Case Study:

Facility Master Records

and the

Global File Room

2

Presenters

• Doug Winning– Bristol-Myers Squibb Company

• Mike McVicar– Bristol-Myers Squibb Company

3

Overview

• Case Study– Understanding the problem – Improve the process – Implement EDMS– Leverage content– Next steps

• Observations• Q&A

4

Hey, how are you managing…

• the local file room?– Paper based, easily disorganized w/o strict control– Difficult to control copies of documents once they have left the room– Difficult to coordinate multiple rooms at one site - at many sites– Need to review multiple projects to derive current condition

5

Hey, how are you managing…

• project documentation requirements?– Documentation turnover appeared to be an after thought, not

an integral part of successful project completion. Why?– What support does the Project Manager have?– Look at project documentation

• A/E, CM and vendor contracts• Drawing Standards• Commissioning Guidelines

6

The journey of a thousand miles…

• Create a team! – Document & Design Integration

• What we plan to achieve– consistent document management practices– alignment with FDA and other regulatory agencies – eliminate silos of data– leverage content w/other applications and corporate partners – reduce A/E cost per project and shorten time line to deliver– better control of our engineering documentation– an Engineering Community User to find and view desired

content on their desktop in less than five minutes

7

The journey of a thousand miles…

• Map the current process– As-Is process flow diagram (PFD) “brown paper” meeting – Review standard guidelines and contracts for documentation

requirements– Prepare gap analysis

• Improve the process– Follow up meeting to generate “optimal” PFD– Determine standard document types / format and delivery methods– Drawing matrix (per building / site)– Update standard guidelines and contracts for consistent electronic

and paper documentation requirements

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…begins with a single step.

9

…begins with a single step.

New Brunswick Campus Site Drawing Matrix Comments

Site DrawingsNew Brunswick Campus - Site Base Plan (NJ Plane Coordinate)Building Usage PlanSite AerialSite DrainageTopography

Site Utilities North South North South North South North South North South North South

Chilled Water a a a a a a a a a aCity Water a a a a a a a a a aCompressed Air a a a a a a a a a aDPCC / DCR Plan – ( EHS requirement ) a a a a a a a a a aElectric Distribution - 4160v Power a a a a a a a aElectric Distribution - 4160v One Line Diagrams a a a a a a a a a aEmergency Generator a a a a a a a a Site Team to compile data - July 04Fiber Optic Distribution a a a a a a a aGround Water Treatment a a a a a a a a Site Team to compile data - July 04Hydrant Location Plan a a a a a a a a Site Team to compile data - July 04Natural Gas a a a a a a Redlines currently being confirmed - Bob HershNitrogen Site Team to compile data - July 04Pond / Tower Water a a a a a a a a a aSanitary Sewer a a a a a a a a a aSite Lighting Plan a a a a a a a a Site Team to compile data - July 04Speaker Location Plan a a a a a a a a Site Team to compile data - July 04Sprinkler / Irrigation a a a a a a a a Site Team to compile data - July 04Steam & Condensate a a a a a a a a a aSteam Piping History Plan a a a a a a Redlines currently being confirmed - Bob HershStorm Sewer a a a a a a a a a aTelephone / Data a a a a a a a a

*Note: All Quasar drawings also reference to NJPCGS Site Base Plan

aaa

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Site Wide

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field conditio

ns where

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Utility Drawin

g Managed in

Quasa

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Compile exis

ting data

Redlines gen

eratedCAD d

rafting of red

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Site Wide Site Wide Site Wide

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rawing

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New Brunswick

10

Challenging the traditional model

• Leveraging Drawings

IntelligentDrawings

AssetTracking

ReviewedIntelligentDrawings

INPUTREVISE

Master Record Model

PROJECT #2

PROJECT #1 DATA FROM PROJECT #2

MasterDrawing

Life Cycle$$$/Time

SavedResult

DATA FROM PROJECT #1

LIFE CYCLE OF FACILITY

11

Challenging the traditional model

DocbaseDocbaseDocbase

EHSWorldwide

EngineeringFacilities Mfg.DevelopmentQC/QA

TechnicalOperations

PRI GSS/Purchasing

IndividualProjects

12

New challenges

• Culture change– “What do you mean I won’t need the hard copy anymore?”– the Road Show / Marketing / EDMS Guide– Selling the idea of attributes– Searching for documents by attributes, not file name or drill down

