As the amount of content continues to grow within KOC, challenges with its creation, management, and distribution continue to grow as well. The Corporate Information Technology Group (CITG) consistently seeks to keep pace with the rapidly evolving technologies and best practices to make the management process of KOC content seamless, efficient, integrated and maximized.
In order to achieve success in this endeavor, CITG through the Corporate Solutions (CS) Team has embarked on a major program of Enterprise Content Management (ECM) with the objective of transforming the organization from its current state of Automation towards an ultimate target of business Optimization.
ECM will transform the way users work at KOC by putting business content in motion, so they can capture, protect, activate, analyze and engage with content for greater insight and action. ECM will ensure that the right content is available for the right user, at the right time to make the right decision.
ECM will also govern KOC content by managing content lifecycles and setting retention policies and more.
What is ECM?
ECM is neither a single technology nor a methodology nor a process. Instead, it is a dynamic combination of strategies, methods, and tools used to capture, manage, store, preserve, and deliver information supporting key organizational processes through its entire lifecycle.
ECM is a complete solution that is integrated into the existing systems in place at KOC; it is flexible, scalable and perfectly aligned and designed to fit with the Company's business needs and with the nature of KOC operations and projects.
ECM provides KOC with a powerful and flexible technology platform that accommodates the wide range of KOC business requirements, content challenges and goals, and house KOC unstructured content (including Word documents, Excel spreadsheets, PDFs, correspondence, scanned images, email, faxes, invoices, contracts, videos, presentations, transmittals, maps, medical health records, etc.).
ECM puts business content to work and allows KOC to realize business value. Managing records, mitigating risk, capturing documents, improving employee productivity - turning KOC content into Smarter Content. That is ECM.
The ECM Evolution at KOCThe implementation of ECM at KOC has been a gradual and methodical process beginning with the digitalization of information and archiving in the year 1998. In 2004, a new and well-defined implementation strategy was initiated to set up the DIMS workflow for routing internally the KOC correspondences. During the period between 2006 and 2010, DIMS was integrated with the existing KOC corporate solutions (Oracle FS/HR, eBeams, GIS, Meditech, Sahala, Schlumberger eFinder and other corporate applications). The same period was also dedicated to the automation of multiple key business processes such as the Employee End-Of-Service Clearance System, Project Progress Review System (PPR), Online Catering & Event Booking System, Mobile Billing Management System (MBMS), International Calls Management System (ICMS), Online Press Coverage Request, Asset Meal Request System, and many other business processes. The year 2009 and 2015 saw the Implementation of the eWP system for Brown and Green Fields. E-Signature was first utilized in the year 2010 to streamline the business processes, improve security and data integrity. Finally, ECM rebranding and implementation was initiated in the year 2016 to add value to the business.
Moreover, 2016 saw the establishment of the ECM Insight Center of Excellence (ICE), run by a group of specialists and business domain experts with varied skills and focusing on exploring new business opportunities and leading, enabling, and executing ECM Solutions at KOC.
ECM Program Objectives
The objectives of ECM are to manage corporate content and increase the speed of business, provide trusted information and a single version of truth, automate key business processes and increase operational efficiency, establish effective and secure content governance and ensure regulatory compliance and reduce risks.
ECM Program Objectives include the following:
1. Manage corporate content and increase the speed of business
By eliminating dependence on paper documents and organizing unstructured information according to business needs, KOC is empowered to work more efficiently.
2. Ensure regulatory compliance and reduce risks
Keeps track of necessary documents and manages the retention of stored documents according to pre-defined rules to support compliance, facilitate audits and minimize legal risks.
3. Establish effective and secure content governance
Providing Content Stewardship, Content Lifecycle Management, Content Quality Management, Content Definitions, Content ownership, Monitoring & Compliance and Linkage to Enterprise Content Strategy.
4. Automate key business processes and increase operational efficiency
Using ECM technology components to substitute or supplement manual processes to manage information flow within the organization to lower cost, reduce risk and increase efficiency.
5. Provide trusted information and a single version of truth
Manage content from its source and avoid duplicates, which can cause multiple versions of truth.
6. Be customer-focused by strengthening our relationship with our customers and increasing their service level satisfaction
Adopting proven methods/practices through delivering focused, more effective, measurable ECM service to our KOC customers, meeting their requirements proactively and exceeding their service-level expectations.
Each of the ECM objectives offers specific benefits that are in tune with the overall vision of KOC.
ECM Business Values
ECM provides the ability to connect people, processes and information with powerful content management, compliance and analytics tools. With ECM technology, KOC can expedite processes, increase operational efficiency, share content effectively, minimize the number of lost documents, ensure regulatory compliance, reduce costs and better manage risk. Other ECM business values are as follows:
1. Drive insight from content using enterprise search & analytic capabilities
2. Automate key business processes
3. Ensure document/content integrity
4. Smart search image content
5. Provide a single source of trusted information
6. Increase productivity & efficiency
7. Time saving
8. Improve collaboration
ECM ServicesECM services are varied, cover all areas of KOC operations, and are provided 24/7. The below picture represents a summary of ECM services:
ECM Program Components, Timeline, Scope and Duration
Conclusion
The implementation of ECM at KOC is a journey that involves all aspects of the business. ECM is an ongoing process that works towards making the enterprise more efficient and aims to fulfill KOC’s vision of achieving a leading global position in the upstream oil and gas industry as an integrated, value-driven enterprise.