Vendor Document Management · Oil & Gas
Project document management is chaos Arianna brings order.
Arianna manages project documentation for oil & gas suppliers, from the VDL to final delivery to the end client. Every document is tracked and every deadline monitored, reducing delays and transmission errors.
The problem
Project documentation is a source of invisible risk
By the time the problem reaches the status meeting, it's already a penalty. Without a top-down view, delays surface only after the contractual deadline has passed, and the only option left is to negotiate with the client.
Even a small documentation delay can wipe out the project margin. The site is ready, but a document is missing. Every postponed inspection day keeps running costs open: people committed, suppliers on stand-by, milestones slipping.
Whit Arianna: visibility on workload by department and on at-risk documents. The lead steps in before the delay turns into financial damage.
By the time the invoice arrives, the penalty has already been applied. In the EPC oil & gas sector, documentary penalties trigger by contractual default: one missed date is enough, no dispute needed. Without forward visibility on at-risk deadlines, the company discovers its exposure only when it can no longer be recovered.
Penalties received, NCRs opened, documented delays: today this history lives in the head of whoever ran the project. When someone changes role or leaves the company, you show up to the next qualification with the same EPC without a structured version of what actually happened.
The solution
Arianna puts the entire project document management under control
From the moment the project arrives from the ERP to delivery to the client, every document is tracked, assigned, approved and archived without manual intervention.
Import
Assign
Transmit
Monitor
Everything under control, in real time
Reach the client without friction
Tailored to your workflow
With Arianna, control and transparency become the default
Before Arianna
The delay on an approval surfaces in a meeting, when the contractual deadline has already passed.
Whit Arianna
At-risk documents are easy to spot days before the deadline, while the team can still act.
The benefits
What changes when you have Arianna in the company
CONTROL
Management sees the project, doesn't have it explained
Status of every VDL and every document accessible to management without requesting reports. Status meetings change agenda: no more surprises.
GOVERNANCE
Three roles, one single source of truth
Project Manager, Document Controller and Quality work on the same view, with clear responsibilities. No more chasing documents by email.
Continuity
Know-how stays when people leave
Every revision, every client feedback, every decision stays structured. Project document traceability no longer depends on who was in the company.
Security & data
Your data stays yours
Documents stay on your SharePoint or your servers: Arianna tracks metadata and workflow, it does not replicate files outside your perimeter. Daily backups, per-client isolation, compliance with the confidentiality requirements typical of EPC oil & gas contracts (NDAs, per-project segregation).
iso 27001
Microsoft Solutions Partner
Daily backups
case study
Already in production at Italian oil & gas suppliers
Over 14 Italian industrial companies use Arianna to manage their project documentation.
They chose us for:
- VDL templates per client, generated almost automatically
- Every document linked to one or more job items
- ERP integration, end of document duplication
They chose us for:
- Approval statuses tracked by project and by item
- Sharply reduced delays in client deliveries
- Simple tool, adapted to internal needs
By the numbers
When scale is your guarantee
In produzion:
300.000+
documents managed
1,8 mln+
document transactions
600+
active users
oltre 14
Italian industrial companies
Our numbers:
38 years
alongside oil & gas companies
110+
team members
8 M€
2025 turnover
11k+
development hours
How to start
Evaluate Arianna in production for 90 days
Step 01
30-minute demo
We show you Arianna on your specific use case. No generic deck: we look at your actual project structure together.
step 02
90-day evaluation period
Full version with all core features, in a production environment, on your real project data. Some advanced integrations (e.g. automated ERP integration with SAP, Microsoft Dynamics, AS400) are activated at conversion.
step 03
Assisted rollout
Configuration and training included in the launch plan. 2–4 weeks SaaS, 4–8 weeks On-Premises, with a dedicated project manager for the duration of the rollout.
Tailored quote within 5 days
After a short scoping call (annual project volume, ERP integration, users involved), you receive a written proposal within 5 working days. It covers functional scope, rollout timeline and licensing model. No commitment, no payment required during the evaluation.
Running a technical evaluation?
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Frequently asked questions
The questions that reach the board
What is Arianna?
Arianna is a Vendor Document Management software (managing the Vendor Document List and the full documentation lifecycle) specialised for Italian oil & gas suppliers, built by ELFO, an Italian software house that develops fully custom software solutions to help its clients capture value from their processes. Arianna covers the entire project documentation cycle, from receiving the client’s VDL to final delivery of approved documents. It is in production at companies such as De Nora, Petrolvalves, Quam, Vanessa and Velan.
Who is ELFO?
ELFO is an Italian software house based in Fiorenzuola d’Arda, in the province of Piacenza, developing fully custom software solutions for industrial companies. It works alongside its clients as a technology partner on document management, system integration and digital transformation projects. Years of experience on oil & gas projects led to Arianna, ELFO’s first proprietary product, designed to be accessible and always customisable.
How is it different from a generic PLM or ECM?
A PLM manages the product, an ECM manages generic corporate documents. Arianna is built around oil & gas project logic: client-specific VDLs, document coding compliant with EPC standards, approval statuses (AAN, AAC, R), multiple revisions, document-to-job-item linking. Implementing a PLM or ECM for this purpose requires months of customisation; Arianna does it natively.
How long does rollout take?
A typical assisted rollout takes 2 to 4 weeks for the SaaS Cloud version and 4 to 8 weeks for On-Premises, after signing. The 90-day evaluation phase is separate and takes place before signing. During rollout, one of our specialists works with your document lead, configures the VDL templates, imports historical data if requested, and trains key users. Standard configuration is included; the user manual is delivered at the end.
How does it integrate with our ERP?
Arianna integrates with the main ERPs used by Italian oil & gas suppliers (SAP, Microsoft Dynamics, AS400, Galileo, custom systems) via standard connectors or APIs. A typical integration covers project records, job items and orders. Integration scoping is defined in the discovery call and is part of the quoted scope, with no hidden costs added later.
Is project data safe?
Data stays yours and is hosted in European data centres with daily backups and per-client isolation. Arianna complies with the confidentiality requirements typical of EPC oil & gas contracts (NDAs, per-project data segregation). On request, we provide technical security documentation during the evaluation phase, including data export procedures in case of service termination.