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DS HANDBOOK 166:2010 1 ST EDITION A Guide to Reference Designations Preparation of TAG Numbers, Letter Codes, Modularization and Interfaces between Systems Free Trial
Ds HAnDbOOK 166:2010 1st EDitiOn
A Guide toReference DesignationsPreparation of TAG Numbers, Letter Codes, Modularization and Interfaces between Systems
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Preparation of TAG Numbers, Letter Codes, Modularization and
Interfaces between Systems
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A Guide to Reference Designations − Preparation of TAG Numbers, Letter Codes, Modularization and Interfaces between Systems
© Copyright: Danish Standards and Henrik Balslev, 2003 - 2010 Reproduction not permitted without special permission.
DS Handbook 166 Project number M248690 Layout and cover: Danish Standards Foundation Print: Danish Standards Foundation Published 2010 1st edition
ISBN: 978-87-7310-634-1 ISBN: 978-87-7310-635-8 (electronic version)
Published by Danish Standards Foundation Kollegievej 6 2920 Charlottenlund Denmark Phone: +45 39 96 61 01 fax: +45 39 96 61 02 email: [email protected] web: www.ds.dk
This is a POD-publikation. Printed in Denmark
Knowledge Center of Reference Designations – KoRD KoRD is a forum dedicated to the 81346 standard. You can read more about the knowledge center, and find additional information about the standard, and other supplemental material on http://www.81346.com
About the Author Henrik Balslev completed his Bachelor of Science degree in 1988, and has for more than 20 years worked as project manager and senior specialist on an array of projects, including high-profile, complex construction projects, industrial plants, machine engineering, and energy-producing units. Through his work he has accumulated a unique knowledge, which is applicable in practice, of the various requirements and solutions inherent to different professional fields. Since 1999, Henrik Balslev has been a member of the Standardisation Committee Information Structuring, Documentation, and Graphic Symbols at Danish Standards, and has for the last five years served as its chairman. Henrik Balslev has co-authored a number of significant international standards that have an extensive technical and financial impact on construction and industry at an international level, including MT18 in connection with ISO/IEC 81346. In his capacity as a specialist, Henrik Balslev works to apply international ISO / IEC standards in such a manner that they provide a practical and technically long-lasting solution. There is a continued focus on the ensuing significant financial rewards, which in turn are related to the administrative, legal and legislative conditions. As partner and specialist in Balslev & Jacobsen ApS, Henrik Balslev specializes and structuring and reuse of information, and he has since 1997 assisted more than 25 companies in preparing their respective reference designation systems in accordance with international standards. For additional information, please visit www.81346.com or email [email protected]. I would like to extend a special word of thanks to Tetra Pak Hoyer A/S (Aarhus – Denmark) for their always friendly ways. VCS Denmark (Odense – Denmark) for positive contributions and feedback. The association bips, Copenhagen, Denmark, for the many inspirational hours spent drawing up the new classification system for the Danish Construction Association. Key staff at Vestas Control Systems A/S (Aarhus - Denmark) for their support and thorough work on implementing 81346 as a new design foundation for their fantastic wind turbines. Employees at FL Smidth A/S (Copenhagen – Denmark) for discussions on current number systems, and future applications for 81346 in their technically complicated systems. Danish Standards (Copenhagen – Denmark) for their always consistent support. Readers of my previous publications for ongoing input. My family for their understanding and patience. Special Illustrations The illustrations for the Danish Building Classification were created by Flemming Vestergaard, Technical University of Denmark, and Gunnar Friborg, bips, and are here reproduced with their kind permission.
