Taking EDM to the Enterprise

07-06-2006 Plant Engineering Life Cycle conference (PELC) – The Hague

Practical experiences

with implementing an efficient and controlled

Engineering Drawing Improvement Environment

for NAM Offshore

Guus van Jarwaarde, DINTEC

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 2

The Fire Triangle

Lessons learnt: There are 3 elements required for combustion awareness If any side is missing the fire can not start prevention If any side is removed the fire will go out control There is a 4th dimension, called chain reaction

Simplification of a complex topic

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 3

Overview

Archiving versus document quality

Assets versus document quality

Organizational issues versus document quality

Justifications used

The critical success factors

Sub-optimal solutions

Summary

1

2

3

4

5

6

7

EDM

Triangle

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 4

Archiving requirements

(Inter)national Legal and Industrial regulations-) ISO, CE marking, . . .

Safety and Integrity-) Company internal

Engineering, Operational, Maintenance, . . .-) Information value

Other-) Economical / Efficiency / Historical reasons, . . .

Organization

Arch

ivin

g Asset

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 5

Archiving issues

General archiving requirements-) find, read, update, in-time, accurate and complete

Digital archiving issues-) Advantages (faster finding & updating,

sharing, integration, . . . )

-) Complex, various file formats, various versions, limited durability: limited

storage life, media type, hardware, application software, . . .

Digital Requires more attention!

Organization

Arch

ivin

g Asset

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 6

What file format is this digital file? Organization

Arch

ivin

g Asset

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 7

Answer: Microsoft Excel

This can be acceptable or not acceptable – decide what templates to be used Remark: is this the most efficient way to mark-up (red-lining) information ?

Organization

Arch

ivin

g Asset

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 8

AutoCAD issues

Various fonts used in this drawing were not delivered affects readability Example of hidden costs

Organization

Arch

ivin

g Asset

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 9

More complex file formats (hybrid files)

A scanned drawing (tif format) has been digitally modified. The result is 2 physical files representing 1 drawing.

Organization

Arch

ivin

g Asset

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 10

A few Archive recommendations

Manage digital files, based on accepted file types and supported versions (incoming and stored)

Remember the more exceptions the more difficult to manage

Set-up and maintain company document standards - accepted file types and versions- drafting and delivery standard- engineering drawing standard showing what to

maintain (keep As Built)

Doing all this helps to obtain better ARCHIVE control !!!

Organization

Arch

ivin

g Asset

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 11

Assets and document quality

Business controls: range of standards, procedures, regular reviews / audits Graph shows a reactive approach. Pro-active is more efficient and gives more control

Organization

Arch

iving Asset

pro-active approachInitialdocumentation status

BusinessControls

Uncontrolledprogression

Audit / Review Audit / Review

Influences: - Asset modifications - Changes to operation conditions - Introduction of new staff - . . .

Time

TechnicalIntegrity

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 12

Assets and document quality – As Built activities

PlannedMaintenance

LocalMaintenance

&Modifications

Engineered jobs(in-house projects)

Engineered jobs( external projects)

Engineered Modifications

Operational Locations

As Builtactivities

As Builtactivities

As Builtactivities

As Builtactivities

Contractor As Built scope

Organisation – Asset As Built scope

DrawingManagement

Archive

Various processes, which may result in As Built activities

Determine also per discipline what types of drawings need to be kept up-to-date (As Built), e.g. P&ID, Isometric, Single Line, Cause & Effect

Organization

Arch

iving Asset

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 13

Assets and document quality – Control As Built activitiesEngineering Process

ProjectSpecificatie

Detailed Design

Materials &Procurement

Construction

Commissioning / Start-up

Handover /Close-out

Operations / Maint

ModificationsNew Assets

DRAWING

MGMT

SYSTEEM

DMS

Organization Archive

DrawingControl

As BuiltTeam

contentcontrol

administrativecontrol

Organization

Arch

iving Asset

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 14

Additional costs

Costs

Time

Not following documentation standards during the engineering process will result in much higher (and most of the time hidden) additional costs.

Organization

Arch

iving Asset

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 15

Organizational issues versus document quality

Mgmt

Engineering . . .Operations &Maintenance

. . . . . . . . . EDM . . . . . .

Efficient Engineering Document Management is the integration of data, standards and systems amongst all parties involved!

Span of control Span of control Span of control

Organization

Arch

iving Asset

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 16

Justifications used

Look at Treats & Opportunities: - treats: legal, safety, integrity, technical reliability- opportunities: integrate with other developments

Look at inefficienties and savings: - make a financial analisys (ROI)

Use supporting figures - e.g. for 100.000 drawings:- opening each file & extract info cost > 1 manyear- say that the development of 1 drawing cost € 500,=.

The investment is in total € 50.000.000.

This is an asset by it self and requires regular maintenance and from time to time a rejuvenation.

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 17

The critical success factors

Get active support from highest management as well as a broad basis for support in the organization

Step by step (fased approach) - takes longer (is not critical)- justification is easier- costs can be spread - every next improvement step

should be in line with the previous one(s)

Get external expertise

t

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 18

Sub-optimal solutions

If the EDM system does not provide the required functionality

The present information might be not correct or fit for purpose and need updating before migrating to a new environment (garbage in garbage out).Advice: do not postpone updating!

© DINTEC and Cyco Software B.V. – 07-06-2006 Taking EDM to the Enterprise 19

Summary

Engineering Document Management has become a more and more complex asset to manage.Focus on all 3 areas of the EDM triangle. Focus also on the 4th dimension: the Engineering Drawing Management System (EDMS)

Taking EDM to the Enterprise

07-06-2006 Plant Engineering Life Cycle conference (PELC) – The Hague

Practical experiences with implementing an efficient and controlled Engineering Drawing Improvement Environment for NAM Offshore

Guus van Jarwaarde, DINTEC

For more information:

Please visit the CYCO information stand

Contacts: www.cyco.com or www.dintec.nl