KEEP YOUR PROJECTS ON TRACK
Flexible Document Control for Agile Teams
EMC DOCUMENTUM
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THE CHALLENGES OF CAPITAL PROJECTS
Managing capital projects, no matter their size or complexity,
requires addressing many challenges at the same time.
Project owners face key issues such as
Poor cost control1
Inability to keep
project on schedule1
Lack of transparency
Incomplete documentation
Common to the key issues is the creation, collection, and distribution – as well as updating and tracking of all of the documents that keep your projects on track. Doing so can be time consuming
and inefficient, leading to higher
costs, frustrated partners and increased risk.
Different document creators in different
global organizations
Difficult to find
the right document among hundreds of
emails and shared files Varying file formats and types ACCESS DENIED Firewalls keep documents secure, but inaccessible
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There are trade-offs, sacrifices and risks that
you assume no matter which path you take.
Fortunately, there’s an easier way.
Free or “off the shelf”
solutions
Enterprise “industrial
strength” solutions
Difficult to access shared folders
on-the-go while at the project site Files are over-written with no way to
know who changed what
Unable to easily administer a process
Requires specialized IT expertise Too costly or complex
Difficult and time-consuming to customize
to the way your organization works
When searching for an answer,
EMC DOCUMENTUM
Capital Projects Express
To reduce the chaos, IT burden and keep projects
running smoothly, EMC created Documentum Capital
Projects Express, part of the EMC Documentum for Plant, Engineering and Facilities Management solution suite.
The knowledge gained from thousands of hours
collaborating with EPCs, energy and utility companies overseeing capital projects has been embedded in all aspects of the solutions functionality.
A fast-to-deploy and inexpensive to own
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The result is a robust, secure,
yet flexible cloud-based solution
that accelerates deployment schedules and eliminates costly customizations often
required by on-premise alternatives. or requires highly customized workflows to support your business processes, If your project demands a tight integration to internal business systems
Documentum Capital Projectsdelivers a fully configurable solution to fit these needs.
It includes the key advantages of
Documentum Capital Projects and allows
you to accelerate project setup with a secure, always available, software-as-a-service.
• Guarantee fast time-to-value and reduce the risk of
project delays with accelerated setup and configuration • Make project teams more agile and efficient with tools
and templates built according to industry best practices • Reduce system management costs with
software-as-a-service solution, managed by EMC experts
• Lower capital investment by using operating expenses for both licensing and maintaining the system
With Documentum Capital Projects Express, you get:
Extended team collaboration
Let team members tap into the latest information at any time, from any location while maintaining security by sharing documents only with approved participants. Suppliers, business partners and subcontractors are virtually connected via a secure, cloud-based system.
Secure and streamlined document management
Securely control documents of all types without the
delays caused by firewalls and easily determine if a
document has been reviewed and approved by all the necessary parties.
Visibility into document and project status
See the relationship between each phase of the project and the pertinent documents with reports to allow you to quickly monitor status.
Simplified transmittal
processes
Reduce the effort needed to generate transmittals
so that contractual and compliance commitments are met in a timely fashion and the work keeps moving forward.
Reliable regulatory compliance
Show regulators that project work is in compliance with all relevant requirements, thanks to automated records management and auditing trails.
Fast deployment
This cloud-based software-as-a-service solution is up and running quickly to avoid project delays with
built-in workflows and other templates common in capital projects. Enjoy the benefits of a consistent
approach from one project to another.
Low start-up cost and effort
With flexible licensing, there is no need for a steep
SECURE AND STREAMLINED
DOCUMENT MANAGEMENT
Without a better alternative for sharing files with others,
project managers have been forced to relay key documents by shipping them overnight. While email systems or FTP methods can help, there’s still the matter of
security. Then add the time and resources wasted hunting through hundreds of
emails, file shares, and other silos of information.
Effective management of project documents
is fundamental to capital project success.
The challenge, of course, is managing them.
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The best way to address these issues is a well-considered,
well-run system for creating, tracking, sharing, storing and securing
all of that project documentation.
SECURE AND STREAMLINED DOCUMENT MANAGEMENT
With Documentum Capital Projects Express, you’re able to manage all
document file types, access them anytime, anywhere and easily control them.
Its virtual private cloud architecture and dedicated server connections ensure additional security that’s not found in traditional SaaS products that share
applications and data repositories among other users.
