Presents. Document Control & Management System I & II (Correspondence, Records, Data and Controlled Document Management)

Transcription

1 Presents Document Control & Management System I & II (Correspondence, Records, Data and Controlled Document Management) for Operations, Projects and Engineering (IIM Certification Training Class for CDMP (R) ) Training Agenda

2 DAY 1: Quality Management System o Document Hierarchy Definitions/Classification Workshop o Document Types and Responsibility for Managing o Document Types: Controlled Documents, Correspondence, Records and Data Registers o Why must we have Document Registers o Types of Document Registers o Building a Correspondence Register Workshop with Excel WORKSHOP o Build a Flowchart for a Document that is important to you from the time it hits your desk to the time the process has ended o Using the KISS Example in the Course Manual write a dot point Guideline or Work Instruction for a new, no training at all, recruit o Explain the Flowchart and Guideline o Note for each of the last two steps the tables are swapped Document Retention o Retention Periods and Methods o Electronic vs Hard Copy Archives Hard Copy Archiving the Catch-22 Electronic Archiving and ISO15489 Backing Up Electronic Files WORKSHOP Using our Document Types Table define what documents are to be kept and for how long Dissemination of Up To Date Information o Distribution Matrices Internal External Workshop Using our Document Types Table: define who need to see what document type o Methods of Dissemination Transmittals Workflows Courier, Hand Delivery, , Fax

3 DAY 2: Define Engineering Document Control o Going back to our Document Types Spread-sheet which Documents are Controlled The 4D Jigsaw Puzzle that is EDC Why Document Control/Data Management o Why is there such resistance o What can go wrong if there is limited, no or ignored DC Document Control Terminology Standard Document Control Processes o The Flowchart Document Control Setup and Closeout o Proactive vs Reactive Document Control What are the principal differences and what is the best approach o Manual and Electronic Document Control Comparison o The Differences Oil/Gas vs Mining Project Managers vs Operators Designers vs Constructors Contractors (Design) vs Vendors vs Shop Detailers/Fabricators CAD Applications - Discussion Setting up for low cost/pain hand-over Plan and Implement a Document Control System o Requirements for documents / records control ISO 9001:2008 / ISO and the Law Evidence Act (Best Evidence), Electronic Transactions, Regulator Requirements o Document Control Procedures / Standard o Document Control Staff and Organization DAY 3: Document Control Documentation o What we look after and documents we create Document Control Tasks and Processes o Step Through the FlowChart Controlled Documents Controlled Hardcopies Technical data required from contractors AND/OR vendors VDDRL/SDDRL and VDDL/SDDL Transmittals/Workflows Distribution Matrices Internal External Review and Approval Document Status Codes (Use of the word Approved) Two Status Codes (Incoming & Review) vs One Status Code Too many Reviews what can go wrong Expediting and Reporting The Controlled Document Register o Controlled Document classification / Controlled Document Numbering Methods (Discuss/Debate Why have Controlled Numbers at all)

4 o Controlled Document Profile and Mandatory and Non Mandatory Data Data necessary for Operations Portals Data necessary for CMS Applications such as SAP Basic Education on How to Read a Drawing and Mine Drawings and Documents for Data Document Control Data and Document Quality Audits Final documentation / As built o Defining As Built o Hand-Over Methodologies Progressive vs Tip Truck Life After Hand Over o Management of Change DAY 4: Knowledge of a Document Control System o Understanding Databases One to One Relationships and Constraints One to Many Relationships o Finding the right DC Application for your needs** o Application Types Simple Document Control Databases (Demo of DrawCon) Web Based Publishing/Communication Management Applications*(1) Large Network Based Records Management Applications*(2) True EEDMS*(3) o Software Development Models o The hardware you will need o The difference between an MFC Scanner and a Desktop Scanner Preparing for an EEDMS Project o Understanding the differences between Engineering DC/DM and Records Management Business Case & Situation Analysis / Nuts and Bolts o Managing Engineering Data CAD Applications o Managing Engineering Documents o Managing Engineering Correspondence Gap analysis Business Requirements / Functional Requirements o EDM Requirements for Engineering (Including Operators) and where it often goes wrong Engineering Vs Office (Eng DC/DM vs RM) Top 10 Reasons Why SharePoint is NOT an EDM Solution o RFI & RFP & Scoring Sheet Decision and award Implementation and Planning Information Architecture System Architecture Retention Requirements and Backwards Compatibility Folder structure Real or Virtual and are they really worth the effort? Defining Attributes/ Metadata Revisions vs versioning

5 Transmittals/Workflows Search and retrieval Integrations o CAD Applications o Office Applications o Templates and Data Transfer Document capturing o Form development for Records o Form development for Communications o Forms such as TQ s, RFI s, ECR s Scanning and OCR Audit trails Population and transfer of existing data o Data Quality Auditing* o Data Cleansing Not importing pre-existing mistakes User Training for System Administrators User Training for Document Controllers [Power Users] User Training for Desktop Users (Designers/Engineers/Admin Staff)