Document Controls Manager

NAME

Mohamed Mizhar Salim

PERIOD (MN/YR)

DESIGNATION / POSITION

EMPLOYER’S NAME and ADDRESS

PROJECT NAME and DESCRIPTION

DUTIES / RESPONSIBILITIES

FROM

TO

June 2009

Present

Document Controls Manager – International Projects Coordinator

Project Manager for the implementation of following systems:

Documentum

ACONEX

SharePoint

IDMS

Proliance

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Primevera Contracts Manager

4Projects

ERP

Qatar Project Management, Doha Qatar

PMC Qatar 2022 FIFA World Cup Programme

QPM Head Office

Correspondence Management System for QPM Corporate Office

Barwa Projects

Barwa City, Qatar

QP District, Qatar

Barwa Commercial Avenue, Qatar

Barwa New Cairo, Egypt

Qatari Diar Projects

QD IDMS Project

Al Houara, Morocco

Nile Corniche, Egypt

Sharm El Sheikh, Egypt

Al Rayyan Hills, Yemen

Waterfront Project, Libya

Mushaireb, Sudan

Diar Damuscus, Syria

Ibn Hani, Syria

Sheraton Park, Qatar

Al Wakra, Aqua Park

ISF

Duhail Camp Development

Lusail

Package CP4

Design, implement and continuous improvement of an intelligent Information control and project management systems for all programmes/projects managed by QPM and its corporate offices.

Manages and administers of all activities of the Document Control Department using State-of-the-art systems (approved by the client) and support users in the corporate office as well as different project locations in accordance with the best industry standards (ISO 30301/02/03).

Authored Policies, Procedures, Standards, and Processes in accordance with the best practices for the whole enterprise and monitors the implementation by all users.

Established procedural framework for identifying, collecting, intelligent numbering, classification taxonomies, distributing, tracking, trans-format filing as well as retention programs implemented for documents and drawings in accordance with approved procedures for easy retrieval.

Ensure the information and management control system is implemented in compliance with the Client’s standard; and is updated to reflect revisions to those standards. Maintain awareness of new Client and/or Program initiatives that may impact the control, classification or distribution of information on the project.

Ensures that an efficient and uninterrupted Document Control/Library services and support including for controlled documents are provided to all users including to service providers.

Provide an interface to IT Support for Document Control issues, which include process enhancements to existing software, developing recommendations for new hardware and/or software that may benefit the Document Control environment. In general, identify trends and recommend “best practices”.

Ensures all documentation both hardcopies and electronic data is controlled in accordance with the procedures.

Established governance and protocol for electronic storage of documents, including security level, function, and purpose.

Interacts with the user community to map and gap issues related to implementation.

Lead the implementation team and facilitate the rollout of the solution to various business units/organizations.

Partake and support where applicable in the Risk and Opportunity review process including, identification, mitigation, and management of document risks in coordination with respective departments.

Provides guidance and directions to subordinates that are critical to company business including development of skills, competency coaching and training of users; promote a team-based culture.

Conducts periodic assessment /audit to improve and standardize process, system, procedure and metadata.

Conducted pre and post-implementation end users’ sessions and surveys to highlight any deviation from the users’ expectations.

Report on operational issues, progress, outstanding achievements in management on regularly and monthly.

Reviews enhancement requests from key users and builds functional solutions to meet specific requirements.

Periodically conduct user satisfaction survey to improve the services.

Assists with policy discussions, including e-mail recording and retention, video recording and retention, etc.

May 2007

June 2009

Document Controls Manager

Project Manager for the implementation of ACONEX

Sama Contracting (Member of Sama Dubai & Dubai Holdings)

Correspondence Management System CDMS for corporate office

SharePoint Project for Internet / Intranet

Dubai International Airport – Phase II [Murray & Roberts partial support]

Lagoons Projects, Dubai

Jumeirah Hills Project, Dubai

Morocco Amwaj Project

Tunisia Mediterranean Project

Vietnam Project

Labour City Project

Responsible for the design, implement of an integrated electronic Information management system for all Sama Contracting Projects and Sama Business Units.

