Transforming document management practices within industrial projects

sharemundo solutions

Migration of an information system is a crucial step for any company looking to modernize its IT infrastructure or improve the efficiency of its operations.

This process presents a number of challenges, including business continuity, data security and user adaptation to new tools.

Managing non-conformities in complex projects

Integration of a
documentation management tool

Key challenges include managing the risks associated with data loss or corruption, potential business interruptions, and the costs associated with training and integrating new technologies. Careful planning, clear communication and a phased approach are essential to ensure a smooth transition and minimize negative impacts on the business.

The customer

Principle Power Inc (PPI) is a provider of innovative technologies and services for the deepwater offshore wind energy market.

PPI's proven WindFloat technology - a floating foundation for wind turbines - represents a paradigm shift for the industry in terms of cost and risk reduction for the installation and operation of offshore wind turbines.

Principle Power sells the WindFloat as a technology solution and acts as a service provider for developers, utilities and independent power producers, being present from the design of the overall system, throughout manufacturing, installation and commissioning, and providing support to customers throughout the platform's operational lifecycle.

The project

Migration of company data to a new information system is never easy, but when you're dealing with an international company where the majority of employees are scattered across the globe, where 90% of the workforce is permanently telecommuting, and where the majority of customers are international, bringing their own set of country-specific standards and requirements, it can quickly take a turn for the worse! PPI called on sharemundo not only to help with the migration, but also to reframe and support the teams and users during this transition period.

The challenge

It was necessary to refocus project teams who were in the habit of sending untraced information outside the tool. These unofficial exchanges could have serious consequences, such as :
- The loss of technical data exchanged without traceability in SharePoint or by email;
- The multiplication of informal exchanges;
- Poor management of document indexes;
- Inconsistent versions, particularly of documents co-authored on SharePoint and not subsequently shared via the EDMS.
In addition, it was crucial to make teams, reluctant to use a new tool and determined to prove its uselessness, understand that data centralization and process standardization might initially require a certain amount of time and involvement, but that they had the potential, in the long term, to save them precious time by avoiding certain low value-added tasks.

the sharemundo answer

Anticipate everything to optimize user training

sharemundo was commissioned by PPI to contribute to the smooth transition from SharePoint-based data management to M-Files EDM, while ensuring consistency between different document management projects and methods.

Our personalized support consisted of:

Find ways to optimize traceability and workflows at different project stages
Centralize information and apply a global process to the various PRE-FEED and FEED processes, while adapting to project and customer requirements.
Accommodate specific project events, such as "changes" or "variation orders
Liaise between teams dedicated to EDMS development, project teams and subcontractors.

sharemundo 's approach was to listen to users and act as an interface between project teams and internal document management players. As a result, we were able to set up a global management system for internal and external document flows, while ensuring compliance with best practices and the use of the EDM tool.

In concrete terms, targeted actions have been taken, such as:

Constant updating of document tracking (MDR and log transmissions), ensuring accessibility in the event of an inspection, customer inquiry or internal audit.
Constant support and guidance for users, enabling them to adapt effectively to the new mandatory software, and to carry out their actions in the tool autonomously.
Verification of consistency between documents received and corresponding lists of deliverables
Setting up, managing the evolution and application of workflows linked to the deliverable review process
Monitor the progress of review workflows and provide feedback where necessary
Updating weekly progress reports and sharing them with the various stakeholders
Management of a document schedule linked to the overall project schedule, and daily contact with the project management teams to keep it up to date.
Checking contractual milestones (basic documentation) against scheduled dates (taking into account the technical realities of projects) and alerting if necessary.
Manage the transition from SharePoint to M-Files so that it runs smoothly and without data loss.
Establish control of document exchanges outside the tool, and of established processes by formalizing them and subjecting them to official workflows.

Conclusion

Towards a controlled transition

With constant, automated updating of transmission tracking and clear communication with the team, coupled with constant support, sharemundo was able to find the key elements to make this transition a success.

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Transforming document management practices within industrial projects