Document management in a post-fukushima context - DUS project

sharemundo and document structuring for complex projects

The efficient management and rigorous monitoring required to produce a substantial body of documentation for industrial projects is of crucial importance. This is especially true in the nuclear industry.

A well-organized and accessible repository not only guarantees traceability and regulatory compliance, but also optimizes internal processes and facilitates decision-making.

Document management in complex projects

definition and specific features

Well-structured, comprehensive and available documentation helps to reduce risks, improve product and service quality, and increase productivity. It also fosters collaboration between the various stakeholders and ensures better knowledge sharing within the organization. This is why the implementation of processes and the right project management tools, in this case documentation, are key to the success of industrial projects.

The customer

Westinghouse is a key supplier of nuclear technologies and products, and has established itself as a benchmark in the energy market.

Founded in 1886 in the United States, the company's international reputation is such that almost 50% of the world's nuclear power plants in service are based on Westinghouse technology.

Although the company is best known for its role in the international production of nuclear equipment and services, its activities also include the construction of new power plants (AP1000) and the management of complex nuclear projects.

The project

Following the Fukushima accident, new safety rules were imposed on operators, notably in France, where the construction of last-resort diesels was required to ensure continued operation of units in the event of loss of power.
Westinghouse has been entrusted with part of the scope for the construction of these units for 1300MWe units. This project, a first for Westinghouse in France, naturally involved a significant increase in documentation production: around 5,000 technical documents, some fifteen suppliers, and documentation monitoring carried out by sharemundo.

The challenge

Westinghouse quickly had to cope with an increase in internal document production, as well as that of the project's various external players (suppliers and subcontractors), for which it had to provide full technical oversight.

The sheer number of documents to be provided, the multiplication of document production sources, the lack of process standardization between different project stakeholders, and an extremely tight schedule were all risk factors that had to be taken into account if the project was to succeed!

the sharemundo answer

A complete solution for
multi-source document management

Right from the start of the project, it was essential for sharemundo to begin its analysis by understanding the existing situation, so as to ensure the smooth implementation of following improvements:

Update of the global document management process,
Standardization of this process throughout the program (in-house / suppliers / subcontractors),
Implementation of performance indicators,
Production of the"Documentation Management Plan",
Training for internal teams as well as suppliers and subcontractors,
Set up all the indicators needed to monitor the project,
Support teams and empower them by providing training materials/documents,
Technical assistance with document management throughout the project.

The implementation of suitable processes and tools was essential to the smooth running of document exchanges between the various stakeholders. The major challenge of a project of this scale was to establish a clear and effective communication plan for smooth data exchanges. Setting up and configuring the SharePoint site dedicated to the project simplified collaborative work, facilitated document exchange and centralized information.

The standardization of processes and the introduction of indicators and regular reporting to the customer and other project stakeholders have helped to align the level of information and ensure transparency.

Conclusion

On the road to success

sharemundo structured document management and set up all the indicators needed to monitor the project, validate milestones and trigger invoicing.

The distribution and receipt of documents, the updating of monitoring tools and day-to-day monitoring helped to prevent certain abuses and, above all, ensure transparency throughout the project.

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Document management in a post-fukushima context - DUS project