Assai Brochure

7/26/2019 Assai Brochure

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C O N T R O L I S J U S T A C L I C K A W A Y

Document Controland Management System


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C O N T R O L I S J U S T

The Assai team flourishes in the challenging environment of large scale

engineering projects, to which it contributes a solid foundation of engineering

expertise, project management experience and software design.

Norsk Hydro ASA


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A C L I C K A W A Y

Large scale engineering projects such as oil-drilling sites and infrastructural

works face major challenges when it comes to controlling the flow of

project information. Tender documents, proposals, specifications, reports,

drawings, spreadsheets and e-mails constantly flow forwards and backwards

between internal and external personnel. Moreover, revision cycles multiply

the number of documents involved. Time is precious and cost is a key factor,

therefore the entire flow requires tight management.

Projects of this nature make up the challenging environment in which

Assai flourishes. Due to a solid foundation of engineering expertise, project

management experience and software design, the Assai team offers intelligent,

powerful project control solutions. A team well-skilled in analyzing requirements

and creating solutions that deliver precisely what customers need.

However, theres more that makes Assai an attractive partner: commitment to

excellent services, products and support which is available the very moment its

requested. This results in extremely short timeframes for creating solutions to

customers specific requests.

Centrally located in the Netherlands, Assai is never far away from its globally distributed

clients. Clients such as Nexen, Qatar Petroleum, London Underground, Atkins, Petrom,

Shell International Exploration and Production, Dublin Airport Authority and CH2M HILL.

Clients that operate the flagships of the worlds engineering projects in harsh environments

such as Siberia, Eastern Russia and Nigeria.

AssaiSoftware Services


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AssaiDCMS puts you in control of your document flow and allows

you to anticipate on events well before they become a problem.


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A C L I C K A W A Y

The number of documents involved in large engineering projects can run

up to hundreds of thousands. Various disciplines such as mechanical and

electrical engineering may process huge numbers of deliverable documents.

Moreover, these documents need to circulate among engineering teams,

contractors and managers, each requiring up-to-date information from a

different perspective. Project information needs to be instantly available to your

staff, regardless of whether they reside in the US, Europe, the Middle East, the

Far East or anywhere else in the world.

Assais cornerstone DCMS - Document Control and Management System - offers

the power required to control projects of this scope. Robust, versatile, flexible and

intelligent software, based on the solid foundation of the Oracle database platform,

combined with the experience of some of Europes leading document control and

information management experts. AssaiDCMS enables managers to control the

dynamics of the complex document cycle by providing detailed insight anticipating on

events well before they become a problem.

Excellent support for teamwork

AssaiDCMSs web-based features excel in supporting collaboration between team

members, regardless of where they are working. Automated commenting, transmittal

and distribution enable smooth interaction. Tracking a documents status and hereabouts

is supported by extensive control of revision, status and approval changes. Intuitive 3D

navigation and web interfaces provide transparent access to data, personalized to an

individual users information need and working methods. Extensive planning, progress

calculation and reporting allow information on overdue documents and control over delays.

Interfaces with planning systems such as P3 and MS-Project offer the required tools to

control the progress of your project.

Interoperability with other systems

AssaiDCMS interoperates with other document systems such as LiveLink, Documentum and

other programs. This means you can benefit from AssaiDCMSs dedicated document tracking,

reporting and planning features while retaining your previous investment in other document

management systems.

Fast implementation

A wealth of functionality, ready to use from an out-of-the-box product with a minimum of implementation

time, resulting in an attractive and transparent cost structure without months of consultancy taking

up your valuable time.

Document Controland Management System


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Costs of unplanned work can amount up to 1% of extra project costs, which is

a huge absolute amount on a major project. A tool like AssaiDCMS helps

to control these costs.


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A C L I C K A W A Y

Complex IT landscapes comprise a huge variety of systems and tools;

Networked and interfaced for efficient accessing, sharing and processing

of information.

AssaiDCMS was developed with these requirements in mind. Developed to

excel in transmitting, tracking and accessing documents. Assais document

management system ensures controlled access from any location in the world.

In case you already have a document management system operational, Assai

is able to disclose the information as well. Thus protecting valuable investments

by means of interoperability with other systems.

The same convenience applies to the easy installation. Once installed, AssaiDCMS

is available to an entire organization, allowing new projects to be added in a

minimum of time. The products flexibility and versatility makes it easily adjustable to

specific requirements of different projects or different phases of a project. For that

matter AssaiDCMS will prove its value right from preparing a tender, through the

design phase right up to the handover and maintenance phase of a project.

