prepska documentation standards, handling and control

MGT-040.010.010-MP-001Revision : C5.4 Minimum requirements for drawings ..................................................................... 166 SUBMISSION, HANDLING AND CONTROL OF DOCUMENTS .......................................... 176.1 Central repository.................................................................................................. 176.1.1 Documents to be submitted ........................................................................... 176.2 Document handling and control............................................................................. 176.2.1 Document number request ............................................................................. 176.2.2 Document submission .................................................................................... 186.2.3 Document approvals ...................................................................................... 196.2.4 Confidential documents ................................................................................. 196.2.5 Change requests and control ......................................................................... 196.2.6 Document review process and procedures .................................................... 206.2.7 Master record index ....................................................................................... 20LIST OF FIGURESFigure 1: Example PDS (document number). ...................................................................... 14Figure 2: Example PDS (ICD numbering). ........................................................................... 152009-04-02 Page 4 of 20

MGT-040.010.010-MP-001Revision : C1 INTRODUCTION1.1 Purpose of the documentThe purpose of this document is to serve as a common standard for document numbering,formatting and handling for the SKA project.A secondary aim is to achieve a high level of documentation quality and as such improve thequality of the engineering process and reduce rework.1.2 Scope of the documentThis document describes the numbering and formatting standards of documentation that willbe prepared during the SKA project. The handling and control of these documents are alsodescribed in more detail and guidance is provided on repositories, reviews and changemanagement.2009-04-02 Page 6 of 20

MGT-040.010.010-MP-001Revision : C2 REFERENCES2.1 Applicable documentsThe following documents are applicable to the extent stated herein. In the event of conflictbetween the contents of the applicable documents and this document, the applicabledocuments shall take precedence.[1] SPDO Document, ‘Systems Engineering Management Plan’, document numberWP2-005.010.030-MP-001.2.2 Reference documentsThe following documents are referenced in this document. In the event of conflict betweenthe contents of the referenced documents and this document, this document shall takeprecedence:[2] ALMA Document, “ALMA Documentation Standards”, document numberALMA-80.02.00.00-003-G-STD, version G, dated 2004-06-28.[3] ALMA Document, “ALMA Documentation Control Plan”, document numberALMA-80.02.00-011-F-PLA, version F, dated 2006-03-23.[4] PrepSKA WP2 PDS Structure, document to be generated.[5] SPDO Document, ‘Document Type List’, document numberMGT-040.010.010-DTL-0012009-04-02 Page 7 of 20

MGT-040.010.010-MP-001Revision : C4.5 Electronic file namesThe electronic file name of the document shall reflect the full document number, asdescribed in paragraph 5, of the relevant document.Apart from the document number the electronic file name must also include a very shortindication of the title/description of the document.The utilisation of spaces and brackets in filenames is to be avoided.4.5.1 Title/Description filedThe title or description of the document to be added to the document electronic file namemust be: As short as possible Separated from the rest of the name with underscores Preferably one continuous field without spacesExamples are:Requirement Specification for the feed: FeedReqSpecSoftware design document for the master controller: MstrCtrlSWDesignNo formal requirement and limit is going to be placed on this field but the requirements asset out above must be taken into account when adding this field. The total length of theentire electronic filename shall not exceed 50 characters.4.5.2 PDF filesAs an example the PDF file of the Requirement Specification described in paragraph 5.2.6shall have the electronic file name of:WP2-020.030.020-RS-001-A_DishReqSpec.pdfThe Microsoft Office equivalent of this document shall be:WP2-020.030.020-RS-001-A_DishReqSpec.doc2009-04-02 Page 10 of 20

