Sigma Database Functional Overview

Table of Contents

1. Introduction .................................................................................................................. 2
2. The Sigma-TSI Platform ................................................................................................. 3
3. Benefits of having one common database - Synergy ...................................................... 3
4. Main Functions of Sigma ............................................................................................... 4
5. Common User Interface ................................................................................................ 5
6. Multi-Language ............................................................................................................. 5
7. Document Management ............................................................................................... 5
8. On-Line Reviews and Commenting ................................................................................ 7
9. Requirements Management (RM) ................................................................................. 7
10. Correspondence Management (CM) ........................................................................ 10
11. Fault Report and Corrective Action System (FRACAS) .............................................. 11
12. Change Management .............................................................................................. 14
13. Status Manager ....................................................................................................... 16
14. Workflow Automation & Task Management ............................................................ 19
15. Systems Engineering................................................................................................ 21
16. The Sigma Network ................................................................................................. 23
17. Platform Requirements ........................................................................................... 26
18. Typical Cloud Based Deployment ............................................................................. 27
 1. Introduction
Sigma is a multi-user relational database used to help manage engineering and construction
projects. The database has been in use for nearly 20 years.

Customizable

Sigma is fully customizable and has been successfully adapted to dozens of projects around
the world. Many of these deployments are on major infrastructure projects with overall
budgets in excess of US$1 Billion. Functions can be modified, removed or added as project
needs dictate.

An Engineering Management Tool

Unlike most similar databases Sigma’s focus

is on the engineering processes. Sigma
facilitates tight process of control of design,
testing, communication, readiness,
certification and completion.

Cost Effective
Figure 1 - Sigma Worldwide Deployments

Sigma is also very cost effective. The system is open source which means that there are no
license fees. Anyone can use it, copy it and redistribute it. The costs associated with Sigma
are entirely comprised of the hosting, administration and customization.

Scalable

Sigma is scalable from a single user desktop installation up to a full scale multi-company
cloud based installation serving hundreds of users.

Secure

The Sigma database runs on Filemaker server and WebDirect. This is a very robust platform
with managed accounts and authentication, SSL deliver to the client, and fully encrypted
data storage. Because it is open source all code and internal processes are open for
inspection.

Evolving

With each project Sigma’s evolution continues. New functions are added to exactly match
the project needs and workflows. These functions are often returned to the open source
repositories so that all can benefit. Over it’s history Sigma has gone by many names and
now has many branches and distributions. This paper describes the Taroko Systems
International distribution, Sigma-TSI.

Sigma Database Functional Overview 2 Rev 03

 2. The Sigma-TSI Platform
• Sigma is a platform for all project data sets
– Serves the data to all users
• Local or remote, full range of access hierarchies
– Allows relational linking between all data sets
• Full realization of value from interconnections
– Single point of control for data admin and management
• Backups, security, access authorities
• Pre-set with standard databases, reports, functions
– Developed and proven in use on many large scale projects
• Open Source and fully customizable to suit particular project needs
– Allows the users make and manage their own tool sets

Figure 2 – Typical Sigma Home Page

3. Benefits of having one common database - Synergy

• When data sets are richly connected and connectable on a common platform:
– Users benefit from increased access to useful information
• Quick and efficient searching and retrieving
– Previously obscured properties become visible
• Easy to assess progress against diverse objectives
– A high degree of office automation becomes possible
• Customized Automated Workflows
• Information circulation
• Paperless, secure, auditable
– IT costs and risks are reduced

Sigma Database Functional Overview 3 Rev 03

 Letters Letters
& Transmittals
Drive document
Transmittals Punch Items
can be raised
Status Approvals against anything

Documents Defects
Drawings Punch Items

Automation Requirements Configurations Project Control

Live in Documents are specified and
captured in
Documents
System
Requirements Configuration
Test Items (HW & SW)
Validate
Requirements
Hazards are mitigated Hardware &
by design and test
Software
requirements is tested

Hazard Log Test Items

Figure 3 - Interconnectedness - More than the sum of parts

4. Main Functions of Sigma

• Sigma’s approach is based on a set of scalable integrated modules comprised of:
• “Standard” functions found on all projects; and
• Additional functions that are enabled by a common platform and open
source architecture
• Automated and integrated Dashboards

• Standard functions found on most projects and implemented in Sigma-TSI include:

– Document Management
– Transmittals and submissions
– Correspondence Management
– Contacts and human resource data
– Requirements Management
– Hazard Log
– Fault, Defect (DRACAS) & Punch Item reporting
– Asset & Configuration Management
– Site Management “Permit to work” and “possession control” systems
– Systems Engineering functions such as interface management

• Additional functions enabled by the Sigma common platform

– Task Assignment, Flexible Workflows and Notifications for project tasks
– Overall Status Aggregation & Reporting against project milestones

• Having all the project information in one common platform greatly increases the
value of the standard functions by providing the ability to summarize, integrate and
aggregate the data. This facilitates accurate reporting and decision making.

