The Fundamentals of Electronic Andrew Rhodes

© 2010 Bentley Systems, Incorporated
The Fundamentals of Electronic
Document Management
Andrew Rhodes
Regional Director – EMEA – AssetWise Solutions
Agenda
• A Little Bit of History
• The Fundamentals of Electronic Document
Management
• The Future
– From Data Management to Information Management
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• Summary and Close
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In the beginning ...
• All Information held on paper
– or in the brains of employees
• Documents comprised handwritten text
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• Data in Ledgers
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Progress
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The 1970’s
• Ledgers replaced by temporary digital storage
– Still output to paper for safekeeping
– Secure archive format
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• Advent of Computer Output Microfilm (COM)
The 1980’s
• Adoption of Word Processing
– Mid range computing (eg DEC All-in-One, WANG, Jacquard,
UNIX – Fortune, Quadratron, Uniplex etc)
– Seen as a productive way to produce paper documents
– Paper remains the format of choice
• The introduction of Document Image Processing
(DIP)
– Electronic Filing Cabinets
– Early Workflow Management
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• The advent of Personal Computers
Into the 1990’s
• The first Electronic Document Management Systems
– The promise of the paperless office!
• Documents in a Repository
– Files assigned index or metadata
– Check-in, check-out, revision control
• Adopted by legal firms and pharmaceutical companies
• DIP and EDM merge
• Records Management
–
–
–
–
Declaration
Classification
Disposition
PRO (TNA) – MoReq - MoReq2
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– Search and Full Text Retrieval (FTR) integrated
2000 and beyond
• The World of Collaboration
– Groupware eg Lotus Notes
• Scheduling, Online meetings
• Group administration, Forms management
• Content Sharing, Simple business processes/transactions
• Microsoft Office SharePoint Server
• EDRMS
–
–
–
–
–
Document Management
Records Management
Web Content Management
Portal & Collaboration
Input, Management, Output
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• Enterprise Content Management
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The Fundamentals of Electronic
Document Management
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What is Electronic Document Management?
• Controls the lifecycle of documents in the
organization
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– How they are created, reviewed and published
– Who they are created by
– How they are disposed of or retained
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• Capture, classify and store information
in any format
• Structure, organize, and relate information
• Provide rapid access anytime, anywhere
• Manage the change process, ensuring
information integrity
• Communicate changes to all affected parties
• Provide complete audit and traceability
• Regulate access based on permissions
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Primary Functions
Information Storage
• Relational Database Management
System
Metadata, properties, attributes
• Repository
Local, distributed, replicated
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• Physical Locations
Paper, microfilm, microfiche
Fire-proof safe, warehouse, shelves/boxes
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Elements of a Document Management System
• Classification of documents with associated
Attributes
• The ability to use templates to save time
• Storage options
• Security
• Ability to Audit actions on documents
• The ability to dispose of documentation appropriately
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• Customizable Workflow that drives documentation
through the creation  review  approval 
publication  disposition phases
Planning for Document Management
• Identify roles
• Analyze document usage
• Plan the organization of documents
• Plan how content moved between locations
• Plan content types
• Plan content control
• Plan policies
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• Plan workflows
Identifying Roles
Reviewer
Author
Approver
Document
Control
Engineer
Drafter
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Vendor
Document classes
• Document Classes represent
different kinds of documents, with
different characteristics
• Documents group naturally into
types
– Grouping forms the basis of document
classes
• Refine the groupings by considering:
• How you want to search for documents
• Key aspects of documents that trigger
business processes
• Initiation dates, completion dates , audit flag, etc.
