Presented byHemant PrasadVerinon Technology Solutions Pte LtdWebsite: www.verinon.com

Transmittal Managerfor Oil & gas/Engineering companiesBuilt on EMC Documentum xCP

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Industry ChallengesWith the evolving times and large engineering projects taking place across the world with distributed teams, the engineering industry has faced with the challenge of keeping track of their projects timelines and deliverables from their engineering/design teams and sub-contractors/suppliers.

An engineering project involves the planning, engineering, procurement, construction and operation of predominantly large-scale buildings, plants, facilities and infrastructure. These projects are complex and regulated, and without proper management they can face huge challenges to meet their commitments in terms of costs to deliver on time and with full compliance to industry practices.

Central to the problem is how the teams are exchanging the information. A transmittal is used to transfer the asset’s drawings, specifications, calculations and other information, usually for review, comment, or approval purposes. It is also an official business record, forming the basis for many contractual decisions and results, and even determining liability in some situations.

Without a way to control and audit the process of transmittal exchanges, projects can stall and risks can escalate as confusion mounts over who has been sent what version of a document, what has been approved, and how third parties have been involved in the process.

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Transmittal Manager - IntroductionTransmittals Manager provides a fully auditable process to control the electronic distribution of documents and drawings to and from external parties like supplier/sub-contractors.

Transmittals Manager makes use of role-based access feature of EMC Documentum Taskspace to give external parties a secure environment in which to receive and submit project documents and drawings. Third parties can download transmittal packages and submit documents through a web browser.

Documents and drawings are sent and received to named recipients via electronic packages. Each package includes an automatically generated transmittal coversheet providing transmittal number, instructions and document information.

Dynamic reports such as MDR, SMDR and Overdue documents reports enable Document Controllers and Project Managers to track the status of Transmittals and project documents. This helps project teams to manage key milestones associated with the transfer and acceptance of documents and drawings.

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Document Transmittal Process

Owner/OperatorSupplier/Contractor

EngineeringReviewer

(incl. 3rd Partyor External)

Info. OnlyRecipient

(incl. 3rd Partyor External)

Single Point Auth/ApproverComment Consolidator

DocumentController

EngineeringReviewer

(incl. 3rd Partyor External)

Info. OnlyRecipient

(incl. 3rd Partyor External)

DocumentController

RegisterIncoming

Transmittal

Start Internal

Transmittal

Finish Internal

Transmittal

RegisterOutgoing

Transmittal

DisciplinaryReview

Single Point Auth/ApproverComment Consolidator

DisciplinaryReviewRepeat?

Official document report that outlines deliverables exchanged between Supplier/Contractor and Owner/Operator.

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Outgoing & Incoming Transmittals

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Transmittal Auto-number & Cover Sheet

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Internal Distribution Lists

Distribution lists ensure that the right reviewers, approvers and consumers are copied on all relevant document sets.

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Project Documents Manager and revisions

Standard Project documents structure is easily configurable and repeatable for new projects with in the single system.

Each project has its unique document and transmittal auto-numbering to ensure full compliance to the standard industry practices

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Drawing Mark-ups and Annotations

Drawing mark-ups and annotation feature helps teams collaborate and share their feedback without the need of printing the large CAD images and helps consolidate the feedback electronically.

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Bulk Uploading of Documents

Bulk uploading of documents reduces the time & effort taken by the engineering managers and documents controllers and improves the productivity.

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Document Register Reports Document registers

are easily configured to automatically generated reports based on user configured parameters.

Examples include: Monthly Hot Permit Reports, Master Document Registers, Outstanding Transmittal Reponses

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Advance Search: Transmittal/Documents

Search Documents, drawings and Transmittal based on various parameters

Search Results are based on access permissions

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Role based Security & Access

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Transmittal Manager business benefits

Enhanced collaboration among multiple project teams and external parties: Online and 3rd party access allows diversified teams to exchange and access the information from any place enhancing the collaboration between multiple groups.

Significantly reduced amount of time spent gathering drawings for projects leading to faster project execution: Transmittal manager’s functionality to share the drawing electronically and conduct reviews, mark-ups, versions online helps reduce users time to work on drawings and documents.

Increases productivity with rapid transmittal processing: Online transmittal processing helps document controllers to do their job more efficiently and collect feedback from various teams.

Reduces risk with transparent processes, reporting and auditing: Role-based access ensure transparent processes, wherein reports and auditing features helps track down the movement of documents resulting in increased transparency in the organization.

Eliminate the logistics cost/shipping of engineering documents and drawings: Online system eliminates the needs to sipping the physical copies of documents and need to make multiple copies of documents/drawings resulting in significant cost savings.

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EMC Documentum business benefitsBeyond Information Silos: ECM system helps integrates departments and other groups that otherwise function within separate information silos. Using the ECM system, you can also share information with business partners and any other contacts within the extended enterprise.

Global and distributed: Multilingual ability and distributed architecture makes it adoptable for a large enterprise operating in multiple territories with a large multilingual user-base.

Extensible: Extend Documentum to meet unique operational needs by embedding business rules or custom designed content-objects. Add customizations in multiple areas including user authentication, rich media handling and legacy storage support.

Open: Built on Service Oriented Architecture, Documentum supports integration with virtually any II application and systems.

Interactive: Docuemntum supports interactive applications by assembling content resources around communities of interest and particular business activities.

Scalable: With support to billions of objects, 100,000 concurrent users benchmarks and ingestion speed of 450,000 documents per hour , Documentum is the proven leader in scalability.

Secure: Docuementum’s support to SSL, encryption, electronic signature and audit capabilities makes it a fully secure system.

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Thank You!Hemant Prasad

ECM Business Head – APAC & EMEA

Email: hemant.prasad@verinon.com

Mobile: +65 82009911

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