OpenText™ Extended ECM forEngineering
Efficiently control engineering information, work processes
and risk across the lifecycle of projects and operations toaccelerate revenue

Contents
Introduction

3

Dashboards to complete engineering jobs, control risk and ease user experience

3

Engineering Workspaces for projects, assets and beyond

4Geospatial navigation of engineering and asset information

4

Reporting and insight5

Controlling engineering work processes and information

6

Managing revisions of engineering content

6Concurrent engineering

7

Engineering document markup with OpenText Brava!
™

OpenText™ Extended ECM for Engineering

7™

Collaboration with external stakeholders

8

Integrating CAD formats and systems

10

The vault as staging area for operations-ready and as-built content

10

Handover to operations

10

Engineering project startup

11

Conclusion

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Introduction

Summary
OpenText Extended ECM forEngineering helps document control
managers, engineers, engineering
leaders, external collaboratorsand subsequent operations
personnel to efficiently control
engineering information, work
processes and risk across the
lifecycle of projects and operations
to help accelerate revenue.
™

Highlights• Persona-driven dashboards andstreamlined work processes
for efficient collaboration andrisk control• Integrating multiple sourcesof engineering information,such as Dassault® SOLIDWORKS®,
Bentley® MicroStation®, AutoDesk®
AutoCAD® and Revit® 3D.
• Deep integrations into leading
asset management applications,such as SAP® Enterprise
Asset Management, throughthe OpenText™ Extended
ECM platform• Geospatial content navigation withimproved ESRI ArcGIS integration• Exchange and collaborationon large volumes of content
with internal and external
parties, providing full tracking
and unattended, secure,high-speed transmission

Energy, engineering and construction companies experience challenges inmanaging and collaborating on huge amounts of engineering information in
major capital projects and asset operations. This can delay time to revenue andincrease cost and risk of contractual, Environmental Health and Safety (EHS)and legal damages.
Extended ECM for Engineering is a business solution on the OpenText Extended
ECM platform that helps efficiently control risk to engineering project scope,schedule and costs. It gives owner-operators and engineering companies faster
returns on investment by speeding time to project completion/production andenabling efficient asset operations. The solution provides a single, authoritative
repository for storing and controlling engineering documents and work processes.
Extended ECM for Engineering helps document control managers, engineers,
engineering leaders, external collaborators, and subsequent operations personnel
to efficiently control engineering information, work processes and risk across the
lifecycle of projects and operations to help accelerate revenue.

Dashboards to complete engineering jobs, control risk andease user experience
Providing an easy, intuitive and tailored user experience for different engineeringstakeholders is key in driving user adoption and work efficiency. Extended ECM forEngineering builds on the SmartUI technology and Business Workspace conceptof the Extended ECM platform to create persona-specific user interfaces (e.g. fordocument controllers, engineers, project leaders, etc.) that provide stakeholders
with immediate access to tasks, information and content that is relevant for them inorder to make it easier to get their work done.

The dashboard puts the completion of engineering jobs first. To this end, xECM forEngineering provides widgets that simplify the initiation of new engineering jobs
and content (Create New), give an overview of pending jobs (My Assignments) andtasks overdue for the user’s team (Overdue Items).
The next set of widgets expedite access to engineering information in different
ways: A specialized search for engineering content provides powerful access to
information specific to the needs of engineering use cases. Favorites and Recently
Accessed widgets give users easy access to engineering content they havebookmarked or recently worked on.
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Benefits• Improves efficiency and reduces
costs through accelerated
exchange and collaboration,
both within Capital Projects
and through the handover tooperations (Asset Management)• Improves external and internal
collaboration to reduce time
to milestones• Increases production
uptime by speeding task andproject completion• Provides visibility, insightand control to ensure
project governance• Reduces cost and accelerates
time to completion while reducing
execution risk

The SmartUI dashboards can be configured and tailored for different roles andgroups and to customer specifications. Additional widgets from other OpenText
products can be added or removed. Widgets can be arranged and structured
according to roles and responsibilities of user groups. For example, a dedicateddashboard for document control managers will contain only the widgets pertaining
to their specific duties (like creating a new transmittal or bulk loading engineeringcontent received from an EPC) with quick access to their required tasks.

