S U C C E S S S T O R Y

E N T E R P R I S E I N F O R M A T I O N M A N A G E M E N T

INDUSTRY

• Oil and Gas

BUSINESS CHALLENGE

• Industry ISO codes require the proper system security and controls, availability to information, and accurate and reliable information.

• High volume of project files

BUSINESS SOLUTION

• OpenText™ Content Suite

• OpenText™ Engineering Document Management

• OpenText™ Transmittal Management

• OpenText™ Tempo™ Box

• OpenText™ Content Intelligence (WebReports)

• OpenText™ Enterprie Connect

• OpenText™ Brava!™

BUSINESS BENEFITS

• Secure, automated corporate and engineering information management

• On-time, on-budget engineering projects

Energy Company Enhances Engineering Information Management for Multi-Billion Dollar LNG Capital Projects

Time and Cost Efficiencies Secured with OpenText Technology

Strict regulation, tight turnaround

The oil and gas business is highly scrutinized. Companies are required to meet Industry ISO codes and requirements that are very strict pertaining to the proper system security and controls, availability to information, and accurate and reliable information.

Technical document review processes are particularly time sensitive. Throughout the life-cycle of a project, starting with Front End Engineering and Design (FEED), detail design, installation, hook-up, and commissioning, to final handover to operations – the volume of information required to be managed, exchanged and referenced is enormous. Various stakeholders, such as project teams, Engineering Procurement and Construction (EPC) contractors, fabricators, vendor suppliers and operations collaborate with each other. Managing and controlling technical document revisions in a collaborative and integrated environment is critical to ensuring a smooth transition of information from any phase within a project.

This company realized the importance of implementing an Enterprise Content Management (ECM) system to ensure its information was secure and to provide functional groups with reliable access to all corporate and technical information, documents and drawings. During the lifecycle of a project, or simply operating and maintaining a facility, there are numerous complex interface exchanges for information and a large number of documents and drawings generated. Defined ECM automated workflows within the information management system (IMS) would ensure the documents are processed quickly, effectively and efficiently.

For security and timeliness in a highly regulated industry, this energy company chose the OpenText™ Engineering Document Management (EDM) solution, which leverages the OpenText Enterprise Content Management (ECM) Suite, to integrate processes and content from other applications, ensuring that appropriate compliance and control underpin all activities.

ENERGY

www.opentext.com • sales@opentext.com • 800 499 6544

S U C C E S S S T O R Y

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“OpenText Content Suite, with Engineering Document Management and Document Control, is by far the most proven system and is the most flexible and adaptable for complying and maintaining information/document control requirements.”

INFORMATION/DATA MANAGER

Easy selection, smooth implementation

Following a thorough assessment and evaluation, the company selected OpenText™ Content Suite Platform with Engineering Document Management and Document Control. The robust, industry proven ECM IMS solution met its requirements for maintaining information and document control processes and procedures and tight security controls.

The configuration and implementation of Content Suite moved forward in a two-phase roll-out plan and schedule: the first phase was configuring and rolling out the Corporate Management followed immediately by the configuration, implementation and roll-out of the Engineering Information.

Flexible, integrated ECM enhanced for engineering specific process and control

As a whole, Content Suite serves as a web-based environment for its engineers and clients to share and collaborate on engineering documents. Reviewers, designated by discipline such as electri-cal or mechanical, receive notifications to check their workspaces and complete a review within a specified timeframe, enhancing accountability. The engineering dashboard includes industry specific capabilities that drive its specific technical/document control processes.

OpenText™ Automatic Document Numbering assignment function manages naming conventions for the Master Document Register.

OpenText™ Controlled Revision Tracking manages controlled records from creation to disposition. By providing a controlled Master Record environment, users of drawings, SOPs (Standard Operating Procedures), manuals, and other content are ensured the content they are using is the latest approved revision available.

Content-centric applications further enhance collaboration among the company’s professionals and its clientele.

OpenText™ Brava!™ allows all designated users working in an extended enterprise to open a file with Brava! already initiated, making the ability to mark-up, redline files, and name each review layer quickly and easily.

OpenText™ Content Intelligence enables the company to monitor and control the status of documents. Automated or on-demand reports provide content analysis at a glance.

The OpenText™ Transmittal Management function handles incom-ing and outgoing transmittals using a well-defined, designed and implemented workflow. Transmittal Management provides a smooth transparent interface of documents and secures a complete lifecycle for capital project’s transmittals, from creation, review to compliance auditing and corporate document retention.

Content Suite and Engineering Document Management functions integrate seamlessly with other OpenText solutions, such as OpenText™ Tempo™ Box. Tempo Box offers easy portal access, allowing designated outside users, such as EPC contractors and external agencies, to view documents within Content Suite in a secured folder. OpenText user permissions and controls function ensure the secured “portal” folder is only available to designated users, thus safeguarding and protecting the integrity of its documentation.

The energy company also recognizes value in a unified approach that places engineering and corporate systems in the same loca-tion. Whether it is technical or non-technical information — such as correspondence, memorandums, etc. — it is all in one central repository with the same information management rules, secu-rity and controls, processes, procedures, and policies applied, making it easier for the company to manage and control.

Efficiency and cost savings

OpenText’s design flexibility and capability to configure and imple-ment an automated document review, consolidate and approve workflow results has an immediate impact on project documenta-tion turnarounds, a controlled process for capturing and updating comments and a tight control on revision history. Another efficien-cy impact will be the realization of less recycle time for document reviews and updates ensuring cost savings and increased effi-ciency for the company.

Operational efficiency

The company is now in a position to manage and control project review documentation and drawings in 10- to 14-business day turnarounds through seamless collaboration using the Document Distribution Matrix and the review, consolidate and approve work-flow initiated internally by OpenText ECM engineering solutions.

Their review, consolidate, and approve workflow process should greatly enhance information interface and exchange with their contractors. Automated workflow through Transmittal Manage-ment keeps projects on schedule. If the project is on schedule, it is within budget.

Enterprise Connect ensures user adoption

OpenText™ Enterprise Connect, a desktop interface that allows users to interact with Content Suite from Microsoft® Office appli-cations, launched users immediately into the system. Enterprise Connect provides the look and feel of working in Microsoft® Outlook, offering an instant familiarity for users.

OpenText™ Content Suite with Engineering Document Management offers consistent management and a single- point of truth for its engineering documents, drawings and processes. By providing the energy company with a methodology to track, capture and manage the flow of information, it is better able to reduce risks, increase compliance and save costs by avoiding unnecessary expenditures.

ENERGY