EDMS Basics Introduction to EDMS K. Lappe, IPP

EDMS 2 Agenda qDocument Management Using EDMS qSearch and View Documents qWorking with Documents qDiscussion

EDMS 3 Agenda qDocument Management Using EDMS qSearch and View Documents qWorking with Documents qDiscussion

EDMS 4 What does EDMS mean? Engineering Data Management System

EDMS 5 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

EDMS 6 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

EDMS 7 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

EDMS 8 Environment qsafe operation and secure data storage qcontrolled access to information qweb access to information via web-based user interface world widehttp://teamcenter.desy.de:2345/ qdirect publication of information on the web, e.g qDESY internal hotline, trainings and user support

EDMS 9 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 are automatically updated mOlder versions still existing and marked “superseded”

EDMS 10 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...

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

EDMS 12 Agenda qDocument Management Using EDMS qSearch and View Documents qWorking with Documents qDiscussion

EDMS 13 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

EDMS 14 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

EDMS 15 Navigating Relations qDocuments are related to folders Folder relation Document File attaches incudes is included by

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

EDMS 17 Agenda qDocument Management Using EDMS qSearch and View Documents qWorking with Documents qDiscussion

EDMS 18 EDMS Vaults Released Vault My Data user1 user2 My Data

EDMS 19 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.

EDMS 20 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”

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

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

EDMS 23 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

EDMS 24 Discussion qMigration Scenarios from TUOVI q…