Engineering a Better Future
Transforming Asset Data for Operational Success
Industry Focus
Energy – Upstream, Unconventional Oil & Gas Recovery
Project Focus
Assessment, Strategy and Roadmap Execution for Critical Asset Information
Asset Information Management Governance and Standards
EDMS Requirements, Evaluation and Selection
EDMS Configuration and Migration Advisory
Document Control Resourcing
The Opportunity
A mid-sized energy company was struggling with finding and trusting their engineering documents. This hindered capital project execution, daily operations and decision-making, driving up costs and impacting timelines.
With a new capital project coming onboard which would only exacerbate the issues, the organization sought a comprehensive solution to overhaul its information management practices to support future growth and operations.
The Challenges
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Poor Accessibility
Employees spent an average of 25 minutes per document searching for engineering drawings across network drives, Teams, and Outlook.
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Integrity Issues
Scattered information and lack of version control led to questionable accuracy, often forcing staff to rely on the Operations team members to verify and validate content.
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High Costs
Projects and MOCs were having to recreate missing or outdated drawings before they started, manually onsite in some cases, which was continuously increasing costs.
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Lack of Control
Document control was ad-hoc and inconsistent. While attempts had been made to establish consistency, without resourcing or clear accountability, results were not optimal.
In Their Own Words…
“[I’m] mostly dealing with out-of-date files that need expensive validation to make current.”
“Just came from a verification meeting, our drawings are… 20 years out of date.”
“It takes a very long time to find the information that I need – calling and asking several people to help.”
“We’re constantly at risk [of safety/regulatory impacts].”
Starting the Journey…
Assessment & Roadmap
Before moving forward, the client needed a clear picture of the people, processes, technology, and content behind their asset information, and an actionable roadmap to get them to their end goal.
We met with key stakeholders and analyzed existing processes and documents to help the client understand gaps and risks of current state.
From here, we charted a path forward via an actionable roadmap – to get them to their end goal.
Executing the Roadmap
Governance Development and Technology Selection
We leveraged Integra's DC Blueprint templates to help the client quickly stand up a robust but flexible governance framework, including standards, processes and checklists.
Wins for the Client
Improved Consistency
Standardized processes and templates ensured consistent and sustainable engineering document control.
Communicating requirements to EPCs up front improved cost predictability and consistency of deliverables.
Clear roles and responsibilities for managing asset information meant everyone understood their role.
End to End Lifecycle Management
Gathering document requirements from stakeholders throughout the asset life cycle (i.e. Projects, Operations, and Maintenance) ensured projects would produce the data needed for the full life cycle of the asset.
Clear Resourcing Needs
The defined process helped the client understand the resourcing count and skillset required to sustain the program, setting them up to make a great document control hire.
System Requirements
Determined functionality needed in an electronic document management system (EDMS).
Clearly defined EDMS requirements and walked the client through an RFI process to evaluate and select the right software for their current and future needs.
Configuration Design & Testing
Advised on configuration decisions to ensure best possible outcomes
Conducted in-depth testing
Piloted the tool with real-life scenarios for one asset
Implementation
Migration & Project Management
Provided guidance and managed migration scope – prioritizing critical documents and assets
Coordinated timeline around critical operational activities e.g. turnarounds
Document Control Services
Helped the client recruit the right document controller with the communication skills and knowledge to make the program successful
Training
Delivered practical fit for purpose training to 10 internal and 3 external (EPC) stakeholder groups
Change Management
Executed the change management plan to ensure users could successfully adopt the change
Go-Live Planning and Support
Collaborated on a detailed go-live schedule, provided first-week support, and assisted with troubleshooting
The Results
Document search time reduced by
80%
post-implementation (from 25 minutes per search to 5 minutes).
240,000
duplicates removed.
Improved Accessibility
Streamlined information structures and advanced search features dramatically reduced time spent searching for documents, boosting operational efficiency.
Cultural Shift
Through effective leadership and communication, employee resistance was minimized, leading to widespread adoption of the new system. Over 125 users were active in the system at project closeout.
Anticipated Cost Savings
Client expects to save money on future projects and MOCs, because accurate information is readily available and the process is well-defined.
Enhanced Integrity
Implemented standardized document control practices and processes to maintain the integrity and reliability of the technical documents collection.
Short Runway
Through Integra’s templates and expertise, the client was able to quickly stand up a full-scale document control program with supporting technology, in time to receive documents from its new capital project.
160,000
documents populated with complete, accurate metadata.
Over 400,000
documents migrated into the new system.
Lessons Learned
1.
Stakeholders initially wanted to just purchase an engineering document management system. By engaging Integra’s comprehensive approach, they were able to implement not only a technology, but the people and processes necessary to manage and sustain the technology.
2.
Executing a comprehensive change management strategy, along with endorsement from Leadership, made a world of difference in user adoption.
3.
Bringing a balanced focus on technology, process improvement, people and content is key to long-term success.
“It is easier to search for documents in [the EDMS] than one the network drive”
“The process to find what you need is faster now”
“Using [the EDMS], you can book numbers and submit documents efficiently, and it is more organized than before”
“Training was good, and the system is easy to navigate”
Integra Partners stands out for our comprehensive approach to transforming asset information management. We blend advanced technology capabilities with human expertise to enhance data integrity, improve accessibility, and reduce risks. Our robust governance frameworks, streamlined processes, and tailored technology solutions ensure consistent and sustainable document control.
By partnering with us, clients benefit from our proven track record in delivering actionable roadmaps, effective change management strategies, and measurable outcomes that drive operational success and adoption.
Why Integra Partners?
“We partnered with Integra because of their reputation in the energy industry. We will continue partnering with them because they've proven they deliver to an exceptional standard. We're really proud of what we've accomplished together.”
— VP, Information Services