PINOR EDMS for
Engineering Companies
An EPC Engineering Document Management Software
As an engineering company, your role in the success of engineering projects is pivotal. You are entrusted with the responsibility of designing, developing, and delivering critical engineering documents that form the backbone of these projects. In this dynamic environment, having a comprehensive and efficient Engineering Document Management System (EDMS) is paramount. PINOR EDMS, tailored for engineering companies, is designed to meet your unique requirements and expectations.
PINOR Engineering Document Management Software gives you complete control over all engineering processes and assets. From the initial stages of FEED (Front-End Engineering Design) to the detailed engineering phase, PINOR EDMS streamlines document creation, revision management, and collaboration. You can seamlessly collaborate with your clients, ensuring a smooth exchange of engineering documents. PINOR EDMS empowers you to maintain version control, manage technical queries, and monitor progress effectively.
We understand the criticality of your role in delivering successful projects, and our EDMS is here to support you every step of the way.
Engineering Scope Management
Controlling the scope of work in an engineering project is vital to ensure that the project is completed on time, within budget, and meets all stakeholders’ requirements. Any uncontrolled changes in the scope can result in delays, cost overruns, and dissatisfaction among stakeholders. PINOR EDMS controls engineering project’s scope using Master Document Registers (MDRs) and Vendor Document Registers (VDRs or VDLs).
The Engineering Scope Management feature in PINOR EDMS offers the following main features:
- Master Document Register (MDR): This feature allows you to manage all the documents related to the project in a central location.
- Ability to control several MDRs for a single project: You can create multiple MDRs for a single project and manage them separately. This feature is helpful for large projects that require different MDRs for different phases or locations. The system combines all the MDRs as the project’s scope of engineering.
- Project scope change management: This feature helps to manage and control any changes to the project’s scope. System tracks the changes, analyzes their impact, and manages it efficiently with access to the historical record of the projects changes.
- Documents’ responsibility control: With this feature, you can assign responsibilities to different team members for designing and finalizing documents. You can also track the status of documents and ensure they are ready to be delivered to the client.
- Multi-project Engineering control: With this feature, you can manage the engineering control of different projects and ensure they are aligned. You can also track the progress of each project and ensure that they meet their objectives.
In summary, the Engineering Scope Management feature in PINOR EDMS provides a comprehensive set of tools for managing and controlling the scope of work in engineering projects. It helps ensure your project is completed on time, within budget, and meets all stakeholders’ requirements.
Engineering Management
In a project, it is advantageous to have real-time visibility into the status of all documents to ensure that the project stays on track. PINOR EDMS can provide live control of what’s happening in engineering, including:
- Engineering Documents: Seamlessly manage engineering-specific documents, from drawings and specifications to calculations and technical manuals in different engineering disciplines.
- Non-Engineering Documents: Extend document management beyond engineering, encompassing diverse file types like contracts, invoices, and correspondence, and have all your documents in one place.
- Internal Discussions: Collaborative discussions among the project team directly within the system, enhancing communication and decision-making.
- Managerial Dashboards and Reports: Access intuitive dashboards and generate insightful reports for project oversight and informed decision-making.
- Multi-Project Management: Seamlessly handle multiple projects within a unified system, streamlining project portfolio management.
- Access to the latest valid revision: Authorized users can access the latest valid revision of any document. This feature ensures that everyone has access to the most up-to-date version of documents, reducing the risk of errors or inconsistencies.
- Access to all modifications: PINOR EDMS allows authorized users to access previous document modifications, enabling them to see how the document has evolved. This feature helps track changes and ensure all changes are correctly documented.
- Live progress reports: PINOR EDMS includes a live progress report that provides real-time updates on the status of documents. This feature allows project managers to monitor progress and identify potential delays early, reducing the risk of project delays.
- Document delay reports: This feature enables project managers to take action to address delays and keep the project on track.