13

New challenges

• Using it!– Training

• Developing training modules• Verifying / Tracking user training, required for validated system

– Access• Managing user accounts• Security

– Software• Development and testing• Deploying• Managing

14

New challenges

• Developing an enterprise wide storage model– no small task - like writing an encyclopedia– need alignment with all stakeholders,

greatest common denominator– managing that alignment

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Cost

• Initial Implementation– Hardware

• Three servers: Development, Test and Production @ $50,000– Software

• Documentum - Existing corporate licensing agreement• CADLink software and support @ $41,000 w/maintenance cost of 18%

– Resources• IM Project Manager, Developer and Plateau Admin (part time)• Client side Project Manager

• Long term– For 2006 the goal is to have capital projects fund related

document management needs, estimated at 1-3% project cost

16

What comes out the box and what doesn’t?

• Out of the box– Version control– Permission levels– Renditions / Publishing– Basic Attributes

17

What comes out the box and what doesn’t?

• Not out of the box– Enterprise wide attribute model

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The information about the information

• Applying the attribute model

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Managing change

• Tracking / Auditing change requests– Dictionary Change Request (DCR) is the formal means of

documenting and evaluating the request for an addition or change to current attributes.

• Validation– Hardware– Software– Test scripts

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Data / bulk loading

• Content population– A Control File is an Excel spreadsheet containing system

attributes used to describe content from outside the system prior to loading.

21

Distribution / standardization of Software

• Does everyone have the current/correct software?– Validated application– Testing of application functionality

• Application Integration– Documentum– AutoCAD– CADLink

22

Security / Permissions

• Viewer– On-line training module used to establish user accounts– Training gives examples geared towards departmental

searches• CAD User

– Hands on class room training emphasizing the management of reference files for Master Records

– Version control• Admin

– Hands on class room training emphasizing on bulk and manual import of content

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Security / Permissions

• Viewer Log In

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Searching

• Viewer Criteria Search

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Searching

• Viewer Results of Search

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Collaboration with Outside Vendors

• Have the owner of the document attribute it– Populate document attributes up front– Maintain document attributes throughout life cycle of project– Document attributes are utilized to file submittal information

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Collaboration with Outside Vendors

• Leveraging CADLink

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Leveraging content

• Regulatory content– What to do with a version that “exits” the system?

Bristol-Myers Squibb Company

PRJ MGR:DESIGNER:FORMAT:DATE:SCALE:

LOG #:

DRAWING #:

CTPM

AutoCAD 200007/31/02

NONE

rev date description by

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Leveraging content

• Master Records– Anyone else need access to up to date floor plans?– Control the content but share the Joy!

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Leveraging content

ACT_SUP < ACT_EXH .OR. BAS_SUP < BAS_EXH

ACT_SUP > ACT_EXH .OR. BAS_SUP > BAS_EXH

Show me where:

Show me where:

• CAFM Data / Reporting from Master Records

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Trending

SITES

2003 2004

15

7

1st Q-2005

16

USERS

2003 2004

200

16

1st Q-2005

364

DOCUMENTS

2003 2004

35,000

19,000

1st Q-2005

42,160

DOCUMENTS IN THE QUEUE

2nd Q-2005

35,000 Documents

145 Projects

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Where do we go from here?

• Software updates– Documentum 5.28– WebTop– Enterprise Engineer

• Improved project submittal procedures– Active Project integration (Global application)

• Improved application integration– MAXIMO (Global application)

• Enhancements to CAFM software– Share docbase with Corporate Real Estate

33

Questions

• Contact Information– Doug Winning - douglas.winning@bms.com– Mike McVicar - michael.mcvicar@bms.com