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• What is important about each document type
Document class hierarchy
• Document types usually form a
hierarchy
• The hierarchy depends on your
organization
• Hierarchy can be deep or shallow
– Use whatever works for your
document classes
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• Group similar documents at the
same hierarchical level
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Document Attributes
• Attributes can vary by document class
• Use attributes in searching
• Use attributes to record important document
data
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• Class hierarchy eases attribute assignment
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Attribute types
Character
Memo
Date
Number
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Fixed Value
Document revisions
Documents move through the
document states
Approve
rev 1
rev 1
New Revision
rev 0
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rev 0
rev 0
rev 0
rev 0
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Approve
Document Responsibilities
Document (A)
Author
Person (2)
Approver
Person (3)
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Person (1)
Reviewer
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Document-to-Document links
referenced to
referenced from
Document
(C)
Document
(A)
propagated to
propagated from
Document
(B)
Revision (0)
Child
document
Document
(B)
Attachment 1
Document
(C)
Appendix A
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Document
(A)
Parent
document
Projects and Documents
Owned
Document
(A)
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Owned
Document
(B)
Project
(Y)
Owned
Document
(C)
Shared
Owned
Document
(D)
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Project
(X)
Document retention – File Plan
Document (A)
Document (A)
Record Type (X)
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retention
schedule
Document Locations
Document
(A)
Shelf 2
Bin 6
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Copy
(001)
Copy
(002)
Location
(B)
Rack 6
Box 4
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Location
(A)
The Future
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From Data Management to Information
Management
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The Information Challenge
• Accurate information required to enable informed
decisions
• Efficient and effective information management
across the whole business lifecycle
Control of costs
Reduction of risk
Improve business performance
Effective communication – within and outwith organisation
• Manage Information as an Strategic Asset
– Vast quantities of inter-dependent information
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–
–
–
–
Infrastructure projects carry risk...
• Design and Build
–
–
–
–
Cost over-run
Time over-run
Compromised quality
Reduced scope
–
–
–
–
–
–
Unpredicted spend
Unpredicted failures
Unscheduled maintenance
Ineffective maintenance work
Poor resource scheduling
Sub-standard availability
Higher costs, revenue damage, penalties!
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• Operation and maintenance
Some common causes...
• Design and Build
–
–
–
–
–
–
Difficulty locating data
Incomplete information
Incorrect version of data
Design changes / re-work
Late detection of clashes / anomalies
Difficult team co-ordination
– Ownership of asset data
– Incomplete / inaccessible data
– Physical
– Contextual
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• Operation & Maintenance
Poor communications
between people and
systems wastes 30% of
project costs
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40% of engineering time
is spent locating &
validating information
The challenge ...
Design Requirements
“As Designed”
Asset & Process
Information
Design
Information
Physical Configuration
Must Conform
“As Maintained”
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Operating
Maintenance
Training
&
Procurement
Information
“As Built”
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Operational
Configuration
Information
What’s the issue?
Inspection
Purchase
Order
Arch. Eng.
Standards
Committee
Regulatory Agency
People
Federal Org
Owner
EQUIPMENT
Specification
System A
Equipment #A1
Equipment #A2
Equipment
#A2
Equipment #A3
Equipment #A3.1
Equipment #A3.2
Contract
System N
Sub Contractor
Sub Contractor
Sub Contractor
Sub Contractor
Sub Contractor
Work
Instructions
Standard
Industry Regs
Fed Codes
REQUIREMENTS
Req. 1
Ref. Docs
Req. 1.1
Req.1.
Req. 1.2
2 Req. 1.3
Req. N
Req. 1.3.1
Req. 1.3.2
KNOWLEDGEITEM
Procedures
Arch. Eng.
3
2
P&IDs
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System A
Component A1
Comp A2
Comp
A2
Comp A3
Comp A3.1
Comp A3.2
SystemN
N
System
WBS
Phase 1
PROJECTBUDGET
Milestone
1.1
Milestone 1.1
Phase 1
Milestone 1.2
Milestone 1.3
Phase
PhaseNN
Milestone
1.1
Milestone 1.1
Milestone 1.2
Milestone 1.3
Phase N
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PLANT DESIGN
Inspection
Arch. Eng.
Purchase
Order
Standards
Committee
Regulatory Agency
People
Federal Org
Owner
EQUIPMENT
Specification
System A
Equipment #A1
Equipment #A2
Equipment
#A2
Equipment #A3
Equipment #A3.1
Equipment #A3.2
Contract
System N
Sub Contractor
Sub Contractor
Sub Contractor
Sub Contractor
Sub Contractor
Work
Instructions
Standard
Industry Reg
Fed Codes
REQUIREMENTS
Req. 1
Ref. Docs
Req. 1.1
Req.1.
