Transforming Document Management Oil Gas Firm

Background

Our client is a prominent international Oil & Gas company known for its strong vision, commitment to excellence, and a culture deeply rooted in performance and delivery. With a workforce exceeding 5000 employees, our client specializes in providing specialized and integrated hydrocarbon solutions to the energy industry. Their clientele includes some of the world’s largest and most demanding organizations.

Objective

In addition to addressing these specific challenges, the client sought to leverage SharePoint to enhance traceability, accountability, and overall productivity within their organization. They already utilized SharePoint for managing engineering documents and drawings for various projects. Their objectives included:

  • Establishing a well-structured folder hierarchy.
  • Efficiently managing projects and folders within SharePoint.
  • Customizing metadata to align with their specific needs.
  • Streamlining the approval process with single and bulk file uploads.
  • Facilitating file sharing and collaboration.
  • Implementing robust document versioning.
  • Generating unique Document IDs.
  • Enabling search based on custom metadata fields.
  • Implementing approval and rejection workflows.
  • Ensuring secure user access control through Active Directory integration.

Solution

To address these challenges and meet Client’s objectives, a comprehensive SharePoint solution was implemented, featuring:

  • Workflow Transformation: Replacing SharePoint Designer with Codex Workflow for improved workflow management.
  • MDR and Revision History: Implementing a Document Registry with Revision History to maintain a detailed record of document changes.
  • Project Site Automation: Streamlining project site creation with automated workflows.
  • Responsive Design: Developing responsive site designs to ensure accessibility across various screen sizes.
  • Form Creation: Enabling efficient form creation and robust data management.
  • Print Restriction: Implementing measures to control and restrict document printing.
  • Transmittal Follow-Up: Enhancing communication and tracking of document transmittals.
  • Enhanced Traceability and Accountability: Customizing SharePoint to increase traceability and accountability across the organization.

Results

The implementation of these solutions led to significant improvements for Our client:

  • Streamlined document management processes.
  • Enhanced collaboration and communication.
  • Improved traceability and accountability.
  • Increased productivity and efficiency.
  • Secure access control through Active Directory integration.
  • Compliance with document revisioning and metadata management.

The Client is now well-equipped to meet the demands of their clients, maintain a robust document management system, and leverage SharePoint to drive productivity and excellence throughout their organization.