Nizar Khoury, Project Management Information Systems Manger / Head of Document Control

Nizar Khoury

Project Management Information Systems Manger / Head of Document Control

Amaala (Public Investment Fund)

Location
United Arab Emirates - Dubai
Education
Bachelor's degree, Business Information Systems, Faculty of Computing, Engineering and Mathematical Science
Experience
18 years, 7 months

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Work Experience

Total years of experience :18 years, 7 months

Project Management Information Systems Manger / Head of Document Control at Amaala (Public Investment Fund)
  • Saudi Arabia - Riyadh
  • My current job since November 2020

Head of document Control (Currently 8 Document Controllers)
Digitalizing processes and electronic forms (All functions) - InEight
SharePoint Implementation
Procurement & Cost System Implementation (PM Web)
EDMS Implementation (ACONEX/InEight (Team Binder)
BIM Implementation (InEight)
Helpdesk system implementation
Rolling out the company information strategy based on global standards (UNI Class, Omni Class, ISO & Riba)

Sr. Consultant / Head of Document Control at Arcadis / Amaala (Public Investment Fund)
  • Saudi Arabia - Riyadh
  • My current job since October 2019

• Developing the document management and information strategy to be aligned with the company strategy.
• Setting the Document / Information Management Policy, Procedure, Processes and Tools for the company/projects.
• Recruiting and Managing the document control team (Departments/Projects) Currently 7 Document Controllers.
• Managing the training for the entire Amaala users and external stakeholders by developing training capabilities.
• Using a systematic methodological approach in Deploying Information/document Management projects.
• Implementing information management projects using advanced project management planners/tools for accurately managing tasks, time and resources.
• Weekly Meeting with the document control team and managing their minutes.
• Continuously Developing and supporting the document control team and always making sure they are fully motivated.
• Mapping / Automating collaboration/submittal processes of the entire project development gateway lifecycle (Feasibility, design, construction and facility management)
• Using global standards such as Omni Class, RIBA and Master format in the setup of the document management / collaboration system which can integrates with other project management information systems.
• Setting-up/re-configuring oracle/ACONEX for managing tender, internal department collaboration and submittal workflows for managing early gateway processes.
• Successfully implementing Oracle/ACONEX on 9 projects in such a tight time frame as per global standard and best industry practice (Fully automated review process).
• Developing the document and information management reports, dashboards and trend analyses for the executive team for supporting their “decision making” process.
• Measuring using surveys user’s satisfaction from the support services provide by the document control unit.

Information Management Team Leader at ASGC Group LLC.
  • United Arab Emirates - Dubai
  • January 2019 to October 2019

Project Management
• Rolling out the document management/collaboration system (ACONEX/Oracle) Across company projects (4 Projects all live).
Technical Documentation
• Creating for the group/projects the Collaboration/Records management policy, procedure, processes and tools that covers system governance, numbering/information management, project setup, project closure etc.
Process mapping and Automation
• Mapping, Documenting, pre-defining and automating project standard submission/collaboration processes (Internal/External) and implementing those workflows on new projects.
• Integrating centralized departments processes with projects (Such as Technical and Procurement).
• Mapping/documenting the processes of the entire group departments/functions (QA/QC, Technical, HSE, Commercial, Tendering and procurement, HR etc.)
Training and Support
• Training all project participants on system use and best practice (Client, Lead Consultant, Subcontractors, consultants etc.) especially on dealing with reviewing workflows and electronic collaboration.
• Training site document controllers & other participating organizations document controllers on the enhanced Document Management processes.
• Managing company user accounts and organization/project settings.
SharePoint (Information, Records and Knowledge Management)
• Setting for the group smart information registers on SharePoint which triggers automatic notifications when critical information changes (Change in Project Status, Milestone, End Date, Value, Assets, Participants etc.)
• Setting-up on SharePoint the centralized Policies, Procedures, Processes and Tools site for the entire group.
• Setting up the Record Center and Knowledge Management Library for the entire Group.

Records Manager at Palladium
  • United Arab Emirates - Dubai
  • October 2016 to December 2018

Project Management, Project Automation & Records/Knowledge Management
• Rolled-out the centralized fully automated Record Center & Knowledge Management library project which decreased the time & resources required for capturing Knowledge Management content & essential company records by 90% & increased the staff speed in the preparation of technical documentation & proposals by 40%.
• Used a standard project implementation approach for the setup of the collaboration content management sites for all company projects, global offices, functional departments & other information management projects. (Business Requirements gathering, documentation as per setup template, setting up the project on SharePoint as per the approved documentation, training/supporting staff on the project/system & managing the project through proper governance processes & tools.)
• Used special project management tools for managing complex projects in parallel (MS Project, ASANA & Advanced Excel)
• Established for the company a centralized search engine for all the integrated content.
• Created on SharePoint lists/InfoWise the main company information registers with smart notifications (Projects Register, Corporate Entity Register, Clients Register, vendors register etc.).
• Automated the process of retention (Destruction of un-wanted docs.) which led to better search results & lowered the company storage by 30%.
• Automated the process of document indexing/tagging (Metadata) by project users therefore increased the overall speed/efficiency by 90%.


