8/14/2019 Site DCC Activities Presentation
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File
Title
Copyright:SIPC
Information Management for Projects
Site Document Management Activities
Presented by: Olajide Kehinde
Document Controller, AfamProjects
8/14/2019 Site DCC Activities Presentation
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Outline
IMOperations Document control
Document review process
Revision control
Document Retrieval Disaster recovery
Conduct refresher training courses
Time Management Register Management Interface management
Escalation Management Quality Assurance Challenges/Recovery Strategies
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Background
Site document control activitiescommences at construction phase ofprojects and terminates at projecthandover..
DCC should be mobilized to site at least amonth to commencement of actualconstruction works..
Early construction site would have aminimum of 2 document controllersrunning full time. Adjustments can be madeto the staff size as the volume of workincreases.
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TimeManagement
Site DCC operate within the usual workperiod of 7am 4pm (9hrs), however at thepeak of construction activities DC are knowto work up to 9pm (14hrs).
Site DCC also work on weekends as
construction activities extends to thisperiod.
Time management is key to ensuring DC isable to deliver effectively on assigned KPIs.
. Templates for effective time managementin DCC has been developed by IM4P seesamples below
TPI time management template.
https://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6967528&objAction=downloadhttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6967528&objAction=download8/14/2019 Site DCC Activities Presentation
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DCC receive document from contractor
Quality check document
Log document in assai/LL
Identify appropriate department to which
document is to be transmitted
Contractor DCC transmits document
to SPDC site DCC
Transmit document via assai to responsible
engineer determined by agreed matrix
DCC updates document status in assai
and transmits same to contractor DCC
office
Document Review Process
Document Ok? No. Return to
Contractor
Engineer reviews document withinSLA and returns comments to DCC
Document Ok? - YesYes
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Revision Control Process
DCC receive document from contractor
Quality check document
Log document/drawing in assai/LL
Identify appropriate department to
which drawings belong
Contractor DCC transmits
document to SPDC site DCC
Hard copies are printed, sorted, filed per
discipline and finally stamped with official DCC
control stamp.
DCC carries out site inspections to
ensure drawings in use on site are
most current revisions as issued byDCC. Deviations are reported to
construction manager for
appropriate action
Updated Revision? No. Return to
Contractor
Drawing are then transmitted to various
departments for engineers to use on project site
Updated Revision? Yes
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Other Processes Managed By DCC
Correspondence Management Process. Controlled Documents Management Process.
Site Queries, DCN, NCR and CAR Management
.
Facts - At peak of construction activities DCC has
processed an average of 600 marked up
documents and drawings/day. Processes vary from projects to project
however there is a need to harmonize processto ensure a standard across the board.
https://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6998105&objAction=browsehttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6998271&objAction=browsehttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6999184&objAction=browsehttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6999184&objAction=browsehttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6998271&objAction=browsehttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6998105&objAction=browse8/14/2019 Site DCC Activities Presentation
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Registers Management
Registers managed by DCC include butis not limited to Document Deliverables registers. Correspondence Registers.
Technical Queries Register Design Change Notice Register Quality Audit Register Corrective Action Report Register Non Conformance Report register Interface Management registrar (QA-QC, Weekly
Progress Meetings, Security Meetings). Project Document Activity Schedule
https://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=7000775&objAction=browsehttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=7000775&objAction=browse8/14/2019 Site DCC Activities Presentation
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IM Activites - Livelink Training
Periodic training primarily for contractorDCC staff and subsequently for othercontractor engineers as the need arises.
Site DCC also arranges assai/livelink
training for SPDC engineers.
