Document Management. Updated as of 4/14/2016

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Timothy Holland
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1 Document Management Updated as of 4/14/2016

2 Document Management Table of Contents

3 Table of Contents 1. Document Management Overview 2. Creating a Document Item 3. Editing Document Item Attributes 4. Subjecting Document to Peer Review 5. Setting Not Ready for Consumption Status 6. Freezing (Locking) the Document Item Revision 7. Revising the Document Items 2

4 Document Management Document Management Overview

Program Master 4 Product Work Package (PWP) PWP Documents Folder Program Documents Folder Note: When you create a Document Item in one

5 SDT and Engineering-Related Documents The Teamcenter Program Master and Product Work Package (PWP) have been configured with a Documents Folder to enable a single point of access for all SDT and Engineering related documents. Program Master 4 Product Work Package (PWP) PWP Documents Folder Program Documents Folder Note: When you create a Document Item in one of these Folders, Teamcenter creates a Link to the Document Item in the Folder. The actual Document Item and attached files are stored in the Teamcenter Database (called The Vault).

Type of Documents 1. Teamcenter, as currently configured has three basic Document Management capabilities, they are: a) General Document Management i.

6 Type of Documents 1. Teamcenter, as currently configured has three basic Document Management capabilities, they are: a) General Document Management i. Everyone can create and associate a Document Item to other items where they have authoring access e.g., Program, other Doc, Part ii. Transmit for review by Peers iii. Release the Document as a Draft iv. Status the Document as Finished b) Function Specific Document Management e.g., Engineering Documents i. Specific Doc Types are available to enable greater restrictions regarding who can execute the tasks outlined above c) Doc Tree Bill of Documents based upon JCI Seating PLUS Process i. Create a Doc Tree using the General Doc Type ii. Create a Doc Tree using Specific Doc Types by Function e.g., Engineering Note: Depending upon your role, Teamcenter will display one to all Item Types available. We will NOT be using any Document Types except those circled below: 5

7 Document Constructs The Teamcenter Document Items are comprised of the following construct: 1. Document Item a) Primary Container that holds all Item Revisions 2. Document Item Revision a) Secondary Container - what we attach stuff to e.g., Dataset or Other Doc Item Revision b) What we release holds our status e.g., Finished 6 3. Dataset a) Tertiary Container holds our actual files b) Where we launch and view our files

Document Creation Overview Document Item Construct: 1. Enables Assignment of ID, Revision and Entry of Document Item Name This is the only required action in order to create a Document Item 2.

8 Document Creation Overview Document Item Construct: 1. Enables Assignment of ID, Revision and Entry of Document Item Name This is the only required action in order to create a Document Item 2. Enables Entry of Title, Author, Subject 3. Enables entry of Document Author and Keywords to better enable search and reuse 4. Enables attachment of Files when you create the Document Object 5. Enables you to immediately subject the Document Item and attached Files to a Workflow for: a) Release as Draft b) Release as Finished 6. Assign the Document Item to a Specific Project 7

9 Document Management Creating a Document Item

10 Set Session Settings Make sure you are signed in to the correct Group, Role, and Program. 9

11 Create and Manage SDT Documents 1. Make sure you are signed in to the correct Program 2. Stand on the Documents Folder attached to your Program or PWP 3. Select File > New > Item 4. Teamcenter will display the New Item Selection dialog 10

Teamcenter will display the Item Master Form 7. Click the Assign Button to assign an ID and Revision.

12 Create and Manage SDT Documents (cont d.) 5. Select General Document > Click Next or, Select a specific Doc Type e.g., Manufacturing > Click Next 6. Teamcenter will display the Item Master Form 7. Click the Assign Button to assign an ID and Revision. Note: DO NOT enter these attributes manually. 8. Enter a Description Optional 9. Click Finish 10. Teamcenter will place the Document Item in your Documents Folder. 11

13 Drag and Drop (or Copy/Paste) Document(s) Teamcenter enables you to attach files to a Document Item via Drag & Drop, Copy/Paste, or attach during the Document Item creation process. Note: The current Drag & Drop and Copy/Paste functionality allows you to attach a file to either the Document Item or the Document Item Revision. YOU MUST NOT ATTACH ANY FILE TO A DOCUMENT ITEM AS YOU WILL NOT BE ABLE TO STATUS THEM. Always attach files to the Document Item Revision! 12

Drag and Drop (or Copy/Paste) Document(s) (cont d.) 1.

Copy File > Navigate back to My Teamcenter 3.

