Post on 14-Apr-2018
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The Fundamentals of Electronic Document Management Andrew Rhodes Regional Director – EMEA – AssetWise Solutions
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Agenda
• A Little Bit of History
• The Fundamentals of Electronic Document Management
• The Future – From Data Management to Information Management
• Summary and Close
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In the beginning ...
• All Information held on paper – or in the brains of employees
• Documents comprised handwritten text
• Data in Ledgers
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The 1970’s
• Ledgers replaced by temporary digital storage – Still output to paper for safekeeping
• Advent of Computer Output Microfilm (COM)
– Secure archive format
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The 1980’s • Adoption of Word Processing
– Mid range computing (eg DEC All-in-One, WANG, Jacquard, UNIX – Fortune, Quadratron, Uniplex etc)
• The advent of Personal Computers – Seen as a productive way to produce paper documents – Paper remains the format of choice
• The introduction of Document Image Processing (DIP) – Electronic Filing Cabinets – Early Workflow Management
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Into the 1990’s • The first Electronic Document Management Systems
– The promise of the paperless office!
• Documents in a Repository – Files assigned index or metadata – Check-in, check-out, revision control
• Adopted by legal firms and pharmaceutical companies
• DIP and EDM merge – Search and Full Text Retrieval (FTR) integrated
• Records Management – Declaration – Classification – Disposition – PRO (TNA) – MoReq - MoReq2
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2000 and beyond • The World of Collaboration
– Groupware eg Lotus Notes • Scheduling, Online meetings • Group administration, Forms management • Content Sharing, Simple business processes/transactions
• Microsoft Office SharePoint Server
• EDRMS
• Enterprise Content Management – Document Management – Records Management – Web Content Management – Portal & Collaboration – Input, Management, Output
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The Fundamentals of Electronic Document Management
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• Controls the lifecycle of documents in the organization – How they are created, reviewed and published – Who they are created by – How they are disposed of or retained
What is Electronic Document Management?
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• Capture, classify and store information in any format
• Structure, organize, and relate information
• Provide rapid access anytime, anywhere
• Manage the change process, ensuring information integrity
• Communicate changes to all affected parties
• Provide complete audit and traceability
• Regulate access based on permissions
Primary Functions
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• Relational Database Management System Metadata, properties, attributes
• Repository Local, distributed, replicated
• Physical Locations Paper, microfilm, microfiche Fire-proof safe, warehouse, shelves/boxes
Information Storage
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• Classification of documents with associated Attributes
• The ability to use templates to save time • Storage options • Security • Customizable Workflow that drives documentation
through the creation review approval publication disposition phases
• Ability to Audit actions on documents • The ability to dispose of documentation appropriately
Elements of a Document Management System
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• Identify roles
• Analyze document usage
• Plan the organization of documents
• Plan how content moved between locations
• Plan content types
• Plan workflows
• Plan content control
• Plan policies
Planning for Document Management
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Identifying Roles
Author Reviewer
Approver
Document
Control
Drafter
Engineer
Vendor
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• Document Classes represent different kinds of documents, with different characteristics
• Documents group naturally into types – Grouping forms the basis of document
classes
Document classes
• Refine the groupings by considering:
• What is important about each document type
• How you want to search for documents
• Key aspects of documents that trigger business processes
• Initiation dates, completion dates , audit flag, etc.
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• Document types usually form a hierarchy
• The hierarchy depends on your organization
• Hierarchy can be deep or shallow – Use whatever works for your
document classes
• Group similar documents at the same hierarchical level
Document class hierarchy
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• Attributes can vary by document class
• Use attributes in searching
• Use attributes to record important document data
• Class hierarchy eases attribute assignment
Document Attributes
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Attribute types
Date
Number
Fixed Value
Character
Memo
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Document revisions
Documents move through the
document states
rev 0 rev 0 rev 0 rev 0
rev 1 rev 1
rev 0
Approve
Approve
New Revision
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Document Responsibilities
Document (A)
Person (1) Person (3) Person (2)
Approver Reviewer Author
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Document-to-Document links
referenced from
referenced to propagated to
propagated from
Document (A)
Document (B)
Document (C)
Document (A)
Revision (0)
Document (C)
Appendix A
Document (B)
Attachment 1
Parent document
Child document
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Projects and Documents
Document (A)
Document (B)
Document (C)
Project (X)
Document (D)
Owned Shared Owned Owned Owned
Project (Y)
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Document retention – File Plan
Document (A) Document (A)
retention schedule
Record Type (X)
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Document Locations
Document (A)
Copy (001)
Copy (002)
Location (A)
Shelf 2 Bin 6
Location (B)
Rack 6 Box 4
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The Future From Data Management to Information Management
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The Information Challenge
• Accurate information required to enable informed decisions
• Efficient and effective information management across the whole business lifecycle – Control of costs – Reduction of risk – Improve business performance – Effective communication – within and outwith organisation
• Manage Information as an Strategic Asset – Vast quantities of inter-dependent information
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Infrastructure projects carry risk... • Design and Build
– Cost over-run – Time over-run – Compromised quality – Reduced scope
• Operation and maintenance
– Unpredicted spend
– Unpredicted failures
– Unscheduled maintenance
– Ineffective maintenance work
– Poor resource scheduling
– Sub-standard availability
Higher costs, revenue damage, penalties!
