• Tag: meridian

    A Robust Information Management Solution is Key to Succeed in the Oil & Gas Industry Today

    Posted on by David Medeiros

    The complexities of upstream & downstream exploration, drilling, projects, operations, and production require continuous advancements, improved communication, best-in-class practices and maximized efficiency.

    The Oil & Gas Industry faces challenges to provide Clean, Affordable and Reliable Products – while lowering costs, carbon emissions and meeting demand.

    The right information management solution plays a vital role.

     

     

    What Is Information Management?

    Information Management refers to the collection, organization, storage, management and maintenance of data, including databases, documents, equipment, images,models, and other types of electronic records. Information Management evolved from the traditional data management, which focused on storing and maintaining physical records. Information Management can provide the following benefits:

    1. Improved Productivity and Efficiency

    The first benefit of information management is that it increases your productivity and efficiency. Your ability to manage information will increase your workload significantly by making you more efficient with your time.

    1. Faster Information Access

    One of the most important information management benefits is it helps you to access important information more easily. If you are an information manager, your job will be much easier if you have a better idea of how to make the most of your information resources and improve the quality, accuracy, and timeliness of your enterprise information management.

    1. Develop an Effective Information Policy

    The third benefit of information management is the ability to create a successful information policy. Without a well-defined information policy, a company cannot predict the outcome of its information practices or apply them effectively in the real world.

    1. Support Business Needs

    Managing information properly will help companies to track changes and improve performance. They use it for planning, organizing, and tracking information.

    One of the most important information management benefits is to provide the needed information to support business processes, decision-making, and operations.

    1. Robust Security

    Companies need to process, store and manage data in a secure and safe manner. Various security measures are used such as encryption, access control systems, firewalls and others.

    While the benefits of Information Management have been displayed for many years, some businesses view information management as a low priority with little or no return on investment. Specifically, oil & gas companies with remote site locations are unwilling to change to an electronic information management system or overhaul their legacy or generic information management system. Instead, they prefer to continue maintaining a hard-copy based Information Management system requiring high printing costs. In the short-term this to minimizes the impact on their existing day-to-day operations.

    The COVID-19 Pandemic and the Ukraine Invasion

    In the aftermath of the COVID-19 pandemic and current world conditions, the Oil & Gas Industry recovered with oil prices and demand higher than pre-COVID levels.

    With the onset of the pandemic, they scrambled to enable adequate remote access to the Information Management systems, social distancing, and continue to maintain  their remote assets in multiple locations. Suddenly Information Management and Information Management Systems were critical to the day to day operations.

    This was a difficult transition period for many Oil & Gas companies who were without an implemented contingency plan. An accessible, accurate, centralized, robust, scalable and secure Information Management system emerged as an essential system in the day to day operations.

    Information Management is Built on an Electronic Document Management Solution

    A well managed and structured information management system is the basis of a well-executed information management organization. The information management can be overwhelming for oil & gas companies as it’s located in various sources such as:

    • Correspondence
    • Engineering & Vendor documentation
    • Purchase orders
    • Work orders
    • Asset data and maintenance records
    • Equipment data

    Unstructured Information Leads to Uncontrolled Information Management

    Most oil & gas companies manage their information in multiple systems depending on project size, and location. This information can be inaccessible by the corporate, project, operation stakeholders due to:

    • External & internal parties managing the information
    • “Bootleg” copies distributed through uncontrolled processes such as e-mail or copying
    • Multiple systems working independently of each other with little or no integration
    • Uncontrolled and unmanaged workflows without standard processess

    These inconsistencies lead to incomplete information, poor document control, no audit trail and the potential for safety incidents.

    An Incomplete Information Management Solution Leads to Unreliable Information Management Practices

    If your organization contains unreliable documentation & equipment information, this will affect your projects, operations and corporate business activities.

    This leads to:

    • Uncontrolled equipment and documentation
    • Out-of-date equipment and documentation
    • Industry and regulatory non-compliance
    • High Information Management system maintainenance costs
    • Information Management security issues
    • Information Management project risk failure

    Once an insufficient Information Management system exists, the problems have the potential to escalate to additional systems and processes.

    A Reliable and Sufficient Information Management System

    To set up your business with a successful Information Management system, you can improve by focusing on the accessible, accurate, centralized, robust, scalable and secure Meridian Information Management Solution. It will consolidate your Information Management tools and overcome recurring pain points from using legacy solutions or generic information management systems.

    1. Review Your Current Information Management System

    Reviewing your current Information Management system and identifying pain points and needs is the first step for improving your Information Management system and processes.

    This requires you answer these vital questions about your Information Management System:

    • What data do you have?
    • What information are you managing?
    • How, what, where and who access the Information?
    • What does the data tell you about your Projects, Corporate and Operations activities?

    Do you have accurate KPIs, about your business?

    • Identify missing information management opportunities. Where are there currently gaps in your Information Management needs?

    The review of your current Information Management system and processes will assist your team to understand your requirements and how to manage it.

