Unified Platform Drives 35% Improvement in Project Delivery for Global Infrastructure Player
In today’s fast-paced business environment, the need for robust Engineering Document Management Systems (EDMS) and Integrated Project Management Systems (IPMS) is more critical than ever. This case study highlights the challenges faced by a global infrastructure player with 650 users spread across 100 locations in India and South Asia
Explore how a global integrated infrastructure player faced significant challenges in managing their extensive documentation across diverse operations. The sheer volume of data made storage and management cumbersome, while maintaining compliance and security standards added complexity.
Additionally, the need to centralize project data, streamline communication, optimize resource allocation, mitigate risks, and ensure efficient project planning and execution was evident.
BWC helped the client address these issues, ultimately improving project outcomes and organizational success.
This case study examines how the integration of a comprehensive Product Lifecycle Management (PLM) system helped the client overcome these hurdles by centralizing document management, enhancing workflow automation, and ensuring security, thereby streamlining business processes and driving operational excellence.
Overview of existing project management process
Through in-depth analysis, BWC gained a comprehensive understanding of the client’s existing project management processes. This involved conducting over 100 hours of workshops, focus groups, and meetings across 10+ business units and 6 business functions. Over 200 business users participated, enabling BWC to identify over 50 key requirements and pinpoint more than 20 pain points hindering project efficiency.
Approach to Migrate from GEMCOM
Since there was no documentation available for GEMCOM and there was lack of support we followed following three-pronged approach to gain understanding on current architecture and usage of GEMCOM
Interviews with GEMCOM users
BWC began by conducting interviews with GEMCOM users to understand the data and usage patterns associated with GEMCOM aimed to gain an understanding of both the user experience and the data landscape of GEMCOM.
Collaboration with Dassault
We contacted Global Mining team of Dassault Systemes for insights into data storage, maintenance, and extraction, however the information on GEMCOM Hub was limited.
Reverse engineering the existing data
Eventually we decided that Reverse Engineering the existing data and mapping attributes will bear faster results. Thus, we analysed the types of data stored, the structure of the data, how frequently it’s accessed or modified, and any patterns or trends in the data.
The Struggle: Fragmented Systems and Limited Visibility
The company operated with disparate project management systems across its various business units. This led to a domino effect of problems: communication gaps, duplicated efforts, and a lack of real-time data for informed decision-making.
Without a centralized information hub, Different departments relied on distinct software solutions like SAP (Procurement), OpenText & Primavera (Engineering), TILOS (Construction), and Oracle (Quality & Cost). This fragmented landscape hampered information sharing and led to communication gaps.
Data export/import between these disparate systems was likely required for interdepartmental collaboration, leading to potential duplication of effort and wasted resources.
Moreover, relying on individual personnel for reporting introduces a single point of failure. If a key team member is unavailable or if there are discrepancies in their reports, it can impede the timely dissemination of critical information and hinder the organization’s ability to respond swiftly to emerging challenges or opportunities.
The Solution: A Unified Platform for Collaboration
Through initial assessment and planning, the BWC team prioritized the requirements that were common across all 14 business units. This strategic focus ensured that the solution addressed the most critical and widely applicable needs, paving the way for a streamlined and cohesive project management system that could be effectively integrated throughout the entire organization.
BWC proposed an Integrated Project Management Software (IPMS) built on the 3DEXPERIENCE platform. This platform addressed the key challenge of fragmented data by offering a single source of truth for all project information.
Recognizing the diverse needs and workflows of each business unit within the company, BWC ensured that the IPMS solution was tailored to fit seamlessly into their unique environments. This approach not only enhanced user adoption but also maximized the effectiveness of the platform in driving organizational efficiency.
BWC also recommended and the implemented Engineering Document Management Systems (EDMS) within the 3DExperience platform to complement the project management efforts. By centralizing document storage, version control, and access permissions, EDMS streamlined workflows and ensured that stakeholders had access to the most up-to-date project documentation.
Through a carefully crafted implementation process, BWC guided the company through the transition to the new platform, providing training and support to ensure a smooth adoption process and make sure it fits seamlessly into the unique workflows of each business unit. Integration with existing systems like ERP and CRM became a key focus, creating a smooth flow of information.
Training and Change Management: Building User Confidence
Knowing user buy-in was crucial, BWC designed comprehensive training for the new platform (IPMS & EDMS) and addressed any change resistance. A pilot program allowed real-world testing and user feedback, boosting confidence for a smooth transition.
This proactive approach not only facilitated a smoother transition but also laid the foundation for long-term success and continued innovation within the organization.
The Results: Efficiency, Collaboration, and Growth
The impact was immediate. The centralized platform streamlined processes, eliminating duplication and manual interventions. Teams collaborated more effectively, sharing documents and tracking progress in real-time. This translated to improved project outcomes and faster decision-making.
Access to real-time data empowered stakeholders to mitigate risks and capitalize on opportunities. This seamless collaboration fostered a culture of transparency and accountability, enabling teams to work together more effectively towards common goals. As a result, project outcomes improved, and decision-making became faster and more informed.
Furthermore, the access to real-time data provided by the platform empowered stakeholders to mitigate risks and capitalize on opportunities. By having instant access to key metrics and performance indicators, decision-makers could identify potential issues early on and take proactive measures to address them.
Perhaps the most significant benefit was the newfound scalability. The 3DEXPERIENCE platform grew alongside the company’s ambitions, accommodating its expanding portfolio without compromising performance.