SGEO - Small GEO Platformemits.sso.esa.int/emits-doc/OHBSYS/Appendix-9_SGEO-OHB-PL-000… · Rev.: B Date: 26.06.2007 ©2007 OHB-System AG Company Confidential Page: 3 of 27 DOCUMENT

SGEO

Configuration, Documentation Management Plan

Doc.-No.: SGEO-OHB-PL-0008

Issue: 1 Date: 19.10.2006

Rev.: B Date: 26.06.2007

©2007 OHB-System AG Company Confidential Page: 2 of 27

DISTRIBUTION LIST

Name No. of Copies Company / Organisation

A. Garutti 1 (electronic file) ESA

G. Kraft 1 (electronic file) DLR

SGEO DCC 1 OHB

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DOCUMENT CHANGE RECORD

Issue Date Page and / or Paragraph affected

1 19.10.2006 Initial Version

1/A 08.01.2007 Rework according ESA Management Requirements. Changes marked with change bar.

New section 3.5 and 6.2 until 6.7.

1/B 26.06.2007 Update for Phase B/CD on Cover Sheet.

Update of Reference Documents.

Rework from the drawing identification number (Section 6.1).

At last some editorial changes.

Changes marked with change bar.

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TABLE OF CONTENTS

1 INTRODUCTION ................................................................................................. 7

1.1 Scope...........................................................................................................................7

1.2 Purpose .......................................................................................................................7

2 DOCUMENTS...................................................................................................... 8

2.1 Applicable Documents................................................................................................8

2.2 Reference Documents ................................................................................................8

2.3 Acronyms & Abbreviation List ...................................................................................9

2.4 Definitions ...................................................................................................................9

3 CONFIGURATION AND DOCUMENTATION MANAGEMENT PROGRAM .... 10

3.1 Organization..............................................................................................................10

3.2 Configuration Identification .....................................................................................11

3.2.1 Product Structure and Selection of Configuration Items...........................................................11

3.2.2 Documentation of Configuration Items......................................................................................11

3.2.3 Numbering.................................................................................................................................12

3.2.4 Configuration Baselines ............................................................................................................12

3.3 Configuration Control ...............................................................................................13

3.3.1 Configuration Control Board......................................................................................................13

3.3.2 Change Management................................................................................................................13

3.3.3 Document, Drawing, and Software Libraries ............................................................................15

3.4 Configuration Status Accounting ............................................................................15

3.4.1 CSA Records ............................................................................................................................15

3.4.2 CSA Reports .............................................................................................................................16

3.5 Configuration Management Data .............................................................................16

4 CONFIGURATION VERIFICATION .................................................................. 17

5 INTERFACE CONTROL.................................................................................... 18

6 DOCUMENT MANAGEMENT ........................................................................... 19

6.1 Document Numbering...............................................................................................20

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6.2 Document Classification ..........................................................................................23

6.3 Distribution of Documents .......................................................................................23

6.4 Format of the Documents.........................................................................................23

6.5 Approval of Documents............................................................................................24

6.6 Update of Documents ...............................................................................................24

6.7 Retention of Documents...........................................................................................24

ANNEX A : ENGINEERING CHANGE PROPOSAL............................................ 25

ANNEX B : REQUEST FOR WAIVER ................................................................. 26

ANNEX C : CONTRACT CHANGE NOTICE ....................................................... 27

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LIST OF FIGURES

Figure 6-1 OHB General Documentation Management Flow.................................... 19

LIST OF TABLES

Table 2-1 Applicable Documents ................................................................................ 8

Table 2-2 Reference Documents ................................................................................ 8

Table 2-3 Acronyms & Abbreviation List ..................................................................... 9

Table 2-4 Definition List .............................................................................................. 9

Table 6-1 General Document Keys........................................................................... 22

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1 INTRODUCTION

This Configuration and Documentation Management (CDM) Plan has been prepared accord-ing to in-house regulations containing the requirements and policies of ISO and ECSS. The objectives of configuration and documentation management are to identify, describe and control the technical status of the project in a traceable way and throughout the complete life cycle of the product.

Configuration Management (CM)

Configuration Management is the progress oriented management and control of requirement and design documentation/data files and the items produced from it.

