PLANNING AND EXECUTION OF

THE INVESTMENT PROJECT (3 cr)

Lecture 1: Document Management,
08.10.2015

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 Basic document management needs in
projects
• You can find, view and copy a document that you need

• The document is the latest version

• You can track the history of the document

• In the end of the project, it is easy to transfer documents to

the operating mill

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 Payback from document management in
projects
• The payback of well arranged web based document
management comes from the following things:
– Less mistakes caused by wrong version of documents at the
construction site and engineering
– Less work as individual companies and personnel don’t have to keep
own document archives
– People spend less time in searching for documents from e-mails and
file directories
– Less work in collecting as-built drawings for operating mill
– Lower printing and postal costs when documents are delivered
electronically
– Better start-up curve as documents are available for commissioning,
test runs, start up and process testing
– Lower maintenance costs from having complete documentation for the
operation of the plant
– Less claims related to distribution and content of documents (common
understanding of distributed documents)

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Collecting of the end documentation for
the operating mill
COST

Traditional way:
-e-mail
-CD

Web basted tools

-E.g. DocHotel

Implementation project Production TIME

Start-up

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DM phases in projects

• The following steps are proposed for document

management in the project

1 2
Client needs 3 4 5
Pöyry Enforcing DM in Finalising the
(operating mill DM system
experience the project project
and other)

Monitoring the
Pöyry proposal for Motivating, traning,
Client coding and Set-up of the DM delivery of as-built
system struc ture and instructions for
needs from system and related documents and
and document DM of different
operating mill procedures transfer to operating
management coding project parties
mill systems

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DM structure and procedures in projects

• Material as basis for discussion on how DM done in

project
– Approach
– Structure
1
– Document card (metadata) Pöyry
experience

Pöyry proposal for

system struc ture
and document
management coding

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Approach 1/2

• A life cycle document management approach is taken

• A common document management tool for all project
participants is used
– Suppliers and consultants publish their documents in the system
– Delivery of as-built documents is done through this system
– The system is set-up in the Internet for easy access
– If needed for faster access a local replica (copy) of the system is
installed at the construction site to secure fast and continuous
access during construction, erection, start-up and operation
• Simple access control where users can view and modify only
allowed documents
• Printing facilities are arranged at the construction site for ad
hoc need of paper drawings

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Approach 2/2

• Project parties are committed from the beginning to deliver their

documentation in a structured way
– The goals for document management during and after the project are
communicated
– The methods and tools are defined already in enquires and contracts
– Document management is included as an item in the supplier kick-off
meetings
– Threat of sanctions if documents are not delivered in the agreed way
• Instructions and training is arranged to ensure correct delivery of
documents
• Document information (metadata) is designed so that it serves the
operating mills needs
• In the end of the project documents and their information is
transferred to the operating mill’s document management systems

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 Structure
• The proposed basic structure that
determines the user rights Project owners documents

– General documents
• Can be viewed by all project
participants
– Project owners (Client) documents
• Can be viewed only by project owners
(Client) project group and maybe Pöyry
– Company Folders
• Each company gets their own folder
• Each supplier can update documents
in their own folder
• As a default setting, suppliers can not
view each others folder

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 Structure
• For easy browsing of documents,
there should be different structures
how to navigated to them

– Supplier approach
• Supplier->Area->Document type

– Area approach
• Area->Document type->Supplier

– Document type approach

• Document type->Area->Supplier

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Document information (metadata)

• Good design of the document information card is important

so that the system will be used effectively during the project
– Suitable balance should be made:
• More fields->more work when entering documents
• Less fields->fewer possibilities for search and different structures
• The following fields are the most important (* must be
entered)
– Title *
– Document number *
– Document type *
– Mill area *
– Equipment or circuit number

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Client needs from operating mill

• The most important coding need to be decided:

– Document type codes
– How will documents be numbered
– What will be the mill area coding used for documents
– What will be the way how documents will be linked to mill
objects 2
Client needs
(operating mill
and other)

Client coding and

needs from
operating mill

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Document types – TECHNICAL
DOCUMENTS
• The following document type coding is proposed for the project
– These are based on experience on how different project parties understand
different document types
PROCESS
AUTOMATION AND INSTRUMENTATION
P10 Process equipment lists
I10 General automation documents, instructions, standards and typical drawings
P20 Process diagrams
I20 Process control documents, loop diagrams, functional descriptions
P40 Process descriptions
I30 Control and equipment room drawings
MECHANICAL
I40 Installation and location drawings, diagrams and lists
M10 Mechanical component lists
ELECTRICAL
M20 Layouts, arrangement and loading drawings
E10 Electrical lists, standards and typical drawings
M30 Civil guide drawings
E20 Electrical room drawings
M40 Tank and vessel drawings
E30 MCC specifications
M50 Steel structure drawings
E40 Circuit and wiring diagrams
M60 Equipment drawings (outline, assembly and detail)
E50 Configuration documents (interlocking, group start, sequence diagrams)
PIPING
E60 Lighting drawings
T10 Piping lists
E70 Installation and location drawings
T20 Layouts, arrangement and detail drawings
HVAC
T30 Isometrics
V10 Air cond. and vent. systems, HVAC lists
T40 Support drawings
V20 Heating systems
CIVIL
V30 Sanitary systems
CE Prefabricated units
V40 Cooling systems
C01 Structural and standard details
V50 Sprinkler systems
C10 Foundation and ground floor
V60 HVAC automation systems
C11 Plan drawings
……
C20 Masonry
C30 Concrete frame structure
C40 Machine foundations
C50 Other concrete structure …..

