Document Management Plan JMD V5.0 260302

7/24/2019 Document Management Plan JMD V5.0 260302

1/24

Document

Prepared By:

Jackie McDougall

Project Assistant

Signature and Date:

Document

Approved By:

Gary Rae

Cie! "ngineer# $% A&C

Signature and Date:

Document

Released By:

Alistair McPerson

Project Manager

Signature and Date:

294981981.doc

Tel: +44 (0)131 668 8411Fax: +44 (0)131 668 8412Email: [email protected]

!!!:"tt#:$$%%%.roe.ac.uk$atc$vista

Document &itle: Documentation Management Plan

Document 'um(er: )*S+P,A+A&C+----.+---.

*ssue: /0-

Date: 12 Marc 1--1

The information contained in this document is strictly confidential and is intended for the addressee only. The

unauthorised use, disclosure, copying, alteration or distribution of this document is strictly prohibited and may be

unlawful.
mailto:[email protected]:[email protected]:[email protected]


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'uthor -acie +cDougall

Cange Record

*ssue Date Section3s4 A!!ected Description o! Cange5Cange Re6uest

Re!erence5Remarks

1.1 2/0/)1 Document Number Document Number (hanged

!"#$%&'$!%$))))1$)))1 to

!"#$%&'$'T($))))1$)))1

1.1 2/0/)1 e3isions e3ision Table inserted

1.1 2/0/)1 (ontents Table of (ontents added

1.1 2/0/)1 2.1.c (ross reference inserted

1.1 2/0/)1 2.1 (lause d and e on issue numbering inserted1.1 2/0/)1 2.1 (lause f was 2.2 clause b

1.1 2/0/)1 2.2 e$written to bring in line with $pulse

implementation

1.1 2/0/)1 2.0 e$written to bring in line with $pulse

implementation

1.1 2/0/)1 #ection 0 New section1.1 2/0/)1 'nne5 ' !% remo3ed as

2.) 2)/*/)1 0b 6ile Name (on3ention corrected from 766666

to 7DDDDD2.1 11/9/)1 (on3ert to new Template

'dd #ection on 6iling #ystem2.2 24/9/)1 'nne5 ( pdating 6iling procedures

0.1 18/1/)2 'll #ections 6ull pdate and insertion of Drawing %rocedures

4.1 2/0/)2 'll sections 6ull update

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&a(le o! Contents

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4.1 D(+:NT'T"N(NT&%"N("%'................................................................................................... 44.2 N:;D(+:NT"##:'ND'%%!'&%(:D:...............................................................................

4.2.1 Change Control................................................................................................................................7

4.2.2 Document Review.............................................................................................................................84.2.3 Distribution.................................................................................................................................... ..8

4.2.4 Electronic File Formats...................................................................................................................8

4.2.5 Document umbering................................................................................................................. .....8

4.2.! Date Formats.................................................................................................................................. ."

4.2.7 Document #rchive............................................................................................................................"

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. *ntroduction

This document defines the !"#T' %ro@ect ffice Documentation %lan. This plan

describes the procedures and processes to be applied to all documentation during the life

of the pro@ect.

1 Acronyms and A((reviations

!% !"#T' %ro@ect ffice

:# :uropean #outhern bser3atory

%# %ro@ect #cientist

(N (hange eAuest Notice%' %ro@ect 'ssistant B%lannerC

%D6 'dobe 'crobat %ortable Document 6ile

;=# ;or =readown #tructure

Applica(le and Re!erenced Documents

'D)1E !"#T' %hase = %roduct (ode !"#$%&'$'T($))))1$)))9 !1.)

D)1E :# "nterface +anagement %lan !&T$%&'$:#$)))))$0))) !1.)

8 Documentation Control

4.1 Documentation Control Principals

%ro@ect documents are formally controlled with relation to content, naming, numbering,

authorisation, distribution, access and change control.

%rocedures ha3e been de3eloped to ensure that co$worers, collaborators and contractors

ha3e consistent, complete and correct information and that the status of documentation is

nown and controlled by the !%.

Documents will be numbered in accordance with the numbering system detailed in

#ection 4.2..

