Currently some companies do not have a well-defined documentary process, which prevents greater productivity of maintenance personnel as well as standardization, learning and continuous improvement of processes and above all, generates a significant loss of knowledge, mainly centralized in the people and not in the organization.
The Maintenance area has its main asset in the knowledge of the people and the information they handle and produce. For this reason, it should be considered as an information system in constant update. This is where the function of document management becomes vitally important, and therefore, of information for an adequate change and organizational development.
Therefore, the main challenge that companies face today in this regard is the need to unify and manage all the information, be it from customers, suppliers, manufacturers, legal information, environment, security, or their own databases., emails, reports, etc., and to optimize and simplify the search for it. All this in order to generate an information system that helps the conservation of knowledge in the organization, and not in people, and allows a more fluid and effective work in making decisions in real time.
This work will develop the process, methodology, coding and an information access platform (SGD) that has a single WEB-type access tool to previously processed files from different sources of information (manufacturer, suppliers, server, databases, backups, etc.), which allow maintenance personnel to profitably manage the company's knowledge and, therefore, this has an impact on a positive development and better profitability of the company in the future.
INTRODUCTION
Within the current problems of the Goodyear Tire Plant - Chile, in order to comply with the maintenance strategy defined by the Engineering Area, it is necessary to have adequate systems for each process, sub-process and workflow. The plant in its current stage of development and expansion is adopting and implementing the Preventive Maintenance (PM), Planning & Scheduling and Corrective Maintenance (CM) process in which it must standardize its work routines.
In this process it is necessary to have information (management, technical, etc.) at each of the management levels of the Engineering Management, which facilitates and improves the exchange of ideas, solutions, recommendations, and action plans, among others, between the different areas and actors of the process.
Given the amount of information that is generated in the plant's equipment maintenance process, it is vitally important to centralize and order it for continuity over time. This centralization of information will be done through a computerized document management system, which will allow the valuable knowledge of the plant to be recovered and managed.
For this, in this work three fundamental objectives are proposed:
- The first objective will be to keep corporate information unified and updated in a platform that is easy to access, useful and administrable. The second objective is to classify the important historical documents of the area to obtain a quick search through the same platform with the support of a search engine. database, and thus optimize the management of this type of information. The third objective is the publication of articles, advertisements and / or banners of useful information that refer to reports, indicators and / or results of the processes and sub-processes of the area of maintenance.
METHODOLOGY
A bibliographic review and field research was carried out in different companies, mainly Mining and Industrial, to observe the way in which you are carrying out the document management process. With this information collection, we test some management system software, review project examples, analyze our capabilities and resources (mainly costs), etc. With this we were able to conceive a model that meets most of the fundamental expectations of the Engineering Management to which the maintenance area belongs. On the other hand, we also dedicate time and resources in collecting, classifying and coding the information of the users of the plant and especially of the maintenance area.Finally, the implementation was presented in consecutive meetings where doubts were clarified and we also acquired new ideas that further integrated the system into existing processes that the users themselves declared to use periodically.
The scope to which we will limit the methodology will be focused on the modeling of the way to manage the documentation of the maintenance area, and that of the management computer system itself, for which we will need to address all the current problems of the plant in the management of documents, search for specific information, replication of working documents, classification, standardization of document names, current document systems available on the market and on the internet, storage space and media, hardware and support software, among others. To this end we will address the following points:
- Documentary process Classification of information Workflow review and approval Structuring of information Document system Users and access control Main elements of the document management system
A. Documentary process
Currently, the documentation process for the Goodyear Chile plant does not meet the expectations of users in the maintenance area. This process does not have a single repository, it is not classified in common folders for everyone, it is not reviewed by all interested parties (workflow), it does not have a document structure that serves as a model for a computerized management system, and since it is distributed in different repositories (mainly personal - and a support server) there is no access control to the documents, with all this the immediate search for documents does not conceive satisfactory results.
For this reason, we propose this project to obtain a comprehensive, safe, reliable, and administrable process for maintenance management, supported by a computer system that meets the expectations for solving current problems in the area.