14 Drag and Drop (or Copy/Paste) Document(s) (cont d.) 1. Open Windows Explorer and Navigate to your File 2. Drag and Drop on to the Document Item Revision 1. Open Windows Explorer 2. Copy File > Navigate back to My Teamcenter 3. Expand the Document Item to expose the Document Item Revision 4. Stand on the Document Item Revision > Right Click and select Paste or just click CTRL + V 13

15 Revision Constructs Teamcenter enables you to subject a Document Item and its attached files to Workflows that will create one of the following States: White Circle indicates Document Item Revision has no Status 1. Release Document Item to Draft State; anyone can Read the attached files but only the Author can Edit. 2. Release Dataset/File to a Draft-NRC (Not Ready for Consumption workflow. This enables you to prevent anyone from Reading the file until you remove the Draft-NRC Status. 3. Finished locks the Item. Item Revision and all Attached datasets/files. 14

Create and Manage SDT Documents The Long

Stand on the Documents Folder attached to

16 Create and Manage SDT Documents The Long Process 1. Make sure you are signed in to the correct Program 2. Stand on the Documents Folder attached to your Program or PWP 3. Select File > New > Item 4. Teamcenter will display the New Item Selection dialog 15

Enter any additional information into the shown fields and click the Next button.

17 Create and Manage SDT Documents The Long Process (cont d.) 5. Choose the Type of Control Document and click the Next button. 6. Enter any additional information into the shown fields and click the Next button. The types of documents available are based on your Role. Examples include: Cost Impact Engineering Doc General Doc 16

The fields: Title, Author, Subject, and Keywords are carried over from the previous screen. 6.

18 Create and Manage SDT Documents The Long Process (cont d.) 5. Enter any additional information into the shown fields and click the Next button. The fields: Title, Author, Subject, and Keywords are carried over from the previous screen. 6. You can attach your files in this step as well. This saves you time from locating the files later. Click the Next button when finished. 17

You can choose Program and PWP at this stage.

19 Create and Manage SDT Documents The Long Process (cont d.) 7. You can confirm the owning Project for your Control Document. You can choose Program and PWP at this stage. Click the Next button when finished. 8. Select any final options and click the Finish button. 18

20 Document Management Editing Document Item Attributes

21 Edit Item Attributes 1. Stand on the Control Document you wish to revise. 2. In the Information Pane under the Summary Tab, click the More Properties link. 3. Click on the Check- Out and Edit button. 20

22 Edit Item Attributes Click the All button to see all of the attributes. 5. Make all your edits to the fields that need editing. 6. Click on the Save and Check-in button when finished.

23 Edit Item Attributes 7. Click the X (in the red box) to close the window once completely finished. 22

24 Document Management Subjecting Document to Peer Review

25 Workflow Overview Teamcenter enables you to route your Documents for review two ways: 1. Via a Teamcenter Workflow a. Enables Reviewers Quick Access to the Document Item b. Enables limited Comments to be submitted back to you [enter number of characters] c. Multiple Reviewers can comment simultaneously Via Teamcenter Mail/Envelope a. Enables Reviewers Quick Access to the Document Item b. Enables authorized Users to Open, Turn on Tracking, Save Changes, mail back to you one person can review and input at a time

Submit Your Document for Review You can subject your Document Item Revision to an Interiors Review one of three ways: 1. Stand on the Document Item Revision > Click CTRL + P OR 2.

26 Submit Your Document for Review You can subject your Document Item Revision to an Interiors Review one of three ways: 1. Stand on the Document Item Revision > Click CTRL + P OR 2. Stand on the Document Item Revision > Open Summary Tab in the Information Pane and click the Submit for Review link OR 3. Stand on the Document Item Revision > Select File > New > Workflow Teamcenter will display the New Workflow Selection Dialog.

27 Submit Your Document for Review (cont d.) The Default Workflow in the New Process Dialog is the Interiors Document Review workflow. Click OK to subject to Workflow. The Default Workflow in the New Process Dialog is the Interiors Document Review workflow. Note: After submission to the workflow, you will see a Process ICON Next to the Document Item Revision whenever you subject an Item to a workflow. 1. Click OK to subject your Document Item Revision and its attachments to Review. Note: All Items are locked and un-editable when in a Workflow. 2. Teamcenter will transmit an Outlook Notification to you to Select the Review Team. 3. Navigate to My Worklist in Teamcenter by clicking the Link in Outlook or simply navigate to My Worklist. 26

28 Submit Your Document for Review (cont d.) Teamcenter will place the most recent Work Task at the top of your Work Task List Change Screen Shot to show Select Sigh-off Team task 27

Select the Signoff Team In the Select Signoff Team dialog: 1. Scroll down to the YFAI Organization and click the icon to expand and expose the Interiors Groups. 2.

