1. Implementing the DESY EDMS
for Fabrication Planning and Parts Tracking in Cryomodule Production
Lars Hagge, DESY
Workshop on Requirements Conformance for SRF Cryomodules
Lund,

2. Outline DESY EDMS in Cryomodule Production
DESY EDMS: A more Systematic Assessment
Implementing a PLM System

3. DESY EDMS in Cryomodule Production
First impressions of the DESY EDMS in cryomodule production
What data is in the system?
How is the data organized?
How is the data processed?
How does the end user work with the system?

4. Product Breakdown: Cryomodule MBOM

5. MBOM Line Item: Cavity String Part Definition

6. XM10 Cavity String Configuration

7. Product Breakdown: XM10 BOM

8. Example: Part Lifecycle and EDMS Workflows (Sketch)
Module ready for shipping
Module ready for waveguide
Module received XM
Owner: Module Owner Possessor: CEA
Delegate: Industrial Sub-contractor
Location: CEA Shipping Area
O: Module Owner P: Carrier
L: Transportation to-DESY
O: Module Owner P: WP10
L: DESY-AMTF
Final Prepare for Inspections Shipping
Transportation
Incoming Module Inspection Test
Coupler Assembly Record
Acceptance Test Record
Shipping Documents
Transportation Documents
Incoming Inspection Record
Final Test Record
assemble physical part to BOM
grant access to sub-contractor (much earlier …)
relate & release document
update location
release BOM
transfer to next possessor
record non-conformity
Repair e.g. due to NCR

9. EDMS Integration: How does the end-user work?
EDMS Web-Interface
Fully-functional EDMS client for interactive (ad-hoc) work
EDMS Upload Web Services
Easy Web-upload of Excel-based QA-documents with script-based automatic post-processing

10. EDMS: A More Systematic Assessment
A PLM system shall enable an organization to perform efficient and effective configuration management
Configuration Management in a nutshell: Concept & Practices
Baselines and EDMS
Identification and EDMS
Status accounting and EDMS
Auditing and EDMS
Reporting and EDMS

11. Configuration Management in a Nut-Shell
Configuration Management is a business process which ensures that products conform to their documented requirements.
Configuration: Set of parts assembled into product
e. g. mechanical and electronic hardware, software, accessories, documentation, or services
Product configurations are represented by baselines at different lifecycle stages, e.g.
Functional (= specification)
Allocated (= design)
Development (= interim)
Product (= acceptance)
Functional Baseline (Specification) e.g. high-level requirements
Allocated Baseline (Design) e.g. design, fabrication planning
allocate requirements
Development Baseline (hold points) e.g. interim acceptance levels
implement requirements
Product Baseline (acceptance) e.g. tech docs, inspection records
verify performance

12. Configuration Management in a Nut-Shell
Configuration Management Practices
Baseline set of items (documents, parts, …)
Identification of items in baseline
Review & approval sign-offs BL is correct, consistent, complete
Change control and propagation to following BLs
Status accounting & reporting
Auditing and handling NCRs validate BL with predecessors
Functional Baseline (Specification) e.g. high-level requirements
allocate requirements 
id1
Allocated Baseline (Design) e.g. design, fabrication planning
id1  
implement requirements !  
Development Baseline (hold points) e.g. interim acceptance levels
verify performance
Product Baseline (acceptance) e.g. tech docs, inspection records !

13. Baselines MBOM = Design Baseline Part definition
Assembly & test instructions
Coordinator & Work Package
Part tracking information
BOM = Product Baseline
Physical part identification
Backlink to used instructions rev.
Inspection records
Part status information

14. Baselines (2)
Note: Baselines are transaction-safe, workflows are available for review & approval and change control, all items are versioned, dependencies of item revisions are respected in the processes, …

15. Identification id1 part with id
inspection records from CM integrator
acceptance test with document-id
part with id
as-delivered product baseline from supplier

16. Status Accounting
Item status is computed from various metadata, including
Work status
Owning work package
Current location
Disposition type

17. Auditing: Part Quality!
Perform quality inspection based on template
Upload inspection records to EDMS and release part
In case of deviation, raise and manage non-conformity report
record incident
distribute to reviewers
decision by WP leader
inhibit part usage while affected by active NCR

18. Auditing: Product Completeness!
Reconcile BOM and MBOM: Is a physical part present in BOM for every part that is defined in MBOM?

