Introduction
Asset and infrastructure management is a complex process that often leads to a cycle of constant software switching, with each system operating as a silo. Your teams might manage assets using one system, coordinate operational workflows with another and integrate geographic information with a third. Beyond inconvenience, isolated software systems can introduce significant risks to your efficiency, accuracy and inter-departmental communication, undermining organizational agility and performance.
A strategic approach to system integration that creates a seamless and effective operational environment is crucial. Data needs to be able to flow smoothly, enhancing decision making and operational efficiency. Intelligent integration, especially between your Engineering Document Management System (EDMS) and other key systems, minimizes the inefficiencies that often come from disconnected systems. Whether through internal linkages or the adoption of third-party solutions, a comprehensive system integration strategy is integral to bolstering operational capacity.
System Integration is a Strategic Lever for a Successful EDMS Approach
Your organization may be grappling with siloed systems which can lead to communication breakdowns, onboarding complexities and inefficiencies. Integrating your systems and applications plays a key role in boosting efficiency across pivotal business processes.
What is System Integration?
Integration within software systems refers to the process of merging distinct datasets from diverse sources into a cohesive solution. In today's context, where many systems operate independently, this is essential, as it mitigates bottlenecks and miscommunication. Effective integration aims to remove these separations, enabling seamless data flow among various applications, encompassing asset management, operational workflows and Geographic Information Systems (GIS).
The objective goes beyond technical linkages, creating a unified system that facilitates data sharing and eliminates data silos that can impede organizational progress. Breaking down these barriers, integration cultivates a collaborative, capable and transparent environment. It empowers your organization to fully leverage its digital resources, leading to better risk management, enhanced operational efficiency and a more agile response to evolving business demands.
6 Benefits of Integrating Your Systems
Providing your organization with an integrated system not only enhances user experience but also ensures effective use. Standalone systems typically force users to toggle between applications, creating a time-intensive and error-prone environment for repetitive data entry. Inaccuracies can trigger substantial safety concerns and incorrect work execution, putting staff at risk and negatively impacting both costs and organizational effectiveness.
Integration in your EDMS allows for smooth data movement and visibility across applications, streamlining data handling and entry. This approach not only cuts down the time spent switching between systems but also guarantees the availability of accurate and uniform information throughout your organization.
The following are six benefits you can achieve by integrating an EDMS like Accruent RedEye (RedEye) into your organization's technological framework.
1. Increase Asset Data Value
Seamless integration ensures all departments have the latest engineering drawings and documents at their fingertips. When you no longer need to switch between different applications or software platforms, data is more available and accessible meaning no one misses crucial updates.
2. Optimize Workflows and Save Time
Centralizing essential tools and data within a unified ecosystem streamlines processes. This reduces the potential for errors such as duplicate data entry and minimizes time wasted on fixing those errors. As an example, synchronized data updates between enterprise asset management (EAM) systems and RedEye enhance operational procedures with minimal manual intervention and no app switching.
3. Amplify Data Usability and Sharing
Integrating a solution like RedEye can significantly improve the accessibility and usability of your engineering data. This facilitates more transparency across teams leading to efficient project planning and execution. Easy access to information fosters productive communication and collaboration across various organizational tiers.
4. Improve Decision Making and Operational Vigor
Having consistent data enables clearer visualizations and more informed decision-making. Overlaying RedEye data with GIS, for example, provides a more detailed view of assets, leading to smarter management and control of operations.
5. Elevate User Training and Adoption
Beyond technological convenience, system integration helps to make your business solutions more approachable and user-friendly. This creates an environment where engineering information is managed more effectively, upleveling adoption and employee willingness to learn and use tech systems.
6. Enhance Data Governance and Security
In addition to simplifying operations, reducing the risk of errors and boosting efficiency, an integrated system also helps keep your business safe and compliant. Secure access permissions and version controls as well as readily available audit trails ensure data is safe and your organization is in line with regulatory requirements.
3 Types of System Integrations with RedEye
To break down information silos within your organization's technology stack you must tailor the scope of a system integration project to fit your specific needs and resources. Integration types can range from basic essential connections to a broad, all-encompassing solution.
RedEye offers three integration methods:
1. Manual Linking
This method requires users to manually set up connections between applications. Ideal for cases where data transfer is occasional and accuracy is paramount, a user links a URL from RedEye to their application, directly accessing the needed engineering files. It’s ideal for tasks such as linking work orders but can be laborious for large data sets.