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Contents 1 Getting Started 1-1
1.1 Reading Guide ............................................................................ 1-1 1.2 The Answer to a Basic Engineering Question ............................ 1-2 1.3 What is this guideline about? ...................................................... 1-4 1.4 The Business Perspective in 81346 ............................................ 1-5 1.5 Technical Arguments for Using 81346 ........................................ 1-7 1.6 From Theory to Practical Application .......................................... 1-8 1.7 The Essence – In Short .............................................................. 1-9 1.8 How to Get Started ................................................................... 1-10
2 The Background of ISO/IEC 81346 2-1 2.1 The ISO/IEC Collaboration on 81346 ......................................... 2-1 2.2 What is a Reference Designation System? ................................ 2-2 2.3 Historical Development ............................................................... 2-3 2.4 The Basic Principle ..................................................................... 2-5 2.5 Reference Designations – And All the Other Codes ................... 2-9
3 Objects and Time 3-1 3.1 What is an object? ...................................................................... 3-1 3.2 The Time Line ............................................................................. 3-2 3.3 Objects Seen in Time .................................................................. 3-5 3.4 Objects in Structure .................................................................... 3-8
4 The Fundamental Steps 4-1 4.1 Introduction ................................................................................. 4-1 4.2 Tools for Structuring .................................................................... 4-2 4.3 On Structure Features ................................................................ 4-3 4.4 On Creating Clarity: 81346 part 1 ............................................... 4-5 4.5 The Filters: The Three Aspects ................................................... 4-6 4.6 Applying Aspects ...................................................................... 4-10 4.7 Design Process ......................................................................... 4-13 4.8 Layout and Presentation of Reference Designations ................ 4-14 4.9 Notations ................................................................................... 4-17 4.10 Writing Rules ............................................................................. 4-18 4.11 Simplification Rules ................................................................... 4-19
5 Letter Codes 5-1 5.1 The Letters in a Reference Designation ..................................... 5-1 5.2 The Basic Letter Codes .............................................................. 5-4 5.3 The Second Letter Code ............................................................. 5-6 5.4 Letter Codes for Infrastructure .................................................... 5-8
© 2003-2010 – Danish Standards Foundation and Henrik Balslev Content • 1
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6 Practical Examples 6-1 6.1 How to get started! .......................................................................6-1 6.2 Single-Level Reference Designation System...............................6-5 6.3 Numbering ...................................................................................6-6 6.4 Multi-Level Reference Designation System .................................6-7 6.5 What to Include in The Reference Designation System? ............6-9 6.6 Example of Module Construction ...............................................6-12 6.7 What to call it? ...........................................................................6-17 6.8 Precise Definition of Each Object ..............................................6-23 6.9 Identical Systems from a Generic Model ...................................6-25 6.10 DBK Ventilation System .............................................................6-30 6.11 ISO's General Application Rules 16952-1 .................................6-33 6.12 ISO's Guide to Power Plants 16952-10 .....................................6-37
7 Expanded Application 7-1 7.1 The Ultimate Number System ......................................................7-1 7.2 Connecting Different Systems .....................................................7-2 7.3 Reference Designation Set ..........................................................7-4 7.4 Combining Several Aspects into one Code .................................7-6 7.5 On The Necessity of Double-Numbering ...................................7-13
8 Interfaces Between Systems 8-1 8.1 Definition ......................................................................................8-1 8.2 General Interface .........................................................................8-3 8.3 Specific Interface .........................................................................8-5 8.4 Classification of Interfaces ...........................................................8-6 8.5 A Detailed Example of Interfaces ................................................8-7 8.6 Other Parameters ......................................................................8-11 8.7 Identify All Interfaces .................................................................8-12
9 Documentation 9-1 9.1 Definition ......................................................................................9-1 9.2 Structure in the Documentation ...................................................9-2 9.3 Classification of Documents ........................................................9-6 9.4 Metadata and Title Block ...........................................................9-11 9.5 Life-cycle ....................................................................................9-14 9.6 Documentation of Object ...........................................................9-15 9.7 Standards for Documentation ....................................................9-17 9.8 Other Standards ........................................................................9-18
10 Appendix A – The First Letter Code 10-1
11 Appendix B – The Second Letter Code 11-1
12 Appendix C – Letter Codes for Infrastructure Objects 12-1
13 Appendix D – Power Plants VGB B 101 13-1
14 Appendix E – The Initiating Variable 14-1
2 • Content © 2003-2010 – Danish Standards Foundation and Henrik Balslev
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© 2003-2010 – Danish Standards Foundation and Henrik Balslev Content • 3
15 Appendix F – References 15-1 15.1 Normative References .............................................................. 15-1 15.2 Other References ...................................................................... 15-1 15.3 Internet Addresses .................................................................... 15-2
16 Appendix G – Terms 16-1
17 Appendix H – Example 17-1
18 Keyword Index 18-1
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1 Getting Started
1.1 Reading Guide Synopsis: Read this "Guide to Reference Designation Systems" in less than
15 minutes! This is a guide for how to prepare reference designations, structuring, and modularisation in accordance with the ISO/IEC 81346 standard series (published 2009), henceforth called 81346. The guide also includes directions on documentation, and in addition gives instructions on how to handle interfaces effectively (i.e. dependencies on others) in any given project. In order to make this guideline easy to use and read, you should note the following: Synopsis: Each chapter begins with a short summary structured as a synopsis. It
appears in bold lettering immediately below each chapter headline. By reading this synopsis you can quickly get a sense of what that particular chapter is about. By first reading the synopses throughout the entire book, you can quickly get a sense of the different chapters' content without necessarily having to study it in detail the first time around. ☞ Important points have been indented and are indicated with a hand-icon on the left (as
here)
• There is a keyword index in chapter 18.