B. Classification of information
It was necessary to classify the existing documents, first by relevance, followed by each type of document, their periodicity, and finally which management area they corresponded to. In this way, we obtained the base information to start generating the first common and unique coding for the population of the future database of the document management system that we selected.
The following Figure N ° 1 shows the coding applied to the documents in the plant:
Document Encoding
The description of each fragment of the encoding is as follows:
- GYR: COMPANY NAME.
- GYR Goodyear
- MAN: AREA TO WHICH THE DOCUMENT CORRESPONDS.
- SGC Quality ManagementBOD WarehouseINF InformáticaRRHH Human ResourcesDPR Risk PreventionMAM EnvironmentMAN Maintenance EngineeringMME Mechanical MaintenanceMEL Electrical MaintenanceMCD Maintaining Digital ControlMIN Instrumentation MaintenanceCAP Training
- INF: TYPE OF DOCUMENT.
- INF InformePRO ProceduresINT InstructivosDOC DocumentsREG RegistersMNU ManualsCER Certification AMB EnvironmentalANL AnalysisAUD AuditCAL CalculationCOS CostsCON ControlDIA DiagramDIS DesignsEST StudyFOR FormCAT CatalogFOR FormatPLN PlansINP InspectionMEJ ImprovementMIN Minute PoliciesNOR Rules PolPPRePPRPREPPRBPPPREPPR Regulation of Emergency Plan BudgetPREPPRE SubmissionPOLEPPPR Regulation ePPREP Policy Submission fPP Policies
C. Workflow review and approval
We evaluate a method of reviewing the selected documents before their publication in the computer system, we consider this method as a workflow. The selection of the documents to be reviewed was taken from the current processes of the maintenance area that already had a review or approval before being released. The workflow method depended on the capacity of the computer system implemented.
D. Structuring of the information
Based on the work meetings with the area involved, a documentary structure was generated, graphed in a tree of folders that gathers all the existing storage possibilities and in attached systems used as repositories. The tree was mainly made up of the following levels:
LEVEL 1: Main filing cabinet
EXAMPLE: Area (ENGINEERING)
LEVEL 2: Secondary cabinets
EXAMPLE: Macro Processes (PROCESS, SUPPORT, MANAGEMENT)
LEVEL 3: Folders
EXAMPLE: divisions, Machines, Processes or Sub-processes depending on the length of the process in question
LEVEL 4: Sub Folders
EXAMPLE: Results of Processes, Subprocesses, Final Repository depending on the length of the process in question
LEVEL 5: Final Repository Folders
EXAMPLE: Only in the cases of processes that need it.
Information storage tree
Information Storage Tree It should be noted that the first two levels of the structure are MACROS views that did not vary much during the construction process. See figure 2. The next three levels were built thinking about the best description of each process, for this reason some arms of the structure collapse before and others after.
E. Users and access control
In order to comply with the internal policies of confidentiality of the information of the Goodyear Tire Plant, it was decided that the published information only have access from the internal network of the company, and / or remote connections to the network that exist and that already obey the above named policies.
To support internal policies, a list of users, profiles and basic access levels was generated, which were created in the selected management system. Basically, the management system will allow us to give access (PUBLIC or REGISTERED) to users, that is, they can see or not see the or a category of the document structure.
For the upload process (UPLOAD) of the documents to the system, we decided to centralize it in the computer system administrator, who will receive the information selected by the users by attached mail or accompanied by another storage medium.
It should be noted that all document management software tested in this implementation had the ability to manage access control by user.
F. Documentary System
In the market there are several software-type products for document management, most are developed with WEB technology, which can work in an internal (INTRANET) or external (INTERNET) network mode, within which there are even code open that can be cheaper or even free.
Within our modeling process, we experimented with two trial versions of software with licenses that met the conditions set out above, and one free open source of the donation type (,,). The latter was the one that best suited the company's internal policies, the requirements (stability, robustness and support) and the budget. We implemented this selected management software in INTRANET mode and did not require a highly powered server computer, but a study of growth in time of disk access requests and the storage capacity of the single repository was carried out.
