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Doc#:1000‐AD‐015‐0001Revision:0.3

CONFIGURATIONMANAGEMENTPOLICYANDHANDBOOK

25 July 2016

Author(s): Dee Stover, Matt Evatt

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ConfigurationManagementPolicyandHandbook of 43

REVISION HISTORY .......................................................................................................................... 3

CONFIGURATION MANAGEMENT POLICY (Documentation Control) ............................................. 4

FORMAT OF A WRITTEN POLICY OR STANDARD ............................................................................ 6

WRITTEN PROCEDURES .................................................................................................................. 8

REQUIREMENTS FOR HARDWARE CONTROL ................................................................................ 11

TECHNICAL DOCUMENT BACKUP SYSTEM .................................................................................... 13

TECHNICAL DOCUMENT FORMATS AND TEMPLATES .................................................................. 14

DRAWING TITLE & PART NAMING CONVENTION ......................................................................... 17

ENGINEERING FILES & DATA STORAGE ......................................................................................... 20

DOCUMENT, DRAWING NUMBER STRUCTURE & ASSIGNMENT .................................................. 21

USEAGE OF “AN” NUMBERS ......................................................................................................... 26

NEW ASSEMBLIES OR PART .......................................................................................................... 28

APPROVED SOFTWARE TOOLS ...................................................................................................... 29

NEW STANDARD ........................................................................................................................... 30

INTERCHANGEABILITY STANDARD ................................................................................................ 31

DOCUMENT MARKUPS ................................................................................................................. 34

ENGINEERING CHANGE REQUEST (EC / ECR) ................................................................................ 35

METHODS OF REVISING DRAWINGS ............................................................................................. 38

COLD STORAGE ............................................................................................................................. 39

NEW STANDARD ........................................................................................................................... 40

GLOSSARY ...................................................................................................................................... 43

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REVISIONHISTORY

Rev

DateApproved

SectionsAffected

Remarks

0 2013 Initiated

0.1 11/2014 All reformatted

0.2 12/2014WrittenProc,EngfilesDoc#,header,footer

Added sections, doc#, reflect # & title inheader/footersections

0.3 7/2016 AddedECRSection

Authorizedby:

(typename,title)

(typename,title)

(typename,title)

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CONFIGURATIONMANAGEMENTPOLICY(DocumentationControl)

PURPOSE: Provideconsistencyinthedaytodayprocessoperationandfurnishabasisfortraining

personnel. Toassureminimumdocumentrequirementsandmethodsprovidethedesiredresultsof

identifying,controllingandtrackingthroughoutthelifeoftheitem. Provideabasistoidentifyandimplementsystemimprovementsandnormal

expectations. Maintainaccurateproductconfigurationwithtraceabilityofchanges. Forthebenefitofinterdepartmentalcommunicationandcentralizetechnical

documents.

SCOPE: Appliestoalldesign,manufacturing,test,quality,installation,maintenance,andupgrade

functions,aswellas,engineeringchangesapplicabletoprojectteamslocatedinTucson,Arizona.

Policyapproachtoallowtaskstobeperformedbysubcontractorsandsupportingorganizations.

AlloriginatorsofNN‐ETS&KPNOcontrolleddocumentsandpersonapprovingthosedocumentsarerequiredtofollowtheseprocesses,aswellasexpectedtoparticipateinregularimprovementstotheprocess.

CMpolicycurrentlydoesnotapplytotheplanningandcostingofprojectsandupgrades. Architecturalandfacilitiesdocumentsdonotcurrentlyfallundertheapplicationofthis

policy.(currentlyatruestatement,shoulddefineexceptions.) Projectemailsarenotsubjecttocontrol;although,ifcontentsarepertinentinanyway

totheconfigurationofacontrolleditem,theemailand/orcontentsshallreleasedunderdocumentcontrol.

POLICY/PRACTICE: Asimple,fast,accurate,systematic,flexibleandwellunderstoodprocessapproachto,

identifying,controlling,andtrackingourtelescopeandinstrumentationproductsfrominceptionthroughendoflifewithminimaleffortandcost.Includeshardware,firmware&softwaretoalimitedextent.

Standardizedocumentsandprovidetrainingofpoliciesandpracticesinadditionaltoassurethatthesystemisfollowedthroughanauditingprocess.Processestoincludedocumentcontrol,hardwarecontrol,andchangecontrol.

Toconsistofcontrol,identification,traceabilityandreporting. ToconsistofRelease,ChangeRequest/Order,ChangeControlandBillofMaterial

processes. MaintainalistofDocumentsandapprovedChangeOrders. Improvecommunicationbetweeninternaldepartments,aswellastheexternalpartners

ormanufacturers.

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Internaldocumentdistributionisuponrequestandshallhavetraceability. DocumentdistributiontoanentityororganizationoutsideofAURAisuponrequestand

shallhavetraceabilityaswellasthenecessaryapprovalstocomplywithintellectualpropertypolicies.

Technicaldocumentsshallenterthecompanyvaultuponinitiation,currentdatamanagementandrevisioncontrolsoftwareisEnterpriseProductDataManagement(ePDM).

Thecurrentdocumentationmustreflectthecurrentconfiguration. Digitizationoflegacydocumentsforimproveduseraccess,archiveandreducedloss

potential.

PROCEDURE: Issuesfromuserinputanddaytodayissueswithpotentialsolutionsbroughtto

documentcommittee,throughregularmeetings,fordiscussionandreview. Policies,practicesandproceduresreviewtoinclude,sustainability,compliancewith

itemsstatedinthepolicysectionofthissection,whilemaintainingeffectivenessforallusers.

