Engineering Document Control, Correspondence and Information Management (Includes Software Selection Guide) for All

Huw R Grossmith

Description

The book is the Who, What, When, Where, How and, very importantly, Why of Engineering Document Control with related "metadata" management and includes a comprehensive software guide, and free Access based DC software tool (time limited) with examples and drills etc.

Sujets

• project Management
• Productivity Software
• Computers
• Informatique
• Business

Informations

• Publié par: Xlibris AU
• Date de parution: 27 janvier 2023
• Nombre de lectures: 1
• EAN13: 9781796008968
• Langue: English
• Poids de l'ouvrage: 1 Mo

Extrait

ENGINEERING DOCUMENT CONTROL, CORRESPONDENCE AND INFORMATION MANAGEMENT (Includes Software Selection Guide) FOR ALL
 
 
 
 
 
 
 
 
HUW R GROSSMITH
 
Copyright © 2023 by Huw R Grossmith.
 
ISBN:
Softcover
978-1-7960-0897-5

eBook
978-1-7960-0896-8
 
All rights reserved. No part of this book may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage and retrieval system, without permission in writing from the copyright owner.
 
Any people depicted in stock imagery provided by Getty Images are models, and such images are being used for illustrative purposes only.
Certain stock imagery © Getty Images.
 
 
 
 
 
Rev. date: 01/25/2023
 
 
 
 
 
Xlibris
AU TFN: 1 800 844 927 (Toll Free inside Australia)
AU Local: [phone] ([phone] from outside Australia)
www.Xlibris.com.au
805914
CONTENTS
Dedication
Charity
Foreword
A.   Safety
B.   Objectives
C.   Acronyms, Abbreviations and Terminology
1.00 Terminology
2.00 Definitions/Classification – Level
2.01 Document Types and Responsibility for Managing/Controlling
3.00 Registers
3.01 Why must we have “Document Registers”
3.01.1 The benefits of having registers are:
3.02 Types of “Document” Registers
3.03 Building a “Correspondence Register” Workshop with Excel
3.03.1 Outwards Correspondence
3.03.2 Inwards Correspondence
3.03.3 Practical
3.04 A “Controlled Documents” Document Register
4.00 Dissemination of Up To Date Information
4.01 Distribution Matrices
4.01.1 Internal
4.01.2 External
4.01.3 Workshop/Practical
4.02 Methods of Dissemination
4.02.1 Transmittals / Workflows
4.03 Correspondence Delivery Methods
4.03.1 Courier, Hand Delivery, Email, Fax
5.00 Engineering Document Control
5.01 The Who, What, How, Where, When and Why
5.01.1 Engineering Document Control – Some Definitions
5.02 Who
5.03 What
5.04 Why
5.05 Why is there so much resistance
5.06 What can go wrong if there is limited, no or ignored DC
5.07 How
5.08 When and Where
6.00 Document Control Setup and Closeout
6.01 Proactive v Reactive Document Control
6.01.1 Reactive -
6.01.2 Proactive -
6.01.3 Hybridised Proactive / Reactive –
6.02 Planning DC for the End Result
6.03 Manual and Electronic Document Control Comparison
6.04 The Differences
6.04.1 Oil/Gas and/or Pharmaceuticals, Nuclear v Mining
6.04.2 Project Managers v Operators
6.04.3 Designers v Constructors
6.04.4 Contractors (Design) v Vendors v Shop Detailers/Fabricators
6.05 Technical Document Control
6.06 Corporate/Operations Document Control
7.00 Document Control Tasks and Processes
7.01 Controlled Documents
7.02 Controlled Hardcopies
7.03 Document Classification, Numbering and Filing
7.04 Revisions and Versions
7.05 File Naming Convention
7.06 Title Convention
8.00 Interface with contractors and subcontractors
9.00 Receiving Documents
9.01 Documents from Internal Sources
9.02 Documents from External Sources
10.00 Document Control – Data and Document Quality “Audits”
11.00 The Controlled Document Register
11.01 Mandatory Document “Profile” Meta-data – What must we capture?
11.01.1 Populating a ProActive or Hybribidised Regsiter – Where do We Obtain the data
11.02 What “might” we need to capture for Op’s Portals / CMS
11.03 Basic Education on How to Read a Drawing and “Mine” Drawings and Documents for Data
11.04 Practical Exercise
11.04.1 (Reactive Document Register Document Profile)
11.04.2 (Hybridised Document Register Document Profile)
11.04.3 (Proactive Document Register Document Profile)
11.04.4 Document Register - Document Profile [ALL]
12.00 Dissemination of Up-To-Date Information
12.01 Transmittals/Workflows
12.02 Distribution Matrices
12.02.1 Internal
12.02.2 External
12.03 Review and Approval
12.04 Too many “Reviews”- what can go wrong
12.05 Expediting
12.06 Practical
13.00 Tender Documents / Process
14.00 Progress and Other Reports
14.01 Practical
15.00 Engineering Change Requests
16.00 Final Documentation / As Built
16.01 Hand-Over Methodologies
17.00 Document Retention
17.01 Retention Periods and Methods
17.02 Electronic vs Hard Copy Archives
17.02.1 Hard Copy Archiving the Catch-22’s
17.02.2 Electronic Archiving and ISO15489
17.03 Backing-Up Electronic Files
17.04 Workshop
18.00 Document Control Staff and Organization
19.00 Quality Management System
19.01 Document Hierarchy
20.00 Writing a Guideline and/or Work Instruction
20.01 Basic Flow Chart Symbols
20.02 Exercise
20.03 Practical
21.00 Document Control Procedure
21.01 Practical
22.00 A Our Document Control Practical Exercise (Mining)
22.00 B Our Document Control Practical Exercise – Oil/Gas
22.00 C Our Document Control Practical Exercise – Civil
23.00 Life After Hand-Over
23.01 Management of Change
23.01.1 Types
23.02 Forms of MOC
24.00 What Else Do We Need
24.01 Hardware
24.02 Non EEDMS Software
24.03 Furniture and Fittings
25.00 Knowledge of a Document Control System
25.01 Understanding Databases
25.01.1 One to One Relationships
25.01.2 One to Many Relationships
25.02 Document Control Applications
25.03 Software Development Models
25.04 CAD Applications
26.00 Finding the right DC Application for your needs
27.00 Finding an EEDMS Solution
27.01 Understanding the differences between Engineering DC/DM and Records Management – The most Common mistake Operating Companies Make
27.01.1 Engineering or Controlled Documents
27.01.2 Correspondence
27.01.3 Records
27.01.4 Data
27.02 Business Case & Situation Analysis / Nuts and Bolts / Minimum Functionality
27.03 Managing Engineering Data – CAD Applications
27.04 Managing Engineering Documents
27.05 Managing Engineering Correspondence
27.06 Gap analysis
27.07 EDM Requirements for Engineering (Including Operators) - where it often goes wrong
27.07.1 Engineering Vs Office (Eng DC/DM vs RM)
27.08 The Return on Investment
27.08.1 Rules-of -Thumb.
27.08.2 Top 10 Reasons Why SharePoint is NOT an EDM Solution
27.09 RFP/RFQ & Scoring
27.10 The Request for Quotation / Proposed Solution / Tender Process
27.11 Award
27.12 Implementation Planning
27.13 Information Architecture / System Architecture
27.13.1 What kind of Deployment do you need?
27.14 Remote Operations
27.15 Retention Requirements and Backwards Compatibility
27.16 Folder structure – Real or Virtual and are they really worth the effort?
27.17 Defining Attributes/ Metadata
27.18 Revisions vs Versions
27.19 Transmittals/Workflows
27.20 Search and retrieval
27.21 Integrations
27.21.1 CAD Applications
27.21.2 Office Applications
27.22 Setting up / Configuration
27.22.1 Max Attack vs Relaxed Integrations
27.23 Document Capturing
27.24 Form development for “Records”
27.25 Form Development for Communications
27.26 Form Development for TQ’s, RFI’s, ECR’s
27.27 Expediting
27.28 Scanning and OCR
27.29 Audit trails
27.30 Population and transfer of existing data
27.30.1 Data Quality Auditing/Data Cleansing
27.31 Other possible essential requirements
27.32 User Training
27.32.1 User Training for “System Administrators”
27.32.2 User Training for Document Controllers [Power Users]
27.32.3 User Training for Desktop Users (Designers/Engineers/Admin Staff)
27.33 Ongoing Training
 
