Tawqeer Ahmed Syed

Project
NEOM PMC for the Delivery of Region 13 Sindalah Island Development Program
PMC Framework Services for Project Management & Construction Management:

- Project Operations & Closing: Deputed to support PMCs’ Commercial & Contracts Department to
streamline their information and document management operations and the project Close-out processes.
- Help them redefine the Project Commercial Document Workflows, Document Distribution Matrix,
and Stakeholders Communication Management Procedure.
- Modified, revised, and redeployed the PMIS Work Processes on EDMS Platforms such as Aconex, Oracle Unifier, SharePoint, and DocuSign, in collaboration with the NEOM, and AECOM PMIS Support Teams.
- Developed, Defined, and Ensured the Implementation of the revised Project Records Retention Turnover Matrix (RRTM) has helped facilitate the smooth project close-out.
- Conducted Document Control, and Contracts Administration Staff Training to familiarize them with the revised setup.

Project
New Murabba Development Program (NMDC) for Vertical Assets, Riyadh; PMC Framework Services for Master-planning, Design & Construction

 Project Setup: Supported the early works in Establishing the PMC structure beyond document management, helped develop Project Execution & Mobilization Plans, defined processes, and aided staff onboarding process.
 Contributed to some 15+ documents out of a total of 33 documents that were developed as part of PMP deliverables: covering Information Management, Information Systems, and Project Document Management Processes.
 Established Document Management Department NMDC, covering all NMDC Projects Portfolio requirements with a defined and elaborate operating structure.
 Developed the Project Information and Document Management Standard Operating Procedure for NMDC, which was enforced, and mandated across the board, for all entities involved in the NMDC Projects Portfolio delivery.

 NMDC Projects Portfolio Document Management Procedure
 NMDC Projects Portfolio Document Management Procedure

 Procedures: These Procedures with 10+ Templates were developed covering all aspects of the project information & documentation management with a special focus on the following:

o Standard templates and processes for document creation, submission, review, and retrieval.
o Defined the Project Standard Document Numbering Convention.
o Defined the document Audit Trails and Revision History management methodology.
o Methods to monitor the document change by applying revision control tools and maintaining the audit trails.
o Correspondence Management.
o Document Numbering & Coding System.
o Document Review and Approval Process.
o Document Distribution.
o Enterprise Content Management Systems (ECMS/PMIS) Requirements.
o The methodologies and instruments used for document Turnover at the Project Closing.
o Project Records Retention, and recovery mechanism in the post-handover scenario.
o The Procedure also aims to provide safe storage for all documents in an Electronic Project Repository
o while maintaining restricted access to the project records.
o Roles and Responsibilities of the Document Controls & Management Team.

 Ensuring NMDC Document Management Procedures are cascaded, and are being followed by the respective PMCs, Contractors, Consultants, and Subconsultants.
 Leading and collaborating for the PMIS/Oracle Unifier implementation activities for the Vertical Assets, and everything around it. Commented on the workflows, and templates suggested by the Vendor, whereas defined the numbering convention for the system.
 Serving as administrator for the operations, maintenance, and upkeeping of the AECOM SharePoint NMDC Project Site (CDE).
 Developed and implemented the procedures for NMDC Project Standard Document Numbering, ensuring implementation with all stakeholders.

Established the PMO for NEOM Urban Developments Dept.

Formed a 'Document Management Task Force' to maintain the prevalent EDMS, whereas, to prepare for an upgrade as well as eventual transition to even advanced and discreetly customised environment.

Collaborated with the various PMCs, Master Planners / Designers and other Stake Holders \[That includes AECOM, LUCA DINI ASSOCIATI, McKinsey & Company, NESMA and Others\] in terms of defining the criteria of document, data and information processing, recording and retrieval.

Conducted several orientation sessions for Aconex awareness amongst the Users.

Performed Org. Admin Role to ensure the proper implementation of Aconex.

Defined, implemented and orientated the Work Flow Templates using various Aconex Modules.

Supervised the routine day to day document control functions.

