Engineering Data

Management
at DESY

Talk at the DESY DV Seminar

Nov. 11, 2000
Jochen Bürger
DESY, IPP
 Engineering ?

q Engineering Data Management

comprises subjects like
m documentation
m communication
m collaborative work
q These subjects are not at all limited to
engineering issues, they are important
in many other fields.
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 A Provocative Statement on
Communication and Documentation

q Always declared as an important task

q Normally no resources assigned to this task:
m ... We will use the web ...
m ... We have a well organised system of meetings ...
m ... We have a good secretary
q If this is not sufficient:
m Working groups create their own systems (everybody is able
to write some scripts to use a database)
m 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

qContents
mEDMS, DESY and the necessity to use it
mA functional approach to EDMS
mShort tour through the system
mUsage of EDMS at DESY
mAcceptance of EDMS
mOutlook

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 Engineering Data
Management
at DESY

EDMS, DESY and the

necessity to use it
 What does EDMS mean?

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 The Information Issue

q DESY has decided to introduce an EDMS

system:
mthe future projects of DESY will create a huge
amount of technical information which has to be
maintained over decades
mInformation must be accessible for any project
person at any place at any time
q This calls for a powerful IT-system to support
the processes at DESY.

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 Introducing EDMS at DESY

q First step: Pilot Project

m Focus of implementation are the future projects (TESLA,
FEL) and their preparation (TTF)
m After the successful end of pilot project DESY purchased a
kind of campus licence of the EDMS (Fall 2001)
q Second step: Project to introduce EDMS (presently
active)
m implementing new functionality
m supporting mainly the processes:
u cavity preparation
u engineering for TTF
m 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

q In the early days of q In the 80ies CAD came up:

u Printers are patient
engineering: u Software (sometimes) too
m A well established m Any user could create a
process guaranteed that paper which seems to be
each piece of paper valid: it looked perfect
(mostly drawings) had a m The classical
engineering
well defined status, e.g. process
• Working was no longer
• For Information only systematically applied
• Released m (or re-implemented by
• Obsolete going back to paper with
signatures)

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

 The Genesis of EDMS

q Requirements came up to have

mElectronic drawing archive
u Just to get rid of paper archives
u Have a secure place to store data and have catalogues
to retrieve them
mElectronic document management
u Plus workflow to support the process from idea to
archive the document
mEngineering data management
u Plus parts and structure management
u Plus interfaces to other systems, where product relevant
information is managed

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 What is EDMS ?

q Engineering Data Management comprises:

m part and structure management
u Bill of materials (BOM)
m Document management
u Drawings, calculations, orders, standards ...
m Workflow supporting the processes of these objects during
their entire life cycle
q IT Systems supporting these processes are sold
under different names:
u Engineering data management (EDM-System)
u Product data management (PDM System)
u Product life cycle management (PLM System)
u Collaborative Product development

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

 EDMS Definition *)

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

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

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 Why Strategic ?

q 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
m Maintainability
m Legal aspects
m Transparency of the development processes
m Optimized resource controlling
m ....

11/11/02 EDMS @ DESY (J.B.) 13

 Why Collaborative ?

q Benefit by concurrent
engineering
m shorter development time
m less errors, less double development
m better communication
q Opens possibility of product development at
distinct locations
m typical way how collaborations work together

11/11/02 EDMS @ DESY (J.B.) 14

 Benefits for the project:

q Creation of a project-wide knowledge base

q Standardisation
q Improving communication
q Improving development, design, and
manufacturing processes
q Integration of heterogeneous software environments
(e.g.CAD, Office ...)
q Coherent information to all participants in case of
changes
q Fast reaction on new developments

11/11/02 EDMS @ DESY (J.B.) 15

 Benefits for users

q Avoiding unproductive activities (such as retrieving,

managing, repeating ...)
m More time for the dedicated tasks
m More time for creative working
q Better documentation
m Access to experts‘ knowledge
m More satisfaction during work
q Unique access to data and documents
m Not necessary to learn many complex applications e.g. CAD
just for retrieving information

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

 System selection

q DESY choose the EDMS „Metaphase“ by SDRC

m Metaphase is the world leading EDMS
u Boeing, Ford, Daimler-Chrysler, ...., Siemens power plants, ..
m SDRC produces also the software of I-DEAS (the high end
CAD-system used at DESY)
m Metaphase new versions since mid 2001 are called
„Teamcenter“
m SDRC has been swallowed by EDS in 2001
u 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

m Object-relational data model on relational database

m Powerful system working on one or several ORACLE
instances
u All classes are tables in ORACLE
u 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
m Clients are web-based
u Presently the clients are Java applets
u In future (Teamcenter): Java server pages on J2EE
m 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, retrieve,
change Data 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 can be defined
relations
between Objects
are stored in the database.

