Job Description
Job: Document Control Manager
Reports Directly to: Planning and Project Controls Lead
Objectives :
• Responsible for the OPF Project Document Management Functional activities.
• Ensure DC (Document Control) Process, Systems and Procedures are effective and updated in In-Touch. It must be in line with the OPF Organizational capabilities and mutually agreed with the Client prior to the execution of each Project.
• Ensure appropriate EDMS (Electronic Document Management System) is in place and functional, taking concurrence from all cross functions including IT, Engineering, OPF Operations and OPF Management.
• Provide DC related support to Project Lifecycle Information Manager (e.g., in case the Project is demanding for Digital Twin data delivery).
• Ensure smooth functioning of OPF projects with respect to the Document Management
Key Indicators :
• On Time Processing of Incoming documents by Project DCs
• All users and DCs are trained for DC procedures, process and systems
• 100% deliverables are traceable
• Project transmissions shall be through the EDMS (Exe. Phase)
• Successful Project Documentation Handover to Client
• Projects KPIs, incl. DC deliverables progress properly tracked
Governance KPIs :
• ISO 9001: 2015 –Quality Management System
Activities
Tender phase:
• Support Sales/Tendering Teams in reviewing and assessing Client’s Document management contractual requirements (incl. analyze gaps with OPF DC standard practices).
• Raise Clarifications with the Client, if required.
• Share Assumptions, Exemptions, Qualifications and Estimations with the Tendering team for Costing purpose (incl. staffing needs plans and costs).
Execution phase:
• Liaise with CMI and Project DC Leads, and Project Engineering Team, to ensure Project Document Control System is completely set with respect to the Procedures, Document Numbering, Clarity on Client revisions, Client review period, EDMS workflows, distribution matrices, DC facilities and infrastructure etc
• Liaise with DC Project team in setting-up of EDMS to the project requirements with required attributes, METADATA, discipline wise workflows. Coordinate with the IT support / external team to configure EDMS
• Perform Cold Eye Review or Internal Audits (minimum three) for each projects. Follow-up on remedial actions
• Maintain Project DC Staffing forecasts and Ensure each project are staffed well in advance
• Provide Training and Guidance to all Document Controllers (Project DCs) whenever required
• Responsible for Ensuring all project documents (incl: vendor and subcontractor documentation) are transmitted and organized well as required by contract, with a seamless and successful project document management system in place
• Ensure on-time and accurate reporting of MDL/VDRL Documents issuance and approval progress, as required by Project Planners and PCM
• Ensure Documents/Data integrity and protection on all projects. Manage and audit EDMS access controls
• Ensure Project Close-out is performed well with successful Final Document Handover done to the Client
Processes
Sale/Tender Phase:
Gate B/C Inputs
CBU(DC staffing, costs),Tender/Contract DC section review
Business Systems governance:
OPF EDMS
Project Execution Phase DC staff recruiting, Document Workflows Management, PCM (e.g., Engg. S-curve EDMS inputs), PLG inputs (DC related)
Interfaces
This list is not exhaustive:
OPF HQ
• OPF Engineering Manager
• OPF Sales/Tender Manager
• OPF Engg. Discipline SMEs/Lead
• OPF Quality Manager
• OPF Procurement Manager
• OPF Operations Manager
• IT Category Manager
• OPF Planning Lead
• OPF staffing planner
• OPF Business System Mgr
• OPF Project LifeCycle
Information Mgr
OPF Projects :
• OPF Project Manager
• OPF Project MWMs / Vendors DC (if required, otherwise Project DCs to interface)
• Client DC (if required, otherwise Project DCs to interface)
• Project DC Lead/Team
• Project Contracts Mgr
Prior Experience/Expertise Required
Experience :
• 10+ years industry experience, with 5+ years (Oil & Gas preferably) EPCC Project experience in Document Management
Expertise :
• Document Management
• Project Management
• Setting DC Process and Systems
• Procedure Developing Skill
• Electronic Document Management System (Governance/IT support Mgt)
• Construction site Doc Control Mgt / Workflows
Processes
Sale/Tender Phase:
Gate B/C Inputs
CBU(DC staffing, costs), Tender/Contract DC section review
Business Systems governance: OPF EDMS
Project Execution Phase
DC staff recruiting, Document Workflows Management, PCM (e.g., Engg. S-curve EDMS inputs), PLG inputs (DC related)