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 5. Common User Interface
Sigma provides a similar user experience throughout the database. Common layout
attributes such as navigation bars, Home, Back, Fwd buttons and Find dialogs are common
to all parts of the database.

Figure 5 - Typical Find Dialog Figure 4 - Standard

Navigation Controls

6. Multi-Language
The Sigma User interface is based on a centralized strings table. This
facilitates the easy changeover to your preferred language. New
languages (string sets) can be easily added to Sigma if required.

Figure 6 - Language
Selection

7. Document Management
The Sigma document management module provides:

• A repository for all types of documents

• Comprehensive search and retrieval functions
• Revision management
• Document Status Tracking and report automation
• Associated metadata and multiple identifiers
• Automatic status calculation
• Management of Drawing and Document packages
• Document Transmittals between organizations
• On-line document review, commenting and approvals
• Related linking between documents and other data sets
• Comprehensive reporting and dashboard functions

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 Figure 7 – Sigma Document Manager Home Page

Figure 8 - Real time tracking of document transmittals

Figure 9 - Example of Automated Document Status Reporting

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 8. On-Line Reviews and Commenting
On line document reviews save significant amounts of time and effort

• A lead reviewer is assigned for each document

• Reviewers are assigned and automatically alerted
• Comments are uploaded into the system
• When complete the document controllers are automatically alerted to process the
next step
• All steps are fully logged and traceable

Figure 10 - Online document review workflow, commenting and approval

9. Requirements Management (RM)

• Enables requirement identification and traceability
– from top level input requirements (eg Contract)
– to final design, implementation and test.
• Provides documented, dynamic proof of compliance
• Provides a platform for independent verification
• Direct linking to Hazard Log
– Tracks and verifies safety mitigations to design.
• A practical implementation of EN/ISO standards.
• Secure segregated areas for confidentially
– enables multi-contractor access without data sharing
• Adaptable to any business process
– simple contract compliance matrix to full end-to-end V&V

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 Validation(Link
Contract(Requirement

Design Verify
Down Back

Design(Requirement

Detailed(Specification(1 Detailed(Specification(2

Test(Procedure

Figure 11 - Basic requirement linking structure

The Sigma RM tool facilitates:

• One click linking
• Document import with automatic parsing
– by paragraph or defined tags
• Multiple view options with up to 5 levels per screen
• Verification on the basis of
– individual links and
– overall satisfaction
• Extensive verification and traceability report options
• Independent verifier and design roles

Figure 12 - Sigma Requirements Home Page

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 Figure 13 - RM Link Manager

RM Assessment

• Sigma’s RM Tool includes built-in assessment tools

– Eg: for independent auditing of requirements analysis
• Rapid assessment through – auto detect error flagging
• Pre-defined assessment criteria - assuring consistent assessment
– Assessment criteria can be customized to users preferences
• Allows assessment of requirements maintained in other RM Tools (DOORs for
example)
• Assessment reporting

Figure 14 - RM Assessment page

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 10. Correspondence Management (CM)
The Sigma Correspondence Manager provides:

• On line access to all formal correspondence

– User-controlled access authorities
• Comprehensive search facilities
– Metadata and native text
• Correspondence chain linking and tracking
• Real time letter status tracking
• Relational linking to documents and other DB objects
• Letter generation and circulation
– On line outgoing letter preparation
• Letter “cloning” function for consistent baselines
• On line review and approval workflows
– Automatic linking and metadata entry
– Response and forward functions

Figure 15 - Correspondence home page

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 Figure 16 - Letter status tracking

Figure 17 - On Line letter creation, review and approval

11. Fault Report and Corrective Action System (FRACAS)

The Sigma FRACAS module provides comprehensive life cycle tracking of faults and
deviations. The deviations can be anything which is outside of what is expected or
desired such as faulty equipment or software, incorrect installation, incorrect
documents/procedures, unacceptable working or safety conditions etc.