• Responsible for the development and implementation of SOPs for the Documents Processing, Retrieval and Retention
• Developing Departmental Policies and Monitoring the Implementation
• Providing Leadership and creating enthusiasm amongst the Staff of the Department to encourage Team Work
• Responsible for Procedure Reviews and facilitating Procedure Updates with process owners
• Ensuring that overarching Record Management & Document Practices are performed in accordance with Procedural Requirements
• Responsible for Managing & Supervising the smooth and timely operations of routine Document Control Functionalities i.e. Processing, Recording & Recovery of whole range of technical & non-technical Project Documents, including but not limited to Letters, Submittals of Materials, Drawings, RFIs, ITPs, Method Statements, Invoices, IPCs, Planning Reports & Schedules etc. in accordance with the procedures in place
• Provision of Work Directions & Guidance to DCC Staff to assure completion of Assigned Tasks and other Duties accordingly
• Managing multiple, Complex Priorities within demanding Time frames with attention to details
• Investigating, Directing & Responding to the Corrective Actions related to Document Control & Record Management
• Supporting Audits (Internal, External-3rd Party) in order to Verify that Regulatory and Quality Requirements have been met
• Responsible for Document Change Management (DCM) Regulating the Change Process so that only the Approved & Validated Changes are Incorporated into the Released Documents
• Responsible for Implementation & Supervision of EDMS (Aconex OR Viewponit 4Projects are expected to be Installed)
• Generation of Summaries/Reports to be presented to the Client depicting the over-all progress of the Project, also revealing the sectors lagging behind the stipulated schedule
• Responsible to Arrange & Maintain the Resources & Manpower required to run the Routine Document Control Functions up to the Requirements of the Project
• Overall Stakeholder Management being a Project Management Consultant (PMC) that included Document Management within the concerned Parties
• Responsible for maintaining Liaison with all Stakeholders for smooth Operations of overall Submission Processes & to Resolve the related Issues
• Responsible for Controlling/Supervising the IN/OUT of Project Documents (Correspondence, Submittals of Materials & Drawings, RFIs, ITPs, Method Statements, Invoices, Minutes of Meetings etc.) within the Company and to Client/Contractor through the use of the Project Electronic Document Management System PM-Web
• Responsible for Creating Records and uploading the pertinent Attachments on PMWeb for Design Packages (i.e. Drawings/Documents) & other Technical Docs.

Reforms /Achievements:

• Have successfully created & established the Standard Operating Procedures (SOPs), Submittal Forms & Deliverable Registers/Project Logs/Distribution Matrixes etc related to the operations of Document Control Dept as per the Requirements of the Supervision Consultant & Client
• A comprehensive Logging System/Data Base has been created to monitor all the IN & OUT Correspondence & Technical Submittals of the Project. It has made the Document Tracking as well as Recovery more efficient, instant, easier and accurate. This has helped a great deal in analyzing the overall progress/execution of the project
• A very professional Liaison has been got maintained amongst the Stakeholders; favoring enormously in the precise, smooth & in-time Resolution of the Project related Issues/Queries
• Have successfully Managed to Implement & Operate the Project Electronic Document Management System PM-Web by defining Workflows for the routine Document Processing
• Have Managed/Supervised to establish a Document Processing, Retrieval & Record Keeping System as per the ISO Certified Document Management Standards, ‘Guidance on the Documentation Requirements of ISO 9001:2008

Present Posting: May 2013 To-Date
Project PSA-00892 - Saudi Ministry of Health
Medical Cities Projects - PMO, Riyadh, KSA

Post/Position: Document Manager

Job Description:

• Responsible for controlling/supervising the processing & archiving of documents (letters, submittals of materials, drawings, RFI’s, technical documents, ITPs, method statements, invoices, minutes of meetings etc.) within the company and to Client/Contractor through the use of the project electronic document management system PM-Web
• Responsible for processing Design Development Submissions coming in from the Contractor (FTCO) & Designers (DAR Engr. & HDR) & afterwards conveying Approvals, obtained from the Client (MOH) for the same, to all stakeholders
• Responsible for Creating Records and uploading the pertinent Attachments on PMWeb for Design Packages (i.e. Drawings/Documents) & other Technical Docs. as well
• Responsible for maintaining liaison with all stakeholders for smooth processing of overall submission processes & to resolve issues as those arise thereof
• Responding to the manifold queries of colleague as well as other stakeholders with regards to the Technical Submissions, Review, and Approvals & Recoveries etc.
• Responsible to carry out Routine Document Control functions
• Furthermore responsible for carry out & disposing of the any other Document/Office Management related task assigned by the Project Executives

Reforms /Achievements:

• Have managed/supervised to establish a Record Keeping System as per the requirements/procedures of the Ministry
• The level of presentation as well as Drafting Letters, Memos. & Reports have been elevated to match the prevailing Professional Standards
• A comprehensive Logging System/Data Base has been created to monitor all the IN & OUT correspondence of the Project. It makes the document tracking as well as recovery more efficient, instant, easier and accurate. This has helped a great deal in analyzing the overall progress/execution of the project


Previous Posting: Jun. 2011 - Apr. 2013
AGOC - Aramco Gulf Operations Co. Ltd.
KJO - Al Khafji Joint Operations (QA/QC)
Project PSA-00886 - AGOC Home Ownership Development NH4, Al Khafji, KSA

Document Control Supervisor

Job Description:

• Gen. Supervision of the Project Document Control Section being In-charge
• Receipt as well as Archiving of the Submitted and Approved Shop & Design Drawings, Calculations, Mock ups, Audit Reports, Method Statements and Materials
• Handling of Tender Drawings and other ‘Contract Documents’
• Submission as well as Record Keeping of complete range of QA/QC Documents such as ITP (s), RFI (s), RMI (s), Test Reports etc
• Official Correspondence, Letters, Reports and Memo Writing to the Sub-Contractors, Suppliers, Consultant and Client etc
• Maintenance of Official Co-ordination/Liaison amongst the Consultant, Client and the Sub Contractors/Suppliers
• Gen. Co-ordination with the mainstream ‘Administration’ of the Company
• Generation of Summaries/Reports to be presented to the Client depicting the over-all progress of the Project, also revealing the sectors lagging behind the stipulated
schedule

Reforms /Achievements:

• Have managed/supervised to establish a Record Keeping System as per the requirements/procedures of Aramco
• The proper Document Circulation, Recovery & Archiving System has been adopted / implemented. The Soft Copies of the documents were not only being generated but also made accessible to related official staff & engineers
• A comprehensive Logging System/Data Base has been created to monitor all the IN & OUT correspondence of the Project. It makes the document tracking as well as recovery more efficient, instant, easier and accurate. This has helped a great deal in analyzing the overall progress/execution of the project

Posting: Feb. 2010 - Apr. 2011 Project 112-1 -Weapon Facilities, King Fahad Airbase, Taif, KSA

Post/Position: Sr. Document Controller
Section In-charge

Job Description:

• Comprehensive Record Keeping and Archive Management of the Complete Range of Project Documents as per stipulated ‘Document Control Procedures’ (DCP)
• Gen. Supervision of the Project Document Control Section being In-charge
• Receipt as well as Archiving of the Submitted and Approved Shop & Design Drawings, Calculations, Mock ups, Audit Reports, Method Statements and Materials.
• Handling of Tender Drawings and other ‘Contract Documents’
• Submission as well as Record Keeping of complete range of QA/QC Documents such as ITP (s), RFI (s), RMI (s), Test Reports etc
• Official Correspondence, Letters, Reports and Memo Writing to the Sub-Contractors, Suppliers, Consultant and Client etc
• Maintenance of Official Co-ordination between the Consultant, Client and the Sub Contractors/Suppliers

Reforms /Achievements:

• Have managed/supervised to establish a Record Keeping System as per the ISO Certified Document Management Procedures
• The proper Document Circulation, Recovery & Archiving System has been adopted / implemented. Moreover, have Improved and accelerated the Submission Process by Reforming the ‘Controlled Document Procedures’ in collaboration with the QA and Engineering Dept
• The Soft Copies of the documents were not only being generated but also made accessible to related official staff & engineers
• A comprehensive Logging System/Data Base has been created to monitor all the IN & OUT correspondence of the Project. It makes the document tracking as well as recovery more efficient, instant, easier and accurate. This has helped a great deal in analyzing the overall progress/execution of the project
• A very professional liaison has been maintained with the Head Office, favoring enormously in the precise, smooth & in time resolution of the Project Queries

Previous Posting: Aug. 2007 - Nov. 2009
(NDIA) New Doha International Airport, Project P-94, Value 750 million Qatari Riyals

Post/Position: Sr. Document Controller

Job Description:

• Receipt as well as Archiving of the Submitted and Approved Shop & Design Drawings, Calculations, ITP, Mock ups, Audit Reports, Method Statements and Materials.
• Handling of Tender Drawings and other ‘Contract Documents’
• Maintenance of Official Co-ordination between the Consultant, Client and the Sub Contractors/Suppliers
• Filing of the all ‘IN & OUT’ Correspondence of the Tech. Dept
• Managing of multiple Official Jobs/Tasks simultaneously

