Challenge
A newly constructed coal port in central Queensland required a robust document management system to efficiently handle controlled documents and records. The selected solution was OpenText Content Server, aimed at ensuring compliance, operational efficiency and secure document management.
Time Frame: 6 months
Solution
Yoku Solutions was engaged to implement the OpenText Content Server system, ensuring a seamless transition into an effective knowledge management framework. The engagement scope included:
Implementation & Infrastructure
- Deployment of an On-Premise solution.
- Installation of server infrastructure.
- Full setup of Content Server application, including technical configuration for Development, Test and Production environments.
Application Configuration
- Two distinct Business Classification Schemes:
- Records: Business records structure.
- Ways of Work: Controlled document structure.
- Definition of system roles and security matrix.
- Controlled document workflows and approval processes.
- Implementation of structured document numbering, versioning and revision controls.
- Engineering drawing management system.
- Development of document package functionalities.
Business Analysis
- Engagement with different business units to determine specific document management requirements.
- Design and implementation of tailored folder structures for each business area.
- Identification and optimisation of key business process workflows.
Change Management & Training
- Development of system branding for user recognition and adoption.
- Stakeholder engagement sessions to ensure buy-in from key personnel.
- Delivery of both classroom-based and online training programs.
- Establishment of a Power User network to champion system adoption.
Data Migration & System Integration
- Mapping of shared drive structures to align with the Business Classification Scheme.
- Bulk migration of documents from legacy shared drives.
- Migration and integration of project documents from the existing Project Management system (TeamBinder).
Governance & Ongoing Support
- Comprehensive system documentation covering implementation and usage.
- Development of a formal Information Management Policy and accompanying procedures.
- Creation of an ongoing support model to ensure long-term system sustainability.
Outcome & Impact
The project was delivered on time and within budget, achieving a successful organisation-wide rollout. The OpenText Content Server system is now a vital operational tool for the port, ensuring compliance, efficiency and informed decision-making through structured document control and secure records management.