ENGINEERING DOCUMENT

CONTROLLER AWARENESS
CONTENTS

 Engineering Document Management

 Document Controller role
 Master Documents
 Document Format
 Assigning part numbers
 Change control.
 Document life cycle
 Document controller skills knowledge and ability
 Benefits of Document Control.
ENGINEERING DOCUMENT MANAGEMENT

An Engineering Document Management (EDM) system is a

solution designed to manage engineering documents and
drawings.
Engineering documents and drawings originate from multiple
sources and systems (such as various CAD applications), they
have associated metadata and they have a longer document
lifecycle.
WHY MANAGE DOCUMENTS

• Many tasks require information from drawings or other documents

• If information can’t be found, or is the wrong version, costs and risk increase
- Costs can be staff or machine downtime or re-working a job
- Downtime as people look for information is usually absorbed into overhead
- Incidents where reworking costs are incurred are more likely to be noticed
- Absent or incorrect information impacts safety
- For example: Deepwater Horizon disaster investigators stated they were
unable to find assurance documentation for the incorrectly wired solenoid in
the blow out preventer. Tracking documents in a formal management system
was their recommendation.
• Good document management ensures that the correct documents are always
available and easy to find.
ENGINEERING DOCUMENT CONTROL

• Document naming.
• Numbering.
• Revision numbering.
• Checking and approval systems.
• Status of documents, such as 'for construction', or 'for information'.
• How changes are recorded and highlighted.
• Templates, such as document titles and drawing title blocks.
• Formatting (page sizes and orientation, fonts and font sizes etc).
• Systems for storing and issuing documents (distribution matrix).
• Control of externally created documents.
ELEMENTS OF EDC

People Tools
(machine, mold,
software, etc.)

Product
(embodied in design
drawings and specs)
DOCUMENT CONTROL FUNCTION

The typical document control function should do the following:

• Assign all part numbers, change numbers, and document revision levels.
• Control each master design document after its appropriate point of initial
release (master file and backup file, either hard copy or electronic).
• Input and accuracy of the BOM database (design information) regardless of
the software system(s) involved.
• Change request monitoring.
• Change control and facilitation.
• Chair the Release and Change Control Board (CCB)/team meetings.
• Back-up document databases.
DOCUMENT CONTROL PROCEDURE

Having a detailed procedure is helpful in ensuring better compliance and

in avoiding ambiguity.
The procedure must include:
• Which documents are to be used when, how and by whom
• How documents are to be updated or approved
• How does the document version control work
• How the document flows within teams and across teams
• How will information in the documents be verified
• The basic format for all documents to be used in the project
• How and where documents will be archived.
THE DOCUMENT CONTROLLER ROLE

• Control all aspects of project documentation on multiple simultaneous projects, utilizing

various control methods/systems.
• Ensure proper document control support is given to each project.
• Produce and maintain Document Progress Reports to Project Managers.
• Ensure all documentation provided is as per Client quality formatting requirements.
Formatting may include correcting templates, fonts and style, pagination and numbering
and other activities that may be required to achieve a client’s documentation
requirements.
• Create Document Control and correspondence folders for individual projects.
• Work in strict co-operation with the Project Manager to ensure project progress status
integration.
• Ensure all templates used with the department conform to the Company standard.
• Ad hoc duties as required to assist the project team.
TYPICAL DAY DUTIES

• Supports technical projects and departments.

• Receives, catalogues and stores hard copies and electronic copies of all
technical drawings, reports and related information in an orderly manner, in
line with policies and procedures.
• Allocates and controls the document numbering system for the project work.
• Works with precision to ensure that all electronic and hard copy filing is
accurate and is easily retrievable.
• Responds in a timely manner to requests to retrieve information, information
searches and general requests for support from project/department
personnel.
• Accurately updates information as required.
THE DOCUMENT CONTROLLER

• The Document Controller is responsible for controlling the

numbering, filing, sorting and retrieval of electronically stored or hard
copy documentation produced by technical teams, projects or
departments in a timely, accurate and efficient manner.
DOCUMENT CONTROL PROCESS
FIRST STEP IN DOCUMENT MANAGEMENT

• Set a context for justifying document management

• Distinguish engineering document management from clerical systems
• Suggest how potential cost savings can be quantified
• Introducing a proper engineering document control system.
FILES MANAGEMENT

• Files should be kept by Part Number and revision level.

