1. Project Management Systems - Document Control
LIFE TIME OF SERVICE
Document Control at E.S. Fox Ltd.
Just new with Docushare CPX – if you were expecting the experts at this presentation, you may need to check out the other presentation.
Pictured here is the “Comfort Maple” a tree which represents the life time of service that E.S. Fox Ltd. Has undertaken.
This project represents a addition to the many excellent project management tools that we have for undertaking large and small projects.
SINCE 1934

2. Jacob Westerhof Corporate Business Systems Manager E.S. Fox Ltd.
My name is Jacob Westerhof
IT Manager
16 years with E.S. Fox Ltd.
Have a programming background
PMP certification for 5 years
Our IT department has 10 people and besides supporting the end-user computer needs, we have developed our own accounting, project management and cost control and scheduling systems.
Most of our development is utilzing Oracle Database and Oracle Forms and Reports

3. E.S. FOX LTD-CONSTRUCTORS
Company founded in as Residential/Commercial Plumbing & Heating Company (74 years service)
Privately owned (3rd-generation) Canadian Corporation
Revenues past 4 Years Approximately $150 Million on Average
Exceeded $200 Million in one Year
Salaried Employees Field Employees
Peak (1900)

10. Specific Challenges Multi-sites (branches and offices)
Job sites (trailer, dial-up connection)
Mobile Users
Technology challenged users
Large amount of correspondence via
Legal requirements
Drawing Control
Head Office and Branch offices keeping duplicates of documentation – each department at Head Office is run as own kingdom
Mobile users using various types of connection – dial-up, high speed and wireless
Several older project managers with many years of experience in the field
Huge amounts of correspondence
Legal and customer requriements for document retention (projects sometimes ended with leins and pending court cases)
“For Bid”, “For Construction” “As Built” and many versions of drawings (many of which are in electronic format)

11. E.S. Fox FireKings Hockey team
Jim Venibles 52 years of service
Many older trades people – computer are not a priority in their lives
Pipe Fitters, Welders
Wipe grease off finger before typing.

12. Document Control/Management Project - Timeline
2006
Reviewed requirements for Project Management and Document creation/retention
Decision to undertake a pilot project of this product
Pilot Success and decision to proceed with implementation
E.S. Fox wanted a solution for document control and management
Project Oriented – needed solution that fits with company and industry
Most of our immediate problems with (drawings, correspondence)
Did need to implement and archiving tools ( Xtender)

13. Document Control/Management Project - Timeline
2007
Implemented with Docushare CPX 6
Licenses
110 Docushare CPX
200 Docushare
100 Read Only
Oracle Database
10G
Decided that user interface was more important than industry specific tools and practices

14. Document Control/Management Project - Timeline
2008
Training
Template Automation
Clients (Explorer and Outlook)
Additional Job Cost/Scheduling Report Integration
Oracle Reports
Departmental Usage
Decided that user interface was more important than industry specific tools and practices

15. Document Control/Management Project - Timeline
2009
Template Automation (more)
Training Videos
Docushare 6.5.2
ScanFlowStore
Live Date for all new jobs (Dec 1/09)
Decided that user interface was more important than industry specific tools and practices

16. Hardware/Software Structure
Utilizing two HP Blades
Runing VMWare
Two Logical Windows 2003 Servers
Current Database is 8 Gig
Current Document Drive has 125 Gig used
Decided that user interface was more important than industry specific tools and practices

17. Hardware/Software Structure
Decided that user interface was more important than industry specific tools and practices

20. Document Control/Management Training
Methods Used
Decided that user interface was more important than industry specific tools and practices

21. Document Control/Management Training
In Class
PowerPoint, Exercises and take-away document
Custom Training Tutorials
Created using Camtasia
URL links from Docushare
Run on Windows Media Server
Decided that user interface was more important than industry specific tools and practices

22. Document Control/Management Training
Decided that user interface was more important than industry specific tools and practices

