Major Capital Project requiring EDMS

Background

Our client had a major capital project starting Front-End Engineering Design (FEED) in its Netherlands office. The project team were in the process of setting up the FEED office and starting to liaise closely with the FEED contractor. In addition to the correspondence and documentation generated by starting up the FEED office, the project was already generating key documents that would be vital for the lifetime of the asset.

The project manager and project services manager were keen to bring in an Electronic Document Management System (EDMS) at this early stage to ensure good practice from the outset.

Outcome

To manage the information management needs of the project, Venture placed one of our "IM Lead" experts into the project team. The IM Lead is a senior role, which in this case reported directly to the project manager. The IM Leads responsibilities included:

• A detailed review of the clients existing information management policies, procedures and standards to ensure they are implemented by the project
• Improvements to the projects document control
  • Additional staff in the document control team
  • Clearer relationship with the FEED contractors document control team
  • Clearer policy for exchange of information between the two document control teams
• A close working relationship with all members project team, including regular updates at the weekly team meeting
• Liaison with the clients functional support teams for the project, namely the Operations department and Information Systems (Central Document Control, IM and IT Departments).
• Focus for the requirements gathering and implementation of the clients preferred EDMS, ensuring the needs of the project team are met with a fit for purpose solution

Benefits

By placing an experienced resource, supported by the wider Venture knowledgebase, into the project, the client ensured a trusted source of project information for both the duration of the project and into operate. More recent feedback from the client identified this asset as being the "shining light" for information management, above all of their operated assets.

The profile of information management was raised within the project, with engineers given clear responsibilities
A respected resource ensured proactive management to prevent many common information management issues from occurring. If issues did occur a single point of accountablility ensured they were resolved in an effective manner.