System implementation of management of project technical documentation in Lukoil Oversiz

Customer

Oversiz – actively developing oil and gas company, the operator of the international projects of Lukoil vertically integrated oil company. The company has the corporate center in Moscow and subsidiaries and representations in 16 countries.

Now Lukoil Oversiz keeps several large territorially remote projects on mastering of oil and gas fields with involvement of external contractors. In the near future a large number of new projects, investments into which are measured by tens of billions of dollars, is expected. One of the important similar megaprojects composed in successful implementation is the debugged management system for project and technical document flow.

Solution

• OpenText Content Server
• OpenText Transmittal Management
• OpenText Brava Viewer

Prerequisites of the Project

Projects of capital construction are always followed by large volumes of documentation arriving from contractors which the operating company should consider and approve. If to approve the number of projects, their scales and geographical distribution in attention, and also deadlines and quality requirements of documentation, it becomes clear that without process automation document flow can become a bottleneck when implementing such projects. Access to construction documentation and the history of decision making is important and during operation of production facilities, including when carrying out repairs and emergence of emergency situations. To guarantee integrity, relevance, reliability and safety of the project documentation at all stages of vital cycle of the project, the company the centralized control system was necessary.

Since 2009 in holding as the system of managerial document flow the OpenText Content Lifecycle Management platform is used. The implemented product OpenText Content Server was integrated into a corporate system of management based on SAP ERP 6.0. At the beginning of 2012 the solution was replicated on capital assets of holding and covered more than 1500 users in Russia, Uzbekistan, the Netherlands, the USA, Iraq and the UAE.

All connected enterprises of holding work with uniform base of documents that significantly facilitates implementation of the different business processes affecting a little enterprises. However the functionality of the solution did not cover all requirements of the enterprises holding regarding acceptance, classification and approval of the project technical documents received from ERS-contractors and also their structured storage and effective search. For completion of the existing system in May, 2012 the new project was initiated.

Project Progress

Implementation began with organizational reorganization: developments of uniform business process and also optimization of managerial document flow. Specially created working group into which representatives of business and IT entered should analyze the experience accumulated in production assets of holding and to develop the unified processing procedures of project technical documentation.

The existing software platform was complemented with the specialized module OpenText Transmittal Management and the OpenText Brava Viewer tool allowing to comment both on the PDF documents, and documents of technical formats. As the consultant the ITPS Group company which specialists have wide project experience in the international oil-producing enterprises was invited to the project. For design of system architecture and development of an optimal variant of implementation experts of OpenText company from the Czech Republic and Germany were attracted.

One of the first simulated target process of management of project and technical document flow.

"In each project of capital construction there is own the practice of work with technical documents which is closely connected with features of similar systems of contractors. It was necessary to make a choice – to model business process with zero, based on business logic and the best world practices or to look for compromises in the existing experience of project teams. As a result as a reference point the project was selected in Uzbekistan where there were most serious practices in the field. Gradually this the model was optimized and improved", – Ksenia Strebakova tells about the project, specialist of department of organizational development "Lukoil Oversiz".

Source: Direktor Informatsionnoy Sluzhby edition, November, 2012

In June, 2012 the technical specifications (TS) describing feature sets were prepared and specific tools for different user groups. Implementation of requirements The terms of reference happened in the iterative way: c of July till September were carried out four demonstrations prototype with gradual refining of requirements at each stage.

Key completions of a system became:

• automation of process of receiving, registration, check of completeness and correctness of attributes of project technical documentation transferred by the EPC contractor;
• formation of tasks of approval of project technical documentation according to the responsibility assignment matrix;
• the organization of joint work over documents of staff of territorially remote divisions of holding;
• control of execution by users of tasks of approval of documents;
• implementation of opportunities for commenting of files of different formats;
• implementation of search in all categories of project technical documentation.

Pilot operation of a system took place in October – December, 2012 on two projects of the largest company asset – West Qurna - 2. During pilot operation works on user training, collecting of additional requirements to a system were carried out and also plans of further development of a system are specified.

In 2013 users of capital projects in Uzbekistan and Iraq were connected to a system. Also expansion of functionality of a system was carried out – the functionality of Interface Management (interaction of different projects and EPC contractors) was implemented.

In 2014 the set of less considerable completions of functionality was entered into the system (within Change Management'a process). At the moment implementation of functionality of registration and consideration of documentation from equipment suppliers is carried out (the trial functionality is planned for the beginning of 2015). The geography of use of a system during 2014 also considerably increased – at the moment the vast majority of capital projects Lukoil Oversiz work in a system; total number of users exceeded 2000 people.

Results of Implementation

During implementation it was succeeded to create the tool allowing:

• increase efficiency of consideration and approval of the project documentation in the conditions of the large volume of information and geographically distributed project teams;
• is structured to store as directly documentation, and the history of its approval of the subsequent effective access to it in case of need;
• guarantee integrity, relevance, reliability, safety of the project documentation at all stages of project lifecycle.

Implementation pluses

• The centralized access to all project documentation, including the change history
• Automation of process of exchange of the project documentation with EPC contractors
• The organization of joint work over documents of staff of territorially remote divisions of holding
• Control of execution by users of tasks of approval of documents

Responses of the customer

"Well debugged system managements of project and technical document flow — one of important composed in successful implementation large projects. Implementation of uniform project management systems already allowed technical documentation unify business processes different projects of capital constructions of the company, positively affected terms and quality considerations of documentation", - Timofey Lyashenko, the head of department of engineering and technology support of projects of arrangement, the head of the working group on unification noted PTD, MF "Lukoil Oversiz Service B.V."

Source: Direktor Informatsionnoy Sluzhby edition, November, 2012

Further plans

Further development of functionality is planned for 2015. In particular, the functionality of Master Deliverable Register which will allow to control planned and actual targets of the course of design of capital objects will be implemented.