Engineering Workspaces for projects, assets and beyond
The solution leverages the Extended ECM platform’s OpenText™ Connected
Workspaces to aggregate engineering project, asset and other information that theuser frequently uses. For example, Program workspaces can be used to capture
people, content, data and tasks related to a mega-project or plant. Related Projectworkspaces can capture and reflect specific information pertaining to subordinate
projects within that program. As the user switches between workspaces, they arepresented with only the relevant content in the context they require–such as seeing
finalized engineering documents, work tasks and team members across the whole
program or only within specific projects.

Learn more at
opentext.com/engineering

These Workspaces can integrate information coming from other engineering andasset systems via the Extended ECM platform. By using the ability to interrelate
Business Workspaces in Extended ECM, powerful business-centric consolidated
views of information ranging from project to operations and technical to commercial(e.g. including procurement, billing or contracting content) are possible. When
Workspaces are leveraged effectively, they provide a more intuitive, powerful andbusiness-oriented access to content than a conventional search.

Geospatial navigation of engineering and asset information
Accessing engineering and asset information the way it exists or will exist in thereal world is an important factor for business stakeholders. People who construct,
operate and maintain these assets usually want to navigate their engineering andasset information based on the asset’s location in the real world. The integration
with ESRI ArcGIS is a good example of how the Extended ECM platform andConnected Workspaces can deliver the above value. Using this integration,customers can associate geospatial information at the Workspace level (e.g. fora project, program or asset) and then integrate relevant people, content, data
and tasks to those workspaces. This enables engineering and asset information
to be geospatially and visually organized instead of only presented through a fileand folder hierarchy. This integration also enables visual search against businesscharacteristics on the map, such as project information, collaborating companies
or SAP® Plant Maintenance technical objects like plants, functional locations orequipment types.
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The ESRI ArcGIS integration goes beyond merely integrating the geo-coordinates in
the metadata of documents. A map pins pop-up combines information coming outof the asset management system, such as SAP Plant Maintenance (e.g. information
about functional locations, equipment, etc.), and content living in the OpenText
xECM world. The power of Extended ECM consolidates multiple sources of
information so the user can simply focus on the job they need to do.

Reporting and insight
The solution’s dashboards also provide insight and control over engineering
execution risk. The Background Processes widget aggregates large-scale jobs
in progress or recently completed so users can complete other tasks while thesystem performs extensive and time-consuming jobs like bulk loads or inboundtransmittals. If problems are found during a job, the user can get specific diagnostic
information and tools for correction automation, such as a revised load sheet tosend back to external collaborators on what needs to be fixed. Leveraging thepower of OpenText™ Content Intelligence, Extended ECM for Engineering enables
the quick and easy creation of tailored reports, dashboards and views on theunderlying project and operations content and data. Customers can leverage outof-the-box reports and configure their own using the solution.

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Controlling engineering work processes and information
New or changed engineering information must go through quality control processes
to ensure that jobs were done correctly, that the schedule or cost are controlled
and harm to the environment, health and safety is eliminated.
ProcessFlows improve data approval consistency by providing review and approval
standards prior to acceptance. The roles and groups that have been defined in
the project setup will be used in the ProcessFlows to automatically distributecontent based on document type, discipline, etc. to the right parties for review. The
permissions that have been associated with these roles and groups assure data
compliance during review by controlling document access through all stages of the
update and review process.

Furthermore, ProcessFlows improves the overall efficiency of approval by providing
email notifications to inform the relevant stakeholders of pending tasks and review
steps as the engineering content traverses the process.
By setting up distribution matrices, the engineering project leads can configure
automatic routing rules that can vary by project, region, etc. and eliminate
manual effort to send the right documents to the right people at the right timefor quality control.

Managing revisions of engineering content
By providing a controlled Master Record environment, users of drawings,
SOPs, manuals and other content are ensured access to the latest approved
revision available.
Document revision and document state are used in the ProcessFlows to clearly
define the current lifecycle stage of every single piece of engineering content anddefine the future progress appropriately. In turn, the status of documents drives
the status of projects in engineering control processes. Customers often measure
overall percentage completion or collaborator performance based on how theseengineering document statuses change.

