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Author: Ilayaraja Muthalagu, PLM DMS version 1.0
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Contents ACKNOWLEDGMENTS
4
1.
PLM DMS
5
2.
DMS Challenges
7
3.
Document Management System (DMS) Architecture
10
4.
Documents to be stored in Document Management System
12
Copyright © 2017 Ilayaraja Muthalagu
5.
Document Template
14
All rights reserved.
6.
Creation, Change & Archiving of Documents
15
7.
Control of Documents
16
8.
Searching for Documents
17
9.
Content-Management System
18
ISBN-13: 978-1542586511 ISBN-10: 1542586518
10.
Benefits
GLOSSARY
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Author: Ilayaraja Muthalagu, PLM DMS version 1.0
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1. PLM DMS ACKNOWLEDGMENTS DMS or Document Management System is a process or system used to manage the document data and design process associated with the life of a product from its conception and envisioning through its manufacture,
When implementing DMS, it provides following benefits to energy storage sector such as
to its retirement and disposal. DMS manages quality documents, engineering
Secure storage of documents
documents such as CAD, business processes documents, manufacturing
Easy retrieval of documents
documents, customer documents and anything else pertaining to a product.
Excellent search capabilities to cut down on time searching
A DMS system acts as a central information hub for everyone associated
for documents
with a given product, so a well-managed DMS system can streamline product
A controlled environment for updates to documents
development and facilitate easier communication among those working
Complex security rules to control access
on/with a product.
Increased visibility of key documents
One source and one set of rules for managing documents
devices from product innovation to launch. All the companies such as energy
Reduced time and effort spent on document management
storage sector implement DMS systems to integrate obtain a competitive
Ability to maintain document history to meet legal
DMS supports the integrated data management for energy storage
advantage and high productivity of the employees gives to the company
requirements
competitive advantage and increases the human capital. To achieve all of this, energy storage sector have realized the necessity to implement DMS
DMS supports the integrated data management for energy storage devices
application to achieve integration of business activities. DMS systems can
from product innovation to launch. DMS System should be able to lock
also be an instrument for transforming functional organizations into process-
document for updating it, so that other users in the system aware of changes.
oriented ones. When properly integrated, DMS companies get products to
It also should provide ability to comment about the change applied. Users
market faster, provide better support for their use, and manage end-of-life
should be allowed to download document (or) set of documents without
better (John Stark, 2011).
locking the documents. System should let user access old revisions for reference. Only latest revision of the document is allowed to update. User should be able to view history of changes that are carried out against a document (Ex: Check-in by User and Revision by User). User should be able to create or revise document inside the system and go through process of releasing it. Releasing of a document should involve following stages Create, Prepared, Approval and Released.
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User should be able to manage paperwork in the DMS System. These
9000 to 9006) can only meet strict quality requirements by using
documents are controlled by Release Coordinator. Engineering Documents
high-performance document management functions.
goes through stages of Preparation, Approval, and Closed. Once there is a
Engineering Document Management System helps organizations
request for Change, Release Coordinator creates Engineering Document
Organize and control their files
and sends this document for approval. Once all the Approvals are completed
Provide easy access to the
Engineering Document will be closed. In the case of Program BOM & Parts
latest revisions
Master, it also requires revision mechanism. Program BOM & Parts Master
Automate document approval procedures
needs to be maintained as Master Data for future data migration.
Securely view, print and redline drawings and documents
Insure regulatory compliance
The quality and availability of documentation is becoming increasingly important. The Document Management System (DMS) offers the
2. DMS Challenges
following advantages:
Automated energy storage document management processes will
Today the storage and access of documents varies by business
avoid data redundancy, maintain consistency of data, and minimize
group and type of documents using multiple local systems. The various
the workload involved in entering and updating their data.
processes are reflective of their owners. The buckets for documents and
In order to use large databases to the full, users need to be able to
their owners in general are:
exchange data quickly and securely. Users can access their data
Product drawings – product engineering
directly using electronic search tools, or find documents using known
Energy storage device drawings
parameters. Users can also search for and display documents
Tooling, equipment & facility drawings – manufacturing engineering
(original application files) via the Internet/intranet. By reducing
Product specifications – product engineering
access time and the workload involved in routine tasks, Users can
Customer specification/requirement documents – marketing
lower their costs considerably.
