eBOOK

The four steps tooperational excellence
OpenText Asset Management solutions

ContentThe challenges of operating and maintaining energy facilities

3Issues and answers

6OpenText Asset Management solutions

8

Asset Management solutions allow you to...

9

Step 1 – Get content under control

10

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Step 2 – Ensure optimal access to content
Tools for improving access
Step 3 – Manage change with a structured approach
Best practices, captured and automated
Step 4 – Coordinate information with business processes

131416
1719

The first step is to collect and manage all of the relevant documents

10Uniting diverse systems in an all-encompassing information structure

20

Using the Enterprise Content Management features

11

Prepared for change

22

To address the myriad of different types of information, OpenText
Asset Management solutions accommodate all file types

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The four steps to operational excellenceThe challenges of operating and maintaining energy facilities
Your plant has served you well for many years. But you may
find operating and maintaining it is becoming increasinglychallenging. The assets are aging and regulations arebecoming more demanding. Yet pressure continues toincrease production and reduce downtime.

1976

75%

The key to effective management is having the rightinformation at your disposal. It does little good to havean “as-designed” document in your hands when there is amore accurate “as-built” document that you cannot locate.
When information is missing, mistakes are made. You might
drill in the wrong spot and find hidden pipes or face anunscheduled shutdown because you could notplan properly.

You are not alone.

A clear process helps manage change, make operations
more efficient and pinpoint the causes of any difficulties.

Plant managers throughout the world facesimilar difficulties.

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The four steps to operational excellence

The year the last new
refinery was built in
the USof nuclear plants in Europe
are in the last half of theiroperating lifespanMany plant managers have relied on a core group of people
who have been with their organizations for decades.
These people have the “tribal knowledge” that has come in handy when no one
else knows the answer. As managers reach retirement age, they take much of
the historical knowledge with them. Some organizations strive to retain thoseemployees. Not only is that costly, it is often unreliable and fails to solve theunderlying problem.
With the potential to lose important institutional knowledge, plants become
vulnerable to attack—especially in an age of heightened security threats. You
have to capture the key information in document form, while being careful about
how that information is shared.

Too little security exposes
you to unknown threats.

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The four steps to operational excellence50

Years old is the averageage of workers in the oiland gas industry

Too much makes it difficult to keep
operations moving forward.

And finally, there are regulatory concerns. With agencies ofall sorts monitoring activities, organizations need to be able
to produce required documents quickly.
But when they are not properly maintained, they can bescattered across the operation or simply lost among themany files—leaving you with no easy access.

Some organizations have resigned
themselves to continual fines for failingto meet regulatory concerns.
Such an approach is expensive and canresult in lawsuits if accidents occur.

Oil refinery’s fine for violating standards$87M OSHA’s largest such penalty
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The four steps to operational excellenceIssues and answers
Managing an energy facility is complex and challenging. At times, it may
seem that improving a plant’s operations is too daunting to attempt.

We have looked at industry standards, reviewed analyst recommendations andleveraged the expertise of our services group and partners.

While you cannot create an ultra-efficient system overnight, you can makesteady progress and realize benefits each step of the way. OpenText has
thoroughly analyzed how our customers have enhanced their maintenanceand operations systems.

With that knowledge, we have developed a four-stage maturity model to achieve
operational excellence.

The four steps to operational excellence

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The four steps to operational excellenceHere is a summary of each of those four steps and how OpenText Asset Management solutions help you move through each
Step 1
Get content under control

Step 3
Manage change with a structured approach• Use industry-standard taxonomies and document metadata• Establish built-in processes for reviews and approvals• Ensure compatibility with all file types, including Adobe®
Acrobat®, Microsoft® Office, CAD formats and many others• Create easily tracked audit trails• Create a unified repository to eliminate information silos• Automate distribution and notification of information changes• Incorporate tools and services to migrate fromcompleted projects and legacy systems

Step 2
Ensure optimal access to content

Step 4
Coordinate information from other business applications• Implement advanced search to quickly find required documents• Integrate with existing operations, maintenancesystems and common business systems• Establish security systems for limiting access to those requiring it• Manage version control to provide visibility of effective versions• Employ a wide array of mobile access options

7/23• Provide support for transmittals

The four steps to operational excellence• Ensure compatibility with standard authoring
and collaboration tools, including CAD• Leverage expertise in developing Energy-sector industry solutions

OpenText Asset Management solutions
The Energy information experts at OpenText have thoroughly consideredthese issues, drawing on their experience of helping customers address thechallenges of these industries. From this base of understanding, they havedeveloped solutions that address the critical factors essential to smooth andefficient management and operations.

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The four steps to operational excellenceAsset Management solutions allow you to...
Manage all documents
no matter their format, so those whoneed to access them can do so when
and where they like.

Automate and streamline
change management

Boost productivity andoptimize processes

Comply with health, safety, security
and environmental requirements

as part of uniform processes basedon industry best practices.

by integrating managed content withoperations, maintenance, GIS andother business systems.

and other regulations by making it
easy to respond to complianceinquiries and conduct internal audits
and incident reviews.
Avoid unplanned downtimes, cost
overruns or catastrophic events
by ensuring key participants haveaccess to current standard operatingprocedures and specifications.

