Success Story Pöyry with Bas Oomens

SOBIS asks “Why PIRS?”

“From the moment we introduced PIRS we could follow the design review process I had in mind for a long time and which is based on clearly defined roles & responsibilities and the usage of experts.” – Pöyry Bas Oomens Pöyry Thermal Power & Renewables

During an interview Bas Oomens, Project & Engineering Manager for Pöyry Switzerland Ltd, shared with us the reasons for introducing PIRS at his company and the benefits Pöyry was able to profit from. This interview as well as information provided by Pöyry and our responsible internal project manager build the basis for our Pöyry Success Story.

Within Pöyry Bas Oomens is working for the Energy Business Group, Thermal Power & Renewables.

Introduction Company / Background

Pöyry is a global engineering consulting network company, which is involved in large energy and infrastructure projects around the globe. They provide consulting services throughout the whole project life cycle from project development, implementation up to commissioning, testing and operations. The company’s focus sectors are power generation, transmission & distribution, forest industry, chemicals & biorefining, mining & metals, transportation and water.

Pöyry has an extensive local office network employing about 6,000 experts. Pöyry’s net sales in 2015 were EUR 575 million and the company’s shares are quoted on Nasdaq Helsinki (Pöyry PLC: POY1V).

Pöyry Switzerland has been our customer since 2011. Depending on the project, their role within the projects can vary from contractor’s engineer to owner’s engineer where they advise clients in developing and implementing large, complex power generation projects.

Turnkey project managed with PIRS

Shoaiba II Power Plant” in the kingdom of Saudi Arabia:

  • Customer is Saudi Electric Company (SEC)
  • Plant design featured 10 gas turbines and two steam turbines
  • Pöyry was responsible for reviewing the EPC contractor’s detail design and approving it
  • Pöyry also acted as site supervisors
  • Project duration from 2011 to 2013 – July 2013 deadline was met with two days to spare
  • Number of documents exchanged  – about 32.400 technical documents
  • Number of project correspondence exchanged – about 25.730 PIRS E-mails, Comments and Transmittal Slips

Challenge Pöyry Switzerland Ltd faced before introducing PIRS

During the interview with Bas Oomens, he summarized the challenges Pöyry Switzerland Ltd faced before the introduction of PIRS as follows:

“Given the nature of our company and our projects, characterized by size (large amount of info), complexity (many participants & interfacings at different global locations, in our case home office and site), time constraints (on time project delivery resulting in concurrent engineering and design review) there is a need for a common system to avoid disconnected workflows, silo information and to manage & control the large amount of information.

Until 2011 we merely relied on an (own-build) internal document management system, publicly available ones or those developed by contractors. Most of these systems were database driven, supported by spreadsheets and did require significant manual intervention. Actually, they were more document filing systems than document management & controlling systems. I believe the word controlling should be emphasized here, because it is not only about the mechanics of creating, reviewing and storing and publishing documents and information, but also about creating an environment of transparency and visibility so that the whole project team, owner, consultant and contractor can track the thousands of project-related documents to ensure successful project implementation and eventually handover.”

Challenges for Pöyry Switzerland Ltd:

  • Significant manual labor for document management and control required
  • Dependency on document management system (DMS) supplied by contractor
  • Lack of cross project consistency for the management of documents and correspondence
  • Lack of transparency and traceability
  • Missing ability to implement cross-project standards for processes, consistent workflows and smooth project implementation as well as handover

Solution

In 2011 PIRS was first introduced within Pöyry Switzerland Ltd. The document and correspondence management solution was launched to support the execution of an on-going project. Mr. Oomens describes the process in the interview:

“Prior to selecting PIRS we analyzed different options which was mainly a discussion between build-vs.-buy approach. We found the middle way, thanks to the support of SOBIS, by procuring a purpose-built, commercially available document management & control system, PIRS.

This had the great advantage that 80% of the requirements were already provided for by the application and the remaining 20% – customization to accommodate for Pöyry’s design review process – could be achieved by configuration of the application rather than customization of the platform, so that the new DMS could be launched within two to three weeks. Something which was crucial because our live project, Shoaiba II, had already started.

PIRS has changed the way of working in many ways considerably. From the moment we introduced PIRS we could follow the design review process I had in mind for a long time and which is based on clearly defined roles & responsibilities and the usage of experts. Following this process, reflected by the workflow in PIRS, has highly improved our performance.

First, thanks to this clearly defined process and having a well-trained professional document controller’s team in Dubai we are able handle a throughput of several thousand documents per months for various projects at the same time, so that we are more efficient and effective. PIRS enables us to focus on those aspects that really add value to our Client’s projects. Second, since all information is stored in one systems our global project members, both in the home oOffices as well as on site, work on the same basis of information; a truly globally connected team that shares information and which can work on the project for 24 hours / day. Third, PIRS’s controlling & reporting functionalities allow us, with very little effort, to extract all statistics at any time in order to be informed about the project’s progress and status; a huge advantage for our project management to support our clients in discussions with contractors.”

Key factors for introducing PIRS

  • System was configured without customization and fit 100% Pöyry Switzerland Ltd requirements
  • Implementation period only two to three weeks
  • Planed design review process could be realized exactly as intended
  • Able to handle throughput of several thousand documents per month and project
  • Global approach allows integration of all team members regardless of location
  • PIRS’s Controlling & Reporting functionalities allows extracting statistics at any time

Benefits

When asked the question whether or not Mr. Oomens would recommend PIRS to other companies, he replied:

“Yes, I’d recommend PIRS for more than 100%. Not only because it is an efficient and effective software, but also because of the SOBIS’ customer orientation; an excellent reliable product, developed and supported by helpful people always looking for improvements.”

To sum up Pöyry Switzerland Ltd key benefits in using PIRS

  • Higher level of transparency
    • support teamwork and prevent redundant, time consuming work
  • Efficient and effective project execution
    • supported by automated processes and cross-project standards
  • Time and cost savings
    • based on reduced manual labor and consistent data quality
  • Consistent data quality and security
    • made possible by clearly defined access rights and internal responsibilities as well as data encryption
  • Improved controlling
    • implemented by immediately available reports, statistics and current project status as well as progress
  • Added value to client projects
    • because focus can be placed on customer rather than internal documentation issues
  • Same basis of information regardless of location
    • since all information and documents are stored in one globally available system
  • SOBIS customer orientation
    • which leads to constant product improvement as well as personal and professional support of all PIRS user provided by SOBIS Service Desk

Why is Pöyry Switzerland Ltd using PIRS?

Get the answer directly from Bas Oomens. Watch the full interview on Youtube.