PDM and Engineering Document Management

PDM and Engineering Document

Management

Contents

• Engineering Document Management

– Basics of Document Management – Document Management Systems

– Practical Tips about Document Management

• Case: PDM and Document Management in KONE

Corporation

– KONE Corporation and its business environment

– Business challenges for document management and distribution

– EDMS and EDMS Web: system for PDM and Engineering Document Management

• Use

Document Management - Basics

• Engineering Document Management vs. Content

Management vs. Knowledge Management

– All kinds of content need to be managed, including traditional documents, web content, email messages, commercial invoices, purchase orders, project correspondence etc.

– Engineering Document Management = Managing product-related technical documents, I.e. drawings, certificates, instructions, test reports etc.

Document Management - Basics

• Properties of a document

– Unique identification (this slideshow has Variantum document id 999999).

• NOTE: Identification <> description. The description of this slideshow is “PDM and Document Management”.

• NOTE: Identification <> file name on disk. The file name of this document is heimonen-esi-2005.ppt.

– Versioning: usually a new version replaces the old ones

• This slideshow is version A, date 2005-10-18. It replaces the last year’s lecture, version -, date 2004-10-13.

– Usually need for some kind of approval process

• Draft -> Ready -> Checked -> Approved

– Often need for some kind of archiving / termination process

• Active -> Retired -> Archived -> Terminated / Removed

Document Management Systems

– IT systems to manage both the document contents (files) and accompanying attributes (metadata)

– Support the previously mentioned basic properties of document management:

• Identification • Versioning

• Approvals (Workflow)

• Document file management

– Other typical and important features:

• Access control (authorisation) management of the information

• Multi-lingual documents, for example English, Finnish, Russian and Chinese translation of the same document.

• Different file formats (representations, renditions) of the same document file, for example a DOC and a PDF.

• User-defined attributes (metadata) for classifying and finding the documents

Document Management Systems (2)

– Typical Structure of a Document Management System

• User Interface

– WWW for casual users (readers and casual authors)

– FAT client for advanced users (full time authors/designers and modifiers)

– Design tool integration for accessing the system directly from design and authoring tools like Word and various CAD programs

• Application Server

– The application server executes all the business logic and controls access to the metadata and document files (check in / check out).

• Storage

– Relational database for storing the metadata – Vault for storing the actual document files

» Often the vault is just a directory hierarchy in a normal file system, controlled by the application server

– Engineering Document Management is often an integrated part of a PDM system

• All major PDM systems include document management

– Document is simply just one object kind inside a PDM system

• A lot of stand-alone document management systems exist, for example Documentum or FileNet.

Practical Tips

– Be careful with classifying document identifications!!! Use attributes (metadata) and/or document/product structures to find the

information instead. It is very difficult and costly to change the document identification later.

• Example: KCO-P-L-E-01

» KCO = KONE Corporate Offices » P = Policy

» L = Legal » E = Europe

• Example: DL1-02.03.001-BU1

(organization name BU1 in the document ID)

– The unit that owned the document was moved into organization BU2. All the document identifications and ALL THE CROSS REFERENCES IN ALL THE DOCUMENTS had to be changed.

• Exception: ID can tell, what the document is, for example, that it is an installation instruction.

Practical Tips (2)

• Versioning and approvals

– Version identification system, for example 1.0, 1.1,... or A,B,C,...

– If a modification is made to an approved version, a new version must be made

• Access Control and Duplication

– one master of the document file – controlled and verifiable access

– C-drive or Word document in a WWW page is often not enough

• Key information must be visible in the document as well as in the

system, as people often have paper copies floating around and it must be easy to verify that it is the correct version.

– Document identification – Version identification – Date

CASE: KONE Corporation

• PDM and Engineering Document Management at KONE Corporation

– About KONE Corporation and its business environment – Document Management at KONE Corporation

– EDMS and EDMS Web: KONE PDM and Engineering Data Management System

• Background:

– The EDMS system is a product of Variantum

KONE Corporation

– World’s fourth largest elevator company

– One of the world’s leading escalator companies

– Modernization and maintenance of existing systems account for 2/3 of the revenue

– Growth from the automatic door service business

– Present in more than 40 countries with some 800 service centers – Strategic alliance with Toshiba of Japan since 1998

– Turnover: EUR 2,814 million – Personnel: 23,800 employees

– Sales: 25,000 new elevators and escalators

– Almost 520,000 elevators and escalators and more than 210,000 automatic building doors under maintenance contract

– Operating income before goodwill amortization (EBITA): EUR 298.6 million

KONE Products

• KONE sells, manufactures, installs, maintains and modernizes

elevators and escalators and services automatic building doors.

