By CGI (UK)
The oil and gas industry cannot function without collaboration. Oil and gas companies have always employed license strategies to protect and grow their businesses. But more recently, the industry has been discovering they can benefit from sharing information about the value chain and lifecycle of assets that they wouldn’t have shared in the past. However, operators are rightly cautious and realize the need to protect sensitive information that provides competitive advantage. The oil and gas industry demands high integrity, high security systems that allow the sharing of information only on a need-to-know basis. To meet this demand, a cloud service called License2Share (L2S) was created, which allows users to access solutions that are tailored to their specific information sharing needs. L2S is designed to enable collaboration and content sharing in a joint venture between operators, partners, and optional regulators and other stakeholders.
L2S uses role-based dashboards to allow joint venture administrators to maintain licenses and workflows to operate and ensure compliance throughout the lifecycle of a joint venture. Information will be shared securely on a need-to-know basis between operators, partners, and authorities. Shared content is organized uniquely in a secure and single source of truth to make reporting easier with operators, partners, and authorities. Using L2S, operators and partners for a joint venture can always trust that they have access to the latest and correct version of the JV information.
L2S is an Enterprise Content Management (ECM) solution which supports creation, storing, transfer and organization of documents and other content. It is built for handling large amounts of critical information in a secure manner, and also to support the work processes that are used within each license (these can vary from country to country).
Recommended folder structure
The kernel of document organization is the folder structure. Years of experience with license documentation has revealed a best practice folder organization and this has been implemented in L2S. As such, when a new license workspace is created in L2S, the default folder structure is created based on a system template. This is necessary for recognition and predictability across the license; this is important and it is therefore vital that the recommended structure is adhered to.
Documents can easily be uploaded one by one or by using the multiple upload functionality. Most formats are supported and automatic renditions are implemented. Documents are stored in their original format, as well as in a PDF format for easy sharing and printing.
Comments can be added on most objects to give an opinion or approval on a document or a message. The comments screen is used to create new comments, view existing comments, filter on document versions and print selected comments. It is not possible to edit or delete comments. Routing note is used to make the receivers aware of the comment.
Routing is used to notify committee members/deputy members and other appointed users, e.g. authorities on documentation that requires action, call for meetings, documents for approval etc. The recipients also receive a copy directly to their email address with a link to the item. A routing log, accessible for all users, is generated for all routings.
Within a license regular meeting typically take place. The calendar functionality improves the overview of meetings, ensures the participation and access to meeting documents. It also gives a complete overview of all meeting across the license depending on the access of each user. The calendar is integrated with MS Outlook. An example of the high number of activities if there are 650 active licenses: • 3-4 committees per license, more than 2000 committees • 6-8 members per committee, thousands of users involved • More than 14000 meetings per year
Notifications inform you of change events in the information. You can specify which items you want to monitor and at what times you want to be notified. Notifications are delivered to a Personal Notification report page, and can also be sent directly to your email address. Notifications are great to use if you are waiting for input on specific matters. Notifications are recommended for folders containing cash calls, billings and automatic uploaded data.
A flexible access control regime is essential to make sure that end users have access to the information and functionality that they need access to. Similar, a user should also be prevented to see information not relevant to him/her, and also be blocked from functionality that is not relevant to users work responsibilities. Some of the main items covered by the access control regime are:
• Administration privileges (e.g. user administration)
All roles, groups and permissions are set-up by a template and the administration of the access is decentralized. All companies could manage their own users.
Search and reports
Various search options are available and a number of predefined searches are defined. Users can also save their own searches and share them with colleagues within the license.
Customized main entry page
The main entry page may be customized by the individual users to make the use of L2S more efficient. The daily job tasks that should decide what layout to choose. Some possible boxes to choose on the entry page are:
• Uploaded documents
• Predefined searches
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