23. Document Review

24. Template Security

25. Template Job Setup
We hope to have a template area that will provide a consistent setup for all projects using Docushare.
Will give Management an easier way of finding information across projects
Will promote a “best of practices” approach for less

26. Template Job Setup Uses only DSExport and DSImport
Changes the XML as needed
Creates Project Specific Groups
Creates Collection Structure
We hope to have a template area that will provide a consistent setup for all projects using Docushare.
Will give Management an easier way of finding information across projects
Will promote a “best of practices” approach for less

27. Template Job Setup
We hope to have a template area that will provide a consistent setup for all projects using Docushare.
Will give Management an easier way of finding information across projects
Will promote a “best of practices” approach for less

28. Template Job Setup
We hope to have a template area that will provide a consistent setup for all projects using Docushare.
Will give Management an easier way of finding information across projects
Will promote a “best of practices” approach for less

29. Template Job Setup
We hope to have a template area that will provide a consistent setup for all projects using Docushare.
Will give Management an easier way of finding information across projects
Will promote a “best of practices” approach for less

30. Template Job Setup
We hope to have a template area that will provide a consistent setup for all projects using Docushare.
Will give Management an easier way of finding information across projects
Will promote a “best of practices” approach for less

31. Template Job Setup Runs every 30 minutes
Scans the Custom Oracle Accounting system for new jobs
Creates collections and groups and group membership
We hope to have a template area that will provide a consistent setup for all projects using Docushare.
Will give Management an easier way of finding information across projects
Will promote a “best of practices” approach for less

32. Template Job Setup
We hope to have a template area that will provide a consistent setup for all projects using Docushare.
Will give Management an easier way of finding information across projects
Will promote a “best of practices” approach for less

33. Template Job Setup
We hope to have a template area that will provide a consistent setup for all projects using Docushare.
Will give Management an easier way of finding information across projects
Will promote a “best of practices” approach for less

34. Template Job Setup
We hope to have a template area that will provide a consistent setup for all projects using Docushare.
Will give Management an easier way of finding information across projects
Will promote a “best of practices” approach for less

35. Scan to
Xerox Phaser 6180MFP

36. Scan to

37. Scan to

38. Scan to

39. Scan to

40. FAX to Docushare

41. Windows Client

42. Outlook Client
Outlook Web Access
Outlook 2003

43. Job Cost/Scheduling Reports

44. Job Cost/Scheduling Reports

45. Legacy Reports

46. Legacy Reports

47. Oracle Reports Need to have additional report capabilities
Utilize existing Oracle programming staff and skills
Types of Reports Requested
Security Report (done)
Directory Structure Report (done)
Drawing Control Report

48. Docushare – Hierarchy Report
select handle_id
from
&cp_where_clause
order by object_title
select * from (
select unique d.handle_id, sys_connect_by_path(d.object_title, '[->]') as path, level, lpad(' ', (level - 1) * 2) || D.object_title as padded_name, 'Collection - ' || d.handle_index object_type
from v, d
where d.handle_id = v.source_id
and d.handle_class=1
start with source_id=:handle_id
connect by nocycle prior destination_id=source_id
and linktype in (1,2,8,10,11,13,14,16,18)
and source_id <> destination_id)
order by path
select d.handle_id, d.handle_class, lpad(' ', (:cp_level) * 2) || d.object_title as padded_name,
substr(trim(c.class_name),1,15) || ' - ' || d.handle_index as class_name
from d, l, c
where d.handle_id=l.destination_id
and l.source_id = :handle_id2
and d.handle_class in (2,8,10,11,13,14,16,18)
and d.handle_class=c.class_id
and :cp_include_documents = 'Y'

