1 FAROHAR ENTERPRIZE PTE LTD. Email: [email protected] Ph: +6591868500 [email protected]...

1FAROHAR ENTERPRIZE PTE LTD. Email: [email protected] Ph: +6591868500

DIGITIZATION

&

FLEET E-DOCUMENT BROWSER PROJECT

Farzin R. KarmaFarohar Enterorizes Ltd. Ph: +65 91868500

Email: [email protected]


DIGITIZATION &


Presentation Index (Pl click on a title below to go directly to that slide)1. Scope Of Work

2. Management Initiatives for Zero-Error, On-Time Execution3. Process at a Glance3. Process Flow Chart4. Project Planning5. Document Control –

a. Receiving and Recording Shipments, b. Moving Documents to the Central Storage Area, c. Carton Marking and Identification

6. Inventory – a. for Documents, b. for AutoCAD Drawings, c. Quality Assurance

7. Scanning – a. Preparation for Scanning; b. Scanning Process – Documents, c. Scanning Process – Drawings, d. Scanning Process – Quality Assurance

8. AutoCAD – a. Digitization; b. Quality Assurance


DIGITIZATION &


Presentation Index (Contd)9. Main Benefits Of Digitized Plans Over Scanned Plans10. Typical Ship’s Plans For Digitization11. Sample of Digitized Plan12. Document Cleaning and PDF Creation13. Cleaning and PDF Creation – Quality Assurance14. Bookmarking – Process & Quality Assurance15. Indexing & Main Index Sample16. Final Quality Assurance17. Deliverables18. Repacking19. Dispatch20. Backup21. Project Tracking Documents and Ownership


• Digitization of manuals of ships for easy reference and electronic storage

• Scanning of manuals at a high resolution to ensure quality electronic storage for future use & reference

• Bookmarking of documents for easy document navigation

• Indexing of manuals for easy referencing

• Digitization of key drawings into AutoCAD for future modifications and referencing.


Management Initiatives for Zero-Error, On-Time Execution• QUALITY STANDARDS: Industry recognized standards adopted similar to ISO

9001, ISO 27001

• INDIVIDUAL RESPONSIBILITY: An individual may have multiple roles, however when there is a physical transition of documents from one team to another, the two persons to sign off are distinct individuals.

• RECORDS COMPATIBILITY: The registers are all maintained in Microsoft Excel. Uniform records, easy to use and understand.

• INCENTIVES AND PENALTIES: Well-established and transparent system of incentives for error-free work and penalties for errors ensures proactive QA amongst entire project team

• QUALITY TASK FORCE (QTF): A Quality Task Force of 4 experienced and qualified managers ensure that updates are prompt, errors are documented and incentives/penalties are applied accurately and continuously It is the responsibility of the QTF to help the production team achieve the desired quality levels, as set by the Project Requirements.

• SPOT CHECKS: QTF has the responsibility and authority to tap into the process at any stage and at any given time, to ensure that processes are being followed correctly and errors are minimal.

• PERIODIC AUDITS AND REPORTS: QTF has to submit a weekly Internal Audit & Progress report to the Project Manager and the Management Representative.

• ERROR RECTIFICATION & PREVENTION: QTF analyses the error reports, recommends improvements to the process, organizes training, and tracks overall improvement in efficiency over a period of time.

Back to Process Flow Chart


E-DOC BROWSER-PROCESS AT A GLANCEE-DOC BROWSER-PROCESS AT A GLANCE…..1

Following are the key steps for the creation of the E-Doc Browser: Collecting documents from the client and delivering them safely back post-

scanning.

Preparing the inventory of the received documents .

Pre-scanning process – involves preparing documents for scanning by way of removing binding and staples, ironing and adjusting paper edges where required.

Scanning at high resolution

Clean up images: removing unwanted “noise" areas, borders and punch-hole marks from the images.

De-skew images to make it straight & uniform.

Color correction: apply color corrections to images wherever required to enhance the quality of images.

Cover Image: extend background of cover image wherever needed to make the cover image clean and clear.


E-DOC BROWSER-PROCESS AT A GLANCE….2E-DOC BROWSER-PROCESS AT A GLANCE….2

Combine TIF Images to PDF file: individual processed TIF/Scanned images are combined in single PDF file

Convert Image PDF to Searchable PDF: PDF files are converted into searchable PDFs to provide the facility to search text in PDF file

Create Bookmarks for each title: Assign bookmarks to each section title, drawing, tables, and figures to make the navigation easy. This is a manual process wherein we select each title on the page and create the corresponding bookmark. This process goes page by page. We have to look at each page to give bookmarks and is quite time consuming. This also involves correcting spell errors during the process.