The main objective of CM is the co-ordination and synchronisation of distributed develop-ment and to keep control over the life cycle and the maintenance of the system consistency in spite of various planned or unplanned changes. The CM provides a methodical approach by applying methods for:

� a well structured product breakdown and reference configurations

� unequivocal definition of design-to, produce-to, test-to and operate-to documentation and products

� effective and efficient change management for active control

� status accounting and reporting for progress judgement and control

� minimising of administrative activities by centralised approaches

� insurance, that everyone working on the project (including Subcontractors) at any time is using the correct and accurate documentation and products e.g. computer programs.

By that, CM provides the basis for a co-ordinated and reproducible proceeding and an es-sential contribution to the product assurance programme.

Documentation Management (DM)

Documentation management provides capabilities and regulations for establishing and han-dling of all project documentation to assure an authorised preparation, update, storage and delivery based on CM controlled procedures independent on the medium on which the infor-mation is recorded.

1.1 SCOPE

This plan defines the organisation, concepts and procedures for the CM and DM for the SGEO project and is applicable to all participants of this project.

1.2 PURPOSE

The purpose of this document is to define how the requirements of ISO and ECSS will be accomplished and realised by the SGEO project team. It identifies the principles and proce-dures/directives necessary to achieve the objective as defined above.

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2 DOCUMENTS

2.1 APPLICABLE DOCUMENTS

This document shall be read in conjunction with documents listed hereafter, which form part of this document to the extent specified herein. In case of a conflict between any provisions of this document and the provisions of the documents listed hereafter, the content of the con-tractually higher document shall be considered as superseding.

AD Doc. No. Issue Rev. Title

[AD1] ECSS-M-40 B Configuration Management

[AD2] SGEO-OHB-PL-0007 1 B SGEO Product Assurance Plan

Table 2-1 Applicable Documents

2.2 REFERENCE DOCUMENTS

The following documents contain additional information that is relevant to the scope of this document.

RD Doc. No. Issue Rev. Title

[RD1] SGEO-OHB-LI-0005 1 C Overall Acronym, Abbreviation & Definition List for SGEO

[RD2] VA-0308- OHB 1 B Lenkung der Dokumente

[RD3] VA-0309- OHB 1 - Konfigurationskontrolle

[RD4] VA-0201-OHB 1 - Verifikationskontrolle

[RD5] VA-0210-OHB 1 - Zeichnungskontrolle, Freigabeverfahren

[RD6] SGEO-OHB-LI-0008 2 - SGEO Product Tree

[RD7] SGEO-OHB-LI-0012 1 B Documentation Tree

[RD8] SGEO-OHB-GL-0003 1 - E-Mail & File Encryption Tool Guideline

Table 2-2 Reference Documents

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2.3 ACRONYMS & ABBREVIATION LIST

The acronyms and abbreviation list in [RD1] contents the general ones for this project. Addi-tional, more specific abbreviations are listed in Table 2-3 of this document

Abbreviations

CCB Configuration Control Board

CCN Contract Change Notice

CDM Configuration and Documentation Management

CDR Critical Design Review

CI Configuration Item

CIDL Configuration Item Data List

CSA Configuration Status Accounting

CSL Configuration Status List

CM Configuration Management

CMO Configuration Management Officer

DM Documentation Management

PA Product Assurance

PDR Preliminary Design Review

PFM Proto Flight Model

RFD Request for Deviation

RFW Request for Waiver

Table 2-3 Acronyms & Abbreviation List

2.4 DEFINITIONS

The definition list in [RD1] contents the general ones for this project. Additional, more specific definitions are listed in Table 2-4 of this document.

Definitions

RFD Non-conformance from a requirement, detected in the de-sign phase

RFW Non-conformance from a requirement, detected in the hardware phase

Table 2-4 Definition List

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3 CONFIGURATION AND DOCUMENTATION MANAGEMENT PROGRAM

The configuration and documentation management programme will be performed as an inte-grated activity within the SGEO project, because there is close collaboration required espe-cially in the areas of document identification, approval and release, change processing and protection from unauthorised change. Specific issues for documentation management are:

� numbering system for document/ data identification

� administration of document lists/files

� format and content definition and control

� proper distribution and timely delivery

The CM programme is dictated by the requirement to achieve to any time validated, repro-ducible intermediate and final technical states under consideration of all modifica-tions/changes in the project. The following processes represent the basic methods for CM:

� Structuring of the product (top level configuration item of the project) into lower level configuration items (CI’s) which together represent the control levels and to establish the basic structure to allocate any document/set of data of technical relevance

� Release of technical documents/data to start with any control function and to estab-lish CI oriented event and usage/application dedicated data sets as basis for status evaluation. Prerequisite for release is the approval by the specialists of the functional departments Organisation

� Change management to control any deviation from a released status initiated by a requested or unplanned event

� Accounting of CI relevant documents/data to report the achieved status for the pro-gress and risk assessment as an evaluation of existing data files/distributed data-bases

The Configuration Management will monitor all project disciplines involved in the configura-tion management functions including subcontractors in order to ensure that the CM proce-dures are being adhered to and properly implemented.

