Engineering Procedure

Transcription

1 Engineering Procedure Common Owner: Approved by: EPD 0017 DESIGN DOCUMENTATION AND RECORDS Version 2.1 Issued September 2012 Manager Engineering Standards and Configuration Neville Chen Authorised Natalie Richardson A/Manager Engineering by: A/General Manager Standards and Configuration Chief Engineers Disclaimer This document was prepared for use on the RailCorp Network only. RailCorp makes no warranties, express or implied, that compliance with the contents of this document shall be sufficient to ensure safe systems or work or operation. It is the document user s sole responsibility to ensure that the copy of the document it is viewing is the current version of the document as in use by RailCorp. RailCorp accepts no liability whatsoever in relation to the use of this document by any party, and RailCorp excludes any liability which arises in any manner by the use of this document. Copyright The information in this document is protected by Copyright and no part of this document may be reproduced, altered, stored or transmitted by any person without the prior consent of RailCorp. Engineering Procedure UNCONTROLLED WHEN PRINTED Page 1 of 9

2 Document control Version Date Summary of change 1.0 First issue 1.1 Section numbering updated, Reference corrections and Document Control Page added. 1.2 Replace reference from RIC to RailCorp 1.3 August 2005 Standardising Format 2.0 September 2009 General editing and updating of references. Inclusion of NSW State Records Act 1998 and RailCorp Records Management Procedure. Responsibilities expanded. 2.1 See Table below Summary of changes from previous version Summary of change Section General editing; update of references; QMS PR-003 Records Management added, Terms and definitions expanded Dot point 1: added text: A change in the design status, e.g. to Approved For Construction, may require a change in drawing number, refer the CAD and Drafting Manual. Dot point 2, deleted text: A change in drawing status shall require a re-commencement of a revision number or letter sequence. Dot point 4: Requirements on full size hard copy drawings and drawing format expanded. "Heads of Design and other unit heads" previously "Design discipline and other unit heads". Responsibility previously assigned to "Discipline heads and design staff" 6.1 Added: Virtual Planroom. Removed: CAD 6.3 RailCorp Page 2 of 9

3 Contents 1 Introduction Scope Reference documents Terms and definitions Requirements Key requirements Documentation standards Document identification Drafting (drawing) standards Publication standards Drawings and design records prepared by external designers Document control Configuration documents Design records Databases and spreadsheets Suspended or cancelled projects Superseded documents Retention periods Responsibilities Heads of Design, design approvers and project design managers Manager Engineering Standards and Configuration Managers of GIS, Planroom and Virtual Planroom Applications Manager RailCAD Approved repository administrators...9 RailCorp Page 3 of 9

4 1 Introduction RailCorp is required to comply with the NSW State Records Act 1998 and related legislation. This Act requires RailCorp to establish and maintain a records management program in compliance with standards, codes of best practice and guidelines issued by State Records. The Act requires RailCorp to: make and keep full and accurate records of its activities establish and maintain a records management procedure protect its records, ensuring their safe custody and proper preservation make arrangements for monitoring and reporting on the records management procedure provide State Records access to its records so as to monitor compliance with the requirements of the Act keep technology dependent records accessible over time. RailCorp s Records Management Procedure encompasses the management framework, the people, and the recording systems, required to create and manage full and accurate records over time. Accurate and complete configuration documents and design records are critical for effective configuration management. Information is also provided in QMSPR-003 Records Management. EPD 0014 includes the primary requirements for documentation within the RailCorp configuration management system. However there is an additional requirement for compatibility between documents describing the various elements of the infrastructure to provide an internally consistent record and to aid in the management of configuration records and associated design data. 2 Scope This procedure establishes requirements and standards for the preparation and control of all configuration documents and associated design records for RailCorp engineering assets. Support documents are subject to separate controls as defined in EPD Reference documents Legislation NSW State Records Act 1998 RailCorp CAD and Drafting Manual QMSPR-003 Records Management, Professional Services Division and Chief Engineers Division (RailCorp internal document) RailCorp Records Management Procedure (RailCorp internal document) Standards Australia AS ISO Records Management General AS ISO Records Management Guidelines RailCorp Page 4 of 9

