Engineering Data Management
with SharePoint
07/16/2014
Edwin Elmendorp – Cadac Group
Agenda
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Cadac Group Introduction
Part 1 – Engineering basics
Part 2 – Engineering Content Creation
Part 3 – Document Control – Transmittals
Q&A
Cadac Group Worldwide
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Founded in 1986
Privately owned
42M USD turnover
+/- 250 Employees worldwide
14 offices (Europe, APAC, USA)
Our home is “The Netherlands”
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market shares
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AEC 22%
MFG 42%
Government 54%
Within the top 10 worldwide of Autodesk
partners
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Over 26 years over Engineering experience
(autodesk)
Over 10 years of SharePoint product
development experience for engineering
One of the few platinum partners worldwide
Cadac Group Americas
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Our focus is the owner operator supply chain
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Owner Operators
EPC providers
Equipment manufacturers
Our sweetspot is within the following industries
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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.
PART 1
Engineering basics
Engineering and the Asset lifecycle
Asset X Project Y Stage Z
Contractor
XXX
Project
Initiation
Manage Project thru’
lifecycle stage gates
Asset X Vault
Turnover
Asset X
Minor
Projects
Deliver
Asset
Documenta
tion
Commission
Asset
Asset X
Maintenance
Maintain Asset
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Operators
Operate & Maintain large physical Assets
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EPC providers
Deliver engineering services for the
Operator
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Equipment Manufacturers
Provide larger pieces of equipment as
part of an Engineering project
Complexity of Design information
Complexity of Design information for Assets
EPC
1 – 3 years
OO
10 – 100 years
Lifespan of the Asset
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
Engineering Document Management, The basics
Controlled versus uncontrolled content
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Both have relevance for the execution of a project
Processes for storage and security apply for both and are
usually set
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Controlled content
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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
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Often created
“in the heat of the moment”
No predefined business rules
Many unknown formats
Engineering Document Management, The basics
Controlled versus uncontrolled content
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Controlled content
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Uncontrolled content
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Transmittal / submittal
Deliverables, Drawings, Spec sheets, Manuals, PEP
RFI’s
Correspondence
Requisition packages
Point cloud data
Models
Email
Napkin designs
Engineering alternatives
User temporary working files
Job pictures
PST databases
Excel spreadsheets
Engineering document management is not Records management
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Legal Hold, disposition policies, passive and active records, etc
Versions and Revision with SharePoint
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Versions in SharePoint are triggered by
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A change to the object caused by
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Metadata changes
Workflow activities
Changes to the file
Check-out -> Check-in
A version in SharePoint is indicated by a numeric number only
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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.
Versions and Revision with SharePoint
Revisions are triggered by a business event
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Document is reject -> please revise
Document is submitted “For Construction” apply correct revision
Document is changed after formal release, update revision
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The revision designation can be a number or alpha character or
combination of both
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The revision logic for a document can
potentially change if the status of a
document changes
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For internal review and audit: A, B, C, D, E
For external “Issue for Purpose”: 0, 1, 2, 3, 4
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How documents need to be revised can
change from 1 project / facility to the next,
depending on the customer demands and
historical use.
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Revisions can be superseded, as well as
have multiple revisions of a document
active.
Types of engineering content
Design Data
Management
Large (3D) files
 Complex structures/relations
Document Control
Generic Document
Management
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Engineering documents:
Correspondence, scans etc.
Specifications, datasheets, etc
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o
o
o
o
Design tools
 Discipline specific applications
/features
 Tight relation to application
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o
o
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Inventor (Mechanical)
Civil 3D (Civil )
AutoCAD Electrical
Autodesk
Vault
Scope:
 Storage and indexing of
documents for easy retrieval
 Little or no change
management
 Limited (manual) item security
 Limited audit trail
SharePoint
“Work in Progress”
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
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Engineering
Document Control
PART 2
Engineering Content
Creation
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
Integration basics
Redlining
Mark up
(Brava)
Master
Document
Register
CAD
Editor
OTB Integration
Edit
Release
Native CAD
Model
Submit
Secondary
Document
(PDF/DWF/DWG/…)
Revise
Autodesk Vault
Nr: M-2-01
Discipline: Mechanical
WBS: 2.1
Revision: A
Due Date: 01.01
Collect Comments
Consolidate
Comments
Return Comment
Cadac Organice Document Control
DEMO
PART 3
Document Control
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
Is this your Document Control?
EXCEL HELL
Review
Approve
Document(s)
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Create transmittals
Create new site
 Activate transmit feature
 Send transmittal
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