• Direct references to the 81346 standard series are indicated in [brackets] There will be instances where the same point is illustrated in several different chapters. This is intentional, as it allows you to read one chapter at a time, or even to read the chapters in the order that best suits you. Appendix H in the back of the book contains an illustrative example of how to use reference designations for small waterworks. Happy Reading and Kind Regards Danish Standards Foundation and Henrik Balslev
© 2003-2010 – Danish Standards Foundation and Henrik Balslev Getting started • 1-1
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1.2 The Answer to a Basic Engineering Question Synopsis: My personal background for promoting the use of common codes
across all professional disciplines, or the story of a question that took twenty years to answer!
In 1988, just recently graduated from engineering school, and at the outset of my career, I was given the opportunity to work with district heating systems in Copenhagen. My primary task was to dimension the power supply for the components in the various subterranean heat exchange units. Fresh out of school, there were naturally many aspects within the field that were new to me, and the majority of issues were solved as they arose. However, there was one question that never was answered, and I felt this as an affront to my personal sense of order: Why did the components not carry the same identifiers in the various system documents? For example, why did the process engineers identify a sensor as "PSHH2" (Pressure Switch High High), while the electrical engineers identified the same component as "-T103"? How were they to know that they were talking about the same component? I wanted a common code that was the same for all. At that time, however, there was no way to solve that issue. What I also felt was missing was a way to easily grasp complex technical correlations and acquire an overview – especially for "newcomers" who weren't quite up to speed on all details in a particular technical system. The answer to this question also remained inadequate, but I did manage to gain an overview of the situation, although it took at least one year to get it right. One of my next assignments was to find an "intelligent" drawing tool for our electrical documentation. This became the start to an extensive and continuous interest in how to produce documentation, and in how to do so in the easiest way possible. At that time, most programmes were German, and they contained a somewhat cryptic code mechanism for coding the electric components. The characters "=", "+", and "-", for instance, appeared in all the tools we looked at, but the majority of the retailers had a somewhat difficult time defining their practical application. However, it was of practical help, that most of the symbols were "born" with some letter codes that ostensibly had to be there: e.g. "-M1" next to the symbol for a motor. Yet, it was still not the same code as was shown in the other documents, and I was still at a loss for a clear answer to my original question. However, the three characters "=", "+", and "-" continued to pique my curiosity, and through a bit of detective work I uncovered their significance in some articles that I found. Apparently, they were codes for functionality, the product itself, and the location of the product. This of course made sense to an engineer working in the design process, and for the subsequent operation and maintenance of the systems! Following a number of other projects that didn't directly involve documentation and codes, I was given the task in 1997 to revise the entire electrical documentation creation process for Tetra Pak Hoyer (who, among other articles, manufacture items as wonderful as machines for ice cream production). Their documentation was the result of many years ongoing patchwork, and this at a time when machines were getting increasingly complicated. To keep it simple, we had to start from scratch. I had just recently acquired a copy of the new standard IEC 61346 (from 1996), which contained all the letter codes for the electric symbols. It was an exciting read as it – apart from the letter codes – contained a technique that described the usage of the three characters ("=", "+", and "-") in a completely new way. Maybe this was something I could go on?
