Case Studies - PT Bukit Asam (PTBA)
Implementing a Project Document Control and Monitoring System
The digitalization of project document control and monitoring became a strategic initiative for PT Bukit Asam Tbk (PTBA) to improve operational efficiency, accelerate approval workflows, and strengthen the security of technical documents across multiple divisions. Through the MANPRO solution, the P2I Division successfully optimized document management through a paperless and real-time system.
The Challenge
The P2I Division of PT Bukit Asam is currently managing two large and complex infrastructure projects: EPC CHF TLS 6-7 and CHF ICB Unit Conveyor Blanco, both of which are scheduled to run over a 20-month period. In daily operations, these projects generate a massive administrative workload, with at least 3,000 physical documents that must be signed, approved, or distributed across teams every day.
With such a high document volume and the need for fast coordination, the P2I Division recognized that paper-based administration was no longer efficient. Relying on physical documents created multiple limitations, affected team productivity, and had the potential to slow down the overall project completion process.
Several key challenges included:
- Archive Security and Loss Risk: Physical archives were vulnerable to damage or loss because they were not always stored in secure and controlled conditions.
- Time-Consuming Signature Process: Manual document authorization required more time and often depended on physical presence.
- Decentralized Project Information: Project data and information were scattered across different media, making it difficult to maintain a consistent single source of truth.
- Difficulty Identifying the Latest Document Version: Scattered document records made it difficult for teams to track the latest version, increasing the risk of using outdated or incorrect references.
- Slow Document Retrieval: Finding documents, especially for audits or urgent references, took too long.
- Limited Work Flexibility: Document submissions and approvals were less flexible because they could only be processed in the office during working hours.
- Inefficient Cross-Division Coordination: Non-integrated administrative workflows reduced coordination efficiency between divisions and often caused process delays.
To address these challenges and ensure smooth project execution, the P2I Division needed a centralized digital system that could monitor, manage, and control project document workflows comprehensively and in real time.
PT Bukit Asam Tbk (PTBA) is an Indonesian state-owned coal mining enterprise (SOE) and part of the state-owned mining holding MIND ID. As one of the leading players in Indonesia’s coal industry, PTBA’s business activities include coal mining, processing, transportation, and trading, as well as the development of other energy assets such as steam power plants.
PTBA’s core activities include coal surveying, exploration, exploitation, and trading. In managing large-scale national projects, the company is committed to improving efficiency, maintaining transparency, and ensuring data accuracy across its operations.
Location: Jakarta, Indonesia
Company Type: State-Owned Enterprise (SOE)
Company Type: State-Owned Enterprise (SOE)
PT Bukit Asam Tbk operates in the coal mining industry, with activities covering coal exploration, mining, processing, and marketing. The company also continues to develop renewable energy initiatives and coal downstream projects to strengthen its position as an integrated and sustainable energy company in Indonesia.
Solution
To overcome these challenges, PT Bukit Asam Tbk, through its P2I Division, implemented MANPRO as a Project Document Control and Monitoring System.
The system was designed to digitize the entire project document workflow, from submission and approval to tracking and monitoring, making the process more efficient, secure, and transparent.
With MANPRO, every stage of document management can now be handled online through a paperless workflow, accelerating cross-division coordination and reducing dependency on physical documents.
Key benefits of MANPRO implementation at PTBA include:
- Document submissions and approvals can be completed anytime and anywhere.
- Digital signing accelerates the document approval process.
- Historical document tracking ensures that every change can be traced clearly.
- Automatic audit trails support easier inspection and administrative compliance.
- Reduced paper usage and document transportation improve time and operational cost efficiency.
- A scalable system enables future development across other departments and divisions.
- The risk of losing or damaging physical documents is significantly reduced.
Features Used
Document Submission & Approval
Enables teams to submit technical and administrative documents digitally through a structured, multi-level approval workflow.
Digital Signing
Allows documents to be signed electronically, accelerating validation and approval processes without relying on physical documents.
Document Tracking & History
Provides a complete document history, including upload, review, approval, and the latest modification records.
Audit Trail
Automatically records every document-related activity to support internal audits, verification, and administrative compliance.
Paperless Workflow
Supports paperless document processes to reduce distribution time, improve efficiency, and minimize the risk of document loss.
Integration & Scalability
Allows the system to be expanded for cross-division integration, including operational, procurement, and other business functions.
Testimonials from PT Bukit Asam (PTBA)
Discover how MANPRO helps PT Bukit Asam (PTBA) digitize project document control, streamline approval workflows, and improve document management efficiency:
Recognized by the Media
Streamline Project Document Control with MANPRO
MANPRO helps enterprise teams digitize document submissions, accelerate approval workflows, enable digital signing, maintain audit trails, and improve document control across divisions.