This document summarizes a case study on improving facility master records and file room management. It describes challenges with paper-based systems, including lack of organization and control. The company created a team to standardize document management practices, align with regulations, and reduce costs. They mapped current processes, improved procedures, and implemented an electronic document management system (EDMS) for engineering documents. This enabled better organization, searchability, and sharing of facility records across sites and departments.

1. Case Study:Facility Master Records and theGlobal File Room

2. 1PresentersDoug WinningBristol-Myers Squibb CompanyMike McVicarBristol-Myers Squibb Company

3. 2OverviewCase StudyUnderstanding the problem Improve the process Implement EDMSLeverage contentNext stepsObservationsQ&A

4. 3Hey, how are you managing… the local file room?Paper based, easily disorganized w/o strict controlDifficult to control copies of documents once they have left the roomDifficult to coordinate multiple rooms at one site - at many sitesNeed to review multiple projects to derive current condition

5. 4Hey, how are you managing… project documentation requirements?Documentation turnover appeared to be an after thought, not an integral part of successful project completion. Why?What support does the Project Manager have?Look at project documentationA/E, CM and vendor contractsDrawing StandardsCommissioning Guidelines

6. 5The journey of a thousand miles…Create a team! Document & Design IntegrationWhat we plan to achieveconsistent document management practicesalignment with FDA and other regulatory agencies eliminate silos of dataleverage content w/other applications and corporate partners reduce A/E cost per project and shorten time line to deliverbetter control of our engineering documentationan Engineering Community User to find and view desired content on their desktop in less than five minutes

7. 6The journey of a thousand miles…Map the current processAs-Is process flow diagram (PFD) “brown paper” meeting Review standard guidelines and contracts for documentation requirementsPrepare gap analysisImprove the processFollow up meeting to generate “optimal” PFDDetermine standard document types / format and delivery methodsDrawing matrix (per building / site)Update standard guidelines and contracts for consistent electronic and paper documentation requirements

8. 7…begins with a single step.

9. 8…begins with a single step.

10. 9Challenging the traditional modelLeveraging DrawingsIntelligentDrawingsAssetTrackingReviewedIntelligentDrawingsMasterDrawing$$$/TimeSavedINPUTREVISELife CycleResultMaster Record ModelPROJECT #2PROJECT #1DATA FROM PROJECT #2DATA FROM PROJECT #1LIFE CYCLE OF FACILITY

11. 10Challenging the traditional modelDocbaseDocbaseDocbaseTechnicalOperationsPRIGSS/PurchasingIndividualProjectsWorldwideEngineeringEHSFacilitiesMfg.DevelopmentQC/QA

12. 11New challengesCulture change“What do you mean I won’t need the hard copy anymore?”the Road Show / Marketing / EDMS GuideSelling the idea of attributesSearching for documents by attributes, not file name or drill down

13. 12New challengesUsing it!TrainingDeveloping training modulesVerifying / Tracking user training, required for validated systemAccessManaging user accountsSecuritySoftwareDevelopment and testingDeployingManaging

14. 13New challengesDeveloping an enterprise wide storage modelno small task - like writing an encyclopedianeed alignment with all stakeholders, greatest common denominatormanaging that alignment

15. 14CostInitial ImplementationHardwareThree servers: Development, Test and Production @ $50,000SoftwareDocumentum - Existing corporate licensing agreementCADLink software and support @ $41,000 w/maintenance cost of 18%ResourcesIM Project Manager, Developer and Plateau Admin (part time)Client side Project ManagerLong termFor 2006 the goal is to have capital projects fund related document management needs, estimated at 1-3% project cost

16. 15What comes out the box and what doesn’t?Out of the box

17. Version control

18. Permission levels

19. Renditions / Publishing

20. Basic Attributes16What comes out the box and what doesn’t?Not out of the boxEnterprise wide attribute model

21. 17The information about the informationApplying the attribute model

22. 18Managing changeTracking / Auditing change requestsDictionary Change Request (DCR) is the formal means of documenting and evaluating the request for an addition or change to current attributes.ValidationHardwareSoftwareTest scripts

23. 19Data / bulk loadingContent populationA Control File is an Excel spreadsheet containing system attributes used to describe content from outside the system prior to loading.

24. 20Distribution / standardization of SoftwareDoes everyone have the current/correct software?Validated applicationTesting of application functionalityApplication IntegrationDocumentumAutoCADCADLink

25. 21Security / PermissionsViewerOn-line training module used to establish user accountsTraining gives examples geared towards departmental searchesCAD UserHands on class room training emphasizing the management of reference files for Master RecordsVersion controlAdminHands on class room training emphasizing on bulk and manual import of content

26. 22Security / PermissionsViewer Log In23SearchingViewer Criteria Search24SearchingViewer Results of Search25Collaboration with Outside VendorsHave the owner of the document attribute it

27. Populate document attributes up front

28. Maintain document attributes throughout life cycle of project

29. Document attributes are utilized to file submittal information26Collaboration with Outside VendorsLeveraging CADLink27Leveraging contentRegulatory contentWhat to do with a version that “exits” the system?

30. 28Leveraging contentMaster RecordsAnyone else need access to up to date floor plans?Control the content but share the Joy!

31. 29Leveraging content Show me where:ACT_SUP < ACT_EXH .OR. BAS_SUP < BAS_EXH Show me where:ACT_SUP > ACT_EXH .OR. BAS_SUP > BAS_EXH Schedules/ReportsCAFM Data / Reporting from Master Records

32. 30Trending42,160145 Projects3641635,0001520035,000 Documents719,00016200320041st Q-2005200320041st Q-2005200320041st Q-20052nd Q-2005DOCUMENTS IN THE QUEUESITESUSERSDOCUMENTS

33. 31Where do we go from here?Software updates