DOCUMENT TYPES AND NAMING CONVENTIONS - CERN

1 LHC Project DOCUMENT rev or Supplier/Contractor DOCUMENT DOCUMENT :1999-11-15theLargeHadronColliderproject CERNCH-1211 geneva 23 SwitzerlandQuality Assurance DefinitionDOCUMENT TYPES AND NAMINGCONVENTIONSA bstractThe purpose of this DOCUMENT is to identify the TYPES of DOCUMENT used for theconstruction of the LHC and to define the NAMING CONVENTIONS applicable overview of the purpose of the different DOCUMENT TYPES , and their role in theProject, is presented. This aims at helping all technical and administrative staffworking with LHC documents, either as authors, editors, controllers, reviewers orother, to have a common understanding of the use of each by :Inga WithTERMA Space DivisionDK-3460 Birker dandM by :LHC Quality AssuranceWorking GroupApproved by :Paul FaugerasDeputy to LHC ProjectLeader for QualityAssuranceLHC Project DOCUMENT rev 2 of 17 History of ChangesRev. of draft prepared by TERMAU pdate following QAPWG meetingReviewed by QAPWG- Approved by PLO Deputy for for revision index modified ( ) - Correction ofsome references in section 7 LHC Project DOCUMENT rev 3 of 17 Table of.

2 DOCUMENT MODEL .. TYPES .. MODEL .. NAMING NAME .. NAME STRUCTURE .. TYPE CODE .. NUMBER .. REVISION INDEX .. NUMBER .. DOCUMENT IDENTIFICATIONS .. TYPE DESCRIPTIONS .. CONSTRUCTION OF ORGANISATION CHART .. ASSURANCE SPECIFICATIONS .. SPECIFICATIONS .. FILE .. CHANGE REQUEST .. DRAWINGS .. ILLUSTRATIONS .. DESCRIPTION FOR MARKET SURVEYS .. TECHNICAL SPECIFICATIONS .. FABRICATION, ASSEMBLY, TEST, INSTALLATION FABRICATION, ASSEMBLY, TEST, INSTALLATION REPORTS .. DOCUMENTATION .. 16 LHC Project DOCUMENT rev 4 of 171. PURPOSETo define the TYPES of DOCUMENT used for the construction of the LHC and to define thedocument NAMING outline the purpose of each DOCUMENT type and its role in the LHC configurationbaseline, or elsewhere in the Project. This description aims at helping all technical andadministrative staff working with LHC documents, either as authors, editors, controllers,reviewers or other, to have a common understanding of the use of each type ofdocument, thereby easing the preparation of the documents in accordance with SCOPEThe definitions given in this DOCUMENT are applicable to all documents that are eitherpart of the LHC configuration baseline, or closely related to the baseline, and relevant tothe following Project activities:!

3 Management.! Quality assurance! Engineering.! Contracting.! Fabrication, Assembly, Test, Installation.! Operations, DOCUMENT TYPES may be defined during the course of the LHC project. These willthen be added to the present DOCUMENT does not apply to LHC Project Reports and LHC Project Notes or toengineering reports, notes and engineering drawings appear in different places in thisdocument to present as complete a view as possible of the Project's DOCUMENT RESPONSIBILITIESM anagers and supervisors at CERN, Institutes and Contractors shall ascertain thatpersonnel affected to the preparation, review and changes to documents are aware ofand understand the definitions described in the present roles and responsibilities of individuals involved with DOCUMENT handling aredetailed in "Documents and parameters process and control" [ 1 ].4. LHC DOCUMENT DOCUMENT CATEGORIESThe documents are categorised in the following groups, which are elaborated below:!

4 Management.! Quality assurance.! Engineering.! Contracting.! Fabrication, Assembly, Test, Project DOCUMENT rev 5 of 17! Operations, documents include scheduling and planning documents, organisationaldocuments, and minutes of meetings from the LHC Project Committees under theProject Leader s assurance documents include the Quality Assurance Policy and theprocedures, definitions, standards, templates and instructions defined to support thehandling of all documents, to ensure that the documents are prepared consistently andthe LHC baseline can be maintained to support the LHC development documents include the engineering specifications, engineering drawings,technical illustrations etc. prepared to establish the design of the LHC. These documentsform the basis for the LHC development, carried out by CERN, Institutes, Contractorsand documents include the documents which form the contractual interfacewith the contractors developing, manufacturing and installing equipment for the , Assembly, Test and Installation documents are prepared to supportand DOCUMENT the development and validation of the equipment, in particular thatdeveloped by contractors, and form the interface between CERN and the contractors forthe contract completion and Maintenance documents are used to support the operation andmaintenance of LHC equipment after delivery to DOCUMENT TYPESFor each of the categories listed above a number of documents TYPES are defined.

5 Thecomplete list of DOCUMENT TYPES is given in section and a description of each typeand its use is given in chapter DOCUMENT MODELThe ISO 12207 standard [ 2 ]defines a number of processes relating to a project lifecycle. Although being prepared for software projects, these identified processes are alsohighly relevant for projects including engineering and construction ISO 12207 processes are grouped in life cycle, supporting and organisationalprocesses, as indicated in figure DOCUMENT categories forming the LHC baseline are indicated on the diagram withrounded boxes, and the arrows indicate which of the main life-cycle processes thecategories pertain each of the ISO 12207 processes, a number of activities are defined in thestandard. The LHC defined processes and documentation describe and define parts ofthese activities, and identify which LHC entities are involved. A full mapping may beprovided at a later point in Project DOCUMENT rev 6 of 17 Figure 1: LHC Documents in the ISO 12207 Processes5.

