1. Engineering Data Management with SharePoint
Welcome and Introduction of Speakers. Inform participants the webinar will be recorded and that they will receive a link to the webinar. Encourage them to ask questions and tell them how.
07/16/2014 Edwin Elmendorp – Cadac Group

2. Agenda Cadac Group Introduction Part 1 – Engineering basics
Part 2 – Engineering Content Creation
Part 3 – Document Control – Transmittals
Q&A

3. Cadac Group Worldwide Founded in 1986 Privately owned 42M USD turnover
+/- 250 Employees worldwide
14 offices (Europe, APAC, USA)
Our home is “The Netherlands”
market shares
AEC 22%
MFG 42%
Government 54%
Within the top 10 worldwide of Autodesk partners
Over 26 years over Engineering experience (autodesk)
Over 10 years of SharePoint product development experience for engineering
One of the few platinum partners worldwide

4. Cadac Group Americas
Our focus is the owner operator supply chain
Owner Operators
EPC providers
Equipment manufacturers
Our sweetspot is within the following industries
Natural resources (Oil & Gas, Mining)
Process industrie (chemicals)
Often very structured document control processes
Our Technology stack is:
Autodesk Vault
Microsoft SharePoint
We help companies with Engineering information management with a specific focus on capital projects and Asset lifecycle management for document driven processes.

6. PART 1 Engineering basics

7. Engineering and the Asset lifecycle
Asset X Project Y Stage Z
Asset X Vault
Turnover
Contractor XXX
Asset X Minor Projects
Asset X Maintenance
Project Initiation
Manage Project thru’ lifecycle stage gates
Deliver Asset Documentation
Commission Asset
Maintain Asset
Operators Operate & Maintain large physical Assets
EPC providers Deliver engineering services for the Operator
Equipment Manufacturers Provide larger pieces of equipment as part of an Engineering project

8. Complexity of Design information for Assets
EPC
1 – 3 years OO
10 – 100 years
Complexity of Design information
Lifespan of the Asset

9. Types of Engineering Content
Project
Stakeholders
Project
Stakeholders
Project
Stakeholders
Document Control System
Share, Review and Approve
Engineering Data Management
Create & Release
Generic Document Management
Create & Release

10. Engineering Document Management, The basics Controlled versus uncontrolled content
Both have relevance for the execution of a project
Processes for storage and security apply for both and are usually set
Controlled content
usually planned or based on a known business event
Has a set and agreed upon structure
Has a set and agreed upon communication protocol
Has predefined business rules
Uncontrolled content
Often created “in the heat of the moment”
No predefined business rules
Many unknown formats
The last few slides on introducing “The Basics” discuss differences between controlled and uncontrolled content and during a discovery that it is important to recognize the differences as it has an effect on the processes. Some documents can transition from uncontrolled to controlled and vice versa.
If there is no DMS system in place you will still find that the following 2 rules typically apply for both.
Both controlled and uncontrolled content have relevance to a project, Even the initial napkin design is important to capture as part of the total project archive, as well as the “As Built Transmittal” to the customer.
Processes for storage and security are usually somewhat defined. They are not always the best choices for managing the content, but its dealt with, based on the often limited options IT has.
We have defined the following rules for defining what is classified as controlled content.
usually planned or based on a known business event meaning that we know upfront that we need to do something with the information received in the system. This could be through a formal list of deliverables with Due dates, or as simple as when a Transmittal is received it needs to be processed according to certain rules.
Has a set and agreed upon structure How the information will be transferred is agreed by the parties involved, we typically see PDF as the leading format, but supporting documentation and marked up PDF’s are not uncommon
Has a set and agreed upon communication protocol The lines of communication and who needs to deal with the information is clearly established upfront
Has predefined business rules What happens to the content upon receipt and set timelines are established
Cadac Group offers the best in class solution to manage processes for controlled content. Leveraging both the SharePoint and Autodesk platform we offer OOB industry standards as well as the ability to adapt the system to the specific needs of a customer.
Uncontrolled Content is a completely different matter. This type of content is often created “In the heat” of the moment. As a result it’s unclear what to exactly do with the information and how the information is transferred. Although the purpose the purpose of a document control system is to control as much as possible, this is not always the case and or desired.