    1. Determine your Information Management Solution

    The next step is to determine the right Information Management solution  which was determined by your current Information Management review and identifying the pain points and needs.

    What Information Management Solution Best Fits your Needs?

    The electronic document management system (EDMS) – Meridian is an Information Management solution easily synchronized to other systems to provide increased functionality as a whole.

    Most oil & gas companies use a maintenance management solution for their maintenance tracking needs. It allows you to digitize and automate maintenance operations to deploy preventive maintenance strategies better, develop better maintenance practices, stay organized, and ultimately save time and money. While this is a significant first step into modernizing your digital data footprint, a stand-alone maintenance management system is missing essential functionality for maintaining your Information Management needs in other areas (engineering, vendor, technical drawings and documentation). This functionality is where the Meridian Information Management Solution can help you consolidate tools and overcome recurring pain points that arise with using legacy or generic information management systems.

    In the aftermath of the COVID-19 pandemic and the current world conditions, companies with a complete Information Management solution will be steps ahead of their competitors who are relying on legacy or generic Information Management systems.

    To learn more about Meridian solutions (EDMS and CMMS) and how they can help your team, don’t hesitate to get in touch with the SolidCAD Meridian team.

    Overcome your Pressing Oil & Gas Challenges with Comprehensive Information Management Solutions

    Posted on by David Medeiros

    In the wake of the COVID-19 pandemic, the oil & gas (O&G) industry has recovered better than expected, with oil prices remaining strong and oil demand back to 95% of pre-COVID levels. But O&G companies still face many challenges as they try to provide clean, affordable and reliable fuel – all while lowering their costs, meeting demand and lowering carbon emissions.

    Navigating this complex landscape both upstream and downstream – i.e. in exploration, drilling and production operations— will require continuous advancements, improved communication, best-in-class practices and maximized efficiency.

    The right information management technology will play a crucial role.

    The Unique Challenges of the Oil & Gas Industry

    Today, companies in the oil & gas industry face many challenges. They must:

    Decrease Emissions

    First, companies in oil and gas face ever-increasing pressure to maximize sustainability and decrease carbon emissions, particularly with increasingly stringent environmental, social and governance (ESG) requirements and bold commitments to net-zero emission goals. This will require that companies establish new expertise in the low-carbon space and largely recreate their business profiles.

    And getting this right isn’t just about compliance and going green – it’s about having a future. In one Deloitte study, “30% of executives surveyed believe that building capabilities in ‘green’ areas such as hydrogen and CCUS [would] help them thrive the most in the future.” What’s more, “20% of OFS deals in 2021 involved a target company with operations in renewable energy, as compared with 5% between 2017 and 2020.”

    In short, the demand for green energy is growing, and today’s O&G companies are responding in kind. In fact, thanks in part to high oil prices, oil & gas companies have been able to fund net-zero commitments and explore pricier green energy solutions like carbon capture, utilization and storage (CCUS). The trajectory is clear to get to net zero emissions by 2050 or sooner, and companies are documenting their progress by developing:

    • ESG benchmarks
    • Guidelines
    • New reporting metrics
    • Quantify climate-related costs and risks

    Reduce Costs and Maintain Financial Health

    Companies also feel pressure to reduce total spend in order to remain competitive in the market. This requires things like:

    • Improved operational practices and processes
    • Maximized efficiency to cut costs in every part of the value chain
    • Adoption of new technology
    • More collaboration and innovation

    And that’s just scratching the surface. The good news? Progress is being made. As an industry, oil & gas has lowered its cost base consistently since 2015.

    Attract and Retain Employees

    The oil price crash of 2020 triggered unprecedented layoffs and extreme market volatility in the U.S. and around the world. Since then, only 50% of employees have come back. There are many reasons for this:

    • The industry is no longer seen as a reliable employer
    • The predominant skilled workforce is aging out, and younger employees have not been upskilled
    • The labour market is extremely competitive
    • Employees are looking for remote, hybrid, and cross-border options
    • Competitors are offering lucrative pay packages
    • It is difficult for companies with low-carbon goals to find workers with green skills

    To combat all of this, organizations must offer new pay packages, change their strategies to go with new work structures and upskill current employees to thrive in the changing landscape.

    Adapt to a Changing Landscape

    The focus on green energy also comes from consumers, who are largely changing their fuelling preferences. In fact, it’s estimated that electric vehicles could account for 50% of new vehicles by 2030, and many automakers are aiming to end the production of internal combustion cars altogether by 2035.

    Additionally, as demographics continue to shift and younger generations get on the road, the industry is seeing increased interest in low-emission fuels like hydrogen and renewable fuel.

    Many companies must respond in kind, adapting to the changing fuel landscape while evolving to meet the expectations of newer generations of customers. This not only requires new infrastructure but also new, digitally-driven customer engagement methods to keep customers up-to-date on the latest developments.