6 DOCUMENT NAMING CONVENTIONSAll documents are identified by a DOCUMENT name and by an EDMS number. Thedocument name is structured to favour human readability whereas the EDMS numberfavours computer readability. These two identifications are mandatory; for somedocument TYPES they may be complemented by the DOCUMENT identification of the CERN group, the Institute or Contractor producing the DOCUMENT . (See section ).Primary Life CycleProcessesAcquisitionDevelop-mentOpe rationMainten-anceSupplySupporting Life CycleProcessesDocumentationConfiguration ManagementQuality AssuranceVerificationValidationJoint ReviewAuditProblem ResolutionOrganizational Life Cycle ProcessesManagementImprovementInfrastruc tureTrainingLHC: ManagementLHC: QualityLHC: EngineeringLHC: ProcurementLHC: Fabrication, Assembly,Test, InstallationLHC: Operations,MaintenanceContractor ActivitiesLHC Project DOCUMENT rev 7 of DOCUMENT DOCUMENT NAME STRUCTUREThe DOCUMENT name has the following structure:FieldDescriptionFormatProject codeFor the LHC project.

7 LHC3 upper casecharactersEquipment codeAn LHC item equipment code1 to 5 digits orupper casecharactersDocument type code A code identifying the purpose of thedocument (see section )2 upper casecharactersNumberA user or system controlled number or acombination to 6 digitsAttachment number For material attached to the main digits orcharacters Table 1: DOCUMENT Name StructureAll the fields shall be filled in all separator between project code and equipment code, equipment code anddocument type code, DOCUMENT type code and number is a dash (minus sign).The separator between the number and attachment number is a dot (full stop). EQUIPMENT CODEE quipment codes are defined in the "Equipment NAMING CONVENTIONS " [ 3 ].For documents of general interest, for example management and quality assurance, thepseudo-equipment code PM shall be DOCUMENT TYPE CODEThe DOCUMENT type code is composed of 2 characters.

8 The list of DOCUMENT TYPES andcorresponding codes is shown in table Project DOCUMENT rev 8 of 17 CategoryDocument TypeDoc. TypeCodeManagementLHC Construction ScheduleMSMinutes of LHC Project CommitteesMMLHC Project Organisation ChartMGQualityPolicy, Definitions, Procedures, Standards, InstructionsQAEngineeringEngineering Specification: Functional Specification Interface Specification Design File E S Engineering Change Request E C Engineering Drawing [see note below] CDD Technical Illustration E I Minutes of Preliminary Design Review E M Minutes of Safety Reviews E Y Contracting Technical Specification (attached to a contract) C C Technical Description for Market Survey C S Technical Specification (attached to an Invitation toTender or a Price Inquiry) C I Fabrication Procedure F P Report F R Minutes of meetings F M Procedure A P Report A R Minutes of meetings A M Assembly Work package data sheet A W Test and Procedure T P measurements Report T R Minutes of meetings T M Work package data sheet T W Installation Procedure I P Report I R Minutes of meetings I M Work package data sheet I W Procedure O P Report O R Operation, Maintenance Minutes of meetings O MNote.

9 The management of Engineering Drawings is described in "Drawing Management and Control" Howeverengineering drawings are mentioned here and in chapter 6 for completeness and to clarify the distinction withtechnical illustrations. Table 2: DOCUMENT Type NUMBERThe number field in a DOCUMENT name is composed of 6 digits and may be used inthree different ways:1. It is a meaningless sequential number supplied by the It is entirely selected by the user. The EDMS will check that the number is notalready in use and reject it if it It is divided in two parts, one part controlled by the user, the other part suppliedby the Project DOCUMENT rev 9 of ATTACHMENT NUMBERThe attachment number is composed of 2 digits according to the following rules:! The main DOCUMENT has attachment number 00 (zero zero)! The first attached DOCUMENT has attachment number 01 (zero one)! The second attached DOCUMENT has attachment number 02 (zero two)!

10 The last possible attachment number is DOCUMENT REVISION INDEXThe DOCUMENT revision index is composed of 2 digits separated by a registered in EDMS new draft documents are given the revision index ,followed by the text "-draft".Prior to release, new revisions of draft documents may be created with the revisionindex , and so the first release of a DOCUMENT the revision index shall be updated to release, the revision index shall be incremented whenever the DOCUMENT ischanged in any way:! In the case of minor changes only the second digit of the revision index isincremented, for example from to ! In the case of major changes the first digit of the new revision index isincremented while the second digit is set to 0, for example from to for both minor and major revisions are indicated by the text "-draft" followingthe new revision rev draft of a new rev draft of new rev reviewed and approved rev of a minor rev of a minor rev of a major rev of a major EDMS NUMBERThe EDMS number is a computer identification number automatically attributed by theEDMS system when a DOCUMENT is registered.