Document Controller, Document Control, Information Management

amit Prajapati

. E-Mail: ****.*.*********@*****.***

. Contact No.: +91-846*******, +91-991*******

. Skype ID : amit.prajapati1820

. Date of Birth: 15-April-1983

. Passport Number: H0130789 (Valid Up to 2018)

. Contact Address: C-502, Suyash Status

Apartment, Opp. Urjanagar Part-1, Near City Pulse

Theatre, Gandhinagar, Gujarat(India)

. Worked Country India, Malaysia

. Marital Status Married

. Dependent 2

DOCUMENT CONTROLLER

SYNOPSIS

o Document Controller and Information Management professional with over

9+ years' experience in Senior information management

and Document control roles for major capital projects within the Oil &

Gas - EPCM, Mining, Residential, Commercial and Construction Projects

across Multidisciplinary teams and Departments. Project Documentation

of Petroleum Refinery, EPCC, EPCIC, FPSO, E-Governance industries,

with both Client and Contractor experience.

o Possess very good knowledge of engineering review cycle & document

control processes, online data management & exchange with external

parties ( consultants / equipment vendors)

o Experienced in management processes relating to project data and

documentation through all lifecycle phases, up to and including Final

Documentation, QAQC, and Material, Engineering, Vendor, Commissioning,

as-built information and handover to Operations.

o Experienced in electronic data and Document Management Systems

to control, report and deliver relevant information to projects. EDMS

systems used include Documentum 5.3, Documentum E-ROOM, WDK, WEBTOP

InfoworkS 3.4 (Bechtel App), PROARC, POL, EDR, SAP Logon 620 R/3,

SHAREPOINT, LIVELINK (Oracle), AVEVA NET (EDMS), MOVEit DMZ (EDMS)

other EDMS Software.

o Preparation and implementation of Document Controller and Information

Management plans, procedures, and practices, for both corporate

functionality and for specific Projects. Analysis and improvement of

existing business processes when required.

o

Specialties:Project Document Control Management, Document Control Proces

s, Procedures & Training, knowledge of Project Controls and Project

Management methodologies.

o Providing leadership to Document Control and Information Management

Departments

Education

. 2005 M.Sc.IT & CA Saurashtra

University 67.65%

. 2003 B C A Saurashtra

University 66.22%

. 2000 H S C (Science) G S E B

51.85%

. 1998 S S C G S E B

76.14%

EDMS & OTHER SOFTWARE APPLICATIONS

Tools: Documentum 5.3, Documentum E-ROOM, WDK, WEBTOP

InfoworkS 3.4 (Bechtel

App), PROARC, POL, EDR, SAP Logon 620 R/3, SHAREPOINT,

LIVELINK (Oracle), AVEVA NET (EDMS), MOVEit DMZ (EDMS)

Databases: Oracle 10g DBA, MS Access, SQL Server 7.0, DQL, DAB

Operating Systems: Win 9X/XP/7/NT/2000 client, Win 2000/2003 Server

Other: Visio 2000, Networking Concept, MS OFFICE, MS

PROJECT

WORK ASSOCIATIONS

Sep'12 Onwards Manager Document Control in "NAUVATA ENGINEERING

PVT. LTD. "The Company is specialized in FEED &

Detailed Design Engineering for UPSTREAM-Oil & Gas &

EPCC/ EPCIC firms.

o AVEVA NET Document Management System, MOVEit DMZ, SharePoint,

Livelink use for EDMS

Apr'12 - Sep'12 Document Controller Lead in "FLUOR DANIEL INDIA PVT.

LTD. Cyber City Gurgaon. The Company is specialized

in the field of Refinery, Petrochemicals, EPC, EDS,

OIL/GAS, Process Engineering, Onshore / Offshore

Engineering etc.

o POL (PROJECT ONLINE) & PROARC & EDR Software use for EDMS

Sep'08 - Apr'12 Document Controller in TATA CONSULTANCY SERVICES for

projects IWDMS (Integrated Workflow and Document

Management System) & IFMS (Integrated Financial

Management System) E-Governance Project

May'05 - Apr'08 Document Controller Lead in RELIANCE INDUSTRIS

LIMITED, Jamnagar (Gujarat) for (Vendor & Engineering

Documents & MRB & OMM Process also Supervisor of

Vendor & Engineering Section)

o INFOWROKS 1.7, 3.4 (BECHTEL LONDON), DOCUMENTUM 5.3 ECM, EROOM

Software

KEY RESPONSIBILITIES :

o Tracking of drawings, transmittals and correspondence issued details

o Encoding and updating all construction drawings, manuals, incoming

correspondence

o Handling and filing sensitive documents control drawings,

certification and manual, report and records

o Implementing and maintaining procedures to control the preparation,

review, approval, issue and revision of all drawings, documents and

data affecting quality

o Relaying the revision of documents/drawings and actual status of data

to all affected persons.