TheCADLead/ConfigurationManagerwillwriteupnewpoliciesandaddtoregularlyscheduledcommunicationand/ortrainingtousers.

Policieswithproceduresnotshownherearetohavetheirownsectionstandardcoveringalltheirproceduraldetails.

PRIMARYRESPONSIBILITY:CADLead/DocControlManager/Team

DesignanddocumentationoftheCMprocessesbyflowdiagrams,forms,forminstruction,standardsandfurtherpolicyasrequired.

Tomanagetheprocessesandreportstatisticsastotheperformanceofthesystem. Gatheruserinput,issuesandsolutions Toeducateandtrainthoseinvolvedorimpactedbythedocumentcontrolstandards.

AUTHORIZATION:

NN‐ETSManager:______________________________________________________Date:______________________

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FORMATOFAWRITTENPOLICYORSTANDARD

PURPOSE: Toassureconsistency,easeofuse,andquickreferencecapabilityonthetopicof

interest.

SCOPE: Intradepartmentalprocesses Interdepartmentalprocessestotheextentofinformationexchange Onlythemostcommonsituationstohavewrittenstandard,exceptionalcircumstances

tobehandledbyexception.(Duringthedocumentupgradeprojectitmaybenecessarytocreateahandbookforthe“exceptional”situationsforconsistentprocessing.)

POLICY/PRACTICE: Onesubjectortopicperstandard. Onlyliststatementsthatareimportant. Standardswilltaketheappearanceof:

o Formso FormInstructionso PolicyStatementso FlowDiagramso StandardDefinitionso StandardMethods

Includeelementsthatarecriticaltotheinterdepartmentalfunctionofthoseprocesses. Keepsentencesshort,usebulletsinsteadofparagraphnumbering. Standardsandformsshallbenumbered;numberstobeassignedbydocumentcontrol. Formsshallhaveaforminstructionstandardandfindnumbertoeasilyassociate

instructiontotheform,anonlineisanacceptablestandard. Standardswillbeinwrittenintheformandformathereindescribed:Eachshallcontain

theheader,footerandsubtitles:Number,Date,Title,PageofPages,Purpose,Application,Policy/Practice,Procedure,PrimaryResponsibility,andAuthorization.WhenasectionisnotapplicableenterNA.

PROCEDURE: Describetheprocessmethodrequiredtointerfacebetweendepartments. Internaldepartmentpracticestodelineateinstructionsasnecessary Flowdiagrams,withminimalverbiage,arethepreferredmethodofdescribinga

procedurewithactionandtitleordepartmentofresponsibleparty.Writtendescriptionsmayaccompanyflowdiagrams.

PrimaryResponsibilityliststhedepartmentthatshallberesponsibleforkeepingthestandarduptodate.Theywoulddraftimprovements,circulatethemtothedocumentcommittee,trainkeypeopleandimplementthechange.

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Authorizationrequiresthesignatureofthemanagerinauthorityoverthisprocessorstandard.Anymanagementorkeypeopleaffectedbythestandardshouldbegivenanopportunitytoreviewandcomment,butneednotsign.

PRIMARYRESPONSIBILITY: CADLead/DocControlManager

Date: October 25th, 2013

AUTHORIZATION:NN‐ETSManager:______________________________________________________Date:______________________

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WRITTENPROCEDURES

PURPOSE: Facilitateuniformityandrevisioncontrolofallproceduraldocuments

SCOPE: KPNOEngineeringandTechnicalServices(ETS) KPNOOperations KPNOFacilitiesManagement(MAINT) KPNOSafety

POLICY/PRACTICE: Aprocedureshallbewrittenforallmulti‐steptasks.Exceptionsmustbeapprovedbya

directsupervisorormanagerandconfigurationmanagement. Eachprocedurewillbeassignedadocumentnumberandusethe

ETS_ProceduralDocForm.dotxtemplate.MAINTuseform????? Theword“Procedures”shallappearinthedocumenttitle. Allsectionsofthetemplatemaynotbeapplicable.Whenasectionisnotrelevantforthe

procedure,thedocumentwillretainthesectionheadingwith“NA”inthatsectionbody. ChangesafterdocumentreleasearerequiredtofollowtheKPNOdocumentchange

policy. Imagesandillustrationscanbeinserteddirectlyintheproceduredocument;theywillbe

labeledwithverbalcaptionsornumberedfigures.Originalgraphicsfiles*.jpgshallalsobeplacedinvault.

Sectiondefinitions:o Purpose‐definewhattheprocedureisintendedtoaccomplish.Somebackground

informationmaybeincludedinthepurposetohelpexplaintherationalfortheprocedure.

o ApplicableTo‐specifywhotheprocedureappliestoandwhoisauthorizedtoperformtheprocedure.Itisrecommendedthatpositiontitlesbegivenratherthanthespecificnamesofindividualswhowillperformtheprocedure.

o Scope–range,scale,reachoftheprocedurewithrelevantbackgroundinformation.

o Definitions–defineterminologyandacronymsreferencedthroughouttheprocedure.

o Training‐Providethequalifications,trainingrequirementsandprerequisiteknowledgeforthoseresponsibleforperformingtheprocedure.

o Safety–shallinclude:identifiedhazards,availableresources(safetymanuals,MSDS),safetyequipmentrequirements,personalprotectiveequipmentrequirements,stepstofollowintheeventofanincidentoremergency.Thissectionshallinclude&referencetheJHA(JobHazardAnalysis)&mustincludethedailysafetybriefingwithtoolbox/tailgatemeetingform.

o Personnel,EquipmentandMaterials–identifyrequiredpersonnelwithappropriatelevelofqualifications,equipment,toolsandmaterials;includenumberofpersonnel,certifications,calibration,testandmaintenance

