Premier Oil Streamlines Document Management with Nintex

Technology Category

Automation & Control - Automation & Process Control Systems
Processors & Edge Intelligence - Embedded & Edge Computers

Applicable Industries

National Security & Defense
Oil & Gas

Applicable Functions

Procurement

Use Cases

Inventory Management
Tamper Detection

Services

System Integration

The Challenge

Premier Oil, a global oil and gas company, was grappling with the complexity and inefficiency of their existing document management process. The company's document controller was inundated with a constant flow of requests for permission, information, and documents, and was tasked with managing document numbers listed on a master document. The document coding was neither intuitive nor understood by the offshore workforce who needed access. The document controller also spent countless hours sending permission requests up to management in several departments. Additionally, the company needed to improve document security to ensure that proprietary information was not shared more widely, especially considering that Premier Oil employs up to 100 contractors and vendors offshore on a typical day.

About The Customer

Premier Oil is a global oil and gas company that operates in various parts of the world. The company is committed to maintaining high standards of efficiency and security in its operations. In late 2014, Premier Oil Vietnam recognized the need for improvement in the control and dissemination of its documents. The company sought to increase document security and automate the development and delivery of documents to save time and money, increase efficiency and accuracy of document retrieval, and reduce operational risks. Premier Oil Vietnam employs up to 100 contractors and vendors offshore on a typical day, making document security a critical aspect of their operations.

The Solution

Premier Oil contracted Appvity to overhaul their existing system with SharePoint and Nintex Workflow and Forms. The new Appvity Workflow provides automated document numbering and improved filing and retrieval of documents to enhance document control. The system was reconfigured to deliver clear requests to the appropriate manager, with document numbers being auto-generated to increase efficiency and alleviate potential confusion. The Lazy Approval feature was introduced, allowing managers to approve requests with a simple click, saving time on collating information and drafting approval requests. The new system also allows managers to check where a document is in the process and who is accessing a specific version, improving security and operational assurance. The Nintex solution also enables the setting and changing of permissions for every document flowing through the system, ensuring that proprietary information does not get shared more widely.

Operational Impact

The implementation of the SharePoint and Nintex Workflow and Forms has significantly improved Premier Oil's document management process. The automated document numbering and improved filing and retrieval system have enhanced document control and made the process more intuitive for the end users. The Lazy Approval feature has streamlined the approval process, freeing up the document controller for more value-adding work. The new system has also improved security and operational assurance by allowing managers to track the process and access of documents. Furthermore, the ability to set and change permissions for every document has ensured that proprietary information is not shared more widely, thereby reducing the risk of information security breaches.

Quantitative Benefit