EMC DOCUMENTUM Capital Projects Express. KEEP YOUR PROJECTS ON TRACK Flexible Document Control for Agile Teams

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1 EMC DOCUMENTUM Capital Projects Express KEEP YOUR PROJECTS ON TRACK Flexible Document Control for Agile Teams

2 SHARE THE CHALLENGES OF CAPITAL PROJECTS Managing capital projects, no matter their size or complexity, requires addressing many challenges at the same time. Project owners face key issues such as Poor Inability to keep Lack of Incomplete cost control 1 project on schedule 1 transparency documentation 1 Sources: Accenture Outlook, How to boost capital project performance, October

3 SHARE Different document creators in different global organizations Common to the key issues is the creation, collection, and distribution as well as updating and tracking of all of the documents that keep your projects on track. Doing so can be time consuming and inefficient, leading to higher costs, frustrated partners and increased risk. Varying file formats and types Firewalls keep documents secure, but inaccessible ACCESS DENIED Difficult to find the right document among hundreds of s and shared files 3

4 SHARE When searching for an answer, deciding which way to go causes an IT dilemma. Difficult to access shared folders on-the-go while at the project site Files are over-written with no way to know who changed what Unable to easily administer a process Free or off the shelf solutions There are trade-offs, sacrifices and risks that you assume no matter which path you take. Enterprise industrial strength solutions Requires specialized IT expertise Too costly or complex Difficult and time-consuming to customize to the way your organization works Fortunately, there s an easier way. 4

5 SHARE EMC DOCUMENTUM Capital Projects Express A fast-to-deploy and inexpensive to own solution for project document and process management To reduce the chaos, IT burden and keep projects running smoothly, EMC created Documentum Capital Projects Express, part of the EMC Documentum for Plant, Engineering and Facilities Management solution suite. The knowledge gained from thousands of hours collaborating with EPCs, energy and utility companies overseeing capital projects has been embedded in all aspects of the solutions functionality. 5

6 SHARE It includes the key advantages of Documentum Capital Projects and allows you to accelerate project setup with a secure, always available, software-as-a-service. Guarantee fast time-to-value and reduce the risk of project delays with accelerated setup and configuration Make project teams more agile and efficient with tools and templates built according to industry best practices The result is a robust, secure, yet flexible cloud-based solution Reduce system management costs with software-as-aservice solution, managed by EMC experts Lower capital investment by using operating expenses for both licensing and maintaining the system that accelerates deployment schedules and eliminates costly customizations often required by on-premise alternatives. If your project demands a tight integration to internal business systems or requires highly customized workflows to support your business processes, Documentum Capital Projects delivers a fully configurable solution to fit these needs. 6

7 SHARE With Documentum Capital Projects Express, you get: Secure and streamlined document management Securely control documents of all types without the delays caused by firewalls and easily determine if a document has been reviewed and approved by all the necessary parties. Simplified transmittal processes Reduce the effort needed to generate transmittals so that contractual and compliance commitments are met in a timely fashion and the work keeps moving forward. Reliable regulatory compliance Show regulators that project work is in compliance with all relevant requirements, thanks to automated records management and auditing trails. Extended team collaboration Let team members tap into the latest information at any time, from any location while maintaining security by sharing documents only with approved participants. Suppliers, business partners and subcontractors are virtually connected via a secure, cloud-based system. Visibility into document and project status See the relationship between each phase of the project and the pertinent documents with reports to allow you to quickly monitor status. Fast deployment This cloud-based software-as-a-service solution is up and running quickly to avoid project delays with built-in workflows and other templates common in capital projects. Enjoy the benefits of a consistent approach from one project to another. Low start-up cost and effort With flexible licensing, there is no need for a steep capital outlay to get going. 7

8 SECURE AND STREAMLINED DOCUMENT MANAGEMENT

9 SECURE AND STREAMLINED DOCUMENT MANAGEMENT SHARE Effective management of project documents is fundamental to capital project success. The challenge, of course, is managing them. Without a better alternative for sharing files with others, project managers have been forced to relay key documents by shipping them overnight. While systems or FTP methods can help, there s still the matter of security. Then add the time and resources wasted hunting through hundreds of s, file shares, and other silos of information. MAIN BENEFITS 9

10 SECURE AND STREAMLINED DOCUMENT MANAGEMENT SHARE The best way to address these issues is a well-considered, well-run system for creating, tracking, sharing, storing and securing all of that project documentation. Manages all document file types CAD drawings, engineering plans, project schedules and everything else that is part of the capital project Enables ease of access All participants get access to the information they need, when and where they need it Ensures security measures are retained Control who gets to see and change each document With Documentum Capital Projects Express, you re able to manage all document file types, access them anytime, anywhere and easily control them. Its virtual private cloud architecture and dedicated server connections ensure additional security that s not found in traditional SaaS products that share applications and data repositories among other users. MAIN BENEFITS 10

