ECM and SharePoint

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The combination of FileNet and SharePoint enable delivery of a simple and secure means of remote access to project documents. Provide a collaboration space for project documents. The solution is intuitive, requiring minimal training.

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ECM and SharePoint

  1. 1. ECM and SharePoint in AMEC Paragon – A Case Study Marc-Henri J. Cerar IBM Information on Demand 2008 – Oct. 29th, 2008 Session TCM-2948A
  2. 2. AMEC Introduction
  3. 3. AMEC – Areas of Operation mining Upstream Midstream Downstream 3
  4. 4. AMEC at a Glance AMEC is a leading international project management, engineering and services company. We design, deliver and support clients’ assets, from local technical services to international landmark projects. AMEC's Natural Resources, Power and Process and Earth and Environmental businesses employ over 23,000 people in more than 30 countries globally. Worldwide annual revenues of over US$4.6 billion 4
  5. 5. AMEC Paragon at a Glance AMEC Paragon is AMEC’s hub for oil and gas operations based in Houston, Texas, providing engineering, materials management, and construction management services to the oil and gas, pipeline, and midstream industries. More than 700 people Completed more than 4,000 projects in 30 countries for over 260 clients. 28 Year History of Excellence in Houston 5
  6. 6. AMEC Paragon FileNet System Overview FileNet has been in use at AMEC Paragon for more than six years. An overview of our current environment: – Production FileNet 3.5.2 system consisting of Content Engine, Process, Engine, and eForms. This system is currently being migrated to our new FileNet 4.0 system. – Production FileNet 4.0 system consisting of Content Engine, Process Engine, eForms. Deployed with Fusion user interface. – Approximately 700 users, more than 100 active projects, and more than 300,000 documents. 6
  7. 7. The Challenge Deliver a simple and secure means of remote access to project documents. Provide a collaboration space for project documents. The solution must be intuitive, requiring minimal training. 7
  8. 8. Early Attempts and Lessons Learned
  9. 9. Using Our ECM for Collaboration Provided client and third party access to our ECM – Remote VPN configured to allow remote access to the ECM. The security found to be problematic. Different company desktop configurations and security measures were a constant source of frustration. – Security rules for AMEC user accounts found to be cumbersome. AMEC required password reset and account expiration to protect the corporation. – Required lengthy and repeated training sessions. Each session was a minimum of two hours. WebEx sessions for training remote users arranged. 9
  10. 10. Access to Our FileNet P8 EDMS Results and Past experience: – The environment, taxonomy, access, etc was completely foreign to clients and third parties. Our ECM was built to our specific needs. – Customer and third party learning curve was difficult – Customer and third party access not easily customized to their specific needs – Overall feedback was negative and the results were disappointing 10
  11. 11. Building Our Strategy
  12. 12. Quick Thought There is a slightly odd notion in business today that things are moving so fast that strategy becomes an obsolete idea. That all you need is to be flexible or adaptable. Or as the current vocabulary puts it, quot;agile.quot; This is a mistake. You cannot substitute agility for strategy. If you do not develop a strategy of your own, you become a part of someone else’s strategy. You, in fact, become reactive to external circumstances. The absence of strategy is fine if you don’t care where you’re going. — Alvin Toffler 12
  13. 13. Strategy for Sharing ECM Content An environment which… …enables the collaboration …of all parties …involved in a project …executed from multiple locations …safely, efficiently and effectively 13
  14. 14. Business Motivators However fit-for-purpose our skills may be, in the end, we are AMEC Paragon an Engineering company and not a Software Development company. We look to IBM, Microsoft, and Sword to provide architectural features that allow us to configure, not custom-build, a core application framework supporting our business process requirements. We require an extremely flexible and powerful architecture that supports all of our requirements and frees us to focus on the bigger picture – content management and business process management – that provides even greater ROI to our organization. 14
