Edinburgh, Scotland, United Kingdom
Sourced, procured, and developed Oracle's Aconex construction project management software for use as the company's electronic document management system (EDMS). Developed and implemented Document Control procedures, ensuring all activities were aligned with the company’s corporate Quality and Sustainability strategy. Provided leadership and support to a team of four Document Controllers. Worked with project teams and suppliers to ensure compliance with ISO standards.
Administered the company's EDMS (Viewpoint for Projects) including creating and maintaining document/data workflows, reviewing and auditing contractor-submitted deliverables to ensure compliance with procedures and contractual requirements, and managing user access and permissions. Liaised with internal departments to understand their document management requirements and to provide solutions via the EDMS, including workflows and notifications. Acted as a first point of contact for internal team members and external contractors, providing training and ongoing support on the EDMS and document control processes, and performing issue investigation and resolution.
Primarily supported the development of the company’s document and data retention policy, and the migration of the company's SharePoint 2019 (on-premises) sites to SharePoint Online. Provided additional support to other Information Management and Information Technology projects and initiatives.
Configured the company's EDMS (M-Files) to meet the evolving documentation requirements of large transmission line construction projects through their Engineering, Procurement, Construction, and Commissioning phases. Designed and maintained workflows to facilitate the creation, distribution, review, and transmittal of project deliverables. Maintained the EDMS ensuring the overall quality control of document classification, organisation, and presentation. Created and maintained document classes and their metadata, views/folders and their structure/appearance, and the overall visual schema of the EDMS for the projects. Implemented user access, and maintained and updated the projects' complex permission structures. Supported configuration of interfaces with other project systems, and performed issue investigation and resolution within the EDMS. As Lead Project Document Controller, assigned priorities for and provided support to Project Document Controllers. Created and updated procedural and instructional reference documentation, and provided training, support, and best practices for the project teams. Acted as subject matter expert for the EDMS and project-specific processes/procedures in preparation for a mid-project EDMS migration from M-Files to SharePoint, and provided document management input and administrative support on bids and proposals. Projects included the West Fort McMurray 500-kv AC (WFMAC) Project in Alberta ($1.6B) and the Wataynikaneyap Power Project in Northern Ontario ($1.9B).