Managed all activities of the Document Control Department using ACONEX (integrated project management tool) for all Projects and supports for more than 380 organizations and 6300 users in different locations.

Ensures that efficient and uninterrupted Document services and support are provided to all Project participants. This includes but not limited to Best Practice.

Lead the implementation team and facilitate the rollout of the solution to various business units/organizations.

Developed policies, procedures & standards as defined by the company and ensure adoption of same by all project participants.

Provided training and assistance to all external organization staff to achieve skills on Aconex.

Conducts periodic assessment audit to improve and standardize process, system, procedure and metadata.

Automated Company’s key business processes and digital signatures to reduce the time and to improve efficiency.

Conducted feasibility study to implement SharePoint for company internet/intranet operations.

Implemented an enterprise-wide technical digital library.

Conducted pre and post-implementation end users sessions and surveys to highlight any deviation from the users’ expectations.

Report on operational issues, progress and achievements to stakeholders on regularly and monthly.

Monitored the performance of staff through KPIs and provides regular reports on operational issues, development plans, and achievements for Management.

April

1996

May

2007

Document Control Coordinator / Manager

Records & Document Officer

Abu Dhabi National Oil Company (ADNOC) Shared Services Directorate - Engineering & Project Division

EDMS Project for corporate office

DAS Island and Ruwais Airport Construction

Onshore Gas Development Project (Phase – I & II)

Ruwais Refinery Expansion (EUM Plan) Project

Offshore Khuff Gas Development Project

Jarn Yaphour Feield Development

UAN Refinery Expansion Project

GUP Expansion Project

PACS Project

Abu Khuff Gas Development Project

Ruwais Sulphur Expansion

Asab Gas Development

BOROUGE Petrochemicals Development

LNG Train Project

Ruwais Housing Complex Expansion

ADNOC FOD Multi-products Pipeline

Bab Maqta Taweela Gas Pipeline Project

Sheikh Khalifa Energy Complex

ADNOC Petroleum Institute

Integrated Hazardous Waste Management

Habshan Complex Expansion Project

Ship Building Project

Managed state-of-the-art Electronics Data Management Workflow Systems (EDMS) for all turnkey mega projects and corporate office in the client-server for more than 500 users in different locations and responsible for the day to day functions of the system.

Monitored the utilization and performance of the EDMS to ensure that efficient and uninterrupted Document services are provided to all users.

Coordinated with IT to maintain and support Operating System, Network, and Troubleshooting.

Defined requirements and system specifications for any modifications and enhancement as required. Implement all developments, modifications, and upgrades covering both EDMS software and the Operating System in coordination with IT.

Provided expertise in the implementation of cost-effective SCANNING BUREAU in the Centralized Document Control Center and develops a comprehensive index, prior to data capturing, imaged such documents, including quality control, security measures and stores all META-DATA in the network for easy access.

Back-file conversion of approximately 300,000-reference documents and stored in the network/CD-ROM and maintained a TRANS-FORMAT filing system.

Directed, managed and provided necessary technical support to subordinates and ensure that all functions meet the Company requirements.

Developed KPIs and monitors Business and Staff performance through modern Performance Management Systems.

Retained custodian and distributed SHELL DEPs (Design Engineering Practices) to all Group Companies and provide standards as and when required.

Reviewed structure of documents and developed comprehensive retention schedules in accordance with managerial, operational, legal and historical requirements and prepared a Filing Index for easy retrieval.

Developed procedures for records management systems including projects directorate’s filing index, internal document distribution matrix, document preservation standards, retention schedules and inactive document inventory completion instructions etc.

Maintained and distributed engineering standards, specifications, International Standards and drawings in CD-ROM.

