IFS DOCUMENT MANAGEMENT IFS CUSTOMER SUMMIT 2011, CHICAGO

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2 IFS CUSTOMER SUMMIT 2011, CHICAGO

3 Simon Wall Business Solutions Consultant T: C:

4 Overview Document Management What is it for? The Power of Connected Objects Approval Routings Document Templates Document Access Red Lining and Mark Up s Document Transmittals CAD Integration What the future may hold. 4

5 WHAT S IT FOR? Think of it as a tool that allows you to connect any item that can be saved as a file. That allows you to control the files revision, distribution and visibility so it can be placed where it s needed within the business process for access by the people who need it. Such as... Assembly proceedure for the production team. Set up video for the instalation crew Audio file for marketting CAD drawing for the designers or manufacturing dept. Specifications for suppliers Safety Video for new employees Acces and repair detaisl for the Service team 5

6 WHERE CAN I GET TO IT? Outlook Microsoft Applications IFS Objects 6

7 WHY USE IFS DOCUMENT MANAGEMENT? Organizes your documentation Places the documents in the hands of the people that need them. Easy to use Single and document structure storage Provides tools for tracking, updates, authorization, distribution and collaboration One enterprise-wide document management system Integrated part of IFS Applications 7

8 HOW EASY IS EASY TO USE 8 FIND THE FILE

9 HOW EASY IS EASY TO USE 9 DRAG IT OVER AND DROP IT

10 HOW EASY IS EASY TO USE 10 INHERITANCE OF APPROVALS BASED ON DOC CLASS

11 HOW EASY IS EASY TO USE 11 CLICK ON CREATE AND THERE IT IS.

12 HOW EASY IS EASY TO USE 12 AUTOMATIC DISTRIBUTION RULES CREATED ON RELEASE

13 HOW EASY IS EASY TO USE 13 AUTOMATIC DISTRIBUTION RULES CREATED ON RELEASE

14 THE POWER OF CONNECTED OBJECTS

15 CONNECTED OBJECTS Take advantage of the connections to the document. Revision control and inheritance of changes could not be easier. Simply see the impact of a change Make sure no items is left with the wrong revision 15

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18 CONNECTED OBJECTS Visibility of the connected objects means you can easily see what is connected to the previous revision and choose which items get the latest revision. 18

19 DOCUMENT STRUCTURES 19

20 WHY DOCUMENT STRUCTURES? If you maintain product or procedural manuals with common sections, Document structures will make your life much easier. Instead of updating each manual every time you have a chapter or section change, create a document for each chapter and change it once. Let connected objects do the work for you Select the parent documents during replace revision and only revise one section document, not many documents. 20

21 APPROVAL ROUTINGS

22 APPROVAL ROUTINGS Approval routings can be processed by individuals or groups, be series or parallel. Notifications can be sent to alert users of the need for them to review and approve or reject the approval step Electronic signatures may also added as a requirement for the approval step.

23 DOCUMENT TEMPLATES

24 DOCUMENT TEMPLATES 24

25 DOCUMENT TEMPLATES When a new document info record is created the user clicks on EDIT and the template is used to open the new document. Allows consistency of document layouts. Easy document creation. 25

26 DOCUMENT ACCESS

27 DOCUMENT ACCESS At document creation, access is for the originator only

28 DOCUMENT ACCESS As Approval steps are added then access is automatically granted to those reviewing the document Editing rights can also be set during approval

29 DOCUMENT ACCESS At Release, the document access may also be set to the either, only the originator, a group or to all.

