John Hartman, Director of Project Management Systems at CH2M HILL, discussed challenges with traditional document control processes and how the Digital Project Portal from Lifecycle Technologies addresses them. Traditional document control consumes 8-10% of engineering hours through inefficient paper-based processes for submitting, reviewing, and approving documents. The Digital Project Portal streamlines these processes by enabling multi-file uploads, powerful search capabilities, paperless digital workbenches for simultaneous reviews, and improved submittal management visibility. A demonstration showed how the Portal reduces document control costs and improves efficiency.

1. Operational Excellence
Operational Excellence
Delivery Assurance
Paperless Document Control
John Hartman
Director, Project Management Systems

2. Operational ExcellenceAgenda:
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1. Introduction
2. CH2M HILL
3. Key Business Challenge
4. Document Control Problem
5. Why the Digital Project Portal?
6. Q & A

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Bio:
Background
• 20 years of experience in project controls, scheduling, cost
control, document control & programme /project management
for engineering & construction projects
• BS in Industrial Studies/Construction Management,
Minnesota State University – Moorhead
• Certified Planning & Scheduling Professional (PSP) by the
Association for Advancement of Cost Engineering (AACE)
• Active member in AACE, PMI & CMAA
• Working with Primavera products since 1990
– Representative on Primavera Customer Advisory Board (CAB)
– OAUG (Oracle Applications User Group) Ambassador
– Co-Chair: Oracle Primavera Special Interest Group (OPSIG)

4. Operational ExcellenceLifecycle Presenter
• Jason Matthews – Engineering – Cross Industry experience
• Over 20 Years Engineering & Construction
• Solving Complex Engineering Challenges for Large Organisations
• Document Management and Systems Integration
• AutoVue and Primavera Specialist
• Delivering Business Efficiency
STAND 712

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What’s in a name:
 CH2M: Cornell, Howland, Hayes, and Merryfield (Corvallis, OR)
 HILL: Clair A. Hill and Associates (Redding, CA)
C (Cornell) H2 (Howland, Hayes) M (Merryfield) HILL (Clair A Hill)
From left to right: James C. Howland, Holly A. Cornell, Fred Merryfield, and Thomas Burke Hayes

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CH2M HILL at a Glance
 Employee owned Consulting, Design, Design-Build, Operations, and
Program Management Firm, Founded in 1946.
 Global leadership position in:
 Program Management
 Environmental
 Wastewater
 Transportation
 Sustainability
 26,000 Employees working in over 100 countries, $5.6B in 2014 Revenue
 Global Business Groups:
 Water
 Transportation
 Environment & Nuclear
 Oil, Gas & Chemicals
 Facilities & Urban Markets

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CH2M HILL: What are we know for?
 Projects / Programmes we are known for:
 London 2012 Olympics
 Panama Canal
 VDOT Mega
 Dubai Expo 2020
 World Cup 2022
 Miami Dade Ocean Outfall Program
 Consulting/Engineering, Programs, Design/Build/Operate
 Project Portfolio
 Execute >13,000 projects annually for nearly 6,000 clients
 Project range in value from $5K USD to $11B
• EPA Recognizes CH2M HILL for Excellence in Greenhouse Gas Management February 25, 2015
• CH2M HILL employees raise record US$250000 for Water For People August 1, 2014

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 Competitiveness
“Do Good Work, Make a Profit, and Enjoy Life.” – Jim Howland, Founder
 Geographic
International Organization, Local Knowledge.
 Uniqueness vs Standardization
 Maintaining Quest for Innovation:
“I think some people have an interest in solving problems…. You have to be more than a
tinkerer; you have to be something of an analyst besides. Tinkering helps. But… if you
aren’t an analyst, you can’t really be a good engineer, in my opinion.”
Burke Hayes, Founder
 Interoperability & Automation
 Better, Faster, less Cost
Key Business Challenges

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Technology Challenge – Appetite for Innovation

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Technology Challenge – Digital Maturity
 What is the Digital Proficiency of your user base?
“Five Generations of Digital Workers”, Nov 2013
R “Ray” Wang, Principal Analyst, Constellation Research

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Document Control is at about 8 - 10% of Engineering hours on a Project
 Engineering running at 200,000 hours on a typical large project today
 Document Control will run between 16,000 and 20,000 hours of effort of
support
 Document Controls work is tedious and monotonous
 Managing Project Submittals is inefficient.
Document Control Problem

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 How to lower the cost of performing Document Control?
 How to improve efficiency of Submittal process?
 How to reduce time to process submittals/document reviews?
 Receiving
 Logging into PCM
 Printing
 Copying
 Organizing
 Placing batch documents in squad check room
 Manually monitoring what submittals have been checked
 Once engineering is done, scan/reattach and transmit reviewed
documents back to supplier
Challenges we were facing:

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 This process change does not solely help Document Control
Opportunity

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Joint Venture Project in Darwin, Australia
 Integration points to PCM
 Where do the savings come from
• Processing time
• Efficiencies in distribution and management
• Fully Electronic review process
• Paper and scanning
• Removal of non value add work
• Fast access to information
• Submittals 9,825 +
 Drawings 19,100 +, total revisions 33,629
 Approximately 35 people in the process
Pilot Project

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Paper Based
Contracts
Management
Desktop
Applications
Integrated Process
Printing
Copying
Mark-up
Duplication
Uncontrolled
Downloading
Printing
Copying
Mark-up
Duplication
Uncontrolled
Downloading
Paperless
Streamlined
Integrated
Why the Digital Project Portal?