- Document history trail and chain reports: PINOR EDMS tracks the history of all documents, including changes, approvals, and distribution.
- PMS-Based progress calculation: PINOR EDMS enables project managers to calculate progress based on the project’s progress measurement system (PMS).
- Document status-based progress calculation: PINOR EDMS can automatically calculate progress based on the status of engineering documents.
- Progress, delay, and hold-point reports: Various reports that help project managers control engineering work, including progress, delay, and hold-point reports. These reports provide insight into project performance and enable managers to make data-driven decisions.
In summary, PINOR EDMS provides a live overview of what’s happening in engineering, enabling project managers to track the status of documents in real-time. With features like access to the latest valid revision, live progress reports, and document history trail and chain reports, PINOR EDMS provides project managers with the tools to ensure that the project stays on track and that all documents are appropriately managed.
Flexible Design Process
The design process ensures project success for medium- and large-scale projects. In an electronic document management software (EDMS), internal design workflows help streamline the design process, ensuring that all documents are designed and submitted, then reviewed and approved by the appropriate stakeholders.
PINOR EDMS offers a flexible internal design workflow feature that includes discipline-based, document type-based, and document class-based workflows, ensuring that records are designed effectively, and controlled or approved according to established procedures.
The feature in PINOR EDMS includes the following key features:
- Flexible design workflows: PINOR EDMS allows you to create automatic internal workflows based on discipline, document type, or document class from initiation to submitting. This feature ensures that documents are designed and approved by the appropriate stakeholders based on their areas of expertise.
- Project-based distribution matrix: With this feature, you can create a distribution matrix that maps project teams to specific document types and groups. This feature helps ensure that the right people receive the appropriate documents in design process.
- Automatic document numbering: PINOR EDMS allows you to generate automatic document numbering based on the numbering procedure of each project. This feature ensures that all documents, and submittals are numbered consistently and accurately, making tracking and managing them easy.
- Controlling revisions: With this feature, you can control major and minor document revisions, ensuring that all changes are tracked and managed correctly.
- Auto-start document flow: PINOR EDMS includes a feature that automatically starts the document flow when the planned date is reached, and all predecessors have been completed. This feature helps ensure that the design and distribution processes are initiated on time, reducing delays and improving overall project efficiency.
In summary, PINOR EDMS offers comprehensive features for managing the internal review and design workflows, ensuring that documents are designed, reviewed, approved, and distributed efficiently. With flexible workflows, project-based distribution matrices, and automatic document numbering features, PINOR EDMS can streamline document management, improve efficiency, and reduce delays in large projects.
External Engineering Communications (Transmittals, and Incoming Comment Sheets)
Effective communication with clients is critical for the success of any engineering project. An electronic document management software (EDMS) like PINOR EDMS can streamline the information exchange, enabling project managers to manage submittals, transmittals, and comments sheets efficiently.
PINOR EDMS offers a range of features for managing external communications, including:
- Receiving, distributing, and answering comment sheets: PINOR EDMS allows DCC users to receive and distribute incoming comments sheets from the clients, and answer trough reply-sheets. This feature enables project managers to keep track of all incoming comments and promptly distribute them to the relevant persons.
- Creating and issuing outgoing transmittals and reply-sheets: With Rhyton EDMS, the team can create and issue outgoing transmittals to the client and answer comment sheets. This feature enables project managers to ensure that all outgoing communications are correctly documented and tracked.
- Predefined templates and auto-numberings: PINOR EDMS includes predefined templates or can accept project templates and numberings for outgoing submittals. This feature enables project team to create these documents automatically, saving time and reducing the risk of errors.
- Live access to pending answers and designs: PINOR EDMS provides live access to the latest pending responses and issues status. This feature enables project managers to monitor progress and promptly address all uncertain communications.
