PPL reduces information access from up to five days to seconds

Published on 29-Sep-2010

"What started off as a compliance project with IBM Software has turned into a real business value, helping us unlock the value of trusted information across our organization." - Jim Mazurowski, Supervisor, Information Solutions, PPL Corporation

Customer:
PPL Corporation

Industry:
Energy & Utilities

Deployment country:
United States

Solution:
Enterprise Content Management

IBM Business Partner:
Maria Systems

Overview

PPL cuts information gathering process for a $500 million transmission project from two years to six months when it deploys an enterprise content management solution from IBM.

Business need:
PPL sought to minimize the challenges inherent in managing paper-based records, from the cost and space to store records to the likelihood that information could be misplaced or lost and the associated risk. PPL also wanted to improve document retention to more efficiently and effectively collect and gather information for regulatory compliance and information governance throughout its life cycle.

Solution:
Using IBM Software, PPL staff gained significantly faster access to information for increased efficiency. In 2006, PPL worked with IBM to address the retention requirements of emails and records and better confirm that information is properly captured, consolidated, stored and managed across its life cycle so compliance staff could find trusted, contextually relevant and related information in a single retention record.

Benefits:
-- Reduced time to access records from up to five days to just seconds -- 75 percent decrease in time to compile information for new projec -- Helped staff confirm retention of critical email messages and documents for regulatory requirements

Case Study

PPL controls or owns nearly 12,000 megawatts of generating capacity in the United States, sells energy in key US markets, and delivers electricity to about 4 million customers in Pennsylvania and the United Kingdom.

Challenge
With an eye on operational efficiency and a commitment to excellence, PPL sought to minimize the challenges inherent in managing paper-based records, from the cost and space required to store records to the likelihood that information could be misplaced or lost. Additionally, with the increased scrutiny on email communications, PPL wanted to improve document retention processes with IBM Enterprise Records to more efficiently and effectively collect trusted information for regulatory compliance and improved information life-cycle governance.

Solution
Since the early 1990s, IBM Software has provided PPL staff with the fast access to the trusted information they need to increase efficiency and reduce costs. For example, the organization used IBM Software to capture about 880,000 right-of-way images for its transmission lines. By doing so, PPL reduced the time for staff—including real estate department personnel, tax and accounting personnel and mobile crews, among others—to access the images from up to five days to just seconds. Likewise, the solution helped PPL reduce the time to compile right-of-way data for new transmission line projects from nearly two years to just six months. It is also helping staff to unlock the value of trusted information. Before, each generating facility captured and maintained its own data in separate systems. Now that maintenance information is stored in one location, staff can easily see if another facility has faced a similar problem and share solutions for faster resolution.

Thousands of employees across the company currently access PPL’s trusted information via IBM Software for everything from supply chain and contract management to drawing and financial management. In 2006, PPL worked with IBM Enterprise Content Management (ECM) Lab Services to implement IBM Enterprise Records, IBM Content Collector for Email and IBM Content Collector for File Systems to address the retention requirements of its email messages and records stored on fileshares and to better confirm that trusted information is being properly captured, consolidated, stored and managed throughout all phases of its life cycle. It’s a huge step in helping compliance personnel find trusted, contextually relevant and related information using a single retention policy instead of having to search different systems.

Benefits
· Reduced time to access records from up to five days to just seconds
· 75 percent decrease in time to compile information for new projects
· Helped staff confirm retention of critical email messages and documents for regulatory requirements

For more information
To learn more about IBM Software, please contact your IBM sales representative or IBM Business Partner, or visit the following website: ibm.com/software/data/content-management

Products and services used

IBM products and services that were used in this case study.

Software:
Content Collector for File Systems, FileNet Capture, FileNet Content Manager, Enterprise Records, Content Collector for Email

Service:
Software Services for ECM

Legal Information

© Copyright IBM Corporation 2010 IBM Corporation Software Group Route 100 Somers, NY 10589 U.S.A. Produced in the United States of America September 2010 All Rights Reserved IBM, the IBM logo, ibm.com and FileNet are trademarks of International Business Machines Corporation, registered in many jurisdictions worldwide. A current list of IBM trademarks is available on the Web at “Copyright and trademark information” at ibm.com/legal/copytrade.shtml Other company, product or service names may be trademarks or service marks of others. The information contained in this documentation is provided for informational purposes only. While efforts were made to verify the completeness and accuracy of the information contained in this documentation, it is provided “as is” without warranty of any kind, express or implied. In addition, this information is based on IBM’s current product plans and strategy, which are subject to change by IBM without notice. IBM shall not be responsible for any damages arising out of the use of, or otherwise related to, this documentation or any other documentation. Nothing contained in this documentation is intended to, nor shall have the effect of, creating any warranties or representations from IBM (or its suppliers or licensors), or altering the terms and conditions of the applicable license agreement governing the use of IBM software. IMC14597-USEN-00