The combination of FileNet and SharePoint enable delivery of a simple and secure means of remote access to project documents. Provide a collaboration space for project documents. The solution is intuitive, requiring minimal training.

1. ECM and SharePoint in AMEC Paragon – A Case Study
Marc-Henri J. Cerar
IBM Information on Demand 2008 – Oct. 29th, 2008
Session TCM-2948A

2. AMEC Introduction

3. AMEC – Areas of Operation
mining
Upstream
Midstream
Downstream
3

4. AMEC at a Glance
AMEC is a leading international project
management, engineering and services company.
We design, deliver and support clients’ assets,
from local technical services to international
landmark projects.
AMEC's Natural Resources, Power and Process and Earth and
Environmental businesses employ over 23,000 people in more than
30 countries globally.
Worldwide annual revenues of over US$4.6 billion
4

5. AMEC Paragon at a Glance
AMEC Paragon is AMEC’s hub for oil and gas
operations based in Houston, Texas, providing
engineering, materials management, and
construction management services to the oil
and gas, pipeline, and midstream industries.
More than 700 people
Completed more than 4,000 projects in 30 countries
for over 260 clients.
28 Year History of Excellence in Houston
5

6. AMEC Paragon FileNet System Overview
FileNet has been in use at AMEC Paragon for more than six
years.
An overview of our current environment:
– Production FileNet 3.5.2 system consisting of Content Engine, Process,
Engine, and eForms. This system is currently being migrated to our new
FileNet 4.0 system.
– Production FileNet 4.0 system consisting of Content Engine, Process
Engine, eForms. Deployed with Fusion user interface.
– Approximately 700 users, more than 100 active projects, and more than
300,000 documents.
6

7. The Challenge
Deliver a simple and secure means of remote access to project
documents.
Provide a collaboration space for project documents.
The solution must be intuitive, requiring minimal training.
7

8. Early Attempts and Lessons Learned

9. Using Our ECM for Collaboration
Provided client and third party access to our ECM
– Remote VPN configured to allow remote access to the ECM. The security
found to be problematic. Different company desktop configurations and
security measures were a constant source of frustration.
– Security rules for AMEC user accounts found to be cumbersome. AMEC
required password reset and account expiration to protect the corporation.
– Required lengthy and repeated training sessions. Each session was a
minimum of two hours. WebEx sessions for training remote users
arranged.
9

10. Access to Our FileNet P8 EDMS
Results and Past experience:
– The environment, taxonomy, access, etc was completely foreign to clients
and third parties. Our ECM was built to our specific needs.
– Customer and third party learning curve was difficult
– Customer and third party access not easily customized to their specific
needs
– Overall feedback was negative and the results were disappointing
10

11. Building Our Strategy

12. Quick Thought
There is a slightly odd notion in business today that
things are moving so fast that strategy becomes an
obsolete idea. That all you need is to be flexible or
adaptable. Or as the current vocabulary puts it,
quot;agile.quot; This is a mistake. You cannot substitute
agility for strategy. If you do not develop a strategy
of your own, you become a part of someone else’s
strategy. You, in fact, become reactive to external
circumstances. The absence of strategy is fine if
you don’t care where you’re going.
— Alvin Toffler
12

13. Strategy for Sharing ECM Content
An environment which…
…enables the collaboration
…of all parties
…involved in a project
…executed from multiple locations
…safely, efficiently and effectively
13

14. Business Motivators
However fit-for-purpose our skills may be, in the end, we are
AMEC Paragon an Engineering company and not a Software
Development company.
We look to IBM, Microsoft, and Sword to provide architectural
features that allow us to configure, not custom-build, a core
application framework supporting our business process
requirements.
We require an extremely flexible and powerful architecture that
supports all of our requirements and frees us to focus on the
bigger picture – content management and business process
management – that provides even greater ROI to our
organization.
14