"ssue numbers will be of the style m.n, where 7m indicates an acti3e document and 7n a

draft re3ision of the acti3e document. 6or e5ample, if issue 2.) is the acti3e document

and a draft re3ision is being prepared, the issue number of this draft will be 2.1, 2.2, etc.

as it is going through successi3e updates.

ntil a document is acti3e, the draft 3ersions ha3e no significance to wor in progress.

6or e5ample, if issue 1.) of a document is the acti3e 3ersion it must be used for all wor

relating to that document, issue 1.2 of this document cannot be used for any purpose other

than re3iew and update of that document.

nly documents that are acti3e can be released outside the !%, unless a draft reAuires

e5ternal input.

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+ost documents refer to a single system or subsystem in the ;or =readown #tructure.?owe3er, "nterface (ontrol Documents refer to two systems and special considerations

applying to them. Beference :# Document "nterface +anagement %lan, !&T$%&'$

:#$)))))$0)))C.

4.2 New Document Issue and Approval Procedure

New documents must be passed through the appro3al procedure before issue.

' flow chart of the procedure is shown in 6igure 1.

The Document 'ppro3al %rocedure is as follows

' new document is raised by the author and assigned a title and document

number in the 'ccess and $pulse documentation database Bsee the pro@ect

assistant for the document numberC. This document is assigned a draft status and

issue number ).1.

The document must be placed in the $pulse draft register prior to peer re3iew.

The re3iew list is attached to the draft record in $%ulse.

The draft is sub@ect to peer re3iew and may be returned to the author for updating.

6ollowing completion of any re3isions to the draft and peer re3iew acceptance,

the document is forwarded for appro3al. 't this point no further changes can be

made to the document unless reAuired for appro3al.

The document will either be appro3ed or returned to the author for further

re3ision. nce the document has been appro3ed it is assigned the status issue 1.) and is

acti3ated. The document front page will be signed off in accordance with Table

1.

'n agreed distribution list will be drawn up for the document and entered into $

pulse as a 7signed pdf file. The document will ha3e the indi3iduals signatures

page embedded into the pdf document by the %'.

The original +#$;ord 3ersion will be filed in a secure directory under the control

of the %ro@ect 'ssistant. These documents will not hold signatures.

The document will be issued to the attached distribution list.

&a(le . : Document ;ront Page Approval &a(le

Prepared: the author of the document

Approved: the person who appro3es the document, e.g. a pro@ect engineer,

systems engineer or commercial manager within the !% or other

company or organisation

Released: the person who releases the document, e.g. the %ro@ect +anager

Revieed: the person who Bin some casesC re3iews the document, normally

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the %#

;igure .: Document Approval and Document Cange Control ;locarts

294981981.doc

&aise 'e%(ocume)t

*re#are (ra+t

*eer &evie%,

(ocume)t -).er

/##roval

(ocume)t

a##roval,

(ocume)t -).er0"a)1e 0o)trol

/1ree (istri2utio)

3ist

4ssue (ocume)t5 i)#ut to67*ulse

For%ar. +or /##roval

(ocume)t /##rove. +or release

&evise

&evise

(ocume)t Title(ocume)t 'um2er

0"a)1e &e8uest

)otice

Fu)ctio)al or0osmetic,

4m#leme)t .uri)1

)ext +u)ctio)al

c"a)1e

4s c"a)1e

)ecessar9,

0"a)1e

/ssessme)t

(ocume)t a).

&e:ect 0"a)1e

*ro.uce (ra+t

;o.i+icatio)

*eer &evie%,

(ocume)t -).er

/##roval

(ocume)t/##roval,

(ocume)t -).er

0"a)1e 0o)trol

&e


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8010. Cange Control

New 3ersions of documents will be controlled in a similar way to new documents. ' flow

chart of the procedure is shown in 6igure 1.

The Document (hange (ontrol %rocedure is as follows

"f a change to a document under change control is deemed necessary, the person

identifying such a change must submit a (hange eAuest Notice B(NC to the !% or

attach a change reAuest in $pulse.

The !% will assess the reAuest to determine if it is necessary.

"f the change is considered unnecessary the reasons for re@ecting the change will bedocumented and the reAuest closed. The author of the (N will be informed of the

decision and reasons for re@ection.

