Diploma in Project Closeout Documentation and Advanced EDMS

Introduction:

The closeout document is crucial for evaluating a project’s performance, highlighting lessons learned, and ensuring all contractual and project closure activities are completed. Additionally, this document formalizes the transfer of assets, deliverables, and ongoing administrative functions to an in-service business. The organization is then expected to assume responsibility for measuring the benefits and outcomes of the project based on its product, result, or service.

Participants in the Diploma in Project Final Closeout Documentation and Advanced EDMS will find that this course captures every aspect of the project lifecycle. Through this course, which includes a focus on Electronic Document Management Systems (EDMS), learners will understand how to appropriately structure each section to reflect the project’s outcomes or its initial objectives.

This EDMS training program will equip learners to manage Project Final Closeout Documents effectively. The second part of the program will delve deeper into advanced details of EDMS and document management, ensuring participants can perform these tasks with greater efficiency.

Objectives:

By the end of this Diploma in Project Closeout and Advanced EDMS, participants will be able to:

• Develop a comprehensive project closeout plan.
• Create a detailed project closure report.
• Identify and resolve common issues encountered during project closeout.
• Mitigate the risk of lost information and paperwork.
• Produce a complete set of tasks required for efficient documentation.
• Gain in-depth knowledge on how to control project documents effectively.

Training Methodology:

• Expert-led lectures
• Case study analysis
• Hands-on document preparation exercises
• Group discussions
• Facilitator-attendee workshops
• Simulations based on real-world scenarios
• Peer reviews and feedback sessions
• Software training on EDMS systems

Course Outline:

Unit 1: Electronic Document Management Systems (EDMS)

• Understanding the issue of paper inundation
• The concept of a paperless office
• Techniques for document capturing, including scanning
• Creation of OCR and image processing to facilitate searching
• Indexing, archiving, and retrieval system designs
• Interactive demonstrations of these processes
• Utilization of word processors and spreadsheets in electronic document management
• Forms management in EDMS and optimization strategies

Unit 2: What Is an Electronic Document Management System

• Comprehensive understanding of document management
• Simplified methods for controlling documents
• Approaches to managing revisions, versions, and histories on EDMS platforms
• Using audit trails as tools for transparency and security
• EDMS as a tool for generating insightful reports
• Demonstration of EDMS applications
• Ensuring information accuracy in EDMS management

Unit 3: Advanced EDMS Techniques

• Best practices for creating forms as designed by EDMS specialists
• Streamlined processes for data entry and form completion
• Enhancing document distribution through workflow management systems
• Different applications of EDMS across various industries
• Specialized needs leading to complex form creation in the future

Unit 4: Project Closeout Documents

• Overview of applications for project closeout documents
• Key steps in developing a robust inventory of project closeout documents
• Efficient methods for tracking and closing out projects

Unit 5: As-Built and Final Documentation

• Using applications or independent viewers to examine as-built documents
• Utilizing annotations, sticky notes, and redlining for document mark-ups
• Adhering to ISO 9000 and other regulatory requirements
• Reviewing system architectures and platforms, including LANs, WANs, and client-server architectures
• Assessing technology options for managing electronic documents
• Ensuring document security through encryption
• Understanding different authoring systems, including card/folio-based systems
• Categories of documentation systems and their usage
• Steps to implement a robust EDMS for your organization
• Understanding the difference between off-the-shelf and custom systems
• Resource allocation planning for EDMS
• Best practices for EDMS management
• Strategies for system updates and staying current