Project Controls

Project control Consultants

Document Management

All projects handle many deliverable’ that could affect their schedule milestones and the design of all project. You have engineers who are excellent at their document but not very good at progress tracking, storing and maintaining a Document Management system.

Document Control is the heart of any organisation, all information flows to and from this department. This department

can be your reason for success. It’s time to get everything is order and easy to find according to an ISO:9001 system.

Most of our consultants have 10 y

ears or more experience in this field. Some of the best in the industry, having sav

e many companies millions in claims and willing to go the extra mile for any project to achieve the best results. Our consultants work well in a team environment and need little managing.

  • Paper-dependent processes for immediate productivity increases and fewer errors and delays, leading to products getting to market faster with higher quality.
  • Manage workforce training documents, corrective and preventative action (CAPA) documentation, non-conformance reports and more.
  • Improve vendor management efficiency by capturing and organizing all vendor documents, communications and project records, and enable vendors to access documents remotely.
  • Managing all Electronic and Hard deliverables i.e. Drawings and Documents
  • Our consultants have an understanding and know how to read drawings to assist the Engineers to the fullest
  • Transmitting and tracking all deliverables.
  • Hanging and maintaining of all IFC (Issued for Construction) drawings for site, ensuring they are always on the latest revisions and stamped with updated registers for these drawings.
  • Ensuring all Engineers and Project Managers have all latest drawings in A3 files and EDMS (Electrical document management system)
  • Handling of all Milestone payment certificates with financial managers
  • Ensuring all deliverables claimed has been delivered via a GRN (Good receive Note) and transmittals for all deliverables
  • Setup the document management system and procedures
  • Ensure project document compliance and population of folder structure according to various deliverable list
  • Designing work break down structure
  • Training & developing employees on EDMS, SharePoint & Document Control
  • Create Weekly Reports
  • Scan, Register, Rename & upload all documentation & Drawings
  • Co-ordinate all documents & drawings in SQ
  • Handling all tender documents & Pre-bid documentation
  • Controlling all lab reports & private information related to the Project
  • Designed Approval & Distribution Matrix
  • Creating document numbers for all project documentation on site
  • Central issuing point of all project documentation to sub-contractors, client and Head office

Why do you need a Document Management System & controllers?

1) Increase Collaboration & Communication

Having a Document Management system in place promotes quicker and easier collaboration among employees, especially across geographic locations. By having the ability to quickly access documents and share them through an online workspace, such as an intranet, it allows users to work together on the same project with no hassle. Through other collaborative features included in your intranet software, these documents can be saved and shared among employees throughout the organization.

2) Reliable Document Version Control

For large organizations, maintaining updated documents and keeping information current can often be a struggle. Our customers often run into that problem before moving to a Document Management system. By having document management software, it is easier to keep track of documents and keep them up-to-date. Users can simply upload a document then manage the updates and versions online through their intranet. Our Document Management deliverables includes an automated archive & clean-up function to better organize and maintain documents.

3) Increase Time-Cost Savings

Ever heard the saying, “time is money”? If we go back to our scenario above, it took so long to locate a specific document, that the boss was late for her meeting. This is costing the organization in man-hours and potentially costly mistakes without arming managers with the best information available to make the right decisions. By having all these documents organized and filed on your company intranet, it makes it much easier and faster to locate the right information. With a few clicks of the mouse, the document can be found and used accordingly. You can include Quick Links to popular or important documents to make the search even faster.

4) Eases Accessibility

With more and more people working from home or traveling for work, it is critical that they have access to specific documents or policies when they are not in the office. While some may argue that this is easily done with paper documents, there’s still a chance that halfway through your flight you realize you forgot something back at the office. Having these documents online and accessible from anywhere is more efficient and can save a lot of time and stress.

5) Increase Productivity

Uploading, editing, tracking and sharing documents takes half the time with a Document Management System. It enables employees to be more productive and ultimately more efficient. The time spent searching for documents through several different cabinets can now be used to get more work done. An intranet allows the company to store all its documents and data digitally in one organized place which can be accessed on the intranet from any computer or mobile device with permission.

  • Do you have properly trained staff that understand your business?
  • Is there a central repository for all your documents that are being managed and updated constantly?
  • Is there access control to the electronic and the physical document?
  • Is there a quick and easy way to update and approve new revisions of your documents/ drawings?
  • Can you access an audit trail to proof where and when documents were delivered?
  • Do all your processes comply with ISO Standards?

Deeper Roots (Pty) Ltd can assist with the development of a unique numbering system for your documents/drawings, while considering the following areas:

  • WBS Area
  • Equipment Number
  • Discipline
  • Document Type
  • Sequence number/Sheet Number
  • Revision Number/Draft
  • Cost Type
  • Contract/Vendor/Enquiry Number
  • Life Cycle Phase
  • Milestones

Let Deeper Roots (Pty) Ltd become your companies heart beat and aid in making all your projects a Hugh success. Contact Mariska 071 532 0699 or email on Mariska.Stock@deeperroots.co.za