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requirementsforequipmentandtools.Whenapplicable,equipmentoperatingproceduresshouldbeincorporatedintotheprocedureorareferencemadetothemanufacturer’soperatinginstructionsandtheirlocation.

o Procedure–stepsinvolvedincarryingouttheprocedure,usingaworkflowapproach,itisrecommendedthattheprocedurebepresentedinlogicalsteps. Step1…. Step2…. Step3…

Ensurethatsufficientdetailisprovidedsothatanappropriatelytrainedpersoncouldperformtheprocedurewithoutguidance.AppendJHAItemnumbersshallmatchcorrespondingsteps(i.e.8.6.1).Asappropriate,theprocedureshouldincludesafetyprecautions,qualitycontrolmeasures,clean‐uprequirements,anddisposalofhazardouswaste,andtroubleshootingtips.

o ProcedureReview–defineascheduletheprocedureshallbereviewed.Typically,proceduresarereviewedeverythreeyears,undoubtedly,beforeengaginginaninfrequenttask,althoughtheymaybereviewedatanytime.Theprocedureshallbereviewedandrevisedimmediatelyiferrorsorchangesareidentified.

o Records–listtherecordtypesthataregeneratedfromtheprocedure,wheretofindandaccesstherecords.Thisincludestrainingrecords,logbooks,formsandelectronicrecords.

o References–listallreferencesandresourcesrelatedtotheprocedure.Includeapplicablestandards,technicaldocumentsandlegislationthatmaygovernactivitiescontainedintheprocedure.

PROCEDURE:Note:Atanytimeduringtheprocedurecreationprocess,thedocumentcanbesubmittedtoConfigurationManagementforinclusionintothevault.However,oncesubmitted,itbecomesacontrolleddocumentthatmustbecheckedoutofthevaulttoedit.

Getproceduredocumenttemplatefrom[vault,server,weblocation] Titleandfillallapplicablesections,puttingNAinsectionsthatarenotapplicable. RequestdocumentnumberfromConfigurationManagementorotherETSstaff.

Documentnumberistobeusedasthefilename. Sendtoapplicablepartiesforreviewandapproval. Afterapplicablepartieshaveapprovedthedocument,requesttheConfiguration

Managertoperformthefollowingfunctions:o Changethestatusofthedocumentto“RELEASED”inthevaulto Publisha“REFERENCEONLY”copyofthedocumenttotheETSreleased

documentreferencewebsite.Atthispoint,thedocumentis“RELEASED”andcanbeusedbyanyinterestedpartyfordesignorreference.Note:Afterrelease,changestothecontentofadocumentmustbedoneaccordingtotheKPNODocumentChangePolicy,whichrequirestheuseoftheKPNOChangeRequestForm[Location?]Exceptionstothispolicyincludeminortypographicalerrors;anyexceptionswillbereviewedbytheConfigurationManager.

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PRIMARYRESPONSIBILITY: KPNO‐ETS,KPNOOperations,KPNOFacilitiesManagement

AUTHORIZATION:NN‐ETS Manager: _______________________________________________ Date: _____________

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REQUIREMENTSFORHARDWARECONTROL

PURPOSE: Todefineminimalrequirementsofthedocumenttypes,contentandhandlingtoensure

consistencyandenableusertoacquirethelatestandbestinformationavailable. Ensurethataccuratetechnicaldescriptionsoftelescopesandinstrumentationare

developed,controlledandmaintained. Mechanismforestablishingdocumentapprovalandrelease. Processforidentifyingandmanagingchanges. Centraltechnicallibraryforreuse. Todefineapprovedsoftwaretoolsand/ormethodsusedtoconveyrequirementsor

designdetailforasystemorinstrument. Provideconsistentreleaseandchangepolicies. Provideconsistenthandlingoflegacydocuments. Providerequirementsguidelinestooutsidecontractorsandcollaboratorstoease

integrationofdocumentsintooursystem.

SCOPE: Allgroupsinvolvedinthedesign,manufacture,test,installation,use,upgradeand

maintenanceofNOAO‐Ntelescopesand/orinstrumentation. Alladministrativedocuments,electricalandmechanicalengineeringdrawings,

specifications,analyses,partmodels,patternandsymbolrepresentation,reportsorotherperformancemeasureforfacilityoperationsandinstrumentdevelopmentbyNOAO‐Nengineeringandtechnicalgroups.

AllsubcontractorsandcollaboratorsusedbyNOAO‐Nfortelescopeorinstrumentationprojectstotheextentthatispractical.

POLICY/PRACTICE: AlldraftingpracticeswillabidebytheminimumdraftingstandardsrepresentedbyANSI

Y14aswellasknowngoodtechnicaldrawingpracticessuchasthosedefinedin“TechnicalDrawing”(Authors:Giesecke,Mitchell,Spencer,Hill,Dygdon,Novak)

SubcontractorandcollaboratorrequirementswillflowdownthroughwrittenMemorandumsofUnderstanding(MOUs)and/orStatementsofWork(SOWs)thatareunderrevisioncontrol.

AllprojectdocumentationshallfollowthepoliciesandstandardswrittenintheConfigurationManagementHandbookandmayonlybeexcludedifawrittenexceptionhasbeenapprovedandacceptedbygroupmanagersandtheconfigurationmanager.

PROCEDURE: RefertothestandardsectionfortopicsofinterestaswellastheANSIY14standard

publicationforprocedures.

