Published on 17-Jun-2008
Validated on 26 Apr 2010
"FileNet has become essential to our business strategy and product development. Iberdrola Generación, SAU is one of the very few companies in its sector that has digitized all technical, administrative and legal documents. We believe that FileNet gives us a clear advantage over the competition." - —Gonzalez-Santander, Director of Operations and Maintenance, Ibedrola Generación, SAU
Iberdrola Generacion, SAU
Energy & Utilities
Iberdrola Generación, SAU is a Madrid based utilities company generating electricity for organizations and consumers throughout Spain.
Iberdola needed to increase their competitiveness through improved document management
Reliable, fast document management solution consisting of an IBM FileNet solution improving the company’s ability to manage, access and ensure the integrity of its documents
Reduced manpower costs involved in storing and retrieving documents, Reduced need for physical storage, Reduced cost of physical copies, Greater agility in sourcing documents, Faster response to internal queries, Reduced risk of error
The business challenge
Iberdrola Generación, SAU is a Madrid based utilities company generating electricity for organizations and consumers throughout Spain. The Iberdrola group has an annual revenue of 10,314.5 million EUR and has almost 8,000 employees.
In 1999, the company wanted to increase its competitiveness through improved document management. In particular this meant improving its ability to manage, access and ensure the integrity of a range of documents relating to plant configuration, change management, quality control as well as specific initiatives for nuclear, thermal and hydraulic power stations.
Jose Luis Gonzalez-Santander, director of operations and maintenance, Iberdrola Generación, SAU comments, “At the time much of the documentation was stored in traditional formats on paper or microfilm. Sharing such documentation internally was time consuming. There was also the risk of a gradual deterioration in document quality and an increased likelihood that out of date versions would be referenced.”
Iberdrola Generación, SAU realized that in order to modernize its document management practices it needed to replace the proprietary document management solution originally developed by Keon, its in-house IT practice (now Azertia). It looked for a solution that was reliable and capable of quickly processing large volumes of data while integrating with Iberdola’s existing SAP software.
The company reviewed document management solutions from both Kodak and Intergraph but settled upon a solution from FileNet because of the ease of SAP integration and because of the existence of local support.
Implementation and technology
The solution runs on IBM System x servers and IBM PCs. It integrates with both Wintel and XP operating systems as well as the company’s Oracle database. Implementation was phased in by both technology and geography.
Gonzalez-Santander comments, “We received incredible support from FileNet throughout. The implementation was complicated by the need to modify archived images, by our own printing capabilities and by the need to integrate with a highly complex computer aided design (CAD) system. Even so, we were able to get 1,200 users live on the system and to quickly realize a return on our investment.”
The first benefit realized by the company related to a reduction in the administrative costs associated with the physical archiving and distribution of documents.
The workforce no longer needed to spend precious time physically moving documents from place to place and could become more productive as a result. The company did not need to invest in the physical storage space of anything other than the paper copies mandated by law. It could also reduce its investment in physical documents such as photocopies and microfilms.
The company also became also more agile and therefore more profitable as a result of the implementation. Employees were able to source documents quickly and accurately greatly reducing the time spent on both design and execution. And because documents were held in unified, consistent and electronically updated archives, employees could be sure that any changes made were based on the latest available information. That meant that costly errors, which could potentially lead to the unavailability of the production plant, could be avoided.
Finally the document management system helped Iberdrola Generación, SAU to improve its external image by increasing employee satisfaction. The company was better able to answer questions from both major customers and suppliers. The risks associated with any major incident were also reduced as the company increased its ability to access documents relating to environmental, quality and legal issues.
Summary of benefits
- Reduced manpower costs involved in storing and retrieving documents
- Reduced need for physical storage
- Reduced cost of physical copies
- Greater agility in sourcing documents
- Faster response to internal queries
- Reduced risk of error
- Appropriate response to problems
Gonzalez-Santander comments, “The solution has been very well received by users and has become essential to our business strategy and product development. Iberdrola is one of the very few companies in its sector that has digitized the management of all of its technical, administrative and legal documentation. We believe that FileNet gives us a clear advantage over the competition as a result.”
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