• The master may take the form of the original hand-drafted hard
copy.
• The master may be a CAD file and controlled by the engineering
system.
• The master file need not be in a hard-copy form.
• The “key” to the master file must be held only by CM.
• CM must control all revision levels, part, document,
• A disaster file must be kept in a physically different building.
DOCUMENT LIFE CYCLE
• Identify the life cycle of your document
• Give names to each stage of your document’s life
• Identify activities associated with each stage: The information at each
stage can include:
• Registration: Give Document a Title, Describe, Allocate numbers
• Preparation (Design): Edit, Request Review, Record Changes
• Establishment: Check, Approve, Release, Transmit
• Use: Change Control, Edit, Request Review, Record Changes
• Revision : Approve, Hide from view
• Withdrawal
• The same activity can occur during different stages.
DOCUMENT STAGES
MASTER FILES

• Establish which file or print is the master document is essential. This is

the one that is kept up-to-date and is the one that is officially
authorized.
• If control copies are required , procedures should include instructions
for updating and retiring them to keep them in sync with the master.
• All derivative prints and PDFs should be considered uncontrolled.
DESIGNING ENGINEERING DRAWINGS

Engineering drawings, including technical documents such as

specifications, procedures, will usually have these attributes:
• Owning organization, which is ultimately responsible for the
document content.
• Document identification through the use of a document numbering
system
• Title or description
• Document revision or other indication of a specific design iteration
• Author(s), reviewer(s) and/or others who created the information
• And, of course, the appropriate technical information necessary to
fulfill their purpose.
ENGINEERING DRAWING CONTROL PROCESS

Engineering drawing management processes include business rules that

define:
• Which engineering drawing types are supported, and the contents and format of
each type
• How engineering drawings are identified (e.g., owner, number, revision, title)
• Who is responsible for creating, reviewing and approving engineering drawings
• When engineering drawings may be released to interested parties
• The conditions under which existing engineering drawings are revised, replaced
or canceled
• How obsolete engineering drawings are controlled, recalled or destroyed.
DESIGNING DOCUMENT FORMAT

• Designing the document formats is of immense importance, as

documents are the carriers of information.
• Irrespective of whether the documents are digital or physical, there
should be a set format for each.
• These formats must be designed with utmost care to ensure that
they are functional, easy to use and they carry the right information.
• The format should also consider the end users of the document.
DOCUMENT FORMAT

• Design documents, regardless of size, including drawings, specs,

lists, and other documents, should have a common format. They
should all have a Body , Title Block , and Revision Block
TITLE BLOCK DATA
REVISION BLOCK

• Rule:
• Always enter a phrase which encapsulates the reason for/title of
the change.
• The signature column should be signed only by the person who
incorporates the change into the document. No other signatures
should be required.
BODY OF A PART DRAWING

The following information should appear in the body of a part drawing:

• Pictorial
• Dimensions and tolerances
• Notes and Specifications.
PICTORIAL
A part drawing for the Bucket of the front-end loader
• The note “Remove all burrs” is
short and crisp, it is shown on
the body of the drawing.
• If the spec or note information
is long or has use on several
drawings, then a separate
document should be created.
• The dimensions on the
drawing, should they be either
in Inches or metric not both.
ASSEMBLY DRAWING

The face or body of an assembly

drawing should contain:
• The Assembly Pictorial
• Assembled Dimensions and
Tolerances if any
• Notes/Specs
• Find/Balloon Number.

Do not put parts lists on the body of an assembly

drawing, unless they are put there by a singular
BOM database/data entry.
If you have them on the body of the pictorial
drawing, start a planned program to detach them.
DOCUMENT SIGNATURES

The following information should appear in the body of a part drawing:

• Typically, several Design Engineering signatures appear on each
document.
• A designer, a checker, an engineer, and a manager or two, all sign.
• For a purchased item, someone from the Supply Chain, or a ME
representing them will sign.
ASSIGNING PART NUMBERS

Numbers should generally be assigned one at a time, capturing on the log:

• Document number
• Project number/Product number (FEL-100)
• Engineer assigned to
• Date assigned
• Document title
• Kind of document (part, specifications, assembly, etc.).

The assignment should not require any signatures.

PRODUCT NUMBERS AND PART NUMBERS

The corresponding final assembly parts

list for the front-end loader parts list:
• The document number should
always be incorporated in the part
number
• Separate part numbers need not be
assigned to each supplier
CHANGING PART NUMBERS

Changing from one numbering method to another is not an easy matter.

