E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 Agenda EDMS Scope and Tools Document Management Features Manufacturing Follow-up Drawing Management with EDMS/CDD E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 The EDMS Service EDMS = Engineering and Equipment Data Management System CERN wide service provided in a collaboration EST-IT EDMS in LHC: engineering and equipment data management throughout the complete lifecycle of the project (design, manufacturing, installation, commissioning, operations, maintenance, traceability INB): Technical specs, drawings, non-conformance report documents, equipment data, visit reports, meeting minutes… E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

A vision of all technical data easily available... E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

EDMS Common Layer CADIM and CDD Design data Drawings & Documents The architecture of EDMS Web EDMS portal Mobile EDMS portal EDMS Common Layer CADIM and CDD Design data Drawings & Documents MP5 Asset tracking Work management Other DBs Parameters Production data E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

EDMS Home: http://edms.cern.ch E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 Users and Statistics User communities (technical and administrative): LHC and experiments CNGS, CTF3 Divisions: EP, EST, LHC, PS, SL, ST, TIS Collaborations: IN2P3 and TERA IN2P3 starts its own EDMS installation in Lyon Present registered user count: 3499 19 000 file downloads in October 2001 E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 Document Management Features E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 Document Management Storage/retrieval Management of documents in a structure Document lifecycle management, versioning and change control Management of compound documents Access control: owner, group, public Shared documents Distributed approval process and comment collection Notifications E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 Text Documents 20 000 text documents Native formats and PDF E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 Drawings 234 000 drawings Format: HPGL HPGL viewer E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 Search on Attributes E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

Document Description Page Every document and file in EDMS has an automatically attributed direct Web address! E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 Structures These structure nodes are called Projects in the EDMS. When the amount of data grows it is convenient to structure the documents. This has several advantages: - Easier to find documents. (Structure + document meta data gives lots of search possibilities.) - Possible to group documents that are logically linked. (For example to collect all documentation concering a certain project or produced by a specific organisational group. E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

How to Structure Engineering Data? Project Breakdown Structures Management of baseline documents Assign responsibilities Structuring According to the Assembly of the Components (Assembly Breakdown Structure - ABS) Each “box” describes a component in the design phase The components are structured in the same way as the physical assembly will be constructed Instantiation of the Components during the manufacturing process (Manufacturing and Test Folder - MTF) Barcode for each produced item Manufacturing and Test data E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

LHC Baseline – Project Breakdown Structure E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

CMS ECAL Assembly Breakdown Structure E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 Sharing documents Documents may be shared in a structure, here CMS and EST Surveyor documents E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

Managing Documents in a Structure E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

Document Lifecycle

Document Release Procedures EDMS supports Release procedures, designed by each user community Permits distinction between a formal approval and a release by author Release procedures describe: different states of a document’s lifecycle (e.g. “In Work”, “Under Approval”,…) possible transitions between the states and the required user privileges E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

Example of a simple release procedure New version Obsolete In Work Released Draft for Discussion Cancelled E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 Discussion Comments E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

Formal Approval and Distributed Approval Process New version AL AL AL In Work Ready for Approval Released Obsolete Under Approval AL AL E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

Distr. Approval Process: Entering Comments E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

Distributed Approval Process: Comments E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 Access Control User communities set the access policies (read and write): Public documents Read access restriction (user, group) Confidentiality (user, group) Secure connections (https) - enabled from January 2002 E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

Organizational Requirements and Practical Information

Quality Management and Local Support Configuration Manager: Structure management and QA issues Local Administrators: Administration of the EDMS environment: users, groups and privileges Typically the role of the secretariat Important: The initiative on the management level and the will to do the quality management of the data are prerequisites for a successful introduction of EDMS E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

Role of the EDMS Support Help with definition of document types, document procedures and document templates according to the Quality Assurance Plan Process massive data imports Provide training to the local administrators Provide training to the user community Hotline (edms.support@cern.ch, tel:78888) Help formulating the requirements and proposing solutions E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 EDMS Courses EDMS training courses are regularly organized at CERN, as a part of CERN’s Technical Training program: Three types of courses, free of charge: Introduction to CERN EDMS - A one day course designed for all those who will routinely depend on EDMS to find information and to store the result of their work. The CERN EDMS for Advanced Users - A one day course designed for people responsible for engineering projects or needing a deeper understanding of the capabilities of the EDMS. The CERN EDMS for Local Administrators E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 MTF E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

Manufacturing and Test Folder ? A standardized application for production follow up - requires some customisation MTF users today: LHC accelerator community ATLAS launched two MTF pilot projects (magnet and tile calorimeter) E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

MTF: What it does for the Project Engineer? provide a detailed trace of the manufacturing process, the test and measurement results allow a maintenance follow-up of the equipment once it has been installed, commissioned and is in operation trace the equipment during operation and after decommissioning for INB allow the early detection of production drifts and the swift correction before the next batch of series products is delivered provide data to explain unexpected behaviour of components or the collider itself throughout its lifetime data is centrally stored in computer readable form data is protected but accessible worldwide via the Web data is preserved across time E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

MTF Home page - Managing the information E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 MTF of a Cryo Dipole E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 MTF of a Cryo Dipole E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 MTF of a Cryo Dipole E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 MTF of a Cryo Dipole E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

Manufacturing data capture using Excel E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 Properties report E. Manola-Poggioli 05 December 2001 EDMS doc. 331111

Conclusions

E. Manola-Poggioli 05 December 2001 EDMS doc. 331111 Conclusions EDMS is a CERN wide service provided by EST Central computing platforms including storage, backup (including disaster planning) and helpdesk managed by IT A complete set of advanced document management features is available beyond the store/retrieve model LHC project: long term issues of storage, archiving, migration and document formatting centralised. (“Corporate heritage”) Manufacturing Follow-up tools in production for LHC E. Manola-Poggioli 05 December 2001 EDMS doc. 331111