Lukoil OpenText ECM Suite

Tasks

1. Automation of documentary ensuring management of Holding, including ensuring control of terms of approval of administrative documents and agreements according to corporate standards, ensuring end-to-end approval of documents between subsidiaries and the corporate center, ensuring control of performing discipline. 2. Ensuring documentary support of project activity in production projects.

Description of implementation

As objects for implementation of a pilot project were selected the corporate center in Moscow and Lukoil Uzbekistan Opereyting Company LLC to Tashkent (with the subsequent replication on other enterprises of Holding).

The pilot project proceeded from January to September, 2009 and was implemented according to a corporate implementation methodology of CIS of Lukoil group (included phases of conceptual design, implementation, integration testing and trial operation). Based on trial operation 250 users in the corporate center and 220 users in Lukoil Uzbekistan by Opereyting Company were connected to a system. The project was performed in the conditions of carrying out in 2009 organizational conversions, being followed by significant changes in an organization structure of the corporate center of Holding that led to prolongation of terms of the project for 4 months.

In the years ahead the functionality of a system extended, other enterprises of Holding, including the capital production asset of Holding – Lukoil MFA-Ist Ltd were connected to a system (the operator on mining Western Kurna 2).

As of February, 2012 more than 1200 users of Holding in 5 countries (the Netherlands, the Russian Federation, Iraq, the UAE, Uzbekistan) work with the ESDO system. In 2012 further expansion of geography of a system – connection of the Kazakhstan assets of Holding is planned.

Functional framework of a system includes 6 blocks of business scenarios: 1. Processing of correspondence and control of execution of instructions. 2. Approval, release and publication of organizational and administrative and normative and methodical documentation (ORD, NMD). 3. Processing of internal correspondence (memos). 4. Contract management (preparation, approval, storage and archiving). 5. Support of collegiate organs of management – board, Board of Directors, governing bodies of subsidiaries. 6. Processing of the project technical documentation (PTD).

As the main platform in the project the localized version of OpenText Content Server 9.7.0 was used. The implemented system allows the user to work at Russian or in English. In 2012 migration of a system is planned for the Content Server 10.0 platform.

A system functions in the centralized infrastructure. All connected enterprises of Holding work with one base of documents that significantly facilitates implementation of the business processes affecting several enterprises (for example, joint work over documents of the task forces consisting of the staff of the corporate center and several assets).

During the project integration with the following key information systems Lukoil Oversiz is implemented:

• A corporate ERP system based on SAP ERP (integration in reference books, on process of approval of agreements, access to documents from other transactions of SAP).
• A vendor relationship management system based on SAP SRM (approval of the tender documentation, support of correspondence of suppliers during tenders, storage of protocols of tender committee).
• A corporate portal based on MS Sharepoint 2007 (access to documents, the publication of documents on the portal).

Result

As a result of large-scale implementation of the Single system of document flow the following new features and advantages appeared: 1. A centralized system of document flow – "guarantor" of observance of corporate procedures. Thanks to it key processes of preparation and approval of decisions take place in regions according to corporate procedures. 2. Document flow of the connected enterprises of Holding became "transparent" for the corporate center. 3. On the regulated processes observance of normative terms of approval is guaranteed (taking into account production calendars of different regions of presence). The principle "approval by default" is applied. 4. Observance of contract periods of approval of project documents is guaranteed (approval prepared by designers PTD is made in a system). 5. Preserving of the structured base of project documents on production facilities under construction with preserving of complete history of their approval and decision making is provided. Due to integration with SAP the saved-up base of project documents on each object is available to users directly during the work with its main record in the module "Maintenance and Repair of the Equipment" SAP ERP.

Comment of the client

"The international experience of the oil and gas companies shows that it is very difficult to implement large production projects, without having the tool on management of project technical documentation. OpenText Content Server provides a possibility of the organization of the structured storage and operational approval of the project technical documentation (PTD) arriving from different contractors on design. The ability to integrate with SAP ERP at the same time guarantees availability to use of PTD accumulated during construction at the subsequent operation of technical objects"

Sergey Kotov is a Head of department on IT and Communication of Lukoil Oversiz Baltik Ltd branch to Dubai