Process specifications – manufacturing engineering
Users can use document distribution to distribute documents that are
Control plans & FMEAs – quality
managed in the document management system (DMS) either
Policy manuals, procedure manuals & work instructions – quality
manually or automatically according to company-specific processes.
In recent years, the increasing complexity of products has led to
This ensures that the employees responsible or external partners
increasingly complex development tools, such as computer-aided
can view or process up-to-the-minute information.
design (CAD) systems, and more advanced production processes,
Stricter product liability laws mean that it is becoming increasingly
such as computer-aided manufacturing (CAM) systems. CAD and
important to archive documents during the life cycle of a product.
CAM tools have been used to optimize production times and quality.
The quality of a product includes the production process and the whole organizational environment, as well as the product itself. A company that wishes to be certified for quality management (ISO
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The above list of document types and their storage mechanisms generally are unique to the group or region. This local specific DMS process
is challenging management and employees to optimize operations and
Missing opportunities
resources across regions for greater efficiency such as
Single threaded and batch processes lengthen times Difficult to continuously improve without visibility to other regions data
Engineering services are driven from disconnected engineering centers
Missing market expectations due to lack of requirements
Knowledge bottleneck
Multiple sources of data
Single-threaded knowledge
Redundant data entry
Retiring knowledge base
Better Customer collaboration
Trickledown theory to finding information. Short list of
Improved direct material spend
Access to engineering and product information is limited to within
people to call
each region
Difficult to reduce non-value-added work
DMS software streamline the product such as energy storage NPDI development processes, enhance productivity and create a more effective
Employees time spent –
Searching for information
–
Repurposing
environment for deploying, implementing and achieving strategic business –
manage design and process documents, provide an electronic file repository, –
permit item-focused task assignments, enable workflow and process
Attending
status
meetings
vs.
solving
Reporting status in PPT that system should provide automatically
management for approving changes, control multi-user secured access,
–
including "electronic signature" and export data for downstream ERP
Performing redundant work vs. invention, execution, research & reduction activities
systems.
Business Case Findings - Challenges Revealed
Data integrity, completeness, & visibility
No single source of product and process information
Excel
problems
include built-in and custom part and document metadata ("attributes") ,
synchronizing
spreadsheets
initiatives. Some key aspects of PLM PDM software include the ability to
¾
and
Gatekeeper required for CAD outsourcing
Islands of information; documents, Excel/Project/Shared Drives, local databases/paper documents
Data relationships unconnected / unknown (Impact & Traceability)
Data silos make leveraging best-practices/re-use difficult
Barrier to sharing information extends cycle times
Local processes/ownership of information
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3. Document Management System (DMS) Architecture
User
Creating a storage area for documents, or document repository, is an important step in the documentation process. A centralized location provides a starting point for organizing and updating the documents. Typically, each
Part ECM
SA has personal source copies of documents and personal notes; having a central repository makes it easier for people to find the most recent version of a document. Creating a document repository is also a great way to find out about documentation. If there is a central repository, people will bring odd pieces of documentation that they have written. Most SAs have one or more directories full of reminder documents and will gladly share them when there
Search Engine Server
PLM DMS System
Middleware
Cache Servers
is a place to put them. Figure shows the overall DMS Architecture. Users are integrated through front ends in following ways:
Graphical Interface
Integration in desktop application
Internet Applications using web documents
Integration with portal
CAD Integration
Content Servers
Legacy System
CAD Interface
Actual Processing logic is there in Document Management System. CAD Desktop enables transfer of documents from external system. Any Documents in DMS saved with a key created as Document Info record and the files get attached to it. This in turn addresses the server components:
Content Servers: Storing the original Files
Index server : Create and manage indexes for full text search (TREX search)
Cache Server : Increase access speed
Author: Ilayaraja Muthalagu, PLM DMS version 1.0
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CAD Integration Energy Specific il
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SPC
Specification -
Word, PDF
Material
4. Documents to be stored in Document
SPC
Management System
Specification -
(Component) Word, PDF
Product
Following Energy Industry documents to be stored in DMS system
ESF
Energy Storage -
Material
Material(Finshed Product)
Any Documents
Material
Any Documents
Material
Any Documents
Material
Word, PDF
Material
Formation Document
Documents
Type
Description
Application
Primary Linked Object
REP
Renewable Energy - Process
LIS
Lithium Ion Specification
SPC
Specification Process
Drawings -
AutoCAD,SolidWorks,
Equipment
PDF
FCL
Drawings - Facility
AutoCAD, PDF
LBL
Drawings - Labels
AutoCAD,PDF
Material
PKG
Drawings -
Excel
Material(Finshed
EQP
Packaging PPR
Drawings - Post
Product) Excel
Protectors DRW
DRF
Material(Finshed Product)
Drawings -
CATIA, SolidWorks,
Product
AutoCAD,PDF
Drawings - Tooling
AutoCAD,SolidWorks,
Material
Material
PDF
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6.
