eB Document Control complete “How To”

This presentation has been created as a quick guide for eB (external user)

Request Doc(s) Validate Doc(s) Approve Doc(s) Administer Doc(s)

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Quick Access

1 Request for eB Access .................................................................................................................................................................3

2 Things you should know .............................................................................................................................................................4

3 Logging in to the eB System ........................................................................................................................................................6

4 eB Options ..................................................................................................................................................................................7

Preference 7 4.1

Navigation 8 4.2

Explorer ........................................................................................................................................................................................ 8 4.2.1

Basket ........................................................................................................................................................................................ 11 4.2.2

My eB ......................................................................................................................................................................................... 12 4.2.3

Create new Object in eB 14 4.3

Sending a correspondence ........................................................................................................................................................ 14 4.3.1

Help 17 4.4

Logout 17 4.5

5 Completing the Bulk Document Number Request Form ...........................................................................................................18

Navigation 18 5.1

6 Create a Submittal using the Bulk Upload Template .................................................................................................................21

7 To create RFI’s, TQ’s and TM’s ...................................................................................................................................................26

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1 Request for eB Access Requesting access to eB is easy. Send a request to eb.helpdesk@bg-group.com, with the email addresses of new users If you require access to do other than Document Control i.e. TQ creator or RFI Creator, in eB, please add this to your request

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2 Things you should know Never use Chrome Add to Trusted sites by selecting tools and select Internet Options

Select Trusted Sites and click on sites

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Add eb.bg-group.com

If you use Internet Explorer > 8, you need to add compatibility mode. Select tools and then Compatibility mode

eB has been configured against the following procedures: QCQGC-BX00-DDC-PCE-000001 - QGC Document and Data Control

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3 Logging in to the eB System Using Internet Explorer go to this URL: https://eb.bg-group.com You may get a Security Certificate warning, click on “Continue to website” You will get the eB Web login request. Type in your User Name (email address) and Password as supplied.

If you are submitting anything to QGC you will need to install Active X Control. User will need Admin rights on their computer or will need their IT to perform this installation.

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4 eB Options Preference 4.1

Here you have the options to setup your own preference. Please change your password when you first login, this is your responsibility.

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Navigation 4.2

Select this option and in the drop down menu it gives you access to:

Explorer 4.2.1This gives you the option to search for all your company submittals or documents, RFI, TQ and Correspondence i.e., which are available under your company folder in the Explorer tab.

To run a report on all documents that were transmitted to you select the document search.

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By adding a * in the DocumentNumber column, will give you all results. Please note: That this will give you a max out if the results returned are more than 10 000 documents.

Or if you only require a certain field of documents you can add *BB01-POC-PID* or only *POC-PID* Select the green arrow to run the report

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Download all results give you the option to download it in a spreadsheet, this might take a few minutes, depends on the size of the report.

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Basket 4.2.2You can select documents from your report (Refer to 4.2.1) to add to your basket or to a folder in My eB

Click on the document and select Add to Basket (to add to a folder will be explained in detail under 4.2.3).

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My eB 4.2.3From your search field you can add documents to your Basket or in a folder in your My eB. Remember only you can see what is in your My eB, nobody else has access to this folder in eB Click on a document you want to add to your basket

This will open the document and you can select Add to folder on the right hand side

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Select My eB and Create a new folder if you didn’t setup any folders yet otherwise select the folder that you created before and click Use the selected folder before and Add Folder

You can add documents that are in you basket to a folder by the same process. You can select the back arrow to get back to your search to select the next document you would like to add in your folder or Basket

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Create new Object in eB 4.3 Sending a correspondence 4.3.1

Create a new object by selecting the correct template for your submission by the dropdown menu

There are 2 ways to start a Correspondence. Drag the documents you want to send on the turtle and click add or to send a correspondence for example, select the drop down menu and select correspondence, which will give you the below message. Select ok

If you don’t have the turtle available you need to install Active X – you will get an auto prompt by the website if active x is not installed