o Keeping up to date the Incoming/Outgoing Register

o Issuing construction drawings to all respective department heads,

supervisors and foremen

o Ensuring that all drawings are properly filed

o Fixing meetings with clients and preparing minutes of meetings and

coordinating with various department heads, preparing weekly and

monthly progress reports.

o Making document transmittals, maintaining files of Monthly & Weekly

Progress Reports, Monthly Invoices, Vendor data Log, Vendor

Specification

o Reorganize the departments filing system to facilitate document

retrieval and minimize time searching for files

o Reporting to the Project Director, Engineering Manager & Construction

Manager, worked with team of multi-discipline engineers, site

managers, planners, buyers & expeditors providing documentation &

control management

o Responsible for proper upkeep of all documents pertaining to internal

and external correspondences of the project with departments, clients

and the vendors including all technical, non-technical, vendor,

construction and preparation of final project dossiers. Archive on

both paper and electronic copies of formal transmittal sent to or

received from clients and vendors.

o Lead a team of Document Controller on site and work with Client &

Subcontractor Document Control team ensuring documentation is

implemented as per project procedure & client specification.

o Establish and coordinate schedule for creating databases for tracking

all technical and non-technical documents and provide status update on

a regular basis. Receive technical drawings from various discipline

engineers and accurately fill the Technical Document Register

reflecting details of the documents to be submitted to the client.

Assign transmittals to each document and sequentially file all

incoming and outgoing transmittals.

o Distribute internally the copy of the transmittals and the project

quality plan to client office according to the distribution matrix

assigned.

o Interface with the vendor and obtain the descriptions necessary to be

provided in the Vendor Document Register.

o Communication / Liaison with Project Management Team, Client &

Subcontractors effectively and resolve problems & issues related to

documentation.

o Implementing established Document Management Procedures.

o Expediting Documentation, necessary follow-ups with concerned parties

involved in the document, taking correct action to guarantee the

availability of documents to required timeline.

o Developed expertise in document control work including maintenance of

documents and engineering drawings.

o Performing Final Dossier of Project after shipment of Meter & Perform

all the final documentation activities after completion of project.

PROJECT EXECUTION

NAUVATA ENGINEERING PVT LTD - BANGALORE, India (Since Sept 2012)

. Industry FEED & Detailed Design Engineering for UPSTREAM-

Oil & Gas &EPCC/EPCIC firms

. Tools: AVEVA NET DOCUMENT MANAGEMENT SYSTEM

(EDMS),SHAREPOINT,LIVELINK (Oracle)

FTP SERVER, MOVEit DMZ (EDMS)

. Achievement ? Involved in maintain Vendor,

Engineering, QA/AC, Material, PMT, Testing &

Commissioning section for final documentation @ Malaysia

(SIME DARBY ENGINEERING SDN BHD)

o Interaction with various departments to maintain and

administrate project numbering system and control the

numbering of documents and drawings produced on the

project.

o Responsible for Preparation of Final Documentation for

Hardcopy and Softcopy Project Such as Vendor Catalog, As-

Built Drawings, Material Catalog, QA/QC Catalog, Design

Data and Project Specific Procedure (PSP) before

submitted end I.e. client.

o Handling & Process RFQ, Vendor Document, Design

Documents, TQ, TBA, PO, MR.

o Communicate to Client & Contractor related Query

o Distribute Documents and Drawing according to Standard

Document Distribution Matrix through Standard

Transmittal Format.

o Implementing established Document Management Procedures.

o Define & Implement document control procedure, Reports

for Weekly & Monthly Meetings & follow-up

submissions/approvals with the client.

o Monitored Project Drawings & Content management through

EDMS software

o Maintained document revision history and controlled old

revision through EDMS

o Archived and Retrieved documents through EDMS

o Communicated with Engineering Cell for updating

engineering related issues and solution

o Expedited Engineering and Vendor documents from Vendors

& Engineers

o Maintaining & updating Project Master Document Register.

o Reviewing all the data submitted by the vendor &

engineers to check if they are in accordance with the

processing thru EDMS system.

o Prepare report as required by the Project Manager

o Preparing of As-Built drawings and Documents for Final

Hand Over and project close-out

o Updating document control system database for monitoring

document issued to the client, Control of outgoing and

incoming documents etc.

o Preparation of external transmittals and sending to

client.

o Receiving the vendor documents and distributing to

concerned departments and receiving the documents with

comments and forwarding the same to the concerned

project.

o Receiving the commented documents/drawings from site and

distributing to the concerned department.

o Updating Material Control Index & Document Control

Index.