2. Dynamic Deep Linking
An enhancement over manual linking, this approach allows faster more frequent information access. It enables the direct opening of specific functions in RedEye's EDMS from other enterprise applications. Users establish a URL to connect directly to a function or dataset in RedEye, ensuring seamless screen transitions. This method benefits teams needing rapid access to current data, streamlining the use of multiple interfaces. You can learn more in our Deep Linking guide.
3. RedEye Public API
The most comprehensive of RedEye’s integration tools, the public application programming interface (API) is a Representational State Transfer (RESTful) API that facilitates data exchange between your applications and RedEye using HTTP requests. Ideal for intricate data interactions, it supports extensive backend integration and synchronized data transfers. The API's event-based webhook feature allows prompt responses to changes in RedEye, making it suitable for organizations seeking dynamic, automated integration across their digital platforms.
RedEye Integration Use Cases
Integrations should always be approached with ease of use and operational efficiency in mind, enabling secure, immediate access to your engineering documents. The following outline specific use cases for RedEye, including customer successes.
Enterprise Resource Planning
When you integrate RedEye with an enterprise resource planning (ERP) system, the primary result is a more accurate flow of engineering and asset data within your ERP processes. This leads to fewer data entry errors, improved compliance and reporting, better alignment between financial and operational planning and real-world asset data. An example would be SAP’s ERP solution, which can utilize an out-of-the-box or custom integration, using the API.
Enterprise Asset Management and Computerized Maintenance Management Solutions
Integrating RedEye with your enterprise asset management (EAM) system and computerized maintenance management solution (CMMS) means technicians have the latest drawings, manuals and schematics they need all in one system. There’s no need to switch between tools to get the right engineering information. This integration helps to enhance asset maintenance, scheduling and reliability via faster repairs, reduced downtime and lower risk of costly mistakes that often stem from outdated documents and information.
Further RedEye integration with Accruent Maintenance Connection enables proactive and predictive facility and equipment maintenance. IBM Maximo and Hitachi Ellipse are examples of EAM and CMMS integrations with RedEye and are typically best served with an API or dynamic deep linking approach.
Prebuilt solutions are as follows:
RedEye and Maintenance Connection Integration
With the RedEye and Maintenance Connection integration you can connect engineering documents directly to work orders. This helps to bring together maintenance tasks with the critical information needed to complete them. It streamlines workflows and reduces wasted time, giving your teams access to the latest, most accurate documents, supporting faster, safer, and more informed decisions. Breaking down silos, this integration enhances field efficiency and compliance through real-time collaboration, version control and document annotations.
RedEye and Meridian Integration
Seamlessly and securely sync engineering documents between systems with the integration between RedEye and Meridian. Combining both platforms advances document management and collaboration, giving internal teams, contractors, and partners access to all files anytime they need. Bringing these solutions together simplifies engineering document control and democratizes access to critical information.
Hitachi Ellipse Integration
Connecting Hitachi Ellipse EAM and RedEye is a streamlined process with dynamic deep linking. This functionality allows you to set up the core URL component in Ellipse, and the system automatically appends necessary details to enable a seamless, automated lookup for relevant data in RedEye. This method streamlines searches and provides up-to-date information, supported by secure access through RedEye's standard security protocols and single sign-on (SSO) options.
IBM Maximo Integration
Integrating with RedEye enhances the IBM Maximo EAM experience providing users with a comprehensive preview of assets directly within the Maximo interface. It streamlines the opening, editing or uploading of engineering documents. The integration is configurable to suit different entities using the attachment window, enhancing maintenance and asset data handling.
Industry Success Story: Coronado’s Curragh Coal Mine
Coronado Coal Group (Coronado) needed to ensure all engineering documents and drawings were properly controlled, edited and updated, but these files were stored across disparate locations. Access to documents outside the central office was limited, presenting a problem for staff working in the field.
One of the longest standing customers of RedEye, Coronado leveraged the solution to digitize and centralize all documents and drawings in one place, facilitating a new business process that gave all stakeholders access to the most up-to-date information. During the initial project 32,000 new searchable metadata fields were added to Coronado’s files.
Another project involved using RedEye’s API to get detailed information about the status of red line markups, reviews and approvals within the system. Using the API, Coronado’s team could extract the relevant data, importing it into Power BI and its EAM system to provide valuable insights at a granular level the organization was not able to do previously.
