Time-consuming release process
GETRAG's previous document processes were costly and time-consuming. When documents were released, for example, the CAD department printed each new drawing on a transparency and sent it to the construction and gearing departments for manual signatures. The design then went to the drawings archive where its SAP attributes were changed to indicate release and the document was archived. Copies were then manually distributed to the relevant departments. Most departments kept their own document archives —a space-consuming practice that also meant the archivist had to keep track of and replace multiple copies during each release.
Delayed access to drawings for downstream employees
The release process, which could take weeks, left purchasing, testing, controlling,customer services and other downstream processes without access to the most recent product information. Employees simply had to wait until a new drawing showed up. Or comb through archives, or stacks of documents waiting to be signed, to find what they hoped was the latest version. Worse, customers might be kept waiting for answers hidden in a document that had not yet completed the release process.
Key to success: an integrated project team
Knowing that the right information-management system could solve these problems, GETRAG's Hartmut Rebmann assembled a multidisciplinary team to seek answers. The team eventually chose Océ Engineering Exec® software to create and control a Digital Document Archive (DDA)—GETRAG's first step in improving its information stream company-wide. An Océ Systems Application Architect quickly became a crucial team member. "It was important to integrate Océ in our team so we could efficiently formulate the requirements and solutions," says Rebmann.
Direct population of the digital archive from CAD
Océ did more than advise on a solution. It customised Océ Engineering Exec® to allow electronic sign-off and release of documents in such a way that it fit GETRAG's requirements. The customised solution releases new documents directly into Océ Engineering Exec®'s vault from Pro/Engineer, GETRAG's preferred CAD program. Users tick check boxes indicating construction and gearing releases as these occur, with the design placed into different folders depending on the release stage. This step-by-step solution clearly informs users of document status, and has reduced the time needed to release documents significantly.
Digital document access for all employees
Users throughout GETRAG's Ludwigsburg headquarters can search the Digital Document Archive —including more than 40,000 legacy documents that were scanned in —from 400 strategically placed Océ Engineering Exec® access stations, and can retrieve the document they require in seconds. This makes up-to-date information instantly available to both CAD and non-CAD users. There 's no need to search manually for the latest release. And document status is always clear, since release-stage information accompanies all electronic and hard-copy documents.
Providing document access throughout the world
GETRAG is continuing towards a full Océ Engineering Exec® Document Management solution. In step two, currently underway, the company is expanding access to the Digital Document Archive. By the end of 2002, it expects all 7 of its German locations to have online document access and distribution via Océ Engineering Exec®, with sites in the USA and Italy to be added later. This will give GETRAG company-wide control of the knowledge contained in its drawings —without having to wait for a full PDM implementation. |
Solutions at Getrag
