EIP DOCUMENT

MANAGEMENT SYSTEM
Contents Page

1. GENERAL BENEFITS 02

2. KEY HIGHLIGHTS 03

3. PROJECT DOCUMENT PLANNING 04

4. DOCUMENT SCHEDULING 05

5. DOCUMENT REPOSITORY 06

6. COMMUNICATION & TRANSMITTAL 07

7. WORKFLOW 08

8. REPORTS 09

9. DIVERESE AREAS 13

10. MODULES 14

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 1. GENERAL BENEFITS

Upload and access documents anytime from any place and from any computing device
Find documents in seconds rather than hours using simple, advanced and saved search
Document duplication eliminated and Version control gives the ability to manage
document changes and revisions - including accessing the latest version and previous
versions of a document
Tracks the complete engineering document life cycle
Set release dates for documents and deadlines for letter, transmittal etc. to keep things
moving in anticipated timeline
Look ahead plan for documents to be released in the next quarter, month, fortnight,
week etc. is sent to the concerned users.
Overdue and escalation alerts with list of documents not released or approved after the
due date is sent to the concerned authorities.
Use simple or complex, sequence or parallel workflow to send documents for any
internal and external review
Documents shall be sent to Client, Consultant etc. using Transmittal for Approval
Internal, External and Field Change request are recorded and notified to all the team
members and are used for necessary revision of documents
The list of standard drawings are preloaded in the system once which can be linked to
any project and released to client or site.

Projects document progress can be viewed at any time and so is the delays using S
Curve, Dashboard, etc.

Project and staff productivity details of the design team is generated with integration of
time sheet

Security of Data as all the servers are on premise

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 2. KEY HIGHLIGHTS

EIP Document Management System transforms both paper and electronic documents into
knowledge assets that become instantly usable by the company task force. It can be used for a
Project or Department by all the Contractor, Client, Consultant, Sub-Contractor and Vendor
Other than providing an amazingly easy way to store, retrieve, secure, edit and share your
documents, there are many more features of EDMS:

Central repository of all project drawings, documents, submittals, letters etc.

Manage any type and any number of documents and their versions
Customizable document hierarchy, categorization and document numbering system.
Customizable attributes related to project and documents
Customizable Numbering types like Auto, Semi-Auto and Manual can be enabled
Document Lifecycle mimics the status of the project (for review, for construction, etc.)
Document Status tracking and reporting
Checklist is used for document quality check as per quality standards
Permit/Disable View, Edit, Update and Administer
Controlled access on drawings, documents, submittals, letters etc.
Customizable review and approval workflows
Built-in alerts and escalation for pending documents
Workflow monitoring and status reporting
Event Log who did what and when?
Register of Incoming and Outgoing documents, submittals, transmittals, letters
Email alerts for incoming and pending transmittals
Replace the manual process of sending a transmittal with a digital form that
accomplishes the task in a fraction of the time
Design tender bill of quantity(BOQ) items values can be entered separately and tender
vs actual quantity report can be generated
Tracking of design issues raised
All engineering drawing revisions are recorded with a change control
Standard drawing from the portal can be released directly without linking it to workflow

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 3. PROJECT DOCUMENT PLANNING

This module is used for providing all planning inputs related to the documents of a project.

Number of working days within which a document, commented by Client / Consultant is

to be resubmitted can be input.

Control values mentioned in a project contract like maximum number of days within

which a document is to be commented by the Client / Consultant, etc. can be entered.

Maximum number of submission of a document within which approval is planned for

the document is another control input.

Maximum man hours per person per month can be defined.

Based on the maximum number of planned submissions, man-hour breakup for each

submission is entered in percentage.

Once document schedule for all documents are uploaded, based on the above inputs

system will suggest the Resources required for each month, discipline and role.

Discipline wise weightage of the total project scope can be set.

Document status wise weightage can be given which will help in monitoring the

percentage competition of the project

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 4. DOCUMENT SCHEDULING

This module is used for scheduling the Document deliverables across business groups at various
levels.

Document is scheduled, to be sent to a Client/Consultant for Approval or released to

Site etc. on a particular date.

Bulk scheduling using excel can be done to save time which is easy to user and time

effective.

Scheduling of one document can be copied to another thus saving time to enter same

details repeatedly.

Every scheduled document will bear a unique number and revision number.

Workflow, checklist, peer review and tender quantities can be integrated while

scheduling.

