Powering up a new approach to content management
After an extensive selection process, Enerjisa chose a suite of IBM Enterprise Content Management (ECM) solutions to drive tight control over the end-to-end document lifecycle—from initial capture to storage and case management.
Hale Dikici, Enterprise Applications Development at Enerjisa, says: “We wanted to establish a single platform that could cover all of our needs, and IBM ECM offered everything we were looking for in one package. The IBM solutions offered a very rich range of functionality, good flexibility and easy integration with other applications, including SAP. We felt that they were the right fit for meeting our short-term needs for managing documents at our power generation plants, and could eventually provide an ideal foundation for content management across our entire business.”
To help guide a successful implementation of the ECM solutions, Enerjisa turned to IBM Gold Business Partner Bilgi Birikim Sistemleri (BBS).
Hale Dikici continues: “This was a very complex undertaking—we had a great deal of content to tackle, numerous systems to integrate, and we had to do it all within a tight deadline of just a few months. BBS rose to that challenge, and were very open and ready to help. Their team are ECM experts and we trusted them to help steer a smooth implementation. We’ve built a good partnership with BBS, and their support has been key to our success.”
Working with BBS, Enerjisa was able to roll out a new content management platform to its energy generation business within just two months. The company has brought 25,000 documents from seven power plants onto the IBM platform, and expects to incorporate an additional 40,000 documents from 12 remaining plants by the end of 2017.
As a first step, Enerjisa used IBM® Datacap to capture and classify its construction- and maintenance-related documents, extracting key information from the electronic files for use in applications such as SAP ERP—the company’s core enterprise resource planning system. Enerjisa established 22 main classes and 114 subclasses for categorizing its digital documents, so that they are easy to search for and retrieve.
All of the newly enriched electronic content is stored in IBM FileNet® Content Manager, which forms the core of the company’s new document management system. FileNet Content Manager provides centralized access to all of the necessary documentation required for construction and maintenance work, including permits, engineering drawings, procedures and maintenance schedules.
Enerjisa also introduced IBM Content Collector for SAP Applications software to integrate information from FileNet Content Manager with its SAP ERP applications. Users can search and manage documents held in FileNet Content Manager from directly within the SAP environment, helping them work more productively.
Finally, the company takes advantage of IBM Case Manager software to create intuitive workflows for managing document changes and approvals—driving tighter version control.
Keeping energy flowing
With IBM ECM solutions providing an efficient, reliable way to store and control documents, teams at Enerjisa benefit from rapid access to the information they need to work effectively.
Aylin Özdemir notes: “It’s much easier for people to find what they are looking for now. Before, documents were scattered across multiple folders and file systems. Now, everything is held in a single FileNet Content Manager repository, and users can search and retrieve the information they need in seconds—even from within enterprise applications like SAP—saving valuable time and effort.
“IBM ECM solutions have also brought a new level of consistency to document management. All of our files are properly classified and indexed, and we can see a full record of when documents have been accessed or edited and by which users. This helps us keep a much better track of different document versions. It is also much easier to respond to auditors’ requests for information as we can quickly deliver a full audit trail for specific sets of files, which helps us avoid the risk of fines.”
Newfound visibility and control over content allows Enerjisa to make the most of its information assets to keep vital energy generation services flowing smoothly.
Aylin Özdemir concludes: “Now that teams can bring up timely, accurate information on our construction, asset management and maintenance activity, we can plan day-to-day works much faster and effectively. As a result, we can keep our power plants operating safely and efficiently around the clock, helping us provide a reliable energy supply to our distribution network—keeping the lights on for the millions of end-customers that Enerjisa serves.”