Doc management syatem flow chart for business

Doc management system

1. Document Management System
(DMS) Flowchart
Technology & Engineering
January 2023

2. OUTLINE
Expectedsolution
Background
Current situation and problem

3. •Engage dengan
Manufacturer,
Vendor, Research
Department (RTI)
•Customer/End-User
requirement
•Technology /Design
Selection
•Power System
Analysis/Grid Study,
Soil
Test/Investigation
•PenyusunanBasic
Design
•Penyusunan
Engineering Estimate
•PenyiapanKajian
Teknis/Due-diligence
•Technology
Improvement
•Penyusunan
Feasibility Study (FS)
•Kajian Risiko
•Review dokumen
laporanFS dan
Kajian Risiko
Konsultan
•Penyiapan&
Penyampaian
Proposal Teknis dan
Commercial
(Bersama timBD) ke
Customer/End-User
•Negosiasidengan
Customer/End-User
(Bersama timBD)
•PenyiapanKontrak
dengan
Customer/End-User
(Bersama timBD)
Role in Customer Approach & Project Initiation Role in Project Execution
Survey Study/Pre FS FS
FEED &
Tender EPC
Detail Eng
& Proc
Construction
Commis
sioning
O&MFID
G
a
t
e
R
e
v
I
e
w
•Approach
Customer /End-
User(Bersama
timBD) untuk
Penawaran
Solusi Teknologi
PNRE
•Kunjungan
Lapangan
•Penjelasan
teknologi
kepada
Customer /End-
User
•Assessment
asset/Equipment
•LaporanSurvey
•Menyusun Front
End Engineering
Design (FEED)
•Penyusunan
KAK/TOR dan
OE/HPS untuk
EPC pelaksana
eksekusiproject
•Support
Pelaksanaan
Pengadaan
EPC/Vendor/
Material
•Technical
Evaluation,
Clarification, &
Negotiation
•Review
dokumen
detail
engineering
•Responto
Technical
Query
•Approval
Material
Request
•Daily/Week
ly/ Monthly
Progress
Meeting
dengan
Kontraktor
•Inspeksi
pelaksanaan
Instalasi/Konstru
ksi
•SAT (Site
Acceptance Test)
•FAT (Factory
Acceptance Test)
•Review
pengajuan
CO/VO (Change
order) serta
evaluasiteknis
dan kewajaran
harga
•Review
Construction
Procedures
•QC Material
•Commsioning
•Review As
built
document
•Review
Commisioning
Procedures
•Menyediakan
ITP
•Berkoordinasi
denganpihak
inspeksi
external dan
end-user
•Advise
Technical
O&M Problem
Solving &
Trouble
Shooting
•Re-design/Re-
engineering &
Modification
Request
•Penyiapan
Materi
untukFinal
Investment
Decision
(FID)
Technology & Engineering –Role & Responsibility
Role in
O&M
Peran Technology Manager Peran Engineering Manager
“Fungsiiniadalahpartner kerjautamaFungsiBusiness
Development yaitusebagaiTechnology Development/Solution”
“Fungsiiniadalahpartner kerjautamaFungsiProject dan Fungsi
O&M (Reliability & AIM)

4. Current situation and problem
EPC prepare
Document or
Drawing
Issued to PPI
PPI’s comments to
be incorporated
Review
by PPI
Next Step of
Revision to be
issued
Approved
with Note
Commented
Approved
START
END
Google Drive
One Drive
Google
Drive
EPC prepare
Document or
Drawing
Issued to PPI
PPI’s comments to
be incorporated
Review
by PPI
Next Step of
Revision to be
issued
Approved
with Note
Commented
Approved
START
1
Google
Drive
Google Drive
One Drive
EPC prepare
Document or
Drawing
Issued to PPI
PPI’s comments to
be incorporated
Review
by PPI
Next Step of
Revision to be
issued
Approved
with Note
Commented
Approved
START
2
Google
Drive
Google Drive
One Drive
EPC prepare
Document or
Drawing
Issued to PPI
Sent to
CONSTRUCTION
Review
by PPI
Approved
with Note
Commented
Approved
START
END
Google
Drive
Google Drive
One Drive
Rev B
Rev B1
Rev C
Rev C
Rev 0
Rev C1
Rev 0
Rev 0
Rev 1
IFR IFA IFC
Sample Example flow:

5. Cluster 1
CIV
Current situation

6. Current situation

7. Problem
Tidakefisienwaktudan rawan
human error
Perputaran dokumen menggunakan
platform yang berbeda
Update dashboardmonitoring
dokumenmasihmanual

8. ExpectedSolution
Source: https://www.assai-software.com/solutions/roles/document-controllers/
Staging area
Quality check documents submitted by external parties. In
the “staging area” of Assai Admin, you can review and
accept documents (Start processing) uploaded by external
parties via the secure “Assai Portal”. Once accepted, the
documents will become visible to all users.
Transmittal-based workflow
Automatically generate internal transmittals using
distribution matrices and lists. Due dates are automatically
calculated (based on the document status code).
Transmittal statuses
Document Controllers can quickly see which documents on
a transmittal require their attention thanks to Transmittal
Statuses. This is a unique feature from Assai.
Share & transfer documents
Easily share and transfer documents to other projects. When
shared, the ownership of the document remains in the
source project and is available as a “read-only” document
in the receiving project. When transferred, the ownership of
the document is transferred to the other project.
1
2
3
4
Intelligent numbering structures
Set up intelligent document numbering structures where
every composition element has a meaning. Assai
automatically generates the next number in the
sequence.
5
Automated e-mail reminders
Reduce the time you spend chasing project stakeholders
for documents. Configure the system to send automatic e-
mail reminders when documents are late or due to be
late. You can also send manual reminders via the
distribution dashboard.
6
Distribution dashboard
Get immediate insight into the status of documents and
transmittals and manage all Document Control actions
from the Distribution Dashboard. From here it is possible
to drill down to a deeper level of detail via the graphs or
list views.
7

9. Lampiran 1 –Share & transfer documents
Source: https://www.assai-software.com/solutions/roles/document-controllers/

10. Lampiran 2 –Staging area
Cluster 1
CIV

11. Lampiran 3 –Transmittal-based Workflow

12. Lampiran 4 –Transmittal Statuses

13. Lampiran 5 –Intelligent Numbering Structure

14. Lampiran 6 –Automated e-mail reminders

15. Lampiran 7 -Dashboard