Site Project Document and Data Management Specialist

Site PDDM (Project Document and Data Management) Specialist Role

A Site PDDM Specialist on the owner's engineering team plays a crucial role in managing documentation and data throughout the lifecycle of an LNG project. This specialist ensures that EPC (Engineering, Procurement, and Construction) contractors adhere to documentation standards and requirements, facilitating the seamless flow of information. Here are the detailed roles and responsibilities for this position:

Roles and Responsibilities

1. Documentation and Data Management Oversight

   • Supervision of EPC Contractors: Oversee the document control processes of EPC contractors, ensuring compliance with contractual obligations and project standards.
   • Document Review and Approval: Evaluate technical and project-related documents for accuracy, completeness, and adherence to project specifications. Manage the approval process to ensure timely delivery of required documentation.
   • Data Integrity and Security: Maintain the integrity, accuracy, and security of project documentation and data. Implement secure systems for handling sensitive project information.

2. System Administration and Maintenance

   • Document Management Systems (DMS): Administer the DMS, including configuration, maintenance, and user support. Ensure the system effectively captures and tracks all necessary project documentation.
   • Database Management: Maintain databases related to project documents, ensuring data is up-to-date and accessible to relevant stakeholders.

3. Compliance and Quality Assurance

   • Standards and Procedures: Develop, implement, and enforce documentation standards and procedures. Ensure compliance with regulatory, contractual, and internal standards.
   • Audit and Quality Checks: Conduct regular audits of documentation and data management practices. Address any non-compliance issues or discrepancies.

4. Communication and Coordination

   • Stakeholder Interface: Serve as the point of contact between the owner's engineering team and EPC contractors for all document-related matters. Facilitate effective communication to ensure smooth information flow.
   • Training and Support: Provide training and support to project team members on documentation processes and tools. Ensure all stakeholders are proficient in using the DMS.

5. Reporting and Documentation Control

   • Document Control: Manage the receipt, cataloging, and distribution of all project documents, including drawings, specifications, reports, and correspondence.
   • Reporting: Generate regular reports on the status of project documentation, highlighting any issues or risks. Provide data and metrics to support project management decision-making.

6. Change Management

   • Change Documentation: Ensure all changes to project scope, design, or schedule are accurately documented and reflected in project documentation.
   • Revision Control: Manage the document revision process, ensuring all project team members have access to the latest versions of documents.

7. Project Close-out and Handover

   • Final Documentation: Ensure all project documentation is complete and accurate at the project close-out phase. Prepare documentation for handover to the client or operations team.
   • Archiving: Oversee the archiving of project documents in line with company policies and legal requirements. Ensure easy retrieval of archived documents.

Additional Considerations

• Language and Cultural Adaptation: Given the project's location in Germany, ensure documentation complies with local regulations and consider language requirements for documentation.

This role is essential for maintaining order and accuracy in a complex project environment, ensuring that all project documentation is correctly managed and accessible to support decision-making and regulatory compliance.