OpenText™ Extended ECM for Engineering

Content creation can be enabled for any user or can require approval from agroup, such as document control, before content is added to the controlled records
area. As document numbers are assigned, seed files can be uploaded based on
document type. For example, if a number is created for a CAD drawing, an empty
drawing with pre-defined size and title block can be used as the seed file assuring
the new drawing uses the company’s standard. Each seed file can thenbe automatically classified with the appropriate metadata.
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Extended ECM for Engineering includes a number of out-of-the-box revision types
such as Pre-Construction, Construction, As-Built, Void and Obsolete. Additional
revision types can be added to the system, which is highly configurable to theunique needs of different organizations.
Revision requests can also be enabled for any user or managed through an approval
process. When the revision is created, it is automatically assigned to the proper
project. The status of each revision is tracked. Users can see which revisions areworks in progress, the current Master Record and historical Master documents.
All controlled records have a revision history viewable from the document
properties. This provides a real-time summary of all revisions (past and present)
and the state of documents currently checked out for revision. Users can also
see which other users are revising documents. This audit history is often
used by customers to forensically determine who did what and when, such as
defending in litigation claims preparation. A single source of truth with clear
and authoritative history of changes is a necessary capability of an effectiveengineering control system.

Concurrent engineering
Extended ECM for Engineering enables multiple revisions to be concurrently
requested and reviewed in the concurrent engineering process. The ability to
update the Master Record is limited to only one revision at a time, preventing
overwriting changes of these revisions.
When any activity on a document occurs, the relevant stakeholders who have an
active revision of a document are automatically notified via email. These activities
include another user requesting a new revision or updating the Master Record.

Engineering document markup with OpenText™ Brava!™
The optional Brava! Viewer add-on provides secure, web-based viewing andannotation capabilities for efficient review, approval and production processes
without the need for native applications to move the work forward. Redlines,
comments and other engineering change types from multiple reviewers can beeasily compared (see screenshot below), consolidated and then passed on to theinternal or external stakeholders for rework.

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Collaboration with external stakeholders
Complex engineering activities are rarely performed in isolation by one organization
or group but rather in collaboration with external parties and specialists. This
necessitates easy exchange and collaboration on large volume of documents,
each document often going through many revisions. Extended ECM has powerfulcapabilities for this round-trip exchange and collaboration through outboundtransmittal and inbound transmittal/bulk load capabilities. Engineering documentsof different formats can be integrated into Extended ECM, including both 2D CAD
and 3D BIM. Using the Extended ECM approach, this information can be integrated
to other engineering, asset and enterprise systems and functional areas using thepreviously described Connected Workspaces approach. This enables both classic“document-centric” consolidation of engineering and asset information, as well as
more modern “data-centric” integrations of information between systems.
A transmittal is a formal exchange of engineering drawings, specifications,calculations and other information between engineering contractors, owneroperators, suppliers and other stakeholders. This is done for change, review,comment or approval purposes. It is also an official business record, forming thebasis for many contractual decisions and results, and even determining liability
in some situations. Without a way to control and audit the process of transmittal
exchanges, projects can stall and risks can escalate as confusion mounts over who
has been sent what version of a document, what has been approved, and how third
parties have been involved in the process.
Outbound transmittals are used by project leaders or document control managers
to send expected deliverables to external parties such as an EPCs, subcontractors
or to an internal engineering group. Extended ECM for Engineering simplifies thecreation and management of outbound transmittals for document control managers.
It simplifies the collection of content to include in a transmittal, whether on the
fly or through more elaborate templates and configurations, and can deliver
original file formats or renditions. A comprehensive interface to enter all relevant
information for the transmittal in one screen along with automatic cover sheet
creation speeds up completion. By integrating the transmittal process into thecontrolled ProcessFlows, automatic state changes of engineering documents anddeliverables can be managed when sending a transmittal or receiving content backfor reassignment. The total history of transmittals and component documents istracked so customers can see the overall audit record of how their engineering
project and information evolves.
Parties sending and receiving data may be external to your organization, andtransmittal packages may be too large for email distribution. The integration
with OpenText™ Secure MFT (Managed File Transfer)) provides fully automated,
unattended, efficient and secure delivery of large transmittals to and from partners
and customers. Engineering projects often take place in remote or geographicallydisparate locations with project participants located around the world. Managed
File Transfer helps ensure that the right information gets to the right people
regardless of challenges in network conditions. This way, document control
managers and project participants don’t have to manage these file transfers
manually and can be sure files will be delivered efficiently and securely, with thesystem tracking acknowledgements and confirmations.
Outbound transmittals are only half of the exchange and collaboration story.
Once external parties complete their part of their work, customers need goodmechanisms for processing large volumes of engineering information sent back tothem. Extended ECM for Engineering includes powerful inbound transmittal/bulk
loading capabilities to automate and eliminate manual effort around processingthese large controlled handovers.
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These capabilities can be used by leading organizations to enforce their contractual
expectations and ensure the information they get back is to their specifications.
Comprehensive load sheets can be automatically generated to capture criticalengineering metadata from external systems. Files and their related metadata canbe quality checked automatically for consistency and fit to requirements. If failures
are found, automatic correction tools are generated to further simplify demands on
document control and reduce the time, cost and effort required to make things right.