  15. 15. Building the Strategy AMEC Paragon’s strategy lead to the selection of using Fusion with SharePoint 2007 – Fusion from Sword is a web-based application that runs as an application layer on top of FileNet P8 4.0. Key points which lead to this selection: – Fusion has integration with SharePoint 2007. – SharePoint provides a Collaborative Workspace with a simple user interface. – SharePoint is used by most major customers offering a familiar look and feel. – With SharePoint minimal training is required. – SharePoint hosted in a DMZ minimized security concerns 15
  16. 16. Our Collaboration Use Cases
  17. 17. Building the Use Cases Building the strategy before the technology for Collaboration could be implemented. – Established the use cases for Collaboration – Business processes, procedures, and work instructions needed to be documented & optimized – Needed to plan for how we create and manage our documents 17
  18. 18. Use Case #1 Collaborative Review Session (CRS) 1. Fusion issues a package of 2. Participants (AMEC and non- documents to Collaboration AMEC) receive an email Manager. invitation with a link to the CRS from Collaboration Manager. 3. The document(s) in the CRS are 4. At the end of the CRS the package reviewed, red-lined, and is returned by Collaboration comments attached. After the Manager to Fusion as a record. participants have completed their review the CRS the consolidator reviews the package and consolidates the comments. 18
  19. 19. Use Case #2 Publish Transmittal with Content 1. Fusion publishes a transmittal with 2. The transmittal recipients the attached document(s) as a (AMEC and non-AMEC) receive package to SharePoint. an email notification with a link to the transmittal from SharePoint. 3. The transmittals and attached documents are stored in SharePoint as records for the duration of the project. The transmittals and documents can be viewed or downloaded but can not be edited. 19
  20. 20. Use Case #3 Published Documents 1. Fusion publishes documents to SharePoint. 2. The documents are stored in a folder structure as specified by the project or client. If a document that was previously published is revised, only the most current version is retained by SharePoint. The documents can be viewed or downloaded but can not be edited. 20
  21. 21. Use Case #4 Supplier Documents 2. SharePoint sends the document 1. Supplier submits to SharePoint a package to Fusion for Document document package. Control. Document may be review as outline by Use Case #1. 4. The document package will be 3. Fusion sends the document transmitted to the supplier as package to SharePoint for outline by Use Case #2. All of Document Control. the documents packages, both the received and returned, will be stored as records in SharePoint. 21
  22. 22. Implementation of Use Case #1 Collaborative Review Session (CRS)
  23. 23. Introduction The goal of the Collaboration Review Session is to provide a secure real-time environment to access documents for sharing, reviewing, and commenting. 23
  24. 24. CRS Benefits Improved Control of Document Versions – The CRS eliminates the email attachment headaches Improved Project Coordination – Comments and approvals are stored in the system versus ad-hoc emails and phone calls Improved Document Security – Secure central server versus email attachments, thumb drives, shared drives , etc… Collaboration Across Geographic Locations – Clients and project offices are becoming much more global 24
  25. 25. Collaboration Terms CS: Collaboration Space CRS: Collaboration Review Session Initiator: The person starting and managing the collaboration process Reviewer: An assigned person responsible for evaluating the selected documents Consolidator: An assigned person responsible for summarize the CRS 25
  26. 26. CRS Overview A CRS can be used for formal or ad-hoc reviews Fusion P8 automatically manages the check-out/check-in process Reviewers and Consolidators are selected by the Initiator Allows simultaneous review sessions A dedicated review instance for a document or group of documents Provides a format for comments, redlines, and approvals 26