After Word(s) and Updates
After Word(s) [yes more]
List of Appendices
Appendix 1
Definitions
Appendix 2
Drawcon Installation Instructions
– (DrawCon is available for download with a 60 day licence)
MS Access IS NOT installed:
MS Access IS installed:
Possible Error
Appendix 3
Creating a DrawCon Project
Appendix 4
Drawings
Appendix 5
Transmittals
Appendix 6
The Paper Aeroplane
Appendix 7
Mind Mapping and Flowcharting
Useful Websites
Flowchart Examples
Appendix 8A (Mining)
Classifications
Appendix 8B (Oil/Gas)
Classifications
Appendix 8C (Civil)
Classifications
Appendix 9
How to Use the Block Number Generator in DrawCon
Appendix 10
The Worked Practicals – for download
Appendix 11
White Papers and Case Studies
Appendix 12
Tests
Compulsory Subjects
Unit 1 and 2
Unit 3
Unit 4
Unit 5
Unit 6
Unit 7
Units 8 and 9
Unit 10
Units 11 and 12
Units 13, 14 & 15
Unit 16
Unit 17
Units 18, 19, 20 & 21
Unit 23
Unit 24
Unit 25
Unit 26
DEDICATION
This book is for Noi, Nui, Nine, Nam and last but most certainly not least the youngest (at the moment, 2014) Grosso – Neave. I love you all. Love too to every member of my very extended “family”.
CHARITY
For years I have tried to help a lot of people