30 RED LINING AND COMMENTS

31 RED LINING AND COMMENTS 31

32 RED LINING AND COMMENTS Any third party application such as Oracle AutoVue can be used as the red lining tool for formal capture of mark up s and comments during the review process. 32

33 RED LINING AND COMMENTS Redline file is then automatically connected and checked into the Document management system when comments completed. Comment files can be viewed at any time during the approval process. 33

34 DOCUMENT TRANSMITTALS

35 DOCUMENT TRANSMITTALS Documents are sent out using a Transmittal : - processed by the Customer/Supplier/Subcontractor, reviewed, and then returned to the database - manages acknowledgements/comments from third parties (not direct changes to a document) Development company/asset owner Subcontractor

36 DOCUMENT TRANSMITTALS 36

37 DOCUMENT TRANSMITTALS 37

38 DOCUMENT TRANSMITTALS Track and control the flow of documents in and out of the enterprise. Easily see the status of whats gone out and whats due back in Supports electronic flow of documents through IFS Database through electronic means if required, via or hard copy 38

39 CAD INTEGRATION

40 CAD INTEGRATION Create parts and documents and structures from your CAD models Easy and fast integration straight into IFS PDM and Document Management Creates structures for parts and documents. Never leave the CAD tool, IFS accessed from CAD application tool bar Same Interface look and feel 40

41 IFS is accessed from the tool bar, the user selects Check-In to create parts and document records within IFS 41

42 The User clicks on AutoMap to have the system create and reserve Part and Documents numbers. Numbering convention is defined by rules in system set up 42

43 Part Structure and Document Structure is created in IFS 43

44 Original File and PDF view version is created and connected to document info record for non CAD user to view model. 44

45 IFS CAD INTEGRATION Simple and easy to use 2 way integration to Solidworks, Inventor, AutoCAD, Pro E. Reduces time taken to get parts from the design phase and into IFS. 45

46 POSSIBLE FUTURE DEVELOPMENTS PREVIEW IFS APPLICATIONS STATEMENTS OF POSSIBLE FUTURE FUNCTIONALITY FOR IFS SOFTWARE PRODUCTS AND TECHNOLOGY ARE FOR INFORMATION PURPOSES ONLY AND SHOULD NOT BE INTERPRETED AS ANY COMMITMENT OR REPRESENTATION.

47 BUILT IN DOCUMENT VIEWER MOCKUP SHOWING HOW THE BUILT IN DOCUMENT VIEWER MAY POSSIBLY LOOK LIKE IN THE DOCUMENT REVISION FORM. PREVIEW IFS APPLICATIONS 47 Statements of possible future functionality for IFS software products and technology are for information purposes only and should not be interpreted as any commitment or representation.

48 BUILT IN DOCUMENT VIEWER Mockup showing how the built In document viewer can look like in the document revision form This is AutoVue 2D, showing a P&ID-diagram PREVIEW IFS APPLICATIONS 48 Statements of possible future functionality for IFS software products and technology are for information purposes only and should not be interpreted as any commitment or representation.

49 BUILT IN DOCUMENT VIEWER Mockup showing a full page view of a document. PREVIEW IFS APPLICATIONS 49 Statements of possible future functionality for IFS software products and technology are for information purposes only and should not be interpreted as any commitment or representation.

50 THUMBNAIL PRESENTATION Mockup showing an alternative to an ordinary overview of documents. Thumbnails are generated in the background and is used to quickly find relevant documents. PREVIEW IFS APPLICATIONS 50 Statements of possible future functionality for IFS software products and technology are for information purposes only and should not be interpreted as any commitment or representation.

51 WATERMARKING Possibility to insert watermarks in a document like Preliminary, Copy, Approved Released etc. PREVIEW IFS APPLICATIONS 51 Statements of possible future functionality for IFS software products and technology are for information purposes only and should not be interpreted as any commitment or representation.

52 THIS DOCUMENT MAY CONTAIN STATEMENTS OF POSSIBLE FUTURE FUNCTIONALITY FOR IFS S SOFTWARE PRODUCTS AND TECHNOLOGY. SUCH STATEMENTS OF FUTURE FUNCTIONALITY ARE FOR INFORMATION PURPOSES ONLY AND SHOULD NOT BE INTERPRETED AS ANY COMMITMENT OR REPRESENTATION. IFS AND ALL IFS PRODUCT NAMES ARE TRADEMARKS OF IFS. THE NAMES OF ACTUAL COMPANIES AND PRODUCTS MENTIONED HEREIN MAY BE THE TRADEMARKS OF THEIR RESPECTIVE OWNERS IFS