CERN Documentation management System

Isabel Bejar Alonso

HL-LHC Standards and Best Practices Workshop (11-13 June 2014)

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Contents• LHC QAP • Documents/Templates • Tools

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What existed for the LHCThe LHC project had a QAP that fixed some Quality parameters such as: • Document Types and Naming

Conventions• Equipment Naming Convention• Parts Ids• Configuration management• Design Process and Control• Purchasing and Contracting

Process and Control• Manufacturing and Inspection

of Equipment• Handling of Nonconforming Eq.

And several documents templates

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What existed for the LHCDocumentation was handled with EDMS, records with MTF …In EDMS there were several structures that adapted to the type of information. Only the Hardware Baseline followed the LHC QA naming convention. There was a dedicated team to ensure the quality of the documents uploaded on it

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Document categoriesThe document categories were based on the project life cycle processes

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What to do in the meanwhileSet of simple rules compatible with the LHC QAP for the project on:• Identification: what kind of document shall be managed• Labelling: how the document shall be named• Lifecycle: how shall be ensured the adequacy of the

document before distribution• Availability: how shall be ensured that the document

arrives to the right person and can access it as long as required

• Traceability: how it is record the changes and location of the document

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Example Visibility Document

class VisibilityBaseline documents

All documents HL-LHC Project m./non releasedCERN access/released

Non Baseline documents

Technical documents HL-LHC Project members

Commercial, financial, resource oriented and with

sensitive informationRestricted access

Scientific publications Worldwide

Outreach Worldwide

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Documents and templates

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Systems life-cycleDecision gates

(reviews)

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Baseline documentation (1/2)EDMS: 1361462

Project management

Acquisition

Technical

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Baseline documentation (2/2)Safety File (see also presentation from J. Gascon & Th. Otto)

EDMS: 1361462

Project management

Safety

Technical

Links to alreadyexisting documentation

will be made, whenever required

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Baseline documentationEDMS: 1361462

Project management

Acquisition

Technical

• A template for each type of document

• A guide to fill in he document

• Examples for each type of template

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Conceptual specifications

https://edms.cern.ch/file/1311290/0.4/LHC-PM-QA-517.V04.21.01.2014.docx

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Functional Engineering Specification

https://edms.cern.ch/document/1372969/0.1

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Architecture

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Processes

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Building blocks

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Eng. Specifications -> Procurement

Requirements definition

(conceptual specifications)

Functional specifications

Engineering specifications

Contractual requirements

Procurement(IT/DO template)

In-house design,manufacture,

assembly,tests

Quality & Configuration management requirements

Technical requirements

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Safety Hazard identification

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Launch Safety Agreement

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Tools

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EDMS structure (1/2)

• Repository of the HL-LHC baseline documentation (under the LHC hardware baseline, for which specific nodes will be created in case of new equipment)

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EDMS structure (2/2)• Each Work Package will have a pre-created EDMS structure

based on its systems architecture and on the required contents of the baseline documentation

Experiment Interface (WP8)

TAXS

ATLAS

CMS

LHCb

Radiation shielding(ATLAS and CMS)

TAXN

ATLAS

CMS

LHCb

WBS Schedule APT Procurement Specifications Design Fabrication, Assembly and

Verification Installation-Commissioning Operation & Maintenance Dismantling Safety File

(links to documents in upper nodes whenever required)

Example

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Other documentation

• Non-baseline, documentation (e.g., follow-up meetings, scientific publications) can be stored in the WP workspace

• Structure will be defined with each WP

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Records

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Too many?

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Thank you for your attention !

Questions?