PLANT-PDM Feasibility Study
1.
Purpose
The purpose of this document is to establish a proper documentation management and control system, according to ALSTOM policies, between ALSTOM Participants and ALSTOM Partner during the Project execution.
2.
Scope
The scope of this document is to explain how documents could and should be managed and controlled in Skopje Project through PLANT-PDM. This document shows what should be changed and which will be the opportunities and threats of the usage of PLANT-PDM in Skopje Project.
3.
Responsibility
The Project Documentation Administrator, Mr. Luigi Chiantella, maintains this document.
4.
Reference Documents
A. EPC Contract B. JCA
C. Letters GPS/CHAP/0091 defining the communication channels D. MoM (30.08.2007 Skopje, 10-11.07.2007 Prague,6-7.11.07 Baden)
E. Procedure from Gama and ALSTOM F. PLANT_PDM user manual.
5.
Opportunities.
The usage of PLANT-PDM will give an excellence challenge in the documentation management and control in Skopje Project. Using PLANT-PDM it will be possible to speed up the communication process and to assured the documentation management and control.
5.1. Traceability: as many documents are sent through a PLANT-PDM transmittal from the Engineering team to the Engineering Project manager, the Project Engineering manager should create and send a new transmittal to the partner. In this way it will be automatically track the documentation history and it will be unnecessary the manual maintenance of the Excel Master Drawing List.
When a document is in PLANT-PDM and is sent through a PLANT-PDM transmittal indeed the system maintains all the following information:
A. All the information regarding the document: Document ID, AP DOC Code, Title, Responsible, Revision, Date of last revision, Language, and Owner.
B. Attachments to the document.
C. Comments: it is possible to add comments to the document. These comments will not appear in the document it self and even in the transmittal of the document. These comments will remain in PLANT_PDM systems. These comments, as ALSTOM partner is not using the same information system, could be used to manually memorize the number of ALSTOM partner reply to the documents and further the PIRS number of our reply to their question about the documents (It is not necessary if, as reply, ALSTOM issues a new revision of the document; in this case the track of the transmittal is maintained automatically by the system). See an example in the picture below:
D. Transmittal track: PLAN-PDM maintains the track of all the transmittal sent; it maintains the following information: number of the transmittal, the date, the sender
and the status. It is also possible to open the transmittal and see all the other desirable information. See an Example in the picture below:
E. Status: it is possible to set the status of the document.
5.2. Transmittal: As in Skopje project there is the need of sending documents with comments added, at the moment done in PIRS, it is achievable also in PLAN-PDM, as showed below (see picture N.).
It is possible to set a precise action for each receiver and also to add remarks to the action. It is possible to add text in the center of the transmittal; there would be possible to add general comments and reference to previous e-mails received. The usage of PLANT-PDM, in this regard, shall bring an automatic increase of the standardization of the technical correspondence.
In the transmittal are showed automatically also the following information: Sender, Date, Receivers, AP DOC code and Document ID, Revision, Title and Type of document.
5.3. Reports: In PLANT-PDM is possible to create reports; there are two main options to create a report: It is possible to produce a Master Drawing List in PDF format or to generate a Progress Report in Excel format (See below pictures N. and N.).
A. Master Drawing List in PDF format: this report can be use mainly to produce the Master Drawing List of ALSTOM documents that we attach to the Monthly Progress Report. It is possible to set a filter and, in the case we have to send the Master Drawing List attached to the Monthly Progress Report, should be set the communication channel (CHAP-GPS) and the sender (in this case Anders Lindvall). See the Picture N.
In the case we need to produce a Master drawing list of internal purpose it is possible to set all kind of options in the Filter.
It is possible to memorize the filter options.
This report shows the following information: Code, Main Function, Elementary System / Work Unit, Scope Position, Document Title, Transmittal No, AP DOC Code, Date. See the Picture below.
B. Progress Report in Excel format: this report can be used as attachment to the Monthly Progress Report and as internal document for consulting. In the first case, it is necessary to set the filter as showed above for the Master Drawing List in PDF format and to set the second filter with the following information: Revision, Title,
Document ID, TSlip No., Tslip Date and Status as showed below. The Progress Report produced in this way has no differences from the Master Drawing List used at the moment.
For internal usage and consulting it is possible to produce any kind of Report using the options of the two filters.
By the way it will be not possible at this stage of the project to leave completely the Master Drawing List used till now because, as PLANT-PDM was not in use, no transmittal have been sent through it. In this regard the Progress Report, produced as explained above, would result empty. For this reason, it is necessary to have a period, of at least two months, of overlap. In this regard, should be used PLANT-PDM to send the documents and it should be updated with all the necessary information ( as explained above), and it should be maintained the actual Master Drawing List to have knowledge of what happened into the past. See below an Example of PLANT-PDM Progress Report.
5.4. Safety and Control: Any changes in to documents or state of the documents are recorded in PLANT-PDM. For the control of the documents there is no need anymore of the Master Drawing List in Excel format. Regarding the communication channel between ALSTOM TSR and H&D the status of “Open” and “Closed” of the documents exchange could be update directly by TSR and would not be anymore an issue.
6.
Disadvantage
Comments: to add comments to a PLANT-PDM transmittal is not so comfortable as to add comments to a PIRS transmittal. It has not the same layout of a normal e-mail.
Time: although there is a considerable reduction of time in the maintaining of documentation control, this reduction is lost due to PDM setup time,
PLANT-PDM time of create a transmittal (longer than the creation of PIRS one, nearly 5 minutes), PLANT-PDM time of production of reports.
Not all the documents are in PLANT-PDM. Almost all Gas Turbine documents are present in the systems but no Steam Turbine Documents are present. TEN documents are not present even. See attached the Master Drawing List with the Documents not present in PLANT-PDM highlighted in red.
E-mail control: the e-mail control cannot be done in PLANT-PDM and PLANT-PDM has no link to PIRS. The e-mail control should be still done in PIRS and Excel. By the way the number of e-mail would be reduced drastically as all the documents will be sent through PLANT-PDM.
7.
Actions
7.1 Upload of documents: first of all to start to use PLANT-PDM it is necessary to upload all the documents into the system. This could be done by each responsible of each document or by the documentation administrator. The second option will need to be complete an entire working day of the Documentation Administrator. In both options ALSTOM TSR and ALSTOM TEN documents should be uploaded by their owner.
7.2 Inform our partner: the Project Engineering Manager should inform GAMA of our change of way of sending documents. For our partner should not be any changes in the way of working.
7.3 To send documents through PLANT-PDM. We should start to send the documents through PLANT-PDM but we should keep the Master Drawing List at list, also, for other two months. In this way, the project will not suffer the lack of information for the switch to PLANT-PDM system. To send the document could be done by the PEM, as it is done today or by the Documentation Administrator.
7.4 To leave the Master Drawing List. After two months it would be possible to not use anymore the master drawing list because the working and actual information will be in PLANT-PDM.
7.5 To propose to GAMA to install the PLANT-PDM system: They will have just to install a CD and they will be able to use PLANT-PDM in Skopje Project. They will be able to send documents and also to keep track of them. If this will be possible, GAMA and ALSTOM will start a more deep collaboration and all the time lost in providing evidence of the delay of one or the other party will be saved. All the evidences of the documentation sent and received will be automatically and safe in PLANT-PDM. To make this action it will be need a deeper analysis and a new communication procedure.
