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CERN

LHC Project Document No.

LHC-PM-QA-405.00 rev 1.2

CH-1211 Geneva 23
Switzerland

CERN Div./Group or Supplier/Contractor Document No.

the

EDMS Document No.

Large
Hadron
Collider

103570

project

Date:1999-11-15

Quality Assurance Standard

DOCUMENT STANDARDS

Abstract
This document defines standards for the preparation of all LHC Project
documents that are part, or are closely related, to the LHC configuration
baseline.
It also provides a list of computer applications used in document handling.

Prepared by :

Checked by :

Approved by :

Inga With
TERMA Space Division
DK-3460 Birkerød
and
M Mottier
EST/ISS
Marcel.Mottier@cern.ch

LHC Quality Assurance
Working Group

Paul Faugeras
Deputy to LHC Project
Leader for Quality
Assurance

Date Pages Description of Changes 0. No.2 Page 2 of 17 History of Changes Rev.1 1998-07-14 First draft 0.LHC Project Document No. 1.0 1998-07-24 Reviewed by QAPWG.2 1999-11-15 Updated annex A4. URL of QAP home page and software versions .1 1999-10-19 Updated annexes A4 and A5 1.Approved by PLO Deputy for QA.00 rev 1. LHC-PM-QA-405.2 1998-07-23 Second draft 1.

.5 DOCUMENT CONSULTATION APPLICATIONS ..........................................2 5............................................. POLICY ....................... TOOLS AND CONFIGURATION ...... 10 7.......................................................................................4 MAIN DOCUMENT.....3.......... SCOPE.......... 7....................................................................................... 8 FILE NAMES ................................................................................................7 FILE MANAGEMENT ............................ RESPONSIBILITIES .....2 5..............3.....................................................................3 5........3............................3 DOCUMENT PLATFORMS................................................................... 4 2... 5.............3 SPECIFIC DOCUMENT GUIDELINES... 12 9............ 7 FILE HANDLING ............. 7 FILE FORMATS .......................................................................12 DOCUMENT ATTACHMENT ..................12 8.............................................................................................. 12 .............. ANNEXES ...................00 rev 1.. LHC-PM-QA-405.......................................................................1 5...................2 7....................................1 7.................................. PURPOSE .......11 TECHNICAL ILLUSTRATIONS .. 4 DOCUMENT EDITING APPLICATIONS ...... RELATED DOCUMENTATION ........... TEMPLATE DESIGN ...7 5.....................LHC Project Document No................... ANNEXES AND ATTACHMENTS .......................... 11 DOCUMENT TEMPLATES ................. 4 5..................1 5..3................. 4 3.............................................................................................................................. 4 4............................2 Page 3 of 17 Table of Contents 1............ 8 6....................................................................................

2 Page 4 of 17 1. 3. and changes to documents are aware of and understand the procedures described in the present document. or closely related to the baseline. and relevant to the following Project activities: ! Management. SCOPE The standards are applicable to all documents that are either part of the LHC configuration baseline. consult and manage documents are presented in sections 5. (See "Documents and Parameters Process and Control" [ 2 ]). LHC-PM-QA-405.00 rev 1. 5. All documents shall have a standardised layout supported by the use of templates. Institutes. DOCUMENT PLATFORMS. ! Fabrication. ! Contracting. review and approval. The detailed list of documents to which the procedure is applicable is found in "Document Types and Naming Conventions" [ 1 ]. The processes and tools used for the document handling are documented and supported. POLICY All documents shall be prepared with a word-processing computer application. All documents' electronic files shall be stored in a controlled way. 4. All documents shall be registered and stored in the Engineering Data Management System (EDMS). TOOLS AND CONFIGURATION The computer applications required to edit. they are not included in the .3. ! Engineering. PURPOSE To provide standards for the preparation of all LHC Project documents that are part. or are closely related.1 to 5. to the LHC configuration baseline. Installation. Contractors and Suppliers shall ascertain that: ! Personnel affected to the preparation. 2. ! Quality assurance. Assembly. Document authors and editors are responsible for producing documents in compliance with these document standards. ! Personnel assigned to the preparation of documents are trained in the use of the tools and processes of document handling. As versions of software applications change frequently. Test. All documents are submitted to a review and approval process before being released. RESPONSIBILITIES Managers and supervisors at CERN. ! Operations. Maintenance.LHC Project Document No.