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IM Activites Document Retrieval
Process of searching, compiling and printing of selecteddocuments and drawings for use during companyaudits, special reviews and VAR sessions
URLs to recently compiled Audit Spreadsheet are shownbelow
4. Afam VI PSUA Register 17-04- 08 Rev. 4
5. PSUA Document Listing
6. Afam Contracts Spreadsheet
http://sww-knowledge-epe.shell.com/glasepp/livelink.exe/Afam_VI_PSUA_Register_17-04-_08_Rev._4_.xls?func=doc.Fetch&nodeId=7729424&docTitle=Afam+VI+PSUA+Register+17%2D04%2D+08+Rev%2E+4+%2Exlshttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6402912&objAction=downloadhttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=5729252&objAction=downloadhttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=5729252&objAction=downloadhttps://sww-knowledge-epg.shell.com/knowtepg2/livelink.exe?func=ll&objId=6402912&objAction=downloadhttp://sww-knowledge-epe.shell.com/glasepp/livelink.exe/Afam_VI_PSUA_Register_17-04-_08_Rev._4_.xls?func=doc.Fetch&nodeId=7729424&docTitle=Afam+VI+PSUA+Register+17%2D04%2D+08+Rev%2E+4+%2Exls8/14/2019 Site DCC Activities Presentation
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IM Activites - Disaster Recovery Process involves conversion of all hardcopy
documents on the project into electroniccopies, for subsequent storage in theproject EDMS. This a proactive step takento reduce recovery time on the business inthe event of a disaster e.g. Fire.
To date Afam projects has converted over11,000 documents and stored same inassai/ll.
Documents are stored in PDF format. Hard copies of converted documents are
filed and stored in metal cabinet files.
NB - above mentioned process are seamlessly achieved usingvarious sophisticated business solutions i.E. HP printers,
scanners and photocopying machines.
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IM Activites - Adhoc
Scanning Requests
Printing Requests
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Weekly interface meeting with contractorDCC to ensure harmonizeddocument/correspondence registers.
Weekly exception reports are issued everyweek to project management team forpossible follow up on all overdue documentsif any.
Weekly DCC internal meeting on site.
Bi-weekly meeting with project IM lead. For DC running back to back activities,
changeover date doubles as a handoverdate. Both DC work together on changeover
date and exchange handover notes.
Interface Management
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Escalation Management
Issues/Challenges 1st Line of Reporting2nd Line of
ReportingEscalation
Overdue
DocumentsSite QA-QC Lead
Construction
SuperintendentProject IM Lead
Revision
Control/Controlled Documentsbreakdown
Site QA-QC Lead
Construction
Superintendent Project IM Lead
HardwareAllocation
Project IM LeadFollow-up Follow-up
Network Outages Project IT SupportProject IM Lead
Follow-up
Livelink
Permissions
Document Control
LeadProject IM Lead Follow-up
Contract Renewal Project IM Lead IM4P ContractsManager
Follow-up
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To ensure contractor compliance with approved IMplan and other DC procedures
To ensure IM deliverables are on schedule, if any
delays are encountered recovery plans are resolved
during such audit programs
Proactive monitoring of DDR to obtain documents
for review/approval
External QA Audits are structured andfollow approved IM assurance plan
See URL to IM assurance plan -
Quality Assurance
http://sww-knowledge-epe.shell.com/glasepp/livelink.exe/Afam_Projects_IM_Assurance_Plan.xls?func=doc.Fetch&nodeId=7206174&docTitle=Afam+Projects+IM+Assurance+Planhttp://sww-knowledge-epe.shell.com/glasepp/livelink.exe/Afam_Projects_IM_Assurance_Plan.xls?func=doc.Fetch&nodeId=7206174&docTitle=Afam+Projects+IM+Assurance+Plan8/14/2019 Site DCC Activities Presentation
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Challenges/Recovery Strategies
Erratic network on site incurs downtime and
reduces effective delivery of IMdeliverables.
Procure stand alone business solutions tofacilitate business continuity.
Duly report network outages to appropriateauthorities and ensure follow-up.
Hard copy transmittals are generated and sent tocontractors in addition to soft copies.
Complacent attitude of some engineers to
the IM process. Conduct frequent awareness sessions to educate
engineers on the values of the IM process.
Escalate breaches in the IM process to Site
construction lead and project IM lead .
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Thank You For Listening
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