Operations & Maintenance

It is a scenario universal to everyone in the workforce who has ever needed a document to complete a task at work. You open a company procedures document to complete a task and notice errors in the document. The document is outdated and lacks a few procedural steps. What do you do? Do you continue with your task, ignoring the errors? Do you make a note to submit the error to management later, only to lose or forget the note?

Perhaps it’s a safety document with errors that halts production, while you search for a safety engineer who can both advise you on your crew’s next steps and can approve changes to the safety document. When you cannot locate a safety engineer, do you email the engineers and then stand around and wait for any safety engineer to finally check their email, hours later? Do you stop working on that task and begin a new project until you get a response? How does your organization handle these documentation issues in real time without completely compromising work efficiency and without increasing production downtime hours?

In this blog, let’s explore how this new HxGN EAM feature can help organizations like yours strengthen documentation standards and compliance. 

Expand the Power of Document Management Leveraging Employee Knowledge, Curiosity and Experience

Empower stakeholders at every level of your enterprise to respond in scenarios like these using the new Document Repository Requests screen available in HxGN EAM 12.2.  The 12.2 version is our latest release of HxGN EAM, an industry-leading asset management solution designed to extend asset lifecycles and improve productivity. This new feature bridges the gap between document needs in the field and your enterprise demands. Employees can now suggest and request updates to the documents they use to complete tasks for their workload - whether everyday tasks or incremental regulatory compliance tasks. These requests are then routed to the appropriate persons for approval. Once approved, the documents are updated accordingly and are made available in HxGN EAM.

In addition to requesting updates to existing documents, employees can also request new documents for their individual trade needs, departmental needs or beyond. Once that request is received, it is also routed through the approval process. If approved, the new document is created and made available in HxGN EAM. This new feature empowers stakeholders at every level to request documents essential to their care of duty. By empowering your stakeholders, you strengthen documentation rigor and standards across your organization.

Create Document Repositories for All Your Enterprise Compliance Needs 

This latest release expands document management and control across HxGN EAM, providing a document request mechanism directly in the application. For HxGN EAM users, documents are no longer solely created or uploaded on the Documents screen. Employees without prior document authorizations and access to the Documents screen can now directly impact the documents they use by making document requests.

This feature also provides the ability for organizations to create and maintain repositories for documents. Mission-critical, standalone documents – or hypercritical documents – whatever your document needs, the Document Repository Requests screen satisfies all requirements. 

Increase Security and Permissions for Document Control with the EAM Approval Workflow Process

Leveraging the Approval Workflow module in HxGN EAM empowers document creation and compliance across your organization. The addition to the approval workflow process not only guarantees the security and integrity of these documents, but also the integrity of the path to creation for the document.

Further security of this process is secured by the class feature in HxGN EAM. Although users without document authorizations in HxGN EAM can now request the creation of new documents and updates to documents available in the platform, this new permission is specific to certain classes that the employee or user is assigned. A user cannot request a document creation outside of their assigned or allowable class. This further secures the process across HxGN EAM. This step also includes the document approval process. The approver must have permission to approve it for that specific class.

Whether for compliance documents, regulatory control or HR documents, the Document Repository Requests feature satisfies all your organization's documentation needs across all team sizes, departments, divisions or even globally and companywide.  

The Role of Document Control for Enterprise Asset Management

Enterprise asset management and document control go hand in hand. Large enterprise organizations use document management and control for regulatory compliance, research and development, Standard Operation Procedure (SOP) and procedures documentation, manufacturing policies and so much more.

The new feature includes the HxGN EAM classics: revision control, organization security, document management and the latest approval workflow process.

Improve your organization’s efficiency and involvement without hindering security and integrity with HxGN EAM 12.2’s latest document control feature. To learn more about this feature and other enhancements, watch our latest on demand webinar here.