Prepare Index PDF file: design index file from the titles of manuals.

Linking title to individual PDF file: given links to every title in index PDF to open the corresponding PDF file

Rebinding/Stapling of books post-scanning

Repacking originals to respective boxes and cartons for return to client.


Process Flow – Pictorial Representation

Click on the icons to view details


Project Planning

• Based on discussions and after an in-depth understanding of the project requirements, the project plan is created

• The entire project and processes is planned and created in accordance and conformance to ISO 9001 and ISO 27001 requirement

• Project plan includes and enumerates the decisions taken with respect to the production process, controls, equipment and software, quality check processes and tools, team strength, team skill composition, expected production and quality levels, training plans and tentative dispatch schedules.

• The project plan may be revisited and changes made if it is so determined during the implementation of the project, provided the same has been signed off by a Management Representative.

• Any modification / addition / deletion of one or more steps/processes that may impact the project substantially will require the written approval of the Project Manager. The Project Manager liaises with the Management Representative and the end client to keep them updated on the status of the project at all times.

• The production process starts when we receive the shipment for conversion from the client. Following slides will depict in details the process flow and the steps/processes involved.


Receiving and Recording Shipments

• Every shipment received is recorded in the “IN” register at the entry point. This register entry is verified by at least two different personnel and signed off.

• The digitized IN register data is then transferred to the Inventory Management and Control Team

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Moving Documents to the Central Storage Area

• The shipment is now moved to a central storage area, which is an secured and protected enclosed space with restricted access to authorized personnel only.

• Security measures are in place to protect the documents from theft and unauthorized access. Anti-intruder alarm systems are installed.

• High standards of cleanliness is maintained at all times within the storage area with housekeeping being done on a daily basis.

• Strict filing procedures, tidiness and organization is observed to ensure that documents do not mix up and get misplaced as this can cost to search and locate.

• A separate register (Stores Register) is maintained at this area to ensure proper tracking of documents moved between the storage area and production. The documents are moved from Storage to Inventory in appropriate batches for counting and labeling.



Carton Marking and Identification

• The cartons are marked and color coded to identify the vessels/ships they belong to

• Mapping of the batches is decided, documented and implemented.

• Copy of this document is available with every person working on the project.



Inventory for Document Scanning

• The Inventory Management and Control (IMC) team conducts a physical inventory of the batch received, unpacks the boxes, and enters the information till the unit level.

• The unit level is a page. Each page is numbered during the counting process, and manual page count is updated. Two different persons create this list and digitize it. The digitized lists are electronically compared and any discrepancies are reported. For each error, the physical inventory is repeated and the errors are reconciled. The final digitized Master Inventory List (MIL) forms the backbone of the project.

• The MIL will contain a unique code for each manual, and this code will be the primary key for identification of any record throughout the process. The MIL is a Read only file that can be updated only by those authorized to make changes therein. The Project Manager has complete rights to update this file, with process owners having restricted rights pertaining to their process alone. Every member working on the project has access to read the file.


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Inventory for AutoCAD Drawings

• At this stage a separate list of drawings to be digitized in AutoCAD is also prepared, with corresponding details about the batch/ manual/ page number where it belongs. This data will also be available in the Master Inventory List. The list is forwarded to the AutoCAD conversion Process Owner for planning purposes.

• The IMC team then unbinds the documents and sends them to the Scanning Team.

• Registers in the Store as well as IMC are updated and signed off accordingly by the Inventory Team Lead and the Scanning Process Owner after verifying that the physical movement of goods has been done.

• IMC team maintains a separate register of batches received for Inventory and forwarded to Scanning.


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Inventory – Quality Assurance

• Double entry and compare ensures 100% accuracy in inventory data capture

• Details of documents along with their page numbers, page size and drawings are accurately recorded for effective tracking

• Master List and separate process lists ensure tracking effectively.

• Refer also to “Management Initiatives for Zero-Error, On-Time Execution”



Preparation for Scanning

• While the IMC team is preparing the MIL, the Scanning Process Owner draws up a comprehensive plan for the process, and ensures availability of physical, technical, software and human resources to carry out the work

• Folder structures and file storage paths are decided and documented. The Scanning team is trained in these and also on the specifications for scanning as per the client requirements

• The team members on the Scanning team have a wide range of experience on such projects and are capable of turning around a large number of pages in a given time with highest quality levels

• The manuals are received from Store / IMC after appropriate entries have been made in their respective register.