Reforms /Achievements:

• Prepared ‘Esec. to OBI Design Drawings Submittal Log’ to sort out and scrutinize IN-OUT of the Design Drawings to OBI (Engineer/Consultant). It has helped a great deal to analyze the percentage of overall Approved Design Submission. Moreover, to deduct the ‘Review Duration’ and to settle the ‘Design’ related ‘Contractual Issues’ with the Consultant (OBI) & Designer (Halcrow)
• Up-graded and modified the ‘Combined Submittals Master Log’ meant to monitor the collective flow of IN-OUT Documents to the Consultant
• Improved and accelerated the Submission Process by Reforming the ‘Controlled Document Procedures’ in collaboration with the QA and Engineering Dept
• Developed the ‘Submission Logs’ for the each Sub-Contractor and Supplier to monitor as well as regularize the mutual flow of documents
• Reformed to keep the Soft Copies of the Attachments along with the Electronic Transmittal for ready references
• Started to Register/Upload the Soft Copies of the Submitted as well as Approved Documents on ‘Aconex’ (Web Based Document’s Archiving)

Posting: Umm Al-Qura University Projects,
Makkah Al-Mukarramma, Main Site Office, Technical Dept.

Post/Position Held: Document Controller

Job Description: The job description was almost the same thereof as mentioned/depicted above at Article # I & II

Reforms /Achievements:

• Prepared ‘Shop Drawings Submittal Status’ to sort out and scrutinize IN-OUT of the Shop Drawings to the Consultant. It has helped a great deal to analyze the percentage of overall Approved Shop Drawing’s Submission. Moreover, to deduct the ‘Review Duration’ and to settle the ‘Detailed Design’ related ‘Contractual Issues’ with the Consultant
• Similarly, generated the Design Drawings, Design Calculations and Material Submittals separate Logs; meant to monitor the flow of IN-OUT Documents to the Consultant.
• The proper/comprehensive Filing arrangements of the IN-OUT Documents and Letters Correspondence since the start of the Project i.e. from Jan. 2006
• Initiated the proper ‘Purpose Built’ archiving of the Project’s Contract Documents, Tender Drawings, BOQ, Approved Design & Shop Drawings, Engineering Specifications, Calculations and Materials; as per the Standards of ‘Document Management Procedures’
• Reformed the Living Conditions of the Official Staff in accordance with their entitlements

Job Description:

• Routine office work i.e. filing, record keeping,
• Drafting letters, office memos, receipt responses, preparing statements as well as detailed reports, up to the standards of Document Control Procedures.
• Managerial assistance to the Director Admin in the course of routine official tasks and correspondence
• General Managerial / Administrative duties involving to maintain official liaison between different branches / wings as well as various dept. / org.
• Administrative Arrangements for the smooth conduct of official business of the Company
• Litigation matters, attending courts and getting Certified Copies of Writ Petitions for Official use
• Accounts matters, maintaining registers reconciling utility bills with the concerned Government’s and private Agencies, preparing contingent bills, maintaining the budget grant under the various heads of accounts, managing the pay and allowances of the Contingent Paid Staff
• Public queries / inquiries regarding the policies of the Company
• Extensive Public relationning in connection with solving the managerial discrepancies/problems
• Field work of Administrative nature with regard to maintain coordination between various Departments / Organizations
• Arranging of meetings and appointments on behalf of the Director Admin
• Reserving Official Accommodation / Logging, Official Transport (staff cars) utility facilities for the worthy Members of the honorable “Board of Governors” deputed upon various out station official visits
• Managing of the Administrative matters pertaining to the Rest House Management (RHM) of the office
• Protocol duties on the behalf of the Director Admin
• Managing of multiple official tasks simultaneously • Managing of the HR matters of the Company i.e. arrangements for the advertisements, conduct of the Recruitment Tests and Interviews as per the Manpower requirements of the Company
• Any other task involving the Gen. Management of the Technical Dept

Reforms /Achievements:

• Reformed and renovated that running Filing System in accordance with the established ‘Office Management Standards’
• Reformed and innovated to keep the Electronic Soft Copies of the all IN-OUT Office Correspondence and Documents for easy recovery, ready references and to save space
• Up-graded the Letter/Memo Drafting Standards of the office