• Products:

– New elevators

• Technology leader with EcoDisc hoisting technology – New escalators and walkways

– Maintenance and modernization products – Maintenance of automatic building doors

KONE Business Environment

• Distributed Order-Delivery Processes

– Local front line companies (40 countries) and independent distributors

• Sales, Delivery, Installation and Maintenance

– Global order engineering, production and logistics – A lot of the production subcontracted to partners

• Service Business

– Long life cycles of product individuals

• ASEA-Graham Lift no 1: 1898 • KONE Lift no 27: 1920

– Service and spare parts Information must be available

– Advantage to have the original as-built information available (order-specific drawings, Bill-of-Material)

KONE Business Environment

• Global, distributed, networked R&D

– Global products with regional adaptations – R&D centers in all continents

– A lot of subcontractors and partners involved in the R&D projects – Complex, mass-customized (configurable) products

• Global Business Harmonization

– Implement the same rules and processes across all the KONE companies worldwide

Documents at KONE

• Main Types of Documents

– Commercial Documents

– Invoices, order confirmations, shipping documents etc -> from ERP – Legal requirements for storage

– Process and Quality Documents: ISO9000 etc. – Project Documentation

– Project Plans, Specifications, Meeting Minutes

– Correspondence (email) and other informal information – R&D Projects:

» Studies, sketches, informal Excel lists of whatever – Order Projects:

» Tendering documents

» Order-specific drawings and calculations

Documents at KONE

• Product Documentation

– Marketing Material (brochures etc) – Technical Instructions:

– Planning (PG) and Sales (DL) instructions – Owners/User's manuals

– Product Descriptions and Ordering instructions (SO) – Installation instructions (AM)

– Service, Maintenance and Spare Parts Instructions (AS,AR)

– Drawings

– 3D Models

– Assembly and Part drawings, Parts lists – Configuration Instructions

– Testing instructions – Software Binary Files – Specifications

Document Management at KONE

• Traditionally different practices and culture in document

management in different business areas and countries

• General trends

– Product Documentation: managed well

• Long tradition in document management in engineering (drawings and instructions)

• Formal document identifications (drawing numbers) • Versioning, ownership and approvals

• EDMS system in use

– Project documentation: varies from well-managed to non-existent • Order-specific drawings managed as product documentation

• Informal project documentation not really managed – C-drive, Network drive, email folders

– No identifications, no versioning

KONE Document Management Systems

• Variantum EDMS (Engineering Data Management System)

– KONE Global PDM System

– Product Documentation: Drawings, Instructions, Certificates – Parts and Product Structures with documents linked into the

structures

– Engineering Change Management

• Documentum (www.documentum.com)

– Archiving of ERP data (old invoices etc.)

– Production of technical instructions (XML-based information management)

EDMS and EDMS Web

• Usage:

– Product development and health-care processes

• Management of all documentation of standard (generic) products • PDM functionality: parts and product structures

– Order-delivery processes:

• Communicating order-specific drawings between the KONE units (sales company, order engineering, factories), end customer and external

suppliers

• Archiving order-specific data for use in the service business – Management of quality system documentation (some units)

• Global system:

– EDMS Web available in KONE Intranet globally (>6000 users)

– Extranet access to selected subcontractors (both manufacturers and R&D subcontractors)

EDMS and EDMS Web

• Statistics (13.10.2004):

– Number of documents: 953205 (New in 09/2004: 25000) – Number of parts: 286664 (New in 09/2004: 1600)

– Users: 6396 (New in 09/2004: 96)

– Document files: 320 GB (New in 09/2004: 12GB) – Users in 09/2004: 2950

– Amount of data transferred over the WWW interface: 1.5GB / day

• Software (Server)

– Variantum EDMS Application Server – Database: PostgreSQL Version 8.0.3

– WWW: CGI scripts written in the TCL language (http://tcl.activestate.com/)

– Full text indexing: Idzebra (www.indexdata.dk)

– Linux (Fedora Core 3) – Backup: IBM Tivoli TSM

EDMS and EDMS Web

• Software (Client)

– Jedi: EDMS Java User Interface

– EDMS Web: WWW Interface developed by KONE

• Any WWW Browser (current corporate standard: MSIE 6.0) – Direct interface from VERTEX CAD to EDMS

– Batch interfaces from various KONE design tools and product generators (save drawing)

– Viewing and authoring applications (PDF, MS Office, various CAD tools)

• Hardware:

– “normal” PC servers with Linux

– IBM TotalStorage Fasst SAN (Fiber Optic Disks)

EDMS Web

• WWW Interface to EDMS • In use at KONE since 1995

• Original purpose: make it easy to find and read information

– Find the latest approved versions of documents based on simple attributes or traditional paper binders and present them in the viewing format (PDF)

• Currently extended also to saving information • Main functionality:

– Viewing and Managing Parts and Product Structures (BOMs) – Viewing and Finding Documents

• Find via attributes

• Find instructions with full text search

• Find instructions based on old paper binders • Print instructions to a local printer (Finland only)

EDMS Web

• Main functionality (continued) – Saving Documents

• Save a simple drawing to EDMS (easier than Jedi UI)

• Task-specific tools for saving certain drawing types to EDMS – Idea: most of the attributes can be filled in automatically – Order-specific drawings

– Mailer: Email notifications of new and modified documents

• Publish-subscribe:

– User subscribes to interesting information

– After that, he receives automatically email notifications whenever documents matching his subscription are changed

– Additional services: WWW applications linked both to EDMS and some other systems (for example information about Elevator

Conclusion and Lessons Learned

• Document Management is an important part of PDM

• Document Management and PDM are more and more important because of the global and distributed organizations

• Traditionally, document management practises may vary a lot from business area to business area and from country/organization to organization

• When implementing document management, first define the basic rules:

– Identifications

– Versioning and approvals

– Access control and duplication

• Typical beginner's mistakes:

– Using file names instead of proper document id's – Using classifying document id's (DON'T)