Req. 1.2
2 Req. 1.3
Impact of Change
Req. N
Req. 1.3.1
Req. 1.3.2
KNOWLEDGEITEM
Procedures
Arch. Eng.
3
3
P&IDs
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System A
Component A1
Comp A2
Comp
A2
Comp A3
Comp A3.1
Comp A3.2
SystemN
N
System
WBS
Phase 1
PROJECTBUDGET
Milestone
1.1
Milestone 1.1
Phase 1
Milestone 1.2
Milestone 1.3
Phase
PhaseNN
Milestone
1.1
Milestone 1.1
Milestone 1.2
Milestone 1.3
Phase N
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PLANT DESIGN
Inspection
Arch. Eng.
Purchase
Order
Standards
Committee
Regulatory Agency
People
Federal Org
Owner
EQUIPMENT
Specification
System A
Equipment #A1
Equipment #A2
Equipment
#A2
Equipment #A3
Equipment #A3.1
Equipment #A3.2
Contract
System N
Sub Contractor
Sub Contractor
Sub Contractor
Sub Contractor
Sub Contractor
Work
Instructions
Standard
Industry Reg
Fed Codes
REQUIREMENTS
Req. 1
Ref. Docs
Req. 1.1
Req.1.
Req. 1.2
2 Req. 1.3
Impact of Change
Req. N
Req. 1.3.1
Req. 1.3.2
KNOWLEDGEITEM
Procedures
Arch. Eng.
3
4
P&IDs
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System A
Component A1
Comp A2
Comp
A2
Comp A3
Comp A3.1
Comp A3.2
SystemN
N
System
WBS
Phase 1
PROJECTBUDGET
Milestone
1.1
Milestone 1.1
Phase 1
Milestone 1.2
Milestone 1.3
Phase
PhaseNN
Milestone
1.1
Milestone 1.1
Milestone 1.2
Milestone 1.3
Phase N
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PLANT DESIGN
The challenge ...
Design Requirements
“As Designed”
Asset & Process
Information
Design
Information
Physical Configuration
Must Conform
“As Maintained”
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Operating
Maintenance
Training
&
Procurement
Information
“As Built”
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Operational
Configuration
Information
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How Big an Impact?
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“Undocumented changes to
the blowout preventer that
should have shut down BP
PLC’s runaway Gulf well
slowed efforts to stop the
flow of oil…”
“…there appeared to be other
changes made to the blowout
preventer that BP hadn’t
ordered, and … Transocean
struggled to provide blueprints
showing the device’s updated
design…”
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“…The controls that the
robots were trying to use
that were supposed to close
the valves were actually
connected to a testing device
that couldn’t shut off the
well…”
Five Universal Questions of Information
Management
• Do you know where your business critical
information assets reside?
• Do you know the context of your information
assets?
• Are you managing your information assets
through change?
• Is the information an asset or a liability to your
business?
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• Do you know the integrity/accuracy of your
information assets?
• Identification
• Change
• Auditing
• Status
Specifies
information &
characteristics
pertaining to:
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 Projects and/or Events
Associated with:
 Locations
 Where there are:
 Systems
 Facilities
 Equipment
 Processes
Described by:
 Technical Manuals
 Drawings
 Procedures
 Correspondence
 Requirements
Managed and Controlled by:
 People
 Organizations
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Principles of Information Management
Information in Context
Organisation
Person
Document
centric
view ...
Project
Workflow
Document
(Record)
Change
event
Physical item
Location
File Plan
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Distribution
Information in Context
Organisation
Document
(Record)
Person
centric
view ...
Project
Workflow
Person
Change
event
Physical item
Location
File Plan
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Distribution
Information in Context
Organisation
Document
(Record)
Product
centric
view ...
