Saidas Thazhakode

• Lead and supervise overall functions of the project document control process including correctness, updated log, files and hard copy storage.
• Analyse problems, propose solutions and closely monitoring the document approval process of the whole project.
• Responsible for workflows, document and directory administrator for E-HUB
• Maintains the Project Distribution Matrix and generate due date.
• In charge of archive and update the procedure as per the requirements.
• Maintain and update the transmittal log register (Incoming and outgoing) as per PDM.
• Responsible for KPI and monthly reports.

• Lead and supervise overall functions of the project document control process
• Responsible for workflows, document and directory administrator for MEZZOTEAM and in ACONEX.
• Implementation of document control process and procedures; Preparation of Document Management plan, Numbering Procedure, Process flow charts, Folder Structure and Templates.
• Analyze problems and propose solutions and closely monitoring the document approval process of the whole project.
• Maintains the Project Communication procedure.
• Support and train EDMS to project team members and sub-contractors.
• In charge of archive and update the procedure as per the requirements.
• Maintain and update meta-data and input references.
• Responsible for KPI and monthly reports.
• Report to the Quality Manger by assist on Management Reports and for Periodical Audits on documentation.

• Focal point for the Documentation Department for all the projects.
• In charge for the day to day operations of the Documentation Department.
• Supervising the project and site document control team.
• Implemented Document Control processes and Procedures which includes the preparation of Document Management Plan, Document Numbering Procedure, Process Flows, folder structure, filing index, templates etc.
• Established, maintains Project wise document control, records control and archiving system as per ISO standard.
• Develop and maintain the Electronic Data Management System (EDMS) in all phases.
• Ensure correctness of all documents numbering and revision in EDR as per the procedures.
• Manage and trains team members on processes, procedures, and document management systems.
• Establishes and maintains document distribution matrices for review of documents and transmittal and correspondence registers for project-related documentation.
• Closely working with Project Team members, Contractors and vendors for project documentation.
• Supervise Department Operation through the project initiation to closeout.
• Assist with establishing Quality Documentation for ISO and attend Internal and External Audits.
• Familiar with compilation of Project Close out documents and handover with main index as per the procedure as final dossier.

• Project Documentation Procedure set up as per the Project Specification / Scope of work.
• Coordinates the activities of Document Control including Project Numbering, Project Formats and Project Registers.
• Identifying Parties involved to build up communication protocol and Distribution Matrix.
• Ensure proper implementation of the company’s policy & procedure.
• Manage archiving activities for controlled documents and validation of files.
• Maintenance of electronic department directories, tracking and reporting on document review progress.
• Assist with the implementation, management and administration of the department Electronic Document Management System (EDMS), ACONEX AND PICS.
• Key person for any operational documentation requirements by the departments.
• Establishing and maintaining standard system for the all the Projects.
• Develops and maintains a continuous improvement program to enhance the document support.
• Transient, Receives thru through checking all incoming documentation, in any form, and enters it into the appropriate project documentation system.
• Control over the Technical Feed-Input Documents/Drawings from Clients/Vendors and distribution of Hard Copies and Soft Copies in Server for easy retriever for User Groups.
• Ensure the maintenance of day-to-day filing and retrieval operations at the Document Control Center.
• Develops and maintains procedures for smooth functioning of department.
• Strictly follow of Filing Index, IDC, Internal Document Distribution Matrix, Document Preservation Standard, Retention and Disposal Etc.,
• Maintains of Engineering Documents, Various Reports, Subject File, etc are converts to scanned images and stored in Network.
• Recommend Improvements for efficient and systematic control of technical records to Lead Engineers, project Engineers and QA Manager.
• Obtain and distribute International Codes and Standards from On-line and convert to hard copies as required for the Projects.
• Assists with establishing Quality Documentation for ISO 9001 and attend Internal and External Audits.
• Timely Assist the Proposal team for Tendering and Contract Document Preparation.
• Co-ordination between the Capital Projects Document Centre & the corporate document center, the contractors, and the vendors.
• Assist Planning Engineer for related duties assigned such as preparing Weekly Reports, Progress Reports and Statistics.
• Knowledge of KHARAMAA standards.

• Direct reporting to Project Director / Engineering Manager for the progress of the Projects Documentation
• To provide coordination / liaison of IDC’s and Engineering Deliverables with our Finland, Zurich, Dubai and Muscat offices.
• Data Uploading and downloading of our Zurich, Dubai and Muscat offices through FTP server
• Working as a team leader within the projects for establishment and maintenance of proper documentation as per approved system (ISO 9001-2008).
• Distributing works to co - workers and supervising the establishment and maintenance of Project Central filing system.
• Control of Incoming and Outgoing Documentation including P&ID.
• Ensure proper and satisfactory operation of the computerized document Management System at all stages (transmitting, receiving, recording, scanning and archiving viewing etc.).
• Incorporate the agreed Document Distribution Matrix in to Document Control System.
• Update and maintain Document Control Database at all times, carry out periodic checks of accuracy & completeness of data.
• Assistance to the Planning Engineer to update the EDR.
• Registration, distribution, follow ups and closing out of IDC (Inter Discipline Check).
• Effectively coordinate with heads of Departments to ensure timely communication and smooth workflow.
Achievements
• Success on an initial ISO Quality Standards audit with Document Control by internal and third party audits.
• All personnel trained by myself found employment as Document Controllers on completion of the project, many of which have since been promoted or given further training in other related fields.

Project : DCMEI and Engineering Service Contracts of M/s. Petroleum Development of Oman, PDO Contract No. C-31/0443 Engineering, Procurement and Construction of FWKO Tank, T-4819 at Thuleilat, Marmul field of Petroleum Development of Oman (PDO), T-4819 at Nimr field of Petroleum Development of Oman (PDO)
• Coordination with Procurement department and Central Stores for project materials delivery to site office.
• Entries in SAP Entry system with MESC codes.
• Preparation of project documents and drawings controller register.
• Assisting QA/QC departing for preparation of quality documents like various method statements and quality control procedures etc.
• Responsible for the registration, distribution and control of all internally generated engineering documents, for internal/external transmittal, issue of controlled copies, IDC.
• Responsible for documents are filed according to the Project Filing Plan.
• To maintain vendor document tracking system. The most recent issue of a document is correctly distributed.
• Maintained document management procedures, control project correspondence and vendor documentation as per approved system (ISO 9001-2000).