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Scanning Process - Documents

• The Scanning Team Lead assigns and monitors scanning production which are scanned at a resolution of 300 dpi

• The scanned pages are checked for quality and for any missing / repeated pages.

• Errors in Scanning are recorded in the Scanning Register. This register is used to track corrected pages, and to analyze process efficiencies and improvement over time

• The pages with errors are rescanned and documented. PDF files are created.

• Appropriate status updates are made in the MIL by the scanning process owner/lead

• The PDF files are sent to the QC team for second level QC of the scanning.



Scanning Process - Drawings

• An authorized person identifies the drawings that need to be created in AutoCAD and gives this list to the Scanning Process Owner.

• The scanning process owner refers to the AutoCAD conversion list and sends the appropriate drawings to the AutoCAD Team lead for digitization, after creating and updating the AutoCAD conversion register.

• All 3 personnel – the authorized person, the Scanning Process Owner and the AutoCAD Team Lead sign-off on this register.



Scanning Process – Quality Assurance

• This being the most crucial stage of the conversion process, there are two levels of Quality Check incorporated.

• At the second level of QC appropriate penalties are built-in.

• Errors in scanning, if any are rectified here. An error report is appended to the Scanning register. The errors generated at this stage are viewed critically and continuous efforts are made to bring this close to zero. Appropriate penalties are applied to errors identified at this stage.

• The chance of a scanning error progressing beyond this stage is nil.

• Documentation of the errors helps in training and continuous improvement.

• After completing the above, the final “Error Free” PDF files from the Scanning Process are sent to Cleaning & PDF creation. The Scanning register at this stage is signed – off by the Scanning Process Owner and the Cleaning Process Owner.




AutoCAD Digitization

• The AutoCAD conversion Team Lead refers to the register and assigns drawings for conversion to our team of experienced Naval Draftsmen.

• The scans for the drawings are received from the scanning team which is used as a basis for creation of AutoCAD drawing

• Create color palette scheme for plan as per IMO and industry standards

• Transfer of exact details of original plan to the digitized one including the Class Society seal/stamp

• The team works on each drawing and converts the same into an AutoCAD drawing.

• Printouts of the drawings thus created are compared with the original document. Any errors are recorded in the register for training and analysis. Errors are corrected and files are converted to PDF & DWG.

• Final drawings are created and sent to the Indexing Team, after updating the register with sign-off from the AutoCAD Team Lead and the Indexing Process Owner.

• The AutoCAD team lead also updates the relevant fields in the MIL.



AutoCAD Digitization – Quality Assurance

• Quality check by verifying with the printed drawing ensures an error-free drawing. Verification of plan is done using modern data comparator

• QA checks are performed by certified, experienced naval expert (of over 20 years experience) with a thorough understanding of the designs pertaining to tanker vessels.

• Dual stage Final review by digital comparator and detailed inspection by experienced senior marine manager

• Errors in plotting, if any are rectified here. An error report is documented and handed over to the AutoCAD team lead. The errors generated at this stage are viewed critically and continuous efforts are made to bring this close to zero. Team is incentivized for Zero-error deliverables.

• The chance of any error progressing beyond this stage is almost nil.





MAIN BENEFITS OF DIGITIZED PLANS OVER SCANNED PLANS

Absolutely clear, full IMO standard color AutoCad/PDF version file

Less than 1/10th the size as compared to a scanned image (2 MB versus 20 MB for an average full-scale A000 Fire Plan). Can be easily sent as attachments by email

Byte size unchanged when enlarged. Significant increase in bytes when zoomed

Clearer to view when expanded. Scanned images get blurred and hazy

Can be optimized for screen viewing. Scanned images cannot be improved much

Editable using ACAD software. Scanned images are NOT editable

PDF viewer enables viewing of plan without needing ACAD software

Sections can be copied and bookmarked with far greater ease for use in systems such as PMS, Purchase, Drydock, etc. Scanned images have severe limitations

Ability to include /update class surveyor stamp/sign digitally. IACS permitted

Plans created and verified under ISO 9001 standards by veteran experts

Warranty of error-free work and 1 year’s free service for minor updates to plans


TYPICAL SHIP’S PLANS FOR DIGITIZATIONTYPICAL SHIP’S PLANS FOR DIGITIZATION

Fire Safety Plan Drydock Plan

Capacity Plan Propeller Arrangement Plan

LSA Plan Stern Tube Arrangement Plan

Shell Expansion Plan Cargo / Cargo Related Plan/s

General Arrangement Plan/s

Engine Room Arrangement Plan

Fwd Section Plan Piping Diagram-Cargo

Midship Section Plan Piping Diagram-Bunker (IOPP)

