Solutions - Project Request Form (PRF)
Solution Description
Most major projects, whether they involve drilling oil/gas wells or constructing a
building, involve a comprehensive assessment of all of the interrelated factors. When
drilling a well, Geology, Land, Engineering and Operations must all provide expertise,
costing and analysis prior to a decision being made to move forward.
Through the use of Document Management and Workflow technologies, organizations can
assemble all the interrelated information in a single place. Access to related costing
and analysis information can be easily accessed and connected to the Project Request Form.
As the information is gathered, its status is updated and routed to necessary departments
for their analysis and input. Once the information gathering process is complete, and the project appears
viable, it can be circulated for Executive level evaluation and approval. Upon acceptance,
project data can be loaded into supporting systems (such as an Accounting system and Project
Management solution) and updates to the status of the project can be provided on an
ongoing basis. Documents such as maps, drawings, permits etc. can be cross-referenced to
the Project Request Form for operational efficiency, compliance and general Document
Management.
Issues Addressed
- Complexity of involving multiple departments in a single project analysis
- Inefficient circulation for approval (time and lost documents)
- Inability to track a project through the approval process
- Inconsistent decision making and/or document processing
- Difficulty in verifying the process was followed (audits)
- Unnecessary rework of generic data on similar projects
- Inefficient / non-existent communication between line of business systems
- Inability for management to budget vs. actual spend results
Business Value
- Drastically reduce the time to assemble all project data for analysis
- Implement consistent processes for evaluating and approving projects
- Address any bottlenecks and non-compliant stages in the approval process
- Enforce approval limits and processes
- Automate the storage and retrieval of documents without changing how staff work
- Establish auditable internal processes for visibility, control and accountability
- Cross reference PRF documents with other related documentation
- Connect departments, increase communication and improve decision making
- Provide managerial insight into the status of a project
- Standardize cost estimating, ensuring all components are considered and apply corporate knowledge
Solution Components
- Kofax Ascent Capture
- OnBase Enterprise Content Management
- OnBase Workflow
- OnBase Integration Modules
- Fujitsu Scanners
- Imagine Professional Services Team
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