Main features of the module include:

• Tracks faults and their correction

– faults, defects, deficiencies, test failures, non-conformances, punch items etc.
• Full life cycle tracking

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 – from initial report through to validation
• Repository for associated photos and files.
• If required can be adapted to a formal reliability tracking “DRACAS” processes
• Automated workflows and email alerts
• Relational linking to relevant information and items
– documents, letters, equipment parts and assets.

The FRACAS module is based around a four step workflow as described below.

Initial. Final. Repository.of.

Initiator Owner
Assessor Assessor closed.items

! Description ! Sufficient.data? ! Accept./.reject.ownership ! Evaluate.overall

! Reporting.Particulars
! [Involved.dwgs/docs]
! go/nogo?
! Define.the.deviation
! Criteria.for.clearance
! Identify.Owner
! Identify.Final.Assessor
! Category
! analyze,.state.results ! Decide.on.close.or.rework
! Define.corrective.action
! List.other.involved.docs/dwgs
! DRACAS.candidate?
! Additional. criteria.for.clearance
! Perform.corrective.action
! Assess.against.clearance.criteria
! Apply.for.closure

Potential. Item Under.Assessment Under.Resolution Under.Assessment

Initialization Open Closed
Figure 18 - FRACAS workflow

The workflow principle allows for any project member to raise a new FRACAS. With each
workflow step the person in charge of the step is notified via email and task assignment.

Initiator: Observes the deviation and enters the basic data into the system. This includes
a basic description and can include photos or other documents.

Initial Assessor: Reviews the new deviation report and decides whether or not to
proceed. If accepted and “Owner” is assigned.

Owner: The person assigned the task of resolving the issue. Once resolve the evidence is
entered and item is progressed to the final assessor.

Final Assessor: Decides if the item truly is closed. The Final Assessor can also assign
other individual reviewers if deemed appropriate. If accepted the item can be closed.
Alternately it can be sent back to the owner for further work.

The User interface is consistent with other parts of the Sigma database. A user friendly
main page provides access to separate tabs for each of the 4 workflow steps.

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 Figure 19 - FRACAS manager

Photos and other documents can be easily added to the FRACAS record by anyone on
the workflow.

Figure 20 – Photo & File entry

Database records such as documents and letters can also be linked to the FRACAS
record.

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 Figure 21 – Document Linking

Reports and statistics can be generated using the built in reporting functions.

12. Change Management

• Two types of Change Management are included in Sigma-TSI:
– Document Change Requests
– Field Change Bulletins

Document Change Requests

• Project design documents, drawings, and other configuration controlled items

require a traceable means of implementing change.
• Document Change Requests provides a formal means of change control of
documents.

– Formalized approval process

– Automated workflows
– Integration with document module allows for control of document release
pending change approval.

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 Figure 22 – Document Change Requests

Field Change Bulletins

• Changes to critical components or installation design can affect the system

performance and safety.
• Field Change bulletins provides a means to formally capture, review and approve
field change.

– Formalized approval process

– Automated workflows
– Automatic notification of stakeholders

Figure 23 – Field Change Bulletins

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 13. Status Manager
“A list is the world’s most effective management tool”

The main point of Sigma is to capture and manage the main project data groups. Once this
data is captured it can be measured, compared and analysed against milestones.

SIGMA uses lists called Prerequisite Data Lists (PDLs) to track achievements or progress
against milestones.

Letters
Transmittals
Approvals

Documents Defects
Drawings Punch Items

Status
Management System
Requirements Configuration
(HW & SW)

Hazard Log Test Items

The Sigma PDL system has been instrumental in certifying some of the largest infrastructure
projects in the world.

How PDLs Work

• Arguably the most powerful tool in Sigma, the PDL can provide summary status of
any item in the database (Document, Letter, Punch Item etc.) or group of items, or
GROUPS OF GROUPS of items.
• Status is summarized up through a hierarchy of PDLs defined by the user.
• Once the PDL structure is defined for a particular objective, the status will be
automatically updated as the items move through their life cycle.
• The Status manager can be customised to produce a wide variety of hierarchical
reports covering all project objectives.