Maintained an up-to-date inventory of all projects directorate’s semi-active documents (approximately 450,000), retrieved these documents as and when required.

Visited various projects site offices to supervise and provide necessary technical support to Document Control Staff to ensure quality and to improve operational efficiency.

Years of Experience

20 years

Qualifications

MSc in Project Management in Construction, UK, 2016

B. Sc. Degree in Systems Engineering, USA 2002

Member of Project Management Institute (PMI)

Award and Recognitions

2016 School Prize for Best Performing Student in MSc-PM 2010 & 2012 QPM CEO Merit Award

2008 Service Recognition from Sama Dubai

2006 Appreciation from ADNOC for long service

2000 Apprciation from ADNOC CEO

1995 Appreciation from ADNOC Projects Director

2015 ISO 31000 – Enterprise Risk Management

Top Skills

Prodigious knowledge of Document Management Policies, Procedures and Processes

Expert in Promoting EDRMS to reduce storage cost and improve efficiency

Expert in Providing DM Governance support/solutions

Quality Control and Assurance

Expert in Retention of Documents, Off-Site Archiving Solutions and knowledge of project close-out process and documentation

Excellent Communication & Negotiation Skills

Development of Communication Matrix and deliverables schedules

Leadership & Consultancy

Engineering Information Services and Change Control

ISO standards for the management of records for Governance and Implementation in the Corporate and Projects

Solid ability to manage, control, train and administer the entire DC aspects of under portfolios of complex projects

Expert in Managing the day-to-day administration of Submittal Registers and follow-up and close the outstanding actions

Expert in Providing Reports to Management on outstanding statuses/KPIs

Successfully implemented various EDRMS Solutions to goal oriented organisations in the region.

Lead the Document Control team, providing effective direction, motivation and training

Developed Management Reports that measure the document control team’s and Project team’s productivity and performance

Languages

English

References

Available upon request.

Profile

Multi-skilled Information management professional with more than 20 years of diversified experience in the field of Collaborative, Document and Project Management Solutions in world-class Oil & Gas, Petrochemical Programmes, Aviation, Real Estate & Infrastructure, Construction, Leisure Development, as well as in the Corporate Offices. Experienced in implementing and managing the state-of-the-art Electronic Document & Records Management Systems in the whole enterprise (Corporate and Projects) to reduce cost and risk, improve efficiency and productivity to achieve client satisfaction.

Achievements

Successfully implemented, managed the day-to-day activities of turnkey trans-format project information management solutions for ADNOC, QPM, Qatari Diar, Supreme Committee for FIFA World Cup Football, Lusail LREDC, ISF, Barwa, and Sama Contracting for more than 15 years.

Developed strategy to support from grass-roots an Intelligent Information Management and policy-based infrastructure that will help to manage information on its value, safeguard information at risk and ensure regulatory compliance while meeting industry best practices.

Improved the quality of information by automating the key business processes (workflows) and digital signatures to reduce approval time and traceability.

Developed intelligent numbering, taxonomies for classifications, custom document distribution and security matrices and automated the distribution in accordance with deliverables.

Developed a revised document review/approval process, which decreased process turnaround time by 50%.

Authored Document Control and Management Policies, Procedures, and Standards for the whole enterprise and monitors the implemrisentation by all users.

Demonstrated success in achieving maximum productivity and control costs through the most effective uses of manpower and available resources.

Promoted world-class performance initiatives as co-team leader and advice on innovative Content & Document Management Solutions across the enterprise.

Assessed the client needs, adapt our services to meet those needs and deliver them with credibility, confidence, combining skills of facilitation, coaching, challenging and consensus building with the full range of Information and Content Management skills.

Contributed to “team-of-peers” providing expertise in leading-edge technologies, insight, directions, and alternative throughout the life cycle of projects.

Contributed to achieve ISO 9001:2008 Quality Management Systems certification for QPM.

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