1-2 • Getting started © 2003-2010 – Danish Standards Foundation and Henrik Balslev
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All things being equal, it was a fantastic design technique, so I acquainted myself with the material. I became so fascinated with the outlined method that I ended up convincing one of the main authors of the standard to drop by my office to clarify a few details. This became the beginning of what has since developed into an engineering area of specialisation, and to me a personal field of interest for the following reason: The standard IEC 61346, in addition to dealing with letter codes, delineated how to create clear models of a design (re-usable) through structuring principles that are easy to understand, which in the end leaves you with a reference designation system. We decided, in collaboration with Tetra Pak Hoyer, to set up a reference designation system for them, whose primary purpose would be to provide an overview of their complex machines, but which also would be geared for effective design re-use of the complex correlations in their machines. This would prove to be incredibly effective. The introductory exercises and a concerted effort throughout a few months resulted in a supremely effective model, which provided overview and re-use at the same time. Naturally, the letter codes were in place too, but it turned out that the letter codes did not play the central role – whereas the structuring principles did. Tetra Pak Hoyer later established that their design costs had been significantly reduced, which in turn resulted in a higher turnover. After the Tetra Pak Hoyer Project, my career focus became management and business development. However, the subject of re-use and overview continued to interest me professionally. In 2002, I was offered the position of Leading Head Engineer for electrical, IT, and lighting design at the new Opera House in Copenhagen, which I accepted, as I was keen to test the effect of a reference designation system in a building project as complex as the opera, which involved so many parties. The main goal was to carry out the project without errors. To make a long story short, the reference designation system technology passed with flying colours, and, to the amazement of almost all involved, the team were 100% on top of all the interfaces in the project (I will show you later how we did that trick!). It was based on this experience that I published the first guide on reference designation systems with the Danish Standards (1st edition) in 2002. Shortly thereafter, the seeds enabling the reference designation system technology to form the basis for a "common language" in the Digital Construction Initiative in Denmark were sown. In short, a reference designation system is used to handle all components used in a construction project. These components are assigned a code so that they can be identified. Run with that thought for a minute: The technology behind the reference designation system (which actually stems from industrial systems) can handle all the components in a construction project (everything from drains to holes in the wall), and the technology is the same that one would use to get an overview of an ice cream manufacturing machine! However: I still needed for the codes to be identical for all professional disciplines, or in other words a "common language" across all disciplines. It was therefore with unabashed satisfaction that I at the end of 2005 received a "Technical Product Specification" from ISO (ISO/TS 16952), which in its very first sentence gave me a nudge in the right direction:
• IEC 61346 is the basic standard for structuring principles and reference designations. IEC 61346-1 provides a number of possibilities for the construction of reference designations.
In short, this meant that ISO acknowledged that the technology described in IEC 61346 would form the basis for developing common codes for all components, and that there was a willingness to take this significant step worldwide. It was actually a quiet sensation!
© 2003-2010 – Danish Standards Foundation and Henrik Balslev Getting started • 1-3
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As the IEC 61346 standard series also was up for revision, I signed up to be one of the editors of the new standard. We quite quickly fixed it in such a way that IEC and ISO would officially collaborate on the document, and the number was changed to ISO/IEC 81346, which means that it is a joint ISO/IEC document. After three years intensive debate and work, we where in 2009 ready with the new version of the standard, which apart from common letter codes also contains a common understanding of how to create overview and common codes across different professional disciplines. In 2009, I finally reached the answer to the question that eluded me in 1989:
• Components must have common codes for all disciplines, and in all documents, and these codes come from a common reference designation system and are not identified as codes but as reference designations. This is all indicated in the ISO/IEC 81346 standard series from 2009.
