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T-86.5141 Enterprise Systems Architecture 2005 Jorma Heimonen & Variantum OyAll rights reserved

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PDM and Engineering Document

ManagementJorma Heimonen

Variantum Oy

[email protected]://www.variantum.com/
mailto:[email protected]:[email protected]


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- 2 - 2005 Variantum Oy & Jorma HeimonenAll rights reserved

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Contents

Engineering Document Management

Basics of Document Management

Document Management Systems

Practical Tips about Document Management

Case: PDM and Document Management in KONECorporation

KONE Corporation and its business environment Business challenges for document management and distribution

EDMS and EDMS Web: system for PDM and Engineering DocumentManagement

Use

Short demonstration


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Document Management - Basics

Engineering Document Management vs. ContentManagement vs. Knowledge Management

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

Engineering Document Management = Managing product-relatedtechnical documents, I.e. drawings, certificates, instructions, test

reports etc.


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Document Management - Basics

Properties of a document

Unique identification (this slideshow has Variantum document id999999).

NOTE: Identification description. The description of this slideshow isPDM and Document Management.

NOTE: Identification file name on disk. The file name of this documentis 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 years

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

May need to be available for a long time

KONE: Elevator no 1 in Sweden was built in 1898!


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Document Management Systems

IT systems to manage both the document contents (files) andaccompanying attributes (metadata)

Support the previously mentioned basic properties of documentmanagement:

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 andChinese translation of the same document.

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

User-defined attributes (metadata) for classifying and finding thedocuments

Full-text search inside the document files


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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 toolslike Word and various CAD programs

Application Server

The application server executes all the business logic and controls access to themetadata 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 theapplication server

Engineering Document Management is often an integrated part of a PDMsystem

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 exampleDocumentum or FileNet.


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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 thedocument 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 thedocument identifications and ALL THE CROSS REFERENCES IN ALL THEDOCUMENTS had to be changed.

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


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

Document identification

Version identification

Date


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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

Jorma Heimonen worked at KONE as PDM Specialist from 1993 to 2004


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KONE Corporation

Worlds fourth largest elevator company

One of the worlds leading escalator companies

Modernization and maintenance of existing systems account for 2/3 of therevenue

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 automaticbuilding doors under maintenance contract

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

Orders received: EUR 2,021 million


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KONE Products

KONE sells, manufactures, installs, maintains and modernizeselevators 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


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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)


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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 KONEcompanies worldwide


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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

Training Material

Product, Process and Organisational Training


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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

Certificates

Product Change Requests


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Document Management at KONE

Traditionally different practices and culture in documentmanagement in different business areas and countries

General trends

Product Documentation: managed well

Long tradition in document management in engineering (drawings andinstructions)

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

Knowledge management challenge


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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 thestructures

Engineering Change Management

Documentum (www.documentum.com)

Archiving of ERP data (old invoices etc.)

Production of technical instructions (XML-based informationmanagement)

Management of some business process and quality documentation
http://www.documentum.com/http://www.documentum.com/


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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 (salescompany, order engineering, factories), end customer and externalsuppliers

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)


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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

Monitoring: Nagios (www.nagios.org)
http://www.indexdata.dk/http://www.indexdata.dk/


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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 (savedrawing)

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

Hardware:

normal PC servers with Linux

IBM TotalStorage Fasst SAN (Fiber Optic Disks)

For clients: Any normal office PC with free viewing tools


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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)


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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 wheneverdocuments matching his subscription are changed

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

Deliveries)


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EDMS Web Demo Main Screen

EDMS W b D S h D i


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EDMS Web Demo Search Drawings

EDMS W b D S h R lt


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EDMS Web Demo Search Results

C l i d L L d


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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 toorganization

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)