A typical document. The list of document editing applications is given in table 1. MS Excel. assembled in MS Word from elements produced with other applications. To prepare an on-line copy of a document in Acrobat2 PDF format. ISO/IEC standard DIS 10918-4 .ch/CERN/Divisions/EST/CAD/hpglviewer. An up-to-date list of software applications and versions in use at CERN for the LHC Project engineering documentation is maintained on the World Wide Web (WWW) at http://wwwlhc01. any application producing output that can be copied and pasted into the main MS Word document may be used. MS Project are registered trademarks of Microsoft Corporation.00 rev 1. no assistance will be available if problems occurs with the use of this application. They are valid at the time of issue of this standard. However.2 Page 5 of 17 text of this standard but can be found in annex A1.1 DOCUMENT EDITING APPLICATIONS The main word-processing application that shall be used for document editing is MS Word1 running in the MS Windows1 environment on a personal computer (PC). Specific elements of documents shall be prepared with applications selected from the set of applications recommended or supported by the "Novell Integration. developped by CompuServe Incorporated 7 Joint Photographic Expert Group (JPEG). Acrobat Distiller shall be used. Use Application Word-processing MS Word Spreadsheets and charts MS Excel1 Project management schedules and planning MS Project1 Technical illustrations extracted from engineering drawings CERN's HPGL Viewer3 Technical illustrations in the form of line sketches (vector format) CorelDRAW4 Micrografx Designer5 Technical illustrations in the form of computer screen images (bitmap format) Any application capable of producing GIF6 or JPEG7 format Scanned paper documents Any application capable of producing Acrobat PDF format On-line copy in PDF format Adobe Acrobat Distiller Editing documents in PDF format Adobe Acrobat Exchange Table 1 : Applications for Editing Documents 1 MS Word. From a technical point of view. MS Windows.LHC Project Document No.cern. LHC-PM-QA-405. Coordination and Evolution (NICE)" [ 3 ] working group of CERN. it should be understood that if an application is not supported by NICE. is shown on figure 1.cern. 2 Acrobat is a registered trademark of Adobe Systems Incorporated 3 See http://www.html 4 CorelDRAW is a registered trademark of Corel Systems Corporation 5 Micrografx Designer is a registered trademark of Micrografx Incorporated 6 Graphics Interchange Format (GIF).ch/lhc/qap/software_versions.htm 5. Acrobat Exchange shall be used to manipulate documents or parts of documents in PDF format.

2 Page 6 of 17 Figure 1: Typical Document Elements and Applications .LHC Project Document No.00 rev 1. LHC-PM-QA-405.

the corresponding file(s) may be stored in any appropriate location. referenced in the main document as "Related Documentation". 8 Netscape Navigator is a trademark of Netscape Communications Corporation Computer Graphics Metafile (CGM). They are separate electronic files. The main document and its annexes are contained in a single electronic file. 5. usually the author or editor of the corresponding document.3. Usage Application To browse the WWW Netscape Navigator8 To view documents Acrobat Reader To view engineering drawings CERN's HPGL Viewer Table 2: Document Consultation Application A CGM9 plug-in viewer for Netscape is used for specific graphic browsing applications.2 Page 7 of 17 5. This plug-in is available for all PC's connected to the NICE network at CERN. Native files stored in the EDMS are hidden from all users except the owner of the file. of the main document.3.1 MAIN DOCUMENT. LHC-PM-QA-405. ISO/ANSI standard 8632-1992 10 CADIM/EDB is a registered trademark of Eigner and Partner GmbH 11 TuoviWDM is a Helsinki Institute of Physics-CERN joint venture project 9 . ANNEXES AND ATTACHMENTS Documents are made up of different elements: ! The main document.2 FILE HANDLING The applications required to manage document's electronic files are: ! CADIM/EDB10 running on a PC or a Unix workstation. and incorporated at the end.00 rev 1.2 DOCUMENT CONSULTATION APPLICATIONS Consultation applications are required by everyone involved in the LHC Project to find. or ! Netscape with Tuovi/WDM11 interface While a document is being prepared. Attachments are self-supporting documents. view and print documents. ! Annexes. Annexes are referenced in the body.3 FILE MANAGEMENT 5. ! Attachments. The applications are listed in table 2. one for each attachement. such as the LHC layouts. the file(s) shall be stored in the EDMS at the appropriate LHC Product Breakdown Structure (PBS) location. However. 5.LHC Project Document No. when the document is registered in the EDMS.

LHC-PM-QA-405. When the editing is completed. The extension is the standard MS Windows file name extension that corresponds to the file formats (doc for for MS Word. 5. attachment number and revision index.3. ! As on-line copies. for example MSWord. PDF for Acrobat).3 FILE FORMATS Documents are stored in two different electronic formats: ! As native files created with a text processing application and editable with this application.LHC Project Document No. the modified file(s) shall be transferred to the EDMS in the same way as a new file. is a dash (minus sign). .4 FILE NAMES The file name is derived from the document name in the following way: The separator between document name and attachment number.00 rev 1. converted from the native files. and suitable for viewing and printing on a variety of computer platforms. On-line copies cannot be edited. the corresponding file(s) shall be copied from the EDMS to the local file system.3. For draft documents a D is added to the revision index. The separator between revision index and extension is a dot (full stop). 5.2 Page 8 of 17 When a document needs to be modified. The 2 digits of the revision index are written without a dot.