As an information manager you have to ensure that people get the right information

in time. For instance, engineers need to know where everything is at all times and

project managers want access to management information that alerts them of potential

problems at an early stage.

The challenge is to bring together all available documents, including its different revisions,

originating from people in different locations all over the world. For instance, when you build a

refinery in Nigeria, some of its components might be built in the US. Another challenge is the

huge volume of documents, as well as the time and cost factor. Costs of unplanned work can

amount up to 1% of extra project costs, which is a huge absolute amount on a major project.

A tool like AssaiDCMS helps to control these costs.

During the years AssaiDCMS has proven to be an excellent solution that easily handles these

challenges. Thanks to its power and versatility. AssaiDCMS leaves many other products far behind

because AssaiDCMS can easily be adopted to your specific requirements.

Valuable asset forinformation managers


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For us as users, AssaiDCMS is a breeze. Its easy to use and because it is

customized to our working methods, it does everything we need.

Linda Seery, Assurance Co-ordinator at London Underground.

Piccadilly Line Train Finsbury Park Station Transport for London.


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A C L I C K A W A Y

In projects involving multiple external contractors, monitoring compliance

with contractual obligations is of crucial importance. In performing their

tasks contract managers constantly exchange documents and they need

to know the precise location and timing of any document in the management

cycle. Naturally, in time delivery is essential since one overdue document

can have substantial impact on many aspects of the project.

Linda Seery, Assurance Co-ordinator at London Underground:In our job as contract managers in the Contract Directorate of London

Underground, we register all incoming and outgoing documents and drawings

that we send to and receive from external contractors and internal stakeholders.

Moreover, we generate transmittals, we track responses and we produce a

variety of management and progress reports.

In an environment like the London Underground, this involves hundreds of documents

a day. Needless to say, it would be impossible to keep track of the flow of documents

without proper tools. We need to know who we sent to, who we still need to send to

and who needs to send us documents.

Before London Underground started using AssaiDCMS, a number of years ago, tracking

was done by means of spreadsheets. Since the accuracy of tracking largely depended on

human alertness, the risks became unacceptably high. Thats why it was decided to look

around for a tool specially designed for this job.

AssaiDCMS won the race and has proven its value well above expectation. This is confirmed

by the fact that London Underground uses AssaiDCMS for all its projects as its main control

instrument for monitoring document flows and contract compliance. AssaiDCMS gives us

clear status information, warns us of potential delays, and provides detailed reports. Whats

more, using the same system throughout the company makes information exchanges with

other departments for instance the Engineering Department - extremely easy.

For us as users, AssaiDCMS is a breeze. Its easy to use and because it is customized to our

working methods, it does everything we need. Moreover, there are never any problems and on the

odd occasion that something does happen, we report it to our IT department and, together with

Assai, it is usually resolved within the hour.

Control instrumentfor contract

compliance monitoring


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With AssaiDCMS we foresee a huge improvement in turnaround time.

Michael Lindsay, Lead Project Engineer in the Gulf region.


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A C L I C K A W A Y

Engineers need constant access to up-to-date information, originating from hundreds

of documents in different locations and different stages of their development cycle.

Each engineers information requirements depend on his specialization: piping, wiring,

foundation, and so on. At the same time, the entire team of professionals is working

on one, single project which means they need to exchange a wide variety of information

from different perspectives.

AssaiDCMS assists engineers in finding the right information in a minimum of time and

from the latest version of a document. An intelligent code structure makes sure that all

related information is only one mouse-click away. Moreover, when it comes to collaboration

with others, AssaiDCMS offers a wide range of support. From intelligent and intuitive review

functionality to efficient and easy transmittal by e-mail. Thus streamlining the review cycle and

making visible who provided which comment to which part of a document.

Michael Lindsay, Lead Project Engineer in the Gulf region:

Weve been using AssaiDCMS in over a dozen projects for some time. One example which I am

handling at the moment would be the installation of a fuel gas supply pipeline for a new cement plant

in the Gulf region.

We sent out an invitation to tender for a new document control system about two years ago.

Before that we used a series of databases developed in MS Access to track documents. While we

are not yet fully utilizing all of the features of AssaiDCMS, as we continue the role out of the product we

have seen an improvement over our previous system. One significant improvement is that AssaiDCMS

can be accessed through the network. As a project engineer I can work on line and dont need to depend

on the availability of a document clerk or outdated status printouts.

