Project Data Management - Tarokotaroko.org/documentation/documents/Sigma_Presentation.pdf ·...
Transcript of Project Data Management - Tarokotaroko.org/documentation/documents/Sigma_Presentation.pdf ·...
Project Data Management
1R4_MDT, 20150119
Contents• Overview
• Introduction• Project Data Management Concepts• Taroko Sigma
• Main Functions• Document Management• Requirements Management• Correspondence Management• Fault Reporting / Deviation Tracking and Management• Asset Management• Site Works Management• Status Aggregation• Workflow Automation• Connection to other tools
• Under the Hood• Back office setup• Software and Hardware architectures
• Closing• Taroko Services and Software Licensing• Taroko Philosophy and Additional Thoughts
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Introduction
• Information is an asset– Often the most important in an organization
• Project success depends on how well information is– Used, gathered, distributed, analyzed, displayed, stored, indexed, queried, combined…
• Project focus: get more value from information– Particularly for project management organizations
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Who / what is Taroko.org• We are
– An Engineering Consultancy– Taroko Ltd. Establish in 2014, Hong Kong Based.– Four directors each with over 25 yrs experience– Transportation (mostly rail) and mining industries
• We have evolved a set of tools and methods– That add value– Are proven in use, and reuse– On many different projects (USD 10M – 2B)
• We provide the following– Project management tools, services, consulting, database hosting
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Project Data is Big Data• Consider a modern infrastructure project
• 5 yrs, USD 300M, Owner’s or General Contractor’s viewpoint
– It will generate in the order of:• 50,000 Document & drawing items• 10,000 Formal letters• 10,000 Contract Requirements• 150,000 Derived Requirements• 30,000 Test items• >1,000,000 files and other objects on shared servers
– 20 to 100 TB• Thousands of other related lists and items such as change requests, punch items, permits, certificates, interface data etc.
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Projects Create Unconnected Data
• Multiple specifications• Multiple organizations• Unconnected data also creates confusion:
– Who has the current version?– Where is the data stored?– How is the data protected?
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Traditionally, Project Data is discrete
• Project data develops naturally in groups– Typically, each is “owned” and managed separately– Repositories are created as and when needed– Result: discrete, unconnected pools of information
LettersTransmittals
ApprovalsDocuments
Drawings
Requirements
Hazard Log Test Items
SystemConfiguration
(HW & SW)
DefectsPunch Items
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In Reality Project Data is connected
• Consider a typical data “chain” for a rail project• A SCADA alarm point is defined by a requirement• The requirement lives in a document, • Whose status is determined by transmittals• The requirement is validated by a test item• The test item is based on requirements• The tested item is a piece of hardware• The hardware is running a version of software• Which belongs to a system configuration• And so on…
• These data chains are complex and dynamic– Increasingly so with project size– Changing status of one element affects status of others
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Connections add value
• There is significant value in– Knowledge of the chains (the more the better)– Ability to retrieve the chains efficiently– Ability to construct or add new chains efficiently– For example
• Gathering all letters related to a particular issue• Assessing the ripple effect from cancelling or modifying…
– Requirements, Designs, Schedules, etc.• Tracking staff and assignments (“who does what”)
• The typical discrete approach misses much of this value– Basic connections only are maintained– But generally, data sources are not visible to each other
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Typical Unconnected Data Repositories
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Excel Spreadhseets
Paper Paper
Excel SpreadhseetsExcel Spreadhseets
DocumentDatabase
PersonalDatabases
File Share
Req DB(DOORS)
There is Another Way
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LettersTransmittals
Approvals
DocumentsDrawings
Requirements
Hazard Log Test Items
SystemConfiguration
(HW & SW)
DefectsPunch Items
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Taroko Sigma
• Taroko’s Sigma is a platform for all project data sets– Serves the data to all users
• Local or remote, full range of access hierarchies– Allows relational linking between all data sets
• Full realization of value from interconnections – Single point of control for data admin and management
• Backups, security, access authorities
• Pre-‐set with standard databases, reports, functions– Developed and proven in use on many projects
• Fully customizable to suit particular project needs– Lets the users make and manage their own tool sets
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Taroko-
Taroko-
Taroko-
Taroko-RM
DC