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Fill in the email and select Save and Close

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Select Get QuickLink Url Highlight the link and copy and paste in to a new email from your inbox

To create RFI’s, please refer to QCQGC-BX00-DDC-WIN-000004 To create TQ’s, please refer to QCQGC-BX00-DDC-WIN-000010 If you would like to submit documents to QGC refer to Section 6 - Create a Submittal using the Bulk Upload Template

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Help 4.4

The external user guide is available when you click on the question mark

Logout 4.5

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5 Completing the Bulk Document Number Request Form Navigation 5.1

All documents or guidelines that are used in submitting of documents, RFI’s or TQ’s can be found in the Document Control Documentation tab under Explorer

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Select QCLNG-BX00-DDC-FRM-000001 – DOC NUMBER REQUEST FORM

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Complete the fields in the spreadsheet, selecting values from the drop down lists where appropriate. Note that all RED fields are mandatory. Both the Requestor and Accountable Person should be entered in the form of email addresses (ALL IN SMALL LETTERS) When processed by QGC, the number request form will sequentially allocate the next available document number for a document type. If a specific document number is required then this can be entered in the yellow highlighted column labelled Manual Number – note that only the 6 digit sequential number can be specified, all other elements of the document number are determined according to QGC Document Numbering Procedure QCQGC-BX00-DDC-PCE-000001 Save the form and email it to documentcontrol@bg-group.com

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6 Create a Submittal using the Bulk Upload Template The submittals traveller is designed to be filled in by the EPC that submits documents through the submittals portal. Open QCLNG-BX00-DDC-TMP-000003 Template

Enable content in this template by clicking the button The macros built into the spreadsheet are designed to be run by QGC DDC only. Executing these macros outside of the organisation will lead to uncontrollable error messages. Execution of the “Upload” macro by non DDC personal will also lead to uncontrollable error messages.

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The following fields are mandatory (column headers in RED on the spreadsheet)

All fields marked as red in the traveller are mandatory and should be completed. This allows automated checking and processing of the submittal. Save the Template and include with all the document files and native files in the submittal to QGC

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Click the create new Object button

A Document box will be displayed in the right hand pane. From the drop down list that appears under Template Name, select SUBMITTAL TEMPLATE Ensure the “Go to document after it is created” is checked Using Windows explorer, find the files which are required to be added to the submittal. Files can be added individually or in bulk Drag and Drop the files on the blue and green “Turtle” at the left hand end of the Document box Wait while the files are loaded Repeat steps #4 to #6 until all required files are added to the submittal, including the Bulk Upload Template spreadsheet Click the Add button

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On the Submittal page that is opened, enter the Title of the Submittal (mandatory) and any remarks (optional) in the relevant boxes Expand the documents sections of the Submittal to check the correct document files are attached to this submittal Additional documents can be added at this stage by clicking the “Add” button in the files section of the document. Similarly, document can be deleted from the Submittal by checking the check box against the relevant file name and clicking the “Remove” button Click on Save and Close button Should the submittal not yet be completed, it will have already been saved and can be returned to at a later date for completion and submission to QGC. For instructions on how to find a previously completed submittal, please change the drop down menu to My Submittals” and enter a star (*) in to the Quick Search string, and all submittal will be displayed in the panel on the right hand side Files can still be added to the Submittal through the blue and green Turtle at this stage and can be deleted by clicking from the pop-up menu that appears under the Actions column alongside the files in question

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Once the submittal is ready to be submitted to QGC, click the approve button on the rights hand menu bar – this submits the submittal to QGC. Do not click unapproved as you are not able to re-approve it.

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7 To create RFI’s, TQ’s and TM’s

If you need to create RFI’s and TQ’s you will need to request the permission roles from QGC to be added to your profile by sending an email to ebhelpdesk@bg-group.com

To create RFI’s, please refer to QCQGC-BX00-DDC-WIN-000004

To create TQ’s, please refer to QCQGC-BX00-DDC-WIN-000010