Manage documentation workflows efficiently by overseeing progress, updating content, managing the knowledge repository, generating reports, maintaining documents, providing employee training, and ensuring compliance. Liaison with various divisions for accurate transaction processing and key performance measurement.
Job Description
Documentation Workflow Management
- Oversee the progression of the documentation workflow, ensuring documents are created, reviewed, and updated efficiently.
- Conduct bi-weekly queue review checks to ensure timely processing of documents.
Content Updates and New Processes
- Manage the bi-weekly “What’s New” process to update teams on changes, additions, or removals in documentation.
- Initiate the annual review workflow process, ensuring a thorough update and revision of all documentation as needed.
Knowledge Wiki Workflow
- Implement and manage the Knowledge Wiki workflow to ensure a centralized, accessible, and up-to-date repository of information.
- Regularly review and update Knowledge Wiki content to support knowledge sharing and continuous learning across the organization.
- Coordinate with subject matter experts to incorporate key information and maintain content accuracy in the Knowledge Wiki.
Reporting and Analysis
- Generate and distribute 30-day aging reports to managers to highlight pending or delayed documentation tasks.
- Provide 60-day aging reports to organizational leadership for an overview of documentation status and process improvement opportunities.
Power BI Reporting
- Develop and maintain Power BI reports to provide real-time insights into documentation workflows and process performance.
- Analyze data from document control processes to identify trends, process bottlenecks, and areas for improvement.
- Present Power BI reports to stakeholders, helping to drive informed decisions and optimize document control practices.
Document Maintenance and Purge
- Conduct a monthly draft purge to remove obsolete or outdated drafts and maintain a streamlined document repository.
- Implement an obsolete page process to manage outdated or redundant documentation effectively.
Employee Training and Support
- Add employees to reviewer and approver groups as needed, ensuring they have the necessary permissions for their roles.
- Assign and review training completions to confirm that employees understand document control processes and standards.
Administrative Group Management
- Manage space administrative groups to streamline document access and control within different teams or departments.
Translation and Localization Support
- Oversee the translation tag process to ensure accurate translation and localization of documentation where required.
Controlled Documentation Consulting
- Provide controlled documentation consulting to departments, ensuring all documentation adheres to organizational standards and compliance requirements.
Responsibilities
Serve as a liaison with other divisions such as Finance, Contracts, HR, Legal, Shared Services, Accounts Receivable, Purchasing, and Risk Management in an effort to ensure accurate and timely transaction processing. Collect, input, verify, correct, and analyze data to measure key performance indicator actual versus business objectives. Provide updates to management regarding budget to actual, informing them of deviations and opportunities. Provide management with economic impact and compliance issues surrounding key business decisions and/or deals. Communicate Oracle Business Practices to the organization and monitor process and approvals for full compliance. Drive implementation of new processes and procedures.
