Engineering Data Management - DESY · Engineering Data Management at DESY Talk at the DESY DV Seminar Nov. 11, 2000 Jochen Bürger DESY, IPP

Engineering Data Management

at DESY

Talk at the DESY DV SeminarNov. 11, 2000

Jochen BürgerDESY, IPP

11/11/02 EDMS @ DESY (J.B.) 2

Engineering ?

� Engineering Data Management comprises subjects like� documentation� communication� collaborative work

� These subjects are not at all limited to engineering issues, they are important in many other fields.

11/11/02 EDMS @ DESY (J.B.) 3

A Provocative Statement on Communication and Documentation

� Always declared as an important task� Normally no resources assigned to this task:

� ... We will use the web ...� ... We have a well organised system of meetings ...� ... We have a good secretary

� If this is not sufficient:� Working groups create their own systems (everybody is able

to write some scripts to use a database)� This system is not documented at all (no problem if the

author –typically a summer student – is available)

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Engineering Data Management at DESY

�Contents�EDMS, DESY and the necessity to use it�A functional approach to EDMS�Short tour through the system�Usage of EDMS at DESY�Acceptance of EDMS�Outlook


at DESY

EDMS, DESY and the necessity to use it

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What does EDMS mean?

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The Information Issue

� DESY has decided to introduce an EDMS system:�the future projects of DESY will create a huge

amount of technical information which has to be maintained over decades

�Information must be accessible for any project person at any place at any time

� This calls for a powerful IT-system to support the processes at DESY.

11/11/02 EDMS @ DESY (J.B.) 8

Introducing EDMS at DESY

� First step: Pilot Project� Focus of implementation are the future projects (TESLA,

FEL) and their preparation (TTF)� After the successful end of pilot project DESY purchased a

kind of campus licence of the EDMS (Fall 2001)� Second step: Project to introduce EDMS (presently

active)� implementing new functionality� supporting mainly the processes:

� cavity preparation� engineering for TTF

� will be finished and turned over to standard operation and user support in 2003

11/11/02 EDMS @ DESY (J.B.) 9

Who needs EDMS ?a historical approach

� In the early days of engineering:� A well established

process guaranteed that each piece of paper (mostly drawings) had a well defined status, e.g.

• Working• For Information only• Released• Obsolete

� In the 80ies CAD came up:� Printers are patient� Software (sometimes) too

� Any user could create a paper which seems to be valid: it looked perfect

� The classical engineering processwas no longer systematically applied

� (or re-implemented by going back to paper with signatures)

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The Genesis of EDMS

� Requirements came up to have�Electronic drawing archive

�Just to get rid of paper archives�Have a secure place to store data and have catalogues

to retrieve them�Electronic document management

�Plus workflow to support the process from idea to archive the document

�Engineering data management�Plus parts and structure management�Plus interfaces to other systems, where product relevant

information is managed

11/11/02 EDMS @ DESY (J.B.) 11

What is EDMS ?

� Engineering Data Management comprises:� part and structure management

� Bill of materials (BOM)� Document management

� Drawings, calculations, orders, standards ...� Workflow supporting the processes of these objects during

their entire life cycle� IT Systems supporting these processes are sold

under different names:� Engineering data management (EDM-System)� Product data management (PDM System)� Product life cycle management (PLM System)� Collaborative Product development

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EDMS Definition *)

� EDM is a strategic business approach that applies a consistent set of business processes in support of the collaborative creation, management, dissemination, and use of product definition information across the extended enterprise from concept to end of life integrating people,processes, and information.

� EDMS forms the product information backbone for a company and its extended enterprise.

*) from: CIMdata (www.cimdata.com)

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Why Strategic ?

� Given the long life time of our products (i.e. accelerators and experiments) DESY needs a standardized and centralized repository of all information describing these products� Maintainability� Legal aspects� Transparency of the development processes� Optimized resource controlling � ....

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Why Collaborative ?

� Benefit by concurrentengineering� shorter development time� less errors, less double development� better communication

� Opens possibility of product development at distinct locations� typical way how collaborations work together

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Benefits for the project:

� Creation of a project-wide knowledge base� Standardisation� Improving communication� Improving development, design, and

manufacturing processes � Integration of heterogeneous software environments

(e.g.CAD, Office ...)� Coherent information to all participants in case of

changes� Fast reaction on new developments

11/11/02 EDMS @ DESY (J.B.) 16

Benefits for users

� Avoiding unproductive activities (such as retrieving, managing, repeating ...) � More time for the dedicated tasks� More time for creative working

� Better documentation� Access to experts‘ knowledge� More satisfaction during work

� Unique access to data and documents� Not necessary to learn many complex applications e.g. CAD

just for retrieving information

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System selection

� DESY choose the EDMS „Metaphase“ by SDRC� Metaphase is the world leading EDMS

� Boeing, Ford, Daimler-Chrysler, ...., Siemens power plants, ..