  27. 27. CRS Process Diagram Create CRS Browse based on Consolidated Documents Information Engineers or Transmittal Fusion Designers P8 Publish CRS Fusion P8 to CS Updated Initiator Close CRS Start CRS Collaboration & Publish Initiator Space To Fusion P8 Review CRS Consolidate Complete CRS CRS Reviewers Consolidator 27
  28. 28. CRS System Diagram PONY EXPRESS REMOTE USERS REMOTE CLIENT HOOK UP COMMISSIONING AMEC OFFICE E-MAIL, FTP, MAIL VENDORS CONSTRUCTION FABRICATORS AMEC VPN AMEC VPN PROGRESS PROGRESS UPDATE CLIENT UPDATE Fusion Fusion MECH • STORAGE • DISTRIBUTION Collaboration • CHECK IN/OUT • WORK FLOW Manager OWNER DC DC OWNER ENGINEERING DOCUMENTS INST WEB PAGE • FORMS GENERAL • STANDARDS DOCUMENTS • MEETINGS ELEC • SCHEDULE • DOCUMENT INDEX HYPER LINKED VENDOR TO FUSION DC RESP DC DISCP VENDOR DOCUMENTS MECH DC PROGRESS ELEC UPDATE AMEC FIREWALL AMEC DMZ PIPING 28
  29. 29. Walk Through of Use Case #1 Collaborative Review Session (CRS)
  30. 30. Creating a CRS in Fusion P8 The Initiator selects the documents in Fusion P8 The Publish to Collaboration Space menu starts the CRS 30
  31. 31. Creating a CRS in Fusion P8 Cont. Enter the CRS Description Click the Collaboration Space link to launch the CS 31
  32. 32. CRS Welcome Page Review Tasks Consolidate Tasks Review Sessions 32
  33. 33. CRS Initiated and Ready for Review 33
  34. 34. CRS Review Process Reviewers receive an email notification for the new task Clicking the link opens the CRS After clicking the link, the Reviewer can display the CRS information and instructions by clicking the Details tab 34
  35. 35. CRS Review Process Cont. Click the Content Tab to view the documents associated with the CRS Click the Document Title to display the CRS details 35
  36. 36. CRS Review Process Cont. Click the filename view using the native application Click the Markups tab to redline the document 36
  37. 37. CRS Review Process - Redline In the Markups tab, click the Create button to launch the Fusion viewer 37
  38. 38. Review Process – Add Markup Click on the desired markup entity Apply the markup 38
  39. 39. Review Process – Save Markup To save the new markup, click File and choose Save Enter the markup name Click OK 39
  40. 40. Review Process – Approval Click on the Comments Tab, to go to the Approval/Comments Page 40
  41. 41. Review Process – Approval / Comment Click on the Create button to go to the Approval/Comments screen Click the Approval, Reject, or Approve with Comments button and click OK when done 41
  42. 42. Complete the CRS Session Click Close to return to the main task screen Click Complete to finish the review task 42
  43. 43. CRS Consolidation Consolidators receive an email notification with a direct link Consolidators can review the CRS details by clicking the Details Tab To add a new markup click the Content Tab and then click the Document Title field 43
  44. 44. Start Consolidate Process Click the Start Consolidation button to consolidate the reviews and markups 44
  45. 45. Consolidate - Markup Click the filename view using the native application Click the Markups tab to redline the document 45
  46. 46. Consolidate - Markup In the Markups tab, click the Create button to launch the Fusion viewer 46
  47. 47. Consolidate - Markup Open the previous markups for review Add the markup and change any of the previous ones using the same steps from the Review process 47
  48. 48. Consolidate – Save Markup Enter the name of the markup (automatically shows as consolidated) Click OK 48
  49. 49. Consolidate – Approval / Comment Click on the Comments Tab, to go to the Approval/Comments Page 49
  50. 50. Consolidate – Approval / Comment Click the appropriate approval button Enter a comment if needed Click OK 50
  51. 51. Complete Consolidate Process Click the Complete button 51
  52. 52. Closing the CRS The CRS is complete but still has to be closed by the Initiator The closing process updates the information in Fusion P8 The Initiator is notified that the CRS has been completed via email. After accessing the CS Review Sessions screen, click the Title field to launch the Close screen 52
  53. 53. Closing the CRS Cont. Click the Close CRS button Choose the CRS close method and click OK 53
  54. 54. CRS Updated Information In Fusion P8 The updated CRS comments and markups can be viewed by clicking the Markups and Comments links 54
  55. 55. CRS Comments In Fusion P8 55
  56. 56. CRS Markups In Fusion P8 56
  57. 57. Thank you

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