sharepoint teamsite build

1CTOTF Conference April 11- 14, 2011

“Best Practice Awards”SharePoint®

New Harquahala Generating Company, LLC

Presented By,

Dean Motl Plant Manager


Success

“Energy is just organized lightning”

George Carlin


Plant Name: New Harquahala Generating Co. LLC

Plant Owner: MachGen Holdings LLC

Plant Asset Manager: Competitive Power Ventures

Plant O&M Company: NAES Corp.

Plant Personnel Submitting Best Practice:

Dean Motl


New Harquahala Generating

1092 MW natural gas-fired combined-cycle facility, 65

miles west of Phoenix.

Three 1x1 combined-cycle trains (“Unit(s)”) and

commenced commercial operations in September 2004.

The plant sells its capacity and energy into the WECC

market.



Since care custody and control the facility had identified that there was a

definitive opportunity for improvement with plant wide communication and

document control. After conducting internal discussions on both topics, the

management team decided to use “technology” to assist them in goal

attainment.

The plant is a pure merchant generation facility, which operates in the very competitive

market in the southwest US and as such needs to employ as many cost control

mechanisms as possible.

This approach results in a lean staff of highly qualified personnel that have to work as

efficiently as possible to achieve the targeted performance that allows them to compete.



After conducting a review of available options the team decided to develop

a facility dedicated “Share Point®” (SP) site.

The goal of the site was to establish a centralized information hub that

would incorporate document storage as well as provide a communication

interface which was user friendly and reliable.



Some of the primary benefits to SP are:

Simplified query tools for locating documents.

Allows all personnel to easily obtain technical and administrative documents.

Ensures that all documents are archived in one location with consistency.

Security of information storage.

All files are backed up both locally and remotely on servers every 10 minutes.

Hierarchy of user rights that allow for easy management of document security.

Integrated web features allow the plant to move closer to a paperless work environment.

Centralized file storage, which allows a single file to be accessed from multiple links on the same website.

Integrated version control that eliminates multiple revision copies of the same document (Time Machine).

Site specific required reading, polling and voting interface.

Encrypted remote access for corporate management.

Low cost of implementation.

You don’t have to be an IT guru.



The plant decided to use its internal resources and sent two department heads to SP

training and brought in a SP consultant/ trainer for 1 week to facilitate the initial site

architecture and layout. Once that was accomplished the team began the

development of the topic/ department specific web pages (Figure 1)

Department/ Topic Specific Tabs



Site configuration used links; allows for single document control with multiple location

access.

Prevents multiple copies of the same document and allows all users to access information

within 3 clicks of the mouse once SP is accessed through the web browser.

Example of file links



The versioning feature (Figure 3) of SP is one of the more powerful tools, as it

eliminates the need to save multiple version copies of files that are frequently edited

by several parties and allows users to access previous versions of the file and

recover historical document information that otherwise would be lost.

One click access to version history

Document version number



Document security was addressed, vital documents that a

power plant must retain are protected.

SP networks are easy to back up.

Easy document access control and fully customizable

permissions. Specific rights can be assigned down to the

document level.

Puts more control at the plant level and away from the IT

contractor.



SP has the ability to set up surveys, polls, and read acknowledgement

reports. SP completely replaced our “Required Reading” program.

With the tools that are available on SP the administrator can easily post a

survey, poll or read acknowledgment link (Figure 4). In the case of the read

acknowledgment function SP maintains an electronic roster of all employees

who have read and acknowledged information.

Note: This is not intended to replace formal face to face procedure review and

training but does provide excellent documentation of communication.

Required reading acknowledgment



SP development took 6 months, 300 man-hours split between two department heads.

Time saving recovery within 12 months of implementation.

Ancillary benefits have already been realized.

Corporate and ownership structure given remote access to SP has reduced file and information

request.

Less document sharing via email.

Two different regulators conducting routine inspections were very impressed with ease of

information.

Both commented on the significant time savings with presenting documentation, and

agreed that SP demonstrated that the facility was committed to a culture of compliance by

ensuring that regulatory documentation was kept orderly and easily accessible to the plant

personnel.



In summary, the plant feels that this project will provide long term benefits with all aspects of

communication and document control. It will support the desired goal of centralized electronic

storage and archiving of critical data and promote efficiency for the team. By taking ownership

with the development, design and layout of the site, the team has customized a tool that fits their

specific needs, without trying to force a canned product to fit what they were trying to achieve.


Vast Customization and Versatility Potential

• Two Principles of SharePoint to Remember• The 3 Clicks Principle! (Folders ruin efficiency)• Meta Data is your own personal file manager


Using SP to Manage and Organize Work

sharepoint teamsite build

Documents

plant personnel

power plant

plant level

sp training

sp developmen

sp networks

easy document access

single document control