TeamDocuments in KEP2010

Published: 02.10.06
Management contribution: Ståle Håheim

Our very own TeamDocuments application is proving a useful meeting management tool in KEP2010, Kårstø's new expansion project. With TeamDocuments' meeting capabilities in place, Omega is now able to offer an all-inclusive action management package, the response to which Ståle Håheim suggests has been both positive and promising.

KEP2010 is a project located at Kårstø (Norway). The project is a part of a larger upgrading and expansion of the gas plant. Statoil, who is our client, operates as the "Technical Service Provider" for Gassco, who is Statoil's client. The overall project is divided into four separate projects with different phases and start up dates, a structure that contributes to the complexity of KEP2010.

The pre-engineering is being performed by M.W.Kellogg in London and thus our involvement with the project organisation has been based at the site office in London. The Pims-based work in KEP2010 began when the uncertainties register, supervision and monitoring plan, and control plan register were implemented. It was identified that the project also required a system to manage meetings and the actions that came out of meetings, across the whole project organisation.

Based on this need, we took the opportunity to introduce Omega's own TeamDocuments as an application that could be used to store, manage and disperse meeting minutes and actions. When incorporated with the other Pims modules, it was clear TeamDocuments was the concept that was missing in order to offer an all-inclusive "action management package". TeamDocuments was presented to KEP2010's Project Managers who quickly opted to implement the solution in conjunction with the other Pims modules.

Omega and KEP2010's Management team decided it was necessary to mobilise a facilitator to guide the TeamDocuments training, help staff adapt to the new system, and offer immediate support in both London and at Kårstø. Omega's Eiolf Berge was eager to take up the assignment and steer the process throughout the organisation. Eiolf''s full mobilisation took place in June. At this stage it appears it will be necessary to have a person focusing on this work full-time into the foreseeable future.

Furthermore, a decision was made to share Pims modules between both Statoil and M.W.Kellogg, so that users could share data between the two companies. Initially, the plan was to utilise TeamDocuments for all KEP2010's regular meetings, so that meetings would be well structured and actions accurately recorded and directed. When the minutes of meetings are taken directly into the TeamDocuments system many issues tend to be well-discussed ahead of meetings, ensuring the physical meeting itself is much more effective. This has been the experience of users in the project so far, with most meetings now running smoothly without the presence of the facilitator.

Following users' introduction to the functions of TeamDocuments, it has become clear that there is also the need to have irregular meetings (e.g. with suppliers and sub-suppliers) in the project addressed by Omega's system. These meetings would in turn generate many actions of their own and the question then is what should be done with these?

TeamDocuments in Pims is currently a pilot project and despite good feedback from both Statoil and M.W.Kellogg, success is not guaranteed. The remainder of 2006 will be important in identifying whether the project organisation recognises the importance of utilising our solutions, and feels the need to have the active TeamDoucments arena because "that is where it all happens". If this pilot project is a success, representatives of the project will present TeamDocuments and the "action management package" to higher management at Statoil, with the possibility being that the organisation will adopt Omega's solutions as a standard for all projects. Time will tell...