Document Control System Functional Specification

Venture was required to assess and document the needs and requirements for a fully integrated Document Control System, enabling the lifecycle management of information, detailing interface requirement, system inter-relations and process flows

Background

Operator has contracted to several partners who generate and manage documentation on behalf of the company, the largest of which provides engineering and construction services including the management of EPC projects, maintenance and modifications and the procurement of equipment and services. Each of these companies is required to interface with the company in order to execute their work. This work culminates in a handover of documentation, drawing and document registers and associated metadata, as well equipment and services attracting documentation. All this information needs to be brought in to the Operators control and needs to be managed and distributed internally and shared externally with suppliers and partners.

Outcome

Through two phases, (process analysis and business interviews), Venture has been able to assess and document the company’s needs and requirements for a fully integrated Document Control System, which enables lifecycle management of information for Brownfield Modifications, Greenfield Engineering Processes and Operational Document Management. The functional system specification also details interface requirement, system inter-relations and process flows between Engineering Change Management Systems, Procurement Systems, Maintenance Systems and the incumbent Electronic Document Management System.

Benefits

Not realised yet as system suppliers are being evaluated, but following the implementation, the Operator will have:

• More rapid, logical, and timely access to documents and records relating to a specific engineering change
• Improved lifecycle management and control of key information
• Full ownership of engineering change processes and portability of information during future main contractor changes
• Full control of documentation during concurrent engineering processes
• Improved management of “Controlled Copies” of key operational information