Document Management System for Hindustan Petroleum Corporation Limited (HPCL) Mumbai Refinery

Client Profile

HPCL is a Government of India Enterprise and a Fortune 500 & Forbes 2000 company. It is listed on the Bombay Stock exchange (BSE) and National Stock Exchange (NSE), India. HPCL is involved in the business of refining and marketing of petroleum products in the country. They had an intranet portal deployed on an older version of Microsoft SharePoint, which was not effectively distributed.

Challenges

Since the client was working in the Oil and Gas sector, they needed a robust and effective Document Management System (DMS) to be built on Microsoft SharePoint platform. The Document Management System (DMS) needed to have customized features like file conversion on Check-in, versioning history, notifications. Enhancements such as creation of a folder in a single click, scope-based search and an approval process with e-signatures were other major requirements. Various challenges faced by them include:

• Unstructured data storage in department sites.
• Lack of Visibility on the document creation, usage, updates.
• Folder structure is not streamlined and linking of different application from site level access.
• Data Duplication.
• No search center features.
• No audit trails and logs.
• No proper archival mechanism for documents.
• Lack of document security and data integrity.

Aufait’s Solution

Aufait Technologies began with a consultative approach. After gathering the requirements from the client, we developed and deployed a well-organized, efficient Document Management System (DMS) addressing the challenges faced by them. The DMS was deployed at the Mumbai Refinery facility of the client. 800 plus employees of HPCL are currently using the Document Management System. Salient features provided by our solution include:

• Identify and capture the document that exists across the organization
• Document sharing and enrichment
• Enhanced system integration
• Speed up processes and access to value-added information (Document Dissemination).
• Set up Governance rules, enforcement of document control & security, design metadata for scaling to a full-fledged Knowledge management framework.

Benefits

• Productivity and profitability has increased.
• SharePoint is now the single centralized document management repository that provides all the functionality the company requires for efficient client and case records management.
• Client data management has been streamlined through the introduction of SharePoint Online increasing business case efficiency and improving productivity, customer service and client relations.
• Feature-rich archives section has made it quick an easy for their staff to find up to date information.
• Document version tracking is active and access permissions have been applied at both user and group level, ensuring that all staff only have access to their respective client case details.
• Any duplicate data has been completely erased from the client’s network, speeding up productivity and reducing the workload placed on their internal file server and exchange servers.

About Aufait Technologies

Since 2003, Aufait has built an enviable reputation as an expert in Microsoft SharePoint development, web and mobile applications. Over the past decade, we have delivered highly effective Enterprise class DMS solutions for clients from various verticals including Oil & Gas, Airlines, and more. Our profound commitment to our clients' goals, long-term relationships and time-bound delivery of projects with budget precision were instrumental in earning credibility and customer loyalty with repeat business. By partnering with Aufait, you are assured of achieving transformation and gaining competitive advantage.