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DMS v2.1 Site DMS

DMS v2.1 Site DMS. August 2012. Vibro DMS Schedule. 2007 DMS launched Aug 2012 DMS v2.1 launched (Document & Drawing Management). Site DMS Introduction.

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DMS v2.1 Site DMS

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  1. DMS v2.1Site DMS August 2012

  2. Vibro DMS Schedule 2007 DMS launched Aug 2012 DMS v2.1 launched (Document & Drawing Management)

  3. Site DMS Introduction • Site DMS – this is not only for Viewers. The use of DMS V2.1 at Vibro Site Offices will facilitate improvements in the efficiency and the effectiveness of Documents and Drawings Management. The time required for the circulation and distribution of documents will be shortened as Site Offices will scan and post the documents to the DMS server directly, rather than forwarding all documents to Head Office for processing.

  4. Site DMS Introduction • A new developed add-on module for existing DMS • Purpose & Benefit • Deployment of DMS at site offices • Replace hardcopy circulation and filing • (reduce photocopying & minimize hardcopy filing) • Improving site offices’ document management efficiency • Enhanced Efficiency – scanning & indexing done directly at site offices • Facilitates information flow – real time circulation to Head Office & Site Office • Enhancing communication between site and head offices

  5. Current Hardcopy Document Management • Stamp distribution on documents • Register documents in Excel File • Copying documents for circulation • Mark comment / signature on hardcopy • Distribute hardcopy manually • File hardcopy after return from circulation

  6. Key Points of Site DMS • Site DMS Operation • Site Secretary shall • stick serial number label • Scan • and index document in site office

  7. Key Points of Site DMS • Original hardcopy • Sent to Head Office for archiving • Project Manager • Receive both comments from • Site and • Head Office • In one receiver log

  8. Features of Site DMS • Scanning documents in site offices using photocopier • Indexing documents received at site and head offices separately • Circulating documents in site offices through DMS instead of hardcopy circulation • User with dual roles in site and head offices can be separated into two different distribution lists • User can specify distribution of public comment • Existing DMS features still apply to Site DMS

  9. Users in Site DMS Estimated Site users : all site management & technical staff Project Manager (included in both HQ and Site DMS) Site Secretary / Clerk, Engineering, Project Coordinator, BS, QS, Safety (all departmental staff) Site Agent Materials Control (team leader only) Drawing Controller (if not taken over by departmental staff) Head Office - Directors, Contracts Team. Head of BS, QS, Eng, PC, Materials Controls, Safety, Secretarial and Folder Administrator (included in Both HQ and Site DMS)

  10. Users excluded from Site DMS • All grades of Foreman • Ganger • Mechanics • Materials Control section excluding the team leader • Remarks : Hardcopy will be circulated to those staff if required

  11. Document Distribution • Project Manager(s), Site Agent(s), team leader of BS, QS, Eng, PC • are set "default viewer" in Site Office distribution list • Default viewers have the authority to redistribute documents to • other staff members • Remarks : Project Manager(s) are set "default viewer" in Head Office distribution list

  12. Site DMS Workflow

  13. Site DMS (Indexing)

  14. Site DMS (Viewing – Head Office)

  15. Site DMS (Viewing - Site)

  16. Site DMS (Define User Group)

  17. Site DMS (Comments)

  18. Contingent Measures • Cause • Office move • Network problem • Main server down • Local softcopy at Site Secretary’s PC • Index files downloaded everyday automatically

  19. Implementation Plan Implement date : 13 August 2012 J201103 – Austin Station Site C at KIL No. 11126 VC201201 – Zone 2A for NWC Re-modeling Project J201208 – A&A Works for Zone 2A for NWC Re-modeling Project J201138 – Public Rental Housing Development at Po Heung Street J201118 – STTL 502, Lok Wo Sha – Site Form. & Foundation J201201 – Lok Wo Sha, Ma On Shan (Phase 4 and 5)

  20. Implementation Plan Implement date : 20 August 2012 S.I. Department (PD CN) – Tsuen Wan Office Cost Centre / VPG03 – Tsuen Wan Office J201137 – YLTL Lot No. 421 in DD127, Hung Shui Kiu J201123 – Proposed Residential Development at Tai Tao Tsuen J201108 – Contract No. HK/2009/02, Wai Chai Bypass J201109 – 1-15 New Eastern Terrace BC200702 – CLPP Cable Trenching

  21. Implementation Plan Implement date : 20 August 2012 Vibro Tendering DMS – Site Investigation Vibro Tendering DMS – Foundation Remarks : All new projects awarded on or after 20 August 2012 will implement DMS v2.1

  22. Demonstration

  23. Question & Answer

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