Integrations with Secure MFT enables external collaborators to use the same fileacceleration, security and delivery benefits when handing content back to the leadparty. When the external collaborator logs into the Secure Managed File Transfer
web interface, their credentials are automatically checked against the projects they
are associated with in xECM for Engineering. The external collaborator only sees
upload options for projects with which they are associated. They select the files
they wish to upload and Secure Managed File Transfer manages the transfer. It will
accelerate the transfer, manage around connection issues and ensure security andconsistency on upload. The solution can track the inbound transmittal against theoriginal outbound transmittal to which it may be a response, enabling even moredetailed audit history and progress reporting.
The incoming files are stored in a special staging area folder specific to theinbound transmittal, project and sender. Secure MFT and xECM for Engineering
can notify each other of the activity and automatically initiate validation andupload processing or the receiving document controller can simply be notified
that an upload has occurred and take manual steps to process it. The external
collaborator’s uploads are kept in this holding area until officially brought into
Extended ECM for Engineering. This way you can delineate between the outward
facing/exposed parts of the system in your network security model and thecontrolled engineering records of your enterprise repository.
The background agent works to offload large-scale inbound transmittal processing.
In the background, it automatically processes the inbound transmittal or bulk loadand validates the contents to reduce manual inspection effort. In case of failure, anautomatic corrected load sheet is produced so the document control manager cansimply send this to the external party and have the corrections made. Reporting
information in the Background Processes window informs the document controller
about the specific problems encountered.
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Integrating CAD formats and systems
Extended ECM for Engineering is designed to be a file format -gnostic single
source of engineering truth. To this end, multiple 2D CAD and 3D BIM formats canbe integrated with out of the box support, and new formats are being continuously
added with each release. Current supported engineering drawing formats including
AutoDesk® AutoCAD®, Bentley® MicroStation®, AutoDesk® Inventor, AutoDesk® Revit
3D and Dassault Systems® SOLIDWORKS®. Title block, xREFs, and other metadatafrom the drawings can be bi-directionally synchronized with the categories andattributes in the Extended ECM platform, keeping all data up-to-date and relevant.
Additionally, the Extended ECM platform and CAD Manager solution can be used
to integrate with different drawing formats and systems at an API level. This way,
both document-centric (drawing information from static documents as containers)
or data-centric integrations (live updates done at an API level) can be leveraged.
Checking out drawings from controlled work processes will update the metadata ofthese files to reflect the latest information (e.g. in the title block of the drawing). End
users can see the full revision and version history and audit trail of each controlled
document, so they can have full confidence in the information at hand.

