Documentation Control Handbook

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Engineering

DOCUMENTATION
CONTROL HANDBOOK
CONFIGURATION
MANAGEMENT AND PRODUCT
LIFECYCLE MANAGEMENT
FOURTH EDITION

FRANK B. WATTS

Amsterdam • Boston • Heidelberg • London


New York • Oxford • Paris • San Diego
San Francisco • Singapore • Sydney • Tokyo
William Andrew is an imprint of Elsevier
Preface xiii

1. Introduction 1
What is Configuration Management 4
Between Engineering and Manufacturing 5
Configuration Management Ladder 7
Configuration Management Discipline 8
Configuration Management System 8
History of Configuration Management 9
Organization of Configuration Management 10
Document Control Function Responsibilities 12
Configuration Management Function Responsibilities 12
Distributed Configuration Management 14
Manager's Job . 14
Manager of Configuration Management 14
Organization Within Configuration Management 16
Configuration Management—What is It? 16
Summary r 19

2. Product Documentation 21
Document Formats and Standards 21
Body of a Part Drawing 27
Body of the Assembly Drawing 30
Controlled Engineering Parts List / 35
Units of Measure 35
Specification Control and Source Control Drawings 36
AML - QVL - AVL 36
General Specifications 39
Process Design Specifications 43
Document Groups and Control 44
Distributed Document Control/CM 47
Files, Master Docs, and Revision Control 48

3. Identification Numbers 51
Product Numbers and Model Numbers 52
Part Number Cycle 52
vi Contents

Version Numbers 54
Traceability 55
Serial Numbers 55
Part Numbers 56
Classification Coding 57
Naming Convention 58
Preferred and Alternate Parts 58
Significant vs Non-Significant Part Number 58
Recommended Part Number 59
Sketch Numbers 61
Part Number Assignment 62
Changing the Part Numbering System 63
Revision Numbers and Letters 64
Revision Levels 66
Page Revision Levels 67
Change Identification Number 67
What Gets a Part Number 68
Item Marking 69
Labels and Stickers 70

4. Interchangeability and Service Parts 73


Interchangeability Defined 73
Compatible 75
Interchangeable Always Applicable? 75
Service Parts and Assemblies 76
Interchangeable in All Applications 78
Interchangeability Examples ,• 78
Interchangeability Test 82
Part Number Change Logic 82
Form and Function 85
Field Units 86
PCB lnterchangeability/"Bug Fixes" 87
Interchangeability in Doubt 90

5. Bill of Material 93
BOM Data Responsibility 94
Data Dictionary 95
Item Master File 96
Design Engineering Data 96
Parent-Component Relationship 98
Contents vii

Marked-Up Parts List 98


Manufacturing Data 100
System Item Codes 100
Field Support Data 101
BOM Data Element Criteria 102
Structuring the BOM 110
Phantom Coding Solution 113
Common BOM Structure Problem 114
Unstructure the BOM 115
Structure and Pictorial Assembly Drawings 117
Structuring for Multiple Plant Build 118
Structuring to Stock an Item 118
Structuring to Buy an Item 118
Structuring to Ship Between Buildings/JIT/DFT 119
Structuring Firmware/Application Software 120
Structuring the Standard Assembly 121
One Product Structure 121
Structure Right the First Time 122
BOM Evolution 122
Design for Modularity 124
Modular Parts List 125
Modular BOM Benefits 126
Modular Forecasting and Scheduling 127
Order-Related BOM . 128
Customer-Configured BOM 128
The Perfect BOM 128
Referenced Documents in the BOM t 129
Configurator Software 130

6. Teams and Other Foundation Blocks 133


Cross-Functional Teams 134
Team Make Up 135
Team Responsibility 136
Team Meetings 136
Team Action List 138
Team Success 139
Team Measurement _ 140
Design Responsibility 140
Cognizant Engineer List 142
Other Function Engineers 143
viii Contents

Signature Responsibility 144


Delegated Design 144
Change Control Boards 145
Production Process Documentation 150
Fabricated Part Processing 150
Assembly Instructions 151
Process Document Control 152
Process Control Summary 153
Sales Document Control 154
Quality Document Control 154
Publications 154
On Time Publications 155
Lot Control 156
Shelf Life 157
Down-Level Drawings 158
Non-Conforming Material 159
Field Support 159
Field Change Order and Kit 160
Software (SW) and Firmware (FW) Control 161
ISO/QS/AS 163

7. Document Release and Product Lifecycle 165


Lifecycle Release Phases ' 166
Documents Tied to the Release Phase 168
The Revision Block 169
Lifecycle Phase Issues 169
Baseline-Lifecycle Phase Relationships 170
CM and the Release Process 171
Product Definition Phase 174
Product Development Phase 175
Product Pilot Phase 176
Product Production Phase 178
Product Phase Out 178
Management of the Release Process 179
Release Status Codes 180
Release Form and Signatures 180
Release Checklist . 182
Closing the Gap in Pilot 183
Catch-22 184
Lifecycle Release Process 184
Contents ix

