This document summarizes a case study on improving facility master records and file room management. It describes challenges with paper-based systems, including lack of organization and control. The company created a team to standardize document management practices, align with regulations, and reduce costs. They mapped current processes, improved procedures, and implemented an electronic document management system (EDMS) for engineering documents. This enabled better organization, searchability, and sharing of facility records across sites and departments.

1. Case Study: Facility Master Records and the Global File Room

2. 1 Presenters Doug Winning Bristol-Myers Squibb Company Mike McVicar Bristol-Myers Squibb Company

3. 2 Overview Case Study Understanding the problem Improve the process Implement EDMS Leverage content Next steps Observations Q&A

4. 3 Hey, how are you managing… the local file room? Paper based, easily disorganized w/o strict control Difficult to control copies of documents once they have left the room Difficult to coordinate multiple rooms at one site - at many sites Need to review multiple projects to derive current condition

5. 4 Hey, how are you managing… project documentation requirements? Documentation turnover appeared to be an after thought, not an integral part of successful project completion. Why? What support does the Project Manager have? Look at project documentation A/E, CM and vendor contracts Drawing Standards Commissioning Guidelines

6. 5 The journey of a thousand miles… Create a team! Document & Design Integration What we plan to achieve consistent document management practices alignment with FDA and other regulatory agencies eliminate silos of data leverage content w/other applications and corporate partners reduce A/E cost per project and shorten time line to deliver better control of our engineering documentation an Engineering Community User to find and view desired content on their desktop in less than five minutes

7. 6 The journey of a thousand miles… Map the current process As-Is process flow diagram (PFD) “brown paper” meeting Review standard guidelines and contracts for documentation requirements Prepare gap analysis Improve the process Follow up meeting to generate “optimal” PFD Determine standard document types / format and delivery methods Drawing matrix (per building / site) Update standard guidelines and contracts for consistent electronic and paper documentation requirements

8. 7 …begins with a single step.

9. 8 …begins with a single step.

10. 9 Challenging the traditional model Leveraging Drawings Intelligent Drawings Asset Tracking Reviewed Intelligent Drawings Master Drawing $$$/Time Saved INPUT REVISE Life Cycle Result Master Record Model PROJECT #2 PROJECT #1 DATA FROM PROJECT #2 DATA FROM PROJECT #1 LIFE CYCLE OF FACILITY

11. 10 Challenging the traditional model Docbase Docbase Docbase Technical Operations PRI GSS/ Purchasing Individual Projects Worldwide Engineering EHS Facilities Mfg. Development QC/QA

12. 11 New challenges Culture change “What do you mean I won’t need the hard copy anymore?” the Road Show / Marketing / EDMS Guide Selling the idea of attributes Searching for documents by attributes, not file name or drill down

13. 12 New challenges Using it! Training Developing training modules Verifying / Tracking user training, required for validated system Access Managing user accounts Security Software Development and testing Deploying Managing

14. 13 New challenges Developing an enterprise wide storage model no small task - like writing an encyclopedia need alignment with all stakeholders, greatest common denominator managing that alignment

15. 14 Cost Initial Implementation Hardware Three servers: Development, Test and Production @ $50,000 Software Documentum - Existing corporate licensing agreement CADLink software and support @ $41,000 w/maintenance cost of 18% Resources IM Project Manager, Developer and Plateau Admin (part time) Client side Project Manager Long term For 2006 the goal is to have capital projects fund related document management needs, estimated at 1-3% project cost

17. Version control

18. Permission levels

19. Renditions / Publishing

21. 17 The information about the information Applying the attribute model

22. 18 Managing change Tracking / Auditing change requests Dictionary Change Request (DCR) is the formal means of documenting and evaluating the request for an addition or change to current attributes. Validation Hardware Software Test scripts

23. 19 Data / bulk loading Content population A Control File is an Excel spreadsheet containing system attributes used to describe content from outside the system prior to loading.

24. 20 Distribution / standardization of Software Does everyone have the current/correct software? Validated application Testing of application functionality Application Integration Documentum AutoCAD CADLink

25. 21 Security / Permissions Viewer On-line training module used to establish user accounts Training gives examples geared towards departmental searches CAD User Hands on class room training emphasizing the management of reference files for Master Records Version control Admin Hands on class room training emphasizing on bulk and manual import of content

27. Populate document attributes up front

28. Maintain document attributes throughout life cycle of project

30. 28 Leveraging content Master Records Anyone else need access to up to date floor plans? Control the content but share the Joy!

31. 29 Leveraging content Show me where: ACT_SUP < ACT_EXH .OR. BAS_SUP < BAS_EXH Show me where: ACT_SUP > ACT_EXH .OR. BAS_SUP > BAS_EXH Schedules/Reports CAFM Data / Reporting from Master Records

32. 30 Trending 42,160 145 Projects 364 16 35,000 15 200 35,000 Documents 7 19,000 16 2003 2004 1st Q-2005 2003 2004 1st Q-2005 2003 2004 1st Q-2005 2nd Q-2005 DOCUMENTS IN THE QUEUE SITES USERS DOCUMENTS

34. Documentum 5.28

35. WebTop

36. Enterprise Engineer

37. Improved project submittal procedures

38. Active Project integration (Global application)

39. Improved application integration

40. MAXIMO (Global application)

41. Enhancements to CAFM software