Engineering Data Management at DESY Talk at the DESY DV Seminar Nov. 11, 2000 Jochen Bürger DESY, IPP
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.) 2
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) 11/11/02 EDMS @ DESY (J.B.) 3
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 11/11/02 EDMS @ DESY (J.B.) 4
Engineering Data Management at DESY EDMS, DESY and the necessity to use it
What does EDMS mean? 11/11/02 EDMS @ DESY (J.B.) 6
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.) 7
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.) 8
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 process was no longer systematically applied (or re-implemented by going back to paper with signatures) 11/11/02 EDMS @ DESY (J.B.) 9
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.) 10
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 11/11/02 EDMS @ DESY (J.B.) 11
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) 11/11/02 EDMS @ DESY (J.B.) 12
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... 11/11/02 EDMS @ DESY (J.B.) 13
Why Collaborative? Benefit by concurrent engineering shorter development time less errors, less double development better communication Opens possibility of product development at distinct locations typical way how collaborations work together 11/11/02 EDMS @ DESY (J.B.) 14
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.) 15
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 11/11/02 EDMS @ DESY (J.B.) 16
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.) 17
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. 11/11/02 EDMS @ DESY (J.B.) 18
Engineering Data Management at DESY A functional approach to EDMS
Basic Functionality of EDMS Author Consumer Local files (e.g. CAD User) create, change Data retrieve, read, comment EDM System Managed files Datenbase (Oracle) 11/11/02 EDMS @ DESY (J.B.) 20
Concept of EDMS Das EDMS manages all as objects and stores them at a safe place (Vault). Access to these files is only via EDMS possible Managed files Datenbase Attributes ( Metadata ) of objects and relations are stored in the database. Relations can be defined between Objects 11/11/02 EDMS @ DESY (J.B.) 21
Objects and Relations Relations Objects Document File Part User Role... is attached describes is owner has Structures 11/11/02 EDMS @ DESY (J.B.) 22
Structures relation = uses = is described by = attaches part structure (bill of materials) Objects: = part = document = file 11/11/02 EDMS @ DESY (J.B.) 23
The start: Creation of files and documents creates Stores in file Local vault user Bert owns describes file by attributes document enters Bert Bert s work location Is attached Entry in database Local directory on OS 11/11/02 EDMS @ DESY (J.B.) 24
Check in: user Bert Bert s work location During check-in the ownership of the object is transfered to the vault. 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. Vault Managed files 11/11/02 EDMS @ DESY (J.B.) 25
Check -in & -out Bert check in WIP-vault Release-vault Archive -vault Rev A Seq 1 Is checked out as check out Rev A Seq 1 Rev A Seq 2 Bert s work location check in Rev A Seq 2 Attribute Revision Sequence User/Vault checked out frozen A 1 WIP Bert false true false A 2 WIP Bert false true false 11/11/02 EDMS @ DESY (J.B.) 26
Check -in & -out Bert WIP-vault Release-vault Archive -vault Rev A Seq 2 Attribute Bert s work location Revision Sequence User/Vault checked out frozen A 2 WIP false false 11/11/02 EDMS @ DESY (J.B.) 27
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.) 28
Lifecycle: DESY Document Release Process Rejected Rejected No Start No review Yes No release Yes formal release Yes End of Process Working Reviewing Releasing Released Bert (creator) Reviewer (reviewed by) Releaser (released by) Frozen 11/11/02 EDMS @ DESY (J.B.) 29
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 11/11/02 EDMS @ DESY (J.B.) 30
Engineering Data Management at DESY Short tour through the system
Retrieving in EDMS Search possibilities: Attributes (Metadata) Full text research for textual documents Navigation along structures (Relations) 11/11/02 EDMS @ DESY (J.B.) 32
Access to EDMS http://edms.desy.de Link to system 11/11/02 EDMS @ DESY (J.B.) 33
Login / Start window 11/11/02 EDMS @ DESY (J.B.) 34
Document search (1) search mask Search over any attribute is possible 11/11/02 EDMS @ DESY (J.B.) 35
Document search (2) search result: the attached files can be displayed 11/11/02 EDMS @ DESY (J.B.) 36
Viewing Via View the file is displayed as.pdf 11/11/02 EDMS @ DESY (J.B.) 37
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. 11/11/02 EDMS @ DESY (J.B.) 38
3D Viewer Bild 11/11/02 EDMS @ DESY (J.B.) 39
Engineering Data Management at DESY Usage of EDMS at DESY
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.) 41
Documents in EDMS 12000 Stand 28.10.2002 EDMS 10000 TTF/VUV-FEL Tesla [TPL] Gesamt Ca. 10 000 8000 6000 4000 2000 0 12.01.2002 26.01.2002 09.02.2002 23.02.2002 09.03.2002 23.03.2002 06.04.2002 20.04.2002 04.05.2002 18.05.2002 01.06.2002 15.06.2002 29.06.2002 13.07.2002 27.07.2002 10.08.2002 24.08.2002 07.09.2002 21.09.2002 05.10.2002 19.10.2002 11/11/02 EDMS @ DESY (J.B.) 42
EDMS Document Classes Stand 28.10.2002 ca. 10000 Dokumente Regional Planning 3% Work Package 33% General Dokument 6% Specifikation Dokument 4% Publications 1% Meeting Minutes 5% Maps 2% Drawing 46% 11/11/02 EDMS @ DESY (J.B.) 43
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) 11/11/02 EDMS @ DESY (J.B.) 44
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 11/11/02 EDMS @ DESY (J.B.) 45
Engineering Data Management at DESY Acceptance of EDMS
Acceptance of EDMS The nice, small local solution I know best is exactly designed for my purposes changes are easy (just by call) individual local optimum EDMS big, centralised, anonymous has a reduced potential for individual solutions changes are tedious (specs are necessary, it takes time...) centralised optimum for enterprise This conflict cannot be covered by introducing a system 11/11/02 EDMS @ DESY (J.B.) 47
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 reengineering 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. 11/11/02 EDMS @ DESY (J.B.) 48
EDMS Use Must be an Obligation Preface to CERN LHC Quality Assurance Plan [QAP] (Lyn Evans,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 is performing, 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 11/11/02 EDMS @ DESY (J.B.) 49
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. 11/11/02 EDMS @ DESY (J.B.) 50
Acceptance Problems by System Problem fields: Solutions: 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 preconfigured 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. 11/11/02 EDMS @ DESY (J.B.) 51
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. 11/11/02 EDMS @ DESY (J.B.) 52
Engineering Data Management at DESY Summary and Outlook
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.) 54
What s next? The project Introduction of EDMS at DESY will be finished in 2003 At 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. 11/11/02 EDMS @ DESY (J.B.) 55
11/11/02 EDMS @ DESY (J.B.) 56