11/11/02 EDMS @ DESY (J.B.) 21

 Objects and Relations

Relations
Document
is attached
File
Objects

describes
Part
User is owner

Role 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

Bert‘s
Bert
describes enters work location
file by Is attached
attributes
document
Entry in
database
Local directory on OS

11/11/02 EDMS @ DESY (J.B.) 24

 Check in:
user
During check-in the ownership of
Bert the object is transfered to the vault.
Bert‘s During check-in:
work location •a copy of the file in a
presentation format (usually .pdf)
is created and stored
Local vault •textual files are indexed and can
be retrieved by full text research.

Managed files
Vault

11/11/02 EDMS @ DESY (J.B.) 25

 Check -in & -out
Bert WIP-vault Release-vault
che Archive
ck -vault
in

Rev A s
Seq 1 out a
ecked o ut Rev A
c h ck
che
Is Seq 1

che Rev A Attribute

Rev A ck Seq 2
Seq 2 in
Revision A A
Sequence 1 2
User/Vault WIP
Bert WIP
Bert
Bert‘s work checked out false
true false
true
location
frozen false false ­

11/11/02 EDMS @ DESY (J.B.) 26

 Check -in & -out
Bert WIP-vault Release-vault
Archive
-vault

Rev A Attribute
Seq 2
Revision A
Sequence 2
User/Vault WIP
Bert‘s work checked out false
location
frozen false

11/11/02 EDMS @ DESY (J.B.) 27

 Workflow in EDMS

q An important feature of EDMS is supporting

processes by (electronic) workflow
q It is reasonable to support processes which are
m repetitive
m standardized
m need quality assurance (documentation)
m .....
q In Metaphase (Teamcenter) workflow is called „life
cycle“
q Life cycles presently available in EDMS:
m Process support for cavity preparation
m Release process for documents

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

 Lifecycle:
DESY Document Release Process

Rejected

No
Rejected

No No
Yes Yes Yes End of
review release formal
Process
release
Start

Working Reviewing Releasing Released

Bert Reviewer Releaser
(creator) Frozen
(reviewed by) (released by)

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

 Benefits:
Document Management under EDMS

q Documents are visible for anybody

q Documents are easily retrievable (even with full
text research)
q Status is defined and visible
q Version numbers are automatically created
q Document release process is supported by a
workflow (life cycle)
q After check-in a copy of each document in a
„neutral format“ (e.g. pdf) is created as
presentation format for viewing.
q Secure data storage

11/11/02 EDMS @ DESY (J.B.) 30

 Engineering Data
Management
at DESY

Short tour through the

system
 Retrieving in EDMS

qSearch possibilities:
mAttributes (Metadata)
mFull text research for textual documents
mNavigation 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

q Office-Integration:
m Open and create documents
directly form Office menus
m Templates, stored in EDMS,
can be used
q Viewer („VisView“) for many
technical grafic formats is
available
m 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

q Processes which have documents in EDMS:
m Cavity preparation process (TTF)
m Engineering Process (TTF)
m TESLA-Planfeststellungsverfahren (TPL)
q The central paper drawing archive is scanned and put to EDMS
m Source of valid (i.e. released by signature on paper) drawings
m Starting with recent drawings, which are almost created by CAD
systems.
m Format is .tif
q Recently within the TTF-Engineering activities: part and structure
management started
q Presently about 200 registered users

11/11/02 EDMS @ DESY (J.B.) 41

 0
2000
4000
6000
8000
10000
12000

11/11/02
12.01.2002

26.01.2002

09.02.2002

EDMS

Gesamt
23.02.2002

Tesla [TPL]
09.03.2002 TTF/VUV-FEL

23.03.2002

06.04.2002

20.04.2002

04.05.2002

18.05.2002

01.06.2002

15.06.2002

EDMS @ DESY (J.B.)

