stone Cladding

FAS

8700

8799

For Metal Cladding

Signage

SIS

9300

9399

For Signage

Landscape

LAS

9400

9499

For Landscape

Public Art

PA

9900

9999

For Public Art

Royal North Shore - CSB PW-AD-0001 Rev 01

31

7.3

Document Review Stamp

All documents must be tagged with the document review stamp. This should be displayed in the title block of all
drawings.

DOCUMENT REVIEW
Brookfield Multiplex Constructions Pty Ltd
A - Acceptable for Construction.
B - Acceptable for Construction subject to comments. Correct and Resubmit
C - Unacceptable for Construction. Correct and Resubmit for Review
D Drawing on Hold
Reviewed .. Date ...
These documents have been reviewed for conformity with design intent. Acceptance does
not mean approval of dimensions, sizes or weights nor does it relieve the Subcontractor
and/or the Consultant from responsibility for errors, omissions or compliance with his
obligations and/or requirements of the Contract and/or Subcontract.

Royal North Shore - CSB PW-AD-0001 Rev 01

32