Document Management With Workflow Presentation


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Lessons learned from the Bonny River Terminal NGL Expansion Project about use of an electronic document management system which used workflow.

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Document Management With Workflow Presentation

  1. 1. Project Documents “The Paperless Project” Lessons Learned from the Bonny River Terminal NGL Expansion Project
  2. 2. Key Project Document Issues <ul><li>Estimating the number of documents </li></ul><ul><li>Correct document naming and filing </li></ul><ul><li>Use of the latest version </li></ul><ul><li>Minimize wasted paper </li></ul><ul><li>Manpower required for document coordination </li></ul><ul><li>Turn-a-round time for reviews </li></ul><ul><li>Project end – distribution of final project documents </li></ul><ul><li>Measurement of Engineering completion by document deliverables </li></ul><ul><li>Use of a Document Management System with Workflow resolved many of these issues. </li></ul>
  3. 3. Brief Project Description which used a Document Management System with Workflow <ul><li>Onshore Nigeria, Stick built NGL fractionation, storage and offloading facility, EPC lump sum contract </li></ul><ul><ul><li>Project size: $270 Million of which </li></ul></ul><ul><ul><li>$186 Million for EPC firm </li></ul></ul><ul><ul><li>Original estimate: 139,900 engineering man-hours </li></ul></ul><ul><ul><li>final: 188,300 engineering man-hours </li></ul></ul><ul><ul><li>Original estimate of documents: 1196 </li></ul></ul><ul><ul><li>final: 2260 </li></ul></ul><ul><ul><li>Train 2 to be similar to Train 1 built 10 yrs before </li></ul></ul><ul><li>Engineering firm used INDRA as Document management system. INDRA only used on one of the 6 EPC subprojects </li></ul><ul><li>This review is neither to recommend nor discredit use of INDRA but to provide how use of it resolved some of the Project document management issues. </li></ul>
  4. 4. Document Management Systems <ul><li>There are many Document Management Systems (DMS), they allow storage and retrieval of native documents. Workflow is the incorporation of rules for document authentication; who created determines document routing for review before issue for client review. </li></ul><ul><li>DMS are such as: </li></ul><ul><ul><li>Domino by Lotus </li></ul></ul><ul><ul><li>Docushare by Xerox </li></ul></ul><ul><ul><li>Documentum </li></ul></ul><ul><ul><li>Lava by Opentext </li></ul></ul><ul><ul><li>Sharepoint by Microsoft </li></ul></ul><ul><ul><li>Ultradata by OnBase </li></ul></ul><ul><li>INDRA is not well known, is by a </li></ul><ul><li>leading Spanish IT firm </li></ul><ul><ul><li>The workflow is specific for this </li></ul></ul><ul><ul><li>EPC Firm </li></ul></ul>
  5. 5. Technical Document Flow – EPC Firm to Company <ul><li>PREPARED BY </li></ul><ul><li>EPC FIRM </li></ul><ul><li>Specifications </li></ul><ul><li>Drawings </li></ul><ul><li>Calculations </li></ul><ul><li>Requisitions </li></ul><ul><li>Vendor Information </li></ul><ul><li>WinPCS </li></ul><ul><li>Commissioning </li></ul><ul><li>checksheets </li></ul>INDRA Only EPC Firm access EPC Firm Internal Review EPC Firm Document Coordinator (DC) Makes hard copy and Transmittal Automatic E-Mail notice of New or changed document Company DC Hard copy with Transmittal INDRA Document Storage Company Lead / PMT review Hard Copy Approval/ Comments On Comment Review Sheet Logged Into INDRA Read Only Access Native Document 2260 issued Technical Documents This was not a paperless project.
