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HL-LHC Project Documentation management Key concepts Isabel Bejar Alonso - CERN HL-LHC Configuration, Quality & Resources Officer CERN – 2016 – EDMS 1735159 One project – Tens of teams a global effort We need a confederated system I. Bejar Alonso - Configuration, Quality and Resource Officer 2 The project Office is there for you The Project Office has reorganized to be more agile to contribute to the common effort to harmonize practices and put in place common tools or systems to make compatible data. We are there also to impulse existing initiatives, federate efforts and spread good practices. We are also the door to access CERN teams on communication, Knowledge transfer and Outreach I. Bejar Alonso - Configuration, Quality and Resource Officer 3 How to convert a Terrible Dragon in a cute dragon Is not just good practises! Before putting in operation the LHC after LS3 we should demonstrate the safety authorities the full traceability of what we have installed (all will become radioactive waste) and our compliance with CERN Safety rules. We need also tools for the follow-up up of the short term information created by the project I. Bejar Alonso - Configuration, Quality and Resource Officer 4 Key concepts Baseline / Non Baseline In my Work package / In several Work packages Confidential (Cost, Resources, …) Storage Visibility Approval I. Bejar Alonso - Configuration, Quality and Resource Officer 5 Documentation – EDMS 1342285 Non Baseline Baseline Documents required for the well functioning of the project but which storage will not be critical after commissioning Documents that will have to be stored and updated until the dismantling of the LHC Peer review process is generally managed by the author Do not require special labelling Stored in SharePoint or EDMS requiring approval process Concerning one Workpackage Shall be peer reviewed by a group of people knowledgeable on the subject and those interfacing with the system /process described in the document. Approved by the WPL Concerning more than one Workpackage or the project Shall be peer reviewed by a group of people knowledgeable on the subject and those interfacing with the system /process described in the document. Requires labelling Approved by the Project Office or by the Project Leader Can be prepared using the SharePoint but is stored in EDMS Requires labelling Can be prepared using the SharePoint but is stored in EDMS Commercial documents are always baseline While technical documents are all open to all the members of the project, Commercial, financial and HR documents are limited to the WPLs, DWPLs and PO 6 Baseline documentation (1/2) EDMS #1361462 From system requirements to technical solutions and products Project management Acquisition Technical Safety Baseline documentation (2/2) EDMS #1361462 Safety File Links to already existing documentation will be made, whenever required Project management Acquisition Technical Safety Baseline documentation EDMS: 1361462 A template for each type of document A guide to fill in the document We can adapt them to your institution if required Project management Acquisition Technical https://edms.cern.ch/project/CERN-0000112356 Key concepts A tool for each type of Information Short term documents Records Long term documents Volatile information I. Bejar Alonso - Configuration, Quality and Resource Officer 10 EDMS – From your group, to the workspace to the Hardware Baseline I. Bejar Alonso - Configuration, Quality and Resource Officer 11 EDMS Growing and adapting to your needs I. Bejar Alonso - Configuration, Quality and Resource Officer 12 SharePoint Growing and adapting to your needs I. Bejar Alonso - Configuration, Quality and Resource Officer 13 Indico Growing and adapting to your needs What it is linked to the main HL-LHC Indico page is uploaded in December automatically in EDMS https://indico.cern.ch/category/3063/ I. Bejar Alonso - Configuration, Quality and Resource Officer 14 MTF Growing and adapting to your needs We can create all the assets for you, add the steps and documents and adapt them after the prototype phase I. Bejar Alonso - Configuration, Quality and Resource Officer 15