One should bear in mind that the 81346 standard series is a "frame work" with appertaining rules, but it doesn't indicate precisely how to proceed. This is the reason that I have written this book. I hope that the simplified language in combination with a large number of practical examples will enable you to set up your own reference designation system. Let us not beat around the bush: If you are to profit from the technology, you need to study the methods. You won't find an "off-the-shelf solution," as this wouldn't make sense in the real world. So the price that you must pay for all the goodies, including the common codes, is hard work to understand the technology (do make use of the many examples in this book), followed by basic structuring work that reflects your own product. As far as I know, there are no shortcuts, but it will have been worth your while once you are done. I have assisted and know about a number of companies that avail of the technology, and it would seem unnecessary to mention them all here. As an example, however, I would like to mention that large Danish companies like Vestas Wind Systems A/S and FLSmidth A/S work with ISO/IEC 81346, and although it takes time to implement, it cannot be refuted that the finished result is worth a lot of money from a business point-of-view.
1.3 What is this guideline about? Synopsis: A short description of how this guideline may help you. This guideline deals with how to use the 81346 standard series in practice. Its official title is
"Industrial Systems, Installations and Equipment and Industrial Products – Structuring Principles and Reference Designations."
The standard is the international recipe for how to obtain a "common language" and common codes across all professional disciplines, and for all types of technical systems! As a result of the collaboration between ISO and IEC on the standard series, the new 2009 edition will be particularly relevant for everybody. 81346 is now the cross-disciplinary standard
1-4 • Getting started © 2003-2010 – Danish Standards Foundation and Henrik Balslev
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that can be used within all professional disciplines as a tool to create a common language for any given project of any given size. 81346 primarily deals with how to create structures that enable you to retrieve your information (in the form of objects): partly in the documentation, and partly on e.g. the component identifiers. 81346 describes a particular way of creating structure that can handle any type of design. This is not an inflexible, unilateral method, but rather a general method that is internationally recognised, and therefore used pretty much within all contexts. The most important thing is to structure (i.e. sorting) your objects in an appropriate manner, so that you easily may retrieve them and – not least – reuse larger amounts of information in one go. You might recognise this as the idea of wanting to "modularise" your design. As per definition, the structure is identified as a reference designation system. In the reference designation system, you often associate letter codes and numbers with each segment in the structure as a sort of address. These numbers and letters are typically known under the synonym "TAG number." However, in this guideline I will be using the official and clearly defined designation for a TAG-number from 81346, which is a reference designation. ☞ The structure is created in such a way that it only contains a very specific set of
information, and excludes all other information. This means that you are left with a very clear and easily understandable "model" of your design. The price you have to pay for the clear and easily understandable information, however, is that there is quite a bit of information that you do not get to see. What you cannot see in one model, however, you can see in other models.
By using the technique outlined in 81346, it is further possible to integrate subcontractors' number systems, which don't necessarily need to look like what you have designed yourself. It is a very powerful technique, and it works in practice!
1.4 The Business Perspective in 81346 Synopsis: If you invest the time in understanding and using 81346, you will
subsequently be able to reap financial rewards. 81346 gives you the overview. With an overview you save time. Time is money!
Before reviewing the technical arguments for using 81346, it is undeniably more fun to look at the financial rewards connected with using the 81346 standard. As we all know, you get what you measure. In other words, you need a parameter that measures the conditions below both before and after, in order to see the financial rewards inherent in 81346. But it is there! I have come across many companies where I have noted that the following conditions in technical systems relate to expenses that typically are not measured ("you live with it"):
• Preparation of technical documentation that grows and becomes more and more confusing. As a result, you end up preparing unnecessary documents that no one uses.
© 2003-2010 – Danish Standards Foundation and Henrik Balslev Getting started • 1-5
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• Time spent on introducing new employees and international partners to the design you have created.
• Inadequate or unclear exchange of design information between different departments that don't "speak the same language".
• Lacking overview of design in general and of the relations connecting these elements. • Inadequate or inappropriate re-use of design (I've heard this one several times: "We'll
copy the previous order and adjust it.") • Lacking overview of all types of interfaces. • Time spent on tracking different customers' numbering systems that don't add value to
your own design. • Unnecessary time spent on servicing the systems.
The above-mentioned points are a result of a lack of overview. The 81346 standard describes a method by which to systematically create this overview. He who is systematic can save a lot of money! By embracing the principles in 81346, you arm yourself to tackle the technical challenges, and thereby tackle to expenses related to them, which primarily relate to time consumption.