PROJECTS

. Client ONGC (MUMBAI), Consortium of

Sime Darby Engineering Sdn Bhd & Swiber Offshore

Construction Pte Ltd & Ranhill Worley Parsons @ Malaysia

. Project B-193-Process Platform Project

(Offshore)

. Client ONGC (Mumbai), Punj Lloyd Pvt

Ltd (Gurgaon)

. Project B-127-Cluster Pipeline Project

(Subsea & Topside)(Offshore)

. Client ONGC (Mumbai), Pipavav Shipyard (Coimbatore),

Kavin Engineering (Coimbatore)

. Project Sagar Laxmi Modification Project (Offshore)

. Client Saudi Aramco (Saudi Arabia), Punj Lloyd

(Gurgaon)

. Project New Hout Crude Transmission Line (Offshore)

. Client SBM Offshore (FRANCE)

. Project SBM Offshore Project - FPSO (Offshore)

. Client Leighton Welspun Contractors Pvt Ltd (MUMBIA),

ONGC (Mumbai)

. Project Mudline Completion & Topside Modification

Offshore Project (Offshore)

. Client Sempec A Punj Lloyd Company, PT Sempec

Indonesia (GURGAON), ONGC (Mumbai)

. Project WO-16 Cluster & SB-14 Pipeline Project

(Offshore)

Fluor Daniel India Pvt Ltd - Gurgaon, India (6 Month)

. Tools POL (PROJECT ONLINE) (Document Management Software)

PROARC (CITRIX SERVER) (Ver 5.1.7) (Document Management

Software)

EDR (Electronic Document Review)

. Industry Engineering (OIL & GAS, CONSTRUCTION,

PROCUREMENT, MAINTENANCE)

. Client NORTH WEST (CANADA)

. Project NORTH WEST HYDROGEN PROJECT UNIT 30 & UNIT 10

(EDS & EPC)

. Client HYCROFT EXPANSION - DUBLIN OFFICE -

SANFRANCISCO - UNITED STATE

. Project HYCROFT MINING EXPANSION PROJECT FOR

HYCROFT RESOURCES AND DEVELOPMENT, INC.A SUBSIDIARY OF

ALLIED NEVADA GOLD CORPORATION (METAL & MINING)

. Client MA'ADEN - ALCOA JOINT VENTURE, GREENVILLE,

UNITED STATES

. Project MA'ADEN AUTOMATIVE SHEET PROJECT (METAL & MINING)

Responsibility

o Issue Vendor & Engineering documents/drawings client & Home office

through transmittal

o Receives Vendor documents & Engineering enters in ProArc (EDMS) and

distribute to responsible engineers and other disciplines for review

and keep an eye on of squad of the documents receives commented

documents from RE and returns back to vendors within stipulated

returns time.

o Upload the reviewed document for client & down loading the documents

received from client in POL (Project online)

o Checking Quality of the documents before processing any documents

o Creating Documents Profiles of the documents (Updating Revision

numbers, Title and Documents status) and Issuing All types of

Documents (IFC, IFD, IFR, IFD, RFQs etc) to Client, Vendors and

Internal

o Reviewing all the data submitted by the vendor & engineers to check if

they are in accordance with the processing thru EDMS system (ProArc).

o Implementing established Document Management Procedures.

o Implementing Electronic Document Review using Acrobat 9 I have also

given training to all Calgary Group and all New Delhi PDDM group in

New Delhi

o Filing was maintained electronically in our project Dbase (ProArc) and

Project Drive.

TATA CONSULTANCY SERVICES LIMITED, GANDHINAGAR, GUJARAT, INDIA (4 Years)

. Industry e-Governance

. Project IWDMS (Integrated Workflow and

Document Management System) IFMS (Integrated Financial

Management System)

. Client Department of Science and Technology (DST),

Government of Gujarat

. Achievement 100% online Budget preparation of Government of

Gujarat

. Client Finance Department (FD), Government of Gujarat

. Achievement 100% online Grant Distribution of Government of Gujarat

Responsibility

o Documentation, Client Relationship Management, Collecting and

analyzing master data, Codification of data.

o Configuration of the secretarial file application with drafts and

order creation, MIS, Migrating of old data to the new system.

o Documentations of Gujarat Government Budget Data & Gujarat

Government Master Data of all government officers.

o Documentation of Gujarat Government Online Budget System. Maintain

every year data of Gujarat Government Budget.

o Full workflow implementation including routing of documents, with

full tracking, notification, and reporting capabilities, all of

which can be integrated with the internal e-mail system

Reliance Industries Limited, Jamnagar (Gujarat) (3 Years)

. Tools INFORWORKS 3.04, DOCUMENTUM 5.3

. Achievement Migration of engineering documents

(around 2 lacs) from Inforworks 3.04 into Documentum 5.3.

