EPCM AUTOMATOR PRODUCT OVERVIEW Papers/EPCM... · 2016-08-25 · OA-14884:DSA04.NGn General Document Page 2 of 14 EPCM Automator Overview EPCM Automator is a suite of integrated applications

OA-14884:DSA04.NGn General Document Page 1 of 14

EPCM AUTOMATOR PRODUCT OVERVIEW


EPCM Automator Overview

EPCM Automator is a suite of integrated applications delivering management and automation to all facets of EPC based businesses. It is specifically designed for managing complex projects with work packages, contract and procurement packages and construction administration packages, securing compliance requirements across geographically dispersed teams generating large amounts of information. The product can be broken into two parts, Business Productivity and Workflow Automation.

Business Productivity is the standard functionality delivered by the EPCM Automator system. It includes:

• A fully featured Document and Content Management System, which supports multiple run file logs, automatic run file number and central filing allocation, document transmittals and transmittal management, extensive and customisable revision control, transaction and communications cross referencing, and file associations and management. Once registered, documents cannot be deleted from the system, providing fully auditable project records.

• A Communications Management System for email, letters, faxes, and phone call journaling. This delivers automated central storage and management of all incoming and outgoing email messages and supports sophisticated searching as well as email threading. The system also includes automated phonecall verification to support and secure efficient telephone-based decision making processes. The Communications System is integrated with the Document and Content Management System to deliver cross referencing between the document processes and the more immediate email messaging and phoncall management processes. The Emails and other communications cannot be modified once registered which provides for legal enforcibility.

• Project Diary Creation and Management to enable each engineers' diary to be securely stored as part of the project data repository, with managed access to facilitate communications and provide maximum benefit from the recorded information.

• Centralized Contacts Database that provides a single corporate repository for detailed company and contact information while delivering active integration with both the Document and the Communications Management Systems. A sophisticated classification system also enables this application to form the basis of CRM and HR implementations as well as to provide filtered lookups for automated processes. The application toolset also allows for Contacts Manager to be extended to meet special company, process and project requirements.

• Document Creation and Integrated Style Management for all common documents such as letters, faxes, memos, agendas and minutes. Logos, office addresses, project details and legal disclaimers can be stored centrally and documents created in EPCM Automator will automatically adopt the style and default content current at the time of creation. Where multiple companies are involved in a joint venture, documents can be branded according to the authors' company within a single runfile log.

• Time and Activity Management (optional) a fully integrated activity, role and rate based system, which integrates with Microsoft Office and the document management system. This allows automated tracking of time spent working on emails, documents, drawings and any other project files stored in the Document and Content Management System, as well as the range of manual entry facilities required to meet the various requirements of projects. This application includes automatic weekly timesheet generation and extends to consolidated weekly, monthly and year-to-date reporting that delivers detailed management information and analytical data across the company and the projects.

• Human Resource Management (optional) delivers the ability to securely manage personnel information, records and documents. Specified information pages and data fields can be added and customised to corporate requirements by the HR department if desired, with visibility of these fields controlled by the built-in security system. These facilities can also be extended to meet the specific requirements of the company and the projects.


Workflow Automation in EPCM Automator is document, transaction and activity based. The fundamental building block for automating a business is the Automated Transaction Template (ATT). Automated Transaction Templates are a combination of a document template and embedded parameter-driven program functions, and which can:

• Accept data entered manually – either through the ATT's dialog screen or directly typed into the generated document. Manually entered data, through the program functions, can be automatically transferred to the project database for storage and recall, and to meet project requirements;

• Search the EPCM Automator transaction management system, at both database and specific document level, for required content and insert it into the document. Conditional content transfers can be configured to secure project processes and ensure both project procedure and business process compliance;

• Search the EPCM Automator central database for information and insert it into the document. This data retrieval extends to two-way transfers, with data and information entered into the project documents also transferring to the databases, to be available to other dependent processes and to facilitate reporting;

• Perform operations and/or calculations on any of the data and insert the results into the document. The two-way transfer of data and information can be applied to activate database functions, such as stored procedures and triggers, to minimise the need for manual processes, to deliver accuracy and to ensure data and information is always current;

• Deliver to corporate presentation standards; run to individually set conditional document creation rules to prevent unwanted duplication; include a selected (or configure an alternative) revision management pattern to apply to the created document; set document clearing rules to ensure unwanted information is removed from the new document during the creation processes; and other automated processes that contribute to the generation and presentation of functionally refined project documents.

