Interim migration of electronic data of the
SEM and FDS department’s to separate file servers.
Overview and implementation plan
Mechanical Design Department
Interim migration of electronic data of the
SEM and FDS department’s to separate file servers.
Introduction:
This document is based on the need for file access by the SEM department as outlined by P. Budrunas during a meeting on January 31, 2001.
Purpose:
To establish security for design documents on the FDS department’s archive server.
To create a secure file server for the SEM department and the ability to share electronic documents between departments.
Overview:
Security will be achieved by creating separate file servers for each department, by separating archive data belonging to each department, and by establishing security policies for each department as shown in figure 1. Each department will have full control over their own documents, but will have only limited access to documents of the other department.
Modified or new documents can be introduced into the system through a holding bin. This holding bin is accessible by both groups, but the FDS department is responsible of moving the data copied into this directory for further distribution to the appropriate directories or departments.
Figure 1
Schematic overview of department permissions.
Permissions:
SEM department has full control over the SEM file server, read and write permission to holding bin, and only read access to the FDS department archive server (MDCAD\FDS).
Individual permissions to the SEM department server are established by the SEM department head.
FDS department has full control over the archive server (MDCAD\FDS) and the holding bin, but only read access to the SEM department server.
Individual permissions to the FDS department server are established by the FDS department head.
Archive documents:
Issued documents in general reside on the FDS archive server, but can be viewed without restrictions by the SEM department. Documents that need to be modified can be copied to a local hard drive or to the SEM file server and at a later time be reintroduced to the system. New documents can also be introduced into this system. See figure 2 for a complete document flow chart.
Figure 2
Document flow chart
Document viewing:
Documents can be view directly from the FDS Archive server. No action is required.
Document revision:
Documents or entire folders requiring revision can be copied from the FDS archive server to the local hard drive or the SEM file server. Documents can be modified and new documents can be added by the SEM department as required.
See also Appendix A.
Release to document control:
Documents prepared by SEM department and that are ready for final issue and distribution, should be copied to the holding bin. An E-mail to the FDS department Supervisor will set the submittal process in motion.
Design Package:
Design packages consist of electronic files and hard copy documents including sketches. When a design package is ready for design and drafting, the SEM responsible Engineer and / or Supervisor will copy the electronic files into the holding bin. Hardcopies with supporting documentation will be submitted to the FDS group Supervisor.
Review and approval package:
A design package ready for review can move freely between the SEM department and the FDS department for comments and updates. Only hard copies need to be submitted. Updates to the electronic files will be done by the FDS department directly to the files on the FDS archive server.
An approved design package ready for issue can be submitted to the FDS department Designer and/or Supervisor. A completed design package consists of signed hard copies and other relevant document pertaining to that project. FDS group Supervisor will prepare package (hard copies and electronic files) and submit to the Document Control department for processing.
Holding bin:
The holding bin acts as storage area of electronic documents submitted by the SEM department to Document Control for release or for documents that are to be used by the FDS department for design and/or drafting. Files submitted should be moved to the appropriate directories on the FDS archive server or departments. This holding bin is to be maintained by the FDS department Supervisor.
Concurrent document changes:
The SEM department and FDS department’s Engineering, Design and Drafting responsibilities are assigned in such a manner that it is very unlikely that concurrent design will happen. The described design flow does not allow for such. Concurrent design will be addressed with the implementation of SmarTeam. In the unlikely event that concurrent design is suspected, the AXIOM DgnCompare program can be used to verify any concurrent design. If concurrent design is established then the FDS department should take corrective measures.
Preparations:
Add new folder: MDCAD\FSD
Add new folder: MDCAD\ holding_bin
Add new global group: MD FDS
Add all FDS member with full control to MD FDS global group
Implementation:
Set permissions for:
SEM global group to the MDCAD\FSD to read only
SEM global group to the MDCAD\ holding bin to read only
MD FDS global group to the MDCAD\FDS and MDCAD\ holding_bin to full control
For FDS members, redirect the F:\dirve from MDCAD\ARCH to MDCAD\FDS in the remap batch file.
For SEM members, redirect the F:\dirve from MDCAD\ARCH to GROUPS\SEM in the remap batch file.
Move all FDS data from MDCAD\ARCH to GROUPS\MDCAD\FDS directory.
Move all SEM data from MDCAD\ARCH to GROUPS\SEM directory.
MicroStation resources:
MicroStation resources such as font, color table, line style, seed files and libraries are to reside on both servers in the same manner (directory, subdirectory and files naming) as currently on the F:\ drive.
MicroStation resources will be addressed again in the future when migrating to the next MicroStation version and the implementation of SmarTeam PDM system.
MicroStation Reference files:
MicroStation itself generally resolves reference file attachments. If MicroStation fails to attach / locate reference files, it can be easily attached manually. For manually changing reference file path, see Appendix B.
Conclusion:
Since only an interim solution is outlined in this document, a long-term solution will be proposed with the implementation of the SmarTeam PDM system. Below is a schematic overview of the proposed SmarTeam archive vault.