1. EDMS Basics Introduction to EDMS K. Lappe, IPP 18.05.2005

2. EDMS 2 edmsteam@desy.de Agenda qDocument Management Using EDMS qSearch and View Documents qWorking with Documents qDiscussion

3. EDMS 3 edmsteam@desy.de Agenda qDocument Management Using EDMS qSearch and View Documents qWorking with Documents qDiscussion

4. EDMS 4 edmsteam@desy.de What does EDMS mean? Engineering Data Management System

5. EDMS 5 edmsteam@desy.de Objective of EDMS to make documentation easier and more reliable. mto support the processes of information creation and administration, mto provide information about the status of the document mto grant a secure filing (even over long times), mto provide effective search and navigation possibilities for easy finding of information mto grant easy access from any desktop (even from outside DESY)  EDMS is a strategic tool for collaborative work

6. EDMS 6 edmsteam@desy.de What is EDMS ? An EDMS – Engineering Data Management System…...combines information management and communication functionality in order to save, manage and distribute engineering data and documents over their entire life cycle.. design engineering Article Component Documents Part Structures Processes Users / Goups operation maintenance Production assembly order engineering

7. EDMS 7 edmsteam@desy.de Scope qdocument management (drawings, meeting minutes, publications,… ) qstandardized workflows for approval and notification qproduct structure and part management qconfiguration management (versioning) qconfigurable workflows for guiding complex operational procedures

8. EDMS 8 edmsteam@desy.de Environment qsafe operation and secure data storage qcontrolled access to information qweb access to information via web-based user interface http://teamcenter.desy.de:2345/ world widehttp://teamcenter.desy.de:2345/ qdirect publication of information on the web, e.g. http://edmsdirect.desy.de/edmsdirect/file.jsp?edmsid=15921 http://edmsdirect.desy.de/edmsdirect/folder.jsp?edmsid=280938 http://edmsdirect.desy.de/edmsdirect/file.jsp?edmsid=15921 http://edmsdirect.desy.de/edmsdirect/folder.jsp?edmsid=280938 qDESY internal hotline, trainings and user support

9. EDMS 9 edmsteam@desy.de EDMS for document management qAutomatic creation of a presentation file qNo need to invent fancy file names mFull information available by attributes qNo need to maintain a structure in a home directory mStructured filing is possible by relations mThe same document can be related to different structures without being copied qWorkflow to define the status of a document (“automated document release process”) mName of releaser, date of a release are stored in the system and are hence retrievable in the system mChanges can only be made to a new revision of the document mVersion no. are automatically updated mOlder versions still existing and marked “superseded”

10. EDMS 10 edmsteam@desy.de However... qFor reading you have to learn a minimum of EDMS vocabulary and methodology: mThere is a short user guide for EDMS-readers, which will be distributed in this meeting qIf you want to make documents available for others: mYou need to know a bit more about EDMS mYou need some time to define the metadata mYou need some time for checking in the document to the system...

11. EDMS 11 edmsteam@desy.de We help you qhttp://edms.desy.de mTraining mFAQ qedmsteam@desy.de qHotline 040/8998-4655 mMo-Fr 9:00-12:00 mMo-Fr 13:30-15:30 (Fr - 14:00)

12. EDMS 12 edmsteam@desy.de Agenda qDocument Management Using EDMS qSearch and View Documents qWorking with Documents qDiscussion

13. EDMS 13 edmsteam@desy.de Document and File qDocuments have a document type qDocuments have properties qDocumente are related to one file (and an additional viewing file). DocumentFile attaches relation attaches

14. EDMS 14 edmsteam@desy.de Navigating Relations qDocuments are related to each other Document File attaches relation Document File attaches refers to is referred by e.g. minutese.g. drawing

15. EDMS 15 edmsteam@desy.de Navigating Relations qDocuments are related to folders Folder relation Document File attaches incudes is included by

16. EDMS 16 edmsteam@desy.de Same document in different Structures part structure (bill of materials) 01-PL Meetings...... Minutes 1 Minutes 2

17. EDMS 17 edmsteam@desy.de Agenda qDocument Management Using EDMS qSearch and View Documents qWorking with Documents qDiscussion

18. EDMS 18 edmsteam@desy.de EDMS Vaults Released Vault My Data user1 user2 My Data

19. EDMS 19 edmsteam@desy.de Versioning: Sequences Released Vault My Data user1 user2 My Data A,1 A,2 A,1 X A,2 X X qevery check out increases the sequence no.

20. EDMS 20 edmsteam@desy.de How to create „valid“ documents qThe EDMS has a component to support processes electronically (“workflow engine”) qWorkflows in the EDMS are called “life cycles” qThere is a life cycle which supports the classical engineering release process. mA document put to the system gets initially the „life cycle status“ “working” mTo promote the document to a valid state (life cycle status = “released”) it has to be submitted to “document release life cycle”

21. EDMS 21 edmsteam@desy.de Document Release Submitter A Inbox Reviewer B Inbox Releaser D submit signoff approve signoff Assignment: [Rejected] reject signoff complete unable to complete reject

22. EDMS 22 edmsteam@desy.de Versioning: Revisions Released Vault My Data User2 A,3 B,1 qevery revision increases the revision no.

23. EDMS 23 edmsteam@desy.de Notification Distribution submitter A Inbox Assignee B acknowledge Inbox Assignee C Inbox Assignee D reassign signoff Assignment: [FYI] submit signoff Assignment: [FYI] signoff submit Assignment : [FYI] acknowledge

24. EDMS 24 edmsteam@desy.de Discussion qMigration Scenarios from TUOVI q…