Summary:
- 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
- Custom training guides, 1-on-1 and group training sessions
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
Systems Integrated:
- SharePoint Online
- File Servers
- Power Automate, Flows, Data List
- Azure Active Directory – security groups, collaboration settings