• Integrate the tender, project and contract activation processes to deliver fully functional and operational tenders, projects and contracts in a matter of minutes. The Model Manager is applied to the development and maintenance of the Corporate Model Library, where the fully operational models for all types of Tender, Project and Contracts are stored. These are accessed, copied and activated through the Registration ATTs, to deliver fully operational Projects etc, with immediate access to all operational business processes and ATTs.

• Extend the library and registration technology to the development and delivery of the full range of the project engineering work packages, the contracts and procurement packages and the construction contract administration packages. These are generated from the Corporate Model Library and become immediately operational to provide the detailed business processes and the accompanying ATTs each of these package types require.

Each ATT has a dialog screen which allows the user to control what data is used to create the document within the parameters of the ATT. A task can be a single ATT or an automated process involving several ATT's and, potentially, other tasks. The bi-directional transfer between documents, and between documents and databases, ensures that system data (process data, engineering details, schedules, pricing, etc) is always accurate and internally consistent.

All ATTs automatically deliver to both the corporate and the project requirements at both the presentation and the process levels. The ATTs become a single source of the company and project business processes and procedures, delivering across multiple projects simultaneously from the single source to ensure corporate best practice is delivered at all times. In the event that separate installations of EPC Automator are required, the Synchroniser application facilitates the managed transfer of ATTs and associated files to additional locations. By this means, the continuous improvement sought for the company and project processes can be replicated across the locations and installations.

The value of these functions and facilities, when applied across engineering documents such as datasheets, technical specifications, technical questionnaires and technical evaluations; and including the most complex of contract and procurement ITTs and conformed contracts, delivers the highest presentation standards while ensuring that content and business process requirements meet the most rigorous standards of project and quality control specifications.


EPCM Automator Security

There are four main parts to EPCM Automator's security system which work together to provide fine grained control over all aspects of the system, including access to transactions and documents at the individual as well as departmental level, control over transmitted documents – even to users outside the Office Automator environment, and access to functionality within the Office Automator environment. These parts are:

• Corporate Access Security

• Document Security

• Document Transmittal Security

• Functions Security All of these security elements utilize the users Active Directory logon and group membership to determine access.

Corporate Access Security

During the implementation phase, Office Automator builds a model of the corporate business, including departments, functions, projects and tasks. Access to these various areas is controlled by the users' group membership. Example: Assume that in Active Directory we have the groups: Finance, Human Resources and Engineering. The system could be configured so that members of the Finance group can see all transactions relating to finance, but the Human Resources and engineering staff cannot. Similarly, Human Resources staff can see all personnel records, but Finance and Engineering staff cannot.

Document Security

Document security works in conjunction with Corporate Access Security but provides fine grained access control at the document (transaction) level. Document security is fully customizable to corporate requirements and each document must be given a security classification. The default document security classifications are as follows:

Name Type of classification

Provides this functionality

Confidential Security Provides document access to the originator and nominated personnel only.

Selecting this option activates the EPCM Automator Security list.

Registered Quality Assurance Only reviewed documents which have been checked and upgraded to a

secure status may be Registered. This means that access is restricted within

the EPCM Automator filing system and the document can only be produced

(printed) to a nominated recipient. In quality assurance language this is a

‘Controlled’ document. The document is registered and marked with the

recipient’s details.

Reviewed Quality Assurance Provides unrestricted security access during the creation and development

of the document. Provides unrestricted read only access during the checking

and upgrading process. Provides full access only to nominated users and

requires the document to be directed to the nominated recipient during the

checking and upgrading process.