MGT-040.010.010-MP-001Revision : C4.5.3 CAD filesCAD files can remain in the original format of the CAD package being utilised but must bezipped for delivery. The drawing generated from these files shall be in PDF format and thefiles names shall adhere to the rules as set out above.4.5.4 Interface Control DocumentsInterface control document (ICD) file names shall adhere to the rules as set out above. Forexample the PDF version of the ICD utilised as an example in paragraph 5.3 shall have theelectronic filename of:WP2-025.045.010-025.060.010-ICD-001-A.pdfDue to the already quite long file name no descriptive filed will be added. This is onlyapplicable to interface control documents.4.5.5 Source code and executablesSource code and executables to be delivered shall remain in their original formats but shallbe zipped before delivery.4.5.6 OtherThe electronic file names of other documents such as Microsoft Office files shall adhere tothe rules as set out above with the exception of the type which will be either .doc, .ppt, .mdbor .xls.Zipped files shall adhere to generally available standard zip tools such as WinZIP®. Nopassword protection will be applied.2009-04-02 Page 11 of 20

MGT-040.010.010-MP-001Revision : C5 DOCUMENT NUMBERING5.1 GeneralAll documents developed specifically for PrepSKA shall reflect the document numberingscheme as described in this document. Documents developed as part of other projects(example pathfinders) which are delivered as part of the PrepSKA phase shall at least besupplied with a completed cover page (similar to the front page of this document) reflectingthe PrepSKA numbering scheme as described in this document. The document will be filedin the central repository under the PrepSKA number.All documents numbered utilising the numbering scheme as described in this document shallreflect the complete number as described in the next paragraph. In other words, allcomponents of the number shall be present and be complete.5.2 FormatThe PrepSKA documents shall be numbered using the following format:CCC-PPP.PPP.PPP-TTT-SSSWhere:CCC is the project code,PPP.PPP.PPP is the product breakdown structure number,TTT is the document type, SSS is the sequence numberCapital letters shall be used for all components of the document number.5.2.1 Project codeThe project code for documents shall be one of the following:Management – MGTScience – SCIPrepSKA WP2 – WP2PrepSKA WP3 – WP3PrepSKA WP4 – WP42009-04-02 Page 12 of 20

MGT-040.010.010-MP-001Revision : CPrepSKA WP5 – WP5PrepSKA WP6 – WP65.2.2 Product breakdown structure numberThe Project Documentation Structure (PDS) is a hierarchical tree structure based on thesubdivision of the SKA into its major components. The PDS consists of three levels only witheach of the pairs of the PDS number representing a specific level within the structure. Detailon the PDS and the relevant numbers are provided in [4].The PDS numbers as reflected in the document number format must always be provided asa full set of three two digit pairs.5.2.3 Sequence numberThe sequence number is a sequential number assigned to documents within the PDS. Themain aim is to distinguish documents of the same type within the same level of the PDS. Forexample, there may be several Management Reports being generated at ProjectManagement level, each report dealing with a different subject. However, the PDS numberand document type of the documents may be the same and therefore the sequence numberwill differentiate between these documents as being different.The sequence number consists of three digits and will start at 001.Every document number will reflect a sequence number even though there may not besimilar documents within the same PDS level.5.2.4 Document typeThe document type field provides an indication of the group of documents to which theparticular documents belong too. For example, all Requirement Specifications will reflect RSas the document type.The document type may vary between two and four alphabetical digits. A complete list ofdocument types is presented in [5].5.2.5 Revision numberThe revision number of the document shall provide an indication of the status of thedocument. Therefore all draft documents shall be numbered alphabetically starting with Athen B then C etc.2009-04-02 Page 13 of 20

MGT-040.010.010-MP-001Revision : CAs soon as a document has been approved the revision shall be raised to a numericalnumber starting with 1.Any updates to an already approved document shall be indicated by the addition of analphabetical number following the approved revision‟s number. For example, 1A will indicatea first update of revision 1 but will also indicate that that the update has not been approvedyet. As soon as the update has been approved the revision of the document will be raised to2.5.2.6 ExampleFor illustration purposes consider the structure as presented in Figure 1. The first draft of theRequirement Specification for the dish system shall be numbered:WP2-020.030.020-RS-001-AFigure 1: Example PDS (document number).5.3 Interface control documentsAll interfaces specifically developed during WP2 shall be numbered. Interface documentsmay include word processed documents, drawings, tables, lists etc.2009-04-02 Page 14 of 20

