Information Management Lead
Al Kashkha Contracting & Trading
مجموع سنوات الخبرة :22 years, 0 أشهر
• Responsibilities include implementing processes and tools, maintaining and updating electronic information systems, distributing documents, and ensuring the accuracy of all documentation. Perform quality assurance and quality control after each document, assign transmittal packages based on the distribution matrix, and administer/improve document control processes. Liaise between the project team, design team, construction contractors and other external parties on document management issues. Maintain metrics to track all submittals and timelines. Assist in providing guidance and training to junior team members and prepare/issue project status/progress reports. Perform other tasks assigned by the department manager.
• Supervises receipt, distribution, and maintenance of project documents and correspondence. Sets up and maintains project document control system, prepares project-specific document control procedures and distribution matrix, plans operational and document storage space, and coordinates final documentation requirements.
• As the Project Document Control Manager, I serve as the primary contact for the Client's EDMS System, ACONEX. I was responsible for managing and maintaining all project documentation related to the system's operation. This includes creating internal workflows for the document review process, tracking document reviews, and collaborating with PM/CM DC teams to create and maintain Aconex workflows for all documents. I also provide Aconex training to staff and update the Distribution matrix in the Aconex Work flow issued by the client.
• Additionally, I manage and distribute all project documents, drawings, correspondences, minutes, reports, payments, submittals, schedules, and memos to the appropriate recipients using the defined distribution matrix. I collaborate with others to set up guidelines and procedures for the team to maintain appropriate QAQC and to control and track all project information. To aid in these efforts, I developed a master register and automated search engine database that project members and document controllers can use for easy checks of revisions and retrieval of data in EDMS and local networks.
• I handle document submissions and approvals between stakeholders, lead a team of Document Controllers, and manage the internal document management system (DAMAS) for incoming/outgoing correspondence and NCRs. I also provide training on using and retrieving records.
• My responsibilities also include maintaining a document register, an electronic library system, and accurate records of documents. I manage inactive archive records based on the project's retention schedule and handle document control responsibilities, including coordinating with Sub Contractors/PMCM/Lusail team, managing document controllers, and providing support to project managers. I also create progress reports and analysis, serve as a focal point with design consultants, and provide management with monthly/weekly analysis reports.
• In my role as Information Management Lead, I was responsible for supervising all aspects of Project Information and Document Control for the Qatar Foundation Stadium Project of the Supreme Committee for Delivery & Legacy, which hosted the 2022 FIFA World Cup. Specifically, my duties included managing the Electronic Document Management System (EDRMS) and Project Wise Portal, providing training on EDRMS and Project Wise to project personnel, coordinating with design consultants, and interfacing with various project levels and stakeholders. Additionally, I prepared regular analysis reports on document control, implemented a master register and automated search engine database for easy revision checks and data retrieval, and ensured that the EDRMS and Project Wise databases remained up-to-date and error-free. I also established a consistent workflow for the design and engineering document control team, as well as streamlined the document submission process.
• Responsibilities include implementing processes and tools, maintaining and updating electronic information systems, distributing documents, and ensuring the accuracy of all documentation. Perform quality assurance and quality control after each document, assign transmittal packages based on the distribution matrix, and administer/improve document control processes. Liaise between the project team, design team, construction contractors and other external parties on document management issues. Maintain metrics to track all submittals and timelines. Assist in providing guidance and training to junior team members and prepare/issue project status/progress reports. Perform other tasks assigned by the department manager.
As the coordinator for the Client Project Document Control Procedure, I successfully updated and implemented “Aconex” across all Packages in the Lusail Project. To ensure efficient use of Aconex Projects, I provided comprehensive training to all staff, including Main and Subcontractors, and created credentials for each employee. I also oversaw the Aconex Workflows for all construction packages (CPs) in the LREDC Infrastructure Development Project and interviewed and selected Document controllers for the projects. I built a dynamic document control team for the projects and acted as Aconex "Org Admin" on behalf of the Client DC team.
