Simplify collaboration and automate complex workflows

EDMS for utilities and energy providers

Utilities and Energy companies can leverage a document control system to improve productivity when managing critical engineering documents and workflows. Document management software serves as a collaboration space for utilities and energy companies, as it provides them with the functionality needed for new project development, facilities project management, and controlling engineering workflows when in the plant or in the field.

Our engineering workflow and document management software ensures companies have visibility over the actions of all parties involved in projects. With various levels of access control, companies can be sure their intellectual property is safe, and that the documents in their engineering workflows are only being securely accessed by appropriate users.

Our software provides all these benefits including a NIST and NERC\CIP compliant system.

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Utilities and energy project management

Effective project management is all about having access to needed documents and document changes, understanding task completion, monitoring and reporting, and timely notifications to project leaders and team members. For utilities and energy providers, we provide the level of project control managers need through active engineering workflows, life cycle task monitoring, and utilities document management with the highest level of security. Our EDMS solutions ensure everyone has controlled access to the files and data needed, whether for engineering design, maintenance and operations, construction tasks, or emergency management.

Utilities and energy project collaboration

Construction projects for utilities companies are often complex and involve numerous parties. There are many benefits of implementing an engineering workflow and document management system:

• Access to current project documents and drawings with the ability to markup in real time
• Ability to use tablets offline
• Simple and easy navigation, with controlled access for vendors, contractors, consultants, and employees
• Fast, preset searches, as well as full text searching of words inside documents and drawings
• Flexible workflow and life cycle processes, with assignable roles and schedules
• Notifications for any workflow or life cycle step or any system event, as well as schedule notifications
• Fully automatic version control
• File syncing across multiple plants, sites and locations.

Facilities drawing management

Users are always shown the current version of any file, including engineering drawings, eliminating fears of working with incorrect, outdated versions (back revisions are still kept and are accessible with applicable permission). Our EDMS improves engineering workflows with notifications and automated status changes, and guarantees important work processes are being handled. System maintained audit trails ensure engineering workflow histories can be displayed and all changes can be attributed to users, by day and time.

In-field markup for utilities and energy companies

When out in the plant, in the field, or at a customer/contractor site, being able to collaborate through markups to drawings, O&M documents, and SOPs makes the change process faster and more effective. Using a laptop, tablet, or even a smartphone, any document type can be marked-up to show as-built conditions, required changes, or just a running log of observations and condition reports. Even better, use your device to attach pictures, video, or audio to drawings and documents.

There are many benefits to using our engineering workflow and document management solution.

• Markups are instantaneous and display in real-time to all users viewing the document/drawing
• Use different colors or layers to denote different users, disciplines, departments, or criticality
• Use Notes to keep a running comment associated to the drawing or the marked-up area
• Associate mark-ups with digital signatures to ensure all markups are kept without being changeable for audit trails
• Get notified when a document or redline drawing markup is added
• Choose which mark-up layers to include in printouts or in published PDFs
• Use any mobile device, without needing a mobile app.

Utilities and energy workflow administration

Many processes and workflows are performed periodically or based on maintenance schedules. Users can be notified when engineering workflows are due, and track and report progress, letting supervisors better manage the tasks. Audit trails are always kept, and document retention workflows ensure documents and drawings are archived or obsoleted based on pre-set schedules.

There are many benefits to using our engineering workflow and document management solution.

• Maintenance actions can be scheduled around SOPs and O&M documents
• Retention workflows ensure materials are routinely updated and/or archived
• Supervisors/managers can be regularly notified of new or overdue tasks
• Workflow steps can be documented and maintained to meet audit requirements
• Document actions such as archival, transmittal, moving, copying, publishing, and deleting can be automated, streamlining the document management process for utilities and energy companies
• Managers can automate the changing of document metadata and status as documents and drawings move through a workflow
• Document and drawing versions are associated to workflow steps that create a change or update a given file.

Explore engineering workflow

Engineering transmittals and submittals

Most utilities and energy providers have one or more engineering departments. As these departments outsource a portion of their work, they need to be able to easily create, handle and send transmittals. They also need to receive and review engineering drawing submittals for approval. Files associated to transmittals are locked so a full accounting of what files were sent can be created. Add custom status data to ensure transmittals can only be sent once all files are approved and employ vendor or department-specific transmittal cover sheet templates.

Allow users and third-parties to submit documents/drawings and requests/questions using formal submittal functionality that permits managers to assign users to respond and/or make and approve changes. A full audit trail of communications between the requestor/submitter and the organization is maintained and available for review and analysis.

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