• First and foremost, you acquire an excellent overview of your own design and delivery. • Technical optimization of partial designs (regardless of size) that subsequently can be
concatenated. • Overview is based on a technique that most people grasp quickly. • Overview ensures unambiguous communication between all parties involved in the
project (internal/external) • The overview is acquired by "cleaning" the information, leaving you to see something
specific and nothing else. • The method is consistent, which means that you "obtain the same language" across
disciplines seen over time. • By having an overview you ensure that you can scan and handle all interfaces
systematically. • You have "your own" number system based on an ISO/IEC standard. Subsequently,
different customers' numbering systems simply act as "supplemental codes." • This, then, is the method for modularisation and hence the possibility to recycle any
design you create. In addition, there are a number of cost savings that are difficult to measure financially, but which definitely have had a positive financial impact. On a daily basis, the effects of the very effective method by which new employees and foreign branches are updated on a current design are quite self-evident.
• The companies that have embraced the technique assess that they have saved 30-50% on their projecting expenses, and reduced their service expenses by 10-20%.
• The time invested has been from one man-month to one man-year, depending on the
size of the company and their current situation.
• "Coding" objects is not good business, but if you first structure and create an overview and then code objects, it is – provided that both are carried out according to 81346.
1-6 • Getting started © 2003-2010 – Danish Standards Foundation and Henrik Balslev
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The technical arguments for using 81346, which you can read about in the next chapter, come in addition to this.
So there is a financial reward to be reaped from gaining an overview. Overview can be reproduced. With an overview you save time. Time is money.
1.5 Technical Arguments for Using 81346 Synopsis: A couple of basic arguments for using reference designation
systems for those who are not familiar with the technique, or are wondering whether it is relevant for them.
Regardless of how self-evident the technique in 81346 may seem (after having read this guide), it is often necessary to present some additional arguments when introducing the technique from 81346 to others. Within EU borders, the way by which we design and build systems is subject to rules and provisions, partly in the form of directives, and partly in the form of direct legislation and regulations. For instance, in the National Electrical Code Standard Handbook for electrical systems (based on IEC 60364) there is a direct instruction to use 81346, and a similar instruction is found in IEC 60204-1, Electric Equipment of Machines. These references to e.g. 81346 are called normative references, as the use of e.g. 60204-1 directly requires that one also uses 81346. But beyond EU borders, where the same uniform set of rules does not apply, these types of argument do not get you far. It is therefore important to highlight the actual economic advantages related to using 81346, which first and foremost are based on the efficiency and consistency of the design used in connection with any given technical system. Efficiency is achieved through the unique overview that one acquires by using structures that – for most designers – are easy to understand and modify. 81346 provides the recipe for these structures. Consistency implies that you can use 81346 through an entire life-cycle for any given project: from the designer who establishes the performance requirements, to design (with modules and re-use, if relevant) of systems, operations, and finally dismantling and disposal. And these are not just big words! The technique in 81346 works! Efficiency and consistency lead to savings at all levels of the chain, and at the same time they reduce the number of errors and misunderstandings when transferring design data between the different segments of a design process.
• If you always have wanted to be sure that it is the same component that is identified in both electrical documentation, mechanical documentation, manuals, etc., the technique in 81346 delivers just that. 81346 describes how to create a code (a reference designation) that is independent of discipline, and which is applied in a uniform manner for all documentation.
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• Efficiency and consistency are guaranteed to reduce costs in the long run, which should be more than reason enough to get started with 81346.
• If you are experiencing limitations in your current numbering system (e.g. in connection
with creating exceptions from your own rules, or running out of numbers), it is time to look at new, and international, revision methods.
1.6 From Theory to Practical Application Synopsis: The preface to 81346 contains a long list of arguments to be used
with the standard. They are here presented with an explanation and cross-references to the relevant chapters in this guideline.
In order to further the understanding and acceptance of the content in 81346-1, the preface to the standard contains a list of the characteristics that a reference designation system should contain. Although some of the following sentences may seem somewhat abstract, I can strongly recommend that you acquaint yourself with the basic characteristics, as they are fundamental for a reference designation system.
• A reference designation system is a basic tool used to create a model of the system, machine, building, etc. that is to be constructed. See chapter 2.4 – The Basic Principle.