FRRequirements Management
Document Control
Fault Reporting
Taroko-AMAsset Management
Taroko Sigma - Integrated Data Management
The Taroko Family
The Taroko Family
• Taroko Sigma is a family of modules
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Sigma Home Page
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Benefits of Synergy
• When data sets are richly connected and connectable• Particularly on a common platform…
– Users benefit from increased access to useful information• Quick and efficient searching and retrieving
– Previously obscured properties become visible• Easy to assess progress against diverse objectives
– Users can build their own tools and reports efficiently• Optimized for particular needs and business rules
– A high degree of office automation becomes possible• Workflow control• Information circulation• Paperless, secure, auditable
– IT costs and risks are reduced
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More Than the Sum of Parts
LettersTransmittals
Approvals
DocumentsDrawings
Requirements
Hazard Log Test Items
SystemConfiguration
(HW & SW)
DefectsPunch Items
Project ControlConfigurationsare specified and
captured inDocuments
Requirements Live in Documents
Hazards are mitigatedby design and test
requirements
Test ItemsValidateRequirements
Hardware & Softwareis tested
Punch Itemscan be raisedagainst anything
Letters & Transmittals
Drive document Status
Automation
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Approach and Main Functions
• Taroko’s approach is based on a series of scalable integrated databases comprising of:
• “Standard” functions found on all projects; and • Additional functions that are enabled by a common platform
• Create automated and integrated Dashboards
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Standard Functions
• “Standard” functions found on all projects– Document Management– Requirements Management– Correspondence Management– Fault, Defect & Punch Item reporting– Contacts and human resource data– Asset & Configuration Management– “Permit to work” and “possession control” systems
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Additional Functions
• Additional functions enabled by our common platform– Task Assignment, Workflows and Notifications– Overall Status Aggregation & Reporting– Lots more…
• The common platform increases the value of the standard functions by aggregating the data
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Document Management
• Repository for all types of documents• Comprehensive search and retrieval functions• Revision management• Document Status Tracking and report automation• Associated metadata and multiple identifiers• Automatic status calculation• Management of Drawing and Document packages• Document Transmittals between organizations• On-‐line document review, commenting and approvals• Related linking between documents and other data sets
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Document Transmittal Management (DTMS)
• “Satellite” document management systems for SIGMA• Deployed in stakeholder organizations
• Eg: subcontractors or clients
– with which formal submissions are exchanged.
• Complete confidentiality and security– Fully segregated repositories
• Transmits documents, review sheets, approvals, etc.– Between SIGMA and DTMS, between DTMS and DTMS– Paperless, fast, secure, traceable, auditable
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Typical DTMS Transmittal Flow
SIGMA DTMS(Client )
DTMS 1(Subcon 1)
DTMS N(Subcon N)
Transmittal OutSubmit
Transmittal OutComment
Transmittal InComment
Transmittal InSubmit
Transmittals Consist of:A database record in sending and receiving databasesA corresponding file folder which is passed/copied between repositories
Each DTMS is a separate stand alone databaseEach DTMS has its own associated document repositoryEach organisation has its own DTMSData is passed between the DTMS and SIGMA via Transmittals
Folder contains: PDF copy of transmittal and any associated comment response sheetFolder is placed in the document revision folder of each respective repository
Notes:
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Automated Document Status Reporting
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Requirements Management (RM)
• Enables requirement identification and traceability – from top level input requirements (eg Contract) – to final design, implementation and test.
• Provides documented, dynamic proof of compliance• Provides a platform for independent verification• Direct linking to Hazard Log
– Tracks and verifies safety mitigations to design.• A practical implementation of EN/ISO standards.• Secure segregated areas for confidentially
– enables multi-‐contractor access without data sharing• Adaptable to any business process
– simple contract compliance matrix to full end-‐to-‐end V&V
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RM Data Structure
• Each requirement is entered into a database record.
• The requirements are linked to other related requirements.
• The links within the database provide Traceability from contract to document to document…… to test
• Verification is a separate process which ensures that the lower level requirements satisfy the upper level requirement.