49. Docushare – Security Changes
select * from (
SELECT unique v.source_id as template_handle, d.object_title, 'Collection-' || to_char (d.handle_index) as handle_index, level, lpad(' ', (level - 1) * 2) || D.object_title as padded_name, sys_connect_by_path(d.object_title, '|') as path
from v, d
where d.handle_id = v.source_id
and   d.handle_class=1
START WITH source_id = :cp_template_collection
CONNECT BY PRIOR destination_id = source_id and linktype in (1,2,8,10,11,13,14,16,18)
and source_id <> destination_id)
order by path
SELECT unique v.source_id as project_handle, level, sys_connect_by_path(d.object_title, '|') as path, 'Collection-' || to_char (d.handle_index) as project_handle_index
START WITH source_id = :cp_project_collection
CONNECT BY PRIOR destination_id = source_id
and linktype in (1,2,8,10,11,13,14,16,18)
where   replace(:path, :cp_template_title) = replace(path, :cp_project_title)
select d.object_title, a.SEARCHER,a.READER,a.WRITER,a.MANAGER, d.handle_class, a.user_group_class, a.user_group_index,a.handle_id, decode (a.user_group_class, 4, 'Group', 'User') || '-'|| d.object_title as user_group
from a, d
where a.handle_id = :template_handle
and d.handle_index = a.user_group_index
and d.handle_class = a.user_group_class
and  (not exists (
select 1
                from   a1, d1
                where  a1.user_group_class = a.user_group_class
                and    a1.handle_id = :project_handle
                and    d1.handle_class = a1.user_group_class
                and    d1.handle_index = a1.user_group_index
                and    a1.reader >= a.reader
                and    a1.writer >= a.writer
                and    a1.manager >= a.manager
                and    a1.searcher >= a.searcher
                and    (trim (replace (d.object_title, :cp_template_job)) = trim (replace (d1.object_title, :cp_project_job))
                OR     d.object_title = d1.object_title)                     )
OR    :cp_differences_only <> 'Y')
order by d.object_title
select d.object_title, a.SEARCHER,a.READER,a.WRITER,a.MANAGER, d.handle_class, a.user_group_class, a.user_group_index,a.handle_id, decode (a.user_group_class, 4, 'Group', 'User') || '-'|| d.object_title as user_group1
where a.handle_id = :project_handle
                and    a1.handle_id = :template_handle
                and    (trim (replace (d.object_title, :cp_project_job)) = trim (replace (d1.object_title, :cp_template_job))

50. Docushare – Security Added
select * from (
where d.handle_id = v.source_id
from v, d
SELECT unique v.source_id handle_id, d.object_title, level, lpad(' ', (level - 1) * 2) || D.object_title || '  - ' || 'Collection-' || to_char (d.handle_index) as padded_name, d.handle_class, sys_connect_by_path(d.object_title, '|') as path
and    d.handle_class=1
and linktype in (1,2,8,10,11,13,14,16,18)
CONNECT BY PRIOR destination_id = source_id
START WITH source_id = :cp_project_collection
and source_id <> destination_id)
order by path
SELECT unique v.source_id template_id, level as lev, sys_connect_by_path(d.object_title, '|') as path
START WITH source_id = :cp_template_collection )
order by lev desc
and source_id <> destination_id
where lev <= :cp_level
substr (replace(:path, :cp_project_title), 1, instr (replace(:path, :cp_project_title), '|', 1, lev + 1) - 1))
or replace (path, :cp_template_title) =
and (replace(:path, :cp_project_title) = replace(path, :cp_template_title)
and rownum=1
from a, d
select d.object_title, a.SEARCHER,a.READER,a.WRITER,a.MANAGER, d.handle_class, a.user_group_class, a.user_group_index,a.handle_id, decode (a.user_group_class, 4, 'Group', 'User') || '-'|| d.object_title as user_group1
where a.handle_id = :handle_id1
and  (not exists (
and d.handle_class = a.user_group_class
and d.handle_index = a.user_group_index
select 1
                and    a1.handle_id = :template_id
                where  a1.user_group_class = a.user_group_class
                from   a1, d1
                and    a1.reader >= a.reader
                and    d1.handle_index = a1.user_group_index
                and    d1.handle_class = a1.user_group_class
                and    a1.writer >= a.writer
                and    (trim (replace (d.object_title, :cp_project_job)) = trim (replace (d1.object_title, :cp_template_job))
                and    a1.searcher >= a.searcher
                and    a1.manager >= a.manager
                OR     d.object_title = d1.object_title)                    
and not exists (
-- checks to make sure that this permission doesnt belong to the owner of the document
OR    :cp_differences_only <> 'Y')
               from l
               and     l.destination_class = a.user_group_class
               and     l.linktype = 11
               where l.source_id = :handle_id1
               and     l.destination_index = a.user_group_index
order by d.object_title
select l.destination_id, d.handle_index, d.handle_class, lpad(' ', (:cp_level) * 2) || c.class_name || '-' || d.handle_index || '  - ' || trim(D.object_title)  as document_disp
from l, d, c
and d.handle_class = c.class_id
and d.handle_id = l.destination_id
where source_id = :handle_id1
order by object_title
and d.handle_class in (2,8,10,11,13,14,16,18)
where a.handle_id = :destination_id1
-- checks permissions against that of the template permissions.  the wont be included if the template has the same or more permissions than this document
               where l.source_id = :destination_id1
               and     l.destination_class = a.user_group_class

