Managing Information Across Three Megaprojects
Three simultaneous megaprojects, more than a dozen contractors, and a newly formed capital projects organization created a significant information management challenge for a leading U.S. fuel supplier.
The company operates a network of refineries, pipelines, and terminals throughout the United States. At the time, it was supporting active Front End Engineering Design (FEED), the planning and design phase that precedes detailed engineering. Project teams needed a consistent way to manage drawings, documents, and project information across contractors working in different regions.
Managing information for multiple projects and systems required a structured approach to Engineering Information Management (EIM).
The Challenge: Information Management During Project Execution
Large industrial projects generate thousands of drawings, specifications, vendor documents, and technical records. Organizations need a clear information management process to keep that information accurate, accessible, and useful.
Without strong information governance and data governance, information becomes scattered across contractors, systems, and project teams. This creates delays and risks that can follow an asset long after construction is complete.
The company’s newly formed capital projects organization faced significant challenges:
- Designing and implementing document and information management processes
- Supporting active FEED activities during implementation
- Standardizing information requirements across multiple contractors
- Selecting and deploying an enterprise-scale document management solution
- Establishing governance practices
- Supporting future operational needs
- Preparing information for handover to operations teams
The Solution: EIM and Information Governance
Access Sciences partnered with the client to build an Engineering Information Management program that treated information as an asset throughout the life of the facility. The program focused on document and information management, governance, information architecture, document control, and asset lifecycle management. This work connected project information with long-term business requirements.
Services Delivered
- Current State Information Management Assessment and Roadmap Development
- Engineering Information Management Strategy
- Document Management Requirements and Governance Planning
- Document Management System Evaluation and Procurement Support
- Information Architecture Design
- Organizational Change Readiness Assessment and User Training
- Document Control as a Managed Service
Benefits
- Streamlined Processes and Procedures
- Accurate and Reliable Project
- Clear Communication and Collaboration
- Deadline Adherence
- Project-to-Operations Information Management
- Value-added Document Control Operations
Establishing Governance Across Projects and Operations
Working closely with client stakeholders, Access Sciences developed a roadmap to support project and asset information from FEED through handover and long-term asset management. This roadmap included:
- Developing requirements and selecting the best-fit asset information and document management solution
- Designing information architecture, including naming conventions, taxonomy, metadata, and review workflows
- Creating governance policies, processes, and procedures
- Testing to confirm information was organized and accessible at both the asset and equipment level
- Designing a document control program capable of supporting three megaprojects at the same time
- Putting the document control function into practice as a managed service
- Providing user and administrator training
- Migrating FEED information from an existing repository into the new environment and bringing it in line with new governance requirements
Business Results from Better Information Management
By implementing the roadmap and establishing robust document control operations, the client achieved impactful improvements:
Enhanced Efficiency
More consistent processes and procedures for managing project and asset information reduced the time spent searching for information.
Information Reliability
Project information remained accurate and dependable as it moved between owners and contractor partners.
Better Collaboration
Project teams improved communication and coordination despite working across different locations and time zones.
Stronger Information Governance
Common standards and governance practices improved information quality and reduced confusion for project teams.
Lifecycle Readiness
Information created during FEED, design, and construction was prepared for commissioning, handover, operations, and maintenance.
Supporting the Full Asset Lifecycle
The project demonstrated the value of robust Engineering Information Management and showed how strong governance and engineering document management support better project execution.
The team met an aggressive schedule, completing the detailed design phase kickoff within four months.
Most importantly, the solution supported the full asset lifecycle. Information that originated during project execution remained useful through handover and throughout the life of the facility.
As a result, the organization improved how project and asset information was managed, reduced risk, and established a foundation that will continue to support the facility for years.
