Taking EDM to the Enterprise 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. – Taking EDM to the Enterprise2 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 4 th dimension, called chain reaction Simplification of a complex topic

© DINTEC and Cyco Software B.V. – Taking EDM to the Enterprise3 Overview Archiving versus document quality Assets versus document quality Organizational issues versus document quality Justifications used The critical success factors Sub-optimal solutions Summary EDM Triangle

© DINTEC and Cyco Software B.V. – Taking EDM to the Enterprise4 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 Archiving Asset

© DINTEC and Cyco Software B.V. – Taking EDM to the Enterprise5 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 Archiving Asset

© DINTEC and Cyco Software B.V. – Taking EDM to the Enterprise6 What file format is this digital file? Organization Archiving Asset

© DINTEC and Cyco Software B.V. – Taking EDM to the Enterprise7 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 Archiving Asset

© DINTEC and Cyco Software B.V. – Taking EDM to the Enterprise8 AutoCAD issues Various fonts used in this drawing were not delivered  affects readability Example of hidden costs Organization Archiving Asset

© DINTEC and Cyco Software B.V. – Taking EDM to the Enterprise9 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 Archiving Asset

© DINTEC and Cyco Software B.V. – Taking EDM to the Enterprise10 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 Archiving Asset

© DINTEC and Cyco Software B.V. – Taking EDM to the Enterprise11 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 Archiving Asset pro-active approach Initial documentation status Business Controls Uncontrolled progression Audit / Review Influences: - Asset modifications - Changes to operation conditions - Introduction of new staff -... Time Technical Integrity

© DINTEC and Cyco Software B.V. – Taking EDM to the Enterprise12 Assets and document quality – 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 Archiving Asset

© DINTEC and Cyco Software B.V. – Taking EDM to the Enterprise13 Assets and document quality – Control As Built activities Engineering Process Project Specificatie Detailed Design Materials & Procurement Construction Commissioning / Start-up Handover / Close-out Operations / Maint ModificationsNew Assets D R A W I N G MGMT S Y S T E M DMS OrganizationArchive Drawing Control As Built Team content control administrative control Organization Archiving Asset

© DINTEC and Cyco Software B.V. – Taking EDM to the Enterprise14 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 Archiving Asset

© DINTEC and Cyco Software B.V. – Taking EDM to the Enterprise15 Organizational issues versus document quality Mgmt Engineering... EDM Operations & Maintenance... Efficient Engineering Document Management is the integration of data, standards and systems amongst all parties involved! Span of control Organization Archiving Asset

© DINTEC and Cyco Software B.V. – Taking EDM to the Enterprise16 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 drawings: - opening each file & extract info cost > 1 manyear - say that the development of 1 drawing cost € 500,=. The investment is in total € This is an asset by it self and requires regular maintenance and from time to time a rejuvenation.

© DINTEC and Cyco Software B.V. – Taking EDM to the Enterprise17 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. – Taking EDM to the Enterprise18 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. – Taking EDM to the Enterprise19 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 4 th dimension: the Engineering Drawing Management System (EDMS)

Taking EDM to the Enterprise 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: or