29.06.2002

13.07.2002

27.07.2002

10.08.2002

24.08.2002
Documents in EDMS

07.09.2002

21.09.2002
Ca. 10 000

05.10.2002

19.10.2002
Stand 28.10.2002

42
 EDMS Document Classes
Stand 28.10.2002
ca. 10000 Dokumente
Work Package General Dokument
33% 6%
Specifikation
Dokument
4%
Regional Planning
3%

Publications
1%
Drawing
Meeting Minutes 46%
5%
Maps
2%

11/11/02 EDMS @ DESY (J.B.) 43

 EDMS Policy
(Status 2002)

q The activities for the future projects (TESLA, FEL) of DESY are
the focus of EDMS support.
q New processes to be supported by EDMS need to be approved
by the DESY directorate, if additional investment is needed.
q Any DESY user can become a passive EDMS user („consumer“).
q Active use (as „author“) is limited to the supported processes.
q All information is visible for all users.
q The EDMS is visible only within the DESY fire wall.
q Information stored in the EDMS should be project-oriented
m EDMS is not a repository for personal files (e-mail, letters, .jpeg,
.mp3)

11/11/02 EDMS @ DESY (J.B.) 44

 EDMS Policy - future

q EDMS should become open for

u External collaborators
u External suppliers
m This implies modifications of the access rights
q EDMS should be available for all approved projects at
DESY
m 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

q EDMS
q The nice, small local
m big, centralised, anonymous
solution
m has a reduced potential for
m I know best
individual solutions
m is exactly designed for
m changes are tedious (specs
my purposes
are necessary, it takes time
m changes are easy (just ...)
by call)

individual centralised
local optimum 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

q The EDMS team tried to introduce EDMS

bottom up:
m training and support on a process-oriented and very
personal base,
m support on defining, documenting and re-
engineering processes,
m system improvements by user feedback,
q ... but not completely successful:
m Some users refuse / are reluctant to use the
system.
m 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

q Bottom up is not sufficient,

q The management must clarify
that the use of EDMS is
mandatory
mencouraging the users (at DESY)
mor oblige them (at CERN)
q 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:

q Deficits of the GUI
m GUI cannot be used intuitively (neither
web nor windows look and feel)
m Present GUI cannot be customized
(JAVA hard-coded)
m No individualisation possible
m Navigation is clumsy
q Possibilities of the system not known
by the users
q Long reaction time for realizing
(possible) changes
q Technical possibilities of the system
are not used.
q Introducing the web-oriented
Teamcenter GUI
m It is not sufficient to modify the pre-
configured pages, the entire GUI
has to be designed driven by the
DESY specific use cases.
q EDMS is better than the users know
m Improvement of acceptance
management: Key user concept
q Improvement of the internal
processes in the EDMS team
q Improved product knowledge of the
external team members and the
communication hereof.

11/11/02 EDMS @ DESY (J.B.) 51

 Acceptance Management

q is the key for a successful implementation

q has to cover tasks which are not core
tasks of EDMS (e.g. organisational issues,
process issues)
q needs very patient team members
q requires many resources
q needs also engaged support from the
management.
11/11/02 EDMS @ DESY (J.B.) 52
 Engineering Data
Management
at DESY

Summary and Outlook

 Summary

q EDMS is a powerful tool to

support engineering (and other)
processes by
m document management
m part and structure management and
m workflow automation
q The DESY EDMS installation supports processes in the context
of TESLA/TTF and has already many documents in its vaults.
q 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 ?

q The project „Introduction

of EDMS at DESY“ will
be finished in 2003
At that point
u the system will be managed by a support team which will be
responsible for the system operation and the user support
u the ongoing implementation of interfaces to the CAD-Systems
is finished and
u the web-based Teamcenter GUI is introduced.
u it should be possible to have „EDMS at DESY everywhere“
q Further resource-intensive system improvements and
interfaces will be organized in independent projects
with own budgets.
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