Using ECM systems in the Oil & Gas industry

We have over 400 clients across a range of industries using THESIS to help them to: standardise and digitise documents; optimise document flow across geographically diverse offices; manage information in a central repository; and monitor projects effectively. Some of our clients are from the Oil & Gas industry and in our experience, we have identified a need for some industry-specific adaptions to ECM solutions to enhance system functionality and the user experience. Here we explore some of the adaptations that we have made for our clients in the sector.

Automating procurement processes

Raw materials are frequently purchased in the Oil & Gas indsutry for laying and servicing pipelines, production plant or refinery upgrades and expanding the filling network, to name just a few.

Procurement departments are inundated with requests from operations departments for materials and budgets need to be signed off. Out of the box ECM solutions wouldn’t normally have an option to automate the process of submitting material requests, sign off and purchasing. We have developed a specific module in THESIS which allows users to automate this process so that it doesn’t need to be either managed manually or managed in another separate software.

Automating tender processes

Oil & Gas businesses often rely on a number of suppliers for various materials that they need to buy. To manage this process more efficiently, organisations often use tender processes which can involve a significant amount of admin for staff involved.

We have created a specific tender module in THESIS. This function is customised with tender information and requires approval from all stakeholders to help manage the tender process more efficiently for businesses.

Automating budget management

Financial planning and budget management is not managed in an ECM system in most businesses. However, in the Oil & Gas industry – and other businesses that spend a lot of money on materials – an ECM system which has this built-in can be very beneficial.

Companies can use an ECM platform to plan spend across subsidiary companies as well as at business unit level. Documents relating to the budget process that require collaboration and approval can be managed and tracked through the system.

We have created a module in THESIS for budget management. Businesses can prepare forecasts based on previous estimates and statistics derived from users inputting expenses.

Meetings management

Most ECM solutions include some form of meeting scheduling and management. In THESIS, our meetings module includes wraparound services such as setting an agenda, meeting notes and delivery/monitoring of actions.

The meeting organiser can invite participants to view the agenda and revise accordingly before the meeting. Afterwards, tasks and actions can be assigned to users and progress monitored. These features help staff to ensure that meetings are productive and ensure that actions are appropriately followed up.

In summary…

Large organisations across a variety of sectors use ECM solutions to facilitate workflow, task and document management, increase efficiency and improve productivity company-wide. These traditional features of ECM systems are useful to business in the Oil & Gas industry. In addition to this, we have experienced a need for bespoke features which are tailored for the industry including the ability to manage large-scale procurement, tenders and budgets.

At Haulmont Technology we have developed a number of features within THESIS to suit individual needs of various different customers to create an intuitive platform that really helps businesses to achieve their goals. To find out more, please get in touch at thesis-ecm@haulmont.com or call +44 (0) 20 3214 5110.