INTEGRATED DOCUMENT REPOSITORY

STOP LOOKING FOR DOCUMENTS
KNOWLEDGEBASE AT YOUR FINGERTIPS

What is your challenge as you see it?

“As a Project Manager, the challenges as I see are having to manage a diverse set of documents – architecture blueprints, legal contractual documents and licensing documents, besides testing and compliance reports. Even though we have knowledge share Intranet, there are still many documents that are not registered into a common hub. All the documents are there, somewhere. Sometimes, we have multiple copies of the same document sitting in different systems. In addition, it is redundant work to capture management data in the documents and be able to use them for decisions. When data in a document changes, we need to be able to react to it. For example, when the clauses are changed in a master outsourcing contract, the impacted projects need to be notified of the impact, or take advantage of the changes. We do not have that visibility right now.”

What solutions do you have today?

” We have a full-fledged document management system in place for the enterprise. Documents are defined as part of process workflow – and constrained as part of quote to cash, procure to pay, HR and Finance business processes. There are multi-dimensional ways of looking at them as well. But the real problem is to be able to look at management data and the documentation as a backup detail.”

What exactly do you need and why is it different?

It might be an R&D new product environment, or even a large scale IT project. You need a “one-stop shop” – single place to find or index all your documents, for a given project, without leaving the system. You need a central hub to upload documents, attach attributes to them and manage the different versions of the document. You need to optionally link to documents that are not directly connected to the projects, but outside documents from different parts of the workflow that are for reference purposes. You need to be automatically notified when the content of the document changes, so you can act upon it.

What does GRIP Integrated Document Repository do? (What are its features?)

GRIP Integrated Document Repository comes with an open model for uploading documents, and they are stored within a secure library in the server that is part of the GRIP framework. In addition, documents can be indexes according to attributes, and documents can be routed to different stakeholders for review and approval, and they are carried along the Project development lifecycle. Thus, team members can share the documents and lock them for update, depending on the stage of the lifecycle, while permitting the viewing of the documents to selected members of the community.

Part of the Bigger Picture…

GRIP Integrated Document Repository is part of the overarching GRIP management framework.