PPMP20013 Portfolio Assignment: Document Management Strategies

This assignment, submitted by M Mudabbir Ahsan for the PPMP20013 course, is a portfolio focusing on document management and governance within project, program, and portfolio management practices, particularly in asset-rich organizations. It covers key terminology used to describe these areas, including document capturing, storage, distribution, and security. The assignment also presents and interprets major processes based on sound policy, information, and research, enabling project justification, tenders, and contracts. Furthermore, it critically analyzes management strategies and operational activities to ensure safety, quality, and efficient document flow. The student references various sources, including Levy (2012), Coronel and Morris (2016), and Hernad et al. (2013), to support their analysis and understanding of these critical aspects of project management.

(M Mudabbir Ahsan) / (12047786) - PPMP20013 Course Portfolio for Week (5)
Learning
outcomes of the
course
Description oftopics
including reading
samples
Learnings from your experience Supporting
documentation
including your
prior learning
1.Use clear
terminology to
describe the key
areas of project,
program and
portfolio
management
practices as applies
to asset rich
organisations.
Week 8: Design and apply
document management and
governance processes.
Levy (2012) Chapters 12.
I have learned that there are clear terminologies that are utilized for describing
the various key areas of project program as well as portfolio management
practices and thus the practices are highlighted below:
 Capturing documents in order to bring them within the system
 Storing as well as archiving methods
 Distributing in order to export documents
 Security for protecting documents from different unauthorized access.
Hernad, J.M.C. and Gaya,
C.G., 2013. Methodology
for implementing
document management
systems to support ISO
9001: 2008 quality
management
systems. Procedia
Engineering, 63, pp.29-
35.
3. Present and
interpret major
processes that are
based on sound
policy,
information, and
research that
enable project
justification,
tenders, contracts,
and selection
criteria to occur in
an asset rich
organisation.
Week 8: Design and apply
document management and
governance processes.
Levy (2012) Chapters 12.
I have learned that there are number of processes that are basically dependent
on sound policy as well as information are highlighted below:
 Managing as well as organizing engineering documents
 Integrating with end users native applications
 Supporting concurrent document revision
 Managing document revision requests
 Supporting control procedures for managing distribution
Coronel, C. and Morris,
S., 2016. Database
systems: design,
implementation, &
management. Cengage
Learning.
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(M Mudabbir Ahsan) / (12047786) - PPMP20013 Course Portfolio for Week (5)
Learning
outcomes of the
course
Description oftopics
including reading
samples
Learnings from your experience Supporting
documentation
including your
prior learning
4. Critically analyse
management
strategies and
operational
activities from a
broad perspective
to ensure safety
and quality, to
avoid overruns or
rework, to manage
variations and
claims, and to
make decisions to
discontinue or
close projects.
Week 8: Design and apply
document management and
governance processes.
Levy (2012) Chapters 12.
 I have analysed that there are number of management strategies as well as
operational activities for ensuring safety as well as quality that include:
 Smooth as well as efficient handover of various technical documentation,
engineering submission as well as scope changes from operation to
construction
 I have analysed that efficient management of the document flow packages
between vendors as well as contractors
 I have identified that a simplified review procedures for different
documents generally pertain to different assets due to ability of cross
reference.
Wang, Y., Wang, X.,
Wang, J., Yung, P. and
Jun, G., 2013.
Engagement of facilities
management in design
stage through BIM:
framework and a case
study. Advances in Civil
Engineering, 2013.
2 of 3

(M Mudabbir Ahsan) / (12047786) - PPMP20013 Course Portfolio for Week (5)
References
Coronel, C. and Morris, S., 2016. Database systems: design, implementation, & management. Cengage Learning.
Hernad, J.M.C. and Gaya, C.G., 2013. Methodology for implementing document management systems to support ISO 9001: 2008 quality management systems. Procedia
Engineering, 63, pp.29-35.
Kerzner H. (2013) Project Management: A Systems Approach to Planning, Scheduling, and Control, 11th Edition. Hoboken, USA: John Wiley & Sons.
Levy S. M. (2012) Project Management in Construction, 6th Edition. USA: McGraw-Hill.
Wang, Y., Wang, X., Wang, J., Yung, P. and Jun, G., 2013. Engagement of facilities management in design stage through BIM: framework and a case study. Advances in Civil
Engineering, 2013.
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