Aft Section Plan Piping Diagram-Hydraulic


SAMPLE OF DIGITIZED PLAN


Document Cleaning & PDF Creation

• The scanned images received from the scanning team needs to undergo process of cleaning to achieve a high quality digital image. Following are the cleaning steps performed:

o Orientation, cropping and border areas etc.

o Erasing of Page numbers inserted during inventory

o Alignment of image

o Size of image

o Correct image mode – color/grey scale

o Tonal values

o Brightness and contrast

o Noise

o Missing lines or pixels

o Dithering

• Once the images are cleaned and resemble a high quality digital image PDF files are created for individual documents/manuals.

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Cleaning & PDF – Quality Assurance

• Errors in image cleaning, if any are rectified here. An error report is generated and handed over to the cleaning process lead. The errors generated at this stage are viewed critically and continuous efforts are made to bring this close to zero

• The chance of a cleaning error progressing beyond this stage is nil.


• Convert & Combine TIF Images to PDF file: individual processed TIF/Scanned images are combined in single PDF file

• Convert Image PDF to Searchable PDF: PDF files are converted into searchable PDFs to provide the facility to search text in PDF file

• After completing the above, the final “Error Free” PDF files from the Cleaning process are sent to Bookmarking. The cleaning register at this stage is signed – off by the cleaning process owner and the bookmarking process owner.

• Refer also to “Management Initiatives for Zero-Error, On-Time Execution” Back to Process Flow Chart


Bookmarking - Process

• Files received from Cleaning are assigned for Bookmarking and progress is tracked and updated in the MIL by the Bookmarking Process Owner.

• Bookmarks are created in accordance and conformance to the Table of Contents/Heading levels within the document to each drawing, tables, and figures to make the navigation easy.

• This is a manual process wherein we select each title on the page and create the corresponding bookmark. This process goes page by page. The teams have to look at each relevant section of each page to assign bookmarks.

• The words used for each bookmark are representative of the content that it is assigned to. This makes the use of such bookmarks very convenient and time-saving when linking such sections to PM or DM systems. This is a very important benefit although it involves twice the amount of work as compared to using basic alphanumeric codes like most vendors do.

• The Bookmarked files are sent for quality checks.Back to Process Flow Chart


Bookmarking - Process – Sample Screenshot


Bookmarking – Quality Assurance

• The Bookmarked files are checked for errors.

• Physical checks are performed on the links to ensure accuracy of the bookmarks inserted

• Errors, if any, are documented in the Bookmarking Register and used for analysis and training to improve efficiencies.

• Errors are corrected and files are sent for Indexing.

• Chance of a bookmark errors progressing beyond this stage is almost nil.

• Bookmarking Register is signed off by both Bookmarking Process Owner and the Indexing Process Owner.




Indexing

• The Indexing Process Owner prepares an Indexing Register and records the files received from the AutoCAD team as well as Bookmarking team, and tags the source appropriately

• Files are assigned for Indexing and the process is completed as per the requirement

• Index is created in accordance and conformance to the hierarchy of the documents as per the inventory or as per client preference. Normally 4 main categories are created: MACHINERY, ELECTRICAL, DECK & DRAWINGS.

• The DRAWINGS section contains drawings that are not assigned to any specific manual/s, e.g. the ship’s main plans (Fire, GA, Capacity, DD, etc)

• MIL is updated

• Indexing Process Owner sends the documents to IMC and the Indexing Register is signed off by the Indexing Process Owner and the IMC Lead.



Indexing

MAIN INDEX SAMPLEMAIN INDEX SAMPLE


Final – Quality Assurance

• Final Quality Check of the files is done, errors if any are recorded in the Indexing register and errors are corrected.

• Quality check at this stage is of the highest level.

• The established system of incentives for error-free work and penalties for errors encourages proactive and thorough output from the entire team.

• Documentation of the errors helps in ensuring that the error is not repeated and also in training and continuous improvement.

• The chance of any error progressing beyond this stage is almost nil.

• After this final QA, deliverables are readied. Final Output is an AUTORUN DVD. On inserting it into a DVD drive, the Main Index page will open automatically & all the links will work from this page.