5. Document Template
Creation, Change & Archiving of Documents The creation, change & archiving of documents will be done by the
The Document Record is the header information for a document or
business person that is responsible for that document. The creation of a drawing is the responsibility of numerous people with each responsible for a
set of documents. Document number: It will standardize globally to an internally
set of drawings. A manufacturing engineer may be responsible for designing
generated number with 2 digit revisions
a particular type of tooling that includes creation of the tooling drawing. A
Versions: It will use versions to track minor changes to documents.
product engineer may be responsible for designing a particular type of
Revisions: It will use revisions to track major changes to
component which results in the creation of a product drawing. The
documents. For those documents under engineering change control,
maintenance of a quality test manual and related work instructions may be
the revision will align to each engineering change release. Revisions
the responsibility of a quality engineer.
will be 2 digit numbers. Engineering change release is as of an
effective date.
receives a request for a new document, changes to an existing document or
Document description: It will use the short, document description
as a result of their own work processes decides that a new document is
to title documents following a new global naming convention.
needed, changes to an existing document are needed or an existing
Department: It will use the department field to house the business
document needs to be archived.
unit & region of the document primary usage (i.e. Global, Local etc)
Regardless of the type of document, the business person either
¾
Authorization Group: It will use Authorization Group to allow
Process: Creation of Documents in DMS
Illustrator, Microsoft Word, etc.)
visibility to documents to the appropriate set of users.
Author document in originating software (CATIA, Adobe
Document Type: It will use Document Type to differentiate different
Enter relevant fields on the document data tab like
types of documents which will aid in searching. Table defines
Document description, Document Status, Authorization
document type for the documents that are known at this time.
Group, Department details
Attach original files and check into DMS
Add Long Text
Link documents with objects like BOM, ECM, CLASS, Material/Part, Notification, Purchase Order etc.
¾
Process: Maintenance of Existing Documents or Document Records Maintained in DMS
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Change attributes of classification as needed
Change document status as needed
Add additional object links as needed
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Add additional original files as needed
document status networks preconfigured in the system
Check existing file out of DMS as needed
and identified through the document key.
Author document changes in originating software (CATIA,
In normal practice Workflow configurations are created in order to
Adobe Illustrator, Microsoft Word, etc.) as needed
trigger notifications for document approval process. This can be designed
Maintain Energy specific details such as cells, formations,
with ECM process or without ECM process.
specification ¾
Process: Archive of Existing Documents Maintained in DMS
Change document record status to reflect archived if entire
8. Searching for Documents
document record is being archived
Search facility is a must for a living documentation system. People are going to put stuff where it cannot be easily found by others. Fortunately,
7. Control of Documents
many dropin search engine tools can be used with a web repository. These tools range from open source packages to hardware appliances that are
The control of documents can be divided into two different Processes: Documents managed with Engineering Change Management
designed to index data across an entire enterprise. When choosing a search
(DMS w/ECM) and Documents managed without Engineering Change
engine, consider the level of search granularity and search options available,
Management (DMS w/o ECM). Regardless of the control mechanism, the
as well as what types of documents can be accessed for full-contents
processes of creation change & archiving will apply.
indexing. It is preferable to be able to limit the search to specific areas or
¾
Documents managed with Engineering Change Management
objects. One might specify to search only the titles of documents or the text
(DMS w/ECM)
on the pages where they are linked. Other searches might include the
Energy Sector will use this process to manage
content of the documents themselves or the keywords or tags associated
documents that are identified to be under Engineering
with the pages.
