Using Citadon CW for Vendor Document Management in the Oil

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Using Citadon CW for Vendor Document Management
in the Oil Gas Engineering World?

• SF Strategic Users Conference
• Oct 25/26, 2005

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Agenda

• About Mustang What do we do?
• Typical Deep Water Floating Production Facilities
  (FPF)
• Vendor Document Management (VDM)
• How have we been doing VDM?
• What could an ideal EDMS System do for us?
• What can we do with todays tools?
• HOW can we benefit from fully electronic vendor
  document management?
• The Process we developed
• What next?

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About Mustang
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About Mustang

• Business Type EPCm (Engineering, Procurement
  Construction Management)
• Industry Sectors Oil and Gas Upstream,
  Mid-stream, Pipelines and Downstream,
  Petrochemicals, Pharmaceuticals, Special Projects
• Employees 2500
• Locations Offices in USA (multiple), UK,
  Australia plus many international project sites

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New Generation Deep-Water F.P.F.
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VDM Conventional paper method?

• Simple?
• Repeat this cycle 2 to 4 times

Route
Stamp
Copy
Log-in
Review
Vendor (re)-Submits
Consolidate
File
Print
Transmit
Ship Out
Pack
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How Efficient is the Process?

• Considerable Variations
• Some Recent Deepwater Projects (different systems
  used)

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What our people are saying

• Documentum is just a giant filing cabinet
• Electronic exchange with vendors saved time
• Some people gotta have paper
• Some people dont want paper
• ProjectWise saved manhours but
• Scanned PDFs from Vendors are lousy

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Other Performance Concerns

• How much of an engineers day is spent handling
  vendor documentation during mid-execution phase?
  50? 60? more?
• Have vendor docs been delayed (lost?)
• Have comments been lost?
• Does it seem like a black hole has appeared
  between the engineer and the vendor?
• Can typical repro/mailing costs for a project
  exceed the cost of a five bedroom house?

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EDMS of the Future

• Secure
• Reliable
• Paper Free / Paper Less
• Accessible from Desk
• Accessible from Site

• Qualities
• Speedy
• Low Cost
• Engineer in control
• Full History
• Auditable
• Transferable
• Reports/Metrics

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Recent Enabling Tools
Management/Storage
Mark-up / WorkFlow
Control
PDMC
Citadon-CW
Citadon-CW
DocTrax
e-Room
Acrobat-6 Pro
ProjectWise
FileNet
Documentum
Oasis
Documentum
Specialized
SPF
Maximo
eWareHouse
e-SPIR
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Citadon for Vendor Document Management?

• Mustang is invested and committed to CitadonCW
• Project team gained experience of its use for
  own deliverables storage and retrieval?
• Several smaller projects have already used for
  EDMS
• Customer is fully supportive of paperless
  approach
• Vendors can be committed to using Citadon before
  orders awarded
• Markup, review and consolidation functions are
  built into the Citadon Viewer
• Citadon supports work flows, tracking and action
  item lists

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Pros / Cons

• Oversight and reporting tools
• Engineer has control over the review process
• Latest document and history are always available

• For
• Zero transit time
• Zero FedEx cost
• No cabinet farm
• No repro delays
• Comments stored
• More Secure
• Reduced admin cost
• Accessible from anywhere
• Library on your Desktop
• Faster Review Parallel possible
• All comments visible and recorded
• Rapid consolidation of comments
• No folders to loose

• Against
• Training needed for Viewer tools
• VDM procedure must be modified more training
• Large format drawings can be tough to comment
  using Viewer (revert to print, mark-up and scan
  method)

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Document Review Process

• OBJECTIVES
• 1 day turn-around
• Fully traceable document history (auditable)
• Smaller, highly efficient team of document
  controllers
• Maintain excellent relationship with Customer
• Pioneer improved techniques
• Minimize paper handling (repro/distr/filing)
• Develop higher technical competencies

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How It Works?

• Vendors submit documents electronically via
  Citadon for review
• Mustang Document Control creates Business process
  action item for review.
• Mustang Document Control and Engineer use Citadon
  workflow to manage the review process for vendor
  packages
• Mustang reviewing disciplines will use the
  Citadon viewer to redline/comment on vendor
  documents
• Responsible Discipline Engineer (RDE) will review
  and consolidate all comments, including clients,
  using the Citadon viewer
• Mustang Document Control will PDF and return
  commented vendor documents to the vendor via
  Citadon
• All vendor document submissions and returned
  comments are kept centrally in Citadon and are
  immediately accessible to any Mustang project
  team member

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Vendor Exchange Folders

• Each vendor has their own set of folder(s)
  segmented by purchase order. Users with workspace
  access see the following
• Vendors
• See their individual folder and the FROM/TO
  folder when they log into Citadon
• Can upload into their FROM folder and download
  from their TO folder
• Project team members
• Sees the final commented documents that are
  returned to the vendor. They do not see the
  vendor FROM/TO folders
• Can see download documents originally sent by the
  vendor and commented versions returned to the
  vendor (using show previous versions function)
• Project Management, Requisitioning Engineers, and
  Document Control see all subfolders and documents

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The whole workflow
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Next Steps

• Improve the speed, stability and user
  friendliness of the Citadon Viewer
• Continue to educate users in the effective use of
  CitadonCW
• Develop Integration with Mustangs project
  controls tool (PDMC)

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Questions?

• Feedback?
• What do you think?