• A target is set for each item in the list. For example ‘Approved’ status for a document
or ‘closed’ status for a punch item.
• Item status = ‘OK’ when it achieves its target.
• List status = ‘OK’ when all items are 'OK’
• Target status and criteria for ‘OK’ are adjustable to business rules
• Lists can be nested in hierarchies
• They are dynamic, reflecting actual real time status
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 Information Items

Documents & Drawings

Prerequisite Data List (PDL)
Title: Readiness to proceed with Activity X
System: SCADA
Test Procedures Location: Station A17

Overall Summary Status NOK

Test Reports Design Submitted & Approved OK

Test Procedures Submitted & Approved OK
Test Reports Submitted OK
Requirements
Requirements Verified OK
Punch Items Agreed or Cleared NOK

Defects & Punch Items Approval from external Agency Received OK

Communication
-Letters
-Applications to Authorities
-Permissions to proceed
-Etc.

Figure 24 - PDL Structure

Certificates

• PDLs are an effective tool for certification.

• The top level of a PDL hierarchy can be declared a ’Certificate’ using special layouts
and attributes.
• Overall summaries of items are presented.
• Signature and narrative areas provided.
• Certificates and PDLs are hierarchical
– Smaller achievements can be built up into overall certification

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 Typical Certification Structure

Test Track Certificate

Result: OK

Rolling Stock Communications BSS/Power

Signalling Certificate
Certificate Certificate Certificate
Result: OK Result: OK Result: OK Result: OK

Result: OK Result: OK Result: OK

PDL - Test Docs PDL - SA Docs
PDL - Design Docs
(Reports/Procedures)

Figure 25 - Hierarchical certificate structure

Figure 26 - Example of a hierarchical PDL

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 Figure 27 - PDL Milestone data can also be presented in graphical form

14. Workflow Automation & Task Management

Workflows

SIGMA has a centralised workflow engine to automate workflows and tasks. Any database
function requiring user input can have workflows.

• Useful for high volume, highly repetitious, high criticality. Eg:

• Document Review
• Letter approval
• FRACAS item rectification
• Etc.
• Highly customizable to support all business rule sets
– Tasks such can be assigned automatically or manually.
– Workflows can be chained together
• initiate and assign new tasks as preceding tasks are completed.
• Traceable, auditable, paperless

Figure 28 - Real time workflow status

• Workflow status is updated and monitored in real time.

• Any interested party can quickly establish the status of an activity

Workspace and Task Lists

• Each user has their own ‘My Workspace’ page which provides the list of their
assigned activities and direct linking to the assignments.
• Email notifications of tasks and other events can be enabled/disabled using the
Notifications and Subscriptions controls.

Sigma Database Functional Overview 19 Rev 03

 Figure 29 - 'My Workspace' Task assignment list

Figure 30 - Notification and subscription management in 'My Workspace'

• Workflows can be customized to match almost any business process from simple to
highly complex.

Orginator

Issue for Review

Orginator
Coordinator A Coordinator B

Issue for Review

No
Orginator Comments Accepted
Received
Yes
Issue for Review Comment
Consolidation Internal Review

Comments Commercial Comments

Received Review Received

No Issue to No Issue to No Issue to

client client client
Yes Yes Yes
Doc Control Doc Control Doc Control

Figure 31 - Workflow examples

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 15. Systems Engineering
• The Systems Engineering Module Consists of:
• Interface Management Database
• Function Hierarchy & Functional Interfaces
• Interface Matrix reporting

Interface Management

• Database containing interface items

• An interface item is a defined intersection between two systems
• Can be categorized as:
o Physical
o functional
o Internal
o External
• Interface pairs have lead and follow designation
• Can be linked to any document in Sigma including Interface Control documents,
design documents, Requests for Information, Meeting minutes etc.
• Can be driven by and linked to requirements in the RM database
• Matrix reports can show item status or document status at intersect points

Figure 32 - Interface Item Management

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 Functional Interfaces

• Sigma provides a repository where system function definitions can be stored and
mapped in a hierarchical way.
• System Functions can be mapped to hardware and software components by linking
to the Asset and Configuration Management component of Sigma.
• Such mapping can greatly assist in the understanding of what equipment is
associated with which function.
• Highly useful for systems assurance and FMECA analysis

Figure 33 - System Function to Equipment Linking

• Functional block diagrams which are created in structured CAD/Visio drawing system
can be automatically synchronised with database.

Figure 34 - Functional Block Diagrams

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 16. The Sigma Network
Sigma

Sigma can function as a single database managing a large project. A single database is best
suited to a single organization or group where access can be controlled and the need for
confidentiality is not extreme.

