Document Management Don Mitchell March 15, 2019

Overview What type of documents do we manage? Designs (mCAD, eCAD, software, etc.) Engineering (technical requirements, specifications, analysis, procurement, reviews, fabrication, testing, operations, etc.) Scientific (functional requirements, design reports, etc.) Project (cost, schedule, reviews, financials, earned value, etc.) What does Document Management really mean? Where do we store our data? How do we effectively share our data? How do we revision-control our data? How do we meet the Project requirements? Requirements management Risk management Change management, etc. Don Mitchell - Fermilab | Document Management 4/4/2019

Overview – cont. For scientists and engineers, document management is the furthest thing on our minds. We want to be free to create without constraints. But we do have constraints We need to be good stewards of the resources provided by DOE/NSF. We need to document our plans, be able to defend the decisions we make, and deliver value. Document management needs to start early. Begins with: CDR, RDR, schedule, and functional requirements Revision-controlled data Easily accessible and shareable Integrated scientific, engineering, design, and management Considerations for large collaborations Don Mitchell - Fermilab | Document Management 4/4/2019

Different Needs for Different Roles Project Requirements/Specifications require Revision-Control and Change Management Need to be accessible and up-to-date Project Managerial Documents Need to be secure and confidential Need to control budget and schedule Scientific/Engineering Documents require Revision-Control Need to be accessible and easily locatable Design Documents (CAD) Need to be shareable Need to be integrated into one EDMS Don Mitchell - Fermilab | Document Management 4/4/2019

Pitfalls that other Projects have endured Started too late with document management Scramble to find or create documents for the numerous reviews Did not implement revision-control Did not have change management in place No well-defined functional requirements lead to scope creep and cost/schedule over-runs (when does the design meet the requirements?) Lack of CAD integration leads to wasted time and rework of the designs. L2 managers not understanding earned value – waiting until CD-2 is a big mistake – get in the right mindset now so that when EV is required, you’ll be in good shape. Document schedules and cost throughout the project process Implement funding requests to help control the costs Train for success – EDMS systems require training Don Mitchell - Fermilab | Document Management 4/4/2019

Electronic Document Management Systems Wiki – great for small projects, easy to use, easily accessible Good for managing meetings, conferences Not a good option for a multi-million dollar Project DocDB - Easy to use, easily accessible via the web, written and managed by FNAL Somewhat revision-controlled but only one username and password per project – shared by all Users Good for sharing scientific docs – what it was designed to do! Not ideal for managing large Projects but can be (e.g. Mu2e) Teamcenter – a full Siemens Product Lifecycle Management (PLM) solution provided by Fermilab – functioning today Multi-CAD integration for concurrent design Full document management capabilities Requires investment in training Other systems: Sharepoint, controlled servers, Indico Don Mitchell - Fermilab | Document Management 4/4/2019

EDMS for CMB-S4, a proposal DocDB: Scientific documentation Reference engineering documents (copies from Teamcenter) Reference PDF drawings (copies from Teamcenter) Presentations Separate controlled area for managing Project confidentials Wiki Local institutions non revision-controlled docs Meetings or conferences Teamcenter Integrated CAD design data, manages models and drawings Organized, revision-controlled engineering documents URL links to other important documents not in Teamcenter Training required – available at teamcenter.fnal.gov Don Mitchell - Fermilab | Document Management 4/4/2019

Teamcenter, a PLM environment A central repository for managing complex, associated, 3-D multi-CAD data Manages revision-controlled engineering documents Helps manage project structure and can be used to index all of the project’s important documentation Hyperlinks to documents located in other web-based systems A full set of tools to view CAD, MS Office, images, and PDFs Users can access Teamcenter from any PC or MAC Licenses and accounts provided by FNAL Citrix is utilized for off-site Users to optimize performance CAD work can be integrated into a single design Suggested that the Project hire a data librarian Don Mitchell - Fermilab | Document Management 4/4/2019

Teamcenter, Multi-CAD PLM Environment Neutral CAD files (JT) viewable within Teamcenter w/o CAD tool Don Mitchell - Fermilab | Document Management 4/4/2019

Teamcenter, JT Viewer Don Mitchell - Fermilab | Document Management 4/4/2019

Teamcenter, Structure Manager Environment Don Mitchell - Fermilab | Document Management 4/4/2019

Summary Get started with document management now! Consider all Project requirements and implement ASAP Establish documentation policies and ensure compliance Decide where you want to put the various types of documentation Revision-controlled should be managed within a true EDMS PLM system Non revision-controlled documents should still be organized and easy to locate and use Project confidential files must be controlled CAD data really should be integrated into a single system Spend the funds and hire a document manager (librarian) Train personnel on how to work together within the chosen systems Don Mitchell - Fermilab | Document Management 4/4/2019