"f a change is necessary, it will be further assessed to determine if the change must be

implemented immediately Bfunctional changeC or can wait Bcosmetic changeC.

"f it is a cosmetic change, the reAuest will be ept acti3e and implemented during the ne5t

functional change to that document.

'cti3e cosmetic reAuests will be re3iewed periodically to determine if their status has

changed, any change that has not been implemented within three months of reAuest will

be gi3en the status of a functional change.

"f the change is a functional change, a draft of the document will be released for re3ision. The draft is sub@ect to peer re3iew and may be returned for re3ision.

6ollowing completion of any re3isions to the draft and peer re3iew acceptance, the

document is forwarded for appro3al. 't this point no further changes can be made to the

document unless reAuired for appro3al.

The document will either be appro3ed or returned for further re3ision.

nce agreed, the document re3ision will be signed off in accordance with Table 1and the

issue number will be updated to the ne5t acti3e number i.e. 2.0 is appro3ed and the issue

number raised to 0.) and the document placed under change control within %ulse.

The %' will ensure that the rele3ant signed co3er sheet is pasted onto the %D6 format

document. The document will be acti3ated and re$issued to the distribution list.

:3ery re3ised document that is formally released will include a re3ision page with the

following information

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#ection/page affected

eason/description/remars

(hange reAuest reference if rele3ant

Date of change

"ssue number change was implemented under

80101 Document Revie

'll documents will be re3iewed using the appro3al procedure.

Documents will be sub@ect to further re3iew in the de3elopment of the !"#T' design.

(hanges reAuired, as a result of such re3iew, will be sub@ect to raising a change reAuest.

8010 Distri(ution

:ach document or category of documents will be distributed as decided by the %ro@ect

+anager.

Documents will be distributed either in paper form or in an electronic format that does not

easily allow their modification ie %D6. This is to minimise the ris of unofficial 3ersions

of documents being produced.

80108 "lectronic ;ile ;ormats

6ormally released documents distributed electronically will be in %D6 B'dobe 'crobats%ortable Document 6ormatC.

The %ro@ect ffice will use the +icrosoft ffice #uite as the standard source format of

electronic documents. 't the %ro@ect +anagers discretion, some documents may use

other source formats, eg +ath('D.

#ource documents produced e5ternal to the %ro@ect ffice may also use other formats

such as &aTeG.

8010/ Document 'um(ering

'll !% documents will be numbered according to the system presented in Anne A0

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80102 Date ;ormats

Dates will be formatted in an unambiguous manner, bearing in mind that # and

:uropean styles differ. The following formats are acceptable

dd$mmm$yyyy e.g. 2 'ugust 2))) BpreferredC

dd/mm/yy e.g. 2/)8/))

8010= Document Arcive

'n electronic archi3e will be maintained of all document released 3ersions. The archi3e

will be the responsibility of and can only be accessed by reAuest to the %ro@ect 'ssistant.

The %' will eep two archi3es, a %D6 3ersion held within $%ulse and +#$;ord 3ersion

held within a restricted archi3e directory.

4.3 System Documentation

800. 7vervie

Throughout the progress of the pro@ect, many documents will be produced within each

wor pacage and within different disciplines. 'lthough it is not possible to list in

ad3ance all the documents that will be produced, it is necessary to define what types of

document will be produced.

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;igure 1 @ierarcy o! important system and package documents

294981981.doc

=ciece&e8uiremets

ocumet

(=&)

>#eratioal

0oce#ts

e+iitio

ocumet

(>0)

?4=T/

Tec"ical

=#eci+icatio

4ter+ace

0otrol

ocumets

(40s)

=9stem

4te1ratio

*la

Test a.

Evaluatio

*la

=tatemet o+

!ork

*acka1e

esi1

ocumet

-ser ;aual;aiteace

;aual

/cce#taceTest *la

/cce#tace

Test &e#ort

ocumets +or Eac" *acka1e

&e+erece

ocumets =a+et9 *la

Tec"ical

=#eci+icatio

=tatemet o+

!ork

**/&0

?4=T/ =ciece

0ommittee


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8001 Science Re6uirements Document

The !"#T' #cience eAuirements Document defines the top le3el reAuirements of the

pro@ect in a manner that is independent of the design, but that is belie3ed to be technically

achie3able. =y comparison with other pro@ects, the goals should also potentially be

achie3able within the budget, but this cannot be assumed.