Manages all document file types
CAD drawings, engineering plans, project schedules and everything else that is part of the capital project
Enables ease of access
All participants get access to the information they need, when and where they need it
Ensures security measures are retained
INFORMATION AVAILABILITY
The cloud changes the way
information is made available
between owners, contractors,
and subcontractors during
various project phases and
the way it is handed over
to operations. This can
significantly increase the
integrity of the information
and can enable safer and
more-timely delivery of
the project.
Source: Gartner, Oil and Gas Firms Should Look to Cloud to Transform Delivery of Major Capital Projects, Morgan Eldred, Leif Eriksen, Rich McAvey, 11 September 2014
consider EMC’s capability to secure
mobile access important to addressing
their business challenges.
Source: TechValidate survey of 27 users of EMC Enterprise Content Management Solutions within Energy & Engineering.TVID: C21-6C5-938
93%
of surveyed
clients
EXTENDED TEAM
EXTENDED TEAM COLLABORATION
With team members participating in a project from dispersed locations, you need to provide easy access to the latest information.
It takes the collaboration of experts – sometimes
hundreds of them – to successfully execute a
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Documentum Capital Projects Express makes it possible
for critical participants to perform important tasks
– wherever and whenever they wish:
EXTENDED TEAM COLLABORATION
Quickly find and
access relevant content
Easily engage in
workflows Securely share information Immediately view pending tasks
Your IT department will not have to assist with the setup – it’s that simple.
Your efficiency improves because project documents are organized in a
familiar structure, consistent from project to project, whether by contractor or project phase, and easy to navigate.
IT TAKES A VILLAGE:
EXTENDED COLLABORATION MAKES IT HAPPEN
To successfully build a new plant or
asset, extended collaboration with
partners and suppliers is essential.
Source: TechValidate survey of 29 users of EMC Enterprise Content Management Solutions within Energy & Engineering. TVID: 90B-CFB-E8D
The solution also tracks revisions and provides
an efficient way to mark-up changes and
consolidate comments. Suppliers are able to receive documents, know that they are working
with the correct document, and feel confident
that their changes are automatically tracked. In short, you can improve design quality while reducing the time it takes to get the work done. It’s quick, it’s convenient, and it’s essential for today’s capital projects.
EXTENDED TEAM COLLABORATION
consider EMC’s capability to secure
collaboration important to addressing
their business challenges
90%
of surveyed
SIMPLIFIED TRANSMITTAL
PROCESSES
SIMPLIFIED TRANSMITTAL PROCESSES
Tracking transmittals in capital projects is tough, particularly
when you have a small document control staff.
To slash the amount of time your team spends on managing transmittals and contract deliverables—with minimal IT investment
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By using EMC Supplier Exchange with Documentum Capital Projects Express, you minimize the time needed to
manage and track supplier deliverables. By automating time-consuming
document validation and import
processes, you distribute the workload from document controllers to external
suppliers to define, administer and
process deliverables.
SIMPLIFIED TRANSMITTAL PROCESSES
EXTENDED COLLABORATION WITH SUPPLIERS
Suppliers, vendors and
partners can access content
more efficiently in a cloud-based
collaborative team space.
Learn more about EMC Supplier Exchange
EMC solutions simplify the transmittal process
Automatically assemble and upload transmittal packages Track your transmittals at a glance
Eliminate the uncertainty of monitoring transmittals Avoid time-consuming manual effort
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VISIBILITY INTO DOCUMENT AND PROJECT STATUS
You’ll know, for example, that the site crew received the updated engineering
documents and signed off on them, so they’re ready to begin the work defined in
your project management application. You can monitor real time progress using detailed reports and share them with others.
Unlike a project management application,
Documentum Capital Projects Express is designed to
give you visibility into the pertinent documents that affect
VISIBILITY INTO DOCUMENT AND PROJECT STATUS
By having insight into activities and the accompanying
documentation, project managers can more readily accomplish exactly what they’re hired to do:
Bring a project to completion on time,
on budget and in compliance with
all relevant regulatory regulations.
BEYOND THE BUZZ: CUSTOMERS TALK ABOUT THE 3RD PLATFORM
For energy companies, there
is a growing recognition
that the 3rd platform and
cloud-based solutions can
play an important role in
meeting critical information
management needs.
RELIABLE
RELIABLE REGULATORY COMPLIANCE
When information is incomplete, missing or inaccurate, the project can be forced
to stop until regulators are satisfied. Those delays can be costly. More importantly,
failing to adhere to measures designed to minimize risks can eventually pose safety issues once the plant is built and operating.
One of the biggest concerns for those overseeing capital
projects is staying in compliance with health, safety, security
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RELIABLE REGULATORY COMPLIANCE
Documentum Capital Projects Express
includes automated review workflows that
ensure reviews are enforced and approvals can be executed.