Lifecycle Process Tasks 184


Lifecycle Release Flow Diagram 186
Measure the Lifecycle Process Time 188
Release Process Visibility 189

8. Change Requests 191


Field Failures 192
Reliability and Other Test Data 193
Material Review Boards (MRB) 193
Production Problems 194
Can Anyone Originate a Change? 194
Request for Change 195
Request Form Instruction 195
Avoid Temptation 198
Request Process Design 199
Request Flow/Procedure * 199
Request Process Measurement 201
Request Action Items List 201
Summary 202

9. Change Lifecycle Cost 203


Cost Estimating a Change 204
Design and Development Cost 204
Manufacturing and Field Costs 204
Materials and Parts Costs 204
Cost Policy 205
Who Estimates Change Cost ,• 205
Change Cost Payback 206
Which Requests/Changes to Estimate 207
Change Cost Form 207
Dollar Approvals 210
Charge-Back of Costs 211
Estimates Without Delay 211

10. Change M a n a g e m e n t 213


Why Change? 215
Change Types 216
Deviations, Waivers, Off-Specs, etc. 217
Change Urgency 219
Class of Change 222
x Contents

Fixes in a Change 223


Software Changes 224
What Goes into the ECO Package 225
Distribution of the ECO 227
Depiction of Adds and Deletes 228
Flag Notes 230
Mark Up Standard 230
Same As Except 232
Change Revision Drafting « 233
Queuing Changes 234
Advanced Document Change Notice 234
Who Signs What 236
Empower the Change Team 238
Change Impacts 238
Mark Ups in Production 239
Effectivity 239
Effectivity Responsibility 242
The Effectivity Pipeline 244
Disposition of Old Design Parts 245
Effectivity Planning 246
Effectivity and the Parts List 247
Effectivity/Make to Order 249
Effectivity/Batch Manufacturing ' 249
Sequencing Parts List Changes 249
Sequencing Changes to Part Design 250
Tracking the Change 252
Status Accounting or Traceability Reports 253
Change Modeling and Testing 254
ECO Package Revisions 255
Change Forms 255
ECO Online 257
Form Instruction - ECO 257
Facts Database 263
Cultural Change 263

11. Fast Change 265


Why is Process Speed Important? 265
Bone Pile Reduction and Other Benefits 267
Measure the Change Process Time 268
Publish Change Time Measurement 268
Contents xi

Change Process Points to Measure 270


Change Process Phases 272
Revision of Master Documents 272
Set Change Throughput Goals 274
Measure Volume and Reduce Backlog 275
Managing for Fast Change 277
Significance of Change Speed 279
a

12. Process Improvement/Work Flow Diagrams 281


Trolls 282
Establish Key Process Metrics and Publish Them 286
Design Change Process Improvements 286
Missionary Team Leader 287
Steps to Reinvent a Process 287
Continuous Improvement or Reinvent 289
Fast Change Work Flow 290
Change Work Flow Diagram 292
Engineering Work Flow 292
Point of No Return - Technical Release 294
Change Checklist 295
CM Change Work Flow 296
Manufacturing (Implementation) Work Flow 298
N
Quality Factor 300
A Case Study 301
Continuous Improvement 304
CM Implementation Critical Success Factors 305
System Redesign is Not Easy . 306

13. Process Standards and Audits 307


CM Policy 309
Writing and Formatting Standards 310
Best Practice for a Standard 313
Subjects to Standardize 314
Procedures • 315
Procedure in a Flow Diagram 318
Standards Manual 318
Training 319
Auditing the CM Processes 319
Audit Plan 320
Audit Frequency 321
xii Contents

Audit Follow Up 321


Train Without a Whistle 324

14. EDC and the Supply Chain 325


Supply Chain is Broken 326
Purchase Order - CM Boilerplate 329
ECO Sent to Supplier 330
Supply Chain Analysis 330
Supplier's Relationship with the Customer 331
Supplier BOM 331
Purchased Proprietary Assembly Changes 332
Customer Review and Approval of Changes 332
Change Approval Default Clause 333

15. Benchmarking 335


Benchmarking Pitfall 336
How to Benchmark , 336
Benchmarking Survey.. 337
Automotive Suppliers - Summary of Results 337
Survey - 58 University Seminar Attendees 343
Benchmark Report , 345
Interpretation of Surveys 346

16. Product Manufacturing Software 347


Current Software 347
Develop Your Own Software? 349
Software Purchased and Tailored 349
Purchasing Software 350
CM's Role in Software Choices 351
Software Trend 351
Validation 352
Software Question for This Century 352
Manufacturing Company Software (MCS) 353
CM Strategy Summarized 355
Education and Training 356

Reference and Reading List 359


Index 361

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