Toyo Engineering Corporation Provides 24/7, Worldwide Access for Project Personnel through Cloud-based Project Document Management System
 
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Toyo Engineering Corporation Provides 24/7, Worldwide Access for Project Personnel through Cloud-based Project Document Management System

Toyo Engineering Corporation (Toyo) was established in 1961 after the company separated from the engineering and maintenance section of Toyo Koatsu (now known as Mitsui Chemicals). Since then, Toyo has worked on thousands of plant engineering projects in more than 50 countries, and it is a globally recognized leader in its field.

Toyo rebuilt its project document management system to improve collaboration and communication between globally dispersed subsidiaries, external companies, and project teams. As a result, it anticipates it will save US$2.4 million (200 million yen) per year on printing, copying, and delivery expenses and expects to significantly reduce e-mail volume.
 

 
Improving Communication and Collaboration

A word from Toyo Engineering Corporation

  • “Electronic document management is an indispensable way to improve project information flow between our global engineering subsidiaries, construction sites, and external companies in remote locations. Oracle WebCenter Content enabled us to establish a dynamic business information management system that can quickly deliver the latest design information to the relevant project execution offices and show a project’s progress, based on the status of various documents.” – Toshio Hayashi, Deputy General Manager—IT Management and Control Unit, Toyo Engineering Corporation

Toyo offers a wide range of technical services for the energy, oil refinement, chemical, pharmaceutical, and food industries. Its services include facility and equipment management, plant construction, system construction, master planning, and maintenance.

Toyo needed to improve collaboration between global subsidiaries, external companies, and staff in remote locations. It also wanted to enhance communication between project management teams, and engineering, procurement, construction, and other business process units, so each department had timely access to the latest design, engineering, and project information.

In 2010, Toyo rebuilt its project document management system, using cloud services provided by Oracle Partner NS Solutions, based on Oracle WebCenter Content.

“Electronic document management is an indispensable way to improve project information flow between our global engineering subsidiaries, construction sites, and external companies in remote locations,” said Toshio Hayashi, deputy general manager—IT management and control unit, Toyo Engineering Corporation. “Oracle WebCenter Content enabled us to establish a dynamic business information management system that can quickly deliver the latest design information to relevant execution offices and show a project’s progress, based on the status of various documents.”

 
Larger Projects Inspired Innovative Document Management System

 
Rising E-mail Volume Hinders Project Management Processes

 
Cloud Platform Enables 24x7 Access

 
Cloud-Based Document Repository to Significantly Reduce E-mail Volume

 
Consolidated System Improves Operational Efficiency

 
Expected to Save an Estimated US$2.4 Million per Year

 
 

 
 

Challenges

  • Reduce e-mail volumes from up to 400 per day for each project manager
  • Simplify communication between globally dispersed project personnel caused by increases in project sizes
  • Enhance communication between project management teams and engineering, procurement, construction, and other business process units
  • Deliver the latest design data to relevant departments in a timely manner
  • Share and deliver knowledge about productive techniques and ideas from Japan with global subsidiaries and external companies
  • Adopt a shared document management model to prevent project documents from being duplicated and scattered in different locations
  • View and understand a project’s progress through the status of documents
  • Change business processes to ensure electronic documents are regarded as valid as hard copies

Solutions

Oracle Product and Services

  • Enabled project personnel from global subsidiaries and external companies to use a cloud-based project document management system 24 hours a day, 365 days a year
  • Expected to save an anticipated US$2.4 million (200 million yen) per year on printing, copying, and delivery expenses
  • Improved project efficiency by establishing a centralized document management system for staff to instantly search for project or design documents rather than sending e-mails
  • Expected to significantly reduce e-mail volume by enabling managers to focus on making more timely decisions about engineering and construction projects
  • Enhanced user satisfaction by providing staff with access to documents from remote locations as if they were at head office
  • Increased clients’ satisfaction by ensuring high security for project data 
  • Established a work culture with a positive attitude towards digital documents
  • Shared project information with project personnel more efficiently by standardizing project document folder structures, electronic file naming rules, and document authorization methods

Why Oracle

Based on a recommendation from NS Solutions Corporation, Toyo opted for the highly durable, enterprise-class Oracle WebCenter Content instead of a general purpose document management package.

“We wanted to build a flexible, scalable, and durable system that is available globally, 24 hours a day, 365 days a year,” said Nagasawa. “We realized that a generic package operated on our own servers would not satisfy these requirements.”

Implementation Process

Toyo and NS Solutions began working together on the project document management system in October 2009. The companies investigated whether to adopt a new system or continue using Toyo’s legacy, third-party document management systems.

In April 2010, Toyo and NS Solutions built the system’s foundation and developed basic functions. Between October 2010 and January 2011, they tested the new system and worked on operational stability.

The new project document management system went live globally in February 2011.

Advice from Toyo Engineering Corporation
•    It’s not enough when developing a new project document management system to simply extend a file server system where files are only stored and transferred, not managed and controlled. The key to success is to establish a flexible and scalable system, with serious consideration about how various stakeholders can manage documents globally.
•    A document management system is a valuable repository of information that is a source of competitiveness, so extensive efforts should be made to establish the best one.

Partner

 NS Solutions is well acquainted with document management systems for the engineering industry. The Oracle Partner helped Toyo Engineering investigate and compare different ways of continuing with the company’s legacy systems and how to introduce document management packages.

NS Solutions recommended the Oracle content management and portal solution with the workflow function as a base, which Toyo could operate it with absonne ( NS Solutions’ cloud platform).