Drawing

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Drawing DocumentManagement Systemor DMS

• Introduction to the System
• and its Features

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Introduction
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Management
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Introduction

• Our Goal To provide our clients with a simple
  user friendly facility that will allow them to
  find, print and maintain their documentation.

• This is achieved in two main ways
• Removing the complications associated with owning
  and maintaining a software package.
• Providing a simple yet effective user friendly
  alternative.

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What you might have

• Documents stored electronically on a server, hard
  drive, collection of CDs or emails.
• Paper copies of original documents e.g. A0
  drawings and plans, red line drawing mark-ups.
• Several revisions of files making it hard to keep
  track of what is accurate and up to date.
• Many different people all needing access to the
  same files e.g. planners, technicians and
  drafters.
• Little time to worry about such things!

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What you need

• A central location to store all of the document
  types you want managed and controlled.
• Easy access for your planners, technicians,
  drafters and anyone else who needs it.
• Peace of mind knowing your files are up to date,
  secure and regularly backed up.
• Tools and utilities to make managing your
  documents simple.

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What PLC Solutions can do for you

• Set up an online or onsite DMS. This system will
  track revisions, record document history and
  also has the ability for you to add comments or
  attachments to your documents.
• Scan any paper copies to PDF format and manage
  them in the system (up to A0 in colour).
• Electrical drawing creation or mark-ups.
• Keep the software updated, send you regular
  backups of your files and provide phone or email
  support.
• On site training as required.

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DMS Features Close Up

• Different user permissions.
• PDF versions of each file for easy viewing and
  printing.
• Add new or revised files in either single or
  bulk or get us to do it!
• Export and import to the system in excel friendly
  .csv format.
• Generate reports straight from the system for
  uploads, downloads, users or documents under
  change.

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Additional Features Available

• Maintain a list of Critical Equipment (confined
  spaces, fire systems etc.) linking these to
  managed documents.
• Create Standard Jobs with inspection sheets and
  links to managed documents that can be easily
  printed out from the system.
• Manage Project Documentation with extra features
  such as contractor access, issue tracking and
  in-depth history for each document.

End of Introduction
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Introduction
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Management
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Searching
The facility to search for and use documents is
one of the most important for any document
management system. Therefore the PLC Solutions
DMS is primarily built around this purpose. The
system can be tailored to match each sites
unique set up, meaning that different search
methods will be better for some users over
others. Before we have a look at the 3 searching
methods we will briefly look at some particulars
with searching.
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The Dashboard
The main page of the DMS where searches and
downloads occur. There will be differences on the
dashboard depending on your user level in the
system.
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Things to Know - Limits
There is a limit on the results you will be shown
after a search - to ensure the webpage is not
over loaded with results. If you have more
results than the limit the box to the right will
be shown. You can either refine the search or
increase your search limit.
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Things to Know Partial Searches
You can search on parts of a document number or
document key words in the system. For
example Document Number 123-45-789 Good Number
Searches 123 , 45-7 , 789 Bad Number Searches
345 (missing -) Document Keywords CV101
Conveyor Single Line Drawing SLD Good Keyword
Searches CV101 , 101 Con , CV SLD , Conveyor
Single Bad Keyword Searches CV-101 (no -) , Con
Singleline (needs space)
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1. Document Number Searching
Every document in the DMS, whether it is a
drawing, manual or work procedure, is given a
document number. It could be a drawing number
from a titleblock or a site approved naming
standard for manuals and procedures. You can
search on this number.
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2. Keyword Searching
Every document in the DMS can have up to 6 lines
of description these descriptions are used for
Keyword Searches. They can include any
information required, and naturally the more
information stored in the system the more likely
it is to be easily found. These descriptions are
easily edited by someone with the right
permissions.
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3. Category and Filter Searching
Every document in the DMS must be given a
Category and Sub Category, and can be given up to
10 Filters. By selecting any one of these drop
down boxes the rest will reduce their contents to
items only matching that filter. For example
select Plant Type Conveyor and Tag Numbers limits
itself to CV numbers.
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Typical Categories and Filters
Categories CHPP Civil Sub Categories
MCC or Tag Numbers CHPP Electrical Process
Areas CHPP Mechanical Document Types Raw
Coal Train Loading Safety Documents Site
Services Filters Document Type Drawing
Type Plant Type Project Tag
Number Discipline Manufacturer
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Combination Searching
As you experience DMS searching you might start
using a combination of any of the 3 search
methods Document Number 123-45-789 Document
Keywords CV101 Conveyor Single Line Drawing
SLD First Select the Category CHPP
Electrical Then the Filter Plant Type
Conveyor You could then select the Filter Tag
Number CV101 Or perhaps the Filter Drawing Type
Single Line This sort of searching can be done in
any order and can contain as much or as little
criteria as you need to find the document. If the
information is well set up simply selecting a tag
number for example might get you where you need
to be.
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Listed Results
Once you have a successful search you will see
results listed like below. By clicking on the
links on the right side of the page you can
download a single document, either its original
or a PDF copy (base users will only have the PDF
option). You can also use the tick boxes on the
left of the page to select multiple documents and
then use one of the tools on the bottom of the
dashboard (see next slide).
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Downloading Tools
You can download multiple original or PDF
documents, create a PDF book of them or mark
selected as Under Change. You can also add
documents to the Cart from multiple searches and
then use the same tools and more on a larger
amount of documents.
End of Searching
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Introduction
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Management
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Management

• Management on the DMS is comprised of 3 things
• Management of Files
• Management of Data
• Management of Users
• A Base User on the system does not have access to
  any of the management functions. A Contributor
  can access some management functions but will
  often need approval from a manager. A Manager can
  access all of the management functions as well as
  reports.

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File Management - Uploading
New Document Add a single new document to the
system. A quick way to add a few documents to the
system which allows you to add all the
information needed (view next slide). Batch
Import Wizard Add batches of files. Can be new
documents, updated revisions or overwrites of
existing documents. Documents can be uploaded
easily with minimal information to upload a
batch of files with the same level of information
you need to provide a CSV file full of
information. PLC Solutions can show you how to do
this.
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File Management New Document
Select your Files
Select Approver and Categories
Select Descriptions and Filters
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File Management - Tools
Number Generator A tool to suggest document
numbers available in the system. You can then
reserve those numbers for future use. The number
generator setup can be done by PLC Solutions or a
manager on your site. Rename Documents There are
two rename tools to that can be used to either
rename a single document or use a csv script to
batch rename. Also if you are using the Critical
Equipment Register you can rename an item from
here.
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File Management Cart Management
A number of tools can be accessed by first adding
documents to the Cart and then selecting Cart
Management on the Dashboard. Download or Email
documents Delete documents Update Categories for
documents
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Data Management - Single
Add or change information on the spot by clicking
on the document number in the results list.
click
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Data Management - Batch
The utility to export metadata from the system is
available to both system contributors and
managers.
Contributors only have limited functions.
Managers have more ability.
Metadata includes information such as
Descriptions and Filters. Once exported, it is
edited external from the system using a
purpose-built Microsoft Excel spreadsheet. Only
Managers may upload the edited data back into the
system.
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User Management
Create or Edit Users by selecting Management Menu
on the dashboard.
click
click
End of Management
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Thank you for your time looking into the PLC
Solutions DMSHave a nice day?