The detailed proceedings are defined in the chapters hereafter reflecting the specific aspects of the hardware environment . Applicable in-house standards are identified as well.

3.1 ORGANIZATION

One person will be nominated as responsible for the SGEO CDM program in the project for hardware issues called ‘Configuration Management Officer’ (CMO). He will act on behalf of the Project Manager and will report directly to him. In this function he will be the single point contact for all matters related to CM and DM. Functional support will be provided by the Product Assurance Department.

The CMO will co-ordinate the following activities:

� maintenance of the CDM plan

� support in definition /identification of configuration items

� establishment of requirements for preparation, maintenance and control of require-ment (specifications interfaces etc.), design (breakdowns, drawings etc.) and opera-tional (manuals etc.) documents

� establishment and operation of the approval and release system for all technical documents (data files to be handled like documents)

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� establishment and operation of the Configuration Control Board (CCB) including processing of changes/waivers and release of documents

� maintenance of records of contractual change authorisation

� establishment and distribution of configuration status reports

� establishment and operation of a system for the correlation of the “as-designed” and “as-built” configurations

� establishment of a general project documentation system

� control of libraries for documents and drawings

The CMO will provide support for:

� project reviews including provisioning accurate documentation

� preparation of engineering change proposals

� effectivity control within the release and change process (model, versions, types, se-rial numbers)

3.2 CONFIGURATION IDENTIFICATION

The process of configuration identification comprises the identification of Configuration Items (CI’s) and their lower structure and the dedicated documents defining the CI’s physical and functional requirements, the detailed design and source code listings of software items and the products reflecting the achieved status of maturity within the product development proc-ess.

3.2.1 Product Structure and Selection of Configuration Items

A product breakdown will be established in form of a ‘Product Tree’ document, describing the relationship and position of configuration items selected for configuration management and control. The selection of lower level CI’s will be completed early in phase C/D.

The main criteria for the selection of CI’s are:

� performance of an end-use function

� criticality in terms of high risk, safety , mission success or others

� new or modified technology, design or development

� interfaces with other items

� procurement conditions

� maintenance and operational aspects

3.2.2 Documentation of Configuration Items

A Configuration Item Data List (CIDL) system will be used to document the CI’s as identified in the project. It will serve for configuration identification, control, status accounting and veri-fication. The lists will identify:

� either as a snapshot report all documents known to a specific point in time in correla-tion to one CI with its status,

� or as a baseline report dedicated to a specific project event.

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3.2.3 Numbering

The following numbering system has been developed in order to define the CI’s of the SGEO project. The identification number is unique within the SGEO project in order to ensure un-equivocal identification. The CI number is defined on higher level by the first three digits:

000.00.00.000

000.00.00.000 System Control No. (here for the SGEO System ) 100.00.00.000 Segment Control No. (100 Satellite, 200 Ground, 300 Launcher Segment) 110.00.00.000 Module/Subsystem Control No. (here for Platform Module) 111.00.00.000 Module/Subsystem Control No. (here for Electrical Power S/S, EPS)

The following extension in the numbering is used for lower level parts identification:

111.01.00.000 Assembly/Unit Control No. (here for Battery) 111.01.00.000 Unit Part Control No. (e.g. Battery Adapter, MLI, component etc)

� Control number

This number shall be derived from the hierarchical product structure which comprises all product items subject to the project and is limited to for SGEO to 13 digits including dots.

� Mission No.

This number identifies the satellite Mission in front of the CI number.

The CI number will be part of the product label for hardware items.

3.2.4 Configuration Baselines

Configuration baselines will be established as reference configurations during the life cycle of each individual CI serving as a starting point for further activities like e.g. verification. Project baselines will be obtained at predefined project milestones to control the design progress. Any deviation or change after a baselined configuration need to be formally documented and requires a formal initiation and approval by the Configuration Control Board (CCB).

