Document managements system

by
Paras Cadd Private Limited
Project Document Management and Hold Management System
Product Introduction
Date: 24th Dec 2021
ISO 9001:2015 CMM Level 5

Infusing Efficiency Through Innovation www.parascadd.com
Product Overview
7/31 Copyrights © 2020
PRODOCS – PROHOLD is a system for
• Electronic Document Lifecycle Management, Document Indexing, Tracking, Processing, Workflow Automation,
Version Control & Archiving, User Dashboard, Document Interface and Security.
• It is also a system for Drawing and Document Hold Management, Discipline-wise, History, Reasons, Time taken
for Removal of holds, Delay analyses, Ready Reckoner, and overall process will save Time and Cost of the Projects

Key Tasks Summary
01
Define Projects, Folders, Files and Settings
Create the Project Description, Folder Structure &
upload the files, Settings → Columns,
Notifications & Misc.
02
File Detailing with Meta Data, Versions
File Discipline, Unit, Originator, Revision, Doc. No.,
Title, Sch. Compln. Date, Critical, Hold / Un-hold,
Category, Tags etc.
03
File Editing and Locking for Multi Editing
File Check-In / Check-Out, Prevention to edit
Meta data, addition of new revisions, Adding or
editing the red lining comments until the file is
unlocked / check-out
04
User Management
Create User, Assignment to the Projects, Groups
and Workflows, Access Control
05
File Workflow and Approvals
Workflow Creation (Parallel and Serial), Files
assignment to the Workflow, Approval /
Rejection processes with remarks
06
File Sharing and Transmittal Management
Share files to individuals or Groups or Public
with / without expiration date. Send Reminders.
Create Transmittals-In and Out.
08
Dashboard and Report
All or Individual Project Dashboard, Separate
Visuals and Reports for Progresses about
documents uploads, Approvals, Holds, Work
Group Scopes etc.
07
Track and Search
Search for Context, File Name, Folder Name,
Meta Data within / across the folder. Search by
File Types and using date range. OCR Language
support.

Define Folders & Files, Masters & Settings
Project 02
Project 01
Project 03
Project N..
PROCCPL
Folder
Upload File
Master Files
PGOLD >
PROCHAL
ePMO
EPCPROMAN
PROHOLD
Document Control Index (DCI)
Master Delivery Register (MDR)
File (.xls)
Attachments
Create
Upload
PRODASH-PI
PROSAFE
DCAD
EPCPROMA
PROAPPS >
+ NEW
Projects Folders and Files Settings
Project Master
Settings
Notification
Settings
Misc. Settings

Masters & Settings

File Metadata and Versions

File Editing / Redlining
Multi User Commenting
Enclosure
Stamping
Signing
Texting

User Management, Workflow and Approvals
Organization A
Project Manager /
Document Controller
Mechanical
Reviewer-1
/ TL-1
Electrical
Reviewer-1
/TL-1
Instrumentation
Reviewer-1
/TL-1
Mechanical
Approver-1
Electrical
Approver-1
Instrumentation
Approver-1
Mechanical
Evaluator-1
Electrical
Evaluator-1
Instrumentation
Evaluator-1
Contractor 1 / 2 / N..
Project Co-ordinator / Manager
Vendor 1 / 2 / N..
Project Co-ordinator / Manager
1-3-1
1-1-2
1-1-1
User Database and
Workflow Approval Groups
Parallel and Serial levels
Approval Workflows are managed

User Management, Workflow and Approvals Cont..

Transmittal Workflow and Approval Codes
Ok
Approved
Trans-In
Trans-Out
Trans-In
AFC Rejected
Trans-Out
Yes
No
Status
Code 4
Status
Code N..
Drawings /
Documents
Discipline A
Discipline B
Discipline N..
Others
(Customized
Codes)
For
Approval
Trans-In
Ok
Trans-Out
Yes
No
No
Yes
Drawings /
Documents
Drawings /
Documents

File sharing
* Features are appearing soon

Track and Search
01 Basic Search
03
Natural Language
Processing (NLP)*
* Features are appearing soon
02 Advance Search

PROHOLD
Suggestions
to minimise
Holds
Reasons for
Hold?
Targets for
removal?
Hold
Category ?
Activities
affected?
On Hold

Brief about the PROHOLD
PROHOLD provides facility to manage holds in the project &
effectively addresses the holds based on the following;
• Managing Hold documents
• Maintaining Hold register
• Associating timelines on hold management
• Alert triggers to stakeholders on missing hold resolution milestones
• Relating teams/ stakeholders against each hold point
• Analyzing the impact of each hold on project progress (against functional
activities, project planning activity ids)
• Distribution map of hold lists across project disciplines/functions
• Holds & hold resolution history sheet

PROHOLD – Details
Hold Categories
(Critical Holds
Non-Critical Holds)
Hold Descriptions
(Standard Lists)
Hold Description
Hold Categories
Reasons for Hold
Activities affected
Intimation to Action
taking groups
Target / Actual Date
for Inputs / Response
Target / Actual Date
for Removal
Updating Remarks
Supporting
Attachments
Standard Value
Master dataset
Hold / Un-Hold Detailing for the document

Dashboard

10
4 4
6
5
78
27
74
18 20
179
87
108
36
20
0
20
40
60
80
100
120
140
160
180
200
0
2
4
6
8
10
12
Covid-19 Lockdown Rainfall Office
Closure
Revision in Criteria Server System
Breakdown
Strike in the City
Office Closure Duration
(Days)
No.
of
Files
Delay Reasons
No. of Files Min of Delayed Duration (Days) Max of Delayed Duration (Days)
300
187.5
150 150
300
750
150
300
150 150 150
300
750
555
0
100
200
300
400
500
600
700
800
Doc.
Value
Sch. Compln. Period
* *

Reports

Highlights
Customization
Every business has its own specifics requirements that need to be taken in consideration. For that reason, PRODOCS-
PROHOLD Document Management System provides a certain level of customization.
Meta Data
Archiving and
Retrieval
Version Control
Workflow Approval
Track and Search
Share
Hold Management
DMS

Key Points
Document Index (DCI) Input type apart from File and Folder input is available. Engineering group’s Isometric
Drawing Transmittal management becomes very easy.
Document Hold Management in detail level is available.
• Hold Impact → Due to the lack of system, it is a practice to write down the hold information on papers /
diaries hence Holds becomes difficult to manage properly and as a result, work suffers.
• Delay Impact → There is no history of Holds in any project and that’s why the impact on delay of the project
is not getting addressed in to the close-out of the project. As a result, there is no learning on this and
suffering continues to the next project as well.
Integration with PGOLD progress monitoring and management Software modules (ePMO, EPCPROMAN,
PROAPPS, EPCPROMA etc.) is available
Can be customized without taking much time.
Cost of Software and AMC is standard and affordable

PARASCADD PVT LTD www.parascadd.com
Email
sales@parascadd.com
Phone
+91-22-21015100 /
25111-111 / 222
+91-9987681111
Website
www.parascadd.com
Address
Mumbai* New Delhi - India
Sharjah – UAE
France - Europe
www.parascadd.com
Contact us

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