16. Operational ExcellenceWho has the skill to perform?

17. Operational ExcellenceGreat Reference Customers

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Signing
Reviewing
Approving
Analysing
Converting
Stamping
Record Keeping
Mark-up
Field Feedback
Collaboration
Compare
Industry Leading Technology

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Oracle AutoVue - View, Share & Collaborate on Hundreds of
Engineering & Business Documents
3D CAD Models
• View, access & share any
document type
• Stream large CAD files
via web for faster viewing
• Add digital annotations &
comments
• Collaborate in real-time
via the web with global
teams
• Access documents online
and offline
• Print & batch print
documents
• Integrate into content
management or project
planning solutions
Office, PDF, TIFF, Graphics
2D Drawings

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2D CAD & Office Viewing
Various zoom levels
• Navigate large files and zero-in on specific points of
interest
Search text
• Quickly locate specific information in documents,
even in multi-page CAD files
Precise 2D measurements
• Minimize engineering disruption with self service
access to measurements
2D Compare
• Improve review processes by easily identifying what
has changed between revisions
Annotations/Markups
• Add digital comments and easily communicate
feedback for improved communication
Burn Annotations
• Save annotations into TIFF/PDF files

21. Operational Excellence
BIM Visualization
3D Walkthrough
– Perform detailed reviews of facilities from within
and
explore buildings and structures in a more
natural way
Explode / Cross Section
– Create unobstructed views of complex 3D
models for improved visibility
3D Compare
– Verify the full extent of design changes &
minimize errors in production
3D Measurement
– Reliably manufacture directly from designs
3D Digital Mockups
– Assemble files from different CAD systems
together

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Application Add-Ons
Process & Workflow Integration
Document Management Integration
Familiar with Oracle products & IM/Doc Control

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Paperless City Planning Paperless Document Control
for E & C
Innovative Solutions for Industry

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Engineering Information for
SharePoint
Connect Primavera Applications
to SharePoint
Innovative Solutions for Industry

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Engineering Information Solutions
for SAP
Engineering Information Solutions for
Siemens PLM
Innovative Solutions for Industry

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• Experts in delivering AutoVue projects
• Advanced integrations support key features and functions of AutoVue
• Deliver key industry features such as batch mode, PDF/A, auto Intellistamp
and process Integration to update back end systems
• Understand the E&C business
What is so special about Lifecycle Technologies

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Operational Excellence
Delivery Assurance
Main Issues

28. Operational ExcellenceAddressing the Main Issues
 Problem #1: Multi-File Upload
 Problem #2: Search, Find & View
 Problem #3: Paper Processes
 Problem #4: Management & Visibility

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Operational Excellence
Delivery Assurance
Problem # 1
Multi-File Upload

30. Operational ExcellenceMulti-File Upload and Registration

31. Operational ExcellenceMulti-File Upload and Registration

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Operational Excellence
Delivery Assurance
Problem # 2
Search, Find & View

33. Operational ExcellenceSearch, Find & View
 Large volumes of information in project
Time consuming and difficult to find
 Project Engineers / Expeditors
 Document Control Managers
 Ability to reference information
 Need for advanced searching

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• One Click Search
• Advanced Search
• One Click View
Search, Find & View

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Operational Excellence
Delivery Assurance
Problem #3
Paper Processes

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• Wasted hours in non-value add work
• Email becomes the normal way to notify
people that they have a submittal to review
• The individuals involved in the process of
submittal reviews have day jobs
• The submittals backlog is not consolidated
in a single queue
• Desktop applications are not integrated into
the process
The Life for Reviewers

37. Operational ExcellenceReview My Submittals

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Consolidated Mark-up
Simultaneous Reviews

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• Reference Document
Search
• Advanced Search
• Delegate a Document
Review
• Ask a Peer to Consult
Digital Workbench

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• Compare Versions • Consolidate Mark-ups
• Simultaneous Review & Mark-
up
• Batch Intelligent
Stamping
Digital Workbench

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• Accurate Measurements • Real Time Collaboration
• Multi Screens • Review BIM Models
Digital Workbench

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Operational Excellence
Delivery Assurance
Problem # 4
Submittals
Management

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• Set-up and change is time
consuming
• Delegate, Ask a Peer, Holidays
• Inflexible Assignment
• Difficult to use
• Lack of visibility on status
Submittals Management

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• Discipline Management • Maintain Discipline
Review Groups
• Prioritization based on
due date
• Submittal visibility
• Notifications
Submittals Management

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DEMONSTRATION

46. Operational ExcellenceStreamlined Document Control
Powerful Search
Easy Management & VisibilitPaperless Digital Workbench
Simple Multi-file Registration Rapid Automated Outputs

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Digital Project Portal for Unifier
Digital Handover
Engineering Data
Gatekeeper
Product Innovation

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Comments Co-ordination
Structural & Piping Review
BIM Co-ordination
Digital Checklists
Advanced Digital Workbench

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Challenge:
 How to lower the cost of performing Document Control?
 Competiveness
 How to improve efficiency of Submittal process?
 Innovation
 Sustainability
 Better, Faster, less Cost
 How to reduce time to process submittals/document reviews?
 Receiving
 Logging into PCM
 Printing
 Copying
 Organizing
 Placing batch documents in squad check room
 Manually monitoring what submittals have been checked
 Once engineering is done, scan/reattach and transmit reviewed
documents back to supplier
Why the Digital Project Portal:

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Q & A
Email: John.Hartman@CH2M.com
LinkedIn: www.linkedin.com/in/johnhartmanpsp
Twitter: @jhartman01
Email: jmatthews@lifecycle-tech.com
Web – www.lifecycle-tech.com/digitalprojectportal
LinkedIn:https://www.linkedin.com/in/jasonmatthewslifecycle
Twitter: @lifecycletech
Booth 712