Synergis Software

• 26 years experience developing, implementing and supporting

engineering information management solutions

• Adept help companies find, share and manage business and

design content throughout the project or product lifecycle

• More than 70,000 users worldwide

• Key markets include process manufacturing, utilities, mining

and metals, oil and gas, buildings and facilities, engineering

and construction contractors, manufacturing, pharmaceuticals

• Unmatched time to value and ROI

The Value We Provide

• Consistent interface for global document access and control

• One version of the truth for users everywhere

• Simple, fast ways to find documents anywhere

• Security for I.P. and granular control over document access

• Collaboration with departments, sites and external partners

• View, markup, and compare of hundreds of file types

The Value We Provide

• Automate manual processes to improve workflow & approvals

• Accelerate project handoff between owner/operator and EPC

• Simplify compliance with industry standards & regulations

• Integrated with AutoCAD-based products, MicroStation,

Autodesk Inventor, SOLIDWORKS, ARES PRISM Project Cost

Management, Microsoft Office and more

• Integrates easily with enterprise systems including ERP

Delivering Business Results

• Faster project or product delivery

• More efficient operations

• Improved quality

• Lower costs

• Reduced risk

• Easy access to relevant data for better decision making

Adept Customers

Process, Mining, Midstream

Utilities

Buildings and Facilities

EPC / Consulting Engineers

Manufacturing

Poll Question #1

What are the most important benefits you want in

an engineering Information management solution?

– Easy access to the right documents

– Document control and security

– Collaboration across departments, sites & contractors

– Automating workflow and approvals

– Enabling compliance with industry regulations

Poll Question #2

What concerns you most about implementing

engineering information management?

– Managing change within the company

– Selecting the right vendor

– Selecting the right solution

– Justifying the investment

– Resources to plan and implement the solution

Your Presenter

• Gregg Schuler, Global Manager, Engineering Collaboration

• Chemical engineer with 35 years’ experience

• Diverse technical and leadership roles in manufacturing,

sales, marketing, software development and product/project

management.

• BP Chemicals

• Aspen Technology

• Amazon.com

• Dow

Agenda

• About Dow

• Problem

• Vendor Selection

• Deployment Challenges

• Current Footprint

• Key Success Factors

• Support Issues & Reporting Environment

• Value Case – what’s it all worth?

Dow: Owner/Operator + EPC • World’s largest chemical company

• Founded 1897

• 6000 Products - Specialty chemicals, advanced materials,

agrosciences and plastics

• $49B revenue, ~50,000 employees

• ~180 sites in 35 countries

• Large internal engineering group

– Use and create engineering content

Original Six Sigma Project (2009)

• Problem: As-built engineering documents are maintained in 20+ different applications worldwide. The largest systems had gaps in usability, security, reliability and performance.

• Impact: These gaps could impact efficient plant operations:

– Misplaced as-built documents

– Potential use of outdated documents

– Potentially unsecure worldwide access

– High “friction” for collaboration

• Solution: Deploy commercial, centrally supported document management system (DMS) software to improve document availability, security, maintenance and sharing.

• Provide a single, global portal to quickly access as-built engineering documents via high quality, searchable metadata.

Requirements and Vendor

Selection Process

Defined needs based on existing systems and

desired improvements

Searched market, inquired multiple

vendors

Completed proof of concept (POC) for top

two vendors

• Initial assessment of 8

vendors.

• Detailed bidding from 4 vendors

• Systems reviewed and

considered as main

input providers:

• Documentum

• Panagon

• Homegrown #1

• Homegrown #2

• Identified 85 specific

functionality needs

Vendor X – integrated data

management/document

management solution.

Synergis Adept – mature, single

purpose document management

solution.

Why Adept?

• 2011 - Steering team presentation:

• 2017 – Assessment is still accurate

Deployment Challenges • Dow is a company of acquisition

– Dow, Union Carbide, Rohm & Haas – and now Dow Corning

– Each use different metadata and different ways to split the

data

• Common portal: Can we use a universal set of metadata?

• Common workflows?

• Unique filenames?

Solution: Develop a deployment

template based on existing large

systems BEFORE starting the first

site.

• Library and security structure

• Standard metadata

• “Minimum required” approval

workflow

Standard Attribute Set

“As-Built” Migration Project

Characteristics • Dow manufacturing sites

• 10 – 1000 named users

• 5,000 – 1,250,000 documents, multiple versions

• “As-Built” engineering documents, not business

• Mostly Microstation, AutoCAD, PDF

• User profiles

– Site engineering and drafting

– Operations

• Duration: 6 days –18 months

Adept’s Expanding Scope

2012

Gulf Coast, 200,000

Mega Capital Project

2013 2014 2015 2016

U.S. - 5 small sites, 70,000

Netherlands site, 250,000 Microfilm Scans, 250,000

Pro

ject

Ap

pro

ved

No

v 2

01

1

Germany site, 125,000

Documentum - 12 sites,1,250,000

Houston sites, 650,000

2017+

SDC #2

Supplier Docs #1

EU<-> India work share

Capital project

work not in

original scope

Small Cap SDC

All Electronic Library

Houston<-> India

New construction, 50,000

Microfilm Scans, 550,000 Divestiture, 200,000

Team backlog has

actually increased

over time due to

spin-off projects,

and acquisitions.

Most Effective Technology Portal

Note: Success

leads to (value add)

scope creep, and

new applications!

User Statistics – Cumulative

Document Count

DOW RESTRICTED

• ~4000 named users

• ~1,500,000 documents

• 2017 document projection: 3,000,000

• ~35 logical servers in Midland, Freeport,

Terneuzen, Houston and the IEC

User Statistics – Sign ins, Sign

outs and Views

As-Built: ~28,000 document views/month

(Total all implementations: 40,000/mth)

Key Success Factors • Original template design investment paid off – able to

keep consistent look and feel for most sites – using different data (library) cards.

