Contractor database management & documentation process at Chevron Bangladesh

Abstract

The Documentation and database management process in Chevron Bangladesh is a very complex process directly administered and managed by the Supply Chain Management department and the associated contracts team known as the Staff Augmentation Contracts team. The task normally includes the Contractor Hiring, Renewal, Terminations, contractor rate adjustment owing to the process, collecting document and paper related to the process, communications, and transmission and finally documentation of the contract documents and database management process. There are many tasks associated to the Database management and documentation process which required Document controlling, Information tracking and monitoring, data analysis, and data evaluation. The task is also associated to the Other Agencies like HR, Medical and Security, Compliance, Finance and Also external parties like agencies. Thus networking and communication is the major part of the project. There are many contractdocuments like Appendix, CAF, PAF&HOL, CC, Communications which are directly related with the contracts and the contract terms and durations, where as JDE, CCR, CV, Other communications, Medical and security documents etc. were also related to the contracts but not changes with the durations. Our task is to find these documents from the proper sources, arranging them according to their duration serially, Printing or, scanning for requirement, Placing all the documents serially and to their subsidised group in the each Contractors personal folders, Putting the information in the Registered database (Log and Rate sheet) and finally printing out the documents to arrange them as hard files. Each of the task assigned followed some distinct pattern and process to be followed. And surely there were lots of challenges involved for each of the tasks Firstly, the project work was fairly new and there were no proper guidelines or instructions. Thus “Work-Judge-Success-Implement”&”Trial-error” is the main motto for the workings. Furthermore, the works required lots of communications and networking, and the result is not dependent to lone hands. Many of the documents and relevant information were missing. There were also some data anomalies and errors in document which raises the Challenge to many extent as many cases some modifications and rework was needed to make adjustment to sudden changes. Moreover, many of the limitations were interlinked and one problem affected many. Thus, documents arrangement and information input in the register was affected by many means.