51. Docushare – Active/Archived Jobs
select unique job_number from (
select decode(length(job_gl_number), 5, 0) || substr (job_gl_number, 0, decode(length(job_gl_number), 5, 1, 6, 2)) || '-' || substr (job_gl_number, decode(length(job_gl_number), 5, 2, 6, 3)) as job_number
from v_all_jobs
where company_code='FX'
and docushare_flag='Y'
union all
select d.object_title
from v, d
where d.handle_id = v.destination_id
and   d.handle_class=1
and   v.source_id in ( ,330001) )
order by 1
sub-query 1  (selects details on docushare jobs)
SELECT unique d.object_title, 'Active' as Source, d.object_summary, 'Collection-' || d.handle_index as handle_index
and   v.source_id =
and   trim (d.object_title) = :job_number
union
SELECT unique d.object_title, 'Archive' as Source, d.object_summary, 'Collection-' || d.handle_index
and   v.source_id =
sub query 2 (selects details on p2000 jobs)
select decode(length(j.job_gl_number), 5, 0) || substr (j.job_gl_number, 0, decode(length(j.job_gl_number), 5, 1, 6, 2)) || '-' || substr (j.job_gl_number, decode(length(j.job_gl_number), 5, 2, 6, 3)) as job_gl_number,
'Current', customer_name ||' - ' || description_line_1 as customer_name
from jobs j
where job_gl_number = replace (:job_number, '-', '')
and company_code = 'FX'
select decode(length(h.job_gl_number), 5, 0) || substr (h.job_gl_number, 0, decode(length(h.job_gl_number), 5, 1, 6, 2)) || '-' || substr (h.job_gl_number, decode(length(h.job_gl_number), 5, 2, 6, 3)),
'History', customer_name || ' - ' || description_line_1
from job_history h
               
function CF_2FORMULA0013 return Number is
  they will be marked with the differences flag in the report
  (history/ current table in p2000, archive/active projects in docushare).  if they are found in different locations (history/current)
  the cursors looks for a job number in docushare / p2000.  They are marked as current / history depending on where they are found /*
                cursor c_ds is
  */
                and   d.handle_class=1
                and   v.source_id in (320001,330001)
                where d.handle_id = v.destination_id
                select decode (v.source_id, , 'Current', 'History')
                from v, d
                and   trim (d.object_title) = :job_number;
                -- the next line decodes the formatted job number back to its non formatted form in the jobs tables in p2000
                where j.job_gl_number = decode(substr(:job_number,0,1), '0', replace(substr(:job_number, 2),'-',''), replace (:job_number, '-',''))
                from jobs j
                select 'Current'
                cursor c_p2000 is
                and   j.docushare_flag = 'Y'
                and   j.company_code= 'FX'
                where h.job_gl_number = decode(substr(:job_number,0,1), '0', replace(substr(:job_number, 2),'-',''), replace (:job_number, '-',''))
                and   h.company_code= 'FX'
                from  job_history h
                select 'History'
                union
                and   h.docushare_flag = 'Y';
begin
                l_temp varchar2 (10);
                l_ds varchar2 (10) := '';  
                l_p2000 varchar2 (10) := '';
  This program is used to filter out the jobs and display apropriate messages based off of the parameter.
  /*
  :cp_differences := '';
  :cp_display_job := 'N';
                :cp_display_p2000_msg := 'N';
-- report is set to show jobs in both docushare and p2000
  if :cp_match_indicator = 'B' THEN          
               