� SDRC produces also the software of I-DEAS (the high end CAD-system used at DESY)

� Metaphase new versions since mid 2001 are called „Teamcenter“

� SDRC has been swallowed by EDS in 2001� The new line of business of EDS called „PLM-Solutions“ is

actually a merger of the former UGS and SDRC companies. It delivers two high-end CAD sytems IDEAS and Unigraphics, which will be merged within the next two years.

11/11/02 EDMS @ DESY (J.B.) 18

System Architecture

� Object-relational data model on relational database� Powerful system working on one or several ORACLE

instances� All classes are tables in ORACLE� ORACLE tables are not visible for the user, they are completely

encapsulated by the Metaphase (Teamcenter) software, which is presented to the user as an object-oriented class hierarchy

� Clients are web-based� Presently the clients are Java applets� In future (Teamcenter): Java server pages on J2EE

� Adoption of classes and workflow to DESY needs implies complex configuration and customisation.


at DESY

A functional approach to EDMS

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Basic Functionality of EDMS

(e.g. CAD User)create,change

Local files

Author Consumer

retrieve,read,comment

Data

EDM System

Managed files

Datenbase(Oracle)

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Das EDMS manages all as objects and stores them at

a safe place (Vault).

Relations can be definedbetween Objects

Attributes (“Metadata”) of objects and relations

are stored in the database.

Access to these files is only via EDMS possible

Managed files

Datenbase

Concept of EDMS

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DocumentFilePartUserRole....

is attached

describes

is owner

hasObj

ects

Relations

Structures

Objects and Relations

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Structures

= part

= „uses“

= document

=„is described by“

= file

= „attaches“

part structure(bill of materials)

Objects:

relation

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user BertBert

Is attacheddescribes

file byattributes

document

Stores in

Entry in database

enters

creates

file

Local directory on OS

ownsBert‘s

work location

The start:Creation of files and documents

Local vault

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Managed filesVault

During check-in the ownership of the object is transfered to the vault.

Check in:

userBert

Bert‘s work location

Local vault

During check-in:•a copy of the file in a presentation format (usually .pdf) is created and stored•textual files are indexed and can be retrieved by full text research.

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Archive-vault

Release-vaultBert


Check -in & -out

WIP-vault

Rev ASeq 1

Rev ASeq 1

Rev ASeq 2

check in

check out

Rev ASeq 2

check inAttribute

RevisionSequenceUser/Vaultchecked outfrozen

A1

Berttruefalse

A2

Berttruefalse

A1

WIPfalsefalse

Is checked out as

A2

WIPfalsefalse

�

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Archive-vault

Release-vaultBert


Check -in & -out

WIP-vault

Rev ASeq 2

Attribute

RevisionSequenceUser/Vaultchecked outfrozen

A2

WIPfalsefalse

11/11/02 EDMS @ DESY (J.B.) 28

Workflow in EDMS

� An important feature of EDMS is supporting processes by (electronic) workflow

� It is reasonable to support processes which are� repetitive � standardized � need quality assurance (documentation)� .....

� In Metaphase (Teamcenter) workflow is called „life cycle“

� Life cycles presently available in EDMS:� Process support for cavity preparation� Release process for documents

11/11/02 EDMS @ DESY (J.B.) 29

Lifecycle: DESY Document Release Process

No

Rejected

formalrelease

release

Releaser(released by)

Reviewer(reviewed by)

review

No

No

Rejected

Start

Bert(creator)

Working

Yes

Reviewing

Yes

Releasing

Yes

Released

Frozen

End of Process

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Benefits:Document Management under EDMS

� Documents are visible for anybody � Documents are easily retrievable (even with full

text research)� Status is defined and visible� Version numbers are automatically created � Document release process is supported by a

workflow (life cycle)� After check-in a copy of each document in a

„neutral format“ (e.g. pdf) is created as presentation format for viewing.

� Secure data storage


at DESY

Short tour through the system

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Retrieving in EDMS

�Search possibilities:�Attributes (Metadata)�Full text research for textual documents�Navigation along structures (Relations)

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Access to EDMS

http://edms.desy.de

Link to system

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Login / Start window

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Document search (1)

search mask Search over any attribute is possible

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Document search (2)

search result:

the attached files can be displayed

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Viewing

Via „View“ the file is displayed as .pdf

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Installed Features

� Office-Integration:� Open and create documents

directly form Office menus� Templates, stored in EDMS,

can be used

� Viewer („VisView“) for many technical grafic formats is available� Includes interactive viewer

for 3D assemblies from IDEAS.

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3D Viewer Bild


at DESY

Usage of EDMS at DESY

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How is EDMS used presently?

