1. Document Management
Don Mitchell
March 15, 2019

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

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

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

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

12. 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