Document Controller

The PDI team shall be considered the highest priority (Priority 1) in the execution of the agreement. Any other document control projects will be a secondary function (Priority 2) as per business needs directed by the APAC Content Program Manager. 

General

1. Responsible for resourcing and managing contractor personnel performing the services and will be responsible for supporting personnel related issues. The account manager will also be responsible for management  of Google escalations.

2. Assist the Project/Design Manager with project set up, defining processes, execution and completeness prior to routing to the internal EDMS “AODocs”. 

3. Provide document control coordinator services ensuring overall governance of documentation execution, quality QA/QC checks and overall product/project documentation completeness from each stakeholder owner.

4. Responsible for content-tracking tools setup (DDI, CSR etc.), guidance, input and ensuring quality maintenance of the tools and EDMS’s with respective stakeholders at the start of projects and throughout the lifecycle.

5. Issue progress reports on documents across the EMEA PDI portfolio and provide weekly updates / data analysis via a dashboard.

6. Project representative to provide electronic document management System (EDMS) support as listed below, including, but not limited to: access control, project template set-up, workflows, tool training, point of contact for queries; library management, set up custom attributes for metadata collection and compliance, ensure adherence to owners policy and library maintenance; provide project updates and progress via various tools using owner preferred software.

7. Follow established documentation policy and procedures and will implement them according to client document control standards.

8. Provide guidance /training to various stakeholders, both internally and externally, in regards to content-related topics and issues, proposing process improvements from lessons learned.

9. Ensure clear revision control procedures are in place during execution and again at program completion for maintaining the PDI product documentation portfolio on the internal storage database working with partner knowledge management teams. This will require a thought out process into how to maintain the documentation revision history post project completion for future iterations / revisions.

10. Ensure metadata tagging and taxonomy is being adhered and applied throughout the project lifecycle.

11. Provide maintenance of PDI’s existing program documentation structure or quality issues as identified from feedback and sampling of in-house EDMS “AODocs” content.

12. Expected to provide best practices, feedback to partner teams and support the rollout of documentation cut-in’s to downstream projects through coordinating the right stakeholders ensuring the right information is being made available at the right time.

13. Provide a report and analysis against the baseline from previous POR / product iterations tracking change in trends overall and comparisons. This can be used to inform site projects of projected documentation changes previously issued to accompany product cut ins. 

14. Ensure contractors/consultants are meeting timelines and remaining within project schedule to hit target deadlines. Pre-empt potential risks of missing timelines and flag as early warnings to the project manager and escalate timely.

15. Identify quality issues, potential risks, raise early warnings through correct processes, propose mitigation plans and coordinate stakeholders to workshop the issues and escalate impacts to the Project Manager and Content Program Manager.

16. Lead AE/vendor Document Control meetings.

17. Act as a liaison between different stakeholder teams to facilitate exchange of information.

18. Stay updated with advancements in document control technologies and best practices.

19. Feedback enhancements to the documentation process and procedures from lessons learned on projects. 

20. Help with central storage document uploads at programme level.

21. Interface with stakeholders across programme level efforts.