The vault as staging area for operations-ready andas-built content
Engineering drawings that have successfully passed through change and review
and approval processes can be moved into the vault area of the system. This area
contains all approved design documents and, ultimately, the actual as-built versionof the drawings. This provides customers with a controlled repository of the rightinformation for use by dependent areas, such as operations and maintenance. By
marking the drawings operations-ready, they can be automatically handed over tooperations for faster time to production.

Handover to operations
The goal of every engineering project is the handover of the finalized as-built
information to operations so the resulting asset can generate revenue for theowner-operator. For an EPC, this is the final milestone in the completion of
the engineering project. Typically, the handover process is quite challenging,as vast amounts of documents need to be handled, checked and managed
when assigning the right documents to the right operations and maintenancerecords in the owner-operator’s enterprise asset management environment.
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for customers leveraging SAP’s Plant Maintenance modules for managing theiroperations assets. The deep integration into SAP's Plant Maintenance via theoptional Extended ECM Enabler for SAP accelerates the handover to operations.
It joins structured data with unstructured content for asset management processes
for all relevant objects, such as functional locations, equipment and maintenancenotifications. This means that asset information is consistent with the as-built
information resulting from the corresponding engineering project, enhancing
the notion of a single source of truth for all project and operations engineering
information. This solution architecture supports handover at project end or
progressively, as soon as the engineering of individual parts of the overall asset
has been finalized.
Using new handover capabilities in Extended ECM for Engineering, users canfind and filter for asset management structures / technical objects such as
plants, equipment or functional locations, then easily publish documents tothese structures.

Should existing assets require maintenance, the change processes in theasset management solution can trigger a handback of the respectiveengineering information to a controlled maintenance project in Extended
ECM for Engineering, where required work processes can be structured as
dedicated maintenance ProcessFlows.

Engineering project startup
At the beginning of a major capital project or system setup, project leaders anddocument control managers need to get the project quickly set up so engineering
work can begin. Consistently applying organization standards and best practices
ensures excellence, while giving project personnel enough flexibility to adjust to
their individual needs without unnecessary cost, time and effort. Time is money,
and every delayed day could potentially result in contractual or financial penalties
for the parties that cause the delays.
Extended ECM for Engineering provides project templates to quickly reuseorganizational configurations while providing the flexibility to adjust to theneeds of individual projects. The solution takes a role-based approach to managing
the work that needs to be done and who needs to do it by. It manages project
participants, groups and their respective permissions.
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Extended ECM for Engineering has a powerful state-based work process control
engine that enables granular controls on who can do what and when, basedon document state, revision type or user groups. These process flows can be
configured by business users, e.g. engineering projects leads or document
controllers, without the need to involve system administrators. In order to route
work and documents to the right parties or groups automatically, document
distribution matrices can be configured and added to the project templates.
For an engineering document to become an approved record, it must move througha tightly controlled hierarchy of approvals and revisions that can be assigned toa project template and then be automatically applied and enforced during theexecution of the project.
Another key aspect is the ability to configure project, plant, facility or regionspecific automatic document numbering schemas to enforce naming and numberingrules of engineering content and reduce manual data entry problems on forms.
This ensures consistency in engineering information quality across all stages ofthe project all the way to handover. Consistently applying correct metadata toengineering documents makes filtering for and finding these documents quick
and easy.

Conclusion
Extended ECM for Engineering helps customers control engineering change
and exchange, integrate sources of engineering and asset information andconsequently, control risk. It enables all stakeholders of complex engineering
projects to work faster and deliver their best work. It helps ensure complianceto regulatory, contractual and legal obligations from the start of the engineering
project through to handover and ongoing operations. By integrating the resulting
engineering information tightly with asset operations and maintenance, thesolution ensures a single source of engineering truth across the enterprise fromthe inception of an asset to its decommissioning. This helps stakeholders get
to production revenues quicker, reduce costs, adhere to timelines and ensurecommercial and technical compliance, as well as controlling associated risk.
Lean more at: opentext.com/engineering

About OpenText
OpenText, The Information Company, enables organizations to gain insight throughmarket leading information management solutions, on-premises or in the cloud. For
more information about OpenText (NASDAQ: OTEX, TSX: OTEX) visit: opentext.com.

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