11. Engineering Document Management, The basics Controlled versus uncontrolled content
Transmittal / submittal
Deliverables, Drawings, Spec sheets, Manuals, PEP
RFI’s
Correspondence
Requisition packages
Point cloud data
Models
Uncontrolled content
Napkin designs
Engineering alternatives
User temporary working files
Job pictures
PST databases
Excel spreadsheets
Engineering document management is not Records management
Legal Hold, disposition policies, passive and active records, etc
This slide will highlight a few examples to show the differences between controlled and uncontrolled content.
These are merely illustrations of different types of content that are used in a project. Some of the samples might be very obvious and other not so much. In some cases there might not be a controlled process to manage the content. A sample of that is correspondence. In many cases there is a procedure on where to store and categorize, but not necessarily a process on how responses are managed in a timely manner. The other sample I would like to highlight is “Point Cloud Data”. This is supporting data used for models in a civil or plant environment. This type of information is part of the Engineering Data Management system and there needs to be a controlled process in place to manage this. One of the challenges we have worked with in a customer setting is that it is equally important to validate the proper usage of the supporting data that makes up the model, as well as the deliverable output in PDF.
Obviously there is also a lot of content that is generated that is not necessarily controlled, either created internally or received from third parties. is the most obvious one. Where we are trying to ban out communication for any formal transactions, it will remain an important communication vehicle for any project and some of that communication should be stored because it contains important information relevant for the project. Not all the content can and should be stored in a SharePoint based repository but other systems might provide a better solution for that and is a good example. There are many blogs available on the web that dispute the pro’s and cons of SharePoint for storage. The facts are that there are far superior archiving tools available that fully support the latest records management requirements. All of this can be “developed” in SharePoint, but by it’s name, SharePoint is a collaboration system and not an archiving tool.
A last comment we want to stretch is that Engineering document management is not a records management system. Although there is overlap between the two, a records management system deals with the long term ownership of information and their legal ramifications. Cadac’s Engineering document management is focused on processes to optimize how people work during the execution and operations phase for assets and capital intense projects.

12. Versions and Revision with SharePoint
Versions in SharePoint are triggered by
A change to the object caused by
Metadata changes
Workflow activities
Changes to the file
Check-out -> Check-in
A version in SharePoint is indicated by a numeric number only
1.0
1.1
2.0
Etc
A version in SharePoint only records the event of change, but has no consequence to the actual Revision of the engineering document.
As such SharePoint versioning can not be used to record Engineering Revisions, but can be useful to keep track of the ongoing changes.
As part of the best practices we will discuss a number of elements that we frequently discuss in engaging with our customers. A discussion we always have and raises confusion is the differences between Versions and Revisions. In this first slide we will take a look at what versions are from a SharePoint point of view. W’ll describe how they behave and ultimately why this will not work in an engineering environment.
The sharepoint system manages many different types of records, also called objects. The great thing about SharePoint is that it will record the changes to these records (documents, items, contacts, etc) whenever this record is touched by the user. These changes can be triggered via different ways which are explained in the samples. Changes n the metadata, check-in / check-out, etc. A second topic on versions in SharePoint is that it can only identify a version by a numeric value. With these two characteristics in mind we need to realize that a version in SharePoint is a wonderful thing, but is also very limited in terms of business process support.
For the reasons our approach is to use versions in SharePoint as a snapshot in time, to record any physical change to the document or data associated with the document. This is also the reason why SharePoint versioning is not a good mechanism to track revisions.
In the next slide we will dive into the purpose of revision control.