MGT-040.010.010-MP-001Revision : CBecause ICD‟s will refer to two elements within the PDS all ICD‟s document numbers shallrefer to both elements and shall be numbered as follows:Where:CCC-PPP.PPP.PPP-QQQ.QQQ.QQQ-TTT-SSS-RRCCC is the project code (WP2 or WP3),PPP.PPP.PPP is the PDS number of the first element involved in the interface,QQQ.QQQ.QQQ is the PDS number of the second element involved in the interface,TTT is the document type,SSS is the sequence number, and RR is the revision numberCapital letters shall be used for all components of the document number.The definition of the fields within the number is the same as described in paragraph 5.2.For illustration purposes consider the structure as presented in Figure 2. The first draft of theICD between the PAF LNA power supply and the PAF pedestal UPS will be numbered:WP2-025.045.010-025.060.010-ICD-001-AFigure 2: Example PDS (ICD numbering).In general it will be recommended that the owner of the ICD gets reflected by the first part ofthe number. In the example above this will imply that the owner of the ICD is the LNA. Formore on ownership of ICDs refer to [1].2009-04-02 Page 15 of 20

MGT-040.010.010-MP-001Revision : C5.4 Minimum requirements for drawingsEach drawing shall contain a title block and shall at least include the following information:Units of measureDrawing numberDrawing titleRevisionScaleNumber of sheetsNames, dates and signatures of drawing creator, checker and approval party.2009-04-02 Page 16 of 20

ehoeftige wezens en lijken in veel opzichten op de Anunnaki van destijds.Maar dat laatste had Satan/Enlil destijds al voorspeld.Maar Lucifer/Enki heeft nog een andere naam; Aquarius, de waterman. Hijontwierp de eerste irrigatiesystemen om de akkers in drogere gebieden vanwater te voorzien. Deze naam verwijst naar het sterrenbeeld uit de dierenriemen ‘de nieuwe tijd’, The New Age, een periode van vrede en saamhorigheiddie na 21 december 2012 zijn intrede zal doen. Ook wordt Aquarius doorvelen in verband gebracht met de 11:11 code. Hiermee wordt dezelfde‘persoon’ van het ene op het andere moment opeens in een totaal anderlicht geplaatst. Het geeft me een heerlijk gevoel. Ik kan niet wachten tot deleugen plaats heeft gemaakt voor de waarheid.En dan nu die andere engelen. Zoals eerder gezegd, de gevallen engelenkwamen vanaf een andere planeet, want in ons zonnestelsel draaide nogeen planeet mee. Sommige noemen ‘m Planet X, een andere naam isNiburu. Ook op de eerder genoemde kleitabletten is deze planeet getekend.Niburu raakte in verval als gevolg van de roep om meer, meer, meer. Deatmosfeer raakte zwaar beschadigd en haar bewoners zochten hun heil ineen kunstmatige ‘ondergrondse’ omgeving. Uiteindelijk is de planeetgestorven en ten onder gegaan. De bewoners van Niburu stierven en drevenals zielen naar de Aarde. Want de springlevende Aarde en onze aanbidding,was voor hen de aantrekkingskracht hier naar toe te komen.Je kunt ze beschouwen als je verre ooms en tantes, want het was tenslottedirecte familie van de eerste mens. Als gevolg van deze aantrekkingskrachtverblijven de engelen aan gene zijde, waar ze je na je dood liefdevolopvangen en verzorgen alsof je hun kind bent. Maar hier op Aarde smekenom hun hulp, is het bewijs dat je het nog niet alleen kunt. Ze moedigen je aanop eigen benen te gaan staan, eindelijk de waarheid te ontsluieren en nietdezelfde fout als zij te maken.16

