CASE STUDY:
Streamline Transmittal Review Process with Documentum Asset Operations
LNG exporter streamlines transmittal reviews and reduces capital costs with Documentum Asset Operations
1M
Reduced annual capital cost overages
95
Reduced manual review of transmittal files
Business Challenge
- Ongoing major capital projects required information sharing with key vendors through a transmittal process
- Transmittals contained thousands of documents that needed review within ten (10) days to validate the changes are approved
- All capital project changes not reviewed in the ten (10) day window were the financial responsibility of the LNG exporter
- Manually reviewing the transmittals was tedious and time consuming and the deadlines weren’t being met and costing the LNG exporter millions of dollars per year
- The Documentum Asset Operations platform was using multiple repositories, spreadsheets, and manual interaction to process and manage the transmittal process
Solution
- Reviewed existing Documentum Asset Operations configuration and transmittal process and recommended updates using industry best practices
- Enabled pre-validation process to eliminate the need for manual transmittal validation, where possible, and to notify the document controllers when there is an error for review
- Updated the user interface to streamline the incoming transmittal process and automate the search and access
- Created an automated approach for naming and filing transmittals and associated documents that included an improved process for attribute updates
- Created workflows that enabled automated approvals, email notifications and document lifecycle updates/changes
- Designed customer reporting dashboards to allow for real-time reporting of overall document control functionality
Benefits & ROI
- Enabled document controllers to take full advantage of the Capital Projects solution
- Improved the speed and accuracy for making important business decisions with valuable insights from real-time reporting on the capital project status
- Reduced capital project costs by over $1,000,000/ year by meeting the deadline for transmittal reviews and approvals
- Improved the accuracy of the transmittal review process by reducing the number of files requiring manual reviews
- Improved document controller efficiency and eliminated the need for adding additional resources to the transmittal review team
- Improved the security of critical asset documents by using the Documentum Asset Operations platform as the single repository