The implementation of this manager was carried out in the following stages:
- Following the steps in the attached instructions, it was installed on a suitable company server. Previously evaluated and authorized by the Engineering Management. The unique repository was created within the same server. The repository control DATABASE was created. Once installed, we continue with the adaptation or customization of the system. It gave a pleasant welcome, with a logo that represents the purpose of the system. A main menu was added from where you can display general, corporate information, and indicator graphics. A document search menu was included in a visible place on the front page. a link menu to other systems that use the same technology for their operation.A documentary menu was included where the system repositories folder tree will be displayed. And a menu of highlighted documents where we put SHORTCUT-type icons directed to folders with relevant information or with high daily or monthly circulation. TAGs were created to include in the view of the published documents, to indicate to the user if they are reviewed or not. If not reviewed, it shows the list of reviewers responsible for the process.
A limitation at the time of the implementation of the model is the potential of the computer tool that is selected to load the selected information, and perform the document management. The results of this implementation will depend on the technology and the functions of the chosen tool, and the analyzed model will be accommodated accordingly.
G. Main elements of the document management system
The main characteristics of the platform for centralized access to maintenance information created in this project are the following:
- Documentary Tree, divided into four or more levels of categories Document coding, easy to understand and apply Search engine, capable of filtering to find what we are looking for quickly, Manageable accounts, functions and access profiles Control of document reviews WorkFlow type Computer platform, software and hardware for implementation Support, development and administration of the computer system, for the growth and sustainability of the system over time.
Having already these elements we can graph the structure of the system of the following Centralized Access to Maintenance Information in the form (See Figure 3):
Structure Platform for Centralized Access to Maintenance Information
RESULT AND DISCUSSION
The main results achieved with the implementation of the project "Development of a Platform for Centralized Access to Maintenance Information" were the following:
- Improved information search times Standardization of technical information, reports and maintenance management Documentation available at all times Centralized information Access from any compatible equipment in the plant network Document review and prior approval. Saving on printing supplies Saving on hard disk space of users' PCs Centralized backup of documents uploaded to the system.
Examples:
The first change is generated when corporate documents are cited in meetings, controls, jobs, etc. These are displayed digitally with projectors and not in printed documents that were used regularly only at that time.
In these meetings and others, especially the work ones, it is possible to have the same information instantly on all the connected PCs of the participants, everyone will see the same thing and will have all the necessary attached information.
Also as an example in the field trainings are supported by this system, the projection of documents already revised and updated allows saving impressions and avoiding duplicate versions in different storage media.
CONCLUSION
The management of maintenance information is essential to achieve a standardization of processes and communication between the participants of the same, keeping them all with the same updated and revised information, this will drastically affect the way of working, organizing and manipulating one of the largest investments of the company, knowledge.
THANKS
First of all, to Walmir Priosti (Goodyear SAIC Engineering Manager) for his great support, drive and leadership in the project. For his trust placed in us and demonstrated in each work meeting, where he projected energy to the entire team to move forward and thus conclude the project successfully.
To Don Jorge Zamudio (Project Support Executive), for his support, dedication and commitment to all the tasks assigned to the project.
To Ms. Nilda Cárcamo (IT Manager Goodyear SAIC) and Don Oscar Jara (Project Coordinator Goodyear SAIC), for providing us with the permits to use the client's resources for this project
REFERENCES
- Arróspide C. (2009). Maintenance and Repair Model Compañía Minera Quebrada Blanca. Axentria, Documentary Management - ICR / OCR Digitization of Forms and Invoices. http://www.axentria.com/es/ Blog Athento, Alfresco vs Nuxeo: Free Document Management. http://blog.athento.com/2009/02/alfresco-vs-nuxeo-gestion-documental.html Joomla Community Chile, Joomla is an open source project. http://www.joomla.cl/ Document Management, Software: Management of SME documents, Free trial !. http://www.dokmee.net/espanol/ Document Management, Agility, visibility, certainty Traceability in real time. http://www.microsystem.cl/Document Management System, CMetrix awarded in 2010 by Microsoft for Chile and Southern Cone. http://www.cmetrix.cl/ Management Software, TFC Soluciones quote your ERP with us. http://www.tfcsoluciones.cl/ Wikipedia, The free encyclopedia. Joomla. http://es.wikipedia.org/wiki/Joomla!