11 SECURE AND STREAMLINED DOCUMENT MANAGEMENT SHARE INFORMATION AVAILABILITY The cloud changes the way information is made available between owners, contractors, and subcontractors during various project phases and the way it is handed over to operations. This can significantly increase the integrity of the information and can enable safer and more-timely delivery of the project. Source: Gartner, Oil and Gas Firms Should Look to Cloud to Transform Delivery of Major Capital Projects, Morgan Eldred, Leif Eriksen, Rich McAvey, 11 September % of surveyed clients consider EMC s capability to secure mobile access important to addressing their business challenges. Source: TechValidate survey of 27 users of EMC Enterprise Content Management Solutions within Energy & Engineering. TVID: C21-6C5-938 MAIN BENEFITS 11

12 EXTENDED TEAM COLLABORATION

13 EXTENDED TEAM COLLABORATION SHARE It takes the collaboration of experts sometimes hundreds of them to successfully execute a capital project. With team members participating in a project from dispersed locations, you need to provide easy access to the latest information. MAIN BENEFITS 13

14 EXTENDED TEAM COLLABORATION SHARE Documentum Capital Projects Express makes it possible for critical participants to perform important tasks wherever and whenever they wish: Quickly find and access relevant content Easily engage in workflows Securely share information Immediately view pending tasks Your IT department will not have to assist with the setup it s that simple. Your efficiency improves because project documents are organized in a familiar structure, consistent from project to project, whether by contractor or project phase, and easy to navigate. MAIN BENEFITS 14

15 EXTENDED TEAM COLLABORATION SHARE The solution also tracks revisions and provides an efficient way to mark-up changes and consolidate comments. Suppliers are able to receive documents, know that they are working with the correct document, and feel confident that their changes are automatically tracked. In short, you can improve design quality while reducing the time it takes to get the work done. It s quick, it s convenient, and it s essential for today s capital projects. 90% of surveyed clients IT TAKES A VILLAGE: EXTENDED COLLABORATION MAKES IT HAPPEN To successfully build a new plant or asset, extended collaboration with partners and suppliers is essential. consider EMC s capability to secure collaboration important to addressing their business challenges Source: TechValidate survey of 29 users of EMC Enterprise Content Management Solutions within Energy & Engineering. TVID: 90B-CFB-E8D Learn more about Extended Collaboration MAIN BENEFITS 15

16 SIMPLIFIED TRANSMITTAL PROCESSES

17 SIMPLIFIED TRANSMITTAL PROCESSES SHARE Tracking transmittals in capital projects is tough, particularly when you have a small document control staff. To slash the amount of time your team spends on managing transmittals and contract deliverables with minimal IT investment EMC offers an entirely new approach. MAIN BENEFITS 17

18 SIMPLIFIED TRANSMITTAL PROCESSES SHARE EMC solutions simplify the transmittal process By using EMC Supplier Exchange with Documentum Capital Projects Express, you minimize the time needed to manage and track supplier deliverables. Automatically assemble and upload transmittal packages Track your transmittals at a glance By automating time-consuming document validation and import processes, you distribute the workload from document controllers to external suppliers to define, administer and process deliverables. Eliminate the uncertainty of monitoring transmittals Avoid time-consuming manual effort EXTENDED COLLABORATION WITH SUPPLIERS Suppliers, vendors and partners can access content more efficiently in a cloud-based collaborative team space. Learn more about EMC Supplier Exchange MAIN BENEFITS 18

19 VISIBILITY INTO DOCUMENT AND PROJECT STATUS

20 VISIBILITY INTO DOCUMENT AND PROJECT STATUS SHARE Unlike a project management application, Documentum Capital Projects Express is designed to give you visibility into the pertinent documents that affect what is happening on the project. You ll know, for example, that the site crew received the updated engineering documents and signed off on them, so they re ready to begin the work defined in your project management application. You can monitor real time progress using detailed reports and share them with others. MAIN BENEFITS 20

21 VISIBILITY INTO DOCUMENT AND PROJECT STATUS SHARE By having insight into activities and the accompanying documentation, project managers can more readily accomplish exactly what they re hired to do: BEYOND THE BUZZ: CUSTOMERS TALK ABOUT THE 3RD PLATFORM For energy companies, there is a growing recognition that the 3rd platform and cloud-based solutions can play an important role in meeting critical information management needs. Read more about the Third Platform Bring a project to completion on time, on budget and in compliance with all relevant regulatory regulations. MAIN BENEFITS 21

22 RELIABLE REGULATORY COMPLIANCE

23 RELIABLE REGULATORY COMPLIANCE SHARE One of the biggest concerns for those overseeing capital projects is staying in compliance with health, safety, security and environmental regulations. When information is incomplete, missing or inaccurate, the project can be forced to stop until regulators are satisfied. Those delays can be costly. More importantly, failing to adhere to measures designed to minimize risks can eventually pose safety issues once the plant is built and operating. MAIN BENEFITS 23

