Post on 16-Jan-2016
description
OmegaUtgangspunkt for PowerPoint presentasjoner
PimsDocument Control
• Register of documents with meta data,
revisions, files, tags and cross-
references
• Creating and revising documents
• Receiving documents from contractors
• Reviewing documents
• Distribution of documents internally
and externally
• Searching and retrieving documents
• Progress tracking
• Correspondence
Pims Document Control - Overview
• Pims (Windows client) - “Power tool” – the main tool for the Document
Controllers
• Web applications (easy-to-use, works on “any” device, nothing to install) –
Majority of users
User Interface
Windows client – the power tool for the document controllers and system administrators
Most users utilize the features available in the browser
• Overview of all documents with various meta data
• Revision control, including support for multiple files pr revision (e.g. CAD Drawing
+ PDF copy, supporting documentation)
• In-built filters for typical needs, e.g.:• New revisions, not yet sent for review• Finalized reviews, but not returned to originator
• Cross-references and related information• Tag numbers• Correspondence• Delivery plan
• In-built workflows, e.g.• Receive submittals from contractors• Distribute internally• Send for internal review• Approve internal documents• Send transmittals externally
Document Register (MDR)
Document Register (MDR) – Typical workflow
Contractor submits the MDR to document control
(e.g. in Excel format)
MDR is reviewed
When OK, MDR is imported into Pims using
“Batch Import”
Distribution setup is updated based on rules
and/or manually
Batch Import• Batch import from MS Excel
• Both metadata and attachments
• Flexible fields mapping
• Validation of data before import
• If documents are not numbered,
automatic numbering rules can be
applied (based on attributes)
• Rollback functionality
Distributing documents
• Documents can be distributed for review or for information only
• When new revisions are available the persons on the distribution setup can be informed immediately
• Distribution can be defined at high level (e.g. discipline, system) and “fine-tuned”pr document
Distribution Setup - Example
Reviewing documentsReceive documents from contractor•The contractor uploads documents directly into Pims from the Pims Web, with or
without Document Control checking them first• or: Document control receives documents via other means (e.g. interface with
contractor system, e-mail, ftp etc)
Review is initiated•When main document register is updated, the reviewers will be informed automatically
Reviewers make their comments•Review comments can be made concurrently, using markup, free text comments, or upload files with comments
Comments Responsible closes the review•Contractor is informed immediately (default)•Or: Document control sends response
Contractor respond to review•Can view all comments, and provide status (e.g. implemented, disputed)•Upload new revision with new status (depending on outcome of review)
Receiving documents from contractors
• Documents from contractors can be batch imported by document controllers, or contractors can upload documents directly into the system
• Document control can verify documents before main document register is updated (optional feature)
Reviewing documents - screenshot
Documents Acceptanceand Revisions Flowchart (Example)
Searching for documents
Easy-to-use but yet powerful search capabilities
Creating new documents
• Simple step-by-step approach to define a new document.
• Document numbers are generated automatically based on predefined rules
• Document can be created based on templates
Export of documents• Export templates can be defined
• Exports both data in Excel format and the actual files
Correspondence• Tracking of all relevant correspondence (e.g. e-mail, faxes,
letters)
• Automatic numbering based on numbering schemes
• Cross-references to
documents and other
correspondence
• Integration with
MS Outlook
Traceability• Logging of changes to data
• Stores all e-mails that are sent from the system
• Use logging to check for example:
• If and when the originator of a document received the
review status
• When a document was received by contractor, and who
submitted it
• Check the review process; who is / was delaying it
Expediting
• Follow up the contractor’s deliveries
• Follow up the internal process
• Identify bottlenecks
• Reports with documents getting close to deadline or
overdue
• Status reporting by e.g. system, discipline, facility
• Reminders can be sent (both manually and
automatically)
Status reporting - example
• Counters (planned, received, overdue) both for contractor’s
deliverables and internal reviews
• Click on any of the counter to view the actual documents
Status Reporting – Progress Curve
Configurable and customizable
Pims can be configured and customized to fit the company’s specific needs. E.g. additional reports, additional attributes, different workflows etc.
More information…
• Introduction to Pims Document Control
• Document Control Handbook for Construction Projects
• Other Pims Products