The following baselines will be established:

� Design and Development Baseline

The design and development baseline is a refined and detailed set of documents forming the requirements baseline together with the approved assembly specifications, unit specifications and related interface control documents.

� Production Baseline for Ground Support Hardware (if applicable).

The production baseline established at the Preliminary Design Review (PDR) contains ap-proved documents and drawings released for manufacturing of GSE hardware.

� Production Baseline for Qualification/Protoflight Model

The production baseline established at the Critical Design Review (CDR) contains approved documents and drawings released for manufacturing of qualification/protoflight model hard-ware. The structure of the SGEO items in terms of Cls is completely defined.

� Final Configuration Baseline

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This baseline is established by the "As Built" configuration of the PFM configuration items relating to its functional, performance and operating characteristics. The documentation cov-ers the applicable functional and allocated baseline specifications, the detailed product speci-fications

3.3 CONFIGURATION CONTROL

Configuration control will be applied to all levels of configuration items as a continuous proc-ess. Changes to approved documents and products have to follow a formalised method and have to be authorised by the Configuration Control Board (CCB) considering all impacts (ef-fectivity control) and their implementation.

3.3.1 Configuration Control Board

SGEO will establish a CCB formally appointed by the Project Manager which has the author-ity to approve and release all engineering documentation and to decide on changes by re-view of the necessity of change and the impact. In order to guarantee the product traceability the CI documentation has to be updated under CM control.

The CCB will be formed by the Project Manager, PA Manager, Configuration Management Officer (CMO), System Engineering, and other affected disciplines. The board will decide whether a change is of minor or major characteristic and whether a formal waiver or a con-tract change notice (CCN) must be raised. The contract department is to be involved accord-ingly.

The function of the CCB is to verify if

� the change is necessary

� the plan for the implementation of the change into documents, hardware and/or soft-ware is satisfactory

� the change has been properly documented and classified.

3.3.2 Change Management

Any in-house change will be initiated by an Engineering Change Proposal (ECP). The change management is the function to control all changes, deviations and waivers, to ap-proved and released documents and products.

� Engineering Change Proposal

An Engineering Change Proposal (ECP) may result from a Non-Conformance Report (Prod-uct Assurance) or a Request for Waiver/Deviation (RFW/RFD) not accepted by the Project. An approved ECP is a formal baseline change. The ECP package shall comprise all change relevant information.

� Contract Change Notice

For any change with impact on the contract a Contract Change Notice (CCN) shall be issued on top of the ECP.

� Request for Waiver

RFW/RFDs are always without cost impact and represent a deviation from requirements (form, fit, function) with a limited effectivity. RFDs will be established for items during devel-

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opment phase. RFWs are established for items during test phase and will be part of the as-designed/as-built documentation.

� Document Change Control

OHB has prepared an in-house regulation for documentation change and release control system, described in [RD3]. Each produced text document will provide a change control page (Document Change Record) which identify the actual issue and revision, the affected page and the author of the change and the initiating document. Documents which have been es-sentially revised will be released by a new issue number requiring a new approval cycle be-fore its reissue. Revisions are limited modifications exactly defined, authorised and imple-mented by the author of the document and controlled by the PM. Additionally, the change will be marked in the revision by a black bar.

� Drawing Change Control

OHB has prepared an in-house drawing change and release control system, described in [RD5]. For each drawing a change page will be prepared to identify the need for change, the affected drawing quadrant and the responsible engineer. All changed documents will be re-leased with the next higher revision number. Drawing changes will be approved by signature of the responsible engineer, Project Manager and Product Assurance (PA), before the draw-ing will be released by stamp of PA for manufacturing.

3.3.2.1 Identify and Document the Need of Change

Each baseline change requested or proposed by the Customer, the Prime Contractor or by a Subcontractor or supplier will be registered and checked formally by the CMO before sub-mission to the CCB. The following information must be provided:

� need/reason for change

� description of the change

� name of the initiator, organisation, date

� change effectivity (CIs, documents, products)

� urgency/schedule impact

� proposed class of the change

3.3.2.2 Change Evaluation

The CCB will evaluate any change request according to the following criteria:

� the technical merits of the proposed change and its consequences

� impact on inter-changeability, interfaces, etc. and the necessity for re-identification

� impact on contract, schedule, cost

� impact to requirements

� impact on manufacturing, test and inspection methods

� impact on purchase and stocks

� impact on maintenance, user handbooks, spare parts and spare part manuals.