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PRIMARYRESPONSIBILITY: CADLead/DocControlManager

AUTHORIZATION:NN‐ETS Manager: __________________________________________ Date: __________________

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TECHNICALDOCUMENTBACKUPSYSTEM

PURPOSE: Ensureminimallossofdataafterahardwarefailureorothercatastrophicevent.

SCOPE: Allserversinusetostoreandmaintaintechnicaldocumentsforthemechanicaland

electronictechnicalgroupsofNOAO‐N,namely,asofthiswriting,draft3,draft4,andtiba.

POLICY/PRACTICE: Storagemethodshallbeevaluatedeachyearforanynecessaryupdatestoequipmentor

capacity.

PROCEDURE:

PRIMARYRESPONSIBILITY:


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TECHNICALDOCUMENTFORMATSANDTEMPLATES

PURPOSE: Assurecertainelementsarepresentondrawingformats Uniformity,reducethetypeofformatsinuse.

SCOPE: Appliestoallinternaldesign,manufacturing,test,quality,installation,maintenance,

upgradeandformalreportingfunctions,aswellas,engineeringchangesapplicabletoprojectteamslocatedinTucson,Arizona.

POLICY/PRACTICE: FormatsizesanddimensionsshallabidebytheappropriatesectioninANSIY14.5. FormatswillallhaveaBody,TitleBlockandRevisionBlock. Therevisionshallbeshownintherevisionblockandtitleblockofthefirstpage,and

onlyinthetitleblockofsubsequentpages. “usedon”information DocumentswillbetitledaccordingtohandbooksectionsDrawingTitleandPart

Naming,DocumentTitleConventions.

PROCEDURE: [wheretofind,whatiftemplatedoesn’texist]

PRIMARYRESPONSIBILITY: CADLead,MEDesigner

AUTHORIZATION:NN‐ETS Manager: __________________________________________ Date: _________________

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ADDMECHANICALFORMATEXAMPLES

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DRAWINGTITLE&PARTNAMINGCONVENTION

PURPOSE: Standardizenamingterminologyfordrawingtitles,partdescriptionsandbillsof

material. Aidinsearchfunctionforitemsofinterestorpossiblesubstitution

SCOPE: Alldesignedpartsandassemblies. Allvendorandmanufacturerpartmodelsforreuse. Appliestobothmechanicalandelectrical/electronicengineeringgroups. Note:Existing,or“legacy”documentationmaynotconformtothisnamingconvention.

Non‐conformingdocumentationmaybeupdatedtoconformtothisnamingconventionifdoingsoisjudgednottobeexcessivelytimeconsuming.

POLICY/PRACTICE: Thetitleshouldbeasbriefaspossiblebutshouldcontainsufficientinformationto

categorizethepartproperlyandtodistinguishitfromothersimilarparts. Thedrawingtitleshallconsistofthefollowing:

o Identifyingnounornounphrase.o Themostsignificantmodifierormodifyingphrase.o Thenextmostsignificantmodifierormodifyingphrase

ThetitlewillbeshownonDrawingsinupper‐caseletters. Whenthenounornounphraserepresentsanitemtowhichtypes,grades,variety,etc,

areapplicable,theremainderofthefirstpartofthetitleshallconsistofoneormoremodifiers.

Themodifierisseparatedfromthenounornounphrasebyacommaandfromanyprecedingmodifierbyacomma.

Modifiersindicatingwhatanitemis,(itsshape,structureorform)orwhattheitemdoes,(itsfunction)arepreferabletomodifiersindicatingthelocationoftheitem(whereitisused).

Thetypedesignatorand/oranyadditionalmodifiersrequiredtofurtheridentifyanitemareseparatedfromthefirstpartofthetitlebyadash.Whereapplicable,theword“ASSEMBLY”shallbeusedasthelastwordofthenounphrase.Thefirstpartofthetitleshallbeseparatedfromthesecondpartbyadash.

o BRACKET,SUPPORT‐MIXINGVALVEo JUNCTIONBOX,ELEVATORUPPERLIMIT–JB5o COVER,PROTECTIVE,ROCKETMOTOR–FORWARDSECTIONo TRANSPORTATION–DOLLYASSEMBLY,EARTHSATELLITE

Thenounornounphraseshallbeusedinsingularform,exceptasfollows:o Wheretheonlyformofthenounisplural,i.e.,“TONGS”.o Wheremultiplesingleitemsappearonthesamedrawing,i.e.,“FUSES”,

“CONNECTORS”,“FASTENERS”.o Wherethenatureoftheitemrequiresthepluralform,i.e.,“CLIMBERS”,

“GLOVES”.

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Anambiguousnoun,oronewhichdesignatesseveralclassesofitems,shallnotbeusedalone,butshallbeusedaspartofanounphrase.

Acceptable UnacceptableSLIDERULE RULE,SLIDE

SOLDERINGIRON IRON,SOLDERING

Thetitleshallremainexactlythesameoneachsheetofamulti‐sheetdocument. Nondescriptitems:Whenanitemisnotacontainerormaterial,butitsnameinvolves

theuseofanounwhichordinarilydesignatesacontainerormaterial,anounphraseshallbeusedasthebasicname.

Acceptable UnacceptableJUNCTIONBOX BOX,JUNCTIONCABLEWRAPUP WRAPUP,CABLE

Thefollowingwordsshallneverbeusedalonebutmaybethelastwordofanoun

phrase.Exception–incertaininstances,someofthelistedwordsmaybeusedasthefirstwordinabasicnounphrase,i.e.,“MACHINESHOP”or“TOOLKIT”.