Change Management (ECM) and workflow. ECM control
The process, searching for documents, is performed by a large
provides the change history and authorization records
number of people. The storage of documents on a global system with non-
for the entire changes made to a specific document.
significant part numbering will be a significant change. The aids to searching will include:
¾
Documents managed with out of Engineering Change
Document Type
Management (DMS w/o ECM)
Department
This process shall be used to manage documents that
Document file extension
are identified to not be under Engineering Change
Content search
Management (ECM). Documents not under ECM control
Document description
still are under security and change control based on the combination of role based security access controls and
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9. Content-Management System
10.
A number of features are required to implement a functional CMS. A
Benefits
A DMS system will enable an organization to integrate the business
content-management system specifically consists of three layers: repository,
processes of a company and help organizations obtain a competitive
history, and presentation. The repository layer is generally a database but
advantage. Document Management System (DMS) is one of the proposed
may also be a structured file system with metadata. The content is stored in
solutions for Energy sector in order to face the global challenges. DMS
this layer. The history layer implements version control, permissions, audit
system covers energy storage sector global design centers and
trails, and such functionality as assigning a global document identifier to new
manufacturing facilities. The design approach covering the energy storage
documents. The history layer may be a separate journal or database or may
sector Global Organization is based on a single PLM instance for the entire
be stored in the repository. The presentation layer is the user interface. In
energy sector Global Organization. Energy storage sector key objectives for
addition to allowing document interaction, such as browsing or editing, the
this project are:
presentation layer may also implement document controls, such as read-only access or permissions.
1. Enable business process management and document management efficiency through a single integrated global process model and business platform. 2. Achieve the value identified in the Business Value Assessment through Business Process Management (“BPM”), process transformation, integration and standardization of business processes, strong data governance, increased automation of processes and an expanded process and business system capability. 3. Implement a common DMS platform across all design. 4. Leverage out-of-the-box functionality and minimize system customization. 5. Transform energy storage design centers into the best global alignment of processes, people and systems to provide reduced time to market, improved product quality, reduced prototyping costs, accurate and timely request for quote generation, quick identification of potential sales opportunities and revenue contributions, savings through the re-use of original document data, a framework for product optimization, and reduced waste and savings through the complete integration of document workflows and CAD. ¾
Author: Ilayaraja Muthalagu, PLM DMS version 1.0
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Measurable Benefits:
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Time Savings - Operational Efficiency
Term
Definition
Definition
Personnel Savings
ECR
Engineering Change
Same as of Definition
–
New Technologies
Request: A request to
Operational Savings - Indirect Costs
initiate Engineering
Cost of Goods Sold Savings - Direct Costs
Change.
Accelerated Project Benefit ECO
Engineering Change order :
Same as of Definition
When any Engineering
GLOSSARY
change request is
Term
Definition
Definition
DR
Document Record
N/A
CAD
Computer Aided Design
Computer Aided Design
converted for doing the necessary changes it becomes Engineering Change Order.
PDM
Product Data Management
Product Data Management
DMS
Document Management
N/A
System ECM
ECN
Engineering Change
Engineering Change
Management
Management
Engineering Change
N/A
Number Lite
Simple Engineering Change
N/A
Process which facilitate to do simple immediate changes. Change of objects allowed once change number is assigned.
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References
Term
Definition
Definition
ECR/ECO
This is a high level process
Same as Definition.
