A proven professional document management solution that enables advanced document control,
collaboration and knowledge sharing in a secure, efficient and user friendly manner
ProArc for Engineering and Construction provides
total control in technical projects
Document control – Records management
Engineering and Supplier chain management
Advanced revision management – Audit trail – Workflow
Document distribution and Transmittal handling
Look ahead and overdue reporting
Email management Life Cycle Information Management
ProArc for Engineering & Construction
ProArc allows You to work efficiently,
share information and have total control
of deliverables
ProArc for Engineering and Construction used by small and large engineering and production
compa-nies around the world. It provides a secure, easy-to-use solution for planning, organizing, managing,
collaboration on and tracking important documentation, information and processes that are common
in these lines of business.
Keep control of the information flow
ProArc for Engineering and Construction puts you in total control of the flow of information in all phases of a technical project – from planning, engineering and construction to op-eration and maintenance – regardless of how many different parties are involved. The solution enables you to share and collaborate on documents, while improving your business re-sults through reduced business risks and better support for your processes. In a leaner supply chain, you achieve more accurate control of your deliveries and reduce the risk and costs associated with legal claims or disputes.
Strong user focus
The solution is simple to use and has been developed with a strong user focus over the course of nearly 30 years. Be-cause the solution is seamlessly inte¬grated with MS Office, users can continue to work in familiar environments such as MS Word, Excel and Outlook, with direct access to ProArc functionality. Users are given intuitive support for document and information management.
A preconfigured, flexible application for document and information management based on Engineering & Constructions best practice
Meets client requirements for documentation and processes and supports the overall engineering process from planning to handover
Manages the processes related to the creation, distribution, hand-over and maintenance of all technical documentation
A user-friendly application that works with the users’ everyday tools, such as MS Office and SharePoint.
Simple and staged implementation
Simple and gradual introduction
ProArc for Engineering and Construction is a standard solution based on best practice and built on state of the art technology. This ensures quick and easy implementation, low operational costs and low risk. Expensive and time- consuming adaptations are not necessary and the company can gradually and safely introduce the solutions across the business and projects.
The solution is
• Market leader
• Utilizes standard functionality
• Based on industry best practice
• Follows a standard implementation process, supported by standard activities, training and documentation
ProArc for Engineering & Construction
How does ProArc meet your
business’ challenges?
ProArc gives your business advanced document control and records management functionality, with smart and sim-ple functionality for saving, sharing and locating business- critical information. This makes the workday more efficient and simplifies collaboration and sharing of information in a secure way .
Records Management
ProArc helps businesses meet requirements for secure re-cords management and structuring of email, paper-based documents and electronic documents in a shared digital records management center. This ensures a shared or-ganizational memory, providing an excellent foundation for
knowledge and skills sharing. It reduces the risk of losing information, increases traceability and delivers
excel-lent accountability in compliance with interna-tional standards and requirements.
“Records management is a
process of ensuring the
prop-er creation, maintenance, use
and disposal of records to
achieve efficient, transparent
and accountable governance”
ProArc for Engineering &
Construction focuses on
business-critical processes in
technical projects
Access to relevanr information
“ProArc contributes to fast retrieval and an easy overview of all communication in the business, while enabling excellent and efficient management of documentation in all phases. “ ProArc for Engineering and Construction makes it easy for enterprises to access information and work efficiently, re-gardless of location. By using the MS SharePoint based web client, employees have instant access to all business-critical information – any time, any place – enabling them to create documentation and take part in workflows even when away from the office. The web interface is simpler than the windows client, with all basic features easily accessible to all employees. Because it is integrated with ProArc, you do not have to compromise on the excellent document control functionality needed by the experts.
The solution is also seamlessly integrated with MS Word, Excel and Outlook and enables the users to work in famil-iar user interfaces when at the office. Documents can be produced, opened, edited and saved directly into ProArc from menus in Office, with a complete audit trail. You can start workflows and manage your activity list and ongoing tasks. Outgoing and incoming e-mails can easily be saved in ProArc, directly from menus in Outlook. The integration sup-ports sending e-mails on workflows, either as a part of the import process, or directly from the mailbox.
Full control of Deliveries
“Sharing knowledge efficiently and controlling the informa-tion flow is essential for making the right use of a business’ skills and resources. It ensures continued development and growth. ProArc for Engineering and Construction is an effec-tive tool for achieving this.”
Documenting the whole process, from start to finish, is essential for project success, and lays the foundation for safe and efficient operation and maintenance of installations. Bearing this in mind, an important activity at the start of any new project should be outlining a complete document de-liverables plan. The dede-liverables plan enables you to follow up on document production and comply with client require-ments. It also allows you to staff the project with relevant expertise as required.
The solution includes features such as, advanced docu-ment control, process support, planning and follow-up of document submissions dates, revision and review status control, workflow and transmittal management, standard re-ports such as MDL, CMDL, look ahead, overdue rere-ports and historical distribution reports. This provides full control both internal and external documents at all times.
ProArc for Engineering and Construction is an effective tool for achieving total control of your document deliverables, by enabling you to monitor the documentation processes and ensuring that the plan becomes reality and that any flaws are traceable.
Document control
The core features in ProArc are Document Control with support for business-critical process in technical projects. So why is document control and process support so crucial for engineering and construction companies? The reason is often simple; the success of a project may depend directly on efficient and controlled document production, including review, approval and distribution processes. Imagine what the consequences might be if you or one of your partners do not have the latest revision available when needed. This could set the project at risk and increase time and cost dra-matically.
ProArc’s document control features are unique and have been developed in close collaboration with our customers in leading engineering, construction and production companies over the past 30 years. ProArc’s built-in security mechanisms secure documents and data from unauthorised access on all levels. ProArc takes care of secure storage and retrieval for all types of documents, whether a CAD drawing, a Word document or a scanned document.
The solution offers advanced handling of revisions and keeps a complete audit trail in which all operations related to meta-data, documents and distributions are logged. Discussions regarding ‘who received what and when’ can easily be re-solved, which in turn enables you to reduce the risk of legal issues in the project. By being able to manage the whole process in a controlled manner, you are able to follow up and initiate corrective actions in time.
The solution is extremely adaptable to new or changing requirements, and with the included management tools, you can adapt the solution during the process. This could involve adding new document codes or revision codes, creating new document templates, making new workflow templates, or even creating new repositories for new projects if needed. “Using a system of control keeps team members account-able and customers informed.”
Supplier Document management
“Smart enterprises see their suppliers as important resources that can be leveraged to streamline project delivery, cut sup-ply chain costs and enhance customer-service levels.” Supplier relationships are a critical component of business success. In an increasingly competitive and fast-paced world, the role of the supplier is becoming even more impor-tant. Documentation is an important part of all deliveries; so important that in many cases the customer will hold back up to 20% of the total cost of the contract if the documentation is insufficient or missing.
ProArc offers built-in functionality and process support for management of supplier documentation. ProArc’s Supplier Document Management features are based on best prac-tice from a broad range of small and large-scale projects and includes features such as: advanced document control, predefined supplier metadata configuration, planning and follow-up of document submissions dates, revision and re-view status control, workflow and transmittal management, standard reports such as MDL, CMDL, look ahead, overdue reports and historical distribution reports.
ProArc for Engineering & Construction
“ProArc allows us to put pressure on our partners to deliver correctly, using reports for delivery,
projected overdue lists and penalties for late delivery. Having this control, and our suppliers
know-ing that we have it, has improved deliveries dramatically. Another hugely appreciated result is that
the record management in the system – which tells who has got what information, when and for
what reason – has reduced the levels of conflict arising in the projects. There is no doubt that this
has allowed our legal staff to concentrate on other issues.”
Workflow, Distribution and Transmittal handling
“Speed up the processes and keep a complete audit trail of the distributions.”
ProArc for Engineering and Construction has excellent built-in process support for document management built-in technical projects. The solution is designed to ensure quality control in processes for creation, review and approval of internally produced documentation, as well as processes for handling of receipts, return of documents to the supplier and trans-mission to the customer.
All dates related to submission and return of documentation are updated automatically, based on a combination of best practice workflows and document status. This can be over-ridden manually if needed. Processes can be monitored us-ing the included reports for “look ahead” and “overdue”, pro-viding you with total control of the documentation process.
Standard tools makes it possible to:
• Manage engineering, supplier and administrative documentation
• Produce, store and retrieve files in a secure way, even when away from the office
• Carry out advanced document control tasks • Follow up internal and external deadlines
• Have total delivery control, traceability and history for documents and processes
• Configure and expand the solution according to your needs, without programming
• Design new Workflows when needed, or edit the best practice workflows included
• Create templates by merging metadata to the template
• Use MS Outlook and Office as your user interface • Comply with national and international standards
for document and records management
Suggested add-ons:
Our best practice solution for Engineering and Con-struction can be supplemented with additional modules, or specific functionality to fulfill additional customer requirements.
• ProArc Supplier room – solution built on MS SharePoint integrated with ProArc for closer cooperation with the suppliers.
• ProArc Planning – Level 5 Document planning, enables progress planning, reporting and follow up. • Safran integration - enables standardized export of
progress on Activity levels from ProArc to Safran. • ProArc AutoCad integration – enabling drawing
production and metadata merging form ProArc to Autocad, and vice versa, including handling of x-refs.
• ProArc import/export server – enabling bulk import and export of files and metadata
• ProArc Document Organizer – for compilation and handover of items such as user manuals and As-Built documentation
As part of the process, the workflow module supports trans-mittal management and the solution keeps a complete audit trail in which all operations related to document flow and dis-tributions are logged. Discussions regarding ‘who received what and when’ can easily be resolved.
This built-in functionality supports you to standardize and au-tomate your work and business processes, thus improving efficiency. This frees up your team’s time to focus on non-standardized work.
Software Innovation is a Scandinavian company and a leading international software vendor for document control, information and case management. With 25 years of experience and competence in business-oriented content applications, we are committed to delivering future-proof, flexible and highly user-friendly solutions for our customers and partners. Our application suites create excellent information sharing, efficient collaboration, business control and improved service for both private and public organizations. The packaged business solutions are built on Microsoft SharePoint and Office, the market leading platform for collaboration and business productivity.
