Document Controller

Designation:- Senior Document Controller – Marine Offshore Oil & Gas Worldwide Projects - Period From January 2012 To Till Now.

Organization:- eni – saipem (Global Petro Projects Services)

Duties and Responsibilities:-

• Responsible for setting up Electronic Document Management System (SharePoint)
• Responsible for setting up Master Document Register, Distribution Matrix, and SharePoint Access Matrix)
• Responsible for quarterly departmental internal Auditing, Electronic Data Management System Auditing and Quality Check of all deliverables
• Responsible for organizing and daily maintenance of project files (both paper and electronically) for timely retrieval of documentation.
• Daily maintenance on a per project basis of all incoming and outgoing Project Documentation and transmittals.
• Receive and register all incoming project related documents.
• Register and dispatch all outgoing project related documents.
• Complete and submit document transmittals as required.
• Maintain document control records advising which technical document revisions are current.
• Inform project team members of all revisions, and additions to project documents.
• Interact with customers to ensure a customer-focused point of contact in conjunction with the Project Manager.
• Ensure information confidentiality.
• Set up and verified the SharePoint site based on the WBS and train users in usage of the application software.
• Maintain and update SharePoint site, central filing system and logs and registers.
• Prepare transmittals and distribute all documents and correspondence effectively and maintain the logs.
• Make sure that acknowledge receipt received from Client and other third parties.
• Receive, control, store and issue project documentation
• Coordinate the reporting effort on projects (Monthly / weekly reports, etc.)
• Responsible to guide junior document controllers to meet their targets and deadlines.
• Provide support to the CESC and maintain documentation required by the CESC to ensure that current documents are available when the CESC is operational.
• Provide training and support for Work Management Process (WMP) document management users.
• Maintain specified power station technical documents to ensure they are accessible at Barnwood.
• Make registered copy holders aware of new document issues.
• Respond to requests from internal and external organisations concerning documents and provide documents in accordance with copyright and security classification.
• Maintain an overview of the issues pertinent to the documentation service.
• Act as customer interface for work that does not come in through formal projects.
• Ensure that team resources, processes and activities and continuously reviewed and optimised to meet business objectives.

Project Handled in Onshore & Offshore:- Client MAERSK Oil Qatar AS, for Al Shaheen Development Project 2005 GA Wellhead Module ED, GD & GB Platforms. Design, Engineering, Procurement, fabrication, Onshore Commissioning, Load out, Sea Fastening, Transportation to company’s designated offshore location, Installation & Hook up and commissioning of the facilities. 

Duties and Responsibilities:- 

• Proper maintenance & tracking of incoming and outgoing drawings, documents and Data Sheets and Lists related to the activities of different disciplines.
• Co-ordinate with concerned discipline Engineers and Draftsman to update P&ID’s, SLD’s and System Subsystem Mark up drawings for updating of As-Built drawings for final submission.
• Maintaining Punch List status for final submission of Handover Dossier.
• Maintaining all the Engineering related updated data such as Data Sheets, Schedules, Line List, Bill Of Material List, Manuals, IO list, FAT, SAT. DCN. for easy access.
• Informing all the disciplines - Process, Mechanical, Electrical, Instrumentation and Civil about Design Change Note and updating the same.
• Setting up of Document Control Index and Project Deliverables list.
• Maintaining latest and previous versions of all project and correspondence with internal and external parties such as sub contractors, clients, vendors, PO 's etc.
• Issue documents through transmittals and maintaining updated transmittal status.
• Compilation of documents and preparation of Operation and Testing Procedures (OTP).
• Proper maintenance of vendor drawings and documents required for the commissioning activities.
• Proper filing of commissioning correspondences and reports.
• EDMS - VBC software system is used to monitoring and control of engineering drawings and documents and the documents that are received from client and other parties concerned with the project for the easy retrieval.
• Maintaining and filing of documents and drawings of all locations and keeping the soft register of the same.
• Search the latest revision of project related documents and take the print out on request of concerned discipline team Engineers / Supervisors and update the same in the file.
• Inform concerned discipline Engineers and Supervisors when new Engineering Documents received and maintain a soft register of the same.
• Compilation of various documents and drawings for Ready for Commissioning Dossiers. Checking Punch List Entries (Open & Close) for final Handover Dossier.
• Compiling of As-Built discipline wise drawings and documents for completed jobs.

• Updating Daily QC Reports to CDRS system.
• Preparing Weekly Inspection Status and submitting to PQAM.
• Preparing Log Sheet for Incoming / Outgoing Letters /  Transmittals.
• Preparing and Updating Index for Procedures / Specifications / QCP / ITP / WPS / Method Statement / NCR / QOR / PAR and Calibration Certificates.
• Controlling and Handling Checking Advices from different Disciplines are as follows:

1. Civil – Various Inspections.
2. Mechanical – Structural Steel, Static Equipments, Rotating Equipments.
3. Electrical – Various Inspections.
4. Instrument – Various Inspections.
5. HVAC – Various Inspections.
6. Painting Works – Various Inspections.
7. Material Inspections – Disciplines Wise.

• Receiving CA from Subcontractors & Issuing to concerned QC Engineers and Inspectors for Site Inspection.
• Following Activities Carrying-out up on Notifying each Inspection:
• Receiving Checking Advice from subcontractors.
• Updating the checking advice details on Control log sheet for weekly Inspection status report.
• Issuing to concerned QC Engineers and Inspectors for site inspection and collecting back from them after completion of site inspection.
• Closing the CA pending status from weekly report log sheet.
• Preparing index pending status from weekly report log sheet.
• Preparing index for final dossier submission.
• Attaching Field Density Test original reports to the Checking Advice Report incase of civil.

• Receiving and log into both handwritten book and various Microsoft Excel spreadsheets all the documents from Client using the correct reference numbers for the disciplines.
• Once logged in and recorded the documents for processing would be handed to the Project Manager for review before being distributed to the Engineers or inspectors for processing.
• All documents received and sent are to make available on a PC network for easy access and reference.
• Updating Project related documents as per the latest revisions.
• Co-ordinate with Client QC Personnel and communicate with them to assist all of their necessaries.
• Maintaining Document Distribution Format.
• All Documents being scanned and stored in relevant computer files on a network. All scanned documents is to hyperlinked back to Excel log.
• Updating Technical Documents – Procedures, Specifications, Drawings.
• Ensuring of Incoming and Outgoing documents and keep the same with transmittals.
• To follow up if any discrepancies related to document quality and numbering system.
• Compiling of QC reports and the preparation of AS- Built dossiers.

• Printing & Checking of report for less than minimum stock & not ordered.
• Preparation & Checking of consumption sheet.
• Preparation & Checking of Pre Order. Preparation of Offer evaluation / comparison sheet.
• Preparation & Checking of overseas purchase order & printout.
• Preparation of revised minimum stock quantity.
• Checking Revised Minimum Stock Quantity & entering on receipt of approval.
• Entries Suppliers Code, Category & Product Code in the system on receipt of approval.
• Preparation of Initial Cost & Price List & System entries.
• Entries of amended order quantity, Insurance amendment as per order.
• Preparation of material receipt & landed cost and posting.
• Preparation of stock & return and posting (combination of products)
• Preparation of local purchase order & goods receipt.
• Filing of daily correspondence & other documents in its respective files.