The client is undergoing a Business Transformation Programme (BTP), with the aim of delivering a single integrated technology platform to enable standardised and effective processes. This BTP covers all aspects of the business and will use SAP to run and manage key business processes and provide the organisation’s information needs.
The project overview
The client recognised the need to improve their asset data and documents in order to get the best out of any investment in SAP (for assets and spares) and OpenText (for documents and drawings). There was also a need to clean, enrich and validate the existing data and create a solution for the updated set to be transferred to SAP.
The client commission was to deliver a proof of concept (POC) to address these requirements so that they could get an understanding of the full picture.
The client needs
To guarantee the business benefit from an investment in SAP and OpenText the client needed to converge data and document silos that had emerged. There was also a need to archive historical data and documents and to ensure the remaining essential data and documents were complete, correct, consistent and connected.
As the final ‘single source of truth’ was to be exported to an existing corporate system, the client needed a proven mechanism to transfer the data and documents from the “staging area” into SAP and OpenText respectively. The customer needed the transfer to take place at a touch of a button.
To satisfy the client needs, Phusion proposed to undertake a Proof of Concept (POC) on a limited number of assets, so that they could get an understanding of requirements for the complete project.
Phusion structure every Information Management (IM) POC around a tried and tested Industry best-practice IM Benchmarking Matrix. This provides a structured approach and allows us to analyse where the client sits before and after the project. It also compares IM performance to similar organisations.
Phusion’s team of engineering data experts collected and enriched data. Using our own Software as a Service (SaaS) platform we ensured it was in a common data environment (CDE) that was structured in-line with client system needs and relevant regulations.
The completed POC demonstrated how the client benefitted from improved information and showed how an integrated single source of truth for documents, assets and materials can increase productivity and save money.
From an information management perspective the POC has facilitated the following:
The data that SAP needed to function could not be fulfilled by the existing information set. The client had developed a variety of data silos to meet its obligations for regulatory compliance, to overcome system shortcomings and to establish local control and efficiencies.
To guarantee SAP delivered the business benefit these silos needed to be merged in a controlled way. Therefore, we adopted a proven off the shelf staging area. In this secure ISO27001 environment, we fed unstructured and inconsistent data in and through ISO 9001 accredited processes, valid data standards and smart tools. The output was quality-assured data to feed into SAP.
Once corporate systems were fully operational we switched off the “staging area” or we could it to access our archive and/or to adopt a data-centric process for managing the handover for new equipment.
To take advantage of a mainstream document management system, a number of pre-requisites were resolved by the POC activities:
– A master document register was created with structured and standardised document meta-data.
– A central document repository was created from the silos.
– Documents were sorted into “historic” for archive and “current” to represent the latest version.
– A structured central repository of OEM documents, with associated meta-data, was provided and shared across the organisation.
– A set of relationships were established between document numbers and equipment tag numbers, serial numbers and model numbers.
Currently, the client does not take advantage of drawing tag numbers. Fault finding and planned or corrective work is much easier when the references in the systems are the same as the references on the drawings. With the advent of SAP, we identified that there is an opportunity to capture the drawing tag. The POC proved that drawing tags do exist as they also helped the supplier to design and build the equipment the client operates.
Data needed to be mapped to standards so it is consistent now and for future additions, preferably using ISO 14224 for reliability reporting and analysis and UNSPSC codes for materials for example. The POC provided a mechanism to collate all data standards, lists etc. to support the client to ensure that they do not reinvent another wheel which could have caused delays and cost more.
Data and document management was not the client’s core competency. Phusion bring proven IM experience and a team uniquely skilled in engineering and information management. This track record helped the client mitigate the risk of content shortfalls which could have disrupted new system implementations.