Document management and project management
A PLM system comprises a large number of specialized functions that support different activities in the product realization process. In the fourth part of the PLM school, we will focus on two of the broadest function areas, namely document management and project management. Using these functions, the PLM system supports many processes, pertains to large parts of the organization (or outside it) and a large section of a product’s lifecycle – the meaning and content of the concept of “lifecycle management” is broadened.
Documents that define the product
One of the fundamental ideas behind PLM is that information is to be organized so that it reflects the operations of the company, in the form of organization, products and processes. In “classic” PDM we know this as the product structure (BOM) with accompanying documents. Focus has traditionally been placed on documents that are specifying (governing) for the product, such as designs, models and other specifications. A document in this context is comprised of two elements: metadata, descriptive information such as document number, description, status or author, and the files that form the actual content of the document.
What about all of the other documents?
A product has many documents related to it other than merely CAD designs, for example. Theses include specifications, production data, instruction manuals, regulations, etc. What are these documents? They may be more important to other users than just the product developer. Since document management is already a basic function in the PLM system, clear advantages are obtained from handling all types of documents, not just specifying documents in the same system. Flexible classification, attribute setup and free text searches that make it easier to find your own way in very large document archives are some of the extra benefits that are included. Access control, lifecycle and electronic signatures ensure the integrity and quality of the document. For many companies, document management is perhaps the most important area when starting a PLM process.
Fig. The PLM system keeps track of all types of product-related documentation: CAD designs, datasheets, manuals, packaging, production data, etc.
Rich functionality inbuilt in document management
Modern-day PLM systems contain functionality that was previously only found in pure document-management systems. The possibilities for organizing and classifying documents are extensive and enable distinctions to be made between the handling of formal and informal documents. A document may comprise one or more files that the system keeps in order in the form of versions. The fact that the system can distinguish between different types of documents also makes it easy to create automatic allocation of document templates. Automatic conversion to PDF and other presentation formats renders the information easily accessible to all categories of users. The content of the documents can be indexed in a search engine, which combined with the search functions of the PLM system provides a highly efficient search option.
Electronic work flows supporting the development process
Formal documents usually have a clearly defined process for establishing, review, approval and distribution. Electronic work flows contribute to making these function significantly more efficiently than for paper documents and significantly more securely than files distributed by e-mail. The system ensures that released documents cannot be subsequently changed and review checks enable control of historical data. Companies exchanging large volumes of documents with their customers and suppliers can benefit from this transmittal functionality (handling a collection of documents) that provides complete traceability of sent and received documents.
Desktop PLM
Many of the documents belonging to a PLM system are produced by users who do not work with advanced IT systems everyday and who require simple and recognizable user interfaces. This can be achieved by making the most important functions accessible from within the applications used by these users on a daily basis, such as Microsoft Office, thereby significantly reducing needs for providing training in another new system. Solutions that “translate” the structures (for example the BOM) from the PLM system to well-known folder structures in Explorer also exist, making the documents accessible directly from the desktop exactly as the user is accustomed to. The disadvantage of such solutions is that the possibility of users understanding the overall context in which the document appears is limited since the information is “oversimplified” to folders and files.
This type of integration also usually includes functionality for transferring metadata between the PLM system and the actual file so that, for example, the attribute of “Title” in the PLM system can be transferred to the header in a Word document, or that information about the file, such as the number of words, can be transferred in the opposite direction.
Product and project closely interlinked
The development of new products involves complicated projects, many parties and – in particular – large volumes of information. It is a clear advantage to be able to structure and share this information in a secure and efficient manner, even before reaching the design stage. The carrying information structure will then constitute the actual project, with its activities, milestones and deliveries. When the product begins to materialize, the traditional BOM takes over.
In a previous article, we saw that the aim of PLM is to handle product-related information throughout the product’s lifecycle. The product’s lifecycle is in many cases closely linked to one or more projects, where the activities that define and realize the product are planned and monitored. Accordingly, in many situations it will be valuable to see this context and handle product and project information in the same system.
Dig. Connection between the product’s lifecycle and the phases of the project in the same system!
Project management in PLM
There are two main reasons for handling project information in a PLM system. The first is needed to make the project plan and progress visible to all members of the project team. The second, and perhaps most important reason, is to efficiently follow up the project’s deliverables, which in a product development project are usually in the form of documents or other product descriptions.
To achieve this, information is organized around a WBS (Work Breakdown Structure), which typically comprises phases, activities and milestones. A document can be defined as a deliverable from an activity for which a specific person is responsible. This makes it simple for the individual to gain an overview of the documents that are to be completed by a certain date. It makes it much easier for the project manager to monitor the status of the project. If the documents are not finished then nor is the activity. At a higher level, several projects can be combined in a program and key information can be summarized from this to provide management with a better view of the status of the projects.
Standardization of project models
Defining project templates in the PLM system contributes to implementing the projects in the same manner every time, at the least at an overall level. Many companies have set milestones that are always to be included in a project plan. These milestones are decision points where it is often required that specified documents are to be completed, for example, launch plans, consequence analyses, risk assessments and similar. These obligatory documents may also form part of the project template. This is a good example of how central quality processes can be lifted from the quality manual and be made “alive” in a PLM system.
Integration with other systems
Project management in a PLM system is the most valuable for implementing and following up activities. Other disciplines, such as planning and financial control of the project, have different systems that are better suited to them. It is often natural to exchange information with these systems through integration, for example to desktop tools such as Microsoft Project to efficiently update the project plan, or to the ERP system to follow up hours and costs accrued.
Summary – the number of applications can be reduced with PLM
We looked at two of the most important function areas in a PLM system, namely document management and project management. Depending on the type of operations, these are common extensions of the solution once PDM and CAD management is in place.
A PLM system is not necessarily as function-rich as specialist systems for these systems, but the advantage of having all of the information accessible in one and the same system is a compelling argument for many