The #D is the responsibility of the %ro@ect #cientist, who represents the reAuirements

and aspirations of the !"#T' (onsortium and is sub@ect to appro3al by the !#( and

!%+(. "t was placed under change control on release. 'ny changes will be liely to

ha3e cost or schedule implications and will only be possible under (ontrol (hange

%rocedures.

800 7perational Concepts De!inition Document

The perational (oncepts Definition Document defines how !"#T' will be used and

operated. "t includes the Design eference %rogram, which is necessary to e3aluate the

speed of !"#T's sur3eys, a parameter to be ma5imised in design. The ((D defines

operational and obser3ational scenarios at an early stage in the conceptual design. "t is

the ey document that allows design trades to be made to meet operational reAuirements.

"t is fundamental to the design and user interface of the software deployed at the

telescope.

This document is the responsibility of the %ro@ect #cientist. "t is under change control.

#ince operational procedures at %aranal and the H !"#T' Data (entres are liely toe3ol3e further, it is liely that this document will undergo se3eral re3isions throughout the

pro@ect. :ach change will be assessed for cost and ris impact.

8008 &ecnical Speci!ication

The Technical #pecification has been deri3ed from the #D, (DD and output from

%hase ' to pro3ide engineers with the reAuirements for the design of !"#T'. The

Technical #pecification is the responsibility of the !"#T' #ystems :ngineer. "t should

completely specify the reAuirements from an engineering point of 3iew, though the #D

and (DD may still be referred to by the engineers for clarification.

The Technical #pecification is under change control. 't the end of %hase ' it was

completed and signed off by the !% and the !%+(. 'fter this date changes will still be

possible but will be sub@ect to a rigorous procedure to assess cost, timescale and ris

implications under the (hange (ontrol procedures.

6ollowing a systems functional definition, the Technical #pecification splits the system

up into a number of subsystems and describe the functionality of each system. "t will not

describe alternati3e solutions that were re@ectedI these are described in separate Technical

Notes.

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800/ *nter!ace Control Documents

"nterface (ontrol Documents will define in detail the interfaces between each pair of

systems that ha3e some connection. :ach "(D will be the responsibility of the manager

of one end of the interface, but must be appro3ed by the manager of the system at the

other end. 'll "(Ds must be appro3ed by the #ystems :ngineer.

"(Ds will be identified by two numbers generated from an NsAuared diagram, based on

the %hase = ;or =readown #tructure. These numbers will be issued by the #ystems

:ngineer.

(hange control is particularly important for "(Ds and will be rigorously adhered to,

ensuring that all parties in3ol3ed are fully in3ol3ed in any proposed changes.

#ome systems, especially software, may ha3e an interface that is essentially public, egone$to$many or publish/subscribe. "n this case the manager of any system at the JmanyK

end, must register an interest with the manager of the JoneK end and this fact must be

recorded in the "(D and the distribution mechanism.

4.4 Subsystem Documentation

6rom the system design, a number of subsystems or pacages will be wored upon

independently. :ach pacage will reAuire the following documents

Technical #pecification

#tatement of ;or

ser +anual +aintenance +anual

Technical Notes

Trade #tudy eports

"(Ds to all rele3ant e5ternal systems

"nternal "(Ds Bthe responsibility of the wor pacage managerC

'cceptance Test %lan

'cceptance Test eport

The dependence hierarchy of these and system$wide documents is illustrated in

6igure 2.

/ Draing Control

:ngineering drawings are pro@ect documents which differ from the normal documents

co3ered by this plan and as such, there are some differences which apply to the procedures

for the issuing and control of drawings.

4. Drawin! Control Principals

Drawings will be numbered in accordance with the numbering system as detailed in

'nne5 '.

pper case letters will be used for recording issues of drawings eg "ssue '.

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Draft re3isions of drawings before formal release will ha3e the te5t banner located abo3e

the drawing title bloc eg.provisional draing not valid !or manu!acture

Drawings which display the pro3isional drawing te5t banner will ha3e no significance to

wor in progress.