APPARATUS EQUIPMENT PLANTASSEMBLY GROUP SHIPASSORTMENT INSTALLATION SUBASSEMBLYATTACHMENT KIT TACKLECOMPOUND MACHINE TOOLDEVICE MECHANISM UNITELEMENT OUTFIT VEHICLE

Thenounornounphrase,isneverabbreviated.Abbreviationsareusedinthemodifiers

onlywhenspaceislimited.WhenusedabbreviationshallconformtoAbbreviationstableonpage37??.

Whenonedrawingsupersedesanother,thenewdrawing,whenpractical,hasthesametitle.

Parenthesesarenotusedtoencloseanyportionofthedrawingtitle. Program/Projectnamesshouldbeaddedtothe“UsedOn”blockandnotthetitleblock;

exceptionsarethefinalortopassemblydrawing. Hardwareandfastenerparts:Hardware/fastenertype,type,thread,length,

material/finish,specialtyspecifications.SeeTable?.?Approvedabbreviationsoftypesandmaterials.

o SCREW,SHCM3.5X3mmSSO SCREW,FH4‐40X0.5”CR?O BOLT,O DOWEL,[DIAMETER]X[LENGTH]O WASHER,FLAT,[MATERIAL],[ID],[OD],[THICKNESS]

Non‐partdrawings(i.e.schematics,wiringdiagrams,logicdiagrams,etc.)mayincludethedrawingtypeasthesecondpartofthedrawingtitle.Secondlinemaycontaincircuitfunctionforthatpageofthedocumenti.e.,ControlLogic,Telemetry,Power,Clocks.

o ANALOGFRONTEND–SCHEMATIC

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Allelectronicspartsshallhaveadescriptionattributewiththeappropriatepartdescriptionentered.(Parttype,mounting&package,pertinentspecificswithunitsrelativetopartshouldfollow:value,voltage,current,leadpitchorspacing,materials,

o IC,MSOP82CH,2.35Vto5.25V250KSPS12bitADCo Cap,Cerc120616V20%X5R22uFo Resistor,06035111/10W1%

PROCEDURE: Enterthedrawingtitleorpartdescriptionintothe“dwgtitle”custompropertyofthe

Solidworksmodel,itwillpasstothedrawingtitleautomaticallyandtheePDMcard. Vendorparts,enterthecompletepartdescriptionintothe“dwgtitle”customproperty

oftheSolidworksmodel,itwillautomaticallypasstotheBOMandthedrawingtitle/descriptionareaonthefilecard.

Electronicsdrawingtitleshallbeenteredintheappropriatemannerforthesoftwaretoolused.ItmustalsobemanuallytypedintotheDocumentTitle(Description)fieldofthedatacardinePDM.

Electronicspartsshallhaveinformationenteredintoanattributefielddefinedas“Description”;thisiswhatwillpopulatetheBOM.

PRIMARYRESPONSIBILITY: Part&templatelibrarianforMechanicaldocuments Part&templatelibrarianforelectronicsdocuments CMdepartment


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ENGINEERINGFILES&DATASTORAGE

PURPOSE: Providecommonrepositorytostorefilespertainingtoprojects,systemupdates&

studies.

SCOPE: Allengineeringandtechnicalservicepersonnelthatareinvolvedinmaintenance,repair

orupgrade.Includesallfacilities,telescopes,instrumentsinTucsonandonKittPeak.

POLICY/PRACTICE: Afolderwillbecreatedforeachprojectorupgradetofacilitiesandinstrumentsunder

thecareofETS.Currentlocationis\\tiba\ETS_Share\Projects Firstlevelfolderistobenamedusingthecommonnameofthefacilityorinstrument,

historicalprojectnumber(s)shouldbeaddedasasuffixtothefoldername.Thiscorrespondstothemannerinwhichpaperitemswerefiledincabinets.

o 4mTCSEncoderUpgrade(2150‐340,345,350) Secondlevelsubfoldershouldreflecttheyearorspanofyearstheprojecttookplace.

o 2014,2013‐14 Otherfolderscanbecreatedasnecessarytomaintainlogicalandorderlyfiles,avoid

longfolder&filenames. Anyandallinformationlikelyneededorofuseinthefutureformaintenance,repairor

upgradeshallbeincluded.Examplefiles:Designreviewmaterial&comments,vendorcontacts,communicationsinternal&external,photos,calculation,graphs,plots,schedules,datasheets,partspecifications,redlinedrawings,documentchangenotes.

PROCEDURE: Mapdrivetosharename\\tiba\ETS_Share(currentadminDeeStover) Createproperfolder(s). Copyormovefilesintoappropriatefolders.

PRIMARYRESPONSIBILITY: ME group manager, EM group manager


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DOCUMENT,DRAWINGNUMBERSTRUCTURE&ASSIGNMENT

PURPOSE: Toprovidetraceability,uniqueandpreciseidentificationofalldocumentsand

essentiallytheitemstheyspecify.



POLICY/PRACTICE: Eachitemshallbeidentifiedbyapartnumberwhichwillbethedrawing/document

number. Restrictedtointernallygenerateddocumentsonly,exceptions;alterationsofpurchased

partsand/orcontracteddesignparts.SeestandardonAlteredItemsandModifiedparts. Avoidbreakingthedocumentnumberchain,bynotchangingthenumberofa

document. UseTable4.1forguidelinestoassigndocumentnumbers,andthenumbergeneratorto

acquireanumberfordocuments. Contractordocumentsanddocumentsfromoutsideinstitutionsshallretaintheir

originaldocumentnumbers.NOAOtoassignaninternalnumberonlyifthedocumentsdonothaveoneissuedfromtheoriginator.

Drawingnumberformat:XXXX‐AA‐###‐####,allsectionsseparatedbya“‐“,thetypesectionandserialnumbersectionareusedonlyasnecessaryonrareoccasions.

