Enerjisa's IBM ECM Project with BBS

EnerjiSA's Shift to Continuous Light with BBS and IBM ECM Project

Delivering continuous light to millions through smarter facility maintenance and construction? To ensure the smooth operation of dozens of power plant maintenance and configuration works in Turkey, EnerjiSA has brought a new approach to corporate content management. With newly discovered visibility technology, teams have become more efficient, ensuring tighter control over engineering and asset data to provide a continuous flow of energy to end-users.

Challenge

Without easy access to engineering and asset data, EnerjiSA faced challenges in managing configuration and maintenance operations in power plants, such as the risk of interruptions in energy supply and penalties related to regulations.

Transformation

EnerjiSA, in collaboration with IBM Business Partner Bilgi Birikim Sistemleri (BBS), changed the way teams work with data across the company, establishing a robust content management platform and integrating it with core SAP applications.

Results

Provides Opportunities: Optimizes maintenance and configuration processes to ensure a continuous energy supply.

Offers Support: Supports teams in being more productive through easier access to content.

Ensures: Assists in avoiding penalties and provides a comprehensive audit report to substantiate compliance with regulatory requirements.

Business Story

Keeping the Lights On

When someone in Ankara turns on their home's lights or opens their computer in an office in Istanbul, it's likely that the electricity is provided by EnerjiSA, the pioneering and leading company in the Turkish energy industry.

"We can plan daily operations much faster and more efficiently. This allows us to ensure the safe and efficient operation of power plants 24/7."

—Aylin Özdemir, Corporate Solutions Manager, EnerjiSA

The organization operates 19 power plants nationwide to create its own power source. EnerjiSA has long relied on the SAP ERP suite, which includes the SAP Plant Maintenance module, to manage daily operations in these plants. Especially when it comes to construction and maintenance, teams need to review a plethora of documents, including engineering plans, construction drawings, inventory lists, and asset maintenance schedules. Aylin Özdemir, Corporate Solutions Manager at EnerjiSA, says, "Content management plays a critical role in planning construction and maintenance operations in our energy plants. For example, when building a new power plant, we collaborate with various partners and work with numerous versions of engineering plans until the final design is completed."

"In cases like a new building construction or repair process, we may need to refer to a document from months or even years ago, so having tight control over documents and making them easily accessible is of great importance to us. Similarly, during power plant inspections, when it is found that certain structures do not comply with regulations, we need to access bird's-eye view images from final plans. If there are many versions of these plans that are not properly classified, the job becomes challenging. If the necessary documents cannot be obtained, we may face penalties that we prefer to avoid."

Before this, EnerjiSA worked with constantly growing and complicated electronic filing systems to track project documents. Working with a myriad of data pools made it time-consuming for employees to access the documents they were looking for, and data was often lost in the process. There was no standard approach to recording the same document several times, making it difficult to track changes and posing a risk of working with the wrong document.

Realizing the need for a more permanent way of working with this data stack, EnerjiSA initiated a project to establish a structure that would solidify its enterprise-wide content.

EnerjiSA, working with this data stack, realized the need for a more sustainable working method and initiated efforts to establish a structure that would provide a stronger foundation for its enterprise-wide content.

IBM ECM provided everything we were looking for in a single package. IBM offered a wide range of functionality, flexibility, and easy integration solutions with other applications, including SAP.

—Hale Dikici, Corporate Application Development, EnerjiSA

Transformation Story

IBM ECM - A New Approach to Content Management

After a long and comprehensive selection process, EnerjiSA chose the IBM Enterprise Content Management (ECM) Suite to ensure tight control over the entire process from document creation to filing management.

Working with IBM Gold Business Partner Bilgi Birikim Sistemleri (BBS), EnerjiSA embarked on the challenging task of ensuring a smooth process of dealing with a vast amount of content and integrating many systems. BBS, with its expert team in ECM, offered a service that was open and ready to help at all times. The expertise of BBS in ECM and their support were key to our success," said Hale Dikici, Corporate Application Development at EnerjiSA.