Mostly as document management system� Processes which have documents in EDMS:

� Cavity preparation process (TTF)� Engineering Process (TTF)� TESLA-Planfeststellungsverfahren (TPL)

� The central paper drawing archive is scanned and put to EDMS� Source of valid (i.e. released by signature on paper) drawings� Starting with recent drawings, which are almost created by CAD

systems.� Format is .tif

� Recently within the TTF-Engineering activities: part and structure management started

� Presently about 200 registered users

11/11/02 EDMS @ DESY (J.B.) 42

0

2000

4000

6000

8000

10000

12000

12.0

1.20

02

26.0

1.20

02

09.0

2.20

02

23.0

2.20

02

09.0

3.20

02

23.0

3.20

02

06.0

4.20

02

20.0

4.20

02

04.0

5.20

02

18.0

5.20

02

01.0

6.20

02

15.0

6.20

02

29.0

6.20

02

13.0

7.20

02

27.0

7.20

02

10.0

8.20

02

24.0

8.20

02

07.0

9.20

02

21.0

9.20

02

05.1

0.20

02

19.1

0.20

02

EDMSTTF/VUV-FELTesla [TPL]Gesamt

Documents in EDMS

Stand 28.10.2002

Ca. 10 000

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EDMS Document Classes

Drawing46%

Regional Planning3%

Publications1%

Specifikation Dokument

4%

General Dokument6%

Work Package33%

Meeting Minutes5%

Maps2%

Stand 28.10.2002ca. 10000 Dokumente

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EDMS Policy(Status 2002)

� The activities for the future projects (TESLA, FEL) of DESY are the focus of EDMS support.

� New processes to be supported by EDMS need to be approved by the DESY directorate, if additional investment is needed.

� Any DESY user can become a passive EDMS user („consumer“).� Active use (as „author“) is limited to the supported processes.� All information is visible for all users.� The EDMS is visible only within the DESY fire wall.� Information stored in the EDMS should be project-oriented

� EDMS is not a repository for personal files (e-mail, letters, .jpeg, .mp3)

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EDMS Policy - future

� EDMS should become open for� External collaborators� External suppliers

� This implies modifications of the access rights

� EDMS should be available for all approved projects at DESY� has to be matched with the size of the support team


at DESY

Acceptance of EDMS

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Acceptance of EDMS

� The nice, small local solution� I know best� is exactly designed for

my purposes� changes are easy (just

by call)

� EDMS� big, centralised, anonymous� has a reduced potential for

individual solutions� changes are tedious (specs

are necessary, it takes time ...)

This conflict cannot be covered by introducing a system

individual

local optimum

centralised

optimum for enterprise

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Bottom-up vs. top down

� The EDMS team tried to introduce EDMS bottom up:� training and support on a process-oriented and very

personal base,� support on defining, documenting and re-

engineering processes,� system improvements by user feedback,

� ... but not completely successful:� Some users refuse / are reluctant to use the

system.� System, esp. the GUI, is not accepted by some

users.

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EDMS Use Must be an Obligation

Preface to CERN LHC Quality Assurance Plan [QAP] (LynEvans,1999) *:

...

It is part of the professional duties of each project person to ensure that the material, components and assemblies of their systems are fully compliant with all applicable requirements of the QAP and that the procedures described herein are implemented in an effective manner. The management is ultimately responsible for Quality, by ensuring that each project individual is made responsible for the quality of the work he isperforming, from the design stage to the final installation through the whole construction process.

*) EDMS Doc. Nr. 107132, LHC-PM-QA-001.00 rev 1.0

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The Use of EDMS Must be Mandatory

� Bottom up is not sufficient,� The management must clarify

that the use of EDMS is mandatory�encouraging the users (at DESY) �or oblige them (at CERN)

� A documentation on a voluntary basis will never be complete.

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Acceptance Problems by System

� Deficits of the GUI� GUI cannot be used intuitively (neither

web nor windows look and feel)� Present GUI cannot be customized

(JAVA hard-coded) � No individualisation possible� Navigation is clumsy

� Possibilities of the system not known by the users

� Long reaction time for realizing (possible) changes

� Technical possibilities of the system are not used.

� Introducing the web-oriented Teamcenter GUI� It is not sufficient to modify the pre-

configured pages, the entire GUI has to be designed driven by the DESY specific use cases.

� EDMS is better than the users know� Improvement of acceptance

management: Key user concept

� Improvement of the internal processes in the EDMS team

� Improved product knowledge of the external team members and the communication hereof.

Solutions:Problem fields:

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Acceptance Management

� is the key for a successful implementation� has to cover tasks which are not core

tasks of EDMS (e.g. organisational issues, process issues)

� needs very patient team members� requires many resources� needs also engaged support from the

management.


at DESY

Summary and Outlook

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Summary

� EDMS is a powerful tool to support engineering (and other) processes by� document management� part and structure management and� workflow automation

� The DESY EDMS installation supports processes in the context of TESLA/TTF and has already many documents in its vaults.

� Introducing EDMS (or any other system with enterprise-wide use) needs a careful acceptance management and a dedicated support by the management.

11/11/02 EDMS @ DESY (J.B.) 55

What‘s next ?

� The project „Introductionof EDMS at DESY“ will

be finished in 2003At that point

� the system will be managed by a support team which will be responsible for the system operation and the user support

� the ongoing implementation of interfaces to the CAD-Systems is finished and

� the web-based Teamcenter GUI is introduced.� it should be possible to have „EDMS at DESY everywhere“

� Further resource-intensive system improvements and interfaces will be organized in independent projects with own budgets.

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