REVIEWER: Benay Doolittle, IT project manager for Fluor Hanford.
BACKGROUND: Fluor Hanford is an operating unit of the Fluor Corporation, one of the world's largest engineering, procurement, construction and maintenance services companies, employing more than 35,000 people in 25 countries. Fluor Hanford is a prime contractor to the U.S. Department of Energy on the Hanford Site in southeastern Washington State. The company has 3,600 employees and manages several major environmental cleanup projects as well as infrastructure on the government site that produced nearly two-thirds of the plutonium used for national defense purposes from the 1940s to the 1980s.
HARDWARE PLATFORMS: N/A.
PROBLEM SOLVED: Fluor Hanford needed a solution to improve a labor-intensive, paper-based correspondence process. In addition to ease-of-use concerns, new regulations governing electronic records were also key drivers for moving to a new system.
PRODUCT FUNCTIONALITY: By upgrading its enterprise content management (ECM) system to include correspondence workflow and records management, Fluor Hanford has been able to meet the new regulatory requirements. The system also provides simple and secure tools for managing records as well as a streamlined correspondence process. Livelink also provides easy access to all project information, including records databases, schedules and engineering drawings, which helps the Department of Energy meet or beat regulatory milestones for cleaning up the Hanford site.
STRENGTHS: The ECM solution also addresses what to do with attachments to letters. You can also put everything you need for a project in one place. That can include documentation such as a project schedule, a contract, risk information or a scope of work. It also gives people access to all of the documents for that project. The search capability within Livelink is another big advantage for Fluor Hanford. Another key strength of Livelink is its version-control feature. Within our Integrated Document Management System (IDMS), our records area receives the final correspondence package. However, for auditing purposes, we maintain all of the older versions of the package within another area of IDMS.
WEAKNESSES: As with any new product, user acceptance has been an issue. To help overcome this reluctance, we offer training and suggest to power users that they can provide a value-added demo at staff meetings. We changed procedures and policy to reflect the new way of doing business and had senior management set expectations for using the product. We have seen better user acceptance now that the product has been in place for many months.
SELECTION CRITERIA: There were several key business drivers for using the workflow module within Livelink: new government regulations, including the Government Paperwork Elimination Act; the Electronic Records and Signatures and Global and National Commerce Act, known as the E-Signature Act; and the Office of Scientific and Technical Information requirement to comply with electronic reporting.
DELIVERABLES: An electronic records system saves on storage costs. Physical safety is a huge priority at Fluor Hanford. Livelink eliminates the need for employees to drive across the 586-square-mile site to deliver letters in person. A more transparent workflow has also led to improved accountability using the Livelink system. We can generate a workflow status report for each correspondence package. Overall, business benefits include ensured compliance with legislation, improved safety, lower labor costs, achieved electronic records goals, improved productivity and accountability and reduced storage costs.
VENDOR SUPPORT: The response from the vendor has been good. We have a very complex infrastructure and many companies use the system. The vendor played a key role in helping configure and install our new system. We are currently using more than 70 modules together.
DOCUMENTATION: The documentation I have read appears to be complete.
Livelink ECM - Records Management
275 Frank Tompa Drive
Canada, N2L 0A1
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