CV Quality discussion

Minutes of meetings no 2 held on the 19th of November 2021

Present:
R. Bozzi,
M. Battistin
A. Andersen
D. Leliukh
A. Mejica
Z. Yettou

Meeting Agenda

1 EDMS structure
2 Naming convention
3 List of documents required from the supplier
4 EDMS & records location
5 EDMS structure

Critical topic:
 EDMS structure
 List of documents required from the supplier which need to be uploaded to EDMS
EDMS structure
Topic Question/concern Response Status Who By when

Which documentation shall

List of All the documents Open Quality & On going
be uploaded to EDMS
Documents required by the Project Leader
Will be
supplier,
discussed
Please see Roberto during next
File, and discuss if all meeting:
the documents are 26/11/2021
needed?
Which documentation is
Please see Roberto File
required from the supplier?
and agreed on the
content
document’s Where the document can be
location recorded during the contract
execution?
There is duplication project
folder within EDMS:
 New structure
 Projets
Which one is obsolete?

Naming convention
Action ref Actions progress Status Who By when

Naming convention Column

Internal topic: Open Quality, GEM & On going
need to be completed
Naming convention PL
file

Please complete EDMS title Open Quality, GEM &

column and description PL

GEM Proposal Will the naming convention Open Quality, GEM &
be followed by the PL
contractors?
EDMS document Who shall upload the Open Quality, GEM &
Owner documents to EDMS? PL
Cern or supplier?
As Built Part 2 Which documents need to Open Quality, GEM &
be printed PL
 APPENDIX

EDMS structure: new proposal

Project

Project phase As Built part 1 As Built part 2

Tendring
P&ID CMMS data
documents

Design document TDC Control

Work Electrical diagram Certificate

Manufacturers
Safety_File maintenance Acceptance
prescriptions

Equipment and
Cost Planning control parameters Drawings
settings

Critical spare parts

list

Tests and reports

CURRENT EDMS STRUCTURE

Project phase
 GEM Questions and Quality responses

1. Should there be a photos folder in the project planning structure?

ZY Suggestion: We can keep them for the moment. Input needed from other sections

2. Where should the I/O tests be included?

ZY: I think it should be in the As Built part 1 & Part 2.

3. Should be defined in the procedure

ZY: To be discussed

4. Electrical Drawings and electrical layout drawings need to be differentiated.

ZY: Is this question or statement?

5. Will the naming convention be followed by the contractors?

ZY: Yes. If they will upload document directly to EDMS

Which documentation shall be uploaded to EDMS? Who shall do it?

ZY: To be discussed as a critical topic, priority one

6. How to manage (P&IDs) and Electrical Drawings (evolving documentation): different

scenarios to be listed

 Documents and P&ID in As Built part 1

 Approval P &ID without documents in s Built part2
 The same for Electrical drawings

7. A printed version of the as built documentation to be defined in more detail.

ZY: To be discussed for the next meeting as priority 2

Specified: Which documentation shall be printed? Where should it be stored?

ZY: In think it will be stored in As Built part 2

8. Should the as built structures be separated in “As built OP an AS Built XXX”?

ZY. The idea is to have three folders as below:

 PROJECT

Project geographical naming

Project phase :
Contract execution Document

As Bulit Part 1

As Built Part 2

10. What should be done in different project cases:

ZY: I think we need to focus on the high priority topics as described above and then try to
find a compromise for the small project

 New installation project with/without PJ number – small

 Consolidation project with PJ number – big/small

 Consolidation/modification without PJ number – big/small
 Modifications done by maintenance contractors (Suez, Sades, Dalkia, etc.)
 Projects done by maintenance contractors (Suez, Sades, Dalkia, etc.)
 Projects which are not managed via EDMS?

12. Should each LHC point have a separated context or the division PS/SPS/LHC is
enough?

13. Owner of the EDMS document to be changed in case created by contractor. Massive
upload from our side is possible in case an excel file with a documentation list is provided.