Download - EDMS-based Change Management Support Lars Hagge Joint ILC/XFEL Meeting DESY, Hamburg, 24.08.2007
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EDMS-based Change Management Support
Lars Hagge
Joint ILC/XFEL MeetingDESY, Hamburg, 24.08.2007
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Agenda
• Change Management• Requirements at ILC and XFEL• EDMS Capabilities• Conclusion
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Agenda
• Change Management• Requirements at ILC and XFEL• EDMS Capabilities• Conclusion
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Change Management
• aims to eliminate discrepancies between product requirements and delivered product
• addresses an organization’s ability to accommodate changes to and maintain the integrity of its requirements and associated product information
• is based on the premise that change runs a company and that change itself must be managed
• enables an organization to escape a mode of corrective action and instead enter a mode of continuous improvement
• implies building products according to released documents, by creating, changing, and approving the documents before performing the work
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Change Management (Or: Document Lifecycle)
WORKING
RELEASED
ReviewReview
Change Request
Change Request
ChangeOrder
ChangeOrder
ApproveApproveChange
Request (CR)
Review CR
Revise Item
Approve CR
Change Order (CO)
Author Item
Review Item
Approve Item
Publish Item
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Change Management
• is requested for specific purposes, e.g.– to formalize documentation and
channel communication in distributed organizations– to maintain cost control (esp. at the transition from
engineering to fabrication)– to coordinate mulitple sub-contractors
• has impacts and side effects– change execution requires resources project plan– synchronize multiple changes date of effectivity– other dependant approved items (in-) validating items– roles and responsibilities assign persons to roles
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(Change Management ) Lifecycle Management
ChangeChange
figure taken from UGS presentation
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Agenda
• Change Management• Requirements at ILC and XFEL• EDMS Capabilities• Conclusion
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Change Management Requirements at ILC
• provide change control for baseline configuration document• started as one document to be controlled –
now turns out to be much more
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ILC Change Control Procedure
• three-page description of change control procedure• authorized person submits change request (CR)• classification according to impact, e.g. relevance and cost• preliminary communication and handling• CR: review – recommendation – discussion – decision • document: revision – change execution – change approval
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BCD Change History in ILC Wiki Web
• change management performed by Nobu Toge– history kept at wiki web
• baseline configuration document (BCD) single document for RDR – does not scale wrt distributed
work, versioning, alternatives studies, etc.
• baseline configuration set(s) of documents along hierarchical structures– system breakdown structure– related documentation:
drawings, notes, cost studies
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Controlling Hierarchies
• system breakdown structure is the leading hierarchy– there are others: work BS,
location BS, maintenance BS, …
– subsystems described by variety of independently authored docs
• system breakdown structure is the leading hierarchy– there are others: work BS,
location BS, maintenance BS, …
– subsystems described by variety of independently authored docs
• change management objectives include– control individual items in hierarchy – maintain consistency of hierarchy– keep track of versions (and version compatibility)– consider alternatives for sub-hierarchies ( configurations)
Electron Source
Gun
Bunchers
Main Linac
Accelerator Module
Klystron
BDS
Vacuum System
Interaction Region IR1
ILCspecification
3D CAD model
technical drawing
cost estimate
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Change Management Requirements at XFEL
• provide change control for frozen XFEL buildings• affects a (huge) collection of documents and CAD data
– > 500 items for planning approval, not counting 3D CAD data
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XFEL Requirements
• change control process proposed by IG and TC:– authorized person submits
change request– reviews by working groups
– recommendation– meetings and discussion
– decision by projet mgt
– revision of CAD data etc. – change execution
– collision checks et al.– change approval
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XFEL Change history in EDMS
• planning approval documentation is stored in EDMS• evolving documentation is captured in baselines
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Agenda
• Change Management• Requirements at ILC and XFEL• EDMS Capabilities• Conclusion
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Item Lifecycle States in ILC EDMS
• Working: This item is work in progress
• Released: Author finished working on this item– can be revised by any author
• Approved: An official from project management has signed-off this item– can be revised only with an approved CR
• Reviewing: Item is currently checked by reviewers
• Under Approval: Item has been submitted to project management for approval
• Rejected: This item was inspected by project management and approval has not been granted
Released
Approved
Under Approval
Reviewing
Rejected
Working
item
sta
tes
defin
e ite
m u
sabi
lity
and
relia
bilit
yite
m s
tate
s de
fine
item
usa
bilit
y an
d re
liabi
lity
The EDMS is managing items, such as documents, drawings, components, baselines …
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Lifecycles and Item States
• EDMS provides lifecycle (workflow) support for reviewing, releasing and approving items
• lifecycle activities are captured in the item history
Working Released Approved
Under ApprovalReviewing
Self-ReleaseRelease-with-Reviewer
Approve-with-ReviewerApprove
Rejected
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Lifecycle States in EDMS
Snapshop from PETRA IIIconstruction drawing review:Building details (left) and moreprogressed floor plans (below)
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Reviewer Markups in EDMS
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Change Process in EDMS
• need Change Request (CR) to revise item• CR to be reviewed and approved like any other item• need to assign change coordinator, reviewer and approver• available approx. end of September
Change Process
User
requestchange permission
Change Coordinator Change ApproverChange Reviewer
assign ECRto reviewers
review ECR
assign ECRto approvers
approve ECR
issue ECNchange
item
close ECR
summarizereviews
ECR
[INITIAL]
ECR
[REVIEWING]
item revision N
[APPROVED]
ECR
[SUMMARIZING]
ECR
[UNDER APPROVAL]
ECR
[APPROVED]
ECN
[OPEN]
ECR
[CLOSED]
ECN
[CLOSED]
item revision N
[APPROVED]
item revision N+1
[APPROVED]
ECR
[SUMMARIZING]
ECR
[REJECTED]
change request (CR)
assign reviewers
review
summarize recommendation
assign approver
approve (final decision)
execute change
close change request
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CM II Change Management Process
• CM II is an industry standard for conduction change mgt• change process addresses large-scale organizations• CM II puts strong requirements on the organization• CM II can be used as a guideline – goal “rightsizing”
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Sidebar on Change Process Implementation
• EDMS is CM II certified supports full CM II processes– many user roles, many forms and reports, lots of planning
• implementation maintained essential required activities, but stripped off non-essential actions and documents– strategy: KISS – keep it simple & stupid– can seamlessly scale to CM II (if anybody is keen on it)
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Agenda
• Change Management• Requirements at ILC and XFEL• EDMS Capabilities• Conclusion
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Change Management Requirements
• XFEL and ILC have comparable functional req’s– request – review – recommend – discuss – decide– revise – execute – approve
• different organizational boundary conditions– CM for ILC sounds centralized and by decree
• formalize documentation, channel communication
– CM for XFEL sounds local and on demand• lots of meeting are in place, adequate for the time being
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Considerations for CM Introduction
• when implementing CM there should be items which can be put under change control– start with release and approval – that’s hard enough
• CM puts requirements on the project organization– appoint coordinators, reviewers, approvers– formalize documentation: specs, planning, budgeting– the more formal the CM, the stronger the boudary cond’s
• if not observed, CM will not work
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Agenda
• Change Management• Requirements at ILC and XFEL• EDMS Capabilities• Conclusion