5 4 Terms and definitions The following definitions apply in this document. Terms have been derived from TMA 421. TMA 421 contains further references or information for some terms. approved configuration the approved design plus all approved changes to the design of any system, sub-system or item of rail infrastructure (further information in EPD 0014) baseline the approved schedule, budget and/or scope (for a program, project, work package, or activity) modified by any approved variation(s) configuration interrelated functional and physical characteristics of a product defined in product configuration information (further information in EPD 0014) configuration documents product configuration information and its supporting medium design acceptance accepting a design as having achieved the stated technical requirements of RailCorp design approval process whereby an authorised person certifies that design outputs have been verified as meeting design input specifications and requirements and that the design has been completed in accordance with relevant regulations and standards, prior to the release of the design for construction or use (further information in EPD 0010). design approver authorised person who certifies the design has followed authorised processes and meets requirements and is ready for acceptance design record provides traceability of the evolution of the approved design, including design changes, from the specification to approved configuration documentation Note: Design records include, but are not limited to, assumptions and calculations, investigations and reports (such as hazard analyses or reliability models), test and commissioning records, modelling results and any other data that supports the final design solution. drawings include but are not limited to, track, signalling and overhead wiring plans and layouts, piping layouts and isometrics, civil and structural fabrication details, electrical schematics, single line diagrams and terminations, instrument loop and hook-up diagrams and vendor drawings Note: Drawings may include parts lists and associated schedules. engineering asset all rail infrastructure and rolling stock assets excluding asset systems that are managed by ICT such as information management systems, computer hardware and software systems that are not associated with rail infrastructure and rolling stock engineering authority the authority to make and approve engineering decisions (further in EPA 241) ensure to take all reasonable action insofar as controllable factors will allow may indicates the existence of an option shall indicates that a statement is mandatory should indicates a recommendation RailCorp Page 5 of 9

6 5 Requirements 5.1 Key requirements Configuration documents and design records for RailCorp engineering assets shall be prepared and maintained in accordance with the following criteria: all new documents are prepared to a consistent standard and format for common document types each document shall bear a reference that uniquely identifies it within the set each document shall be properly registered and controlled within the defined area of responsibility. 5.2 Documentation standards Document identification Each RailCorp design document (including configuration documents) shall bear a unique identification. This shall include but is not limited to: a document number issue and revision status or amendment level date of issue title number of pages or sheets comprising the document project reference (where applicable) creator (person, unit or organisation responsible for producing the item). Drawing and CAD file numbering shall follow a defined style and numbering format as specified in the CAD and Drafting Manual. Drawing numbers or blocks of numbers shall be obtained from the Planroom or an authorised representative of the Planroom. Other document numbers shall be obtained from the administrator of the relevant repositories where the documents will be stored Drafting (drawing) standards A common standard shall be used for all drawings. The CAD and Drafting Manual specifies the requirements of the standard that applies to all drawings and CAD files. The CAD and Drafting Manual is based on the requirements of the AS/NZS 1100 series of standards and incorporates common conventions, symbology and terms applicable to all disciplines. In addition, the manual makes allowance for unique requirements that apply to each design discipline. The CAD and Drafting Manual includes: conventions and practices for the preparation and layering of CAD documents to permit the exchange of files between applications, including geographic information system (GIS) documents standard title block formats which incorporate provisions for design approval and acceptance formats and requirements for data and parts lists. RailCorp Page 6 of 9

7 5.2.3 Publication standards All RailCorp Engineering Procedures, Engineering Standards, Engineering Specifications, Engineering Manuals, Guidelines, Technical Notes, Engineering Instructions and CAD and Drafting Manuals shall be prepared in accordance with TMA 400 Engineering Publications Manual Drawings and design records prepared by external designers Design documents prepared by external designers for or on behalf of RailCorp shall be prepared in accordance with the requirements of this procedure and other Engineering Procedures Design as applicable. Such documents shall be incorporated directly into the RailCorp system without re-drawing unless compelling reasons exist for an alternative solution. This is the most cost-effective method of acquiring the necessary design data provided that the documents can be supported within the RailCorp system. The following specific provisions shall be applied to all design work performed for or on behalf of RailCorp by external designers to ensure that the documents supplied can be readily integrated into the RailCorp master configuration record and modified and maintained during the life of the asset: A block of RailCorp drawing numbers is assigned to each project for inclusion on drawings. Contractors shall use either the RailCorp numbers as the primary reference or include a dual numbering system on the drawings (i.e. both RailCorp and contractor numbers). The latter approach is permissible under AS/ NZS 1100 and is the preferred method since it provides traceability of a drawing in both the contractor s and RailCorp systems. A change in the design status, e.g. to Approved For Construction, may require a change in drawing number, refer the CAD and Drafting Manual. All drawings and other design documents shall bear an issue or revision number or letter, date, sheet number (where applicable) and other data needed to provide unique identification. CAD drawings and files should be in a format compatible with a nominated CAD system in use within RailCorp. Detailed requirements for delivery of CAD drawings and files will be in accordance with the requirements of this procedure and the CAD and Drafting Manual. CAD files shall be capable of being modified and updated by RailCorp to reflect as-built and subsequent changes to asset configuration. Hard copy AFC drawings submitted for signing for design acceptance and subsequent lodging in the Planroom shall be full size when specified by the relevant Chief Engineer or Head of Design. Note: The method for lodging drawings in the Planroom is electronic format. For instructions, drawing formats and other requirements for submissions to the Planroom, refer to the appropriate Planroom procedures and specifications. All design documents shall include evidence of having been designed and verified by persons who have been allocated engineering authority and approved by the contractor s nominated representative in accordance with EPD 0011 and EPD 0010 respectively. Details of drawings and other relevant documents shall be listed in the forconstruction baseline for the project. RailCorp Page 7 of 9

