1. 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
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2. 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…
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3. A vision of all technical data easily available...
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4. 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
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5. EDMS Home: http://edms.cern.ch
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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
file downloads in October 2001
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Document Management Features
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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
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Text Documents
text documents
Native formats and PDF
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Drawings
drawings
Format: HPGL
HPGL viewer
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Search on Attributes
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12. Document Description Page
Every document and file in EDMS has an automatically attributed direct Web address!
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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.
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14. 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
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15. LHC Baseline – Project Breakdown Structure
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16. CMS ECAL Assembly Breakdown Structure
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Sharing documents
Documents may be shared in a structure, here CMS and EST Surveyor documents
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18. Managing Documents in a Structure
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19. Document Lifecycle

20. 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
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21. Example of a simple release procedure
New version
Obsolete
In Work
Released
Draft for
Discussion
Cancelled
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Discussion Comments
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23. Formal Approval and Distributed Approval Process
New version AL AL AL
In Work
Ready for
Approval
Released
Obsolete
Under Approval AL AL
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24. Distr. Approval Process: Entering Comments
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25. Distributed Approval Process: Comments
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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
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27. Organizational Requirements and Practical Information

28. 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
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29. 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 tel:78888)
Help formulating the requirements and proposing solutions
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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
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MTF
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32. 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)
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33. 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
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34. MTF Home page - Managing the information
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MTF of a Cryo Dipole
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MTF of a Cryo Dipole
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MTF of a Cryo Dipole
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MTF of a Cryo Dipole
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39. Manufacturing data capture using Excel
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Properties report
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41. Conclusions

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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 EDMS doc