    Progress is Being Made in Addressing These Challenges

    Companies in the oil & gas industry are finding ways to lower their costs, minimize risks, reduce carbon emissions and attract new customers and partners. Maintaining all of this progress, though, will call for:

    • Continuous investment and maximized efficiency in every part of the value chain
    • Best-in-class operational practices
    • Continued technological advancements
    • Better models and visualization tools
    • Improved communication, innovation and collaboration
    • Integrated solutions for decarbonizing projects
    • New revenue models

    The right software can help.

    The Right Software Tools Can Help

    At the heart of all of this is data. Mountains of unstructured, semi-structured and structured data – saved in text, image, audio, or video formats – created throughout the exploration, drilling and production processes. This data must be generated, stored, processed and analysed:

    • Unstructured data: This includes well logs, daily written reports of drilling and CAD drawings
    • Semi-structured data: This includes processed data created via modelling and simulation
    • Structured data: Internally, this includes drilling data, data from SCADA systems, surface and subsurface facilities data and production data. From an analytics perspective, it could also include asset, risk and project management reports. External structured data includes market prices and weather data for forecasting

    And getting this right is the only way that O&G companies can truly maximise their efficiency, adopt new practices that work, decrease costs, lower emissions and optimise operations.

    Invest in a Single Source of Truth

    The key to a long-term fix for this is comprehensive information management for all of this structured, unstructured and semi-structured information. And generalized enterprise content management systems simply can’t get the job done, as they can’t support the redlining and version control that’s necessary in engineering documentation, CAD drawings and 3D renderings.

    You can also consider taking Information Management strategy one step further and migrating to the cloud. The benefits are comprehensive; companies that use cloud technology achieve workplace efficiencies and avoid interruption via faster deployment and easier ongoing support.

    Consider Meridian Cloud Engineering Document Management System

    Accruent Meridian Cloud provides a best-of-class engineering information management solution for the world’s largest facility owner-operators need to manage their facility engineering content in the cloud. By providing 24/7 access to accurate and comprehensive documentation, Meridian can also:

    • Help oil & gas companies maintain equipment and assets, as well as invest in new technology that delivers
    • Help O&G companies increase the security and quality of their documents by helping them manage complex CAD documents and maintain ESG compliance
    • Improve communication, collaboration and broader practices
    • Integrate capabilities with various asset management systems for full asset visibility

    Migrating to the cloud also marks the final stage of breaking down siloes in engineering data, as Meridian Cloud application enables company-wide collaboration by providing cross-department access to centralized information to help users make informed decisions.

    Meridian helps oil & gas companies like Shell, Total, Bluewater and many more run their refineries, oil rigs, and pipelines efficiently, safely, sustainably, and profitably. Want to learn more about how Meridian can help you overcome challenges and meet your industry’s pressing goals head-on? Visit our website for more information. 

    Common CMMS Data Misses: How to Improve Capital Asset Planning and Total Cost of Ownership

    Posted on by admin

    One fundamental responsibility of all service department leaders is to properly manage the assets under their charge until they reach end-of-life and must be disposed of. Able stewardship includes capital asset planning and the ability to determine the total cost of ownership (TCO) of those assets – and successful capital asset planning and TCO processes depend in part upon an appropriately maintained CMMS.

    With a modern computerized maintenance management system (CMMS), you can take the available data values, calculate each cost area, and derive an accurate TCO for leadership planning. Coupled with precise in-service and end-of-life values, leadership now has a comprehensive, responsive and accurate capital planning tool that becomes a valuable commodity within your organization.

    Capital Assets and TCO: The Basics

    Before we explore which CMMS components are necessary for capital planning and TCO calculations, first let’s look at what we mean by a “capital asset.”

    • There are dictionary definitions such as “long-term assets either tangible or intangible (as land, buildings, patents, or franchises),” according to Merriam-Webster.
    • There are governmental definitions like 26 U.S. Code § 1221 (IRS Code), which has more “it is not” than “it is.”
    • A general business definition could be an asset that has an acquisition cost of $5,000 or more, a useful life of more than one year, and use that contributes to revenue and/or profit for the business.

    In my experience, most organizations have an internal definition used by the accounting department, and that’s what you’ll likely use when planning for capital asset disposition and replacement.

    On the TCO front, total cost of ownership is a calculation of all costs associated with the asset. This will include the acquisition/original cost, operational costs and overhead costs for each asset. In CMMS-speak:

    Operational costs are items such as:

    • Fuel and other costs to operate the asset (vehicles, generators, boilers, etc.)
    • Chemicals needed for proper production activities (chlorine, ash, phosphate, etc.)
    • Materials/parts needed for scheduled and reactive service events
    • Labor costs
    • Contract/vendor costs

    Overhead costs include items such as:

    • Costs of the physical building/grounds the asset is in
    • Utilities costs in support of the operational environment
    • Administrative costs (clerical, records management, training/licensure, regulatory oversight, etc.)