Project
Workflow
Physical item
Change
event
Person
Location
File Plan
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Distribution
Information Modeling
Manages much more than
documents…
•
Relates structured and
unstructured information to
enterprise
•
Focuses on relationships
•
Records events and
activities
•
Captures the what, but also
the why, how and when
•
Creates auditable
sequences of how and why
information changed
Requirements
Organizations
Documents
Distribution
Order
People
Projects
Location
Drawing
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Change
Requirements
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•
Best Practice Change Management
Document
Management
Closed Loop
Change Process
Records Management
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Item
Management
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Requirements
Management
Assuring Information Trustworthiness
• Identification and Classification
– What is it?
• Relationships/Links/Context
– What is it for?
• Responsibility
– Who owns/uses/needs it?
– Who can change what? Where are all copies?
– What is the impact, cost and scope of change?
– What/who/when changed?
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• Control of Change
Case Study - Crossrail
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The Importance of Document Control
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Maidenhead
50km
35km
21km twin tunnels
Shenfield
2012
Olympic
Stadium
The City
Heathrow
Airport
47
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Canary
Wharf
Crossrail - Statistics
200 million passengers per year
14,000 Construction jobs
£15Bn over 10 years
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21 km of new sub-surface twin-bore railway
Maximum depth of tunnels 30m
90km of existing surface network
9 new sub-surface stations
28 existing surface station upgrades
(11 major reconstructions)
16 Major new bridges
1 Major new depot
1 Hi tech control centre
Crossrail – Business Challenges
• Protect public money
• Improve cost and time certainty
• Improve understanding of risks
• Maintain quality and environmental standards
• Have transparent and controlled change
management
• Minimise impact on members of the public
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• Increase the efficiency within the delivery supply
chain
Crossrail – Integration Challenges
(c) Crossrail Copyright
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Example: Liverpool Street Station
(c) Crossrail Copyright
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Crossrail – Information Mobility Challenges
Crossrail – Information Strategy
Deliver Best Practice in Lifecycle Information Management
• Provide effective management of all information assets
throughout the lifecycle
• Enable effective handover of ‘valuable information’ to
form the base of the operational asset management
system
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• Create an integrated 3D information model, facilitating
multidisciplinary collaboration through design,
construction and on to operations and maintenance
Effective Handover of ‘Valuable Information’
• Configuration Management & Change Control
• Document Control
Transmittals
Master Deliverable Lists (MDL’s)
Correspondence Management
Reporting and Dashboards
Sharepoint integration
ProjectWise / eB integration
(c) Crossrail Copyright
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–
–
–
–
–
–
Effective Handover of ‘Valuable Information’
• Configuration Management & Change Control
• Document Control
Transmittals
Master Deliverable Lists (MDL’s)
Correspondence Management
Reporting and Dashboards
Sharepoint integration
ProjectWise / eB integration
• Contracts Administration
– NEC3 Contract Administration Processes
– Contract Administration Dashboard
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–
–
–
–
–
–
Crossrail - Contract Administration
• Support for NEC3 Contract Administration Processes
Contract Data Risks
Early Warnings Notifications (EWN)
Notification of Compensation Events (NCE)
Project Manager Instructions (PMI)
Quotations
Project Manager Assessments (PMA)
Implementation of Compensation Events (ICE)
Communications
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–
–
–
–
–
–
–
–
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(c) Crossrail Copyright
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Crossrail - Contract Administration Dashboard
Crossrail – Integrated IT Systems
CRL Core Business Systems
Presentation
Bentley Maps
Integrated
Business
Intelligence
Crossrail
Connect
Reporting
Management
Reporting
MS Excel
Analysis
Area Directors
Report
Programme
Directors
Report
Sponsors
Dashboard
Industry
Partner Data
Integration
Finance
Contract
Management
Cost
Management
Risk
Management
Schedule
Management
Document
Control
Requirements
Feeder Systems
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Asset
Information Mgt.
Land &
Property
Stakeholder
Management
Construction
Applications
Design
Control
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H&S
Summary
• Document Management is not just about the
Document Repository
– Not another silo of information
• Document Management / Document Control
Strategies must form part of the overall Information
Management Strategy
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• Business centric NOT IT centric
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About Bentley
Bentley’s mission is to support the enterprises and professionals who
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design, build and operate the worlds’ infrastructure—sustaining the global
economy and environment, for improved quality of life.
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About Bentley
Bentley Subscribers are the
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Global Business:
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