• Project design can be done remotely – visit for implementation.

• Test local network performance. Plan for replication.

• Standard Adept functionality almost always does what they really need.

• Metadata mapping takes the most time – must understand content.

• Clean up the metadata before exposing to users. – Texas Operations, Tex. Opns, Texes Operation, Tex. Operations, etc.

Support Issues &

Reporting Environment

Support Challenges

• Four Adept implementations, globally distributed

• Each implementation has multiple instances

– Development / Test / Production

• 30+ Remote servers (>120 disks)

• >4000 users (mostly desktop client)

• Tiny core implementation and support team – 4 people

• Need to monitor and manage servers

• Demonstrate delivered value

SDC Adept DB

Reporting Database

AsBuilt Adept DB

Servers

SQL Job to query some data tables nightly

Windows “Perfmon” set up on

servers to periodically deposit

performance monitoring data

ASPX pages on

web server

SQL stored procedures to

request and present detail

Reporting Infrastructure

Report Types

• Adept Usage/Value Delivery

– Logins, document views, sign outs, copy outs, etc.

• Server Monitoring

– Disk and memory usage, CPU load, etc.

• Supplier Document Workflow Status

– Documents in what state, “late back from review”

• Metadata “health”

– Completeness and consistency of metadata by site

30

Sample Usage Report

31

Sample Server Monitoring Report

32

Supplier Document Control Report

Value of Adept Reporting

• Accelerate problem resolution by relating Adept events

with server events

• Proactively identify issues before they become

problems

• Justify additional investment by providing compelling

data on system usage.

• Improve productivity by automating project-specific

report generation.

33

Engineering Information

Management

What’s it all worth?

• Expect 4,000,000 documents by 2019.

• 2% viewed monthly

• 2 minutes saved per view

• $300/hr opportunity cost

• $10,000,000/year

Objective: Provide a single, global portal to quickly access as-built engineering documents via high quality, searchable metadata.

Est. Cumulative Value

• DuPont’s $2.6B business at risk due to loss of IP.

• Doc. mgmt. software cannot prevent IP theft but it can track and alarm on “who looked at what.”

– Example: Abnormal level of document copy-outs.

• Adept Security: step improvement from fileshares w/o complexity of DRM.

Objective: Provide greater protection for intellectual property.

“… paid him $15,000 for DuPont-related documents, including a blueprint to a plant in Delaware. The schematics provided details of flow rates, pipeline sizes, temperatures, and chemical compositions. As such, it was considered one of DuPont’s most critical trade secrets.”

Objective: Enable Global Collaboration

• WAN sharing via file shares and SharePoint typically slow and cumbersome.

• Local replication cuts opening times by 50-80%, from ~5 min to ~15 sec.

• Far fewer steps to share documents via Adept: Search, Select, and Assign.

• Export technology compliance – Limit access to U.S. citizens via encrypted repositories

• OSHA 1910 equipment registration – Track delivery of equipment data prior to startup

• Records retention compliance – Assign and track document removal dates

Objective: Facilitate auditing and compliance

Objective: Accelerate post-project data handover

Supplier Documents

Engineering Documents

Traditional Plant Library

(File Shares and/or paper files)

As-Is Workflow

Manual export from file shares to physical media

Manual import to file shares and/or paper files

All-electronic Plant Library

(Adept As-Built)

To-Be Workflow

Digital Transfer

(Adept to Adept)

Supplier and Engineering Documents (Adept Capital Project)

• Reduces handover time from months to weeks • Metadata improves searchability for the facility life

But there’s more… “By consistently finding the latest document version, site and central engineers can more efficiently use capital, reduce errors and related rework, and ultimately accelerate project startup by 1-2 days.”

Successful, customer-focused results leads to huge demand for modern document mgmt. There are spin offs from each project. Much greater benefits than initially projected.

• 1-2 days more production per project.

– 1,500 KMT Ethylene Facility

– $1,600,000/day gross margin

– 300 KTA Polymer Facility

– $1,000,000/day gross margin

Thank you!

Poll Question #3

Tell us about your engineering information

management situation:

– Actively evaluating solutions - implement within 1 year

– Starting to research solutions

– Looking to replace an existing solution

– Happy with an existing solution

– No interest at this time

Synergis Services for Success

• Project management

• Discovery and assessment

• Implementation & configuration

• Bulk import of legacy data

• Workflow consulting

• Custom data migrations

• Custom development

• Administrator and user training

• Ongoing technical support

• Health Check

Upcoming Webinars How Greene Tweed Achieves Collaboration and Process Automation Over three Continents Tuesday, May 2nd – 2:00pm EDT

Adept for Utilities – Live Demonstration Tuesday May 16th @ 2:00pm EDT

Adept for Process Industries – Live Demonstration Thursday May 18th @ 2:00pm EDT

Adept for Manufacturing – Live Demonstration Wednesday, May 24th @ 2:00pm EDT

Adept for Buildings and Facilities – Live Demonstration Wednesday June 7th @ 2:00pm EDT

Adept for Pipelines – Live Demonstration Wednesday June 21 @ 2:00pm EDT

Adept for EPC’s – Live Demonstration Wednesday, July 19 @ 2:00pm EDT

Handouts

In the Handouts tab of your GoToWebinar panel…

• Reducing Costs with Engineering Document Management Software

• Answers to the Top 10 Challenges of Engineering Document Management

Thank you!

Now for Questions and Answers…

www.SynergisSoftware.com

800.836.5440