  6. 6. Technical Document Flow – Company to EPC Firm <ul><li>All Documents reviewed by Company are returned to Company Document Coordinator (DC) with a Comment Review Sheet </li></ul><ul><li>No email correspondence, written only </li></ul><ul><li>Company Document Coordinator transmits an Adobe .pdf signed copy of Comment Review Sheet to EPC Firm, files hardcopy (comments on hard copy are NOT transmitted). Hard copy is not signed nor initialed. </li></ul><ul><li>Operations requested hard copy to be signed or initialed, but only final document after redlines picked up, is ever initialed. </li></ul><ul><li>Company has read only access to all documents and Comment Review Sheets in the DMS, both latest and all previous versions during full life of the project. </li></ul><ul><li>As-Built drawings were “red lined” at the construction site, sent back to the EPC Firms office to be updated and loaded into the DMS (at project end). </li></ul>
  7. 7. Non-Technical Document Flow – EPC Firm to Company <ul><li>PREPARED BY </li></ul><ul><li>EPC FIRM </li></ul><ul><li>Letters </li></ul><ul><li>Transmittals </li></ul><ul><li>Technical Queries </li></ul><ul><li>Query Response </li></ul><ul><li>Faxes </li></ul><ul><li>E-Mails </li></ul>INDRA Only EPC Firm access EPC Firm Internal Review EPC Firm DC Makes one hard copy And sends original with Copy and Transmittal Automatic E-Mail notice of New or changed document Company DC Original plus one copy With Transmittal INDRA Document Storage, Restricted access Company / PMT review Original signed And returned By Appropriate Manager Logged Into INDRA Read Only Access EPC Firm DC
  8. 8. Non-Technical Document Flow – Company to EPC Firm <ul><li>All Non-Technical Documents sent to Company are routed through Company Document Coordinator with written response returned with appropriate level of manager signature. The hard copies are filed and .pdf copies with signatures stored in the DMS. </li></ul><ul><li>No email correspondence, written only </li></ul><ul><li>Storage of these documents had restricted access. </li></ul>
  9. 9. Observations for Key Project Document Issues <ul><li>Use of this DMS minimized wasted paper: </li></ul><ul><ul><li>This was Not a “PAPERLESS PROJECT”. </li></ul></ul><ul><ul><li>One hard copy made for each document (for each review plus one final hardcopy). </li></ul></ul><ul><li>Correct document naming relies on document creator </li></ul><ul><ul><li>The DMS will correctly store the document according to the document (file) name, but can not check the correct use of the file name. </li></ul></ul><ul><li>Pulling up the latest version was assured. </li></ul><ul><ul><li>Earlier versions could also be viewed or printed. </li></ul></ul><ul><li>Manpower required for document coordination was lower, subjective </li></ul><ul><ul><li>The company used one full time, one part time person. </li></ul></ul><ul><ul><li>The EPC Firm used one full time, 3 part time persons. </li></ul></ul><ul><li>Turn-a-round time for Company document reviews, no effect. </li></ul><ul><ul><li>Subject to engineering workload, travel </li></ul></ul><ul><ul><li>Both Company and EPC Firm DC had up to a 24 hour turn over time lag. </li></ul></ul><ul><li>End of project distribution of final project documents, Easy! </li></ul><ul><ul><li>Download of all native format documents to External hard disks with USB connection. </li></ul></ul><ul><ul><li>Easy upload into the Company’s data system, Documentum. </li></ul></ul><ul><ul><li>2 weeks of an IT’s time to write the bridging software. </li></ul></ul><ul><ul><li>One hard copy sent to site required a small shipping container </li></ul></ul>
  10. 10. Observations for Key Project Document Issues cont’d <ul><li>This and other Document Management Systems (DMS) are for data storage and do not project future storage needs </li></ul><ul><ul><li>The original estimate was 1196 technical documents based on an estimate from the first train built 10 yrs before. </li></ul></ul><ul><ul><li>The final count was 2260 technical documents. </li></ul></ul><ul><ul><li>For this project, Engineering reimbursement was based on status of documents listed in the DMS. </li></ul></ul><ul><ul><li>The Company requested a monthly updated list of documents. </li></ul></ul><ul><li>Measurement of Engineering completion by document deliverables is possible. </li></ul><ul><ul><li>Better formula for completion recommended, the Company payment was even or ahead of actual engineering completion. </li></ul></ul>
