Planned Document Management Improvements

Rob McKercher, Iain Goodenow, George Angeli

DocuShare Upgrades

• Upgrade to Newest Version (6.6)

– Repaired indexing appears to have made search more effective, reliable– Quick Search function added

• More intuitive• Appears as DocuShare Home page• Customizable

– Activate Guest Access• Enables read access w/out a DocuShare account to documents w/ public release status• Links to preferred versions can be added to project web pages, presentations, Confluence,

JIRA, etc.– Archive Server

• Separate legacy documents from required, living, frequently accessed documents• Construction archive on production server• Search defaults to production server; can toggle to search archive server

Construction Archive

• Required, Living, Frequently Accessed Documents

– Folder Structure Based on WBS• Further parsed by categories of typically generated documents

– Permissions Set at Collection Level• Objects w/ collection have same permissions as collection – some exceptions

might apply

– Permissions Assigned to Groups• Individuals assigned to a group or groups; their permissions governed by the groups to

which they belong

– Add New Custom Object Types• For documents not subject to change control• Get away from every uncontrolled document being lumped together with the

“Document” handle• Better indexed searching• Minutes, Report, Presentation, Agreement, Trade Study, others as need indentified• Object specific metadata

Archive Landing Page

• Replace DocuShare Link on Project Website w/ Pathfinder

– Provide enough standard functionality to allow documentation access without having to enter the “guts” of DocuShare

– Links to Key Documents• Baseline, policies, etc.

– Commonly Performed Operations• Access by known handle• View document, view properties, upload new version• See what’s new to the archive

– Frequently Used Searches• Example: List all LTS objects

– Upload Feature for New Documents• Select object type from drop down• Routed to appropriate DocuShare holding collection, notification sent to librarian(s) who

assign home collection

– Link to DocuShare for Those Who Have Reason to Go There

Policies Clarifications, Proposed– DocuShare Intended As Documentation Archive/Library– Document Management Policy (LPM-51) Governs Archive Procedures– Change Control Process (LPM-19) Governs Configuration Control– NSF Requires (per CSA & Large Facilities Manual)

• Secure document archive accessible to NSF, preferably electronic• At minimum

– MOUs– Architectural, engineering, shop, and as-built drawings– Correspondence identifying problems, resolution, final decision– Contingency log– Change Request and approval– System integration, commissioning, testing & acceptance plans and results

• Systems Engineering Needs– Anything purported to be an official project document– Plans, Policies, Procedures– Budgets and Schedules– Financial Records– EVM and Status Reports– Vendor Proposal, contracts and reports– Risk Registers– Design Documents, including detailed designs, architectural, designs, analysis and modeling documents with calculations/models,

fabrication and shipping documentation– CAD models– Software Source Code– Technical Notes clarifying LSST specifications, design, fabrication, commissioning, operations– Safety Documents, including hazard analysis and incident reports– Quality Assurance Documents– Meeting Minutes and Internal Memos– Project Standards, Guidelines, Templates– Operation and Maintenance Plans, User Guides

Policies Clarifications, Proposed cont.

– No Agency Requirement for a Single Repository• PDM works already in place for drawings• GIT already used for software source code• Paper files may be appropriate for contracts and financial records

– No Expectation for DocuShare to be Used as Collaborative Tool• JIRA should be used for issue tracking and resolution• Confluence should be used for collaboration

– Working group iterations of document revisions, etc.

• Can be cross-referenced with links– Documents should be in DocuShare, with JIRA and Confluence containing links to handle– Document description field or comments in DocuShare can contain links to JIRA and Confluence

– Final, “Released” Versions of Required Documents Must be In DocuShare• Draft iterations produced by an individual, team, or working group in an effort to

produce a new release of required document need not be in DocuShare• Drafts ready for Project-wide review shall be in DocuShare

Policies Clarifications, Proposed cont.

– Controlled Documents• LPM, LSE are controlled at the Project-Level – subject to LPM-19• LDM, LCA, LTS, LPO controlled at the subsystem level – subject to subsystem

procedures• Currently, write and manage privileges for Project-controlled documents are

restricted to members of the Controlled Documents Group• All other object types are non-controlled

– Librarians• Document Specialist and representatives from each subsystem coordinate folder

structure, object types needed, object locations, metadata