13. Versions and Revision with SharePoint
Revisions are triggered by a business event
Document is reject -> please revise
Document is submitted “For Construction” apply correct revision
Document is changed after formal release, update revision
The revision designation can be a number or alpha character or combination of both
If SharePoint is not suitable for revision control, the questions then are, why not and what is a better approach?
The reasons why, are explained on this slide, it explains that a revision is a more complex thing than someone changing a document by doing a check-out and check-in.
A major elements of this challenge is that a revision is not triggered by some system event, but because there is a business reason to change the revision for a document. Samples of such events are:
Document is rejected, and a request is sent to revise the document
A document is submitted for construction purpose and therefore a certain revision designation needs to be applied
A document is going through a series of changes and therefore 1 revision update is applied at the end of the changes by several engineers
More technical reasons on why SharePoint is not able to manage revisions is that revisions do not follow a linear numeric path.
Revision designations can be any combination of alpha and or numeric combinations.
As an example, something that is very often used in the Oil & Gas industry is to change the revision protocol depending on the lifecycle state of the document. This can be used to clearly distinguish between internal activities and “for use” activities when a document is going to be used to make large financial decisions.
A sample that we run into in brown field type of operations is that the customer potentially expects a certain revision to be returned by the engineering contractor.
These types of scenario’s are not covered with the OOB capabilities of SharePoint and a Document Control Solution is required to manage this level of complexity.
Cadac Group uses its Cadac Organice suite of products to provide solutions to these complex challenges for document control.
The revision logic for a document can potentially change if the status of a document changes
For internal review and audit: A, B, C, D, E
For external “Issue for Purpose”: 0, 1, 2, 3, 4
How documents need to be revised can change from 1 project / facility to the next, depending on the customer demands and historical use.
Revisions can be superseded, as well as have multiple revisions of a document active.

14. Types of engineering content
Design Data Management
Large (3D) files
Complex structures/relations
Design tools
Discipline specific applications /features
Tight relation to application
Inventor (Mechanical)
Civil 3D (Civil )
AutoCAD Electrical
Generic Document Management
Engineering documents:
Correspondence, scans etc.
Specifications, datasheets, etc
Scope:
Storage and indexing of documents for easy retrieval
Little or no change management
Limited (manual) item security
Limited audit trail
Document Control
Not used for high volumes of transient documents
The common factors that make these documents “important”:
Long lasting
Release for use is well considered
Goes through approval process
Many revisions during their life
Change management
High degree of reliability for security
Revision control
Visible , Available , Controlled reliable audit trail
Autodesk
Vault
SharePoint
“Work in Progress”
Engineering Document Control

15. PART 2 Engineering Content Creation

16. Complexity of the design world
Autodesk as a provider for design solutions ->
Other vendors for design tools or design data management.
Siemens team center
Catia Dassault
Solid works
Bentley
Cad worx
PTC Pro Engineer
Solid Edge
Aviva ….
Dozens of others

17. Master Document Register Cadac Organice Document Control
Integration basics
CAD
Editor
Master Document Register
Redlining
Mark up
(Brava)
OTB Integration
Autodesk Vault
Cadac Organice Document Control
Edit
Nr: M-2-01
Discipline: Mechanical
WBS: 2.1
Revision: A
Due Date: 01.01
Collect Comments
Consolidate Comments
Release
Submit
Secondary
Document
(PDF/DWF/DWG/…)
Native CAD
Model
Revise
Return Comment

18. D E M O

19. PART 3 Document Control

20. Why does Document Control matter?
A D.O.T. Design Build Contract
25319 document transactions
12 months
2100 documents / month
Oil & Gas project in Dubai
79389 document transactions
14 months
5600 documents / month
Mining project in Chili
35896 document transactions
15 months
2400 documents / month

21. Is this your Document Control?
EXCEL HELL
Review
Approve
Document(s)

22. Create transmittals
Create new site
Activate transmit feature
Send transmittal

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