• A document reference is entered for each requirement. The document reference is linked to the relevant record in the document database. This allows automatic notification of revision changes etc. forcing engineering review of the linked requirements.
• Where necessary a requirement will be validated by test. In this case the test procedure reference and Validation Links is entered into the database.
Contract Requirement
Design Requirement
Detailed Specification 1 Detailed Specification 2
Test Procedure
Validation Link
DesignDown
VerifyBack
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Taroko RM Tool Features
• One click linking• Document import with automatic parsing
– by paragraph or defined tags
• Multiple view options with up to 5 levels per screen• Verification on the basis of
– individual links and – overall satisfaction
• Extensive verification and traceability report options• Independent verifier and design roles
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Requirements Home Page
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RM Link Manager
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Taroko RM Assessment Features
• Taroko’s RM Tool includes built-‐in assessment tools – Eg: for independent auditing of requirements analysis
• Rapid assessment through – auto detect error flagging• Pre-‐defined assessment criteria -‐ assuring consistent assessment – Assessment criteria can be customized to users preferences
• Allows assessment of requirements maintained in other RM Tools (DOORs for example)
• Assessment reporting
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RM Assessment
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Correspondence Management (CM)
• On line access to all formal correspondence– User-‐controlled access authorities
• Comprehensive search facilities– Metadata and native text
• Correspondence chain linking and tracking• Relational linking to documents and other DB objects• Letter generation and circulation
– On line outgoing letter preparation• Letter “cloning” function for consistent baselines• On line review and approval workflows
– Automatic linking and metadata entry– Response and forward functions
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Correspondence Home Page
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Outgoing letter List
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Outgoing Letter Processing
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Fault Report and Corrective Action (FRACAS)
• Tracks faults and their correction– faults, defects, deficiencies, test failures, non-‐conformances, punch items etc.
• Full life cycle tracking – from initial report through to validation
• Repository for associated photos and files.• Relational linking to relevant information and items
– documents, letters, equipment parts and assets.
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FRACAS Workflow
- Description- Reporting Particulars- [Involved dwgs/docs]
- Sufficient data?- go/nogo?- Define the deviation- Criteria for clearance- Identify Owner- Identify Final Assessor
- Accept / reject ownership- analyze, state results- Define corrective action- List other involved docs/dwgs- DRACAS candidate?- Additional criteria for clearance- Perform corrective action- Assess against clearance criteria- Apply for closure
- Evaluate overall- Decide on close or rework
- Category
Initialization Open ClosedUnder AssessmentUnder ResolutionUnder AssessmentPotential Item
Initiator Initial Assessor Owner Final
AssessorRepository of closed items
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FRACAS Home Page
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Fracas Entry & Workflow
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Asset Configuration Management
• Three standard levels of management:– Parts– Assets– Configuration Item Locations
• History tracking at all 3 levels• Full life cycle tracking of parts and assets• Part and Asset movement and assignment tools• Direct FRACAS linking
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Asset Management Structure
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Asset Management Screens
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Site Works Management
• Web based site work planning and control tool• On line work permit to work (PTW) application• Central review and approval function• Consolidated site works scheduling• Group communication and bulk email for site notifications and schedule updates
• Document and form repository• Training course application system• HSE ID issuing and automatic refresher notifications• Works train and restricted areas notification and management.
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SWM Home Page
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Permit to Work System (PTW)
• Enables consolidated PTW application and approval• Streamlines review and approval process• Automates Work Area Plan (WAP) assembly and issuing• Approved permits and WAPs are available on line• Ensures common terminology coding and formats• Enforces required procedures and docs.• Ensures authorized access only• All transaction are confirmed by email receipt• WAPs are automatically sent via email when issued
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Permit to Work Application
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Training Course Application
• Training Course Application Calendar• Tracks successful candidates• Generates HSE ID numbers
– which give access to apply for a Permit To Work
• Access to HSE forms and procedures
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Training Application Calendar
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Status Aggregation - PDLs• A list is the world’s most effective management tool
• SIGMA uses lists called PDLs to track achievements– PDL = Prerequisite Data List– A checklist of things to be achieved to meet an objective
• Items and a target status– Item status = ‘OK’ when it achieves its target status– List status = ‘OK’ when all items are 'OK'
• Additional features of these lists in SIGMA– Entries on a PDL can be any data object in SIGMA
– Eg. Documents, Punch Items, Letters, other PDLs, etc.– Target status and criteria for ‘OK’ are adjustable to business rules– Lists can be nested in hierarchies– They are dynamic, reflecting actual status
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PDL Structure
Documents & Drawings
Test Procedures
Test Reports
Requirements
Defects & Punch Items
Communication-Letters-Applications to Authorities-Permissions to proceed-Etc.