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Document types – PROJECT
MANAGEMENT
• The following document type coding is proposed for the project
– Based on experience on how different project parties understand different
document types
A Contracts
B Minutes of meeting
C Project instruction
D Monthly report
E Technical report
F Enquiry specification
H Purchase contract specification
I Lists
L Technical standard
T Time schedule/activity list
K Cost estimate
J Expediting report
N Site and erection report
P Permit documentation
O Other general management documentation

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Document numbering

• The purpose of document numbering is to individually identify documents

• Two alternatives for document numbering procedure in the project

– Alternative 1: Client mill document number

• Disadvantage: difficult to distribute correct document numbers for different suppliers,
needs work from project organisation
• Advantage: document numbering might be in line with other document numbering at
the operating mill

– Alternative2: Supplier code + Suppliers own doc. number

• Company-code in project + issuing company’s internal number, separated with dash.
• Examples: JPH-20124, ABB-VID30220, RAU-R32 4550
• Disadvantage: not in line with possible other mill numbering
• Advantage: simple, little additional work for suppliers

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Document phases

• The following document phases are proposed

– 1 Preliminary
– 2 For Design
– 3 Binding for construction
– 4 Final
– 5 As-Built

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Mill area coding

• The mill area coding to be used in the project will be

agreed in the beginning of the project

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Linking documents to mill objects

• In the Client’s operating mill document management systems the

documents need to linked to mill objects
– This needs to be taken into account during the project

• The document card (metadata) should have a free text field where the
suppliers can enter the mill object code

• In the end of the project, the mill object codes can also be “corrected” and
“improved” in the Excel sheet containing the document information

• Check list of issues that need to be agreed:

– How to give suppliers instructions on how to use this field
– Who is responsible in the end of the project to check and correct the use of the
mill object codes
– Who monitors the use of the mill objects in the project

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DM system
• Things to take into consideration for the 3
project time document management system: DM system

– Software
– Hardware
– System management Set-up of the DM

– User support system and related

procedures

– Problem management
– Training
– User management
– Access rights
– IT network connections (company firewalls)

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 Features of a project document
management system
• Documents can be viewed and printed from every computer that has access to
Internet
• Easy to install to large amount of users
• Also old revisions of documents are saved
• The system is ”captive”
• You can specify what information you collect from the documents (Document
number, title, area,...)
• The structure is easy to understand by project users
• Practical and easy to understand access control
• Easy tools for handling big masses of documents
• User support for people using it in different companies

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 Owner’s project group

Construction site
organisation

Consultant

Authorities

Contractors

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Suppliers
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Document management during active
project 4
Enforcing DM in
• Document management main focus areas the project

• Organisation and responsibilities

• Texts for enquiries and proposals Motivating, traning,

•
and instructions for
Instructions DM of different
project parties

• Training

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Document management main focus areas

Instructions and Users

training

Document
management system

Monitoring and control

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Main responsibilities

• Project organisation (Client+Pöyry?)

– Goals for the project document management
– Deciding users that can access the system
– Document delivery time schedules
– Monitoring and control of document deliveries
– Project instructions
– DM related texts to the enquiries and contracts
– Material and presentations in kick-off meetings
– Construction site document management functions like printing and distribution of paper documents

• Pöyry Application Services

– Instructions and training for the use of DocHotel
– Document management system maintenance
– Implementing user passwords and rights
– User help desk and support
– Export of files and document information in the end of the project

• Client operating mill

– Communicating operating mill needs
– Importing documents to the operating mill document management systems

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Instructions

• The Client’s document management

instructions should be updated into
project instructions
• Check list of items that need to
covered:
– File formats of the final drawing documentation
– Registering and storing of drawings
– Title block and instructions for filling in the fields
– Instructions for distribution of documents
– Example type drawings
– Delivery Time Schedule for Technical Documents and Drawings
– Instructions on how to use the DM system
– Blocks and symbols to be used in drawings

• Typically Pöyry project team provides these

instruction for the project

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Training

• The main way of giving user training is Internet based

web training sessions

• Meeting room training can be given on the same time

when project meeting are held

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Finalising the project
5
Finalising the
project

• Monitoring the delivery of the as-built documents

• Transfer of the documentation to the operating mill Monitoring the
delivery of as-built

systems documents and

transfer to operating
mill systems

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Monitoring the delivery of the as-built
documents
• The delivery of as-built documents into the projects document
management system has to be mentioned in the contracts
• Final payments need to linked to the final deliveries of documents
• Monitoring of the delivery of the end documentation should be done
on a systematic way
– E.g. document list from DocHotel gone through in project meetings (see
pictures below)

Number of documents in
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different phases
 Transfer of documents
• The files and document information is exported from DocHotel
– Typically an Excel sheet + files on a DVD
• Selected end documentation can be imported from the Excel sheet to the
operating mill document management systems
– If needed the coding and metadata can be still improved at this phase

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Summary

• Document management has an impact on the project

success
• Pöyry document management alternatives
– Pöyry publishes their own document through internet
– Pöyry can provide DM services for all project participants
• Communicating, motivating and monitoring of DM related
issues for the different project companies is essential
• The delivery of end documentation is essential for the
operating mill performance
• Document information (Metadata) needs to be planned well in
the beginning of the project

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THANK YOU!

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