General

The Project Information Retrieval System (PIRS) is a web based document management system that gives the user the possibility to manage, organize, distribute as well as monitor all information, correspondence and documents (e.g. drawings, technical records) that are incurred in the course of a project.

Main features

  • Creating, customizing and managing of project correspondences including e-mails, fax messages as well as letters

  • Serves as an communication platform for all project related activities

  • Storage of all project information, e.g. contracts, specifications, schedules or reports and being able to track all revisions of documents

  • Controlled and purposeful distribution of all documents created and/or revised in the course of the project

  • Monitoring, tracing and supervising the latest status of drawings and technical documents/records (workflows)

  • Information confidentiality maintained at the project, folder and document level

  • Extensive search, filter and Excel export features

  • Personalizing options for each user individually with the means of personal dashboards, choosing favorite folders and views and the integration of different mail files e.g. Outlook, Google mail, Yahoo etc.

Objectives

  • Avoiding decentralized storage of project relevant information such as storing information in a personal mailbox or on a local drive

  • The distribution as well as updating of project information should take place via a central database

  • All project information and documents should be accessible via one’s browser of choice without the installation of other applications or tools

  • A project based folder structure should allow a decrease of document storage as well as an easy retrieval

  • All documents should have a unique document number to make the retrieval faster and easier

  • The evaluation (searching, sorting, categorizing) of project information should be optimized

  • All project information as well as documents should be accessible regardless of the location of a project team member or other users and therefore enable a persistent exchange of information between headquarters, different locations (e.g. building sites) and contracting partners.

Instead of filing paper copies of project information and documents in centrally stored project folders, distributing them to other project members via fax or mail and therefore automatically creating other decentralized information storage, PIRS allows all information to be stored in one central database where documents as well as project relevant information can be created, recorded, distributed, monitored and archived in one single application in only a few quick steps.

Furthermore, PIRS enables users provided with the necessary access rights to access the database regardless of location, country or company. Each team member can, according to his/her access rights, view, analyze and edit all project information.