15. Building the Strategy
AMEC Paragon’s strategy lead to the selection of using Fusion
with SharePoint 2007
– Fusion from Sword is a web-based application that runs as an application
layer on top of FileNet P8 4.0.
Key points which lead to this selection:
– Fusion has integration with SharePoint 2007.
– SharePoint provides a Collaborative Workspace with a simple user
interface.
– SharePoint is used by most major customers offering a familiar look and
feel.
– With SharePoint minimal training is required.
– SharePoint hosted in a DMZ minimized security concerns
15

16. Our Collaboration Use Cases

17. Building the Use Cases
Building the strategy before the technology for Collaboration
could be implemented.
– Established the use cases for Collaboration
– Business processes, procedures, and work instructions needed to be
documented & optimized
– Needed to plan for how we create and manage our documents
17

18. Use Case #1
Collaborative Review Session (CRS)
1. Fusion issues a package of 2. Participants (AMEC and non-
documents to Collaboration AMEC) receive an email
Manager. invitation with a link to the CRS
from Collaboration Manager.
3. The document(s) in the CRS are
4. At the end of the CRS the package reviewed, red-lined, and
is returned by Collaboration comments attached. After the
Manager to Fusion as a record. participants have completed
their review the CRS the
consolidator reviews the
package and consolidates the
comments.
18

19. Use Case #2
Publish Transmittal with Content
1. Fusion publishes a transmittal with 2. The transmittal recipients
the attached document(s) as a (AMEC and non-AMEC) receive
package to SharePoint. an email notification with a link to
the transmittal from SharePoint.
3. The transmittals and attached
documents are stored in
SharePoint as records for the
duration of the project. The
transmittals and documents can
be viewed or downloaded but
can not be edited.
19

20. Use Case #3
Published Documents
1. Fusion publishes documents to
SharePoint.
2. The documents are stored in a
folder structure as specified by
the project or client. If a
document that was previously
published is revised, only the
most current version is retained
by SharePoint. The documents
can be viewed or downloaded
but can not be edited.
20

21. Use Case #4
Supplier Documents
2. SharePoint sends the document 1. Supplier submits to SharePoint a
package to Fusion for Document document package.
Control. Document may be review
as outline by Use Case #1.
4. The document package will be
3. Fusion sends the document transmitted to the supplier as
package to SharePoint for outline by Use Case #2. All of
Document Control. the documents packages, both
the received and returned, will
be stored as records in
SharePoint.
21

22. Implementation of Use Case #1
Collaborative Review Session (CRS)

23. Introduction
The goal of the Collaboration Review Session is to provide a
secure real-time environment to access documents for sharing,
reviewing, and commenting.
23

24. CRS Benefits
Improved Control of Document Versions
– The CRS eliminates the email attachment headaches
Improved Project Coordination
– Comments and approvals are stored in the system versus ad-hoc emails
and phone calls
Improved Document Security
– Secure central server versus email attachments, thumb drives, shared
drives , etc…
Collaboration Across Geographic Locations
– Clients and project offices are becoming much more global
24

25. Collaboration Terms
CS: Collaboration Space
CRS: Collaboration Review Session
Initiator: The person starting and managing the collaboration
process
Reviewer: An assigned person responsible for evaluating the
selected documents
Consolidator: An assigned person responsible for summarize
the CRS
25

26. CRS Overview
A CRS can be used for formal or ad-hoc reviews
Fusion P8 automatically manages the check-out/check-in
process
Reviewers and Consolidators are selected by the Initiator
Allows simultaneous review sessions
A dedicated review instance for a document or group of
documents
Provides a format for comments, redlines, and approvals
26

27. CRS Process Diagram
Create CRS
Browse
based on
Consolidated
Documents
Information Engineers
or Transmittal
Fusion Designers
P8
Publish CRS Fusion P8
to CS Updated
Initiator
Close CRS
Start CRS Collaboration & Publish Initiator
Space To Fusion P8
Review CRS Consolidate
Complete CRS
CRS
Reviewers Consolidator
27

