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Ferbritas FBDOC
Corporate Document Management in a Services Oriented Architecture
“Our level of satisfaction with the work developed by VILT’s team both in this project and in others
where we had the opportunity to work together, allows us, without any hesitation, to recommend
them as a reference partner in Enterprise Content Management projects and solutions with any
degree of complexity or requirement.“
About Ferbritas
Ferbritas provides specialized
services in Transport
Engineering, with a particular
focus on all segments of the
heavy and light rail sector.
Founded in 1976, it has, for
many years, been the only
Portuguese company capable
of providing services with
specialized and experienced inhouse resources in all fields of
railway engineering, from
conception and initial design to
project management and
construction site supervision.
Ferbritas is a consulting and
engineering company and is
part of the REFER group – the
Portuguese railway
infrastructure manager. This
privileged position enables us
to mobilize and integrate other
technical, economic and legal
resources related to rail
operation, maintenance and
management.
More information available at:
http://www.ferbritas.pt
João Miranda, Ferbritas Project Leader
Situation
The main goal for the Ferbritas FBDOC project was to create a global and complete solution,
capable of addressing the document management needs, in particular:
Replacing the existing and obsolete systems, including the migration of all the
related content.
Design and develop the features required to address the activity requirements, both
in the more general context of the internal and external communication – general
expedient, correspondence, electronic mail, etc. and in the specific needs for the
Expropriation and Supervision/Management of projects.
Ensure the quality, flexibility, interoperability and sustainability of the resulting
technological platform in order to assure that the solution was adequate to all the
company business areas as well as the capacity to evolve and adapt to the future
challenges.
Extend document management capabilities to all users – the existing platform was
only available for some users, centralizing document management operations and
creating unwanted bottlenecks
Ferbritas had a ten years old document management system, no longer supported and lacking
the critical features and extensibility needed for their business, like:
Good Search Capabilities (e.g. Full Text and Advanced Search).
Legal document handling (e.g.: Freeze of a legal document collection).
Auditing capabilities.
Integration with other existing systems.
Ferbritas needed total control over their documents and the ability to integrate with all their
systems, ranging from the desktop tools - Microsoft Word, Excel, Outlook and PowerPoint - to
the Enterprise Resource Planning (ERP) and Geographical Information System (GIS) in order to
improve the end user productivity. This meant:
Being able to create and check in new documents directly from Microsoft Word, Excel
and PowerPoint.
Accessing all the document information (including metadata) directly from Microsoft
Office.
Relating any given document or collection with any given business entity (e.g. “This
contract is related to the Lisbon-Sintra train line and the project Manager is John Smith”
where both the line and the project manager were entities managed in different
systems).
“Working with VILT was a great experience at all levels. VILT has a team full of young, innovative, dynamic and committed people
that knew in every moment how to contribute with their competence and their enthusiasm to the success of the project, never saving
efforts towards achieving and in some cases surpassing the defined objectives.”
“In key phases of the project, VILT’s experience and know-how in the area of document management allowed us to align the
technical options with the business goals in the most coherent way and to obtain better solutions while using fewer resources.“
Bruno Sequeira, Ferbritas Team Member
Solution
VILT designed and developed a Document Management solution using EMC Documentum and
EMC Captiva technologies and featuring an advanced custom integration with the end user
tools (e.g. Microsoft Office). The solution was also integrated with all existing systems (ERP
and GIS) using a custom developed SOA integration platform and VILT has ensured the
complete migration of the existing document history – no information was lost.
The developed document management solution is comprised of several user interface
components and integration components.
EMC Captiva
EMC Captiva is the intelligent
enterprise capture solution
from EMC.
More information available at:
http://www.emc.com/campaign
/global/captiva/index.htm
Business Domain & Services Integration platform
A common domain business model and set of business oriented services available expose
all the features from the different systems, empowering the present and future options.
Custom Web User Interface
This interface allows the users to create new documents, classify and search using Full
Text and Advanced Search criteria. The users can also relate the documents with existing
business entities made available directly at the user interface.
EMC
Documentum
EMC Documentum is an
enterprise content
management (ECM) from EMC.
More information available at:
Additionally, this web interface also allows easily scanning and importing new
documents and adding them to the system – all from within the browser.
http://www.emc.com/domains/
documentum/index.htm
MS Word, Excel and PowerPoint plugins
Without any further knowledge, any user can create a new document based on
predefined templates and automatically have the document placed and managed by the
system - directly from Microsoft Office.
Additionally, all the metadata for this document is available in the Office application,
including the information about relationships with other business entities.
MS Outlook plugins
A large percentage of all the information exchange is done via email, including formal
communication inside and outside the organizations. In order to comply with this fact,
the solution features a set of Outlook plugins that allow saving and classifying any email
(and attachments) as managed documents. All the internal formal communication is now
done via managed emails that are kept as documents in the system.
“Greater generalized efficiency in the common daily tasks, consolidated, coherent and validated information, greater reliability and
security, greater speed and agility while accessing information, greater effectiveness while implementing rules and policies and fewer
errors or omissions are factors that obviously translate to a reduced resource usage and consequently in less costs with better results.”
João Miranda, Ferbritas Project Leader
Benefits
The delivered solution provided Ferbritas with a fully integrated Enterprise Document Management system plus a custom made
integration platform leveraging the advantages and features of the existing and future systems.
This integration architecture enables Ferbritas to add a new system or application to this SOA platform with minimum effort (plug &
play) allowing the existing applications to immediately interact with the newly added system.
The control over all document assets was combined with the ease of use provided by the integration with the usual tools like
Microsoft Office and Outlook, leading to higher productivity.
This means that for any Ferbritas user, creating a new document in the document management system is as simple as opening
Microsoft Word and clicking “New”.
“The go live of the new document management solution based on the EMC Documentum and Captiva products and developed by
VILT had a positive impact on Ferbritas business and brought real and effective benefits to the company’s activity that reflect
directly in the effectiveness and efficiency of the administrative, logistic and operational processes and indirectly but tangibly in the
quality of the services offered.”
João Meireles, Ferbritas Business Specialist
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