8 5.3 Document control Configuration documents EPD 0014 establishes the requirement for master copies of approved configuration documents to be maintained for RailCorp infrastructure. The purpose of this requirement is to ensure that a single, authoritative record exists for the approved configuration of any configuration item at any time. Master configuration data and records affected by a design shall be identified and recorded on the project configuration change plan (CCP). Master configuration data and records affected by the implementation of the change shall be amended and updated in a timely manner and as-built documents shall be completed and lodged in appropriate approved RailCorp repositories (examples include the Planroom, Ellipse and GIS) prior to project closure Design records Design records (other than configuration documents) such as risk assessments, analyses of options etc shall either be retained within the design unit responsible or shall be lodged with the Planroom. Design records lodged with the Planroom shall be complete for the task or project to which they relate. Heads of Design and other unit heads shall ensure that design records retained within their sections are classified and stored such that they are readily accessible to all design staff having a need to refer to them for future changes. Design files and records are not the property of individual engineers and shall not be retained in the custody of individuals Databases and spreadsheets Databases and spreadsheets used to record data that form part of the primary configuration information, such as survey and geospatial data and the GIS, shall be registered and controlled as part of the RailCorp configuration record. Databases within this category may be maintained within a nominated discipline unit but shall be controlled as RailCorp corporate data. Changes to the application used to record the data shall be controlled and documented and a backup copy of the application and data shall be maintained external to the discipline unit having the primary responsibility for the data Suspended or cancelled projects Design documents that have been approved for-construction but have not been implemented due to project cancellation or suspension prior to construction shall be clearly marked to indicate their status and be treated as design records under the requirements of Section Superseded documents Superseded documents shall be: clearly marked as superseded segregated from current documents retained for the period required under NSW statutes or for such other period as is required to preserve the design history and traceability for the infrastructure. RailCorp Page 8 of 9

9 5.3.6 Retention periods Design records shall be retained for the operating life of the asset or for such other period as required by NSW legislation. AS ISO and AS ISO shall be used as a guide for development of records management strategies. 6 Responsibilities 6.1 Heads of Design and project design managers Heads of Design or delegates, and, where relevant, project design managers shall ensure that: configuration documents that have been approved for-construction are lodged in appropriate approved RailCorp repositories design files and records are classified and lodged in an appropriate storage location that is readily accessible to design staff when required for the performance of their duties all new drawings are prepared in accordance with the approved RailCorp drafting standard. 6.2 Manager Engineering Standards and Configuration The Manager Engineering Standards and Configuration shall ensure that a RailCorp Engineering Publications Manual is maintained for use in accordance with the requirements of this procedure. 6.3 Managers of GIS, Planroom and Virtual Planroom The Managers of GIS, Planroom and the Virtual Planroom shall ensure that arrangements for the management and storage of configuration documents are operating within GIS and the Planrooms in accordance with the requirements of this procedure. 6.4 Applications Manager RailCAD The Applications Manager RailCAD shall ensure that a RailCorp CAD and Drafting Manual is maintained for use in accordance with the requirements of this procedure. 6.5 Approved repository administrators The administrators of approved repositories where configuration documents, design records and data are stored shall ensure that those repositories are maintained and operated in accordance with the requirements of this procedure. RailCorp Page 9 of 9