    Performing Proper Capital Planning and TCO Analyses

    Consider this example. An analysis of 74,500 asset records produced the following results:

    • 60% have no in-service dates
    • 78% are missing acquisition cost
    • 93% lack residual cost information
    • 38% have no maintenance/service costs (and the other 62% don’t necessarily have full costs listed)
    • 40% are missing labor/time costs
    • A mere 8% have material/part costs

    Critical data values like the acquisition/original cost and resale values must be known to calculate TCO; without these pillar values, no true cost analysis can be performed. But all the listed values should be available for a complete capital planning or TCO analysis. Capital planning is forecasting ahead when an asset will need to be replaced, anticipating that expense, and amortizing it over the life of the asset.

    Without those critical date and cost values, proper planning is difficult if not impossible.

    When it comes to TCO, if your team is not accounting for the materials/parts used during service or maintenance activities, you lose a large expense in the TCO. Inaccurate or missing labor costs will skew a TCO and make it look like your TCO is much lower than reality. If assets are covered under contracts, those costs must be associated with the individual assets and properly accounted for in operational costs. For instance, if you’re using $500 a week in chemicals to treat potable water but your team is not connecting them to the asset consuming them, then the TCO calculation becomes inaccurate.

    A common formula for TCO is:

    (Acquisition cost + [operating cost + overhead costs]) – salvage value/resale value

    Improving Planning with the Help of Your CMMS

    Now that we’ve covered what goes into capital planning and TCO calculations, it begs the question: Why don’t most CMMS systems contain these values?

    My experience has been that many of these data values are provided at time of purchase, but they are not entered into the CMMS because the enterprise does not have the proper processes in place. Unfortunately, this forces service department leadership to rely on other departments (like accounting or materials management) for these values or to make a best guess.

    But properly updating a CMMS with critical data values, such as the date the asset was placed into service, can enable those values to serve as the basis for projected replacement and annual depreciation values. Documenting an asset’s expected end-of-life allows you to budget properly for the costs to replace it.

    Here at Accruent, we are committed to helping organizations optimize facility and asset maintenance. Our solutions are designed to help you automate work orders, increase equipment reliability, streamline maintenance operations and costs, improve inventory accuracy, and maintain industry-specific regulatory compliance. Learn more about Accruent CMMS software.

    Can Meridian EDMS be used as an Enterprise Content Management (ECM) Tool?

    Posted on by admin

    In short, yes. By design, Meridian is an engineering document management system (EDMS). But once in use by Engineering, the tool can be extended to support more general content management needs and maximize your software investment.

    How? By definition, enterprise content management is a system designed to collect, organize and manage an enterprise organization’s content. This includes unstructured documents – like those found in a Word file, an excel spreadsheet, or a PDF and everything in between. An enterprise content management system is rarely, if ever, one tool but rather a combination of tools, processes, and strategies used to organize information and improve business performance.

    The goal is to:

    • Eliminate dependence on paper documents
    • Maximize employee efficiency
    • Improve productivity and customer service
    • Streamline and automate business processes
    • Make business-critical information both accessible and valuable
    • Improve collaboration

    Because it can easily handle both structured and unstructured documentation – like CAD drawings, engineering documents, and technical manuals – Meridian can streamline content management needs.

    Plus, with our powerful workflows and version control, we can ensure everyone in the organization is working from a true single source of truth.

     

    What Can Meridian Provide For General Enterprise Content Management System Do?

    An enterprise content management system helps with document management throughout the lifecycle. In other words, it allows users to:

    Capture information

    Users can easily and securely enter data into an ECM. This can include invoices, emails, PDF documents, spreadsheets, etc. Effective content capture can take many forms, like using electronic forms, scanning documents, or managing documents that are already digital.

    Manage and retrieve documents

    Will well-managed and organized documents, all relevant users can easily access business-critical information. This can be done in many ways, including full-text search, keyword search, or preset search options that allow users to search by creation date, username, or other factors.

    Store

    With a robust ECM, users can easily store all their documentation. The key? To make the information accessible and searchable. That way, users can easily view documents, edit them, organize them, view the metadata, and more. This, in turn, can improve compliance and reduce the time and complexity associated with document management processes.

    Preserve or Archive: Users can also preserve – or archive – information that doesn’t need to be readily available but may prove vital in the future.

    Deliver

    Finally, users can use the ECM to deliver the right content to the right people at the right time. Today, this will include a significant degree of automation, which can streamline manual tasks and help teams accomplish more with fewer resources.

     

    Why Do Organizations Need Content Management?

    Organizations need enterprise content management to help them organize, manage and utilize all the content they have coming in today. And this is more important than ever, as organizations have information coming from more sources than ever before. Emails, spreadsheets, documents, presentations – the volume of data is staggering, and it is only growing as organizations continue to mobilize, digitize and adopt new systems and tools.

    In this context, effective content management is critical, as it’s the only way that team members can maximize efficiency, make decisions, manage risks. Improve record management and complete projects.

     

    Is Enterprise Content Management the Same As Document Management?

    It can be. Document management will always be a smaller but essential part of content management (which, as we mentioned, necessarily also includes best practices, strategy, and supporting tools). That said, with the bevy of content we have coming in today – from thumb drives, smartphones, apps, email, social media, video, paper sources, and more – not all content management will come from documents.