Geographic Information Systems
RedEye can integrate with geographic information systems (GIS) to pull geo-location data that can align drawings and documents with assets on a map-based view. Integration can be done via dynamic deep linking, letting you open the related records within RedEye.
ESRI ArcGIS Integration
The integration for ESRI ArcGIS effectively merges geographic data with engineering document management, making engineering information from RedEye an integral part of the ArcGIS workflow. The location-based access to information, with secure version controls, leads to faster and more accurate decision making for asset heavy organizations. When selecting an asset, users can immediately access its related information from RedEye, displaying previews of artifacts and integrating changes. It deepens the GIS experience by enhancing data-layered views, thereby improving data insights and usability.
Industry Success Story: Seattle Public Utilities
When Seattle Public Utilities (SPU) needed a more accessible way for the public to access its records, the team turned to Accruent for help. SPU already had a virtual vault with GIS capabilities that they wanted to maintain. What they were looking for was a cloud solution that could increase system security and access control, better manage workflows, enhance search capabilities and provide more reliability to the team, other stakeholders such as the Seattle Department of Transportation (SDOT) and to the public.
Partnering with Accruent, the goal was to merge SPUs GIS environment with RedEye. The results were significant with processing speed of SPUs plan sets increasing fivefold. Additionally, office visits drastically decreased as 83% of records access moved online, meaning stakeholders and the public no longer needed to come in person to the office. RedEye helped SPU move away from outdated systems to become more efficient, secure and valuable to those who rely on them.
Design and Project Solutions
RedEye integrates with tools like Autodesk Vault to extend controlled design records, streamlining handover from design departments to operations, maintenance and field teams. This API-driven integration provides continuity from design to operations, so the entire lifecycle is managed effectively. It also establishes a single source of truth for design and asset data.
Productivity and Collaboration Tools
An API integration with RedEye via a document and communication support solution like Microsoft 365 lets your teams upload, work on and share controlled files. With this integration you can centralize all supporting documentation, improve collaboration across projects and reduce confusion and errors around version control.
Key Considerations for Success
When integrating RedEye with other applications, understanding your business processes and identifying potential deficiencies is crucial. Conduct an in-depth review of your current systems, including applications, security protocols, architecture, operations, data and integration opportunities. It's vital to pinpoint the sources of inefficiencies or issues to tailor effective solutions that address operational needs.
The success of integration hinges on several critical actions:
- System Evaluation: Carefully assess your existing systems to identify their strengths and weaknesses. This evaluation is key to understanding the scope of potential improvements.
- Strategic Planning: Develop a detailed strategy that outlines your goals, timelines and the resources at your disposal. The resulting plan should serve as a roadmap for the integration process.
- Workshop Requirements: Involve stakeholders in defining the business' needs, risks and challenges. These workshops are instrumental in ensuring that the integration aligns with the actual needs of your organization.
- Solution Design: Create a tailored solution that addresses the identified requirements. The design phase is crucial as it helps to make sure your integration will effectively meet business objectives.
- Robust Testing: Conduct thorough testing of the integration to confirm that it meets your objectives without adversely affecting current workflows. This step is critical for smooth implementation and operation.
- Workforce Training: Roll out a comprehensive training program to enable users to fully and comfortably use the new integrated system. Proper training is essential for maximizing the benefits of your system integration.
By following these systematic steps, you can make informed decisions that align the integration with your organization’s and strategically execute on that plan for optimal results.
Getting Started
Integrating your EDMS with key organizational tools can significantly enhance data processes, communication and operational effectiveness, thereby reducing both cost and safety risks associated with siloed systems. By choosing the right mix of manual, API-based or prebuilt integration solutions, you can customize these integrations to meet your unique needs.
Creating synergies between your EDMS and systems like Hitachi Ellipse, IBM Maximo or ESRI ArcGIS can transform the management of engineering information. The practical benefits of this are substantial, leading to increased efficiency, more transparent data handling and fostering an environment conducive to timely information exchange – all essential elements for an efficient and safe operation.
These improvements are not just theoretical; they offer real, measurable enhancements to daily operations, empowering teams to effectively address the challenges posed by disconnected or outdated systems. The journey towards a more integrated technological ecosystem begins with a thorough analysis of existing systems and processes, identifying potential areas for improvement.
For organizations ready to align their engineering information systems with their strategic goals, Accruent is here to offer expert advice. We are committed to helping you identify the most effective integration strategy tailored to your specific needs.
Set up a demo with us today.
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