28. CRS System Diagram
PONY
EXPRESS
REMOTE USERS
REMOTE CLIENT HOOK UP COMMISSIONING
AMEC OFFICE
E-MAIL, FTP, MAIL VENDORS CONSTRUCTION FABRICATORS
AMEC VPN AMEC VPN
PROGRESS PROGRESS
UPDATE CLIENT UPDATE
Fusion
Fusion MECH
• STORAGE
• DISTRIBUTION Collaboration
• CHECK IN/OUT
• WORK FLOW Manager
OWNER DC DC OWNER
ENGINEERING
DOCUMENTS INST
WEB PAGE
• FORMS
GENERAL • STANDARDS
DOCUMENTS • MEETINGS ELEC
• SCHEDULE
• DOCUMENT INDEX
HYPER LINKED
VENDOR TO FUSION DC RESP DC
DISCP VENDOR
DOCUMENTS MECH
DC PROGRESS
ELEC
UPDATE
AMEC FIREWALL AMEC DMZ PIPING
28

29. Walk Through of Use Case #1
Collaborative Review Session (CRS)

30. Creating a CRS in Fusion P8
The Initiator selects the documents in Fusion P8
The Publish to Collaboration Space menu starts the CRS
30

31. Creating a CRS in Fusion P8 Cont.
Enter the CRS Description
Click the Collaboration Space
link to launch the CS
31

32. CRS Welcome Page
Review
Tasks
Consolidate
Tasks
Review
Sessions
32

33. CRS Initiated and Ready for Review
33

34. CRS Review Process
Reviewers receive an email notification for the new task
Clicking the link opens the CRS
After clicking the link, the Reviewer can display the CRS information
and instructions by clicking the Details tab
34

35. CRS Review Process Cont.
Click the Content Tab to view the documents associated with the
CRS
Click the Document Title to display the CRS details
35

36. CRS Review Process Cont.
Click the filename
view using the
native application
Click the
Markups tab
to redline the
document
36

37. CRS Review Process - Redline
In the Markups tab, click the Create button to launch the Fusion
viewer
37

38. Review Process – Add Markup
Click on the
desired markup
entity
Apply the
markup
38

39. Review Process – Save Markup
To save the new markup, click
File and choose Save
Enter the markup name
Click OK
39

40. Review Process – Approval
Click on the Comments Tab, to go to the Approval/Comments Page
40

41. Review Process – Approval / Comment
Click on the Create button to go to the Approval/Comments screen
Click the Approval, Reject, or Approve with Comments button and
click OK when done
41

42. Complete the CRS Session
Click Close to return to the main task screen
Click Complete to finish the review task
42

43. CRS Consolidation
Consolidators receive an email notification with a direct link
Consolidators can review the CRS details by clicking the Details Tab
To add a new markup click the Content Tab and then click the
Document Title field
43

44. Start Consolidate Process
Click the Start Consolidation button to consolidate the reviews and
markups
44

45. Consolidate - Markup
Click the filename
view using the
native application
Click the
Markups tab
to redline the
document
45

46. Consolidate - Markup
In the Markups tab, click the Create button to launch the Fusion
viewer
46

47. Consolidate - Markup
Open the previous markups for review
Add the markup and change any of the previous ones using the
same steps from the Review process
47

48. Consolidate – Save Markup
Enter the name of the markup (automatically shows as consolidated)
Click OK
48

49. Consolidate – Approval / Comment
Click on the Comments Tab, to go to the Approval/Comments Page
49

50. Consolidate – Approval / Comment
Click the appropriate approval button
Enter a comment if needed
Click OK
50

51. Complete Consolidate Process
Click the Complete button
51

52. Closing the CRS
The CRS is complete but still has to be closed by the Initiator
The closing process updates the information in Fusion P8
The Initiator is notified that the CRS has been completed via email.
After accessing the CS Review Sessions screen, click the Title field
to launch the Close screen
52

53. Closing the CRS Cont.
Click the Close CRS
button
Choose the CRS
close method and
click OK
53

54. CRS Updated Information
In Fusion P8
The updated CRS comments and markups
can be viewed by clicking the Markups and
Comments links
54

55. CRS Comments In Fusion P8
55

56. CRS Markups In Fusion P8
56

57. Thank you