6or the first formal issue of a drawing the following procedure shall be followed

The pro3isional te5t banner will be remo3ed from abo3e the drawing title blocI

The letter ' will be added to the issue bo5 in the drawing title blocI

The te5t Jfirst issueK will be added to the last modification bo5 in the drawing title

bloc.

nly issued drawings can be released outside the !%, unless a pro3isional drawingreAuires e5ternal input. Drawings which are released outside the !% will normally be in

%D6 format.

+ost drawings refer to a single system or subsystem in the wor breadown structure.

?owe3er, as for interface control documents interface control drawings refer to two Bor

moreC systems and special considerations apply to them.

"nterface control drawings will be numbered in accordance with section 4.0..

"ample: )*S+D


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4." New Drawin! Issue and Approval Procedure

'll drawings must be appro3ed prior to issue.

The drawing appro3al procedure is as follows

Drawing numbers as reAuired will be assigned by the pro@ect planner from a drawing

database which is held separate from the documentation database.

"n accordance with 'ppendi5 ' all drawings with the e5ception of interface control

drawings will be numbered as such

!"#$D;>$((($DDDDD$>>>>

The database will ha3e a field to identify the origin of the drawing. This will form

part ((( of the drawing number.

(ontractors supplying drawings to the pro@ect must comply with the !"#T' drawing

numbering system. Numbers will be allocated in blocs as reAuired by the %'.

The database will ha3e a field to identify what the origin format of the drawing is ie.

'('D, %ro:, etc.

The part of each drawing number >>>> will be allocated seAuentially within each

product code group DDDDD starting from )))1 regardless of whether that number

has been used in the documentation database. Therefore it is entirely possible that a

drawing and a document may appear to ha3e almost identical numbers differing only

in the identification of the document type.

:5ample !"#$D;>$'T($)1)))$)))1 and !"#$#%:$'T($)1)))$)))1

:ach drawing will ha3e an appro3al/change record document associated with it. This

document carries the same number as the drawing and will be circulated with the

drawing for peer appro3al and should be signed and dated by the following personnel

Dran By: The originator of the drawing

Cecked By: 'n appropriate person nominated to chec the drawing

Approved By: There can be more than one person nominated to

appro3e a drawing and are usually the %ro@ect #ystem

:ngineer and an appropriate %ro@ect :ngineer.

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Released By: The person nominated to release the drawing usually the

%ro@ect +anager.

The drawing appro3al/change record should be signed in the order abo3e.

nce the drawing has been appro3ed the initials of the signatories should be added to

the drawing title bloc and the drawing sa3ed to the appropriate ;=# current folder

' %D6 3ersion of the file should be forwarded to the %ro@ect %lanner along with the

signed appro3al/change record sheet for filing in pulse.

Drawing files will be filed in pulse as !"#D$DDDDD$>>>> in order todifferentiate between other documents.

:ach drawing will be distributed as decided by the %ro@ect +anager and %ro@ect

#ystems :ngineer. The distribution list shall be included in the %ulse database.

4.# C$an!e Control

:3ery drawing formally issued as per .2 is subseAuently under change control. 'ny changes

to that drawing must be through the change control procedure as defined in 4.2.1

The procedure for implementing re3isions to current drawings is as follows

nce a change reAuest to a current drawing has been appro3ed the electronic file is

copied from the (urrent directory to the ;ip directory and sa3ed as

)*S+D


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"f any subseAuent changes are reAuired to the drawing after it has been circulated for

appro3al then the status te5t banner should be updated to JDraing underrevision dra!t 1K and circulated again for appro3al.

nce the drawing has been appro3ed for reissue the title bloc of the drawing should be

updated as follows.

1C emo3e status te5t banner

2C 'dd ne5t issue letter

0C 'dd initials of signatories

4C 'dd last modification information and (N

' %D6 3ersion of the file is forwarded to the %ro@ect %lanner along with the signed front

sheet of the appro3al/change record document and the electronic file for filing in pulse.

The new file will be sa3ed to the appropriate current directory.

The pre3ious issue will be mo3ed to the appropriate superceded directory.