    However, the content that does come from documentation will have to be well managed. That’s where a tool like Meridian can help significantly.

    General document management systems like SharePoint, for example, can organize linear, largely static documentation. A blog document, for example, can be stored and accessed in SharePoint because that document is usually created, edited, posted, and archived. And a general system can handle that process.

    However, a typical ECM cannot handle complex documentation like engineering information. This kind of documentation – which many organizations have today – must be regularly redlined, updated, and utilized to reflect the business’ actual environment. Meridian is unique and can provide a complete EDMS & ECM solution. Meridian is tailor-made to handle this kind of documentation and workflow, so this complicated documentation never falls through the cracks.

     

    Does Enterprise Content Management Help With Both Structured And Unstructured Data?

    Not well. There have been many new content management challenges and opportunities with machine learning, cloud technology, and mobile capabilities. Today’s content management systems must handle:

    • Unstructured information, or information without a fully defined structure that people frequently use. Examples include PDFs and Word documents
    • Structured information, or information that is highly defined and quickly processed by computers. This includes information that is housed in databases
    • Semi-structured information, or information (like invoices or receipts) that is defined by a human then stored and read by a computer

    This, in turn, can help organizations battle issues that accompany poor data management, including lost time, lost productivity, compliance concerns, and more. Most general ECM tools cannot get this done.

     

    What Are the Benefits of Effective Content Management?

    There are many benefits to excellent content management, including:

    • Improved efficiency and business continuity
    • Streamlined compliance and improved record retention policies
    • Fewer paper documents, which can lead to increased efficiency and enhanced collaboration
    • Less downtime and document search time
    • Reduced time and overhead costs associated with document storage and document management
    • Automated manual tasks
    • Improved document security (which is achieved through restricted access and controlled access)
    • Reduced duplicate or outdated information
    • Improved customer satisfaction achieved through increased employee productivity

     

    How Can I Start Implementing the Right Content Management System For My Business?

    If you’re considering implementing an enterprise content management system, you should first consider:

    • Your organization’s short and long-term business goals and how you would like your content management tool to help you achieve those goals
    • The various types of content that are included in your business and how your organization handles those types of content. Do you have unstructured engineering documentation? Is that documentation static?
    • Your existing processes and how you would like your EDMS to streamline those functions
    • How information is shared and utilized by your employees and departments
    • Your business culture and whether your team is ready to adopt a new system and enact change

    Getting this information straight can help you determine exactly what features and functionalities you need from your system. From there, you can get into the nitty-gritty of the implementation. Here, it’s important to remember to:

     

    Prioritize the most mission-critical documentation and areas that need improvement.

    Get your team on board and bought into the tool you choose by explaining the vision and showing them concrete benefits and expected results.

    Invite feedback, so you fully understand what your team expects and needs.

    Create a dedicated team to oversee the implementation process.

    Ensure that there are clear ECM policies and rules in place. This will prevent the mismanagement of data.

    Embrace the growing pains. No technology implementation is ever super smooth. Expect the unexpected and be ready to adjust course when it’s necessary.

    To learn more about Meridian solutions (EDMS and CMMS) and how they can help your team, don’t hesitate to get in touch with the SolidCAD Meridian team.

    Meridian Tips – How to Easily Add Redlines and Comments

    Posted on by admin

    Today in our Meridian Tips video blog, we want to show you how easy it is to collaborate with other user’s in the Meridian EDM solution. If you have ever wanted to add comments or markups on technical documents within an EDMS tool, Meridian is your solution. 

    If your business is interested in unlocking the power of a dedicated EDMS, don’t hesitate to get in touch with the SolidCAD Meridian team. 

    What a “Free” Document Management Tool Costs Your Business

    Posted on by admin

    Many “free“ content management solutions are available in the market today, such as SharePoint, Box, Network Shares, and even USB external drives. Organizations recognize the need to capture their electronic documents online and use these tools to fill the need. While providing basic functionality, “free“ applications can cost your business more money and time than a dedicated engineering document management system (EDMS). 

    While seeming to be a cost-effective solution, the reality is these “free” tools are missing a considerable amount of standard EDMS functionality. Here are just a few examples:

    • Document control
    • Workflow automation
    • Full change management

    This lack of features can cost money to your organization and cause lost knowledge with staffing turnover and retirement.

    Where “Free” Document Management Tools can work and their Limitations

    Some businesses can have success using document management solutions such as SharePoint, Box, and other file share applications if they fall into the following categories:

    • Only require basic document management functionality
    • Small or mid-sized organization
    • No need to collaborate across different departments or external sources

    These tools tend to work as sizeable digital filing cabinets, allowing groups to share and save documents in an accessible space and provide the following benefits for non-technical documents:

    • Provide users the ability to save, share, and search for files across the business
    • Cloud-based sync storage of files
    • Mobile device access to documents
    • Easy management of landing pages, libraries, and lists

    Where “Free” Document Management Tools Fail Engineering Requirements

    While these “free” tools fill a niche role, they do not provide a complete solution required by an Enterprise-class organization that requires structured, controllable document management.