3.3.2.3 Change Approval

The CCB decision of approval or disapproval will be documented. The relevant parties will be notified accordingly via the CMO.

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3.3.2.4 Change Implementation and Verification

If a change has been approved the appropriate consequential actions will be initiated and controlled by the CMO until final release of the modified items. Product Assurance will verify the compliance for final close-out.

3.3.3 Document, Drawing, and Software Libraries

OHB-System will provide appropriate document and drawing libraries as follows:

� project associated server with basic static files and temporary files

� personnel computer hard-discs connected to the server network only by the owner request

� diskettes and CD-Rom media used as back-up save files

� hardcopy version.

The server access will be denied for all personnel not member of the project team, an unau-thorised access from outside the network is not possible. All electronic libraries will be main-tained and saved on a weekly basis.

Documents can only be changed by the author after authorisation by the CCB/CMO for ap-proved/released files. Other persons have the right to read a document file only without hav-ing access to the document itself.

3.4 CONFIGURATION STATUS ACCOUNTING

Configuration Status Accounting (CSA) is a CI oriented recording of documentation and products. It commences with the establishment and identification of configuration documents.

The CSA records are lists generated from distributed data bases. They document the pro-gress achieved and will be used for status/risk assessment in the project. These records will be generated as lists (document type LI) and will not be subject to change control.

Configuration baselines will be established in form of reports (document type RP). These reports will identify the configuration fixed for a specific project event/milestone and model related.

Changes to baselines will be tracked in the relevant reports. This procedure enables trace-ability in the development of configuration baseline and identifies all changes/departures from specified configuration baselines.

3.4.1 CSA Records

The CSA records as described above will contain the types of data for each configuration item and the related configuration documents.

� CI identification incl. variant number

� model information and release status

� nomenclature/abbreviations

� products per part, version, serial number etc.

� implementation status (design/built standard)

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CSA records will be subdivided as appropriate into the following chapters due to the different sources/data bases and project milestones:

� requirement documents (Spec's, ICDs, etc.)

� design documents (drawings, ADD, DDD, etc.)

� products (H/W)

3.4.2 CSA Reports

Additionally to the configuration baseline reports a summary status of all issued baseline re-ports will be generated. It will be updated as required.

3.5 CONFIGURATION MANAGEMENT DATA

The CM at OHB-System in the project SGEO uses currently an Excel database practical to register the project documentation. The following information is providing

� Up-to-date information on all aspects of the documents.

� Identify all documents to be produced.

� Ensure that documents are produced, approved and distributed.

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4 CONFIGURATION VERIFICATION

Technical project reviews and inspections will be conducted to assess the degree of comple-tion of technical efforts related to major milestones before proceeding with further technical efforts. The result of these reviews is the definition of the configuration baseline at that time.

The CDM involvement will be limited to review the configuration baseline documents incl. approved changes to be applied

� for production of (proto) flight model hardware

� for configurations used for formal verification/qualification, which might be performed incrementally,

� for training models hardware

� for as-designed/as-built configuration reconciliation.

Configuration verification will be performed in close collaboration with Product Assurance.

Configuration management is involved in the acceptance activities w.r.t. the definition and control of the "as-designed" standard documented in the configuration status list (CSL) and the relevant configuration baseline documentation.

At the buy-off a detailed control of the CSL shall be performed. OHB will demonstrate that all approved changes were implemented and discrepancies between the "as-designed" stan-dard and the "as-built" standard properly identified and processed. The overall status of the CSL shall be identified and "frozen" as the basic configuration identification of the item to be delivered. Change form here on shall only be included in the case of retrofit activities and refurbishment with consequential re-testing activities.

Furthermore the availability of the deliverable documentation (e.g. Acceptance Data Pack-age), its completeness and correctness and its adequacy for further submission to the cus-tomer will be reviewed.

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5 INTERFACE CONTROL

The documents for definition of the functional and physical characteristics of interfacing con-figuration items will be handled like specifications, because they represent design-to-criteria. Therefore, this issue is covered by the activities as described in the chapters before.

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6 DOCUMENT MANAGEMENT

Documentation Management (DM) will be co-ordinated by the CMO, because a decentral-ised concept will be followed by OHB, i.e. support will be provided by the functional depart-ments. However, all approved and released documentation declared as baseline, will be stored in a central archive in the project area. This will be done for electronic data as well.

