Adaptation of TAQA property.

Purpose of the project

The end goal of this project is to contribute to Dutch climate goals as part of the global energy transition.

Ditio's Expertise

As Ditio Document Controller, we play an essential role in the management of engineering and supplier documentation. Our work begins with recording all documents in the Document Management System (DMS) and Master Document Register (MDR) to ensure a structured and accessible documentation base.

We then ensure that these documents are distributed to relevant parties so that everyone gets the information they need for their work. In addition, we continuously manage documentation, ensuring that documents remain up-to-date and their status is tracked and traced in the MDR.

In addition, we create status dashboards to provide a clear overview of documentation status and support the creation of reports on supplier documentation. As a central point of contact for documentation questions, we provide support and ensure clear communication between all involved.

We also evaluate existing document management processes and look for opportunities for improvement. This includes working with Ditio Solution to evaluate and implement a new Document Management System. Our goal is to streamline document management processes and reduce costs.

In short, as document controller, we play a crucial role in efficiently managing documentation within the project, contributing to the smooth and effective handling of all documentation processes.

Challenge and solution

One of the challenges in this project is managing documentation coming from three different sources, each with its own numbering system and revision management. This creates confusions and inconsistencies when the documents need to come together in the project, hindering project progress and increasing the risk of errors.

We decided to tackle this challenge head-on. Meetings were organized with all parties involved, including the client, the principal and the engineering firm. After much consultation and discussion, we found a unified approach. We established joint guidelines to ensure that revisions are managed and recorded consistently, regardless of the party who prepared the document.

With the new guidelines, we have developed a Master Document Register (MDR). This registry serves as the central hub for all document information. The MDR is set up with a structure that accommodates the document numbers of all three parties involved, as well as their revision information. This allows us to clearly identify which document belongs to which system and how revisions should be tracked.

The Ditio document controller plays a crucial role in this process. This person becomes responsible for maintaining the MDR, checking document statuses and ensuring consistency in numbering and revisions. The Ditio document controller ensures that any change in document status is recorded correctly and that all parties involved are kept up to date with the latest information.

Results

The result of this approach is that the document management process runs smoothly. Document numbers and revisions are now systematically managed and controlled, minimizing confusion and errors.

What did we learn from this project?

A key lesson learned in this project is that it is essential to have clarity on the document management requirements of all parties involved from the beginning. By having early coordination, confusion and conflict can be avoided later in the process.