Restricted Quality Assurance Provides unrestricted security access but indicates that the document is

intended for the nominated recipient. The word Restricted appears in the

document’s footer.

General Security Provides unrestricted access to the document.

These classifications are set when the document is created or registered into the system and can be managed by persons with the appropriate access rights. Access can be managed at a group level or at an individual level. Examples: 1. Group Level Access: The Active Directory "Management" group may be granted rights to view documents at

the Secured level and below, while the Active Directory "Executive" group may be granted rights to view documents at all levels.

2. Individual Access: In addition to group level access, individuals can be granted rights to view specific documents, for instance a legal secretary may be given rights to view certain legal documents at the Confidential level but not be able to see all Confidential documents.


Document Transmittal Security

Documents created within Office Automator can be managed during document transmittal to allow the recipient to make tracked changes, or alternatively the document can be locked and changes prevented.

Functions Security

Over 180 Office Automator functions are access controlled by system flags. Based on the users Active Directory group memberships, these functions may or may not be accessible. Examples: In Contacts Manager there is a set of tabs for HR information such as bank account information, Resumes etc. Most users would be disabled from seeing this information, but HR department staff would be enabled. Reclassifying (Refiling) a transaction in the system is a function which may be configured to only be seen by Document Controllers.

Integration With Third Party Products Office Automator data storage uses a standard (hidden) Microsoft file system as well as a database. The standard database implementation is SQL but Office Automator can also use Oracle or other databases. Office Automator can be interfaced with any product which supports standard import/export functionality or which supports a BUS connection. Some software such as Livelink has additional capabilities which allow tighter integration including shared data storage. Office Automator has already been interfaced with the following products for data exchange:

• Tenision Technologies SOX telephone systems for phone call activation from OA Contacts Manager with integrated phone call journaling. SOX uses a TAPI interface;

• I-Manage document management application. (now Interwoven)

Office Automator has also been integrated with the following products:

• Micro Station drawing software suite.

• Livelink Knowledge Management software.

• Share Point Server system.

Operating Environment The EPCM Automator Environment is designed to allow for continuous process improvement. The operating environment includes all Business Productivity functionality, corporate content and Workflow Automation.

The environment is broken up into three operations:

• a development workspace where changes to the model can be carried out and tested, and new ATTs can be developed and tested as the business evolves;

• a training and test workspace for model changes and ATTs to be evaluated and users trained.

• The production workspace.

Model changes can be manually synchronised between the three parts and data can be imported from the production workspace for test and training purposes. OA Synchroniser is used to transfer all ATTs and their records, all Help files and supplementary files such as the corporate logos and Header & Footer applications.


Taking Control of Business Process Automation For companies who wish to modify their own business model, or create ATT's for their own documents and workflows, Office Automator offers a suite of System Builder Tools which comprises:

Model Manager is used to build or modify a functional model of the business with linked access to the requisite ATTs and associated filing structures. It is an application that activates in the context in which it is required and provides the full toolset required to build the automated model of the company or companies, the various organisational business units and the duties assigned to each unit. The application is used to build and manage the Corporate Model Library library of Tenders, Projects and Contracts and the dependent work packages, contracts and procurement packages and the construction administration packages. Once again, the Model Manager ensures the delivery of the appropriate ATTs and associated automated business processes.

Template Manager is the application which is used to build Automated Transaction Templates (ATT's) from which documents are generated. This is an extended application that provides for the creation of ATTs delivering the corporate presentation standards, transaction management requirements and business processes and procedures. Its toolset includes:

• OA Controls that are applied to the automated generation of the input Dialog windows. This toolset provides for the full customisation of the collection of information and data required to deliver to the specific outcomes required for the ATT.

• Variables management and assignment that allows for the automated transfer and inclusion of information into the generated document or transaction;

• Replace facilities that allow for the conditional modification of created document or transactions;

• Setup access that delivers corporate layout standards, the assignment of the Revision management pattern and direct connectivity to the selected Corporate Style Sheet that will deliver the corporate requirements to the created document or transaction; and

• Functions management, providing for the selection and configuration of automating business process functions, included as embedded parameters that define the automated programs that deliver the assigned automated business processes.