Main objectives for DM are

� issue of identification numbers

� configuration control of all documentation including incoming documents

� distribution of documents/data to the customer, subcontractors and in-house project participants for information, review, concurrence or approval in accordance with the document classification,

� establishment of a periodical information on the status of issued documents in a Document Status List, and of open action items in an Action Item List.

OHB general documentation management in a flow diagram is depicted in Figure 6-1below, including the sequence of steps for releasing a document in the different necessary formats. All released document versions will be permanently archived at OHB in Word and in PDF format, as well as in paper copy.

Document Requirements List (DRL)part of Statement of Work

⇒ specifies Deliverable Documentsincl. Schedule acc. to Project Milestones,

and Agency Action (e.g. Approval, Review, ...)

Project DocumentTemplate in Word format

Modular structure

Cover Page

DistributionList

Document

Change Record

TechnicalContent

Doc. Number, Issue/Rev.Document Title

Type of DocumentDRD Reference

Signatures

systematical distribution

⇒ availability of latest statusincl. changes

tracking of changes initiated byRIDs, Action Items, ECRs,

D&D / MAIV Process

includes

Document Change Noticesin case of approved documents

Working Version- Word format- Latest Version on

OHB Project Server

Information Flow shown bySignatures on Cover Page:- Author/Originator

- Checked by- Product Assurance- Project Management

- Customer Approval

Daily Work Formal Releaseacc. to Project Schedule

1 Electronic File (Word)- Archived on OHB Project Server- Unique filename

incl. Doc No./Issue/Rev.- Cover Page Signatures replaced

by "signed by <Name>"

2 Electronic File (PDF)- Delivered to Customer- Archived on OHB Project Server

- under control of Proj. Manager- Unique filename

incl. Doc No./Issue/Rev.- incl. Scanned Cover Pagewith Signatures

3 Paper Document- Printout of PDF version

- Delivered to Customerincl. Signed Cover Page

- Archived in Project DocumentControl Centre

- under control of Proj. Manager

Doc. integrated in

Document Status List, CIDL

Document Requirements List (DRL)part of Statement of Work

⇒ specifies Deliverable Documentsincl. Schedule acc. to Project Milestones,

and Agency Action (e.g. Approval, Review, ...)

Project DocumentTemplate in Word format

Modular structure

Cover Page

DistributionList

Document

Change Record

TechnicalContent

Doc. Number, Issue/Rev.Document Title

Type of DocumentDRD Reference

Signatures

systematical distribution

⇒ availability of latest statusincl. changes

tracking of changes initiated byRIDs, Action Items, ECRs,

D&D / MAIV Process

includes

Document Change Noticesin case of approved documents

Working Version- Word format- Latest Version on

OHB Project Server

Information Flow shown bySignatures on Cover Page:- Author/Originator

- Checked by- Product Assurance- Project Management

- Customer Approval

Daily Work Formal Releaseacc. to Project Schedule





















Doc. integrated in

Document Status List, CIDL

Figure 6-1 OHB General Documentation Management Flow

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6.1 DOCUMENT NUMBERING

SGEO document numbering is defined according to the OHB common numbering system. This ensures the allocation of unique numbers for each document. The numbering conven-tions will be applicable for technical documents and all documents listed hereafter.

SGEO document identification number (Example):

SGEO-OHB-RP-0004, Issue 1, Rev. A SGEO program identification code,

-OHB three digits company code, -RP document type with 2, 3, or 4 character code -0004 sequential four digit number 1 Issue for each document type (1, 2, 3, etc) A Change Revision index (-, A, B, C, etc)

If there is no revision to a given issue, this shall be marked by “-“.

This document identification system has to be used by all project partners. For document keys see Table 6-1 General Document Keys.

The documents which are stored on a server have to be saved under the original document number including revision and issue (e.g. SGEO-OHB-RP-0004-1A). The files have to be stored in an appropriate directory with descriptive name. All versions or issues of a document file have to be placed in the directory in order to ensure traceability. A project directory should not contain more than 30 files in order to maintain clarity. If more than 30 files are stored in a directory the division into sub-directories is necessary.

Design documents e.g. drawings, parts lists, block diagrams etc. will be identified according to in-house standards, using the CI numbers for identification of sub-systems, assemblies, and individual parts.