. Client Reliance Industries Limited, Jamnagar, Gujarat.

. Project Jamnagar Expansion Refinery Project

DOCUMENTUM 5.3 (Document Management Software) Coordinator

. Documentum 5.3 Administrator of VirtualRDOCS Web Application

. Leading Design / EDMS Technical Support Team with full responsibilities

including internal processing and external technical correspondence

. Maintain EDMS (DOCUMENTUM 5.3) Software.

. Customize of VirtualRDOCS Software as per User Requirement

Infoworks 3.04 (Web -Based Bechtel Document Management Software)

Coordinator

. Providing support:

o Training to engineers, construction people and DCC for

Infoworks 3.4 Familiarization

o Technical to Infoworks Docbase Administration. Infoworks

(Documentum Workspace) is proprietary software of M/s. Bechtel

France SA. It is a Relational Database Management System (RDBMS)

with "MS-Access" on client side and "ORACLE" in the server side.

o Maintenance to departmental computer systems for network,

hardware and software related problems. Co-ordination with IT

dept on technical matters.

. Downloading and Uploading document in IW 3.04

EDMS Coordinator Responsibility:

o Customized and Implemented EDMS software as per Project Requirement

o Create Project Cabinet, Folder and sub-folder for managing documents

o User permission, access control, matrix classification

o Providing user training and maintain of training and system

configuration documentation

o Design & Develop ACL'S, Document Object, Cabinet/Folder Structures,

DocApps.

o Design customizes DOCUMENTUM application for both WEBTOP & DESKTOP

o Experience with DQL, WDK, DAB

o Providing Technical Support to EDMS software

o Providing maintenance support to departmental computer systems for

network, hardware and software related problems. Co-ordination with IT

Department on technical matters.

Responsibility

o Classifying the documents (Vendor & Design) into their respective

categories and allocating proper Category codes, logging them into

Infoworks, generating internal transmittal and sending the documents

for the review to the respective review engineers, once reviewed the

documents are then properly coded for construction or otherwise and

are logged on to Infoworks and an external transmittal generate after

completion of review cycle and then the documents are sent to the

construction site and a copy back to the Vendor.

o Maintain documents for transmittal process for project documents.

Maintain all E-Transmittals Issued by Eng. Unit on day to basis and

keep Area Manager / Construction Managers posted on the Current

Drawing release status.

o Maintain / File old revisions of Drawings as necessary after stamping

them by "Superseded but Maintained for Urgent Requirement". Thus

specifying reason of retention for old revisions.

o Implementing established Document Management Procedures.

o Ensure that field teams are working only on latest revision of documents

/ draws. Conduct periodic audit of IFC documentation for availability of

"Most Current Revision" of documents along with Central DCC Coordinator.

o Assure document quality to include completeness, accuracy and compliance

with established procedures and updates. Check the Legibility, layout,

legibility, format of Documents / Drawings before field Distribution.

o Digitization of Engineering & Vendor documents and large volume

equipment final record books like Manufacturing Record Books and

Operating & Maintenance Manual

o Scanning & Printing of Refinery Project Documents.

o Incoming documents distribution to Disciplines as per Document

Distribution Vendor & Design Matrix received from Projects Manager

after processing in Infoworks 3.4 & Documentum 5.3

o Expediting and maintaining acknowledgements to transmittals

o Expediting responses to transmittals sent for review/ comment

o Filing and archiving of documentation to facilitate easy retrieval at

a later date.

o Electronic document transfer through E-Room (Uploading & Downloading)

with Engineering Consultant like Bechtel, KPGI, Foster Wheeler, LINDE,

UOP and other Equipment Vendors through FTP Server and Internet Sites

o Isometrics Documentation side work profile includes receiving the

documents from Off-Shore and On-Shore received through servers,

classifying the documents into their respective formats and allocating

proper Unit Folder from file Servers, generating Transmittal &

internal E-Notification to the construction manager and lead engineer,

via email

o Process of MRB & OMM and send to respective plan as per Equipment

Number

o E-Transmittals Issued by Engineering Unit on day to basis and keep

Area Manager / Construction Managers posted on the Current Drawing

release status.

o Acknowledged for responding to queries regarding revision status of

issued drawings / documents from engineering / drafting personnel

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