    A “free” tool can assist organizations that utilize a basic linear workflow for generic documents, but technical documents and drawings require a malleable workflow. Technical documents usually are highly regulated with a control process in place.

    Technical documentation also comes with the following challenges:

    • Normally unstructured data set
    • Used across multiple systems and teams
    • Difficult to access due to change management locks and file type diversity

    These factors make engineering documentation tough to manage, access, and control. When you add in other systems, such as a CMMS tool, it is challenging to monitor this information within the limitations of a free tool.

    Getting this wrong can have a significant impact and reverberating effects throughout multiple teams. In document-heavy facilities (i.e., power plants, factories, etc.), technical information must be accurate and available to avoid downtime and maintenance issues, leading to lost revenue. Businesses trying to shoehorn these free tools into their typically experience the following problems:

    • Increased costly downtime
    • No integration available between other systems such as CMMS
    • Increased complexity of change process management
    • Concurrent engineering challenges with technical documents
    • Lack of communication tools across multiple sites and departments
    • Lowered efficiency due to missing EDMS functionality

    The True Value of Meridian EDMS

    A robust engineering document management solution (EDMS) like Meridian is required to help organizations manage their technical data and avoid the pitfalls of “free” tools. While having an initial higher cost, EDMS solutions provide a considerable value when looking at the overall picture. Here are a few benefits gained by using a dedicated EDMS:

    1) Document Exchange

    Larger projects bring the challenge of sharing documents with multiple departments and teams. These documents can be lost or delayed when being pushed through the review cycle. An example of this is an AutoCAD file with external references. Drawings referenced by the target document can be ignored or lost during a typical workflow unless tightly tracked throughout the process.

    Meridian solves this issue by tracking these secondary technical documents with built-in functionality. Free tools such as network shares or Dropbox do not cover these scenarios, leading to lost or duplicated work.

    2) Extra IT Maintenance Costs

    While a “free” tool can seem cost-effective, it often strains IT resources assigned to manage them. Typically, the IT resource tasked with maintaining this tool is responsible for many other systems and lacks the proper training.

    The Meridian SaaS offering provides all maintenance, support, and upgrades which removes the added workload from your IT resources.

    3) Work Order Efficiency

    While “free” tools can help a smaller business execute on work orders, they become a hindrance to a larger organization with multiple teams and facilities. Work orders can be challenging to locate across multiple disparate systems with inadequate search tools, which can lead to the following:

    • Safety concerns
    • Multiple document copies spread over different systems
    • Technicians using obsolete document versions
    • Inaccurate data due to lack of document control tools

    With a dedicated EDMS like Meridian, your organization can refer to a single source of truth that features purpose-built document control. Technicians will gain access to the latest document version that is found easily using robust search capabilities. All technical documents related to an asset can be located quickly via a tag scanner or the surrounding metadata via the advanced search. Streamlining this process will have an immediate impact on work order costs and resource availability.

    4) Lower Operating Costs

    Using “free” tools alongside legacy pen and paper document solutions incur costs associated with printing and logistics. When you need to get a hard copy into the hands of a critical resource on time, this can impact your budget. Not only can this cost your business money, but it also wastes effort if the package does not contain all the required documents.

    The Meridian solution will allow your teams to move critical data into a single system with high online availability. Moving to an EDMS will allow your resources to access the latest complete document packages on many IoT platforms (i.e., mobile devices, tablets, PCs). Manual labor is heavily reduced via the automation capability of the tool, saving many hours in labor costs.

    Sometimes “Free” is Expensive

    The actual cost of a “free” or legacy tool can surprise an organization. By not using a purpose-built application to manage your technical documents, you can end up costing your business time, efficiency, and money in the big picture.

    If your business is interested in unlocking the power of a dedicated EDMS, don’t hesitate to get in touch with the SolidCAD Meridian team.

    The Basics of Document Control: What You Need to Know

    Posted on by SolidCAD

    With today’s shifting digital landscape, if your organization is not focusing on document version control, you maybe be costing your business money and efficiency by not using modern, practical engineering tools. 

    Without effective version control, your document controllers and editors may work on out-of-date, incomplete, or duplicate information. These issues lead to lowered operating efficiency and raised labor costs. 

    Legacy Document Version Control Comes with Challenges 

     Document storage and version control have changed significantly over the last several decades. The process has moved from manual pen, paper, and filing cabinets to the initial batch of online document storage systems. These first digital systems were complex, hard to maintain, with little to no integration support for surrounding platforms. Information was tough to locate in both scenarios, and users have had to deal with incomplete data. 

     These issues lead to the following consequences: 

    • Lower employee efficiency 
    • Incorrect document revisioning across different teams 
    • Reduced understanding of as-built files and sites 
    • Trouble adhering to regulatory compliance 

    Enter the Modern Electronic Document Management System (EDMS) 

     The new generation of EDMS systems emerged from the need to meet these challenges. They improve user experience with intuitive user interfaces and provide full integration into existing surrounding platforms. 