Since the roll out of AssaiDCMS, Ive been using AssaiDCMS everyday for distribution and tracking of

documents and transmittal of comments back to the contractors. Clearly laid out screens and reports show

me who has to review what and if anyone is late I can follow up. In that way I control documentation streams

for various projects.

Needless to say as we continue to role out AssaiDCMS and get more of our users trained and using the system,

we foresee a huge improvement in turnaround time.

Efficiency benefitsfor engineers


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On various projects AssaiDCMS controls, in terms of monitoring and

tracking, 10.000 deliverables a month providing an essential contribution to

the progress of the project.


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A C L I C K A W A Y

Document managers are the hub in the intricate network of document

traffic, responsible for making information available to everyone involved.

This means that documents received from designers or contractors need to

be registered, stored and forwarded to vendors in operational departments

across multiple locations. In a flow that consists of thousands of documents,

accurate tracking is of critical importance. Add to this the constant challenge

of deadlines and you have the role of the document manager.

As a document controller, you are responsible for the entire set of non-technical

deliverables, including procedures, standards, specifications, detailed specs and

so on. The amount of information is huge. You are dealing with contractors and

third parties. Government agencies often require a lot of information.

A tool like AssaiDCMS makes it possible to control these tasks. AssaiDCMS enables

you to track the status and whereabouts of documents and provides you the required

management information. AssaiDCMS controls projects in terms of monitoring and

tracking up to 10.000 deliverables a month, providing an essential contribution to the

progress of the projects. Moreover, AssaiDCMS saves a substantial amount of time

and manpower which translates into significant cost savings.

AssaiDCMS shortens review cycles and improves the communication in the commenting

process. Retrieval time for finding documents is shortened due to multiple, easy to use,

search and drill down options. In AssaiDCMS you will always find the latest revision and your

engineers can indicate if they want to be notified about any changes on document revisions.

AssaiDCMS has many reports providing you the required information.

Powerful tool fordocument managers


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Assais strong focus on its customers requirements is obvious looking at AssaiDCMSs

rich set of features. Features that cover the entire document control cycle.

Assais services take yet another step in ensuring a smooth implementation

and roll-out, a short learning curve and continuity due to prompt support. All

aimed at the ultimate goal of maximizing the return on your investment.


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A C L I C K A W A Y

Support and services

We offer a wide range of world class services to support our clients and the end-

user community.

Helpdesk

Many of our support team have worked exclusively with AssaiDCMS and its user

community for over a decade. This ensures world class support and in depth

understanding of customer activities and requirements. All received queries are

promptly logged, prioritized and allocated to the correct department. We ensure fast

response and effective, friendly support.

Consultancy

With extensive industry experience our consultants provide practical advice and hands-on

assistance in a wide range of areas such as:

Establishing sound document control and management standards (corporate and project),

defi nition and implementation of proven document control and numbering procedures,

assisting in the transition from hard copy to electronic document transfer, streamlining

document exchange process throughout the supply chain, AssaiDCMS workfl ow and report

confi guration, hands on roll-out support (per project or company-wide), hands on support for

the document control department, establishing iron-clad audit trails, on site system support,

awareness sessions, trouble shooting, legacy data conversion and fl oor walking.

TrainingWe offer a wide range of training schemes tailored to support your specifi c requirements. We

have provided effective, friendly and culturally aware training all over the world to users of all abilities.

Possessing a sound knowledge of relevant business processes enables us to provide high quality

practical training focused on the specifi c needs of individuals or groups:

Group sessions for the engineering group, desk to desk fl oor walking for reviewers,

1 to 1 training for management, technical support training,

Document Controller Introductory, Document Controller Intermediate,

Document Controller Advanced (Administrator).

Implementation support

Assais implementation team is highly experienced in providing support throughout the systemimplementation and go-live phases. We specialize in a wide range of activities such as: user and corporate

requirement analysis, system customization, confi guration and installation. Let us help pave the way to

successful system use.

Report building

Our team is experienced in building high quality reports tailored and presented to your exact requirements.

We also offer assistance in identifying reporting gaps and ideas on improving your reporting capability.

Database hosting

Assais hosting services can relieve clients of the costs and challenges involved in local database installation

and maintenance. We install and maintain servers in a fully secure environment, managing back-ups and

upgrades. In short, we take care of all those cumbersome yet essential tasks allowing our clients to focus on

core business activities.


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ASSAI software services BV

Markt 13, 4101 BW Culemborg, The Netherlands

Assai Brochure

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