The following presentation was created for instructor-led classroom and virtual training.

1. The following presentation was created for instructor-led classroom and virtual training. The intended audience was technical end-users (engineers) and it was delivered globally by subject matter experts I had previously trained. I developed an accompanying instructor guide and preparation checklist for the trainers, along with a double-sided quick reference guide the learners could take with them for on-the-job assistance. NOTE: Proprietary images and verbiage have been removed or blocked. Links to websites and documents have been disabled. You can view the facilitator notes at the bottom of each screen. To enable the animation, press F5 on your keyboard to view the slides in presentation mode. Created by Lynéa Pytel

2. Document Management Best Practices Transitioning from Documentum to ###

3. Contents Course Overview Objectives Document Management Process • End-to-End • Projects • Roles • Roles Matrix Essential Information • Important Notes • Launch Details & Preparation • Help & Support • Start Project • Folders • Documents • Workflow

4. Course Overview This course describes best practices for document management and how to apply them when using the Windchill tool for managing documents. This course assumes a basic understanding of Windchill and it’s components and does not cover features and functionality of the tool. If you are not familiar with the Windchill tool, it’s recommended you complete the online training available via My Learning before continuing this course. Resources • Recommended Courses • ##TT0044 – Introduction to ###/Windchill for Document Management • ##TT0038 – Project Management for ProjectLink (Container Managers Only) • Lessons by Course Table of Contents

5. Objectives By the end of this course, you will: • Understand how to use the Windchill tool for Document Management • Recognize and apply document management best practices • Be ready to manage documents in Windchill Table of Contents

6. Document Management Process Table of Contents

7. Document Management Process End–to–End Table of Contents

8. Document Management Process Request Project • Must complete Project Request Form • Choose template • Functional • Program • Software & Peripherals • Export Compliance Restricted • Service Desk is container manager • Currently only ### & ### Project Created • Service desk creates project • SLA is 1 business day • Project is in “defined” state ` Projects Resources Creating and Editing Projects New Project Request Table of Contents

9. Document Management Process Add Team Members • Must be container manager to add members • Copy/Paste Roles • Roles • Project (container) Manager • Core team • Extended team • Document Reader • Guest (do not use!) Roles Resources Starting a Project (p. 9) New User Request Table of Contents

10. Document Management Process Roles Matrix Table of Contents

11. Document Management Process Start Project • Allows others to access project • Sends e-mail to assigned team members • Must be container manager Start Project I can’t find that document! I don’t have access to the project! Don’t forget to start the project! Resources That project doesn’t exist! Starting a Project The link to the document is broken! Table of Contents

12. Document Management Process Folder structure is pre-populated • dependent on Project Template selected during project creation • additional folders may be created as needed Folder Structure • Documentum vs. Windchill • Room = Container (Project) Folders Documentum Windchill Resources Creating Folders Table of Contents

13. Document Management Process Document Types • Program • General Create • Copy/duplicate • File Naming Edit • Check Out • Check In Move Document Mapping Documents Create a specific folder on your system to house documents you’ve checked out from Windchill so you’ll always know where to find them. Refer to the Document Mapping Guidelines to ensure documents are stored in the right project and folder. Always use the proper file naming convention when loading new documents into Windchill. Users outside the US should always use the New Multiple Documents icon, even if you’re only uploading one document. This feature takes advantage of the replica vaults which will provide better performance. Best Practice! Best Practice! Best Practice! Best Practice! Resources Create Project Documents Modify Project Documents Move Project Objects Document Mapping Guidelines Customize View Table of Contents

14. Document Management Process Route for Approval Review Document • Approve • Reject • Delegate Groups • Only Service Desk can modify Subscriptions Workflow Use the routing tools in Windchill to obtain approvals on project documents rather than e-mail. This way, you’ll be able to easily track the progress of the request, and the approvals will be stored in Windchill with the document. Best Practice! Resources Route Project Data Understanding Assignments Subscribe to a Document Table of Contents

15. Essential Information Table of Contents

16. Important Notes E-mail as Weblink Add to Clipboard Citrix Create links to a document rather than loading the same document in multiple places. Best Practice! Table of Contents

17. Launch Details & Preparation ### 1.2 Project Timeline Go-Live • ~ 3000 users • ~ 400 projects • Data Migration System Configuration Jan. 2 Feb. 2 Feb. 14   Dec. 8 Feb. 2 Nov. 17 • Documentum data moved to shared drive • Users manually move documents • to Windchill • Documentum becomes read-only Users must keep track of all changes made in Documentum Users must manually move updated documents from Documentum to Windchill Resources Data Migration Job Aid New Project Request Table of Contents

18. Help & Support Power Users Training Servers: Austin, Shanghai, Xiamen ### Connection Lessons (tutorials) FAQ’s Job Aids Daisy CCSS (Service Desk)(24 x 5, M-F) • New Requests • Submit ### WOW Forms • SLA • New Project Containers = 1 Business Day • New User Requests = 3 Business Days • Trouble Tickets • Submit via Daisy • SLA • Severity 1 or 2 = 4 hour resolution target • Severity 3 = 72 hour resolution target • Severity 4 = 144 hour resolution target • Severity 5 = 360 hour resolution target Resources Training Server Practice Exercises Log in to ### Table of Contents

19. Q & A Table of Contents