Managers get a full audit trail of day-to-day document interactions without any extra work on their part. Project leaders can avoid spending hours tracking documents and are free to focus on other issues that need their guidance.
When regulators want to execute site visits, conduct audits or perform inspections, the
management team will be ready and confident
that all the processes have been followed at
each step of the project. Source: TechValidate survey of 29 users of EMC Enterprise Content Management Solutions within Energy & Engineering. TVID: 63B-3D0-723
consider EMC’s capability to automate
processes important to addressing their
business challenges.
97%
of surveyed
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FAST DEPLOYMENT
Fortunately, Documentum Capital Projects Express accelerates project setup with a cloud-based solution.
What if it takes months to get a solution up and running?
You lose precious time that could be spent getting the project work
FAST DEPLOYMENT
You will reduce risk of project delays and make your project
teams more agile. Prebuilt tools include templates and
metadata that leverage industry best practices:
Project folder
structures Businessrules Securityprofiles Distributionlists
As beneficial as these features are the first time you use the solution, they’re even more
valuable in subsequent or simultaneous projects. You can count on a consistent approach from one endeavor to another, and rest assured that you’re addressing the critical
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Time required for same project using
FAST DEPLOYMENT
SPEED
The cloud not only enables faster project startup, it also helps reduce
time throughout construction and eases handover to operations.
Cloud enhances the ability to quickly assign and support collaboration among resources that may be widely scattered geographically. It also helps reduce the time to embed processes and systems within the project. In addition to leading
to faster set up time for offices and more efficient collaboration, cloud also helps
cut down the time required for revision cycles on engineering documents, as well as to coordinate procurement more
efficiently with various suppliers.
Source: Gartner, Oil and Gas Firms Should Look to Cloud to Transform Delivery of Major Capital Projects, Morgan Eldred, Leif Eriksen, Rich McAvey, 11 September 2014
Time to deploy a custom project with a enterprise content
management system
42 WEEKS
Time required for same project using a purpose-built enterprise solution
14 WEEKS
6
WEEKSDocumentum Capital Projects Express
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LOW START-UP COST AND EFFORT
But you can put it to work for your team without incurring
burdensome financial obligations and staffing time.
The power of the Documentum Capital Projects Express
is the result of literally thousands of hours
LOW START-UP COST AND EFFORT
The software-as-a-service solution
is offered on a subscription basis;
installed, tested and maintained by EMC experts.
That means there is no need for your organization to use your IT team to get the solution up and running, then spend time managing and updating. It is all handled by EMC, including the backup and disaster-recovery.
And your financial department will appreciate being able to
treat Documentum Capital Projects Express as a manageable and predictable operating expense.
A flexible subscription model requires minimal capital outlay,
shifting expenses from capital to operating budgets—a
perfect fit for organizations with limited IT resources or
cloud-focused IT strategies.
With such low financial barriers to begin using
Documentum Capital Projects Express – along with its
effort-saving and risk-reducing features – isn’t it time to
put this solution to work for you and your organization?
Documentum Capital Projects Express
is delivered as a virtual private cloud architecture using EMC Managed Services OnDemand.
Learn more about EMC OnDemand Security
Ensures security, availability and disaster recovery.
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Putting the knowledge and know-how captured in this virtual
private cloud solution provides the best of both worlds
The ability to offload managing
the IT infrastructure
Accessing the data worldwide, while protecting your company’s
valuable intellectual property
AGILE TEAMS, ENHANCED CONTROL, REDUCED STRESS
Capital projects will always be complex endeavors. But managing them –
and the documents that accompany them – can be made easier with the help of
Documentum Capital Projects Express.
Using Documentum Capital Projects Express, you can:
Accelerate deployment schedules
and eliminate costly customization with templates
and workflows based on industry best practices
Maintain compliance
and inspection readiness for all relevant regulations, including health, safety, security and
environmental requirements
Enable project teams
suppliers and contractors to securely create, manage, review and approve documentation
Track progress
against project milestones at a
glance with less effort
Streamline and automate
transmittal processes, increasing
efficiency of limited resources
Limit capital expense exposure
with flexible subscription pricing
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Key Reasons customers choose EMC Documentum
as their Content Management Solution provider:
Source: TechValidate survey of 30 users of EMC Enterprise Content Management Solutions within Energy & Engineering.TVID: 551-5D3-E8D
100%
Proven and trusted platform
96%
Certified services & support
89%
Purpose-built solutions Deep industry expertise
&
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