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SGEO manufacturing drawing identification number (Example):

SGX-OHB-DWY.000.00.00.000 SGX program identification code & Mission identifier,

-OHB three digits company code, -DWY document type “drawing” & Model identifier .000.00.00.000 13 digits, same as CI Number

X (Mission) O : SGEO generic baseline

A until Z: Mission code

-: used in several missions/same configuration

Y (Model) B: Breadboard

S: SM / STM

Q: QM / EQM

P: PFM

E: EM

F: FM1

G: FM2

-: component of EM and FM without differences

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Document Key Type

Key Document Type

ADD Architectural Design Document

ADP Acceptance Data Package

CCN Contract Change Notice

COA Certificate of Acceptance

COC Certificate of Conformance

COQ Certificate of Qualification

DCN Document Change Notice

DDD Detailed Design Document

DG Diagram, Block Diagram

DW Drawings

ECP Engineering Change Proposal

FD Flow Diagram

HO Handout, Presentations

ICD Interface Control Document

IR Inspection Record

LI Lists, incl. Configuration Item Status, Declared Materials and Processes List

MAN Manuals, Handbook

MI Minutes

MPR Monthly Progress Report

MMO Memo, including Project Directive

NCR Non-Conformances

PL Plans inc. Schedules, Barcharts, Drawing Tree, Specification Tree

PR Procedures, including Test Procedures

RFA Request for Approval

RFD Request for Deviation

RFW Request for Waiver

RP Reports, including Test Reports, Budget Reports, Design Reports

SDP Safety Data Package

SOW Statement of Work

SP Specifications (Requirement Documents incl. S/W)

TN Technical Notes e.g. Analysis, Calculations, Design Descriptions etc

VCD Verification Control Document

Table 6-1 General Document Keys

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Issue: 1 Date: 19.10.2006

Rev.: B Date: 26.06.2007


6.2 DOCUMENT CLASSIFICATION

The first important step in the identification and classification of the project documents is the definition of the different document types. It shows a coarse categorization and serves as a orientation guide. The Documentation Tree [RD7] presents the OHB-System AG approach for the documentation tree development and defines the documentation (plan, specification etc.) applicable to the SGEO project. The level 1 is shown as the starting point of the docu-mentation and covers the following three documentation classifications:

� Management Documentation

� Technical Documentation

� Product Assurance Documentation

The documentation is generated under these three subdivisions.

6.3 DISTRIBUTION OF DOCUMENTS

OHB will decide from case to case whether documents prepared on own funds will be dis-tributed. Documents produced by the Sub-Contractors will be distributed only with their con-sent.

Documents will be distributed on inquiry and by arrangement with the SGEO project man-agement. Release documents, Formal Documentation and data exchange will be transferred in electronic format, normally in PDF format with security features.

In general, documentation can be broken down into the following two distinct categories:

� Large documents

� Smaller documents

Transfer will be performed as follows:

Larger documents will be transferred via FTP (file transfer protocol) sites (larger documents could also be zipped and transferred by e-mail) and smaller documents via e-mail.

Within the SGEO project, all participants must use an e-mail encryption program which is based on the international standard OpenPGP (RFC 2440), is completely compatibly to PGP, and uses the same infrastructure. Such a tool will help all participants of the SGEO project to secure communication and data storage. The E-Mail & File Encryption Tool Guideline [RD8] describes the use of e-mail encryption tool, based on Open PGP .

The protection on the FTP data exchange file server is performed via the firewall, the login password. As soon as the data is exchangedm, the current data on the FTP file server will be downloaded.

In case the document is provided on a CD ROM, the directory structure of the CD-ROM shall be readable by both PC and Macintosh environments.

6.4 FORMAT OF THE DOCUMENTS

OHB-System uses the following source tools for the different types of documents:

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Issue: 1 Date: 19.10.2006

Rev.: B Date: 26.06.2007


MS Word files (<= Office 2003, MS Excel files (<= Office 2003), MS PowerPoint files (<= Of-fice 2003), MS Visio files (<= Visio 2003). After the release, the documents will be converted into PDF format. The Table of Contents shall support Hyperlink navigation for easy access to the information.

The production of the technical documents is standardized [RD2] with cover, Document Change Notice, table of contents, introduction, applicable reference documents, and the fol-lowing individual chapters. The head-line includes the allocation by project / product name, title, document number, Status.

6.5 APPROVAL OF DOCUMENTS

The publication of the internal and external documents takes place after release by signature of the representatives for the document assessment. The approval and release of all engi-neering documentation is described in in-house regulation for documentation [RD2]. Docu-ments from the Sub-contractors will pass through a review process in OHB before release and approval.