Header and Footer Manager is a key style management tool. It creates and edits code driven automated headers and footers that are assigned to and referenced by ATT's whenever a header or footer is required. Like Template Manager, this application provides for the appropriate level of information delivery and process requirements across the range of headers and footers required to meet the company and project needs.

Template Editor is used to modify static content, such as embedded text, within an ATT without giving access to the programming behind the ATT. Access to this application is usually provided to personnel responsible for monitoring document and transaction content and company delivery standards.

Synchroniser is one of the many supporting applications and utilities that assist in the management of the application suite and is used to deliver ATTs, Help files, corporate Style Sheets, Header and Footer application files and Security files between both the installed environments and the various installations of the applications that may be required.


Key Differentiators

Automatic Document Control and Data Organization – During implementation a Business Model is created within EPCM Automator which reflects precisely how the organization works and how filing is done. This means that users never need to know where documents are stored, or where ATTs are kept for their work tasks, they simply find the current documents and templates within their Functional areas as required. Documents created or registered into the system are automatically given run file numbers and filed in the designated areas. Using this methodology, document control is fully automated. The built-in security system controls access to all information down to the individual file as described in the EPCM Automator Security System section below.

Integrated Style and Content Management – EPCM Automator combines SQL and a hidden file share to store and manage documents and other types of content. Documents created through EPCM Automator automatically reference content within the system and are therefore always updated with the latest logos, addresses and legal statements. All reference data is stored in a single location within the system so global document changes (such as logos or office addresses) become simple.

Static and Dynamic Document Creation. EPCM Automator ATT's make creating complex documents simple. Content can be gathered by the ATT programmatically from any structured document, spreadsheet, drawing title block, or from the system database. Documents generated by ATT's can be static - where the content is fixed when the document is created, or dynamic where the content updates itself whenever the document is opened. Static documents are ideal for Data Sheets, Contracts, Offer of Employment and other relatively fixed content applications. Dynamic documents are ideal for executive dashboards, drawing management systems, variations management systems, project scheduling and other project functions where live information is critical. Data transfer between documents and databases can be bi-directional, so that a change in a document can be reflected back into the database if required.

Integrated Email Management – EPCM Automator integrates with Microsoft Outlook so that users are operating in a familiar environment. As emails are sent and replied to, reference numbers are automatically embedded. The emails are stored into the system, where they cannot be altered (unlike in Outlook Inbox and Sent Items). Once stored, they are fully searchable and cross reference-able. Stored emails are also threaded so that multi-party conversations can be reviewed as a conversation. This integration does not affect external MTA services such as Microsoft Exchange.

Centralized Contact Database manages all company and contact information. Companies and individuals can be classified which enables filtered searches as part of EPCM Automator workflows. In addition the database can be customised by the end user (if they have appropriate permissions) to enable the capture of almost any relevant data for external as well as staff contacts – for example validity of electrical licenses or other certifications can be tracked and reported on. Contact data within the system is secured so that only authorised personnel can see the relevant fields.

Take Control of Business Process Automation – EPCM Automator System Builder Tools allows new business processes and documents to be developed, or existing processes or documents to be improved by internal personnel. They do not require programming skills and are designed for business users, keeping development costs down and development schedules in the company's hands.


Appendix A: Sample Business Process Automation

This section contains samples of Business Processes which have been implemented by Office Automation Pty Ltd for engineering and resources companies and is intended to show the level of complexity possible with EPCM Automator for project based processes. Specifically:

• Variations to Contracts (Project Office Initiated)

• Variations to Contracts (Site Office Initiated)

• Site Workforce Management (Contract Administration)

• Site Vehicle and Mobile Plant Management (Contract Administration)

• HSE Incident Management (Contract Administration)

• Project Progress Financial Reporting and Invoicing (Project Controls)