Considerable planning is required::
• Research the alternates and design the number.
• Plan the changeover
• Look out for documents referenced in the body of drawings and
specifications, in assembly instructions, in inspection procedures, etc.
• Use that new number BOM in an actual order/schedule and in all related
software systems.
• Debug and retrain.
• Cut over.
Reports indicate that lack of planning, testing, and training, are the major
problem areas to be avoided..
REQUEST FOR CHANGE

Change request to include:

• Originators name and phone number
• Origination date
• Description of the problem/justification for the request/reason for the
request
• Some idea of the urgency of the problem
• Description of fix/solution (if known)
• Document/Part Number(s)/Product Numbers having the “challenge”
• Control number
• Then the engineer needs to indicate the disposition of the request
• Cognizant Engineer’s decision–accept/reject
• Reason for acceptance/rejection.
CHANGE REQUEST FORMAT
• 1. Doc Control will send a copy to requestor that will
be completed through box # 12 including the ECR
number
• 11. Sort out process changes and publication changes
and send them to those departments. Consult the
Cognizant Engineer list for the responsible Design
Engineer, Manufacturing Engineer, or publications
person. Enter that name here.
• 12. Enter DC name.
• 13. The date on which you forwarded one copy to the
Cognizant Engineer and the other copy to the
Requester. File the master copy for follow-up and
reporting.
• 20. Log the date, make a copy, and send it to the
Requester whether accepted or rejected. Log the
status in the Engineering Action List.
PRODUCT AND DOCUMENT RELEASE
PROCEDURE
DOCUMENT CHANGE REQUEST

Change control is often thought to be the beginning, middle, and the end
of Engineering Documentation Control

• The engineering document control function releases the change and the
revised documents and they close the change (file it away)..
CHANGE REQUEST FORM

• The change may be described with

“from–to” detailed descriptions if that
can be completely done in the
Description Of Change field of the
form. If not, then the marked up print
technique must be used.
• Reference Numbers (#) may not be
in the sequence in which the form is
to be completed.
• For proper sequencing, see the
Flow Diagram..
REVISION LEVELS

• When design documents are more than one page long, a decision
must be made. Will all the pages of the set be kept at the same
revision level, or will each page be allowed to remain at its current
level if it is unaffected by the change?
• In the latter choice, a matrix must be added to the document
(generally on the first or last page) which shows the correct level of
each page. Thus, in either system the users can tell, given the latest
revision level, if they have an-up-to-date set.
• Revision level changes are re-sequenced to keep the revision
levels in the order in which they are to be effective.
FLAG NOTES

• These are small symbols (sometimes look like a golf flag) that
contain the new revision level. They are placed on the document
near the point/points where changes were made. The customers of
the document can now compare the two revision levels and identify
where the changes occurred..
COVER SHEET REVISION

• The cover sheet, by standard, will change due to changes in the

effectivity planning and due to corrections in the impacted checks.
Such changes need to be tracked in some manner. A cover sheet
revision date is necessary.
• The choice of a date as opposed to a number or letter is to avoid
confusion with the drawing revision.
REVIEWING DOCUMENT CONTROL

• The information and the documentation needs will keep

changing every now and then. Accordingly, the
document formats and document flow should be
appraised regularly to ensure they still suit the purpose.

• Some document formats may become obsolete with the

changing scenario, thus when replacing them with the
latest formats it must be ensured that no copies of the
obsolete documents are still in use.
THE DOCUMENT CONTROLLER SKILLS

Top three skills used in a Document Controller Job:

• Accuracy
• Critical Thinking
• Communication
REQUIRED ABILITY

Ability to:
• Handle the storage and retrieval of information in an accurate,
consistent and thorough manner.
• Plan and complete projects under general supervision.
• Provide effective assistance in the management of a complex
records management program.
• Prepare a variety of records, reports and forms.
• Direct support staff in the maintenance of records and forms.
• Establish and maintain effective working relationships with those
contacted in the performance of duties
BENEFITS OF EDC

• Faster execution
• Saves time
• Improves Bill of Material (BOM) accuracy
• Reduces maintenance, rework , repair and scrap cost significantly.
• Cost reduction
• Improvement in product quality and inventory accuracy.
• Clarifies the responsibilities
• Saves in paper and significant reduction in the cost of quality
• Customer satisfaction