Prepared by: STAR & DDI12-Oct-2013

DMS PROJECT (overview)

Assign Meeting facilitator /organizer

Meeting facilitator /organizer should distribute agenda (including meeting request showing all detail)

to invitees prior to the meeting

Make sure relavant people (stakeholders) are invited to the meeting

Everyone who attends to the meeting should be ready and be on time

Turn the mobile phone on silence mode

Review the minutes and action items from the previous meeting(if applicable)

Do not interrput while someone is talking

Ask your questions in the end of presentation (depends on format)

MoM should be prepared and distributed after the meeting

continious improvement

Meeting Guidelines

FOREWORD

The main intention of the presentation is to give an overview (high level) on:

DM Team of STAR and DDI DMS Project

Information is Power

CONTENT

INTRODUCTION

DMS

DMS-CURRENT STATUS

DMS PROJECT

DMS-FUTURE STATUS

QUESTIONS

Information shared is power squared

INTRODUCTION

• WE are…

STAR DMT

Shahin Teymurkhanli Özgür Yardımcı (specialist) Emre Özden (specialist)

DDI DMT

Sema Duran

• WE do…

Preserve Integrity on documents

Manage Outgoing/Incoming Project Documents

Keep Track of All Records

Support Team on access to documents

Continiously improve document management system

STEAŞ IT

Mehmet Zengin Akın Börekçi Cenk İşçi

Control your records before they control you

DMS

Set of procedures ensuring management of documents which evolve as information and supersede the old ones and ensuring the natural transition of the process for the personnel to have access to the latest versions of drawings, specifications, forms and data.

Office Tools Software

An organization’s ability to store, index, access and retrieve the right information efficiently and effectively.

Ensuring Stability of Corporate Memory (Organic Memory)

• DMS is

• +’s are

Information storage has to take place at the unconscious level Thomas, Paul G.

Communication Toolseq/ Outlook

Microsoft Lync

Ability to give detailed

permissions to the access of

data

Shared Drive

• What does DMS provide for instutions ?

DMS, provides safe access to documents and authority to use electronic products and memories.

DMS, keeps electronic master copies of faxes, forms, requests, habits from thepast and knowledge, associated with today’s technologies.

DMS, creates and expands paperless-office logic, offers digital documentation, communication, access, flexibility and ease of electronic media.

DMSTo shred or not to shred; that is the question

STATUS QUOTo Keep or Not to Keep... Is that Your Question?

Project documents are downloaded to computer environment from K Server before being shared among users

Documents are searched only via Windows search engine

Only way to announce a document notification is manuel with links

STATUS QUOTo Keep or Not to Keep... Is that Your Question?

Links in the E-mails and Logs are static thus they can perish with the movements

K Server is not accesible out of office

FTP accounts and authorizations are hard hard to track: generally resulting to delays in document distribution

DMS PROJECT

Transmittal Management

Content Server

• Re-numbering existing documents based on Numbering Structure• Create new numbering structure for non technical documents• Utilization of OCR technology (40.000 pages)• Create Document folder structure• Software analysis -adjustment works

• SCOPE

Content Server

• SCHEDULE

Information is a negotiator's greatest weapon Kiam, Victor

Key Milestones

• FEED documents uploaded to Content Server ---------------- 02 October• Presentation to STAR Team ------------------------------------------ 12 October• PDP Documents uploaded to Content Server ------------------ 17 October• UAT Runs Completed ------------------------------------------------- 24 October• Content Server – Live ------------------------------------------------- 05

November

CONTENT SERVER

CONTENT SERVER HOME PAGE

CONTENT SERVER

Workspace

There are two workspaces in the DMS. One of them, Enterprise Workspace which is all users share their documents in this area. Second, Personal Workspace which is individual’s special area.

Enterprise Workspace

CONTENT SERVER

Workspace

PERSONAL WORKSPACE

CONTENT SERVER

Integrity

To eliminate duplication of data, the same data , instead of over and over again installing to more than one place, to store and share with assigning shortcuts, generations, links in the desired location.

