PDM and Engineering Document Management

Jorma Heimonen Variantum Oy Jorma.Heimonen@variantum.com http://www.variantum.com/

2005 Jorma Heimonen & Variantum Oy All rights reserved

T-86.5141 Enterprise Systems Architecture

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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 KONE Corporation

KONE Corporation and its business environment Business challenges for document management and distribution EDMS and EDMS Web: system for PDM and Engineering Document Management
Use Short demonstration

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Document Management - Basics

Engineering Document Management vs. Content Management vs. Knowledge Management
All kinds of content need to be managed, including traditional documents, web content, email messages, commercial invoices, purchase orders, project correspondence etc. Engineering Document Management = Managing product-related technical 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 id 999999).
NOTE: Identification <> description. The description of this slideshow is PDM and Document Management. NOTE: Identification <> file name on disk. The file name of this document is 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) and accompanying attributes (metadata) Support the previously mentioned basic properties of document management:
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 and Chinese translation of the same document. Different file formats (representations, renditions) of the same document file, for example a DOC and a PDF. User-defined attributes (metadata) for classifying and finding the documents 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 tools like Word and various CAD programs

Application Server
The application server executes all the business logic and controls access to the metadata 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 the application server

Engineering Document Management is often an integrated part of a PDM system

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 example Documentum 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 the document 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 the document identifications and ALL THE CROSS REFERENCES IN ALL THE DOCUMENTS had to be changed.

Exception: ID can tell, what the document is, for example, that it is an installation 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 the system, as people often have paper copies floating around and it must be 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 the revenue 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 automatic building 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 modernizes elevators 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 KONE companies 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) 3D Models Assembly and Part drawings, Parts lists Configuration Instructions Testing instructions Software Binary Files Specifications

Drawings

Certificates Product Change Requests

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Document Management at KONE

Traditionally different practices and culture in document management in different business areas and countries General trends
Product Documentation: managed well
Long tradition in document management in engineering (drawings and instructions) 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 the structures Engineering Change Management

Documentum (www.documentum.com)
Archiving of ERP data (old invoices etc.) Production of technical instructions (XML-based information management) Management of some business process and quality documentation

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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 (sales company, order engineering, factories), end customer and external suppliers 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)

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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 (save drawing) 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 whenever documents matching his subscription are changed

Additional services: WWW applications linked both to EDMS and some other systems (for example information about Elevator Deliveries)

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EDMS Web Demo Main Screen

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EDMS Web Demo Search Drawings

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EDMS Web Demo Search Results

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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 to organization 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)

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