United Refining Company

Summary:

United Refining Company’s hybrid teams relied on local copies, paper copies, and a VPN connection to access an on-premise file server to share and collaborate on documents. The team also relied on manual processes for performing and tracking common tasks. As a result, forced to make important decisions based on incomplete or inaccurate data. What’s more, field personnel on the pipeline can’t access the server when offline, or from mobile devices. HingePoint designed and built a SharePoint Online DMS for the multi-departmental Pipeline Operations team, migrated data from on-premise file server to SharePoint Online, designed and built custom flows with Power Automate and created custom training guides. Custom 1-on-1 training and group training sessions were conducted to ensure adoption by current staff.

Systems Integrated

The Challenge

  • Hybrid teams relied on local copies, paper copies, and a VPN connection to an on-premise file server to share and collaborate on documents.
  • The team also relied on manual processes for performing and tracking common tasks. As a result, forced to make important decisions based on incomplete or inaccurate data.
  • Field personnel on the pipeline can’t access the server when offline, or from mobile devices
  • File server had a ransomware attack, forcing users to save files on local drives and they had not adopted M365 tools

The Solutions

  • Document Management System built on SharePoint Online
  • Pipeline Center with 7 custom document libraries and security
  • Custom Power Automate flows

Testimonials

  • “I have been using the new system for a month now and I love it! I can always access documents in the field without hauling a filing cabinet in the truck.”
    – Pipeline Engineer
  • “The new SharePoint DMS saves time and increases productivity for a vital sector of the business. ”
    – Pipeline Operations Manager

Project by the numbers

  • 78 miles of pipeline spanning 3 US states and 2 North American countries
  • Multiple 24×7 oil facilities, 1 central refinery, 70,000 barrels of oil per day
  • 30 person Pipeline Operations team
  • 4 sites, 10 pages, 19 Document Libraries, and 4 Azure Security Groups
  • 15,746 Files and 2,410 Folders totaling 100GB of data

Ongoing Benefits

  • Powerful Search
  • Standardized Folder Structure
  • Standard Naming Conventions
  • Secure Internal and External Collaboration
  • Offline and Mobile Access (No VPN!)
  • Auditable System
  • Fully Encrypted Cloud Services

Who Was Helped:

  • VP of Operations
  • Department Managers and Leaders (Compliance, Asset Performance, Real Estate, Finance and Engineering)
  • The URC Pipeline Field Personnel who operate the remote pipeline assets
  • The people who rely on URC to fuel cars, trucks, farm and construction equipment, and to heat their homes and businesses