MGT-040.010.010-MP-001Revision : CThe CM will add the allocated number to the central Master Record Index (MRI) and publishthe MRI online.Any request for a change to or a cancellation of document number must be forwarded to theCM who will provide an updated number or cancel the pervious request. These changes willbe reflected on the MRI.6.2.2 Document submissionOnce generated the document shall be submitted to the central SPDO repository. Theelectronic file naming, formatting and numbering as set out in paragraphs 4 and 5 shall beadhered to at each submission.It is encouraged that documents be submitted as regularly as possible to enable an effectivehistory trail of the document to be created and maintained.Documents shall, as a minimum, be submitted to the repository before review events.Once submitted to the repository the relevant revision of the document shall be viewed asbaselined. This will imply that for subsequent publications of the document the revision of thedocument will have to be updated. For example, in the event that Revision D of a particulardocument has been submitted to the repository the next revision of the document will be E.Note that the document will also not be raised to revision E before revision D has not beensubmitted to the repository.Submission of electronic documents to the repository shall be by e-mail or ftp (for largedocuments. As soon as the document has been received by the CM a confirmation of receiptwill be sent to the person that submitted the document. Depending on the nature of thedocument, the document will be entered into the database and will be made visible online.Confidential documents will not be made visible online, please refer to paragraph 6.2.4 for amore detailed description of the handling of confidential documents.It is recognised that certain documents may be available in paper format only. Thesedocuments must be submitted to the repository either by hand or post delivery. Upon receiptof the paper copy of the document the document shall be scanned to a pdf format by theCM. The paper copy shall be filed in the repository and except for confidential documents,the scanned pdf versions of the paper documents shall be made available online.2009-04-02 Page 18 of 20

MGT-040.010.010-MP-001Revision : C6.2.3 Document approvalsDocuments to be approved by the SPDO (or other parties) will be identified and be agreed toas early as possible within each of the work packages.In general the approval of documents will be performed at the conclusion of formal designreviews such as the Preliminary Design Review (PDR) or Critical Design Review (CDR).Approvals outside these events will be allowed and it will be the responsibility of the personor institution that generated the document to manage the approval process.6.2.4 Confidential documentsConfidential documents shall be filed in a separate section within the central repository.Access to these documents will be limited and will be controlled by the CM. Electronicscanned copies of the documents will be made for backup purposes only.Confidential documents must be clearly identified as such upon delivery (verbal or in print) toensure that handling of the document will be in accordance with procedures.Copies of confidential documents will only be allowed once written (letter or e-mail) has beenobtained from the document owner. A register detailing the number of copies and recipientsof the copies shall be maintained by the SPDO CM.Due to the complexity in Confidential Document handling the classification must be welljustified and motivated which will be filed with the document. In addition a proposeddistribution list will be submitted to ensure correct handling and distribution of the documentfrom the SPDO CM.6.2.5 Change requests and controlChange requests are only applicable to formally signed and approved documents such asspecifications and interface control documents.In the event that a document under change control needs to be updated or changed outsideformal design reviews a change request will have to be raised by the person or institutionrequesting the change.The change management process shall be described in detail in the System EngineeringManagement Plan (SEMP) [1].A template for change requests shall be developed by the SPDO.2009-04-02 Page 19 of 20

MGT-040.010.010-MP-001Revision : C6.2.6 Document review process and proceduresThe documentation review process and procedure shall be described in detail in thePrepSKA SEMP [1].6.2.7 Master record indexA Master Record Index (MRI) shall be compiled and be maintained by the SPDO CM. Theinformation contained within the MRI shall include:a. Document Numberb. Document Titlec. Short document Descriptiond. Document Revisione. Authorf. Document Dateg. Document under change control (Yes/No)h. Status:i. Number allocatedii. Draftiii. Approvedi. Physical Location of Master document (if applicable)j. Distribution list (if applicable)As indicated the MRI shall be available online and shall serve as the main reference fordocumentation available on the project.2009-04-02 Page 20 of 20