:ach drawing will be distributed to the distribution list in pulse as amended by the by

the %ro@ect +anager and %ro@ect #ystem :ngineer.

/ "lectronic Source ;iles

:lectronic source files of official documents must reside in the documentation

management section of $pulse.

6ile naming con3ention in $pulse is as follows !"#$DDDDD$>>>>, where DDDDD is

the product code and >>>> is a numerical series within that code as defined in 'nne5es

' and =.

Documents will be filed in $pulse under document type !"#/;; Jwor breadown

titleK Be.g. !"#/)1 TelescopeC where ;; is the le3el one ;=#.

The pro@ect planner is responsible for placing all files in pulse.

Drawings distributed electronically will be in %D6 format. The !% will use 'utocad and 'utodes "n3entor Bfor 0D modelsC as the standard source

format for drawings.

Drawings produced e5ternally to the !% may use other formats only with the appro3al

of the !%. #uch formats must be transferable and interchangeable with the !%.

%aper copies of drawings will normally be printed on '0 siLe. 's such drawings should

not be scaled from.

The standard sheet siLes to be used will be '0, '2, '1 and '). Template drawing borders

and title blocs ha3e been prepared.

(ontractors may use their own drawing borders pro3ided there is a reference to !"#T' in

the title bloc and the drawing numbering is as per this document. The naming of drawing files shall be

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)*S+D


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2 )*S&A ;iling

'll correspondence to and from the !% will be stored in full in a centralised filing system.

This system will be managed and controlled by the %ro@ect 'ssistant. ' full e5planation of

the filing system can be found in 'nne5 (.

= )*S&A "+Mails

'll incoming and outgoing e$mails that are of commercial importance will be printed and

filed in the centralised filing system according to the rele3ant ;or =readown #tructure

product code. n a monthly basis e$mails will also be archi3ed chronologically to (D andseparate bac$ups maintained. These systems will be managed and controlled by the %ro@ect

'ssistant. ' full e5planation of the :$mail filing system can be found in 'nne5 D.

294981981.doc


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Date 2* +arch 2))2

"ssue .)

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A''"? A: )*S&A D7C$M"'& '$MB"R*'G S9S&"M

!"#T'Ms Document Numbering system is based on :#Ms !&T Documentation

%lan, !&T$%&'$:#$)))))$))), Draft =, -uly 1991.

The format for all !"#T' documents is

!"#$===$((($DDDDD$:$666666$>>>>

=== is type of document. (urrent applicable === codes%&' %lans

#%: #pecification

#; #tatement of ;or

T: Technical eport

+"N +inutes of +eetings

+'N +anual

+:+ +emo

(: (hange eAuest

"N# "nstruction

D;> Drawing

'+D 6ormat of 'mendments6; eAuest for ;ai3er

DN Discrepancy Notice

#(? #chematic/layout/diagram

"(D (onfiguration Data "tem &ist

((( is identified of company/organisation. 'pplicable ((( codes

'T( !% and H 'T( specific documents

!#( !#(/%ro@ect #cientist ownership

!:= !:= ownership

:# :# documentation specific to !"#T'

:'> :5ecuti3e 'gency ownership!%+( !"#T' %ro@ect +anagement (ommittee ownership

DDDDD is product code, which will tie into the o3erall ;=# as defined in

'nne5 =. 6or phase ' wor we will use the following

))))) Top &e3el documentation

))))1 %ro@ect +anagement

))))2 #ystems :ngineering

))))0 +onthly eports

))))4 !:=/!%+( eports

)))) >eneral Design

))))* %rocedures for ;%+s +onthly eports

))))F to be assigned

294981981.doc


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))))8 To be assigned

))))9 to be assigned))11) >eneral ptical Design documents

))111 f/2. ptical documents

))112 f/1 ptical documents

))110 (old stop documents

))114$))119 to be assigned to optical systems

))12) +echanical Documents

))121 =rian +ac reports

))122$))129 +echanical Documents

))10)$))109 :lectronics/detector documents

))14)$))149 (ontrol documents

))1)$))19 #oftware documents))1*) Design !alidation e3iew No3ember 2)))

))1F) #crutiny %anel December 2)))

))18) "nstrumentation (oD -uly 2))1

=oth " O !isible "nstruments

: is the replica number and can be :, or :: or :::. This will be applicable for

test reports on things lie the ((Ds, but will generally not be used.