PINOR EDMS provides comprehensive features for managing submittals, transmittals, and comment sheets. With features like receiving and distributing incoming communications, creating and issuing outgoing communications, predefined templates and auto-numberings, and live access to pending answers and designs, PINOR EDMS enables project managers to manage external communications efficiently and effectively.
Procurement Engineering
- BOQ/BOM Management:The system provides a centralized repository to manage and monitor the Bill of Quantities (BOQ) and Bill of Materials (BOM). This feature offers version control capabilities to ensure that the latest revisions of BOQs and BOMs are constantly in use. Furthermore, it’s tightly integrated with design and engineering documents, guaranteeing consistency across the project.
- MR (Material Requisition) Management:The system offers a streamlined process for creating, reviewing, and approving Material Requisitions (MRs). It simplifies the entire workflow associated with MRs, from their initial initiation to the procurement phase. Users can easily track the real-time status of MRs and associated documents, providing enhanced visibility and control.
- Purchasing Process Queries and Clarifications:Numerous technical queries and clarifications often arise from vendors and suppliers throughout the purchasing process. This feature offers a structured and efficient system for managing these queries within the engineering flow. It ensures that all queries are promptly addressed, documented, and resolved, maintaining clear communication and transparency during procurement activities.
- Vendor’s Document Management:PINOR EDMS takes charge of Vendor Document Lists (VDLs), ensuring the seamless management, secure delivery, and efficient approval of vendor documents in conjunction with the delivery of associated equipment or materials. With stringent security protocols, including controlled access and permission settings, vendors can confidently upload, review, and retrieve their documents within a secure environment.
- Equipment Data Package:This component of the system provides comprehensive oversight of equipment data packages and seamlessly integrates them with equipment specifications and procurement documents. Automated notifications keep stakeholders informed about updates to equipment data package statuses, ensuring that everyone involved remains up to date.
Construction/Fabrication/Installation Engineering
When it comes to construction projects, having access to the latest and most accurate engineering design documents is vital. Construction workers must be able to trust that the documents they are using are approved for construction and up to date. PINOR EDMS can help ensure construction follows the correct design by accessing the most recent and valid “Approved for Construction” documents repository. Additionally, providing access to a construction document center for each sub-contractor based on their access levels. This helps to keep everyone on the same page and minimize errors or misunderstandings.
- Construction Technical Queries: Streamline the resolution of construction technical queries by providing a dedicated platform facilitating quick exchanges between engineering teams, vendors, and construction parties, reducing project delays and ensuring clarity in technical matters.
- Printed Documents Validator: Addressing a common challenge in construction, this tool ensures that teams are always working with the latest document revisions, even after printing. It provides a solution to the risk of outdated printed documents, helping maintain accuracy and alignment with project developments.
Handover Engineering
- Engineering Handover Checklists: Utilize predefined or customizable engineering handover checklists to ensure that no critical steps or documents are overlooked during project handovers. These checklists serve as a valuable tool for verifying that all necessary deliverables are in place and meet the project’s quality standards.
Accessibility
External User’s Web Portal: This secure portal offers external parties, such as contractors, vendors, and clients, seamless access to project-related information and documents. It facilitates efficient collaboration, document sharing, and communication among project participants.
AI-Powered Full-Text Search: PINOR EDMS leverages cutting-edge artificial intelligence to provide a powerful full-text search functionality. This feature enables users to quickly and efficiently search through vast repositories of engineering documents, making it easy to locate specific information, documents, or data within seconds.
Distributed Engineering Teams: In today’s globalized engineering landscape, teams often span different regions or countries. PINOR EDMS facilitates seamless collaboration, communication, and document sharing among team members, regardless of their physical location.
2FA Authentication: PINOR EDMS prioritizes security with Two-Factor Authentication (2FA). This advanced security feature adds an extra layer of protection to user accounts.
Mobile Access: Users can access the system on the go using smartphones or tablets.
Multi-Dimensional Access Levels: PINOR EDMS offers a sophisticated access control system that supports multi-dimensional access levels.
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