29 Select the Signoff Team In the Select Signoff Team dialog: 1. Scroll down to the YFAI Organization and click the icon to expand and expose the Interiors Groups. 2. Scroll down to the Applicable Group and click the icon to expand and expose the Teamcenter Roles. 3. Click on each person you would like to send Document for Review then click the ADD Button. When you have finished your selections, Click in the Ad-hoc Done box then click OK. Note: You can also search for people by name using the search dialog. 28

30 Review Items in My Worklist Teamcenter will transmit an Outlook notification to each reviewer. Each reviewer will: 1. Navigate to My Worklist via Outlook Link or click on My Worklist in Navigation Pane. Teamcenter will transmit an Outlook notification to each reviewer. 1. Open Tasks to Perform Folder 2. Stand on Review Task 3. Double-click the Document Item to open in the native office tool as Read Only. 29

31 Review Items in My Worklist (cont d.) 1. When you have completed your review of the Document, navigate back to My Worklist and to the Signoff Task > Stand on the Signoff Task > click open the Viewer Tab in the Information Pane. 2. You can click the All Comments Link to view all comments submitted to date. 3. Next, change the No Decision link to display the decision (Approve or Reject) > Enter Comments (optional) > Click OK. Note: Whether you select Approve, Reject, or No Decision, the Documents status will not be affected in any way. Either choice will be registered into an Audit File that will enable the Author to view comments signoff decisions 30

When all comments have been submitted, you will see that the Process ICON is no longer

32 View Signoff History Report At any time, you can select View > Audit Report to view all comments submitted to date. When all comments have been submitted, you will see that the Process ICON is no longer visible on your Document Item Revision. When all comments have been submitted, the Document Item Revision will be unlocked again and available for Editing. 31

33 View Signoff History Report (cont d.) Too see who has not yet Reviewed your Document at any time, view the Signoff Report. It will show all staffs who have signed off. It will additionally show tasks still Pending and the Responsible Party. You can of course nag them in several, ways including a Teamcenter Envelope Tasks Completed Tasks Pending 32

34 Document Management Setting Not Ready for Consumption Status

35 Not Ready for Consumption Status Not Ready for Consumption Status allows you to create Control Documents and add the Dataset Items into Teamcenter. While you are editing and preparing the document, you can control who can view the document within Teamcenter. By assigning the Dataset the Not Ready for Consumption Status (NRC), users on your team will not see the Dataset until you are ready to show them the Dataset. (Hides from team viewing) 34

36 Not Ready for Consumption Status Initiate NRC 1. Locate the Control Document Item, expand until you see the Dataset Item. 2. Target the Dataset and choose File/New/Workflow Process. 3. Choose Document Draft- NRC. 35

37 Not Ready for Consumption Status Initiate NRC (cont d.) 3. Choose Process Template to Document Draft-NRC. 4. Click the OK button. 5. What the Document Item Revision looks like to you. 6. What the Document Item Revision looks like to others on your team. 36

38 Not Ready for Consumption Status Remove NRC 1. Locate the Control Document Item, expand until you see the Dataset Item. 2. Target the Dataset and choose File/New/Workflow Process. 3. Choose Document Draft- NRC - Remove. 37

39 Not Ready for Consumption Status Remove NRC (cont d.) 3. Choose Process Template to Document Draft-NRC - Remove. 4. Click the OK button. 5. What the Document Item Revision looks like to you. 6. What the Document Item Revision looks like to others on your team. 38

40 Document Management Freezing (Locking) the Document Item Revision

41 Freeze (Lock) Document Item Revision 1. Locate the Control Document Item, expand until you see the Document Item Revision. 2. Target the Document Item Revision and choose File/New/Workflow Process. 3. Choose Document Finished. 40

42 Freeze (Lock) Document Item Revision (cont d.) 3. Choose Document Finished. 4. Click the OK button. 5. Document Item Revision gains a Checkered Flag and a Checkered Flag and Finished. This Revision is no longer editable and is Frozen. To Edit the Dataset, the Document Item Revision must be Revised to the next sequential Alpha to revise the Dataset. 41

43 Document Management Revising the Document Items

File/Revise. 3. The next sequential Revision appears.

44 Create a Control Document Revision 1. Locate the Control Document Item, expand until you see the Document Item Revision. 2. Target the Document Item Revision and choose File/Revise. 3. The next sequential Revision appears. Click the Finish button. 4. Now the next revision is ready for editing, setting NRC, document review, etc. 43

Deviation Authorization (DA) Updated as of 8/18/2016

Deviation Authorization (DA) Updated as of 8/18/2016 Deviation Authorization (DA) Table of Contents Table of Contents 1. Objectives 2. What is a DA? 3. Create a DA 4. Work on Lifecycle 5. Deviation Authorizations