Case Studies - EN

Case Study: DSE Oil and Gas B.V.

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When Nanco Eelman and Richard Keijser started Dutch Separa on Engineering (DSE) Oil & Gas a li le over a year ago, one of the first steps was to purchase an ERP system. They knew that an Enterprise Resource Planning (ERP) applica on was important for managing the planning and financial details of the separa on engineering and power quality engineering projects but they knew they needed something more. "We're a young company. Both my partner and I come from larger companies with large data systems. We know from our past experience that we needed a bit more control than the ERP alone," says Eelman. "For example, it was very difficult for us to keep track of documents and their version numbers when you just store everything in project folders on a hard drive. If you were looking for specific documents a year later because you now have a similar project, finding them was some mes difficult and inefficient. It was also very hard to determine the status of the documents found -- where exactly in the revision process a drawing or contract document was." Ideally, DSE wanted version tracking for AutoCAD, ePlan (for electric schema cs), Word, and Excel files. And they also wanted to a ach basic metadata to every document they produced for fast file searching. Metadata would include not only a project number, but a basic set of descrip ve a ributes, like client name and contact informa on, document type, dates, revision status, and so on. A aching ERP data to Windows files through database links The solu on came with the addi on of M-Files document management so ware, which offers a simple and flexible database-driven pla orm. M-Files a aches metadata to documents created with any Windows applica on and integrates directly into the opera ng system's Windows Explorer and common Open… and Save/Save as… interfaces. "With the help of the people from Host Access Solu ons, the M-Files distributor in The Netherlands, we have been able to directly link M-Files to our ERP applica on," says Eelman. "Every new item in M-Files is associated with a project number generated in the ERP system. The linkage automa cally supplies new projects and contact informa on from the ERP to the M-Files database. When saving any type of document through M-Files, employees simply choose the project number from a drop down list, and the rest of the descrip ve search terms populate from the database. "All the documents we work on -- every single item -- is securely stored in M-Files," says Eelman. Even incoming email or hard copies from clients are indexed digitally. "If we get an invoice from a vendor, we scan it into the system, Extracting More from ERP Oil & gas engineers link ERP system to M-Files for airtight document management Success Story "We're ecstatic about the new system. Everyone – not just the partners who chose it and set it up, but all our employees -- have picked it up very quickly and they're happy using it as well." -Nanco Eelman DSE Oil and Gas M-Files Inc. 5050 Quorum Drive Suite 600 Dallas, TX 75254 Phone: 972-516-4210 Fax: 972-516-4211 M-Files Corporation Hatanpään valtatie 26 33100 Tampere Finland Phone: +358 3 3138 7500 Fax: +358 3 3138 7550 sales@m-files.com www.m-files.com ©2012 by M-Files Inc. M-Files is a registered trademark of M-Files Corporation. All other trademarks are property of their respective owners.

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