• A reference designation system can handle very large volumes of information in a complex environment. This is done by using the structuring principles. See chapter 6.1 – How to get started!
• A reference designation system can handle physical objects and non-physical objects.
When an overview has been established (by applying the structuring principles), it is possible to create relations between the different occurrences within any given structure. This is practical in terms of finding and controlling interfaces between the different objects. See chapter 8 – Interfaces Between Systems
• A reference designation system is easy to navigate within, and it is easy to maintain with
new objects. It provides for a broad overview, as composite structures are easy to establish and understand and navigate within. See chapter 6.4 – Multi-Level Reference Designation System.
• A reference designation system supports the use of more than one coding principle by
allowing several similar aspects (for example + and ++ etc.): This technique also allows for "old codes" to be combined with "new codes" by using double unambiguous designations. See chapter 7.5 – On The Necessity of Double-Numbering.
• There won't be two reference designation systems that are alike, not even for two
manufacturers that produce the same kind of equipment. The reason for this is that each
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manufacturer has different requirements, and the structure that they set up reflects the requirements they might have at any given time. The structure is therefore also the key to creating modules that are relevant for each manufacturer. See chapter 7.2 – Connecting Different Systems.
• By using the structuring principles, it is possible to establish modules for re-use any
object. This means that any manufacturer can create modules, which may contribute to optimizing his design by re-use the objects and the related documentation. See chapter 6.6 – Example of Module Construction.
• A reference designation system is a strong tool to handle sub-contracts. The reason for
this is that 81346 defines that you cannot allocate a reference designation to yourself, as this must be done by the consignment recipient. See chapter 6.2 – Single-Level Reference Designation System.
• The reference designation system supports the time aspect in any given project, and
allows for different parties in a project to add and/or remove data to/from the project as it develops. See chapter 3.2 – The Time Line.
• A reference designation system does not leave any "miscellaneous" objects behind,
since, for example, it is not possible to recycle "miscellaneous" or unequivocally identify the object (because, what is "miscellaneous?"). See chapter 4.3 – On Structure Features.
1.7 The Essence – In Short Synopsis: Here is the completely short version of 81346 – as inspiration! In this chapter, the essence of 81346 is presented as keywords:
• Everything is per definition an object (physical or non-physical). • There are a lot of them! • Most objects are so large that they have to be divided into smaller parts (sub-objects). • When you "look at the objects," you look at them in a particular way: through a filter. • This filter is identified as "aspects". • 81346 defines three aspects: function, product, and location, as well as a fourth optional
aspect.
• When you look at objects through these three aspects, you get a clear picture. • In order to keep track of objects seen through aspects, they are sorted in a structure. • This structure is identified as a reference designation system. • Each object has a place in the reference designation system – there are no
"miscellaneous" boxes!
• The numbers and/or letters (codes) allocated to each item in the structure are per definition identified as a reference designation.
• The reference designation is unambiguous (not unique) and, per definition, identifies the object you are looking at.
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• The reference documentation concatenates the objects for the related documentation. • When needed, the physical component is labelled with the reference designation. • If the component is labelled, you probably know it as a "TAG number”.
With a reference designation system according to 81346, you get the following:
• A supreme, broad overview of your entire design. • A useful model of you project! • Correlation across all documents, one reason for this being that you have the same
identifier for a component in the machine, process, electrical documentation, manuals, etc.
• Effortless re-use and/or modification of your design. This is called "modularisation." • The ability to create a structure that, in principle, never runs out of numbers. It can
potentially be extended until infinity.
• The possibility to first separate bits of information in accordance with a well-defined method, and then combine them in different way according to need. The more separated they are, the more flexible. The more compound, the more locked.
• The possibility to adopt (and accept) reference designation systems from many different sub-contractors.
• The possibility to clearly see the affiliation for given objects (e.g. components) on the reference designation.
• An overview of your system/project that easily can be explained to new employees. • An overview which means that you can operate with a "common language" across
national borders. This is particularly important if you have branches abroad. • Easy transfer of information across departments and professional disciplines.
• The possibility of reducing the volume of potential misunderstandings between different parties working on the same project, as you are "speaking the same language" via the reference designation system.