19. Reporting Item reporting
Summaries and evaluations of information on individual item
Example: All NCRs of XM#
Also: BOMs, reconciliation, specific documents in BOM, …
Analysis
Statistical analysis of sets of items
Example: Production Status of supplied parts from WP#
Note: Actual data is essential for analysis  easy upload tools!

20. Implementing a PLM System
A PLM System shall enable an organization to perform configuration management; it shall “gently enforce” the agreed practices.
Information management and information systems
Process maturity and PLM
When to use PLM
Scoping the project

21. Information Management
Information mgt. = make necessary information available in project when & where needed
Strategy
Process Architecture
Appli- cations Architecture
Data Archit-
Infra-
Structural Organization Architecture
tecture
Commu- nication Architecture
structure
Innovation starts here …
Strategic issues: Do you want to implement …
- design collaboration?
- fabrication planning? - production control? - quality management and acceptance testing? - facility technical documentation?
- facility lifecycle management?
- …
(PLMS =) Information system = application to enforce information management processes
… or here.
Technological issues: Do you want to use …
- Oracle & open-source software
- Commercial base product, on-/off-site dev.
- QR-codes and RF-Ids
- …

22. Process Maturity
To enforce a business process by an information system, first of all the process has to be well-defined and established in the field
PLM-team expects project/WP leader to specify processes
In new endeavors, processes may not yet be fully known upfront
Project/WP leader expects PLM-team to propose suitable process
A PLM system provides a tremendous set of industrial best-practices for managing the product/project lifecycle.
Project/WP leaders and PLM-team have to understand the practices and adapt to the environment at the right level, i.e. the right scope.
ad-hoc
repeatable
defined
managed
optimizing
aim: the same thing done twice should yield the same results in predictable cost, quality and time.

23. Scoping: When to use a PLM System?
It’s in the name: Product Lifecycle Management
Product definition
Any information relevant to the product, e.g. specifications, design documents, process instructions, acceptance testing, manuals, work/inspection records, …
Lifecycle phases
Any information relevant for a longer period in the product lifecycle, i.e. in more than one phase of e.g. envisioning, design, planning, fabrication, installation, operation …
Management procedures
Any information that shall undergo formal management activities, e.g. reviewing, signing-off, routing/, baselining, change control, non-conformity-handling

24. Scoping: Implementing the Right System
What to manage?
How to process?
Who to participate?
Specifications
CAD-Models
Contracts
Parts
Physical Inventory
Inspection records
Meeting minutes
Scientific publications
Presentations …
Review/approve item
Baseline items
Register work record
Manage change
Manage non-conformity
Update location
Engineer
Project leader
Quality manager
Technician
Scientist
Supplier
Where to use?
When needed?
Why use?
On-site office (desktop)
Workshop (tablet)
Tunnel (network)
Partner lab (platform)
Supplier site (security)
Travelling (mobile) …
Planning
Construction
Operation
Critical milestones
Automate processes
Coordinate work
Comply with regulations
Provide reliable archive

25. PLM: A Service with Sufficient Mandate
PLM systems should be provided with supporting services
initially, they impose additional work on the users  compensate
processes in practice differ from theory  learn and adapt
PLM systems should be implemented and integrated as common effort
dedicated solutions for specific purposes are usually better than PLM systems – but only for that purpose  do not “balkanize” the system landscape
compromise needed from both providers and users
PLM systems need reliable data
as in real world: if digital parts are missing, all follow-up activities are blocked
data correction is a major administrative effort (names, install. times, references …)
PLM providers need sufficient mandate to be able to operate
cannot afford to waste time and resources in “if”-discussions – talk “how to do”

26. PLM is a Cultural Change