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The four steps to operational excellenceStep 1 – Get content under control
The first step is to collect and manage all of the relevant documents
Any improvement begins with collecting all of the content
that is critical to maintaining and operating a plant.
Many plants were built decades ago. When they wereconstructed, information was captured on paper and storedin filing cabinets. Even if some of these documents werecaptured electronically, they were likely stored in a varietyof locations.
As the years have gone by, keeping those documents inseparate places has led to operational silos.
Training manuals might be in one area, engineering
diagrams in another and standard operating proceduresin a third. That makes it tough to coordinate any plant-wide
efforts, resulting in inefficiency at best.

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The four steps to operational excellenceThis includes standard operating procedures (SOPs),
technical documents, as-built specifications and drawings,
project plans, spreadsheets, contracts, training documents
and video and audio recordings. As you move these
documents into a unified system, you want to be certain
they are set up properly for the next stage of the process:managing access to content. Therefore, develop asystem that conforms to standards and ensures effective
Enterprise Content Management capacities.

Using the Enterprise Content Management features
OpenText Asset Management solutions eliminate the information silosthat exist within many organizations with an enterprise-wide systemthat can support thousands of users and millions of documents.

Asset Management solutions
provide line of sight between:

More importantly, they leverage years of OpenText experience and industry bestpractices and are built to support industry standards. By using solutions that
support current and emerging standards, such as PAS55 and ISO55000, ensurethat content can be managed effectively to meet the requirements of the operating
and regulatory environment.

Management goals

Strategic objectives

Standardized policies
Technical standards
Watch the video

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The four steps to operational excellenceTo address the myriad of different types of information, OpenText Asset Management solutions
accommodate all file types
Allow users to quickly find what they need.
While it sounds straightforward, this first step is often very difficult. It requires
scanning boxes and filing cabinets full of records, as well as consolidating
departmental and legacy repositories. To assist, OpenText has service experts
with years of experience implementing systems and migrating content.

Officedocuments

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The four steps to operational excellenceEngineeringdrawings

OpenText also provides industry-leading document capture and transformation
technologies. These technologies can automate the migration or handoverprocesses, improving reliability, accelerating the implementation process andmitigating the risk of moving content into a new system.

AudioVideo

Step 2 – Ensure optimal access to content
Once you have the content under control, determine how it is distributed andaccessed. Even in a well-managed system, finding content can be a challenge.
Typically, plants have huge volumes of documents and different standards fororganizing them. But the need to quickly gather the appropriate documents canbe critical in cases such as preparing incident reports. Rich search capabilities
are required to allow users to rapidly find engineering content based on the partor tag number, document type or effective version.

Due to security concerns, you cannot simply make theinformation available to everyone.

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The four steps to operational excellencePart of the task in this stage is to determine rules and processes for document
access. You may need to share documents with outside contractors or others
who have a need to see the content but no right to alter it.
You will want other documents automatically sent to critical parties to ensure
proper signoffs and that information gets to those who need it as part of a taskor project.

On the other hand, you do not want your information solocked down that those who need it are prevented fromseeing it in a timely fashion.

Tools for improving access
OpenText Asset Management solutions provide easy-to-use controls to tailor access for eachdocument, depending on the project facility and discipline and the role each individual plays init. And you do not need to reconfigure each document for access, you can automate it basedon document type or organization.

You can govern what
each user can do witha document.

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The four steps to operational excellence

Documents that you do not wantaltered can be distributed informats that prohibit editing, suchas locked-down PDFs.

Just as importantly, the solutions ensure the reader sees the most recent
version of a document, with automated features to move the updated
version to the front of the line. At the same time, previous versions aremaintained as history. Automatically add a watermark that indicates thedocument’s status and date it was viewed. All of these features apply
to mobile versions as well.
The solutions also let you “push” documents to those who need to seethem. For example, to provide an update of an SOP before or during
a repair. This helps guarantee that critical information gets to where
it needs to go—without depending on others to request it.

Last reviewed:
March 1February 16
February 2

Finally, because operations are increasingly conducted at remote sites,
the solutions allow field workers to quickly access information frommobile devices.

The current revision moves to the front of the line.
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The four steps to operational excellenceStep 3 – Manage change with a structured approach
Responding to new demands—whether from internal or external sources—is aconstant focus of operations and maintenance managers. Failing to respond to
those demands is not an option. At the same time, managers need assurance
that change programs will be effective across their organizations.
There are many reasons to initiate change, including failing parts, more efficientsystems or improving SOPs to increase safety. Yet all changes require aconsistent process. It is paramount that pending changes are approved by allnecessary stakeholders, fully documented to meet compliance concerns andthoroughly communicated to all who need to be informed. Often these programs
involve assistance from outside vendors who need adequate communicationand expect timely transmittals. With the emergence of quality asset information
management standards, such as PAS55 and ISO-55000, those in charge ofchange management know they will be expected to meet these norms before
they can consider their operations successful.
In short, managers need all the help they can get, not only from colleagues,
but from information systems.

