Document Management Lead

1. Primary Activities
Scope 
Document Management Project Leader is responsible to deploy and execute Document Management (DoM) at project level, ensuring the correct understanding of the process by the team, ensuring correct DoM implementation according to valid work instructions, monitoring relevant KPIs. 
Document Management Project Leader functionally reports to Conifugration Management (CM) Project Lead and Hierarchically to Projects Head of Document Management.  

2. Accountability
The DoM Project Leader is accountable for: 

• Timely update of MTA system with Document related objects (Documents, comments, transmittala) and information upload (Document metadata)
• Quality of DoM related Reporting (KPI, approval status,….)
• Correct use of MTA Document Management System(s) 

3. Responsibilities

• Issuing and maintaining Document Management related project instructions (NAs) minimizing project customizations to the bare minimum imposed by client. Note: In case DoM Lead is not appointed, DoM related NAs will be issued by PEM
• Uploading Documents in MTA-DMS
• Insure compliancy of DoM project procedures (NAs, PPs) with customer requirements with minimum deviation from internal standards
• Assessing with the client solutions that minimize the deviation from standard way of working, according of internal work instructions.
• Final compliance of DoM project procedures (NAs, PPs) with customer requirements
• Managing and recording of the whole project documentation set, cross all disicplines and product lines (e.g. including PM, Quality, Construction, Procurement,….)
•  Coordinating DoM Team directly performing, or distributing upon own responsibility the following tasks to Doc Controllers
• Liaising with the client on DoM related processes. In case DoM Lead is not appointed, these aspects falls under PEM responsibility.
• Consulting with CM Project Lead on DoM process setup.
• Setting MTA Document Management System (MTA-DMS) according to valid work instruction using at the maximum extent native feature of MTA, minimizing project customizations
• Setting MTA as a self standing Document Management System (use of auxiliary excel registers, comments storages or information repositories out of MTA such as box are not allowed)
• Justifies and documents deviations from valid worki instructions
• Management of Supplier Documentation, including comments management
• Management of Client Documentation, including
•  Training Project Team to the use of MTA-DMS
• Inducing new doc Controllers to the correct application of Project NAs and Work Instructions.
• Ensure that issued documentation is compliant with CM principles and modifications are correctly highlighted, clearly and easily understandable by the document users;
• Check proper implementation of clear and meangful revision marking before document issue.
• Check meaningfulness of revision change description in documents and MTA
• Monitor the correct set of parent-child document links and doc-KKS link establishment (as applicable)  

The following activities are meant excluded from DoM people Leader responsibilies and scope of activity: 

• Secretary/assistant tasks (bookings, travel organizations, drafting of letters,….)
• Internal expediting for obtaining MDL forecast issue date
• External expediting to obtain forecast document issue dates from suppliers
• Uploading of single dcoument attributes under Doc owner responsibility