EnerjiSA partnered with IBM Gold Business Partner, Bilgi Birikim Sistemleri (BBS), to guide the successful implementation of ECM solutions.

Hale Dikici stated, "Given the large amount of content to be addressed and the multitude of systems that need to be integrated, this process was a complex one, and we had to complete it within just a few months. BBS took on this challenging task, providing a service that was open and always ready to assist. We believed that with BBS, a team of experts in ECM, we would achieve a smooth and effective setup. We established a strong partnership with BBS, and their support was key to our success."

In just two months, EnerjiSA, with the help of BBS, successfully brought a new content management platform to the energy production field. The company imported 25,000 documents from seven energy plants into the IBM platform and plans to add 40,000 documents from the remaining 12 plants by the end of 2017.

As the first step, EnerjiSA used IBM® Datacap to extract key information from electronic files, such as SAP ERP applications, which are part of the company's core enterprise resource planning system. EnerjiSA created 22 main classes and 114 subclasses to categorize digital documents, making it easier to search and retrieve.

All newly enriched electronic content is stored in IBM FileNet® Content Manager, the core of the company's new document management system. FileNet® Content Manager provides central access to all necessary documents for construction and maintenance activities, including permissions, engineering drawings, procedures, and maintenance schedules.

EnerjiSA incorporated "IBM Content Collector for SAP Applications" software to integrate information from FileNet Content Manager with SAP ERP applications. Users can directly search and manage all documents stored in FileNet Content Manager within the SAP environment, thereby creating a more productive working environment.

Lastly, the company gained the advantage of creating more creative workflows for document changes and approval processes using IBM Case Manager software.

Results

Ensuring the Continuous Flow of Energy

IBM ECM solutions provide an effective, reliable way to store and control documents, allowing teams at EnerjiSA to access the information they need quickly and efficiently.

Aylin Özdemir stated, "Finding what people are looking for is much easier now. Previously, documents were scattered across multiple folders and file systems. Now, everything is kept in a single FileNet Content Manager repository, and users can search for and retrieve the information they need, even from within enterprise applications like SAP, in seconds. This results in valuable time and effort savings."

"IBM ECM solutions brought a new level of consistency to document management. All our files are properly classified and indexed, and we can see the history of when documents were accessed or edited and by which users. This feature helps in better tracking of different document versions. Providing a complete audit trail for specific data sets makes it much easier for auditors to respond to information requests, thus eliminating potential penalty risks."

The newly acquired visibility and control over content enable EnerjiSA to maximize the value of all information assets and ensure the continuous and smooth operation of its energy production services.

Aylin Özdemir added, "Now our teams can access the right information for construction, asset management, and maintenance activities in a timely manner, making daily operations much faster and more efficient. As a result, we can operate our power plants safely and efficiently 24 hours a day, providing a reliable energy source to our distribution network. This way, we can keep the lights on for millions of customers served by EnerjiSA."

About EnerjiSA

EnerjiSA, a subsidiary of Sabancı Holding and E.ON, was established in 1996. The company provides electricity services in four main areas: production, supply, trade, and sales. It also manages a natural gas portfolio. With approximately 3,600 megawatts of installed capacity, EnerjiSA supplies electricity to nine million subscribers and provides distribution services to 20 million users in 14 provinces nationwide.

Solution Components

IBM® Case Manager
IBM Content Collector for SAP Applications
IBM Datacap
IBM FileNet® Content Manager
SAP ERP
SAP Plant Maintenance

Next Steps

To learn more about IBM ECM solutions, allow us to reach out. We would like to showcase our work and provide you with the right solution.

Bilgi Birikim Sistemleri (BBS) is a specialized IT service and solutions provider focusing on enterprise content management, information risks and protection, and storage systems. It is an IBM Gold Business Partner.