Document Management - User Requirements Checklist for Acceptance Tests
Objective
Companies in large and smaller projects/operations should focus on a common interest with User/Operators of Life-time data use in operating their products.
It has taken years to reduce the problem of paper-based documentation, but efforts to segregate, store and reduce the volume but ensuring the needs of Maintenance, Litigation and Insurance/Regulation must be promoted with clients.
REGISTER
Engineering Documentation/Drawings
Vendor/Contractor/Sub-Contractor Documentation/Drawings
CAD Disks
Download of Various Registers/Listings in various electronic formats.
Technical Documentation supplied by Clients/Contractors.
Quality Documentation/Procedures/Audit Report Information
Project Correspondence/Formal Correspondence
1.1 Engineering Documentation/Drawings
From site /contractor/sub-contractor using system for numbering which is adaptable for individual client needs
Download of data from internal drawing office disciplines electronically.
Simple/easy to use method of registration, data entry/scanning.
Flexible use of revisions and revision descriptions
Narratives for entering additional information.
Title blocks available to store long titles/descriptions.
Dates of first issues and subsequent issues
Ability to register originating author and updates against subsequent authors.
Cross relating information.
Archive locations
Complete revision histories from inception through to As Built and close-out.
Distribution histories recorded.
Size and number of pages of document/drawing
Ability to record CTR/Percentage complete information and report on same
Ability to allocate documentation/drawing numbering directly from database and record expected dates of issue for overdue/look-ahead reporting.
Signing out documentation to internal/3rd parties via database
1.2 Vendor/Contractor/Sub-Contractor Documentation/Drawings:
As above
Ability to enter expected/promised dates of documentation for overdue/look-ahead reporting.
Registration and issue of interface data
Archive locations
1.3 CAD Disks:
Record disk contents
Format of data
Data created and by whom.
Archive location
1.4 Download of Various Registers/Listings in various Electronic Formats:
Ability to download electronically registers/reference documents/procedures from
Outside contracting companies/clients etc.
Ability to transfer data into format of an internally developed system for easy retrieval.
Ability to manipulate data for reporting purposes.
Transfer at project handover to required formats as set down by clients.
1.5 Technical Documentation supplied by Clients/Contractors:
System must be able to manage large volumes of data received from clients in either electronic form as above, or to be registered/input manually using required numbering formats.
Ability to transfer technical data from one source to another electronically, either internally or to outside contractors/vendors
1.6 Quality Documentation/Procedures/Audit Report Information:
Ability to write procedures/update and issue electronically to internal and external sources.
System to transmit procedures/quality documentation to all required recipients.
To supply reporting facilities on audit reports and ability to track and chase outstanding corrective actions.
Facility to issue new work instructions or updated sections of procedures using a controlled issue method.
A receipt facility to enable central source to track that updates/audit report issues have been received by recipients and method to track replies to same
1.7 Project Correspondence/Formal Correspondence:
System for automatically numbering uniquely all types of correspondence i.e.
Memo’s/Letters/Electronic Mail/Faxes/Telexes/Tender Enquiries/Contract Award
Ability to electronically send Faxes via PC.
Search facilities to retrieve created data.
Flexible numbering systems to service client requirements
For every item registered this must include:
Data created/issues/sent
Authors name
Title
Type of data i.e., Letter/Memo/Fax
Recipient Name and Address
Telephone/Fax Number
Archive Location
Project to which allocated i.e., Receipt system for recording when recipient receives correspondence (Formal Issues)
DISTRIBUTE
Engineering Documentation/Drawings
Vendor/Contractor/sub-Contractor Documentation/Drawings
CAD Disks
Reports/Overdue/Look ahead information.
Technical Data to outside sources i.e., Vendors
Quality Documentation
Project/Formal Correspondence
2.1 Engineering Documentation/Drawings:
To set up standard distribution matrices for specific types of documentation drawings at various
Revisions/stages
To issue to internal disciplines/projects or outside sources
Ability to issue for Information/Review/Approval/Construction/As-Built etc.
Formal transmission system to satisfy requirements laid down by Certifying Authorities.
