Senior Document Control Officer

Senior Officer - DCC

Responsibilities

PIM Electronic Data Mgmt. System Team Member-PETCHEM

Document Control & Lifecycle Management:

Ensure proper maintenance of project-related data and documents by managing the EDMS system, adhering to the defined document review cycle, and overseeing the entire document lifecycle.

Ensure document consistency throughout the project lifecycle by managing document numbering procedures and revisions, including IFC and As-built documents.

Ensure timely use of all documents and deliverables from engineering disciplines and construction teams by properly uploading and distributing them.

Ensure easy retrieval and tracking of revisions by maintaining the Master Document Register (MDR) for all approved project documents.

Ensure effective project tracking by formalizing the issuance and acceptance of documents throughout the project and maintaining document history.

Ensure document accuracy by validating EPCM data and deliverables against the initially developed specifications.

Data Integration & Configuration:

Ensure accurate data management across all project documents by managing the integration of siloed databases.

Ensure accurate tag-data relationships by maintaining them for vendor data and identifying and managing tags according to the defined numbering procedures.

Ensure necessary hardware and software support by coordinating with IT teams to provide resources such as plotters and printers at both head office and site office.

Ensure compliance with data quality management frameworks by conducting regular checks and maintaining accurate tag-data relationships.

Fabrication Management System Input:

Ensure fabrication readiness by managing detailed drawings and other project documents required as inputs for the Fabrication Management System.

Ensure material availability aligns with project schedules by providing feedback to Material Management teams and assessing fabrication constraints.

Process and Quality Improvement:

Ensure timely corrective actions by improving document and data management processes, identifying gaps in received documents, and highlighting them to discipline leads and Project Managers.

Ensure consistent quality of all uploaded documents by conducting quality checks and verifying compliance with project and company standards.

Ensure proficiency in using EDMS systems by providing training to internal and EPCM users.

Material Management:

Ensure smooth flow of materials and address issues impacting fabrication or construction activities by collaborating with Material Management teams and providing feedback from dashboard management.

Ensure alignment with project schedules by managing detailed drawings and other project documents required for fabrication.

Reporting & Governance:

Ensure visibility into the readiness and quality of project documentation by reporting document status to management at all stages.

Ensure compliance with defined workflows for engineering, vendor, construction, and O&M documents by monitoring the document review cycle for each deliverable.

Ensure alignment with project requirements by managing project document governance through participation in technical discussions with discipline representatives.

Ensure readiness for HOTO by validating the final set of deliverables and maintaining a comprehensive history of document transmittals and approvals throughout the project.

Stakeholder Coordination:

Ensure alignment with the overall project execution plan by facilitating smooth project execution through coordination with EPCM, vendors, and in-house teams across all disciplines.

Ensure provision of all required information as per the established document management system by aligning package vendors with the project execution philosophy and managing document submissions.

Ensure effective integration of documentation processes into overall project management activities by liaising with Project Managers and project control teams.

Ensure all stakeholders are aligned from the start by participating in bid discussions and kick-off meetings to communicate document management expectations.

Key Stakeholders - Internal

Project Teams

Construction Teams

IT Team

Quality Team

Key Stakeholders - External

EPCM Contractors

Fabrication Vendors

Technology Vendors (e.g., Hexagon, Open Text)

Clients/Project Owners

Industry Regulators

Qualifications

Educational Qualification:

Bachelor’s or Post Graduate degree from any stream.

Work Experience (Range of years):

15+ years of experience managing various document control functions for projects.

Preferably experience in Oil and Gas, Chemical, Petrochemical, or similar fields.

Proven experience in project execution in multi-contractor sites and vendor environments.

Strong knowledge and extensive experience in document management principles using EDMS.