6.6 UPDATE OF DOCUMENTS

Documents which will be updated are subject to a change process. This process is described in the chapter 3.3.2 Change Management under the bullet Document Change Control.

6.7 RETENTION OF DOCUMENTS

All documents will be retained for a period of not less than 5 years, following the Contract Close-out. The documents may be stored on transferable, electronic media, such as CD ROM.

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Issue: 1 Date: 19.10.2006

Rev.: B Date: 26.06.2007


ANNEX A : ENGINEERING CHANGE PROPOSAL

EGINEERING CHANGE PROPOSAL

ORIGINATOR

PD NUMBER

ECP NUMBER

DATE

TITLE OF CHANGE

AFFECTED ITEM CODE

MODEL: C.I. No.

CHANGE Class 1 2

A B C

RECOMMEND INTROD. POINT/DATE:

CHANGE DESCRIPTION DRAWINGS AND SPECS AFFECTED

NUMBER ISSUE

REASON FOR CHANGE

RELATED FACTOR

FACTOR Y N FACTOR Y N FACTOR Y N

PERFORMANCE THERMAL PARAMETERS PUBLICATIONS

RELIABILITY DATA & CONTR. CHANNEL OTHER FACTORS

SAFETY QUALIFICATION STATUS PACKAGING

INTERFACE HARDW. ALREADY MANUF.

WEIGHT INTERCHANGE ABILITY

DIMENSIONS MATERIALS & PROCESSES

ELECTRICAL PARAMETER AGENCY FURNISH EQUIP.

COST IMPACT SCHEDULE IMPACT

OTHER INFLUENCE INFLUENCE ON FINAL DELIVERY

OHB DISPOSITION DATE:

ACCEPTED

REJECTED

PROD. ASSUR. CADM PROJ. CONTR. ENGINEERING CONTR. ADM. PROGR. MAN.

CUSTOMER DISPOSITION DATE:

ACCEPTED

REJECTED

REASON FOR REJECTION OR DEFERRAL

CHANGE CLASSIFICATION INTRODUCTION POINT OTHER DISPOSITION

PROD. ASSUR. CADM PROJ. CONTR. ENGINEERING CONTR. ADM. PROGR. MAN.

ASI (IF APPLICABLE) PROD. ASSUR. PROJ. MAN. CONTR. RESP. PROG. MAN.

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Issue: 1 Date: 19.10.2006

Rev.: B Date: 26.06.2007


ANNEX B : REQUEST FOR WAIVER

REQUEST FOR

WAIVER

Doc. No.:

Issue: Date:

Rev.: - Date:

Page: 26

Title of Waiver: Model: Specification Requirement:

Part Name: Part No.: Qty:

Contract/ Order No.: Serial No.:

Other Waivers on Part: Reject Note No.:

Main Assembly No.: Submitted Company Reference No.

Details of Waiver and reason for application:

Submitted by: Quality Signature: Date:

Proposed recovery action: Recovery action cleared Inspectors stamp

Waiver ADVERSELY AFFECTS: � Has no adverse affects � Maintainability � Safety � Fit

� Interchangeability � Documentation � Mass � Others � Customer Interface � Reliability � Life � � Mission Objective � Function � Form

MRB Reference No.:

AUTHORITY Design Fracture Control Product Assurance Project Manager

EQUIPMENT LEVEL

� Agreed � Not Agreed

Sign:


Sign:

� Agreed � Not Agreed Sign: Date:


Higher Level Authority Approval Signatories Required �� Yes �� No

SUB-SYSTEM LEVEL


Sign:


Sign:



PRIME CONTRACTOR


Sign:


Sign:



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Issue: 1 Date: 19.10.2006

Rev.: B Date: 26.06.2007


ANNEX C : CONTRACT CHANGE NOTICE

Contractor:

Contract No.:

CNN No.: Contract Change Notice Date:

WP REF.: MUP REF.:

TITLE OF AREA AFFECTED (WORK PACKAGE / MUP / ETC)

INITIATOR:

DESCRIPTION OF CHANGE

REASON FOR CHANGE

PRICE BREAKDOWN (Currency) / PRICE LEVEL

START OF WORK: EFFECT ON OTHER CONTRACT PROVISIONS

END OF WORK:

SUBCONTRACTOR

PROJECT MANAGER:

DATE:

CONTRACTS OFFICER: DATE:

CONTRACTOR

PROJECT MANAGER: DATE:


Agency

PROJECT MANAGER: DATE:
