ECM and SharePoint

ECM and SharePoint in AMEC Paragon – A Case StudyMarc-Henri J. CerarIBM Information on Demand 2008 – Oct. 29th, 2008Session TCM-2948A

AMEC Introduction

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AMEC – Areas of Operation

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AMEC is a leading international project management, engineering and services company. We design, deliver and support clients’ assets, from local technical services to international landmark projects.

AMEC's Natural Resources, Power and Process and Earth and Environmental businesses employ over 23,000 people in more than 30 countries globally. Worldwide annual revenues of over US$4.6 billion

AMEC at a Glance

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AMEC Paragon is AMEC’s hub for oil and gas operations based in Houston, Texas, providing engineering, materials management, and construction management services to the oil and gas, pipeline, and midstream industries.

More than 700 peopleCompleted more than 4,000 projects in 30 countriesfor over 260 clients.28 Year History of Excellence in Houston

AMEC Paragon at a Glance

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FileNet has been in use at AMEC Paragon for more than six years.An overview of our current environment:

– Production FileNet 3.5.2 system consisting of Content Engine, Process, Engine, and eForms. This system is currently being migrated to our new FileNet 4.0 system.

– Production FileNet 4.0 system consisting of Content Engine, Process Engine, eForms. Deployed with Fusion user interface.

– Approximately 700 users, more than 100 active projects, and more than 300,000 documents.

AMEC Paragon FileNet System Overview

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Deliver a simple and secure means of remote access to project documents.Provide a collaboration space for project documents.The solution must be intuitive, requiring minimal training.

The Challenge

Early Attempts and Lessons Learned

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Provided client and third party access to our ECM – Remote VPN configured to allow remote access to the ECM. The security

found to be problematic. Different company desktop configurations and security measures were a constant source of frustration.

– Security rules for AMEC user accounts found to be cumbersome. AMEC required password reset and account expiration to protect the corporation.

– Required lengthy and repeated training sessions. Each session was a minimum of two hours. WebEx sessions for training remote users arranged.

Using Our ECM for Collaboration

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Results and Past experience:– The environment, taxonomy, access, etc was completely foreign to clients

and third parties. Our ECM was built to our specific needs. – Customer and third party learning curve was difficult– Customer and third party access not easily customized to their specific

needs – Overall feedback was negative and the results were disappointing

Access to Our FileNet P8 EDMS

Building Our Strategy

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Quick Thought

There is a slightly odd notion in business today that things are moving so fast that strategy becomes an obsolete idea. That all you need is to be flexible or adaptable. Or as the current vocabulary puts it, "agile." This is a mistake. You cannot substitute agility for strategy. If you do not develop a strategy of your own, you become a part of someone else’s strategy. You, in fact, become reactive to external circumstances. The absence of strategy is fine if you don’t care where you’re going.

— Alvin Toffler

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An environment which……enables the collaboration…of all parties…involved in a project…executed from multiple locations…safely, efficiently and effectively

Strategy for Sharing ECM Content

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However fit-for-purpose our skills may be, in the end, we are AMEC Paragon an Engineering company and not a SoftwareDevelopment company.We look to IBM, Microsoft, and Sword to provide architectural features that allow us to configure, not custom-build, a core application framework supporting our business process requirements. We require an extremely flexible and powerful architecture that supports all of our requirements and frees us to focus on the bigger picture – content management and business process management – that provides even greater ROI to our organization.

Business Motivators

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AMEC Paragon’s strategy lead to the selection of using Fusion with SharePoint 2007

– Fusion from Sword is a web-based application that runs as an application layer on top of FileNet P8 4.0.

Key points which lead to this selection:– Fusion has integration with SharePoint 2007.– SharePoint provides a Collaborative Workspace with a simple user

interface. – SharePoint is used by most major customers offering a familiar look and

feel.– With SharePoint minimal training is required.– SharePoint hosted in a DMZ minimized security concerns

Building the Strategy

Our Collaboration Use Cases

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Building the strategy before the technology for Collaboration could be implemented.

– Established the use cases for Collaboration– Business processes, procedures, and work instructions needed to be

documented & optimized– Needed to plan for how we create and manage our documents

Building the Use Cases

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Use Case #1 Collaborative Review Session (CRS)

4. At the end of the CRS the package is returned by Collaboration Manager to Fusion as a record.

1. Fusion issues a package of documents to Collaboration Manager.

2. Participants (AMEC and non- AMEC) receive an email invitation with a link to the CRS from Collaboration Manager.

3. The document(s) in the CRS are reviewed, red-lined, and comments attached. After the participants have completed their review the CRS the consolidator reviews the package and consolidates the comments.

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Use Case #2 Publish Transmittal with Content

1. Fusion publishes a transmittal with the attached document(s) as a package to SharePoint.

2. The transmittal recipients (AMEC and non-AMEC) receive an email notification with a link to the transmittal from SharePoint.

3. The transmittals and attached documents are stored in SharePoint as records for the duration of the project. The transmittals and documents can be viewed or downloaded but can not be edited.

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Use Case #3 Published Documents

1. Fusion publishes documents to SharePoint.

2. The documents are stored in a folder structure as specified by the project or client. If a document that was previously published is revised, only the most current version is retained by SharePoint. The documents can be viewed or downloaded but can not be edited.

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Use Case #4 Supplier Documents

3. Fusion sends the document package to SharePoint for Document Control.

2. SharePoint sends the document package to Fusion for Document Control. Document may be review as outline by Use Case #1.

1. Supplier submits to SharePoint a document package.

4. The document package will be transmitted to the supplier as outline by Use Case #2. All of the documents packages, both the received and returned, will be stored as records in SharePoint.

Implementation of Use Case #1 Collaborative Review Session (CRS)

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Introduction

The goal of the Collaboration Review Session is to provide a secure real-time environment to access documents for sharing, reviewing, and commenting.

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CRS Benefits

Improved Control of Document Versions – The CRS eliminates the email attachment headaches

Improved Project Coordination – Comments and approvals are stored in the system versus ad-hoc emails

and phone callsImproved Document Security

– Secure central server versus email attachments, thumb drives, shared drives , etc…

Collaboration Across Geographic Locations– Clients and project offices are becoming much more global

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Collaboration Terms

CS: Collaboration SpaceCRS: Collaboration Review SessionInitiator: The person starting and managing the collaboration processReviewer: An assigned person responsible for evaluating the selected documentsConsolidator: An assigned person responsible for summarize the CRS

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CRS Overview

A CRS can be used for formal or ad-hoc reviewsFusion P8 automatically manages the check-out/check-in processReviewers and Consolidators are selected by the InitiatorAllows simultaneous review sessions A dedicated review instance for a document or group of documentsProvides a format for comments, redlines, and approvals

27Reviewers

Initiator

EngineersDesigners

Create CRS based on

Documents or Transmittal

Publish CRSto CS

Start CRS

Review CRS ConsolidateCRS Complete CRS

Close CRS& Publish

To Fusion P8

Fusion P8Updated

BrowseConsolidatedInformation

Consolidator

Fusion P8

CollaborationSpace

Initiator

CRS Process Diagram

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CRS System Diagram

AMEC FIREWALL

REMOTE AMEC OFFICE

AMEC VPN

PONY EXPRESS

E-MAIL, FTP, MAIL

ENGINEERING DOCUMENTS

GENERAL DOCUMENTS

VENDOR DOCUMENTS

Fusion• STORAGE• DISTRIBUTION• CHECK IN/OUT• WORK FLOW

ELEC

OWNER DC DC OWNER

CLIENT

MECH

ELEC

PIPING

DC

RESPDISCP

DCVENDOR

DC

INST

MECH

PROGRESSUPDATE

Fusion Collaboration

Manager

PROGRESSUPDATE

PROGRESSUPDATE

WEB PAGE• FORMS• STANDARDS• MEETINGS• SCHEDULE•

DOCUMENT INDEX

HYPER LINKED TO FUSION

AMEC DMZ

HOOK UP COMMISSIONING

VENDORS

CLIENT

FABRICATORSCONSTRUCTION

REMOTE USERS

AMEC VPN

Walk Through of Use Case #1 Collaborative Review Session (CRS)

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The Initiator selects the documents in Fusion P8The Publish to Collaboration Space menu starts the CRS

Creating a CRS in Fusion P8

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Creating a CRS in Fusion P8 Cont.

Enter the CRS Description

Click the Collaboration Space link to launch the CS

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ReviewSessions

ConsolidateTasks

Review Tasks

CRS Welcome Page

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CRS Initiated and Ready for Review

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Reviewers receive an email notification for the new taskClicking the link opens the CRS After clicking the link, the Reviewer can display the CRS information and instructions by clicking the Details tab

CRS Review Process

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CRS Review Process Cont.

Click the Content Tab to view the documents associated with the CRSClick the Document Title to display the CRS details

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Click the filenameview using the native application

Click the Markups tabto redline the document

CRS Review Process Cont.

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CRS Review Process - Redline

In the Markups tab, click the Create button to launch the Fusionviewer

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Click on the desired markup entity

Apply the markup

Review Process – Add Markup

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Review Process – Save Markup

To save the new markup, click File and choose SaveEnter the markup nameClick OK

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Click on the Comments Tab, to go to the Approval/Comments Page

Review Process – Approval

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Review Process – Approval / Comment

Click on the Create button to go to the Approval/Comments screenClick the Approval, Reject, or Approve with Comments button and click OK when done

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Complete the CRS Session

Click Close to return to the main task screenClick Complete to finish the review task

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CRS Consolidation

Consolidators receive an email notification with a direct linkConsolidators can review the CRS details by clicking the Details TabTo add a new markup click the Content Tab and then click the Document Title field

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Click the Start Consolidation button to consolidate the reviews and markups

Start Consolidate Process

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Click the filenameview using the native application

Click the Markups tabto redline the document

Consolidate - Markup

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Consolidate - Markup

In the Markups tab, click the Create button to launch the Fusionviewer

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Open the previous markups for reviewAdd the markup and change any of the previous ones using the same steps from the Review process

Consolidate - Markup

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Consolidate – Save Markup

Enter the name of the markup (automatically shows as consolidated)Click OK

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Consolidate – Approval / Comment

Click on the Comments Tab, to go to the Approval/Comments Page

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Consolidate – Approval / Comment

Click the appropriate approval buttonEnter a comment if neededClick OK

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Complete Consolidate Process

Click the Complete button

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Closing the CRS

The CRS is complete but still has to be closed by the InitiatorThe closing process updates the information in Fusion P8The Initiator is notified that the CRS has been completed via email.After accessing the CS Review Sessions screen, click the Title field to launch the Close screen

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Closing the CRS Cont.

Click the Close CRS button

Choose the CRS close method and click OK

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The updated CRS comments and markups can be viewed by clicking the Markups and Comments links

CRS Updated Information In Fusion P8

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CRS Comments In Fusion P8

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CRS Markups In Fusion P8

Thank you