OK
Overall Summary Status
Design Submitted & Approved
Test Procedures Submitted & Approved
Test Reports Submitted
Requirements VerifiedPunch Items Agreed or Cleared
Approval from external Agency Received
NOK
OK
OK
OK
OK
NOK
Title: Readiness to proceed with Activity XSystem: SCADALocation: Station A17
Prerequisite Data List (PDL)
Information Items
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Status Aggregation - Certificates • A Certificate is the top level of status aggregation
– a special class of PDL • Large free-‐form text area for discussion and conclusions• Allows inputs from deviation and workaround lists• Records approval status from responsible managers
• Eg: readiness to energize a substation– Prepare and agree in advance on the PDLs and their items
• Design, test reports, inspection results, punch item clearance etc.– Aggregate the PDLs in a Certificate, with text– Let PDLs identify, in real time, what is not yet ready
• Managers can concentrate on achieving the goals• If goals can’t be met, workarounds can be identified and implemented
– When overall status is ‘OK’• print and submit the certificate with management signoff
• Certificates and PDLs are hierarchical– Smaller achievements can be built up into overall certification
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Certificate Structure
Result: OK
Typical Certification Structure
Test Track Certificate
Signalling Certificate Rolling Stock Certificate
Communications Certificate
BSS/Power Certificate
PDL - Design Docs PDL - Test Docs (Reports/Procedures)
PDL - SA Docs
Result: OK Result: OK Result: OK
Result: OK Result: OK Result: OK Result: OK
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PDL Example
Prerequisite Data List Report
Description: Track the Status of EMC and E&B Submissions
PDL Num: PDL100010289
Title: EMC Documents
Total Items 28
Meeting Target Status
Overall Status NOK
Target
Submit
Status
Next
Action By
Cont 15Client 8
244
NOT Meeting Target Status
Next Action By
Item ID
Overall
resultDescription
PIC: Michael Turner
CVA
StatItem Type Prog%
Percent Progress 57.68%
V&V
Reqd
Stats last updated: 2015-01-12 9:08:05 AM
Last
RevRemark
V&V
Stat
MT1-PRJ-GNRL-PLN-00022 N3 N1Document NOKClientElectromagnetic Compatibility Management Plan NOK851 A03 NAYesMT1-SIG-GNRL-PLN-00003 N4 N1Document NOKClientElectromagnetic Compatibility Control Plan - Signalling NOK502 A02 NAYesMT1-RST-GNRL-PLN-00003 NA N1Document NOKClientElectromagnetic Compatibility Control Plan - Rolling Stock NOK753 A01 1YesMT1-PSY-GNRL-PLN-00001 N3 N1Document NOKClientElectromagnetic Compatibility Control Plan - Power Supply NOK854 A03 NAYesMT1-COM-GNRL-PLN-00001 NA N1Document NOKClientElectromagnetic Compatibility Control Plan - Communication System NOK755 A01 NAYesMT1-DWE-PD04-PLN-00002 NA N1Document NOKClientElectromagnetic Compatibility Control Plan - Depot and Workshop Equipment NOK506 A01 NAYesMT1-SIM-GNRL-PLN-00003 NA N1Document NOKClientElectromagnetic Compatibility Control Plan - Driver Training Simulator NOK507 A01 NAYesMT1-DWE-GNRL-RPT-00008 NA N1Document NOKContElectromagnetic Compatibility Hazard Analysis - Depot and Workshop Equipment NOK208 Cancelled to attach with MT1-DWE-PD04-PLN-00002 NANoMT1-PSY-GNRL-RPT-00007 NA N1Document NOKElectromagnetic Compatibility Risk Analysis - Power Supply NOK09 Cancelled to