Role wise man-hours required can be defined per document.

Weightage of a document in a project can be specified to monitor project progress.

Simple search, advanced search & saved search can be used to find the document within

seconds.

Document Control Index widely known as DCI can be viewed which is nothing but

Scheduled vs Actual dates.

Drawings can be linked to a document set which will inherit the schedules defined in the

set.
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 5. DOCUMENT REPOSITORY

It is a document repository module and it can be operated independently with managed access.

Clients Document numbering format as per the contract can be defined.

Documents hierarchy, category, parameters and properties are highly customizable.

Documents can be uploaded either with system date or earlier date.

Multiple files can be uploaded against a document number.

Documents access can be controlled by the owner of the document.

Document can be shared internally while uploading itself and a mail alert containing the

link to that document is sent to the concerned users.

Bulk upload of documents can be done resulting in time efficiency.

Documents can be Uploaded, Edited & Superseded based on user role.

Options like bulk review and bulk supersede saves the time of doing the job one by one.

Location of the hard copy of a document can be saved for future reference.

History of documents with its revision can be viewed at any given point of time.

Simple, advanced and saved search is available for document also.

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 6. COMMUNICATION & TRASMITTAL

Collaboration among users involved in a project like client, consultant, sub-contractor, vendor.
This replaces the usage of official email for communication as all the communications are
stored in a central location. In addition to that Document Cover sheet / Document Transmittal
Note can be created.

Different types of mails like Letter, Transmittal, and Request for information, Request
for inspection, etc. can be created.
Unique reference number for all mails for easy recognition.
Similar to an email a communication have body, subject, signature, To, Cc, attachments
and message groups.
Attachments can be from document repository, local computer or a previous
communication.
Due date can be set for each communication for review, for response, for action, etc. If
work is pending after the defined due date, a mail will be triggered from system to the
concerned.
Consumes less space in the mailbox as email notification is sent with just a link referring
to the communication/transmittal in the system.
User can even register a communication happened out of the system like e-mail, fax,
hard copy, etc.
Like all other modules messages can be searched using simple search, advanced & saved
search option.
All the communications can be tracked as everything is centralized.
Many transmittal templates can be created and saved. Using which the Document Cover
Sheet / Document Transmittal Note can be created which can be previewed, printed,
saved to draft and can be sent later.

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 7. WORKFLOW

In this module the documents flows through many users of various business groups for review,
approval etc.

Multiple dynamic workflow can be created for each business groups.

Each workflow contains multiple sequence and parallel steps and tasks.

Workflow task can be assigned and copied to single or multiple users.

The workflow task status and its possible actions can be configured dynamically.

Due days/date for each workflow task can be allotted and reason for delay is captured.

Workflow is integrated with Upload document, supersede document, transmittal,

checklist, actual BOQ and change control.

Once linked with document, the document flows as per the workflow definition.

Workflow current status, history can be searched and viewed anytime.

Workflow provides the actual dates, status input to DCI report and S Curve.

Multiple documents, comments, markup files can be uploaded at any stage of the

workflow.

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 8. REPORTS

S Curve Document Status Chart

S curve will give a comparison of Actual vs Planned documents

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 Final Drawing

Final drawing report shows all the drawings which are completed at one place with the latest
revision and drawing.

Drawing Schedule Adherence

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 Staff Productivity report

Shows the resource / staff productivity based on planned and actual man hours

Project Productivity Report

Shows the total project productivity based on actuals and planned inputs

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DCI Document Control Index

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 9. DIVERSE AREAS

Design office uses this to schedule, submit documents for approval to client and consultant,
and documents for execution to site.

Design office also uses this for man hour planning, resource planning and to monitor
project progress and productivity.

Site office uses this to store documents such as daily, weekly, monthly progress reports,
request for inspection etc. and share documents with clients.

After handing over of project, site office uses this for Defect Rectification Process during
maintenance period

Tender department stores their documents of all tenders for future reference

This is also used by the EHS Department to upload documents and share EHS practices in
line with Surakasha Jeet

Design, BU, Procurement offices uses this to handle all the processes involved from
Purchase Request to Purchase Order (PR/PO)

Materials department is using this for the High Power Committee Approval workflow

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 10. MODULES

Project Planning

Document
Reports
Scheduling

EDMS

Document
Workflow
Repository

Communication
& Transmittal

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