                :cp_display_ds_msg := 'N';
                                open c_p2000;
                                fetch c_p2000 into l_p2000;
                if c_ds%found then
                open c_ds;
                fetch c_ds into l_ds;
                                if c_p2000%found then
                                                end if;
                                end if;
                                                                :cp_differences := 'X';
                                                if l_ds <> l_p2000 THEN
                                                :cp_display_job := 'Y';
                end if;
                                close c_p2000;
  elsif :cp_match_indicator = 'P' THEN
                               
-- report is set to show jobs in p2000 but not docushare               
                close c_ds;
                :cp_display_ds_msg := 'Y'; 
                if c_p2000%found then
                                open c_ds;
                fetch c_p2000 into l_temp;
                open c_p2000;                 
                :cp_differences := 'X';                                   
                                if c_ds%notfound then
                                fetch c_ds into l_temp;
-- report is set to show jobs in docushare but not p2000 
                close c_p2000;
                                close c_ds;
  elsif :cp_match_indicator = 'D' THEN
                :cp_differences := 'X';   
                :cp_display_ds_msg := 'Y';          
                fetch c_ds into l_temp;
                                if c_p2000%notfound then
                                fetch c_p2000 into l_temp;
  elsif :cp_match_indicator = 'N' THEN
-- Report is set to show jobs in docushare or p2000 but not both              
                :cp_display_ds_msg := 'N';   
                                                :cp_display_p2000_msg := 'Y';
                else
                                                :cp_display_ds_msg := 'Y';
                                close c_p2000;                  
  else
-- Report is set to show all jobs in both systems
                open c_p2000;
                fetch c_p2000 into l_p2000;
                                :cp_display_p2000_msg := 'N';
                                :cp_display_ds_msg := 'N';                         
                                :cp_display_job := 'Y';
                                                :cp_differences := 'X';                                   
                if c_p2000%notfound then
                                :cp_display_P2000_msg := 'Y';
                                :cp_display_ds_msg := 'Y';
                if c_ds%notfound then
  end if;
                  end if;                
                                :cp_differences := 'X'; 
                                if l_ds <> l_p2000 THEN 
end;
 return 0;

52. Departmental Usage Training Started at Head Office
Departments within Head Office saw uses for Docushare immediately
Encouraged

53. Departmental Usage

54. Integration
Not going to train users to use the subject/first line TAGS
We needed a easier way to provide for integration
Discussed with Ann Bernath of NASA, JPL Electronic Library Serice
Implemented alternate integrations as follows:

55. E-mail Integration Created group in Docushare
Linked Group to Collection
Provided alias on Group
User now sends to and this is put into the collection linked to the docushare group

56. Integration
Needed an OpenBSD Linux server running SENDMAIL with a virtusertable
(could not use EXCHANGE)
@ds.esfox.com
Turned on integration in Docushare
**created these groups (10) on our template and modified template copy to also copy these groups

57. Challenges Ahead

58. Challenges Ahead More Oracle reports More Template Automation
Direct URL links between Accounting and Docushare
Document and Utilization Review
Multi-company installation

59. Questions? Questions? Thank you. “Share Template Automation VB Code”
“Share Report SQL Code”
“Share Integration Installation and Configuration Instructions”