Paperless Document Control
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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.
Paperless Document Control
- 1. Operational Excellence Operational Excellence Delivery Assurance Paperless Document Control John Hartman Director, Project Management Systems
- 2. Operational ExcellenceAgenda: 2 1. Introduction 2. CH2M HILL 3. Key Business Challenge 4. Document Control Problem 5. Why the Digital Project Portal? 6. Q & A
- 3. Operational Excellence 3 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
- 5. Operational Excellence 5 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
- 6. Operational Excellence 6 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
- 7. Operational Excellence 7 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
- 8. Operational Excellence 8 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
- 9. Operational Excellence 9 Technology Challenge – Appetite for Innovation
- 10. Operational Excellence 10 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
- 11. Operational Excellence 11 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
- 12. Operational Excellence 12 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:
- 13. Operational Excellence 13 This process change does not solely help Document Control Opportunity
- 14. Operational Excellence 14 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
- 15. Operational Excellence 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
- 18. Operational Excellence Signing Reviewing Approving Analysing Converting Stamping Record Keeping Mark-up Field Feedback Collaboration Compare Industry Leading Technology
- 19. Operational Excellence 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
- 20. Operational Excellence 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
- 22. Operational Excellence Application Add-Ons Process & Workflow Integration Document Management Integration Familiar with Oracle products & IM/Doc Control
- 23. Operational Excellence Paperless City Planning Paperless Document Control for E & C Innovative Solutions for Industry
- 24. Operational Excellence Engineering Information for SharePoint Connect Primavera Applications to SharePoint Innovative Solutions for Industry
- 25. Operational Excellence Engineering Information Solutions for SAP Engineering Information Solutions for Siemens PLM Innovative Solutions for Industry
- 26. Operational Excellence • 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
- 27. Operational Excellence 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
- 29. Operational Excellence Operational Excellence Delivery Assurance Problem # 1 Multi-File Upload
- 30. Operational ExcellenceMulti-File Upload and Registration
- 31. Operational ExcellenceMulti-File Upload and Registration
- 32. Operational Excellence 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
- 34. Operational Excellence • One Click Search • Advanced Search • One Click View Search, Find & View
- 35. Operational Excellence Operational Excellence Delivery Assurance Problem #3 Paper Processes
- 36. Operational Excellence • 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
- 39. Operational Excellence • Reference Document Search • Advanced Search • Delegate a Document Review • Ask a Peer to Consult Digital Workbench
- 40. Operational Excellence • Compare Versions • Consolidate Mark-ups • Simultaneous Review & Mark- up • Batch Intelligent Stamping Digital Workbench
- 41. Operational Excellence • Accurate Measurements • Real Time Collaboration • Multi Screens • Review BIM Models Digital Workbench
- 42. Operational Excellence Operational Excellence Delivery Assurance Problem # 4 Submittals Management
- 43. Operational Excellence • Set-up and change is time consuming • Delegate, Ask a Peer, Holidays • Inflexible Assignment • Difficult to use • Lack of visibility on status Submittals Management
- 44. Operational Excellence • Discipline Management • Maintain Discipline Review Groups • Prioritization based on due date • Submittal visibility • Notifications Submittals Management
- 46. Operational ExcellenceStreamlined Document Control Powerful Search Easy Management & VisibilitPaperless Digital Workbench Simple Multi-file Registration Rapid Automated Outputs
- 47. Operational Excellence Digital Project Portal for Unifier Digital Handover Engineering Data Gatekeeper Product Innovation
- 48. Operational Excellence Comments Co-ordination Structural & Piping Review BIM Co-ordination Digital Checklists Advanced Digital Workbench
- 49. Operational Excellence 49 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:
- 50. Operational Excellence 50 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