System Administration, governance & Operations
• Governance/Administration of SharePoint 365 for the entire Palladium group globally (EMEA, APAC & Americas) average of 15 requests a day.
Technical/Functional Documentation
• Created across all regional business units (Americas, APAC & EMEA) by gathering business requirements the Records Management Policy, Procedure (Including Setup Document), Processes & Tools which increased standardization by 90% across regions & reduced Audit/Legal risk.

Enterprise Content Management Specialist at Drake & Scull International
  • United Arab Emirates - Dubai
  • April 2014 to October 2016

Project Management, Business Analyses & Technical/Functional Documentation
• Setup for DSI corporate the Records Management strategy/roll-out plan for departments & projects (48 projects in the Middle East).
• Rolled-out the document collaboration system ACONEX across Global projects through proper implementation approach & using advanced tools (48 Projects) always assuring best practice.
• Engaged with Drake & Scull department heads/Project managers for identifying operational gaps & Mapping processes (As-is & To-be processes) & linking through workflows the corporate functions with the projects (Procurement, Finance, operations etc.).
• Managed 6 of the vendors resources by attending weekly progress meetings and followed-up on assigned action Items/project plan (KSA, Qatar, UAE, Oman).
• Planned, Installed, Configured, Developed & Designed SharePoint for replacing shared folders (Internal Records) & process automation.
• Created for DSI the standard implementation templates by gathering business requirements from different functions/stakeholders.
System Administration, governance & Operations
• Managing the collaboration system for the global projects assuring governance processes related to systems access, update delete are compliant with ISO 9001 standards & internal audit requirements.
• Ensuring different types of users are trained, guided and audited on system usage during their daily activities.
Procurement and Contracts
• Used advanced technical evaluation tools (Points score system) for evaluating construction related Information Systems & prepared the “Request for Proposal” used for the procurement of the corporate/projects systems (RMS, Document Collaboration System, EDMS, Estimation System, Time Attendance System, Cost System, Eng. Takeoff)
• Revised vendors contracts and SLAs, while ensuring the agreed level of services are fully met.

Information Systems / Document Control Consultant at MAG Engineering & Contracting
  • Jordan - Amman
  • September 2013 to April 2014

• Investigated and assessed the existing document control processes, procedures and presented the findings to Management.
• Re-engineered existing processes to centralize content capture therefor enhanced Document retrieval, reporting & operational efficiency.
• Implemented SharePoint prototype (On Premise) for Projects & Departments.

Document Systems Controller / EDMS Coordinator at ALDAR (Information Management Systems Department) Abu Dhabi’s biggest developer & property managers
  • United Arab Emirates - Abu Dhabi
  • October 2009 to July 2013

System Administration, governance & Operations
• Managed/Administered SharePoint for ALDAR properties for corporate departments & subsidiaries.
• Managed ACONEX for ALDAR across 99 projects & more than 75 TB of Data.
• Managed on SharePoint/ACONEX users’/groups accessibility/system rights through proper access/governance Procedure.
• Updated system project settings (ACONEX/SharePoint) as per new business requirements through proper change management processes.
Project Management, Technical/Functional documentation
• Created on SharePoint/ACONEX workflows that met department’s internal needs & optimized Engineering Reviews/Approvals.
• Established by liaising with Project/Department owners the Document Control & Numbering Procedure.
• Analyzed Project/Department business requirements related to content management & created the documents required for the ACONEX/SharePoint project setup.
• Created new projects on ACONEX/SharePoint as per the approved implementation setup document and implementation approach.
Vendor Management, Reporting & Training/Coaching
• Managed vendors through weekly ‘Progress Meetings” which solved corporate related issues & continuously enhanced the processes.
• Prepared the training material & trained ALDAR staff on the use of ACONEX & SharePoint based on their company’s assigned role.
• Guided, supported, coached & Audited projects/departments Document Controllers in their daily activities
• Produced for the IMS department/company periodic reports (IMS Department Monthly reports, Document Control Audit Check-up reports, accessibility reports, Sales/Leasing contracts status reports, system usage reports & construction related document submission status reports.)

Sr. Document Controller - Seconded by ALDAR at Aconex - (No.1 Online Collaboration System for construction projects)
  • United Arab Emirates - Abu Dhabi
  • October 2008 to October 2009

Duties: (Secondment Position) similar to ALDAR’s job description as mentioned above.