Anumbershouldbeassignedonceitisknownthatdesignwillbefullydevelopedwiththeintentionsofimplementing.

Currentlynumbereditemstobeusedforanothertelescopeorinstrumentmaykeeptheexistingnumberuntilsuchtimethatithasmodificationsthatarenotinterchangeabletoalllocationsofuse.Atthispointthepartswillseparatedtouniquenumbersmakingsureeachreflectthepropertelescopeorinstrumentdesignator.Newdrawingmustbefullyspecifiedandnotreferenceoldnumberforanydetails.Exceptionsmaybecircuitcardsthatcarryserialnumbers,essentiallytabulatingthemandtheirspecificconfiguration.

Takeoutonlythequantityofnumbersthatyouneed.

PROCEDURE: Usetable4.1tohelpidentifythedesignator,categoryandsub‐divisionoftheitem

needinganumber. Startthenumbergenerator.(describeprocesshere)

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PRIMARYRESPONSIBILITY: CMdepartwithinputfromallofNN‐ETSstaff.

AUTHORIZATION:

NN‐ETS Manager: _____________________________________________ Date: _____________

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USEAGEOF“AN”NUMBERS

PURPOSE: Basicusetoprovideuniquedocumentnumberstoanalysisdocuments. Providespecializedmodelswithanumberenablingtraceabilityandreuse. Facilitateaggregatemodelsofassembliesforuseinanalysis,presentations,animation,

fitandinstallationorpictorialinstruction.



POLICY/PRACTICE: A*.sldprtmodelonlyreceivesan“AN”numberwhenbreakinguptheunifiedpartinto

piecestoenableanimation,otherwisethesewillhavetheappropriateengineering,manufacturerorvendornumbers.

The“AN”modelshoulduserealpartsandassembliesfromthevault. Anitemgivenan“AN”numberisacombinationofpartsandassembliesthatwouldnot

normallybegroupedtogetherinatechnicaldocumentthatrepresentsanassembly. Ifitisaconceptmodelitshouldbelabeledassuchandrevisedwhenitsstatuschanges. Itemsthatrepresentacurrentassemblywithanumbershallnotbeassignedan“AN”

number. Inthedesignjournalorvaultcommentareayoumustdefineandstatethereasonthe

modelwascreatedusingaANnumber.

PROCEDURE:createdecisionchart Areyoutryingtoanimatemovementthatcan’tbedoneinaconfiguration? Is/willthisitemrepresentasingleexistingpart? Willthisitemrepresentasingleexistingassemblyasrepresentedincurrent

documentation? TakeoutANnumber Completemodel Makeentryinthedesignjournalorcardcommentareastatingthereasonthemodelwas

createdasan“AN”#.

PRIMARYRESPONSIBILITY: CMdepartwithinputfromallofNN‐ETSstaff.

(see outgoing email 2/20/2014)

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NEWASSEMBLIESORPART

PURPOSE:

SCOPE:

POLICY/PRACTICE:

PROCEDURE:


AUTHORIZATION:

NN‐ETS Manager: ______________________________________________ Date: ______________

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APPROVEDSOFTWARETOOLS

PURPOSE:



POLICY/PRACTICE: InternalMechanicalDetails&Assemblies:Solidworks, ContractorandCollaboratorsMechanicalDetailsandAssemblies:Preferred‐Solidworks,

othersaccepteduponapprovalofcompatibleimportcapability. InternalElectronicdocuments,schematic,wiringdiagram,circuitcards:Altium,PCAD ContractorandCollaboratorsElectronics:Preferred–Altium,otheracceptedupon

approvalofcompatibleimportcapabilitytopreferredoragreeduponsoftware,suchasa.DWGfile.

BOMPreferred:MSExcel,orondrawingwithinSolidworksBOMfunction. Specifications,requirements,reports:MSWordorequivalent *.tifediting,paintshop,adobephotoshop,acrobatwriter????Maynotneedto

standardizesolongasfilewrittenoutisnotinsomeproprietaryform.

PROCEDURE:


AUTHORIZATION:NN‐ETS Manager: ______________________________________________ Date: ______________

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NEWSTANDARD

PURPOSE:

SCOPE:

POLICY/PRACTICE:

PROCEDURE:



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INTERCHANGEABILITYSTANDARD

PURPOSE: Todetermineifanexistingpartorassemblycan,infact,bechangedorifanewdrawing

mustbepreparedandassignedanewidentity. Maintainbestpossibletraceabilityundercurrentoperationmethods.



DEFINITION: Interchangeable,interchangeability:Whentwoormorepartspossesssuchfunctionalandphysicalcharacteristicsastobeequivalentinperformance,capableofbeingexchangedwithoutalterationofthepartsthemselvesoranyadjoiningpartsinallexistingapplications.Seecriteriainpolicysection.Ifallexistingpartscanbereworkedtocurrentconfiguration,partconsideredinterchangeable.

Non‐Interchangeable:Whenapartistobechangedandthechangedpartdoesnotphysicallyfitorfunctionasadirectreplacementfortheunchangedpartinallapplicationsofitspreviousrevisions.Itemsmeetingsome,butnotall,oftheproductionspecificationorcriteriainthepolicysectionareconsiderednon‐interchangeable.Allunchangedpartswillnotphysicallyfitorfunctionasareplacementforthechangedpart.Thenewpartrequiresanotherparttobemodifiedforittofitproperly.

