Aconex Reference Guide Rev 01

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 [email protected]
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.
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 [email protected] 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
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.
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.
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
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
Novated
Consultants
Subcontractors
Contractual Project Mail
General Project Mail
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
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.
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
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.
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
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,
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,

Facade
FA
For all Facade design documentation including but not limited to sketches,
Fire
FS
For all Fire design documentation including but not limited to sketches,
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,
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
For all Structural design documentation including but not limited to
Structural
ST
*Used in document numbering (see section 4.2).
Landscape
LA
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

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

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
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).
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
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.
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
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.
21
6.0
6.1
APPENDIX A - PROJECT PROCEDURES

Design Document Review
APP (PM)
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
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
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
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.
25
14
26
PHOTOS 15
27
PHYSICAL SAMPLE SIGNOFF
SAMPLE NO(&REV)
16
SAMPLE NO(&REV)
TITLE
TITLE
DESCRIPTION
DESCRIPTION
Constructions
sign
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
print
sign
date
insert as reqd
print
date
NOTES
print
sign
date
insert as reqd
NOTES
print
sign
date
insert as reqd
16
SAMPLE NO(&REV)
TITLE
TITLE
DESCRIPTION
Constructions
16
DESCRIPTION
sign
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
NOTES
NOTES
SAMPLE NO(&REV)
28
6.5
Disruption/ Shutdown Application
To be developed in conjunction with Health Infrastructure , APP and Inforeshore.
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
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
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.
32

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PROJECT : ROYAL NORTH SHORE HOSPITAL CSB

Aconex Reference Guide

Brookfield Multiplex Constructions

Brookfield Multiplex Constructions

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

Core Document Fields

Project Mail Protocols

Design Document Review

Consultant Specification & Schedule Numbering Convention

ABOUT THIS DOCUMENT

APPENDIX A - PROJECT PROCEDURES

APPENDIX B DOCUMENT NUMBERING CONVENTION

CONFIDENTIALITY AND INTELLECTUAL PROPERTY STATEMENT

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

Aconex provides a fully integrated project information management tool including:

An automated document register

Getting Started with Aconex

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

New organizations to the Aconex system need to register:

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

New User Accounts

Training and Ongoing Support

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

ABOUT THIS DOCUMENT

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

Royal North Shore Hospital Clinical Services Building

Project Short Name*

Project Start Date*

Estimated Completion Date*

New South Wales

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

The Project Team

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

Aconex Project Information

Communications Flow Diagram

Contractual Project Mail

General Project Mail

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

FIGURE 1 PROJECT DOCUMENT REGISTRATION FORM

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

Core Document Fields

For tagging a document with the unique number

For tagging a document with a revision reference

For tagging a document with the applicable title

For tagging a document to classify it with an

For tagging a document with the appropriate

For tagging a document with an appropriate

For tagging a document with one or more values

For defining who can have exclusive access to the

For attaching the electronic file relevant to the

For detailing the print size requirements to assist

System defined field. The date is the absolute date

For tagging a document with details of the author.

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

Document Numbering Convention

FIGURE 2- DOCUMENT NUMBER STRING

Multiple File formats (e.g. CAD files)

FIGURE 3- DOCUMENT NUMBER STRING WITH FILE FORMAT SUFFIX

File Name Recognition