Miscommunication, poor decisions and delayed responses
are continual threats to successfully implementing
operational changes.
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The four steps to operational excellence

Best practices, captured and automated
The solutions use industry best practices created by experts working withcustomers for many years. They are based on the principles described in PAS55,
ISO 55000, ISO 9001 and other standards for confidence that information is
being managed effectively.

Furthermore, the solutions follow a structured process for change requests,
beginning with submitting an electronic field request and continuing withstep-by-step review and approval check-offs. More readily obtain and oversee
reviews with this structured approach.
The solutions facilitate collaboration with outside parties by providing design
process and transmittal controls to ensure those relationships and payments
proceed smoothly.

Automatic packaging ofrequired documents
and pre-determined recipient lists, plus
options to share through web access,email or sync-and-share...

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The four steps to operational excellence...simplifies an often tediousand laborious process.OpenText Asset Management solutions allow automatednotification and distribution of documents so that parties arebrought up to date on all aspects of the change management.
They also allow managers to share content across organizationalboundaries while maintaining security through controlled
access. The solutions have versioning features that guarantee
each group sees the documents that are current and effective,
minimizing the threat of miscommunication, poor decisions anddelayed responses.
Should an error occur or processes not go as smoothly
as anticipated, the solutions allow managers to reconstruct wherethe difficulties occurred, identifying mistakes during designand construction or confirming that the plant was operating
and maintaining the asset properly. It adds up to greater overall
efficiency, risk reduction and far fewer headaches for managers.

...identifying
1 error located...identifying
Operational

The solutions allow managers to reconstruct where the difficulties occurred.

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The four steps to operational excellenceStep 4 – Coordinate information with business processes
While the documents that are involved in running your plant—training manuals,SOPs and the like—are easily managed by OpenText Asset Management
solutions, other systems are critical to ensuring your plant runs efficiently
every day. One of those critical components is a maintenance management
application. Any new solution needs to integrate these familiar tools into
day-to-day operations.
These existing elements are part of the system employees have come tounderstand. They are comfortable with them. They also represent a significant
investment in time and resources.

You also likely want to consider the use of mobile technology. With mobile
platforms and devices increasingly becoming part of daily functions, youwant to be certain that document control extends to this technology. Printing
out paper documents and not having the most recent version is now a thingof the past.
Today’s organizations rely on using mobile devices to gather and report
information from the field, such as notes and photos.

But mobility is no longer just a passive reception of information.
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The four steps to operational excellenceUniting diverse systems in an all-encompassing information structure
OpenText has always understood that enterprise content should be integrated
with key business systems. From the beginning, OpenText Asset Managementsolutions were designed to “play well with others.” The software designers fully
anticipated that plant employees and managers would want to retain thosesystems that are working well for them.

OpenText solutions
work with

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MaintenanceManagement

The four steps to operational excellence

Operations
ManagementSolutions

So the solutions, based on the OpenText™ Extended ECM platform, can readily
integrate with existing information portals, such as Microsoft® SharePoint® andwith standard, well-established software, such as Microsoft Office, Adobe
Acrobat and industry-leading CAD systems. By allowing users to continue
using systems they are comfortable with, avoid any retraining costs or otherinvestments that would be associated with different applications.
Beyond those baseline applications, the OpenText Asset Management solutions
work with industry-leading maintenance and operations management solutions,such as SAP® Plant Maintenance. All documentation related to plant maintenanceor operations, such as P&ID’s, maintenance instructions and SOPs are stored
and managed in OpenText™ Content Server but accessed directly through theoperations and maintenance system. This means the engineer can continue
to work in the business system of choice but ensures they have the correct
documentation to complete the task.

Because OpenText Asset Management solutions were built on a deep
understanding of the Energy sector, they anticipate the ways in whichplant managers would rely on their features. That means you are able
to move through all four stages of improving plant efficiency as quickly
as you are able.
But you do not need to go it alone as you make these transitions.
Our service teams and certified partners have years of experience in theindustry, working with the systems commonly employed by operations
worldwide. They can help manage your progression through all thestages of development to unleash your plant’s potential—to make it run
smoother, and more reliably.

Hire moreworkers
Schedulerepairs

Order newparts

OpenText solutions anticipate how plant managers
would rely on their features.

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The four steps to operational excellencePrepared for change
The challenges of maintaining and operating a plant are likely to endure. There is no escaping the fact that plants are aging, as are theworkers who have kept things running well for years. Demands for efficiency and regulatory compliance will continue as well.
Thankfully, there are solutions for managing the documents that are so critical to efficient maintenance and operations management.

OpenText Asset Management solutions
are an asset all their own, helping:
ManageStreamline

Boost

ComplyAvoid

all documents.

change management.

productivity andoptimize processes.

with health, safety,security and environmentalrequirements.

unplanned downtimes,
cost overruns or
catastrophic events.

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The four steps to operational excellenceAbout OpenText
OpenText, The Information Company,
enables organizations to gain insight
through market leading information
management solutions, on-premises orin the cloud. For more information about
OpenText (NASDAQ: OTEX, TSX: OTEX)
visit opentext.com.

opentext.com
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The four steps to operational excellence

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