POLICY/PRACTICE: Therevisionletterdoesnotserveasanidentifierfornon‐interchangeability. Anewitemnumberisassignedifthepartsareconsiderednon‐interchangeable

attributabletonotmeetingthedefinitions,policyorcriteriaofthisstandard. Carefulconsiderationisrequiredwhendecidingtochangeornotchangeapartorpart

number.Traceabilityandusagemustbemaintainedineithercase. InterchangeableCriteria:achangeintheproductspecificationandrequirementsdidnot

instigatethechangeandthechangemeetsthefollowing:o Ofanacceptableform(appearance)tomeetallestheticrequirementsperthe

ProductSpecification.o Ofaproperfit(physical)toassemblewithothermatingitemsperthedrawing

dimensionsandtoleranceswithoutalteringotheritems.o OfaproperfunctiontomeettheProductSpecificationsincludingperformance,

safetyandreliabilityrequirements.o Theabovecriteriamustbemetbothways(olddesigninthenewandviceversa)

withnospecialadjustments,modificationoralterationstotheitemorrelateditems.

1000‐AD‐015‐0001


o Consideringspecification&requirementinstigatedchanges,thepartisnotusedonanyotherproductandcanmaintainitscurrentpartnumber.

Theproductspecificationsareusedforformandfunction.Thedrawingdimensionsandtolerancesareusedasthecriteriaforfit.

Itemchangeisofsuchanaturethatdirectandcompleteinterchangeabilityismaintained,theitempartnumberneednotchange,butitsdrawingrevisionletteradvanced.

Modifiedoraltereditemsthataredirectlyandcompletelyinterchangeablewiththenewitem,itshallbeidentifiedbythepartnumberofthenewitem.

Changestoitemswhichrequirenewpartnumbersmustbereflectedinthenextassemblybyeitherarevisionletterchangetothatassemblyornewpartnumberforthatassembly.

PROCEDURE:

PRIMARYRESPONSIBILITY:CADLead/CM:

Initiate,circulate,andarrangediscussionsonstandardimprovements.

1000‐AD‐015‐0001


Implementandtrainkeypeopleonthechanges. DocumentControlshallbeauthorizedtotakeexceptiontothisstandard.Abrief

statementisrequiredastowhytheexceptionwasappropriate.

AUTHORIZATION:?

WHO?:______________________________________________________Date:______________________

1000‐AD‐015‐0001


DOCUMENTMARKUPS

PURPOSE:

SCOPE:

POLICY/PRACTICE:

PROCEDURE:



1000‐AD‐015‐0001


ENGINEERINGCHANGEREQUEST(EC/ECR)

PURPOSE: Facilitateandrecordchangestoalltechnicaldocuments,providingtheabilitytotrack

changesthroughtime.Providethemechanismtomoveadocumentthroughaworkflowfrom“Released”to“UnderChange”or“Obsolete”.

SCOPE: Alltechnicaldocumentspertainingtobuildings,systems,telescopes,instruments,

proceduresandsafetyinTucsonandonKittPeak.Allpersonnelintheengineeringandmaintenancegroups,andalesserextenttofacilities&safetypersonnel.

POLICY/PRACTICE: AllchangesrequireanECRunlessitisconsideredanAdministrativeordocument

maintenancechange.Definedasfollows:correctionoftypographicalerrorsormisspelledwords,documentformatting.Thingsthatdon’tactuallychangetechnicalcontentofthedrawing.ThesechangesshallberecordedintherevisiontablewithDMCorADMCinECRcolumn,descriptionofchange,revisionshallremainthesame.

ECR:EngineeringChangeRequestservesasboththerequestandtheorderforthechange.FormcanbefoundonCMfileserver,ETSwebsiteandinthevault.

Allfieldsintheformdonotapplytoallsituations;briefinstructionsareontheform. OneECRformshallconsistofonlyoneproblem,fixand/orsetofreviseddrawings. OneECRformperprintedcircuitcarddocumentset,SeeSec2onform. ECRisalivingdocument,theinformationcanbechanged,withinareasonabletime

periodwhiletheECRisconsidertobeopen. OncesomethingappearsonanECRitshouldnotbedeleted,usestrikeoutfeatureto

showthatachangenolongerapplies,addingadateandinitialsofpersonstrikingthechange.

ECR#consistsofyear,monthandaserialnumber,YYYYMM‐####. AnynewdocumentsinitiatedbecauseofanECRshallbegivenanumberandlistedin

Sec3,DrawingAffected,with“NEW”intheRevcolumn. AnyobsoletedrawingsshallbelistedinSec3with“OBS”intheRevcolumn. Makesureallcontent,upanddownlevelreferencesremaincorrectandtrackbetween

documentsproperly. AlldrawingstoberevisedshouldbelistedinSec3incrementingtherevisionbyonein

theRevColumn.(RevHbecomesRevJ)o SeeInterchangeabilitystandardtomakesureadocumentmeetsthestandards

forrevisionsvs.creatinganewdrawing.o MechanicalisAlpharevisionschemeskippingletters:I,O,Q&Xo ElectronicsdocumentationusesanAlphanumericrevisionscheme,seeabovefor

lettersthatareskipped.Thenumericcomponentisfordocumentsassociatedwithcircuitcardchangesbetweenmanufacturingruns.(BoardsetisRevA,youchangevalues,dowireaddsorcuts,thesewouldbeRevA01,A02andsoonuntil

1000‐AD‐015‐0001


RevBcircuitcardisfabricatedincorporatingallvalidnumericrevisions.)SeeFigure3

ReasonforChange:thisisageneraldescriptionofwhythechangesarebeingmade.“Asbuilt”shouldbereservedfornewfieldmodifications.Forchangestoolditemsbecausetheydon’tmatchdocumentsshouldbestatedas“Fieldinspectionmodification”.Otherscouldbe,upgrades,improvedfunction,

Sec5:ListentrynumberfromSec3followedbydrawingnumber,andzonelocationifapplicable,thenverbaldescriptiondetailingthechangesorreferenceacontrastingmarkupattached.Usingbestmarkuppracticesthiscanbeanyofthefollowingmarkupmethods;edrawingsmarkup,scannedpenciloracrobatmarkup;canbemultiplesheetsinonefiledependingonthemethod.Markupfilenamesshallalwaysstartwiththeecr#,andfollowedbyattachment#,theword“redlines”orotheruniqueanddescriptivetext.MarkedupdocumentsarealsoenteredintothevaultintheECRfolder.