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Some common causes... • Design and Build
– Difficulty locating data – Incomplete information – Incorrect version of data – Design changes / re-work – Late detection of clashes / anomalies – Difficult team co-ordination
• Operation & Maintenance – Ownership of asset data
– Incomplete / inaccessible data
– Physical
– Contextual
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Poor communications between people and systems wastes 30% of project costs
40% of engineering time is spent locating & validating information
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The challenge ... Design Requirements
“As Designed”
“As Built”
Design Information
Operational Configuration Information
Operating Maintenance
Training &
Procurement Information
Asset & Process Information
Must Conform
“As Maintained”
Physical Configuration
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Phase 1 Milestone 1.1
Phase N
Milestone 1.2 Milestone 1.3
Phase 1 Milestone 1.1
Phase N
Milestone 1.2 Milestone 1.3
Arch. Eng.
System A
Component A1 Comp A2 Comp A3
Comp A3.1 Comp A3.2
System N
P&IDs
System A Equipment #A1
Equipment #A2 Equipment #A3
Equipment #A3.1 Equipment #A3.2
System N
Specification
Inspection
Purchase Order
Work Instructions
Procedures
People
Contract
Standard
Fed Codes
Industry Regs
Ref. Docs
Standards Committee Regulatory Agency
Arch. Eng.
Owner Federal Org
Req. 1
Req. 1.1
Req. 1.2
Req. 1.3
Req. 1.3.1
Req. 1.3.2 Req. N
Sub Contractor
Sub Contractor
Sub Contractor
Sub Contractor
Sub Contractor
REQUIREMENTS
Req.1.2
KNOWLEDGE ITEM
PROJECT BUDGET
Milestone 1.1
PLANT DESIGN
Comp A2
System N
W B S
Milestone 1.1
Phase N
Equipment #A2
EQUIPMENT
What’s the issue?
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Phase 1 Milestone 1.1
Phase N
Milestone 1.2 Milestone 1.3
Phase 1 Milestone 1.1
Phase N
Milestone 1.2 Milestone 1.3
Arch. Eng.
System A Component A1
Comp A2 Comp A3
Comp A3.1 Comp A3.2
System N
P&IDs
System A Equipment #A1
Equipment #A2 Equipment #A3
Equipment #A3.1 Equipment #A3.2
System N
Specification
Inspection
Purchase Order
Work Instructions
Procedures
People
Contract
Standard
Fed Codes
Industry Reg
Ref. Docs
Standards Committee Regulatory Agency
Arch. Eng.
Owner Federal Org
Req. 1
Req. 1.1
Req. 1.2
Req. 1.3
Req. 1.3.1
Req. 1.3.2 Req. N
Sub Contractor
Sub Contractor
Sub Contractor
Sub Contractor
Sub Contractor
REQUIREMENTS
Req.1.2
KNOWLEDGE ITEM
PROJECT BUDGET
Milestone 1.1
PLANT DESIGN
Comp A2
System N
W B S
Milestone 1.1
Phase N
Equipment #A2
EQUIPMENT
Impact of Change
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Phase 1 Milestone 1.1
Phase N
Milestone 1.2 Milestone 1.3
Phase 1 Milestone 1.1
Phase N
Milestone 1.2 Milestone 1.3
Arch. Eng.
System A Component A1
Comp A2 Comp A3
Comp A3.1 Comp A3.2
System N
P&IDs
System A Equipment #A1
Equipment #A2 Equipment #A3
Equipment #A3.1 Equipment #A3.2
System N
Specification
Inspection
Purchase Order
Work Instructions
Procedures
People
Contract
Standard
Fed Codes
Industry Reg
Ref. Docs
Standards Committee Regulatory Agency
Arch. Eng.
Owner Federal Org
Req. 1
Req. 1.1
Req. 1.2
Req. 1.3
Req. 1.3.1
Req. 1.3.2 Req. N
Sub Contractor
Sub Contractor
Sub Contractor
Sub Contractor
Sub Contractor
REQUIREMENTS
Req.1.2
KNOWLEDGE ITEM
PROJECT BUDGET
Milestone 1.1
PLANT DESIGN
Comp A2
System N
W B S
Milestone 1.1
Phase N
Equipment #A2
EQUIPMENT
Impact of Change
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The challenge ... Design Requirements
“As Designed”
“As Built”
Design Information
Operational Configuration Information
Operating Maintenance
Training &
Procurement Information
Asset & Process Information
Must Conform
“As Maintained”
Physical Configuration
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“Undocumented changes to the blowout preventer that should have shut down BP PLC’s runaway Gulf well slowed efforts to stop the flow of oil…”
“…The controls that the robots were trying to use that were supposed to close the valves were actually connected to a testing device that couldn’t shut off the well…”
“…there appeared to be other changes made to the blowout preventer that BP hadn’t ordered, and … Transocean struggled to provide blueprints showing the device’s updated design…”
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Five Universal Questions of Information Management
• Do you know where your business critical information assets reside?