• To ensure that all procedures were followed, I conducted regular monthly meetings for document controllers and verified, checked, and consolidated monthly submittal statistics for all Construction Packages before submitting to the Senior Planner and Senior Management. All reports, including KPIs, were submitted on time to higher management for review and further action. Additionally, I verified, checked, and consolidated the Monthly NCR Statistic Report (Quality & HSE) for submission to CRE and DCREs and prepared the monthly Submittal Review Summary for All Zones in a timely manner to submit to management.
• I managed 38 document controllers for the Lusail Project, providing feedback on overdue reports to managers weekly. I resolved work issues and communicated with government authorities for approvals. I facilitated timely document review between the client, project management, and contractor's team.
• To ensure the continued success of the document control team, I monitored and generated reports from Aconex and developed the team on an ongoing basis, including professional development, performance planning, and management. Additionally, I restructured the team to focus on deliverables and adopt a functional approach.
As a Senior Document Controller, my main responsibility is overseeing the management and distribution of project documents and drawings to the relevant departments. This includes preparing document transmittals, creating filing indexes for hard-copy engineering documents, and ensuring that project team members follow document procedures. I also work towards improving document management processes and procedures and follow up with main contractors for Material & Shop drawing submittals.
• I maintain hard and soft copies of all pre-and post-tender documents and drawings in accordance with the contractual terms of assigned projects. To manage, track, and control issued documents, I use Microsoft Excel and Access and maintain accurate spreadsheets of drawings, procedures, and other project documentation. I also oversee project archiving strategies for both hard- and soft-copy documents upon project completion.
• To ensure adherence to project document procedures, I provide training to junior staff and office administrators and conduct quality checks on all drawings and documents before transmittal to the client. I also coordinate with vendors for correct submissions and allocation of document numbers. Moreover, I provide necessary statistical reports to management, including NCR status, RFI status and submission flow, and approvals.
• I supervise and train DC staff regarding processes, procedures, and EDMS (PCM Primavera) system, and track non-conformance reports for audit purposes. Lastly, I compile and verify all required documents before final submission to the client.
• I played a key role in maintaining important data for the Daily Welding Report and NDT activities, which included RT, MRI, PWHT, PMI, DP, and UT. My responsibilities also included preparing progress reports for Test Packs, Structural Erection, and Equipment Erection. My top priority was ensuring accurate record-keeping and timely communication of any issues or concerns to ensure the project's success. I take pride in my meticulous attention to detail and unwavering commitment to going above and beyond for my team.
• As the main point of contact for information management issues, I ensured that all Procurement Document files were properly filed, that the QC internal Test Pack flow was controlled, and that all documents were verified before being submitted to the client. I also kept track of data related to piping spools, daily welding reports, and NDT activities, as well as prepared progress reports and updated ITP forms.
• In addition, I coordinated with engineers to ensure that all necessary documents and information were available and generated various reports, including Daily Welding reports, QC Reports, Discrepancy Reports, and NDT Status. I organized meetings and provided necessary data to the planning manager to prepare monthly reports for the client.
• I was responsible for controlling, maintaining, and distributing all project documents and drawings and managed project document control and document management processes and systems. This included establishing and maintaining a filing index for hard-copy engineering documents and correspondences, ensuring project document procedures were being followed, maintaining a project archiving strategy for hard-copy project documents, and managing project handover requirements for hard and soft-copy documents upon project completion.
• As one of the Document controllers assigned to this project, my main responsibilities include but are not limited to managing and tracking all incoming documents and the distribution of documents according to the direction of the Project Manager.
• I am responsible for organizing and distributing all project documents and drawings to the appropriate disciplines. I also prepare document transmittals for the consultant and sub-contractors and update and maintain the incoming logs for all submissions.
Bachelor of Commerce and Busines Administration.