666666 is the product breadown code. This is an e5tension of the DDDDD

code and will not be used until a need is identified.

>>>> is a four digit seAuential number in each DDDD and 666666 sub$group.

294981981.doc


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Date 2* +arch 2))2

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A''"? B: )*S&A P@AS" B PR7D$C& C7D"S6i3e digit product codes are based on the %hase = ;or =readown #tructure

digits 1 and 2 &e3el 1 ;=# in the format )1, )2 etc

digits 0 and 4 &e3el 2 ;=#

digit fi3e reser3ed for le3el 0 ;=#.

The product codes can be found in document !"#$%&'$'T($))))1$)))9.

294981981.doc


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A''"? C: )*S&A ;*,*'G S9S&"M

1. 'll incoming !"#T' mail will be opened, date stamped and a 6ile eference number

applied by the %ro@ect 'ssistant and 'dministration 'ssistant.

2. The mail will then be logged in the J+ail &ogging =ooK, detailing the following

'rri3al Date

Their Date

:5ternal eference

#ub@ect !"#T' 6ile eference Number Bsee belowC

0. :ach document will be stamped showing the following

6ile eference Number and 6olio Number

6ile (ategory

Date ecei3ed

(irculation &ist

"nstructions for 'ction

4. The master document will be photocopied and distributed to those listed on the

circulation list. These copies then become the property of the recipient

. The master document will then be filed. ' uniAue file number and a folio number will

address it.

*. 'um(ering o! !iles 6iles will be numbered according to the rele3ant fi3e digit ;or

=readown #tructure code. 6or e5ample, )1))) will be the file for the Telescope.

F. ;olio 'um(ers: :ach document within a file will be gi3en a uniAue folio number eg

61, 62, 60, etc.

8. Therefore an e5ample document reference number would be -.---5;.2 BTelescope/6olio

No 1*C.

9. "f a particular file grows to a le3el where it is necessary to split it into separate files, then

the &e3el 2 ;=# codes will be applied and reference to the remo3ed folio documents will

be made in the original file eg

;olio 'um(ers .1# .8# 1.# 1= !rom ;ile 'o0 -.--- 3&elescope4 tat are relevant

to te "levation Drive are no !iled in -.-2- 3"levation Drive4

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Date 2* +arch 2))2

"ssue .)

%age 20 of 24


1). #hould there be any actions or comments arising from new mail, the recipients shoulddocument these 3ia e$mail, Auoting the 6ile eference Number and 6olio and any rele3ant

heading in the e$mail sub@ect field. These comments/actions must be copied to e3eryone

detailed in the circulation list Band anyone else if rele3antC and to !"#T' mail.

11. 'ny actions/comments made by e$mail and copied to !"#T' mail will then be printed, a

6ile eference and 6olio number applied to the e$mail and filed in the rele3ant file.

294981981.doc

Document arri3es

from e5ternal

source

=ooed "n

O #tamped

Distributed6iled

6ile and

6olio number

applied

Document from

internal source

Document or

reportPDocument

=ooed into

%ulse "';

Doc %lan

6eedbac/comment/reply

(opied


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Date 2* +arch 2))2

"ssue .)

%age 24 of 24


A''"? D: )*S&A "+MA*,S

1. 'll internal and e5ternal e$mails that are commercially rele3ant to !"#T', must be

copied to the !"#T' e$mail directory.

2. 'll e$mails must state in the sub@ect header the rele3ant ;or =readown #tructure

product to define where it should be filed.

0. "f a3ailable, the sub@ect header must also Auote the ;=# file reference and folio

number, to allow the e$mails to be filed with the rele3ant correspondence.

4. 'll rele3ant !"#T' e$mails will be printed and filed in the appropriate document fileon a daily basis.

. n a monthly basis, all rele3ant e$mails will be copied to (D chronologically and a

bac$up copy maintained by the %ro@ect 'ssistant and 'dministration 'ssistant.

EEo7oEE

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