About the Client
Dangote Group is one of Africa’s largest and most diversified industrial conglomerates, headquartered in Lagos, Nigeria. The company operates across sectors, including cement, sugar, salt, packaging, fertilizers, petrochemicals, and port operations, with a strong focus on large-scale manufacturing. With a presence in 17 African countries, Dangote Group plays a key role in supporting regional industrialization by producing essential goods locally and reducing reliance on imports across the continent.
Business Situation and Requirements
Dangote Group relied heavily on paper-based processes, with multiple physical forms and duplicate copies used at every step. This made processes slow and hard to track. It often took a long time to complete tasks, and there was limited visibility into the current status of any process. As a result, managing operations became inefficient and unclear.
The client wanted to move to a digital system that could manage documents end-to-end. The aim was to streamline processes, improve visibility, and reduce delays. They also wanted to build a strong digital foundation to support the setup of the oil refinery and cement plant, and to manage business operations efficiently in the long run.
Their key requirements included:
High-Volume Document Management: Handle over 1 million project documents, both technical and non-technical.
Centralized Repository: Store and access all documents from a single system.
Multi-Format Support: Work with different file types like Word, Excel, ZIP, CAD/CAM, and images.
Stakeholder Collaboration: Share documents in real time with suppliers, contractors, and project teams.
Review and Commenting: Let stakeholders review documents and leave comments easily.
Access Control: Keep documents secure with role-based access for different users.
Solution
During the product and discovery phase, our team analyzed the existing processes. We examined document formats, workflows, user audits, and operational requirements. Based on this analysis, we selected OpenText EPFM, eRoom, and Captiva.
We built a collaborative platform to make document sharing easy for all stakeholders. EPFM and eRoom modules were used to simplify storing, retrieving, and processing documents during the setup of the refinery and cement plant.
Unified Document Management System
- Capture all project-related documents in one unified platform.
- Make the system accessible through a web interface within the Dangote intranet.
- Allow multiple users to access and manage documents from different locations easily.
Organized and Secure Document Access
- Organize documentation in a clear, logical, and secure manner.
- Allow users to access documents either through a folder system or by searching using document attributes.
- Make it easy to quickly find and retrieve Dangote project files.
Streamlined Document and Drawing Processes
- Manage drawings and engineering documents in an organized and efficient way.
- Use electronic transmittal processes with registers for incoming and outgoing documents.
- Track issues, document distribution, and related actions using a distribution matrix.
Upload and Validate Project Documents
- Upload technical documents and drawings from suppliers and vendors into the DMS.
- Check and validate document details during the upload process.
- Ensure all documents are stored accurately and in an organized manner.
Document Distribution and Approval
- Use the EPFM module to distribute documents quickly and efficiently.
- Manage formal review and approval processes for technical documentation.
- Ensure that all actions and processes are tracked and fully auditable.
Document Viewing and Annotations
- Enable users to view documents directly within the EPFM system using Brava Image Viewer.
- Allow users to add annotations directly on the documents.
- Support collaboration by making it easy to give clear feedback on technical files.
Comprehensive Document Management System
- Set up a complete document management system for the project team.
- Make sure it includes all features needed for efficient document handling.
- Support easy access, organized storage, and smooth collaboration across the team.
Impact
The document management system developed by Unthinkable helped Dangote to digitize over 1 million documents with 90% accuracy.
The platform supports more than 500 users, including internal teams, contractors, suppliers, and stakeholders, allowing real-time collaboration. Document retrieval and processing times have been reduced by up to 90%, with some fully automated steps saving 100% of the time.
Paper use has dropped significantly, cutting costs by 95% for key processes. Tasks that used to take hours or days can now be completed in minutes or seconds.
1 Million+
Digital Documents Managed
90%
Increase in Efficiency
100%
Compliance Adherence
