Transcript SAUG Ambatovy DMS-1

DMS @ Ambatovy
Welcome
Hallo, Manahoana, Bonjour!
Ambatovy
Ambatovy is a large-tonnage, long-life
nickel and cobalt mining enterprise located
in Madagascar.
Ambatovy
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Construction Stage
US$5.5BN
Largest-ever foreign investment in Madagascar
Production Early 2012
 Soon rank among the largest lateritic nickel
mining entities in the world
14 000 of these Babies
Ambatovy
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Construction Stage
US$5.5BN
Largest-ever foreign investment in Madagascar
Production Early 2012
 Soon rank among the largest lateritic nickel
mining entities in the world
Ambatovy
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Mine Site - Moramanga
220KM Pipeline
Plant Site – Toamasina
Tailings
Port
Other like Rail, Roads
Topics…
Scope-of-Work, Project Challenges, Engineering,
ISO, Workflow, Fileplan, Alfresco Challenges,
Components, Solution, How Alfresco, Future
SOW
The Scope of Work (SOW) for the document and record
management system consists of more than just software. It includes
all activities required for the implementation of the DMS (Document
management system) and the software is only part of the “system”.
The entire system consists of companywide involvement to develop
procedures, standards and controls for the entire organization.
SOW Objectives
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Company wide involvement
Help organisation to achieve ISO compliance
Policies, Procedures, Controls
Tools
Training
Roll-out
Correct information, correct time, correct person
Project Challenges
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Language
Nothing in place, NOTHING!
Wrong procedure could kill
Untrained personnel
New Construction, focus not on DM
Pressure, because of larger project
7 months to implement
Multiple departments
Project Advantages
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Driven by Business, not IT
Very good IT relationship & involvement
We are part of the solution
Top management involvement
Know what they want
Good relationship
Excellent communication
Trust
ISO 9001
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What is ISO9001?
Continuous improvement in quality
Controlled Documents & Records
Uncontrolled when Printed
Who approved?
How was it done…
How was it done…
 Combination
 People
 Policies & Procedures
 Technology
People
Policies & Procedures
Document & Record Numbering
Guideline For Entering Vendor Package in DMS
Policy
Procedure/Method
1) Definition
1 – Purpose
a) Vendor
All Ambatovy documents are assigned an identification number. The identification number
will be unique for each document and will indicate the file location in the file system (DMS).
2 – Definitions
Name
Document
Record
Standard
Specification
Data Sheet
Drawing
Policy
Procedure
Version
Vendor refers to any supplier or manufacturer that supplies the Ambatovy Projects with
equipments.
b) Vendor Package
Description
A Document is defined as information, stored on paper, as a scanned
image or electronically, that may be subject to revision.
Document says: "DO"
A Record is defined as a document or other data that is regarded as
complete and unchangeable. It may exist as paper, as a scanned image or
electronically. The template, once completed, would be considered a
record. A record is evidence of activity.
Records says: "DONE"
A standard is a specification designed for repetitive use that defines the
minimum requirements for construction, workmanship and materials.
Document stating requirements (ISO 9000: 2005).
A data sheet tabulates the requirements that a piece of equipment should be
manufactured and calibrated against.
A drawing is produced electronic or hard copy format by the drafting
technologists.
Overall intention and direction of an organization as formally expressed by
top management (ISO 9000: 2005)
Specified way to carry out an activity or a process (ISO 9000: 2005)
A document version can be either a historical version or a current version
Vendor Package refers to the Final Documentation package of a supplier which generally
includes the equipment installation procedures, an operation and maintenance instructions,
relevant certificates, equipment drawings, calculation etc... Depending on each vendor IOM
manuals, QC Dossiers and Manufacturer Data Report (MDR) may be submitted separately or
part of a larger package but in the first case they will be considered as one vendor package.
Given the fact that these documents are combined into one package; they will be registered
in DMS as one document.
These packages may be referred to as Final Data book or Vendor Datao B ok etc…
2) Scope and Purpose
This guideline will be used in order to establish a uniformed classification and enable an easy
handling of the Vendor packages related to the construction phase of the Ambatovy Project
This guideline covers the organization of hard copies and soft copies of construction vendor
document package officially transmitted from SLI or OPG.
3) Classification
3 – Watermark
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Preliminary
Approved document but not validated in the field
Draft
Printed document during approval process (Creator step)
Review
Printed document during approval process (Reviewer step)
Preview
Non approved document printed from a Document Controller
Superseded
An updated document has been created from another language
No watermark
Approved document
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All vendor document packages will be filed under CST (Construction) with PVE (Vendor
Package) as the document type and then the specific area as implied in the equipment
tag number. Refer to document DMS-POL-0000-0001-EN for more details on document
type specification.
The Vendor name will be specified in the manufacturer field in metadata
In case the package covers more than one specific area; the general area 0000 will be
applied with the different areas and tag numbers specified in the transmittal and
metadata
If the area is not specified in the document; the general area 0000 will also be used.
The typical file path will look like this:
Company Home > DC > DMSA > CST > PVE > 0000
DMS-POL-0000-0001-EN Rev:12
Created By: Serge Lefebvre Date: 08/09/11
Approved By: Daniel Lamarre Date: 09/09/11
UNCONTROLLED WHEN PRINTED
Page 1 of 5
Date Printed: 13/09/11 07:50
By: Gerrit Van Dyk
DMS-PRO-0000-0012-EN Rev:3
Page 1 of 2
Date Printed: 13/09/11 07:59
By: Gerrit Van Dyk
Technology
 How did we implement Alfresco?
 Modules
 Alfresco Challenges
How Alfresco?
 Explorer vs Share
 Does not want collaboration - Sharepoint
 Not yet fully functional
 Did not want Sites
 Repository Option not yet « there »
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Cannot sort easily
Share for « Technical users »
Easy interface without bells & whistles
Simple, straight forward
How Alfresco?
 Configuration
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Easy url config (http://documents)
SSO
Dept/DocType/Area structure
Public vs Controlled Area vs Confidential
Easy Navigation
Removed unused actions
Moved browse actions
Added information icons
Easy Searching
How Alfresco?
Modules