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PimsDocument Control

• Register of documents with meta data,

revisions, files, tags and cross-

references

• Creating and revising documents

• Receiving documents from contractors

• Reviewing documents

• Distribution of documents internally

and externally

• Searching and retrieving documents

• Progress tracking

• Correspondence

Pims Document Control - Overview

• Pims (Windows client) - “Power tool” – the main tool for the Document

Controllers

• Web applications (easy-to-use, works on “any” device, nothing to install) –

Majority of users

User Interface

Windows client – the power tool for the document controllers and system administrators

Most users utilize the features available in the browser

• Overview of all documents with various meta data

• Revision control, including support for multiple files pr revision (e.g. CAD Drawing

+ PDF copy, supporting documentation)

• In-built filters for typical needs, e.g.:• New revisions, not yet sent for review• Finalized reviews, but not returned to originator

• Cross-references and related information• Tag numbers• Correspondence• Delivery plan

• In-built workflows, e.g.• Receive submittals from contractors• Distribute internally• Send for internal review• Approve internal documents• Send transmittals externally

Document Register (MDR)

Document Register (MDR) – Typical workflow

Contractor submits the MDR to document control

(e.g. in Excel format)

MDR is reviewed

When OK, MDR is imported into Pims using

“Batch Import”

Distribution setup is updated based on rules

and/or manually

Batch Import• Batch import from MS Excel

• Both metadata and attachments

• Flexible fields mapping

• Validation of data before import

• If documents are not numbered,

automatic numbering rules can be

applied (based on attributes)

• Rollback functionality

Distributing documents

• Documents can be distributed for review or for information only

• When new revisions are available the persons on the distribution setup can be informed immediately

• Distribution can be defined at high level (e.g. discipline, system) and “fine-tuned”pr document

Distribution Setup - Example

Reviewing documentsReceive documents from contractor•The contractor uploads documents directly into Pims from the Pims Web, with or

without Document Control checking them first• or: Document control receives documents via other means (e.g. interface with

contractor system, e-mail, ftp etc)

Review is initiated•When main document register is updated, the reviewers will be informed automatically

Reviewers make their comments•Review comments can be made concurrently, using markup, free text comments, or upload files with comments

Comments Responsible closes the review•Contractor is informed immediately (default)•Or: Document control sends response

Contractor respond to review•Can view all comments, and provide status (e.g. implemented, disputed)•Upload new revision with new status (depending on outcome of review)

Receiving documents from contractors

• Documents from contractors can be batch imported by document controllers, or contractors can upload documents directly into the system

• Document control can verify documents before main document register is updated (optional feature)

Reviewing documents - screenshot

Documents Acceptanceand Revisions Flowchart (Example)

Searching for documents

Easy-to-use but yet powerful search capabilities

Creating new documents

• Simple step-by-step approach to define a new document.

• Document numbers are generated automatically based on predefined rules

• Document can be created based on templates

Export of documents• Export templates can be defined

• Exports both data in Excel format and the actual files

Correspondence• Tracking of all relevant correspondence (e.g. e-mail, faxes,

letters)

• Automatic numbering based on numbering schemes

• Cross-references to

documents and other

correspondence

• Integration with

MS Outlook

Traceability• Logging of changes to data

• Stores all e-mails that are sent from the system

• Use logging to check for example:

• If and when the originator of a document received the

review status

• When a document was received by contractor, and who

submitted it

• Check the review process; who is / was delaying it

Expediting

• Follow up the contractor’s deliveries

• Follow up the internal process

• Identify bottlenecks

• Reports with documents getting close to deadline or

overdue

• Status reporting by e.g. system, discipline, facility

• Reminders can be sent (both manually and

automatically)

Status reporting - example

• Counters (planned, received, overdue) both for contractor’s

deliverables and internal reviews

• Click on any of the counter to view the actual documents

Status Reporting – Progress Curve

Configurable and customizable

Pims can be configured and customized to fit the company’s specific needs. E.g. additional reports, additional attributes, different workflows etc.

More information…

• Introduction to Pims Document Control

• Document Control Handbook for Construction Projects

• Other Pims Products