24 RELIABLE REGULATORY COMPLIANCE SHARE Documentum Capital Projects Express includes automated review workflows that ensure reviews are enforced and approvals can be executed. Managers get a full audit trail of day-to-day document interactions without any extra work on their part. Project leaders can avoid spending hours tracking documents and are free to focus on other issues that need their guidance. 97% of surveyed clients When regulators want to execute site visits, conduct audits or perform inspections, the management team will be ready and confident that all the processes have been followed at each step of the project. consider EMC s capability to automate processes important to addressing their business challenges. Source: TechValidate survey of 29 users of EMC Enterprise Content Management Solutions within Energy & Engineering. TVID: 63B-3D0-723 MAIN BENEFITS 24

25 FAST DEPLOYMENT

26 FAST DEPLOYMENT SHARE What if it takes months to get a solution up and running? You lose precious time that could be spent getting the project work done while trying to configure the application to meet your needs. Fortunately, Documentum Capital Projects Express accelerates project setup with a cloud-based solution. MAIN BENEFITS 26

27 FAST DEPLOYMENT SHARE You will reduce risk of project delays and make your project teams more agile. Prebuilt tools include templates and metadata that leverage industry best practices: Project folder structures Business rules Security profiles Distribution lists As beneficial as these features are the first time you use the solution, they re even more valuable in subsequent or simultaneous projects. You can count on a consistent approach from one endeavor to another, and rest assured that you re addressing the critical components essential for an on target, on budget, in compliance project. MAIN BENEFITS 27

28 FAST DEPLOYMENT SHARE SPEED The cloud not only enables faster project startup, it also helps reduce time throughout construction and eases handover to operations. 42 WEEKS Cloud enhances the ability to quickly assign and support collaboration among resources that may be widely scattered geographically. It also helps reduce the time to embed processes and systems within the project. In addition to leading to faster set up time for offices and more efficient collaboration, cloud also helps cut down the time required for revision cycles on engineering documents, as well as to coordinate procurement more efficiently with various suppliers. Time to deploy a custom project with a enterprise content management system 6 WEEKS Time required for same project using Documentum Capital Projects Express 14 WEEKS Time required for same project using a purposebuilt enterprise solution Source: Gartner, Oil and Gas Firms Should Look to Cloud to Transform Delivery of Major Capital Projects, Morgan Eldred, Leif Eriksen, Rich McAvey, 11 September 2014 MAIN BENEFITS 28

29 LOW START-UP COST AND EFFORT

30 LOW START-UP COST AND EFFORT SHARE The power of the Documentum Capital Projects Express is the result of literally thousands of hours of development time. But you can put it to work for your team without incurring burdensome financial obligations and staffing time. MAIN BENEFITS 30

31 LOW START-UP COST AND EFFORT SHARE The software-as-a-service solution is offered on a subscription basis; installed, tested and maintained by EMC experts. Ensures security, availability and disaster recovery. That means there is no need for your organization to use your IT team to get the solution up and running, then spend time managing and updating. It is all handled by EMC, including the backup and disaster-recovery. And your financial department will appreciate being able to treat Documentum Capital Projects Express as a manageable and predictable operating expense. 24/7 A flexible subscription model requires minimal capital outlay, shifting expenses from capital to operating budgets a perfect fit for organizations with limited IT resources or cloud-focused IT strategies. With such low financial barriers to begin using Documentum Capital Projects Express along with its effort-saving and risk-reducing features isn t it time to put this solution to work for you and your organization? Documentum Capital Projects Express is delivered as a virtual private cloud architecture using EMC Managed Services OnDemand. Learn more about EMC OnDemand Security MAIN BENEFITS 31

32 SHARE AGILE TEAMS, ENHANCED CONTROL, REDUCED STRESS Capital projects will always be complex endeavors. But managing them and the documents that accompany them can be made easier with the help of Documentum Capital Projects Express. Putting the knowledge and know-how captured in this virtual private cloud solution provides the best of both worlds The ability to offload managing the IT infrastructure & Accessing the data worldwide, while protecting your company s valuable intellectual property 32

33 SHARE Using Documentum Capital Projects Express, you can: Enable project teams suppliers and contractors to securely create, manage, review and approve documentation Accelerate deployment schedules and eliminate costly customization with templates and workflows based on industry best practices Streamline and automate transmittal processes, increasing efficiency of limited resources Track progress against project milestones at a glance with less effort Maintain compliance and inspection readiness for all relevant regulations, including health, safety, security and environmental requirements Limit capital expense exposure with flexible subscription pricing For more information, please visit EMC.com 33

34 SHARE Key Reasons customers choose EMC Documentum as their Content Management Solution provider: 89% 100% 96% Purpose-built solutions & Deep industry expertise Proven and trusted platform Certified services & support Visit EMC.com for more information Source: TechValidate survey of 30 users of EMC Enterprise Content Management Solutions within Energy & Engineering. TVID: 551-5D3-E8D 34

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