1.8 How to Get Started Synopsis: Some good advice to those who would like to get started quickly,
but find themselves locked in the process, or just need a little bit of inspiration.
In order for you to get off to a good start, I have compiled guidance and directions, as well as references to relevant chapters in this guideline:
• Often one would like a code that indicates “everything”, i.e. the ability to gather a lot of information from one identifier only. This usually goes wrong. The point of 81346 is the exact opposite: With 81346 one separates information according to certain guidelines. By doing so, you create a obvious potential for handling very complex systems and installations. The more you can separate the different information in the beginning, the better you can cross-connect them according to need.
• Read through the examples carefully! They will highlight a number of important points, and will contribute to a basic understanding of the technique.
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• Be conscious of what your task is with regard to your system's life cycle. Are you and your colleagues currently at the same place in your system's life cycle? Quite often one may have different needs, depending on where you are, and what your role is in the project. This can often lead to disagreement! However, experience shows that the technique described in this book is the key element that contributes to a very significant "common language" across different disciplines and across a system's life cycle. See chapter 3 – Objects and Time.
• If you "know the solution"– i.e. already have an overview of your system or equipment –
it is the easiest to sort according to the products you know. This is called the "product aspect." The product aspect contains the direct way to modularisation. See chapter 4.5 – The Filters: The Three Aspects and chapter 6.6 – Example of Module Construction.
• If the solution "is not known" – i.e. if a task must be solved from the bottom, or if already
known solutions must be modified – it is the easiest to use a sorting that is based on functional requirements. This is called the “functional aspect." See chapter 4.5 – The Filters: The Three Aspects.
• When you structure your data – i.e. when you sort them to create an overview – you
must do this using pure descriptive text (e.g. "engine", "fuse.") See chapter 6.7 – What to call it?. When you have created a tree structure with descriptive text, it is easy to allocate codes in the form of numbers and letters. See examples in chapter 4.7 – Design Process.
• If you find that the technique is difficult, you should not give up the first time around. It
takes time to understand the method, and this is important to realise! On the other hand, it is often the case that once you have become acquainted with the technique, you just can't live without it. Inspiration can be found in chapter 18 – Keyword Index.
• At some point in time, you will come across a number of limitations when setting up your
reference designation system, typically in the form of a limitation in an IT system. You need to hold on to the fact that you decide what your reference designation system should look like, as this is a direct expression of the way you work – the IT system will have to be adjusted accordingly as well as possible. It is typically the prefixes (+/-/=) that are tricky. Note in this connection that the prefixes only are used for presentation purposes (i.e. when you need to "see" the code), and do not necessarily need to be included everywhere.
• A typical objection is that "the customers insist that we follow their coding principle" or
"we always build on already existing systems." All this has been given due consideration: 81346 has a very strong tool that enables you to get started anyway. Read chapter 7.5 – On The Necessity of Double-Numbering.
• If you are in doubt, and find that things are getting a bit complicated and hazy, it is a
good idea to reduce your system to a level where it only deals with products (e.g. "-K1", "-M3," etc.) However, the flipside of this is that you will have to pass on information on the products' function, or where to find them, but this might not be that important.
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1-12 • Getting started © 2003-2010 – Danish Standards Foundation and Henrik Balslev
• Read this guideline carefully. It takes time to acquire new knowledge, but if you understand and apply it correctly, your company will be able to save a substantial amount of money. This assertion is supported by experience: Many of this type of assignments have been carried out for major Danish companies, and experience shows that the theory contained in 81346 shows great usability in practice.
• There are not two reference designation systems that are identical! The reason for this is
that there are not two companies that work in the same way, or two products that are 100% alike. For this reason, there is no shortcut if you are to fully avail of the technique, but on the other hand, the benefits will be great once you have set up your reference designation system. And as an added bonus, it will be easier for you to understand other reference designation systems once you have acquainted yourself with the technique.
• The rewards are particularly tangible when you reach the point where you can
systematise your data ("units"), and can begin to re-use them systematically. See chapter 6.6 – Example of Module Construction.
• The key to a successful reference designation system is to keep the information
separated.
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