Document Controller – Advanced

Course Outline

Introduction & Role of the Lead / Manager – Document Control

• Role of Lead / Manager – Document Control
• Differentiate the Roles
• Aligning strategy with company objectives
• Creating a vision and a culture
• Mobilizing a team
• Defining roles and responsibilities
• Developing plans to achieve objectives

Electronic Document Management Systems

• Which software packages are used by Document Controllers?
• What are the functionalities of Document Control Software Packages?
• How can it help Document Controllers?

Document Types
Construction Documents definition

Project Master File Index
How to build a project master file index

Planning & Organizing Document Control Tasks

• Methodology for planning & organizing tasks
• Workload & Resource Calculation
• Planning & Tasks Allocation
• Progress Monitoring
• Budget planning & monitoring

Implementation of Document Control Systems

• Methodology of implementation
• Assessment of requirements
• Implementation plan

Implementation of Document Control Rules

• Documenting the Document Control System
• Flowcharts
• Policies
• Internal Procedures & Guidelines
• Instructions to Contractors
• Document Templates

Management of Document Control Team

• Team Leading
• Motivation
• Objectives
• Performance Management
• Workload Management

Understand Document Control stakeholders and their requirements

• Understand your department manager’s / project manager’s needs and ensure that you meet them
• Ensure that you are useful and recognized member of the team and that you add value

Setting up Document Control for a new project

• Analyze requirements (internal, client’s, project management team)
• Advise on Solutions (Observation & Recommendation Reports)
• Understand the difference of perspectives from the Client’s point of view and from the Contractor’s point of view
• Plan what needs to be implemented
• Implement procedures, templates, registers, numbering, distribution, reviews, etc.
• Prepare for the project kick-off
• Design workflows

Reporting on the status of documents

• KPIs (*) and metrics to measure performance
• Design statistics for the management team
• Understand users’ requirements
• Present and communicate meaningful, fit-for-purpose and useful statistics and reports

Writing Document Control Procedures, Specifications, Requirements

• What makes a good Document Control procedure / requirements
• How to make a procedure / requirements easy to understand
• Producing fool-proof procedures and requirements
• How to formulate formal clauses and wording
• Create mechanisms for improving / updating procedures

Raising awareness about Document Control

• Organize straight forward and meaningful inductions for new team members (e.g. engineers, technical teams, etc.)
• Communicating about roles and responsibilities, processes, procedures
• Awareness of risks of not managing documents properly
• Awareness of benefits of managing documents properly
• Calculating the return on investment (ROI) of Document Control
• Developing influencing skills

Organizing an As-Built documentation package

• Analyze requirements
• Plan what needs to be done
• Documentation preparation and handling
• Documentation checking
• Documentation delivery

Managing your competencies

• Assess your competency level through an Examination
• Assess how you compare with your peers / other Document Controllers
• Explore areas for development
• Plan the development of your skills and competencies