Hydro One – Health and Safety Document Management

Hydro One is the largest transmission and distribution company in Ontario. They own and operate all of Ontario’s electricity transmission systems.

Hydro One recently upgraded their corporate intranet to SharePoint 2010 and was looking to use SharePoint to help manage and automate the authoring process of all health and safety documents.

Project Features

a Dashboard page for users to quickly request documents

Nintex workflow to handle

Authoring workflow

Requesting the document

Kicking off approval, publishing, archival and review workflows

Workspace provisioning and removal

Auto-Number of documents

Approval workflow

Gating approvals through 4 levels of approvals

Escalation handling

Publishing workflow

Packages multiple documents and publishes them according to schedule

Converts document to PDF

Checks all images and links for broken references

Archiving workflow

Removing document from published site

Moving document into records management system

Applying records management taxonomy

Review workflow

Notifies authors that document must be reviewed to comply with safety standards

a custom application to verify links and image references in documents

document workspaces for each requested document

ability to handle multiple documents within a requested

archival into records management system

Project Responsibilities

Facilitated all requirement sessions with the stakeholders

Gathered requirements for workflow features

Consolidated requirements into a requirements document used by developers to build the workflows

Defined taxonomy to support organization of documents

April 30, 2012