UZBEKISTAN
Implementation of a Common Electronic Document Flow System on the basis of the OpenText Content Server
2012
Project Objectives
Holding management
The Holding management documentation support, including the control of executive documents approval timeframes and agreements according to the corporate standards, ensuring end-to-end approval of documents between the subsidiaries and headquarters, ensuring execution discipline control.
Documentation support
Ensuring documentation support of project activity during production projects.
Company in Tashkent were selected for the implementation of a pilot project (implying subsequent deployment in other Holding enterprises).
The pilot project lasted from January to September 2009 and was implemented according to the corporate CIS implementation methodology (included conceptual design, implementation, integration testing and pilot operation phases). As a result of the pilot operation 250 users of the headquarters and 220 users in Company were activated in the system.
The project was executed under the conditions of organization transformations of 2009 accompanied by substantial changes in the organization structure of the Holding headquarters, which led to project extension by 4 months.
During the subsequent years the system functionality was extended and other Holding enterprises connected to the system, including the main production asset of the Holding (West Qurna-2 field development operator).
The pilot project lasted from January to September 2009 and was implemented according to the corporate CIS implementation methodology (included conceptual design, implementation, integration testing and pilot operation phases). As a result of the pilot operation 250 users of the headquarters and 220 users in Company were activated in the system.
The project was executed under the conditions of organization transformations of 2009 accompanied by substantial changes in the organization structure of the Holding headquarters, which led to project extension by 4 months.
During the subsequent years the system functionality was extended and other Holding enterprises connected to the system, including the main production asset of the Holding (West Qurna-2 field development operator).
The functional framework of the system includes 6 business scenario units:
- Correspondence handling and order execution control.
- Approval, issuing and publishing of administrative, regulatory and procedural documents (ORD, NMD).
- Internal correspondence (office memos) processing.
- Agreement management (preparation, approval, storage and archiving).
- Support of board management bodies: Board, Board of Directors, subsidiary management bodies.
- Engineering design documentation (PTD) processing.
A localized version of OpenText Content Server 9.7.0 was used as the main project platform. The implemented system lets the user work in Russian or in English. In 2012 it is planned to migrate the system to the Content Server 10.0 platform.
The system functions in the centralized infrastructure. All the involved Holding enterprises work with a single document base, which substantially simplifies the implementation of business processes involving several enterprises (e.g. joint processing of documents of expert groups consisting of the employees of the headquartes and several assets).
The system functions in the centralized infrastructure. All the involved Holding enterprises work with a single document base, which substantially simplifies the implementation of business processes involving several enterprises (e.g. joint processing of documents of expert groups consisting of the employees of the headquartes and several assets).
Integration with the following key information systems was implemented:
- Corporate ERP system based on SAP ERP (integration by registers, by the agreements reconciliation process, access to documents from other SAAP transactions).
- Supplier relationships management system based on SAP SRM (tender documentation approval, supporting correspondence with suppliers during contests, tender committee protocols storage).
- Corporate portal based on MS Sharepoint 2007 (access to documents, documents publishing on the portal).
Result
The following new possibilities and benefits were obtained as a result of large-scale implementation of the common document flow system:
- Centralized document flow system, "guarantor" of corporate procedures observance. Due to this system the key solution preparation and approval processes in the regions are executed according to corporate procedures.
- The document flow of the connected enterprises of the Holding became "transparent" for the corporate center.
- The observance of approval deadlines is guaranteed (taking into account the production calendars of different regions of presence). The "default approval" principle is applied.
- The observance of contractual project documentation approval timeframes is guaranteed (the approval of the PTD prepared by designers is performed in the system).
- The preservation of a structured based of project documents related to the production units under construction implying the preservation of a full history of their approval and decision making is ensured. Due to integration with SAP the accumulated base of design documents for each unit is available to users directly while working with its key record in the "Plant Maintenance" module of SAP ERP.