1. John Stark, (2011) Product Lifecycle Management: 21st Century
of ECM having details as
Paradigm for Product Realization (Decision Engineering) 2nd edition,
under:
Springer 2. John Stark, (2007) Global Product: Strategy, Product Lifecycle
Approval of change request
Management and the Billion Customer Question (Decision
required
Engineering), Springer 3. Nicolas Maranzana, Frédéric Segonds, Frédéric Lesage, Julien Nels
Validity date not needed until ECR to ECO
on. Collaborative Design Tools: A Comparison between Free
conversion
Software and PLM Solutions in Engineering Education. Springer 4. Frédéric Segonds,Guillaume Cohen, Philippe Véron, Josquin Peycer
Change objects only after
é. PLM and early stages collaboration in interactive design, a case
ECR turns to ECO
study in the glass industry. Springer
Change implementation
5. CIMdata, http://www.cimdata.com
usually involve many
6. Karnie, Arie; Reich, Yoram (2011). Managing the Dynamic of New Product Development Processes. A new Product Lifecycle
departments
Management Paradigm. Springer. Administration of Change
7. http://www.product-lifecycle-management.info
Master Record status
8. Ilayaraja Muthalagu, PLM Manufacturing Change Order(MCO) 9. Heckman, J., 2008. Why Document Management: A White Paper from http://www.heckmanco.com/docs/DMWhitePaper.pdf
WF/Routing
Work Flow
Same as Definition.
10. Ilayaraja Muthalagu, PLM PDM Master Data Management for Energy Devices 11. Thomas A. Limoncelli, Christina J. Hogan, Strata R. Chalup. (Second Edition). The Practice of System and Network Administration. 12. Ilayaraja Muthalagu, PLM Integration with other Systems 13. Ilayaraja Muthalagu, Product Lifecycle Management (PLM) Implementation for Energy Devices 14. Ilayaraja Muthalagu, PDM (Product Data Management) Document Management System (DMS) Architecture for Energy Devices 15. LAWRENCE WEBBER AND MICHAEL WALLACE. Green Tech
Author: Ilayaraja Muthalagu, PLM DMS version 1.0
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How to Plan and Implement Sustainable IT Solutions. Amacom books. 16. Ilayaraja Muthalagu, PLM PDM Data Security 17. Ilayaraja Muthalagu, PLM PDM Engineering Change Management (ECM) for Energy Devices 18. http://help.sap.com/saphelp_erp2004/helpdata/en/c1/1c31a243c711 d1893e0000e8323c4f/frameset.htm 19. Ilayaraja Muthalagu, PLM (Product Lifecycle Management) System Administrator Process for Document Management System (DMS) in Energy Devices 20. Andrea Buda, Petri Makkonen, PDM suitability study for CAE data
ABOUT THE AUTHOR Ilayaraja Muthalagu is a certified PLM (Product Lifecycle Management) PDM (Product Data Management) system architect and Certified Enterprise Architect and have more than 15 years of system configurations, high performance system design, development, project management, system architect, software engineering, research, publications, data management, system integration and customer support experience in PLM technologies. \\ Author has done two master degrees which are in Information Systems and Information Technology. Author has received eight prestigious recognitions and awards for my significant PLM implementation and research contributions. Author is a professional member of Sigma Xi. Author is Significantly Contributed to PLM for Engineering Industries
management: http://www.ifip-wg51.org/ 21. Akbar Jamshidi and Jafar Jamshidi, New Product Data and Process Management – A Case Study of PLM Implementation for Formula Student Project: : http://www.ifip-wg51.org/ 22. Ilayaraja Muthalagu, Computer Aided-Design(CAD) Integration with PLM DMS 23. Frédéric Demoly*, Dimitris Kiritsis, An integrated requirements elicitation approach for the development of data management systems: http://www.ifip-wg51.org/ 24. Ilayaraja Muthalagu, Product Lifecycle Management (PLM) System for Energy 25. Ilayaraja Muthalagu, PDM Document Management System (DMS) 26. Ilayaraja Muthalagu, PDM (Product Data Management) Document Management System (DMS) Architecture for Energy Devices
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Product Lifecycle Management (PLM) Document Management System (DMS)
DMS
Ilayaraja Muthalagu
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