Ability to issue documentation/drawings for various reviews checks i.e., Single Discipline or Multi-Discipline
Ability to send standard drawings details electronically to outside sources.
To register/track review documentation i.e., who has what, when required back by
Deviations etc. to clients for approval
Issue documentation on series/parallel reviews
2.2 Vendor/Contractor/Sub-Contractor Documentation Drawings:
Distribute requirements for documentation/drawings electronically to Vendors/
Contractors etc.
To issue documentation received out to internal disciplines/projects/external sources for review/approval/information.
Formal transmission system to record when documentation sent and to whom.
System must have formal acceptance of documentation to satisfy requirements of Certifying Authorities.
Ability to issue one set/multi-sets of documentation for interface review to multi-parties.
Follow-up/chase review data to ensure that it is returned within required timescales.
Distribution to central discipline/project responsible for that piece of work advising at all times on current situation of order.
Ability to set up standard matrices for specific documentation at specific review grades.
Final submissions of documentation recorded and issued formally to required recipients.
Issue documentation for series/parallel reviews
2.3 CAD Disks:
Distribution to internal sources i.e., Design Office.
To client/third parties
Formal transmission method with receipts
Ability to advise on data contents/format etc. to archive locations.
2.4 Reports/Overdue/ Information:
To internal sources/Vendors/Contractors either electronically or in paper form
Ability to attach to formal correspondence.
Receipt facility to ensure recipients have received and read reports to management/clients.
Copies to central sources advising on status of their area of work/orders.
2.5 Technical Data to outside sources i.e., Vendors:
Distribute standard specifications/example drawings.
Requisitions electronically to Vendors with attached requirements listings
Ability to record to whom sent/when and acknowledgement of receipt.
2.6 Quality Documentation:
To clients for review/approval/information
To internal sources for information/update
To management advising on status of audit reports/corrective actions
Ability to register and distribute quality documentation received for external sources/clients.
2.7 Project/Formal Correspondence:
To internal/external/clients
Built in receipt for formal correspondence.
Ability to distribute faxes/memo’s/letters to multiple parties electronically.
Register - distribution to whom/where and when to archive electronically.
ARCHIVE
Engineering Documentation/Drawings
Vendor Review Documentation and Final Submissions
Electronic Data/Disks
Project Correspondence
Quality/Technical Documentation
3.1 Engineering Documentation/Drawings:
Simple ease of use method of archiving engineering documentation whether in: -
Hard copy paper form or electronically
Registration of date requested to be archived and by whom with archive location.
Archive box number registered if done in hard copy paper form.
Project Title/Original author all registered
Date of Project/Client Name/Project Title
Name of person responsible for archiving data
Facilities to search data using all input criteria fields.
Reporting on screen or in paper form from searches
Confidentiality built-in to system
Allow for different grades of users i.e., Read Only/Archive Editors/Controllers.
Archive system to tie back to Document Control Module
Ability to print box/file contents from archive.
Where stored i.e., internally - CAD/Optical Disks or Storage Company
Destruction date using Company guidelines.
3.2 Vendor Review Documentation and Final Submissions:
As above
By Vendor/Contractor and ability to search on same
3.3 Electronic Data/Disks:
As Above
Ability to send to archive and log:
Data Format
Originating Company/Author
Client name/project number and project title
Date for disposal
Whether VIRUS checked and on which system and when
3.4 Project Correspondence:
As above
Ability to pick up data from project correspondence files and send to archives.
3.5 Quality/Technical Documentation:
As Above
To store by Technical Authority name i.e., British Standard and report on same
Data Capture and Importing Information
EDI
Magnetic Media
Floppy Disks
Magnetic Tape /cartridge
CD-ROM
Optical Disk
Scanning
Imaging
OCR - Optical Character Recognition
CALS - Computer aided Acquisition and Life cycle Support
SCADA - System Control and Data Acquisition
Imaging Redline
Scanning and also how to avoid it
Need for encoding
Viewing
OCR
Microfiche
Mark-up
Workflow Control
System Security
Originator
Check & Approval
Client involvement
Data Delivery and Exporting Information to be considered
Dependencies
Import of Images from Graphics based systems.
Image handling of all documents
Numbering System
Filing System.