Project Administration/ Document Controlling
Project Administration provides all the administration supporting functions within a project as well as updating, controlling and communicating to relevant stakeholders, and filing all the documentation on a project.
Document Controlling would control the flow of all technical, administrative, vendor, and commercial documentation and drawings between the project team and relevant stakeholders.
By taking care of these functions in a project, it enables the project manager and other team members to spend more time on high-value activities. ProjectLink’s Project Administrators perform either Project Administration and/or a Document Controlling function on the project.
Key Functions | Project Administration functions would typically include:
- Taking minutes of meetings and distributing to the team;
- Schedule updates;
- Creating and updating of the filing structure;
- Scheduling meetings/workshops (Schedule project charter workshop, weekly/monthly meetings, adhoc meetings, technical meetings, etc.);
- Creating the Document Naming Convention;
- Creating the relevant project administration templates and register’s and thereafter updating them , such as the:
- Attendance Register;
- Change Request Register;
- Decision Form;
- Decision Register;
- Deliverable Register;
- Issues Register;
- Lessons Learned Register;
- Master Record Index
- Meeting Minutes;
- Request for Change; and
- Risk Register.
- Creating the Configuration Management Plan for the project;
More Key Functions | Document Controlling functions would typically include:
- Implement, if not already in place, the Document Management System (DMS). The purpose of the DMS is to provide a managed, auditable, version and revision controlled, electronic environment of the entire projects documentation. Combined with standards and DMS procedures, it will capture, store, retrieve, distribute, track and report on all Project documents.
- Assists with Quality Assurance Audits,
- Distributes documents via transmittal’s to recipients in accordance with the distribution matrix and standard distribution list, and verified that the packages conform to the transmittal.
- Administers, registers all Internal Discipline Check (IDC) documents and liaises with engineers, vendors and site personnel regarding verification of documents
- Controls and issues enquiry/purchase order packages
- Support other departments by providing configuration data. This support includes the “as-planned” configuration and documentation of the ‘as built’ configuration including deviations, waivers as required.
- Prepare vendor configuration requirements based on contractual requirements.
- Coordinate configuration control board activities, which include establishing the agenda, recording dispositions, establish and maintain action item lists.
- Period review of configuration policies and procedures to ensure continued compliance with ISO requirements.
- Processing and distribution of project specific documentation and liaison with site office to monitor drawing packages and vendor documents.
- Implement subsequently approved engineering changes in relation to drawings/documents.
- Maintain current project engineering data files and assists in establishing and implementing ‘as-built’ records and status accounting systems for assigned projects.
- Administers documents during the project close-out and handover phase.
- Other administrative duties as directed by Project Managers and/or Document Control Managers and/or Business Line Managers.
Professional and Competent Personnel
All of our project administrators are either CAPM® certified or in the process of obtaining their CAPM® certifications. We provide ongoing training to all of our consultants and we believe in upskilling them in all disciplines of project management and not just their specific discipline.