attach with MT1-PSY-GNRL-PLN-00001 NANoMT1-SIG-GNRL-PLN-00017 Issued IssuedDocument OKEMC Site Measurement Plan - Signalling NOK8510 A01 NANoMT1-SIG-GNRL-RPT-00029 NA N1Document NOKContElectromagnetic Compatibility Site Measurement Report- Signalling NOK2011 Require calibration data from BT NANoMT1-PRJ-GNRL-PLN-00025 N3 N1Document NOKClientEarthing and Bonding Management Plan NOK8512 A03 NANoMT1-PRJ-GNRL-PLN-00039 N4 N1Document NOKContEarthing, Bonding and Lightning Protection Philosophy NOK7513 A02Next action by us. NANoMT1-PSY-GNRL-RPT-00006 N3 N1Document NOKContEarthing, Bonding and Stray Current Simulation Study - Power Supply NOK8514 A01 NAYesMT1-PSY-GNRL-RPT-00005 N4 N1Document NOKContEarthing, Bonding and Lightning Protection Design - Power Supply NOK7515 A01 NAYesMT1-SIG-GNRL-DSD-00039 N4 N1Document NOKContDefinitive Design - Earthing Arrangement NOK6016 A01 2YesMT1-COM-GNRL-DSD-00029 NA N1Document NOKContDetailed Design - Earthing Arrangement - Communication System NOK017 NAYes
NA N1Document NOKContEarthing Arrangement Depot Equipment NOK018 Not yet declared NAMT1-PSD-GNRL-DSD-00008 NA N1Document NOKContDetailed Design - Earthing Arrangement - Platform Screen Door NOK019 NAYesMT1-RST-GNRL-PLN-00006 N3 N1Document NOKContEarthing and Bonding Plan - Rolling Stock NOK8520 A01 1YesMT1-PSY-PD01-DDG-00001 N4 N1Document NOKContEarthing System Drawing - Depot NOK5021 A01 NAYesMT1-PSY-GNRL-DDG-00010 N4 N1Document NOKContEarthing System Drawing - Main Line NOK5022 A01 NAYesMT1-PRJ-GNRL-RPT-00017 Issued IssuedDocument OKElectromagnetic Compatibility Site Measurement and Analysis Report NOK7523 A02Updated done NANoMT1-RST-GNRL-DDG-01163 N3 N1Document NOKContConcept of Earthing and Return Current Circuit NOK6024 A01 NAYesMT1-PSY-GNRL-DSD-00012 N4 N1Document NOKContEarthing System Drawing - Depot and Main Line NOK7525 A01 1YesMT1-PSY-GNRL-RPT-00033 NA N1Document NOKContStray Current Control Study Report NOK4526 NAYesSLI-COM-GEN-00026 Closed ClosedLetter In OKSurvey Report for Broadband Radio System 10027 STE sent by letter rather than SIMS NASLI-COM-GEN-00025 Closed ClosedLetter In OKSurvey Report for Digital Radio System 10028 STE sent by letter rather than SIMS NA
Page 1 Report Generated by SIGMA database 2015-01-1253R4_MDT, 20150119
Graphical Representation of Data
• PDL status can also be presented in graphical form:
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Workflows & Task Management
• SIGMA has modules to automate workflow and tasks– any database function requiring user input– Useful for high volume, highly repetitious, high criticality. Eg:
• Document Review• Letter approval• Punch item rectification• Etc.
• Highly customizable to support all business rule sets– Tasks such can be assigned automatically or manually.– Workflows can be chained together
• initiate and assign new tasks as preceding tasks are completed.
• Traceable, auditable, paperless
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Task Notification
• A users tasks are available from their ‘My Workspace’ page
• Email notifications of tasks and other events can be enabled/disabled using the Notifications and Subscriptions controls.
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Workflow Customization
• Workflows can be customized to match almost any business process from simple to highly complex.