2 Page 9 of 17 Figure 2: A Typical Document and Corresponding Files . LHC-PM-QA-405.LHC Project Document No.00 rev 1.

All dates shall be given in ISO format12. page 3 (Table of Contents) and page 4 and following which contain the body of the document. Figure 3: Template Front Page Design 12 ISO 8601:1988 Representations of Dates and Times . The character font used is MS Verdana for its qualities of readability on screen. Figure 3 shows the cover page and figure 4 shows the top of page 2 (History of Changes). A frame shall surround the contents of each page of the document. This is to prevent incomplete printing or copying occurring without being noticed. year-month-day (yyyy-mm-dd).LHC Project Document No.e. TEMPLATE DESIGN The main characteristics of the design of the LHC Project engineering document template are outlined in figure3 and 4.2 Page 10 of 17 6. i.00 rev 1. For example the 28th February 1998 is indicated as 1998-02-28. LHC-PM-QA-405. New document templates created for the LHC Project shall be prepared in compliance with the design described here.

1 DOCUMENT TEMPLATES The list of document types.00 Instructions ENG_SPEC.LHC Project Document No. LHC-PM-QA-405.3 and 4 Note: Technical Description for Market Survey and Technical Specification (attached to an Invitation to Tender or a Price Inquiry) do not comply with this template design for historical reasons. 7.dot How to Use the Engineering Specification Template How to Use the ECR Template ECR.2 Page 11 of 17 Figure 4: Template-Design of Pages 2.DOT . and instructions sheet is given in table 3.00 rev 1. Document Type LHC Construction Schedule Minutes of LHC Project Committees LHC Project Organisation Chart Engineering Specification: • Functional Specification • Interface Specification • Design File Engineering Change Request Template name See LHC-PM-QA-301. their corresponding templates. SPECIFIC DOCUMENT GUIDELINES 7.

For users outside CERN.htm 7. assemby. they can be downloaded from the WWW at: http://www. assemby.dot MS_CRIT.LHC Project Document No. test and measurement.ch/homepage/home.cern.dot TECH_SPEC.dot Table 3: Document Templates These templates are made for MS Word 97.dot WPDS.cern.dot How to Use the Technical Specification Template FAIT_REPT.00 Document Types and Naming Conventions [ 2 ] LHC-PM-QA-303. ANNEXES A1 Versions of software applications in use at CERN A2 Engineering Specification template cover page A3 Engineering Change Request template cover page A4 Technical Specification template cover page A5 Market Survey template cover page 9. RELATED DOCUMENTATION [ 1 ] LHC-PM-QA-202. test and measurement.dot How to Use the Market Survey Template MS_QUEST.2 Page 12 of 17 Document Type Technical Illustration Minutes of Preliminary Design Review Minutes of Safety Reviews Technical Description for Market Survey Questionnaire Qualification Criteria Technical Specification (attached to an Invitation to Tender or a Price Inquiry) Questionnaire Fabrication.dot FAIT_PROC.dot FAIT_MIN.ch/CERN/Divisions/EST/LHCQAP/qaphome. They are available at CERN from the NICE network in the LHC group of templates.00 rev 1.2 TECHNICAL ILLUSTRATIONS To be prepared 7. installation report Minutes of fabrication. installation meetings Work package data sheet Template name None Instructions MS_TD.3 DOCUMENT ATTACHMENT To be prepared 8. installation procedure Fabrication. assemby.dot TS_ QUEST. test and measurement. LHC-PM-QA-405.00 Documents and Parameters Process and Control [ 3 ] http://nicewww.htm NICE Homepage .

htm Annex A1: Versions of Application in use at CERN .00 Micrografx Designer 7 WWW browser Netscape Navigator 4.05 On-line copies Acrobat Distiller 3.00 rev 1. LHC-PM-QA-405.1HZD HPGL Viewer 4.cern.ch/CERN/Divisions/EST/LHCQAP/software_versions.2 Page 13 of 17 Application Version Engineering Drawings AutoCAD 14 Euclid 3 1.0 For the up-to-date list see the WWW at http://www.0 Acrobat Reader 3.00 Documents MS Word 97 SR-1 MS Excel 97 SR-1 MS Project 98 Technical Illustrations CorelDRAW 6.LHC Project Document No.0 Acrobat Exchange 3.

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