    A modern solution like Accruent’s Meridian EDMS, will provide your business with:  

    • A single source of truth for all your mission-critical technical drawings and data 
    • Compliance with all regulatory bodies 
    • Increased team effectiveness with improved data accuracy 
    • Complete document control and change tracking 
    • Streamlined collaboration between different teams

    Full Document Version Control 

     Automated document revision control and auditing ensure all changes are tracked across different teams and devices. These powerful capabilities lead to the following benefits: 

    Full History of Documents

    Having access to previous versions of documents safeguards against data loss, server crashes, and incorrect changes. The audit log also provides insight into who made changes and when they were made. 

    Enabling Team Collaboration with Concurrent Work 

    Allowing multiple team members to work on the latest version of a document increases throughput and prevents updates to out-of-date revisions. It also provides the ability for a single member to access the exact working copy on multiple devices. 

    Maintaining Regulatory Compliance 

    An EDMS can empower multiple teams to meet the challenges of modern-day compliance requirements by providing easy access to the relevant documentation required to meet these standards. This access is shared across various departments and streamlines the process. 

    Save Time Searching for Documents 

    Searching for a document can cost a business by increasing labor costs. Not only can time be saved across the organization by utilizing powerful search tools, but it can also improve data integrity by pointing key stakeholders to the latest document in real-time. An average operations team spends approximately 2 hours a day searching for the correct versions of documents. 

     

    Tips to keep your EDMS system running smoothly 

     Assign and train an EDMS Administrator / Document Controller 

    Hiring an EDMS Administrator is a great way to ensure your day-to-day activities remain streamlined and effective. They can assist the larger team by: 

    • Keeping the EDMS updated with the latest functionality 
    • Highlighting key metrics and KPIs 
    • Providing advanced training to the user group improving efficiency 
    • Maintaining compliance on all required documents 
    • Creating and providing data-driven reports to key stakeholders 

    This user can improve user adoption of your EDMS solution and build best practices to avoid pitfalls found with legacy Document Control environments. 

    To learn more about Meridian solutions and how they can help your team, please contact the SolidCAD Meridian team. 

    How Meridian Portal Can Help You Streamline Online Reviews

    Posted on by SolidCAD

    A typical review scenario can look like the following: a technical drawing or document needs to be approved internally by a group of experts. 

    The relevant documents are gathered from various sources, printed, and mailed to the initial reviewer.  

    This review process is relatively easy to complete but can also incur delays due to the following issues: 

    • Someone is required to keep the review process moving through direct contact with the approval team 
    • Due dates can be missed without a document controller monitoring the status of a review 
    • Sequential reviews can cause delays in the later stages if feedback is required from someone who reviewed the document earlier in the process 

    Due to these typical constraints, reviews can be delayed. Still, by providing visibility to the proper stakeholders, the process can bypass any participant if their approval is not required to move forward. Approver’s roles must be communicated clearly during the initiation of a review, or else participants may fall back on previous experience. 

    These delays are exasperated by the paper chase required for review packages. If a critical approver is out of the office, it will lead to added time lost. 

    The Digital Age:  Online Reviews Can Lead to a Seamless Review Process 

     The digitization of plant assets has become the norm and will continue to be essential going forward. The Covid-19 epidemic has accelerated the need for a digital footprint due to much of the workforce working remotely. Organizations that have already embraced reality this have proven to be more nimble during these difficult times and are better equipped to handle unexpected events in the future. 

     Leveraging an on-premise or cloud-based EDMS (electronic document management system) can free up team resources by removing the paper chase required for manual reviews. EDM systems can also provide the following benefits: 

    • A cloud-based SaaS solution reduces the resources required to maintain software and eliminates the need to acquire hardware. 
    • Custom automated workflows can handle the review process for a smoother experience 
    • These systems can integrate with an existing computerized maintenance management system (CMMS) and external contractor portals such as Meridian Portal 

    Meridian EDMS and Portal will provide your team with the ability to create a review package with specific roles (Lead Reviewer, Required Reviewer, Optional Reviewer). Automated emails generated by the review workflow will notify the group of the package contents. The review can be completed anywhere a user can access the internet and provides full support for markups and comments.   

    Comments and markups are fully tracked and available to the entire team through the process. The real-time responses will help eliminate reviewer bottlenecks by raising the visibility of the sequential review status for the whole group.  

    Like Accruent’s Meridian Portal, EDM solutions help teams work together with maintenance groups by providing complete control over handovers and the document review process. Collaborative online reviews allow your business to access documents from a single source of truth without the traditional bottlenecks and paper chases associated with manual paper reviews. 

    To learn more about Meridian solutions and how they can help your team, please contact  the  SolidCAD Meridian team. 

    Why You Should Move Technical Documents to the Cloud

    Posted on by admin

    Increasing operational efficiency is a crucial metric for any modern organization.  Teams are struggling during the Covid-19 Pandemic due to the reality of having a smaller remote workforce. Having reliable access to critical technical documents is an essential piece of this puzzle and is more challenging when a business has many locations.

