Large Pipeline Company
A large Pipeline Company grew rapidly through acquisition. As a result, paper and electronic engineering documents were distributed across multiple systems, shared drives, and multiple field site locations. The company was challenged to consistently produce documentation when required.
Challenges
- Up to date information was difficult to find, and many staff did not have access to the information they needed to perform their jobs
- The quality of the documents and data that was available was very low, eroding trust and tempting staff to keep ‘shadow’ copies
- Expensive software licenses and specialized contract resources were required to maintain multiple systems
- Lack of standardized governance across systems and storage locations
- Multiple stakeholders and departments impacted, but none with a clear mandate to address the problem unilaterally
Solutions
The Company engaged ReVisionz to build and execute an Engineering Document Management Strategy. Initial analysis was completed on the existing processes, information, and technology, which contributed to the selection and purchase of a cloud-based system.
As the implementation continued, governance was created to identify the types of documents and associated data that would be centralized. Several million engineering and projects documents were reviewed in detail, and a subset was migrated into the new solution. The team migrated documents out of dozens of different systems and locations, consolidating the documentation into a single source of truth.
Finally a change management and training campaign was enacted to ensure that all stakeholders were aware of the new processes and trained on how to use the new tool.
Outcomes
Easily Accessible Information
The company realized immediate benefit when an untimely incident occurred at a field location. The supporting drawings and associated procedures were quickly retrievable and accurate, potentially saving millions of dollars in penalties and lost revenues.
Time & Resource Efficiency
Drafting & project team members saving time by reusing native files and templates, and operators and technical services spending less time searching for asset information
IT & Management Simplification
From a corporate perspective, the IT department benefited from the consolidation of systems and licensing and the reduction in support they are required to provide.
Enhanced Asset Management
With an established engineering document management foundation in place, the company continues to progress their maturity in Asset Information Management and Operational Excellence. Strides have been made in facilitating automated electronic turnover during projects, and quantified/score carded handover upon project completion.