  11. 11. Other Observations & Comments <ul><li>Access to the DMS only by an EPC Firm connected computer, no internet access. </li></ul><ul><ul><li>However, the EPC Firm used a low cost engineering center (Pakistan) and use of the DMS worked well. </li></ul></ul><ul><ul><li>Access from the construction site worked, but was slow due to a slow connection. Drawings were red lined but not updated in the field. All drawings returned to the EPC Firm’s home office to be updated at project end. </li></ul></ul><ul><li>Printing size of drawings are limited to the printer available. A .pdf version of drawings can be printed on 11”x17” (A3) size paper (but may not easily be read). </li></ul><ul><li>The access computer must have the read software for the document. For example, if the document is an AutoCad file, to view the native drawing requires the access computer to have an AutoCad viewing software. </li></ul><ul><li>The method to search for a file worked but was not user friendly. </li></ul><ul><li>Easy to know the document status: Issued for Design (IFD), Issued for Construction (IFC). </li></ul><ul><li>Files were stored by using the EPC Firms document numbering system. The Company document number was not as user friendly, it could be used. All documents have dual file numbers. </li></ul><ul><li>At Project end, all documents for Operations were printed for one hard copy. All data downloaded to external hard disks with USB connection to upload to the Company’s Documentum DMS. All data in the DMS, INDRA, then deleted. Continued use of INDRA required purchase of a license. </li></ul><ul><li>At final count, there were 8053 documents (printed on paper) issued for Company review to achieve the 2260 Technical Documents stored as final issue on the DMS. </li></ul>
  12. 12. Lessons Learned <ul><li>Achieving a “Paperless Project”, difficult, minimize excess use of paper by using a DMS. </li></ul><ul><li>Eliminated use and distribution of “out of date” documents by use of a DMS. </li></ul><ul><li>Simplified end of project transfer of documents by using a DMS. </li></ul><ul><li>Use of the DMS for Engineering status requires a formula that accounts for growth. </li></ul>
  13. 13. Back Up Data
  14. 14. Work Breakdown Structure Operations Components Activity Compression, Quarters & Flare Platforms Pipelines, Risers, IMP & Bridges Platform Revamps & Wellhead Tie-Ins Drilling NGL Platform Pipeline & Risers On shore Bonny River Terminal Expansion Project Management & Technical Services FEED Feed Engineering Company Detailed Engineering Procurement Fabricate Pre-Commissioning EPC 1A (Technip) EPC2A (Saipem) EPC 4A (Wilbros) Drilling Contractor EPC 1B (HHI) EPC 2B (STOLT) EPC3 (JGC) Transportation to Site Installation Hook-up & Commission Startup & Operate Operations Pressure Maintenance NGL Extraction $2.4 Billion <ul><li>$270 Million </li></ul><ul><li>NGL Feed </li></ul><ul><li>65,000 Bbl/day </li></ul><ul><li>32,000 C3 </li></ul><ul><li>21,000 C4 </li></ul><ul><li>12,000 C5+ </li></ul>Only INDRA Use
  15. 15. INDRA <ul><li>INDRA is the leading Spanish Information Technologies and Defense Systems Company with six markets: </li></ul><ul><ul><li>Defense and Security </li></ul></ul><ul><ul><li>Transport and Traffic </li></ul></ul><ul><ul><li>Energy and Industry </li></ul></ul><ul><ul><li>Telecom and Media </li></ul></ul><ul><ul><li>Finance and Insurance </li></ul></ul><ul><ul><li>Public Administration and Healthcare </li></ul></ul><ul><li>A third of the world’s air traffic is managed by INDRA’s software </li></ul><ul><li>Major underground railway systems use INDRA software: Madrid, Barcelona, Paris, Shanghai, Athens and Santiago de Chile </li></ul><ul><li>More than 120 utilities’ companies use INDRA Technology solutions. </li></ul>
  16. 16. Project Management Software <ul><li>Project Management Software such as Microsoft Office or Primavera provide a structured approach to scheduling and tracking tasks and progress. </li></ul><ul><ul><li>Generic term covering many types of software </li></ul></ul><ul><ul><li>Typically include: </li></ul></ul><ul><ul><ul><li>Scheduling and dealing with uncertainties in time duration, developing the critical path </li></ul></ul></ul><ul><ul><ul><li>Resource allocation, limitations of manpower or equipment </li></ul></ul></ul><ul><ul><ul><li>Cost control </li></ul></ul></ul><ul><ul><ul><li>Budget management </li></ul></ul></ul><ul><ul><ul><li>Provide historical information on project progression </li></ul></ul></ul><ul><ul><ul><li>Provide early warning of risks, and interferences </li></ul></ul></ul><ul><ul><ul><li>Provide reports in various levels of details for a variety of readers </li></ul></ul></ul><ul><li>Microsoft Project is the market leader having sold 20 million users licenses as of 2006. Microsoft Project 2007 integrates data with Microsoft’s Data Management system, Sharepoint. </li></ul>
  17. 17. Engineering Status Weekly Report Documents listed in the Document Management System was used to Determine % Complete