    For some, finding these technical documents can be a manual process bogged down by email requests and phone calls. The chance of delays is high in this workflow, as it may take some time to locate the correct document or correct revision.

    1. Increase efficiency by centralizing your technical documents

    Accruent Meridian Cloud is a world-class technical document management solution that hosts all your organization’s mission-critical data in a centralized, secure cloud site. It features the following capabilities:

    • Change management via automated workflows and notifications
    • Secure collaboration to contractors on projects via Meridian Portal
    • Increased efficiency by providing users a single source of truth
    2. Meridian Cloud excels at hosting facility-based documents

    Accruent Meridian user interface

    Meridian Cloud fully supports the three most essential Facility document types:

    • Facility documents
      • These technical documents house operational information on the project and as-built items. Full revision history is available for any updates made. (i.e., Flow Diagrams, equipment specs, procedures, etc.)
    •  Project documents
      • This document type focuses on technical documents that are under modification and are not as-built. They can contain various information about the project. (i.e., project schedules, emails, etc.)
    • Generic documents
      • Generic documents contain miscellaneous information linked to a project (i.e., images, code, and more).
    3. Full asset management support

    You can link all your technical documents directly to locations, equipment, work orders, and assets directly for quick reference. This integration improves the value of both Meridian and your current computerized maintenance management solution (CMMS). Users can access Assets from Meridian or reference the relevant technical documents quickly from your preferred CMMS platform.

    4. Project controls and automation to improve efficiency

    Meridian Cloud’s project-centric design enforces change control through familiar workflows with full notification support. Ensuring any concurrent engineering endeavors are smooth and efficient.

    5. Powered by the best industry standards

    Adhering to the Process Industry Practices (PIP) standard, documents are organized by robust metadata for information, description, and classification. Custom Properties that are common to your data and can also be created.

    6. A solution that molds to your business’s needs

    Meridian Cloud is fully configurable and allows your organization to shape the tool to your data requirements.  Document types, collections, custom properties, numbering, and naming conventions ensure your information is complete, accurate, and easy to find.

     7. Fully secure on a world class enterprise platform.

    Housed on industry-standard secure Microsoft Azure servers, Meridian Cloud relies on ISO 27001 certified Microsoft physical and network security. Meridian Cloud extends the Azure platform with operation controls based on industry best practices for public cloud services including, but not limited to:

    • Role-based access controls
    • Data security
    • Purpose-built clients
    • Staff security training
    • Regular audits
    8. Meridian Cloud offers users specific web clients based on their roles
    • Meridian Explorer
      • The perfect web-based client for searching, commenting and sharing technical documents with other departments such as operations, maintenance, work schedules, and purchasing.
    • Meridian Power
      • Built for engineering teams, Meridian Power provides the ability to modify and create engineering information in a controlled project environment. Manage your Technical documents with the aid of automated naming, numbering, and tracking of CAD references.
    • Meridian Portal

    Meridian Portal provides a secure cloud-based location where internal teams can collaborate with external contractors and vendors. Data packages are controlled and validated throughout the hand over process.

     To learn more about Meridian solutions and how they can help your team, please contact the  SolidCAD Meridian team.

    Meridian Accelerates Time to Market through Engineering Document Accuracy

    Posted on by Rikki Kenzhebayeva

    As an excellent solution for any life sciences business with full support for E-Signatures and E-Records compliance, Accruent’s Meridian provides 3 key features:

      1. Ensure compliance with FDA 21 CFR, Part 11, and Annex 11
      2. Fully realized change control for all engineering documentation
      3. Enable team collaboration through a secure single source of truth

    Here are some big numbers that prove Meridian is one of the top document management platform choices:

    Stats related to Meridian's user base

    Accruent’s Meridian technical document management solution can assist life sciences companies overcome the common issues found when dealing with vast amounts of asset information while maintaining full compliance requirements required by the industry. Teams will always have access to the latest versions of documents that are fully approved.  Through electronic signature control, your business will accelerate time to market by managing change control faster and with full traceability for audits.

    What can your company achieve with Meridian?

    Always be in control of your technical data.

    • Ensure the team is working on the latest approved documentation.
    • Provide accurate printing of documents with watermarking ability.
    • Full version control and revision management in a secure environment.

    Deliver new products on time.

    • Arm your maintenance teams with the most up to date documentation in the field.
    • Provide a robust and easy search tool for all technical documents.
    • Avoid production delays due to out of date information.

    Reduce audit issues with less risk of noncompliance.

    • Full audit trails – know when and who made changes.
    • Avoid costly fines and delays with life science specific regulations.
    • Workflows ensure consistency across teams and working sites.

    Empower your teams with improved communication.

    • Access to markup tools and comments on all technical documents.
    • Find the exact document you need quickly via robust search features.
    • Improve team cohesion by providing the same view of official documentation to both engineers and maintenance & operations.

    To learn more about Meridian solutions and how they can help your team, please contact the SolidCAD Meridian team.