Orginator
OrginatorCoordinator A Coordinator B
Accepted
Internal Review
CommentsReceived
CommentsReceived
Yes
No
Yes
No
Issue for Review
CommentConsolidation
CommercialReview
Doc Control
Issue toclient
Issue for Review
Yes
No
Doc Control
Issue toclient
Orginator
CommentsReceived
Yes
No
Issue for Review
Doc Control
Issue toclient
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Workflow Status
• Workflows can are monitored in real time.• Any interested party can quickly establish the status of an activity
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Sigma as the Project‘Glue’• Sigma is the ideal way to gather discrete project data.
– Consolidated views and reports– A consistent, user-‐friendly front end
• Sigma can integrate with other databases and tools– All standard data exchange protocols are supported– Successful integrations include:
• DOORS: requirements data exchange.• Primavera:data exchange.• CP2: requirements automated daily sync.• EDMS: Automated or manual upload• Aconex: automated daily sync.• Documentum:automated daily sync.• Subversion: repository for software configuration control• Spreadsheets like Excel: users generate input and receive output • Visio: Drawing trees
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Typical Mixed DB Application
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Under the hood
• The core of Taroko-‐Sigma is Filemaker Pro.• Mature cross-‐platform relational database (see: www.filemaker.com)
– Back end: • Filemaker Pro Server
– Front end:• Local (LAN) clients: generally user Filemaker client software• Remote users: web-‐based virtualization tool like Citrix • Some services are delivered directly to web browser
• Architecture is easily scalable depending on usage– Proven for user populations of over 300
• Back office usually co-‐located with largest user group– Off-‐site location is possible but unproven
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Typical Deployment Architecture
Documents Letters
Files
Database ServerFilemaker Advanced Server 12
Web ServerMicrosoft IIS or Apache
Machine 2 - Project File ServerWindows Server or OS-X
Machine 1 - Database ServerWindows Server or OS-X
Machine 3 - Presentation Server
DatabaseEngine
WebPublishing
Engine
Internet
Presentation Client
FM Database Client FM Database Client Web Browser
Taroko Database Deployment Architecture
with direct LAN connection delivered using remote desktop presentation tool
comment upload and status changes.
Taroko TarokoTaroko
Citrtix Metaframe
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About Filemaker
• Commercial Software ( www.filemaker.com)• A relational database development platform.
– Mature, more than 20M copies delivered– Well adapted to fast-‐moving chaotic project environment
• Single development environment for all components• including server engine, user interface and web server.
– Lets developers create functional prototypes in hours or days• Short-‐circuit the conventional developer-‐user dichotomy • Changes can be made in minutes • Without affecting users on the live system.
– Shallow learning curve, lets users make their own tools• Taroko’s experience is that this is a key to success for SIGMA
• High degree of interoperability with other systems
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Taroko Software Licensing
• Sigma software – is open source – is complex – initial setup requires solid understanding of
• the tool, and • the engineering processes being captured.
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Taroko Services: Database Tools
• Initial process analysis of the Organisation• Deployment, setup and configuration
– Of Sigma or other database solution– Of project’s back office and IT infrastructure
• Technical support and training• Hosting services• Custom development after initial setup• Data migration
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Taroko Services: Systems Engineering
• Project Process Architecture• Engineering Plans & Procedures• Engineering Process Assessment & Management• Rail System Design and Analysis• Requirements Management Methodology Plans, Procedures, Assessment
• Configuration Management Methodology Plans, Procedures
• Training
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Proven in Use
• Sigma and its variants have been successfully deployed for over 15 years on numerous projects including:– Taiwan Shinkansen Railway – Canada Line Project (Vancouver Canada)– Etihad Rail Project (United Arab Emirates)– Taipei Airport Link (Taiwan)– Bangkok Purple Line (Thailand)– Klang Valley Railway (Malaysia)
• Other variants in use and in development by various companies around the world.
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Taroko philosophy, and further thoughts
• Effective Systems Engineering requires effective tools
• Making effective tools requires a deep knowledge of the underlying systems engineering processes
• The value is not in the tools themselves
– But in the amplification of engineering, process control and communication that the tools facilitate.
• No tool is “One size fits all”
– Every project is different. All successful and effective tools need customization
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Thank You
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