• Do you know the context of your information assets?
• Do you know the integrity/accuracy of your information assets?
• Are you managing your information assets through change?
• Is the information an asset or a liability to your business?
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• Identification
• Change
• Auditing
• Status
Principles of Information Management
Projects and/or Events
Associated with:
Locations
Where there are:
Systems
Facilities
Equipment
Processes
Described by:
Technical Manuals
Drawings
Procedures
Correspondence
Requirements
Managed and Controlled by:
People
Organizations
Specifies information & characteristics pertaining to:
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Information in Context
Document (Record)
Person
Organisation
Project
Workflow
Distribution
Change event
Location
File Plan
Document centric view ...
Physical item
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Information in Context
Document (Record)
Person
Organisation
Project
Workflow
Distribution
Change event
Location
File Plan
Person centric view ...
Physical item
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Information in Context
Document (Record)
Person
Organisation
Project
Workflow
Distribution
Change event
Location
File Plan
Product centric view ...
Physical item
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Information Modeling
• Manages much more than documents…
• Relates structured and unstructured information to enterprise
• Focuses on relationships
• Records events and activities
• Captures the what, but also the why, how and when
• Creates auditable sequences of how and why information changed
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Projects Location
Change Requirements
Organizations Documents
Distribution Order
People
Requirements
Drawing
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Best Practice Change Management
Document Management
Requirements Management
Item Management
Records Management
Closed Loop Change Process
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Assuring Information Trustworthiness • Identification and Classification
– What is it?
• Relationships/Links/Context – What is it for?
• Responsibility – Who owns/uses/needs it?
• Control of Change – Who can change what? Where are all copies?
– What is the impact, cost and scope of change?
– What/who/when changed?
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Case Study - Crossrail The Importance of Document Control
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Heathrow Airport
The City 2012
Olympic Stadium
Maidenhead 50km Shenfield 21km twin tunnels 35km
Canary Wharf
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Crossrail - Statistics
90km of existing surface network
28 existing surface station upgrades
(11 major reconstructions)
21 km of new sub-surface twin-bore railway
9 new sub-surface stations
200 million passengers per year
Maximum depth of tunnels 30m
16 Major new bridges
1 Major new depot
1 Hi tech control centre
14,000 Construction jobs
£15Bn over 10 years
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• Protect public money
• Improve cost and time certainty
• Improve understanding of risks
• Maintain quality and environmental standards
• Increase the efficiency within the delivery supply chain
• Have transparent and controlled change management
• Minimise impact on members of the public
Crossrail – Business Challenges
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Example: Liverpool Street Station
(c) Crossrail Copyright
Crossrail – Integration Challenges
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Crossrail – Information Mobility Challenges
(c) Crossrail Copyright
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Deliver Best Practice in Lifecycle Information Management
• Provide effective management of all information assets throughout the lifecycle
• Create an integrated 3D information model, facilitating multidisciplinary collaboration through design, construction and on to operations and maintenance
• Enable effective handover of ‘valuable information’ to form the base of the operational asset management system
Crossrail – Information Strategy
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• Document Control – Transmittals – Master Deliverable Lists (MDL’s) – Correspondence Management – Reporting and Dashboards – Sharepoint integration – ProjectWise / eB integration
Effective Handover of ‘Valuable Information’
• Configuration Management & Change Control
(c) Crossrail Copyright
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• Configuration Management & Change Control
• Document Control – Transmittals – Master Deliverable Lists (MDL’s) – Correspondence Management – Reporting and Dashboards – Sharepoint integration – ProjectWise / eB integration
• Contracts Administration – NEC3 Contract Administration Processes – Contract Administration Dashboard
Effective Handover of ‘Valuable Information’
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Crossrail - Contract Administration
• Support for NEC3 Contract Administration Processes – Contract Data Risks – Early Warnings Notifications (EWN) – Notification of Compensation Events (NCE) – Project Manager Instructions (PMI) – Quotations – Project Manager Assessments (PMA) – Implementation of Compensation Events (ICE) – Communications
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Crossrail - Contract Administration Dashboard
(c) Crossrail Copyright
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CRL Core Business Systems
H&S
Finance Cost Management
Contract Management
Schedule Management
Risk Management
Document Control
Requirements
Asset Information Mgt.
Land & Property
Design Control
Stakeholder Management
Construction Applications
Integration
Feeder Systems
ReportingMS Excel Analysis
Area Directors Report
Programme Directors
Report
Sponsors Dashboard
Management Reporting
Presentation
Integrated Business
Intelligence
Bentley Maps Crossrail Connect
Industry Partner Data
Crossrail – Integrated IT Systems
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Summary
• Document Management is not just about the Document Repository – Not another silo of information
• Document Management / Document Control Strategies must form part of the overall Information Management Strategy
• Business centric NOT IT centric
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About Bentley
Bentley’s mission is to support the enterprises and professionals who
design, build and operate the worlds’ infrastructure—sustaining the global
economy and environment, for improved quality of life.
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About Bentley
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