CONTENT SERVER

Reliable Data

Versioning, multiple versions of the data can be stored in a safe and systematic way system. Automatically assigned by the system version number, version, creation date, size, who created it, which are informations can be accessed. We can access current version of data from the last version.

CONTENT SERVER

Functionality

General ; reach the general characteristics of data from the ‘General’. We can examine these are name, description, date created, who created it, nickname , best value, best percent, best bets end date, type, size, modified date, short line' s features here or we can change features of which are enabled by system.

CONTENT SERVER

Audit

Audit ; traceability for the document is created with audit. We can examine features such as date of transaction, user name, transactions made on the document, date of the operation of the user's.

CONTENT SERVER

Follow-Up

Follow-Up; in the process of document management, aware of the role to be undertaken by users and be stimulated continuously with alerts are important. Activities which will take place in the future are sent to users with notifications by e-mail.

CONTENT SERVER

Rate

In the DMS, ‘Ratings’ is the one of the ways to get feedback about the data . The users can write thinkings about data in the comments. The summary document, revisions, those who review the data can be examined in this part.

CONTENT SERVER

Column

Some features of the document such as type, name are automatically created by system and when we access to examine documents inside of the folder, can see these features. However, we can add columns which features we want to see at this area. For instance, there is multiple version of a document , if we want to display version information of last version, this feature is added in the column.

CONTENT SERVER

Reports

Software, stores all log on the basis of these are transactions made within the system (registration, printing, deleting, and so on.), user, document, and the date. Report using this file will be available upon request.

CONTENT SERVER

Authority

Authority; applying authorization for documents on the system can be restricted permissions and privileges of users. According to hierarchical structured in institution , some documents should not appear. We can easily enable to manage this hierarchical structured with DMS. Security environment in DMS can be provided as required accordance with positions of staff in institutions is authorizated.

CONTENT SERVER

Communication

Document Management System is so comprehensive that it can be disposed of data via e-mail, through the news channels can be created and the desired person or group desired data / data, notifications can be sent.

CONTENT SERVER

Easy Access to File/ Search

The system, on the archived documents, according to the selected criteria from user interface ; (prepared, subject to the relevant file number, to whom, from, date range, number, urgency, incoming and outgoing, document type, document status, process), can do text files from query , full-text search on the image files,content of indexed documents.

One time in the interrogation by the user, is saved. Queried the final version will be available again.

CONTENT SERVER

Easy Access to File/ Search

We can easily find data which is lined up regularly and stacked with index fields in the system. Searching progress at the physical environment can continue several hours. However, at the electronic-environment this progress continues about one minute.

CONTENT SERVER

E-mail Archiving

We can sent data in the folder in the system with e-link feature. The introduction of this feature is enabled on the file system without the need to login to your e-mail connection and just enough data to be sent into the file system.

CONTENT SERVER

Enterprise Connect

Enterprise Connect offers a reliable and high-speed data connection. Increases productivity with fast connection, high-speed and high accessibility needs are met.

CONTENT SERVER

Regulatory Compliance

Data to be managed on the hierarchical system, is controlly added in the system and will be present sharing of users. DMS is an environment ,with the assurance of information and documents can be stored in organized, occured using, where users participate. This security are supported with documents and standards by a team.

CONTENT SERVER

Time Optimization

In DMS, datas are methodically conducted, enables to save time for individuals and institutions.

CONTENT SERVER

Time Optimization

With DMS, in terms of creating a new document with the ability to re-use fabrics to prevent a waste of time. As a result, corporate transactions occur faster. In addition, the documents stored in the system for a long time.

FUTURE STATUS

Computer based and Systematic environment (Content Server)

Document Control Management System (Transmittal Management)

Get ready to EPC phase (Continiuous improvement of system and the team)

Easy access/share between Site and Istanbul offices and others

Question?

THANK YOUTime is Money