DCT

Making information accessible

NedTrain: Optimal knowledge sharing

DCT Consultancy Information Management - Business Case NedTrain: Optimal knowledge sharing
"DCT helps NedTrain to ensure that the availability and reliability of rail material is as high as possible. Using a customized metadata and content model, finding and retrieving documents has become easier. Maintenance employees have access to task oriented information. This enables them to execute tasks correctly. DCT has created a platform that stimulates knowledge sharing to enhance creativity and innovation."

Customer

NedTrain has been a leading specialist in the maintenance, service, cleaning and revising of rail material for over 165 years. In more than 30 strategic locations along the Dutch rail network, they maintain their customers' passenger trains 24/7. To achieve the highest possible availability and reliability of the rail material, they invest in knowledge sharing for employees, high tech work places and the most modern materials.

Situation

To ensure optimal maintenance, NedTrain uses documentation and task oriented information. They realized, however, that sharing the recorded information over multiple locations was difficult. It was also clear that the documentation itself was not consistently structured and that the content and terminology of the documentation were not consistent. The various locations each have their own work culture and use their own suppliers, who each document their materials in their own language and style. Because of this, documentation had become inaccessible and the search possibilities were limited. Knowledge was not shared optimally, nor were the documents managed correctly. Version management, editing process, reuse, terminology and publication of documents were not up to par.

Project

NedTrain asked DCT to enhance the consistency of its documents (work instructions, knowledge documents, system descriptions, technical drawings and Maintenance and Error Resolution References (NOS - Naslagwerken voor Onderhoud & Storingzoeken).

DCT approach

Where other suppliers often suggest implementing new systems, DCT chooses to make optimal use of existing systems and information. DCT started by mapping the different information needs. This supplied us with a full and reliable set of requirements for processes, organization, information and tooling (among which applications and systems). Based on this, DCT created a metadata model and content model customized to fit the NedTrain requirements. The various applications that employees will use to write, manage, share and publish information were configured based on this model.

Result

Using the already existing Microsoft SharePoint, DCT created a management site where objects and documentation can be stored in a secure environment. This information is linked to the values defined in the content model. Based on this information, personalized views can be generated in the user environment for the different target audiences. Supporting functionalities of the user environment are for instance searching and retrieving documents, knowledge sharing and terminology and "Where Used" reports. Following this set up, a user environment has been created where knowledge, one of NedTrain's most valuable assets, can be optimally recorded and shared by its employees.