Product Updates
Compilation Tips and Tricks To Save Time And Reduce Errors (Databooks)
In DocBoss, a compilation is a package of documents that are submitted to your customer in a single file, usually…
Here are 10 major problems oil and gas companies have with document control when dealing with their EPC (Engineering, Procurement, and Construction) customers, and how DocBoss helps you effectively deal with each:
- Inconsistent Document Formats: EPCs may use various document formats making it difficult for oil and gas companies to manage and integrate the information into their systems.
How DocBoss helps: DocBoss easily helps you work with customer’s preferred formatting and templates in a wide variety of ways. We can help you customize your EPC submittals down to the font on the cover pages. Check out these articles that discuss file formatting, header and footer formats, formatting by project and 13 DocBoss templates to get you started.
- Version Control Issues: Tracking document revisions and ensuring everyone is working with the latest version can be challenging, leading to errors and rework.
How DocBoss helps: Do you have trouble figuring out which version of a particular document is the most recent, or who actually made changes last, and when? DocBoss takes care of this! Document Revision Settings In DocBoss is one document that discusses how to set up settings in DocBoss. Here’s another article that sheds light on revision setting you can use to your advantage: Revision Numbers In Customer Documentation
- Lack of Standardization: Different EPCs may have varied document control processes, making it difficult for oil and gas companies to maintain consistency across projects.
How DocBoss helps: DocBoss standardizes document control processes and automates many tasks you might currently do manually. This helps you maintain consistency across projects, we help in many ways. Whether it’s the library feature, standard formatting, project formatting or even VDI 2770 Compliance, DocBoss helps you maintain strict standards in your documentation output.
- Slow Document Turnaround: Delays in document submittals and approvals can impact project schedules and lead to cost overruns.
How DocBoss helps: DocBoss helps you quickly understand where every document is at all times and its status, on a project basis. This keeps projects on time and budget and keeps project members accountable. Check out this article to start with: How Can I Decrease Turnaround Time For Document Control?
- Poor Communication: Ineffective communication between the oil and gas company and the EPC can result in misunderstandings and errors in document control.
How DocBoss helps: DocBoss is a web-based application so your staff can login and use it anywhere they have an Internet connection. Documents are updated live, and changes are tracked. So if you’re working in different time zones and/or different locations, everyone remains on the same page. Case in point, this article: Supporting Remote Work In The Oil & Gas Business.
- Limited Visibility: Oil and gas companies may have limited visibility into the document control processes of their EPCs, making it difficult to monitor progress and identify potential issues.
How DocBoss helps: DocBoss tracks every document on every project you run through DocBoss. The tracking functionality in DocBoss is a great feature that simply isn’t available when you use Excel or other apps for document control. Key Performance Indicators (KPIs) are easily managed to ensure you keep projects monitored and kept on time.
- Data Silos: Information may be scattered across different systems and platforms, making it difficult to access and share documents efficiently.
How DocBoss helps: As mentioned, DocBoss is web-based so anyone can login and use it while also having their work tracked and time-stamped. But since all DocBoss users are named users, you always know who made changes and when. Check out this article to learn more about the type of user level offered and how you can limit project access as desired: User Levels In DocBoss Defined And Explained
- Compliance Challenges: Oil and gas companies must comply with various regulations and standards, and ensuring that EPCs adhere to these requirements in their document control processes can be challenging.
How DocBoss helps: We already discussed VDI 2770 Compliance above. But DocBoss also enables you to meet all EPC requirements that your customers demand. DocBoss also helps you manage MTRs if you’re a fabricator. We also at a more general level, help you compile customized databooks and submittals at the end of projects that meet whatever your EPC customers request. And much more!
- Lack of Integration: Document control systems used by EPCs may not integrate well with the oil and gas company’s systems, leading to data duplication and inefficiencies.
How DocBoss helps: DocBoss was designed to offer you everything you need to manage and deliver EPC documentation to your customers every time. We are unaware of DocBoss not working with any third party app you might use, but if you’re concerned, contact us and let us know what app(s) you work with currently. Here is an article that you might find helpful to shed further light: Are Inefficiencies In Document Control A Problem For You?
- Cost Overruns: Poor document control can lead to errors, rework, and delays, all of which can contribute to cost overruns.
How DocBoss helps: DocBoss automates many tasks you might have to do by hand currently which reduces errors, typos and costly rework. DocBoss also automates expediting which from a DocBoss perspective refers to sending reports to your customers, sub-suppliers, and users that lists coming due/overdue documents, to keep projects on time and budget. Side note: DocBoss can help you turn documentation into a profit center if you like! Our Prices and Estimates feature helps you quantify and bill for your documentation work, if you so desire.
And maybe the best part?
All DocBoss features and benefits are available to all customers. There are no packages or levels with DocBoss. You don’t pay extra for a gold package or anything like that. Everyone who uses DocBoss has access to the same functionality.
Plus, when a new feature is added – we release product updates several times per year – all paid customers immediately get access to the new features, at no extra charge!
We also host DocBoss so there is nothing to download or maintain, meaning there is no extra work for your IT department in any way.
Final Thoughts
To address these challenges, oil and gas companies can implement the following strategies:
- Establish clear document control requirements and standards for EPCs to follow.
- Implement a centralized document management system that can be accessed by both the oil and gas company and its EPCs.
- Use project management software to track document progress and ensure timely submittals and approvals.
- Foster open communication and collaboration between the oil and gas company and its EPCs.
- Conduct regular audits of EPC document control processes to ensure compliance.
But if you’d like to quickly get a better handle on document control work and the time and effort you spend providing it to your EPC customers, DocBoss might be able to help.
Contact us to have a quick talk and to set up a free online demo to take the next step.
Want to learn more? Check out this article called How DocBoss Helps Suppliers Of Process Equipment
