Planned Document Management Improvements

1. Planned Document Management Improvements Rob McKercher, Iain Goodenow, George Angeli

2. DocuShare Upgrades • Upgrade to Newest Version (6.6) • Repaired indexing appears to have made search more effective, reliable • Quick Search function added • More intuitive • Appears as DocuShare Home page • Customizable • Activate Guest Access • Enables read access w/out a DocuShare account to documents w/ public release status • Links to preferred versions can be added to project web pages, presentations, Confluence, JIRA, etc. • Archive Server • Separate legacy documents from required, living, frequently accessed documents • Construction archive on production server • Search defaults to production server; can toggle to search archive server

3. Construction Archive • Required, Living, Frequently Accessed Documents • Folder Structure Based on WBS • Further parsed by categories of typically generated documents • Permissions Set at Collection Level • Objects w/ collection have same permissions as collection – some exceptions might apply • Permissions Assigned to Groups • Individuals assigned to a group or groups; their permissions governed by the groups to which they belong • Add New Custom Object Types • For documents not subject to change control • Get away from every uncontrolled document being lumped together with the “Document” handle • Better indexed searching • Minutes, Report, Presentation, Agreement, Trade Study, others as need indentified • Object specific metadata

4. Archive Landing Page • Replace DocuShare Link on Project Website w/ Pathfinder • Provide enough standard functionality to allow documentation access without having to enter the “guts” of DocuShare • Links to Key Documents • Baseline, policies, etc. • Commonly Performed Operations • Access by known handle • View document, view properties, upload new version • See what’s new to the archive • Frequently Used Searches • Example: List all LTS objects • Upload Feature for New Documents • Select object type from drop down • Routed to appropriate DocuShare holding collection, notification sent to librarian(s) who assign home collection • Link to DocuShare for Those Who Have Reason to Go There

5. Policies Clarifications, Proposed • DocuShare Intended As Documentation Archive/Library • Document Management Policy (LPM-51) Governs Archive Procedures • Change Control Process (LPM-19) Governs Configuration Control • NSF Requires (per CSA & Large Facilities Manual) • Secure document archive accessible to NSF, preferably electronic • At minimum • MOUs • Architectural, engineering, shop, and as-built drawings • Correspondence identifying problems, resolution, final decision • Contingency log • Change Request and approval • System integration, commissioning, testing & acceptance plans and results • Systems Engineering Needs • Anything purported to be an official project document • Plans, Policies, Procedures • Budgets and Schedules • Financial Records • EVM and Status Reports • Vendor Proposal, contracts and reports • Risk Registers • Design Documents, including detailed designs, architectural, designs, analysis and modeling documents with calculations/models, fabricationand shipping documentation • CAD models • Software Source Code • Technical Notes clarifying LSST specifications, design, fabrication, commissioning, operations • Safety Documents, including hazard analysis and incident reports • Quality Assurance Documents • Meeting Minutes and Internal Memos • Project Standards, Guidelines, Templates • Operation and Maintenance Plans, User Guides

6. Policies Clarifications, Proposed cont. • No Agency Requirement for a Single Repository • PDM works already in place for drawings • GIT already used for software source code • Paper files may be appropriate for contracts and financial records • No Expectation for DocuShare to be Used as Collaborative Tool • JIRA should be used for issue tracking and resolution • Confluence should be used for collaboration • Working group iterations of document revisions, etc. • Can be cross-referenced with links • Documents should be in DocuShare, with JIRA and Confluence containing links to handle • Document description field or comments in DocuShare can contain links to JIRA and Confluence • Final, “Released” Versions of Required Documents Must be In DocuShare • Draft iterations produced by an individual, team, or working group in an effort to produce a new release of required document need not be in DocuShare • Drafts ready for Project-wide review shall be in DocuShare

7. Policies Clarifications, Proposed cont. • Controlled Documents • LPM, LSE are controlled at the Project-Level – subject to LPM-19 • LDM, LCA, LTS, LPO controlled at the subsystem level – subject to subsystem procedures • Currently, write and manage privileges for Project-controlled documents are restricted to members of the Controlled Documents Group • All other object types are non-controlled • Librarians • Document Specialist and representatives from each subsystem coordinate folder structure, object types needed, object locations, metadata