Whenpossibleandpracticalanychangesmadeshouldincludebringingformatsandpropertiesuptothecurrentstandard.

PROCEDURE:

Figure 1

Determineifanewdrawingorarevisiontoexistingdrawingisneeded;seesectiononInterchangeability.

RetrievelatestECRformfromvault,webarea,fileserver.SeeFigure2forECRworkflow.

Filloutallsectionsascompletelyaspossible.Sec3iswhatisusedbythedocumentcontroldepartmenttomovedocumentsfrom“Released”to“Underchange”.SeeFigure1forvaultworkflow(WF).Seeforminstructionsfordetails.

Attachallsupportinginformation,thisincludesredlineddocumentsineitherelectronicorhardcopy.

Submitfilledform&supportingdatatoCMdepartment,ECR#isassignedifithasn’tbeenalready,CMadministratoraddsECRtovault.

Figure 2

1000‐AD‐015‐0001


CMadministratormovesfilestoberevisedfromReleasedtoUnderChange,atransition

commentshouldinclude,attheveryleast,theECR#.Anotificationmessageissenttoallvaultusersabouttheimpendingchanges.Themessagetousersshallcontainthedocumentnumber,documenttitle,ECR#andpersoninitiatingtheECR.

Changesaremadeinatimelyfashionsotheofficialversionisupdatedpromptly.ThepersonexecutingchangesshalladdtotheECRalldescriptivechangedetails,aswellas,anyadditiondocumentrippleeffectsthatcomeaboutduringtheupdateprocess.

Ifrequired,documentsenterengineeringrevieworgodirectlytoCMreview,onlyvaultadminscanmovedocumentsdirectlytotheReleasedstate.

DocumentcontrolreviewwilltakeplacewhenallitemsontheECRhavebeencompletedandallengineeringreviewsarecomplete.CMmaymakecorrectionsorrequestoriginatortomakecorrectionsinvolvingdocumentationcontroltraceabilityissues.

CMadministratorverifiesthatallfilescategorizedasobsolete,areindeedobsoleteandnotapartofotheractivesystems.

OnceCMhascompletedandsignedoffreviewofthechangeddocumentstheyaretransitionedtotheReleasedstateandtherevisionisincremented.TheECRisalsotransitionstoECRCompletestate.

PRIMARYRESPONSIBILITY: Thisstandardshallbetheresponsibilityofthedocumentationcontrolmanagerand

participatingmembersofthedocumentationcommittee. Thedocumentcontrolmanagershallbeauthorizedtotakeexceptiontothisstandardby

brieflystatingintheECOwhytheexceptionwasappropriate.


Figure 3

1000‐AD‐015‐0001


METHODSOFREVISINGDRAWINGS

PURPOSE:

SCOPE:

POLICY/PRACTICE:

PROCEDURE:



1000‐AD‐015‐0001


COLDSTORAGE

PURPOSE:

SCOPE: EPDMvault&obsoletepaperprints

POLICY/PRACTICE: DonotallowfilesinanyReferencePDFfoldertoputversionsincoldstorage,thesenon‐

revisioncontrolleddocumentsmaycontaintheoriginallyscannednonCADprints.

PROCEDURE:



1000‐AD‐015‐0001


NEWSTANDARD

PURPOSE:

SCOPE:

POLICY/PRACTICE:

PROCEDURE:



1000‐AD‐015‐0001


ABBREVIATIONS

Straight STR

Absolute ABS

Alloy ALY

Assembly ASSY

Approval APPVL

Anodize ANDZ

Auxiliary AUX

Calibrate CAL

Capacitor CAP

Counterbore CBORE

Chamfer CHAM

Chassis CHAS

Change CHNG

Circuit CKT

Corrosion

Resistant Steel

CRES

Corrosion

Resistant

CRE

Center CTR

Degree DEG

1000‐AD‐015‐0001


Inch IN

Increment INCR

Incremental INCRL

1000‐AD‐015‐0001


GLOSSARY

CM: configuration management aka documentation control

Panel: Exterior sides of chassis or box that connectors or parts mount and pass through

PDM Pro CAD Editor & Web: Supports working with all file types, including enhanced management

and previewing of CAD formats such as SOLIDWORKS. CAD add‐ins allow users to access

SOLIDWORKS PDM Professional from within the CAD application. Remote users can search vaults

and perform basic functions over the Internet using the Web and Web2 clients.

PDM Pro Contributor & Web: Supports working with all file types, including CAD files. However, the

CAD add‐ins are not supported in this client type. Remote users can search vaults and perform basic

functions over the Internet using the Web and Web2 clients.

PDM Pro Viewer: Allows read‐only access to file vaults. User can transition files through a workflow,

user cannot add or modify (check out, check in, update values) files or use CAD add‐ins.

Plate: interior object mounted to a panel where no objects protrude through the panel (except

fasteners)

Subpanel: item considered a subpanel when mounted to a chassis panel and has objects mounted

that protrude through a panel.

Vault: Location where all control documents reside.

Vault View: users view of the vault area.