From consulting to management of a Shared Content Service for major construction projects

GSK’s engineering teams were required to manage multiple construction and engineering projects simultaneously across multiple sites. The need to centralise and standardise the management and control of their technical documentation became essential.

GSK Vaccines is a division of GlaxoSmithKline, a global pharmaceutical company. GSK Vaccines is one of the world’s largest vaccine companies, offering a wide range of vaccines for children and adults. The company has three production sites in Belgium, in Wavre, Rixensart, and Gembloux, and employs more than 9,000 people.

Objectives

As part of the expansion of their site in Wavre and various locations in Singapore, Canada, and Germany, GSK’s engineering teams had to manage several construction and engineering projects simultaneously. The need to centralise and standardise the management and control of their technical documentation then became apparent. Their goals were to:

manage construction projects and their documents efficiently and collaboratively,
respect the schedules and budgets of multiple construction projects,
make the complete as-built documents available in digital format at the end of the project,
be able to respond at any time to requests for both internal and external audits.

Solutions

Exquando was able to support the engineering teams from the start of the project by

contributing to the selection of an electronic document management system (EDMS)
customising the chosen system, Livelink from OpenText, according to GSK Vaccines’ specific needs
implementing a document management pilot project to test and validate the document plan, the various functionalities, the naming conventions, the expected return on investment, etc.
deploying Livelink on all new construction projects in Europe, Asia and the Americas
providing and supervising a team of document controllers
implementing a Shared Content Service enabling the centralisation of services, the professionalisation of skills, the harmonisation of methods and the reduction of costs
comprehensively supporting resources, methods and procedures within the framework of a service mode contract.

System used

LiveLink by OpenText

Benefits

Our involvement for over 15 years on GSK Vaccines sites has enabled the delegation and centralisation of all technical document management to a team of professionals; project managers can therefore devote themselves entirely to managing their construction project.

Trust is established between project managers, engineers and external stakeholders (design office, subcontractors, etc.).

Engineering teams can respond more quickly and efficiently to audit requests, which are particularly important in the pharmaceutical sector. And, last but not least, as-built documents are delivered to end users on time.

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