Document Systems Engineer at Consolidated Contractors International Company (CCIC) Ranked one of the top contractor’s worldwide
  • Qatar - Doha
  • March 2006 to October 2008

Project Management & System Governance/Operations
• I was the main person designated by CCC Qatar to roll-out the EDMS system & Document Control department across 3 mega projects which increased the satisfaction of internal management, main client (QP) & other clients by 20%.
• Solved regional system related technical issues and provided system/user support.
Document Management, Functional/Technical Documentation & Training
• Assisted the QA/QC department in the setup of the Document & numbering Procedure according to project business requirements.
• Ensured document submittals (Incoming/Outgoing) are carried as per the Document Control Procedures/checklist standards.
• Used advanced system methods to import backlog documents with information tags into the system.
• Made sure latest version document is the most active on the system and controlled on site (Also maintaining documents full version history).
• Maintained the filing/archiving of hard-copy drawings & documents (All revisions).
• Created for new projects Information Attributes for controlling documents, repository & fast document retrievals.
• Making sure all documents are scanned properly and numbered as per the numbering procedure set for the project.
• Making sure outgoing/incoming documents are tagged using the information tags (Metadata) designed as per standard/project requirements
• Automated & optimized the system workflow processes for (Up-stream, down-stream submittals & documents distribution as per martrix).
• Created on the system the project distribution matrix templates for incoming, internal & outgoing transmittals for tracking documents internally & externally.
• Designed on the system using “Crystal Reports” sporadic inquiries saved reports, progress reports, system usage & submittal status reports.
• Conducted training seminars for basic users & Document Controllers on the rolled-out new system (Managed Process Transformation).

Sales Developer at Bleep UK (PLC)
  • United Kingdom
  • July 2005 to February 2006

I was involved in the marketing and sales of touch screen cash registers, EPOS equipment and software applications for the retail and hospitality industries that are sold around the world under the brand name of Casio and Toshiba.

The company became the dealer and distributor of one of the largest chargers and rechargeable batteries manufacturers under their own brand name “Bleep” which is currently expanded its market share in the UK.

My Job Primarily focused on expanding the company's market share and improving the monthly sales by setting new marketing strategies and innovative ideas. I was involved in: setting up prices, arranging for new promotions, brain storming new adverts and arranging for Exhibitions. Finally, my job also focused on obtaining new retail accounts and international distributors. Achievements: Created a “Consumer Data Base” that assisted sales operation. Signature authority of some of the company’s biggest accounts

Education

Bachelor's degree, Business Information Systems, Faculty of Computing, Engineering and Mathematical Science
  • at The University of the West of England
  • June 2005

Year 2004 -2005 Final: The University of the West of England, Bristol: Modules Accomplished: Strategic Management, Competing through Quality, Information Systems in practice 3, information Systems in Society, Information Systems Dissertation (Topic: Internet Banking), and information systems development 2. Year, 2003 -2004: The University of the West of England, Bristol: Modules Accomplished: Operations management, marketing, Human Computer Interaction, Information Systems in Practice 2, E Business, IT in context. Year, 2002 -2003: The University of the West of England, Bristol: Modules Accomplished: Information systems in context, Information Technology, Information systems Development, Understanding Financial Information, Management and Organizational Behavior, Information Systems in Practice.

Diploma, Business Information Technology (Foundation Year Program)
  • at Coventry University
  • June 2002

Modules Taken: Mathematics, Business Studies, Communication Skills, and Computer Studies.

High school or equivalent, A Levels & O Levels + One Year of International Baccalaureate
  • at The New English School (Amman, Jordan) The Bolitho School (Penzance, England)
  • June 2001

Specialties & Skills

Knowledge Management
Collaboration Solutions
Document Management
SharePoint
Information Management
DHCP, DNS (Domain name system), Active directory, Microsoft Exchange and SQL server.
Crystal reports, Microsoft Office,Advanced Excel, Access, Sharepoint, Lotus Notes, Visio, Powerpoint
SSADM For developing Information Systems, Front Page and Flash
Visual Basic, SQL, MYSQL, PHP and HTML
VBC (CCC in House Application), Eplass (Used by Hochtief Construction)
Aconex certified Associate
ITIL Foundation Certified
SharePoint (MCTS Course "Configuring SharePoint 2010") SharePoint Designer, InfoPath, InfoWise

Languages

English
Expert
Arabic
Expert

Training and Certifications

ITIL Foundation (Training)
Training Institute:
Sitespower
Date Attended:
June 2016
Duration:
24 hours
MCTS (Configuring SharePoint 2010), the main SharePoint administration course (Training)
Training Institute:
Koenig, Dubai
Date Attended:
December 2012
MCSE “Microsoft Certified System Engineer” (Training)
Training Institute:
CompuBase, Jordan
Date Attended:
September 2006
Advanced Excel (Training)
Training Institute:
Spearhead Gulf, Abu Dhabi
Date Attended:
January 2013