• Indexing Process Owner also sends the files in the final format to DVD to the Project Manager and a copy to the Backup drives and IMC each. This is also signed off on the Indexing Register by sender and recipient.




PROJECT DELIVERABLESI. STANDARD DELIVERABLES (included in quoted fee):

i. 1 DVD containing the following:a) Full set of Industry standard color AutoCad and PDF files for

each selected planb) Full set of PDF high resolution scanned, bookmarked and

indexed ship’s manuals and drawingsc) Auto-run full search PDF E-Browser & Catalogue functionality

ii. 6 months warranty for free rectification of errors in work deliverediii. Special Additional Benefit : 1 year free service for minor changes

and adjustments to delivered plans

II. OPTIONAL DELIVERABLES (additional charges apply):i. Color full-scale hard copy prints of each selected planii. Additional photocopies of manuals/documents (as per valid

copyright permissions)iii. Lamination of selected plans (e.g. Fire Plan, for display on board

vessel)iv. Urgent return of source data to clientv. Urgent Delivery of productvi. Modifications/changes to delivered plans beyond minor changes or

beyond the 1 year special additional benefit indicated above

(Refer to the contract document for details)


Repacking

• The IMC Lead on receipt of the documents checks the MIL status updates for accurate reporting. In case of any missing data, the IMC Lead advises the appropriate process owners to complete the same.

• The IMC Lead assigns batches to the team for stapling/ binding/grouping pages and manuals. Reverse engineering using the color codes used in Step 1 are applied and boxes are packed in the manner in which they were received.

• Any missing documents are rechecked and added.

• Boxes are sealed and corresponding DVDs are labeled and packed for dispatch.

• The MIL is updated and an email notification is sent to the Project Manager, Store Lead, Management Representative – stating that the shipment is ready for dispatch.

• Inventory is physically dispatched to the Central Storage Area. The Stores register is signed off by the IMC Lead and the Storage Lead.



Dispatch

• The Project Manager decides the dispatch schedule and sends out the documents as well as digitized versions accordingly.

• The Project Manager sends updates for invoicing to Finance department and the Management Representative.

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Backup

• A digitization project must include a back up plan for all the processed images and data for disaster recovery

• If media fails or computer crashes, backup is important at every stage where there is modification of images to avoid redoing previously accomplished stages

• Backup is done after each and every process of scanning, cleaning, bookmarking, indexing, AutoCAD conversion and final quality control.

• A final backup for all the finished documents is done on durable media that allows easy access such as hard drives and DVDs.

• Backups are kept for a period of one year after which they are destroyed in the interest of client IP and confidentiality.



Project Tracking Documents and Ownership

SR. NO DOCUMENT NAME FORMAT CREATOR / OWNER SIGN-OFF ROLES UPDATE RIGHTS

ROLE EXTENT

1 Project Plan Powerpoint Project Manager Management Representative, Project Manager

Project Manager Full

2 IN Register Excel Front Desk Project Manager, Administration Resource

Project Manager, Administration Resource

Full

3 Stores Register (created from IN register)

Excel Stores Lead Stores Lead, IMC Lead Stores Lead Full

4 Master Inventory List (MIL) Excel Inventory Management and Control (IMC) Lead

PM (daily) All Process Leads Process specific update access, rest- read access

PM Full

All team members Read Only

5 Inventory Register Excel IMC Lead IMC Lead, Scanning Process Owner

IMC Lead Full

6 Scanning Register Excel Scanning Process Owner Scanning Process Owner, AutoCAD advisor, AutoCAD Team Lead, Bookmarking Process Owner

Scanning Process owner

Full

7 AutoCAD Register Excel AutoCAD advisor, AutoCAD Team Lead

AutoCAD advisor, AutoCAD Team Lead, Indexing Process Owner

AutoCAD Team Lead Full

8 Bookmarking Register Excel Bookmarking Process Owner

Bookmarking Process Owner, Indexing Process Owner

Bookmarking Process Owner

Full

9 Indexing Register Excel Indexing Process Owner Indexing Process Owner, IMC Lead

Indexing Process Owner

Full

10 Internal Audit Report Excel Quality Task Force Lead Quality Task Force Lead, Project Manager, Process Owners, Management Representative

Quality Task Force Lead

Full

1 FAROHAR ENTERPRIZE PTE LTD. Email: [email protected] Ph: +6591868500 [email protected]...

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Transcript of 1 FAROHAR ENTERPRIZE PTE LTD. Email: [email protected] Ph: +6591868500 [email protected]...