In cases where multiple organizations are working together such as on a major construction
project, multiple databases can be integrated to form a Sigma network.

DTMS

Since not all organizations require the full functionality of a Sigma database, a companion
database called the Document transmittal Management System (DTMS) was developed. The
DTMS is a mini Sigma which is specifically designed to manage document exchange with the
sigma database.

On its own the DTMS can function as a capable revision controlled document management
system, with many of the same functions as the Sigma Documents module. It is also capable
of sending and receiving document transmittals within a Sigma network.

Within the Sigma network documents can be transmitted between Sigma Databases using
the transmittal function. The transmittal function can also carry comment review sheets and
status awards.

Sigma and DTMS Transmittals

On a major project each organisation would typically have its own DTMS or Sigma database.
The data including documents is separately held for each database.

• The document exchanges are controlled and traceable via Transmittal records.
• Both database records and document files are transferred in the exchange.
• The system can be configured to provide email alerts to users and stakeholders.
• The exchanges can be configured as any combination of Sigma and Sigma, DTMS and
DTMS or Sigma and DTMS.
• Number of databases in the group is limited only by the server and network
specifications.

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 Figure 35 - Two Party Exchanges Figure 36 - Three Party Exchanges

Formal Submissions & Approvals

• A Sigma/DTMS cluster can be configured to track formal submissions and approvals.

• An approval hierarchy is configured whereby one group’s database has approving
authority over the others.
• Documents are sent from the submitting database to the approving database, and
approvals, comments or rejections are sent back to the submitting database.
• A database can be both approver and submitter but not for the same groups.
• In a typical scenario the client is the approver and the contractor/supplier is the
submitter.
• Both databases track the status of the documents such that both parties can full
visibility of overall status of deliverables.

Figure 37 - A basic client supplier approval relationship

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 Figure 38 - A typical major project configuration with main contractors, single client and multiple subcontractors

Figure 39 - A complex multi-layer approvals process

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 17. Platform Requirements
Sigma-TSI is designed to run on Filemaker server (www.filemaker.com). Filemaker server
includes a full stack web delivery system called WebDirect. Through WebDirect the Sigma
database can be delivered to the end users web browser without the need for any software
installations. Note that the end user may also access the server using the Filemaker Pro
client software.

Filemaker is a commercial product and although not free, the costs are not prohibitive.
Filemaker server runs on Windows Server or Mac OS.

Various deployment configurations are available such as:

• Filemaker server running on on-premises IT installations.

o The end user takes care of their own installation hardware and software.
• Filemaker Server running on rented cloud based servers such as AWS or Azure.
o The end user acquires cloud server space to install their Filemaker server
software.
• Filemaker Cloud service
o An integrated service provided by Filemaker inc. whereby Filemaker server,
OS and server platforms are embedded in a single cloud service.
• Filemaker Pro desktop.
o For small or personal installations only. Some functionality might be limited.
• Sigma Cloud Service from Taroko.org
o Taroko.org (www.taroko.org) is a consultancy who specializes in Sigma
customization and deployment. They can provide a complete turn key Sigma
database to your specifications and can also provide ongoing support.

Why Filemaker?

Filemaker has gained a foothold in the world of systems engineering tools because it is
particularly well adapted to the fast moving chaotic project environment.

• As a relational database development tool it meets all the requirements of complex

project data sets.
• Filemaker provides a single full stack platform for deployment including main server
engine, web server and user interface design are handled by a single development
environment.
• Because of the unified environment, development can be based on a much looser
specification and lets developers create a functional prototype in hours or days.
• Minor changes to a large shared database can be made in minutes without
disruption to users on the live system.
• Relatively shallow learning curve (Engineers can make their own tools)
• Very high degree of interoperability with other systems
• Comparatively low cost

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 18. Typical Cloud Based Deployment
An example of a cloud based deployment is shown below:

Figure 40 - Typical Cloud Based Deployment

Notes:
1. Sigma runs on a Filemaker platform which runs on Windows Server which runs on a
Virtual Machine inside a Virtual private network.
2. Cloud network procured from industrial supplier
3. Access controlled by firewall
4. The Filemaker web publishing engine supports the database server by handling the
HTTPS connections.
5. Webservers can be added as load increases
6. Storage capacity can be added as requirements increase
7. Communication encrypted
8. By default all file storage is encrypted
9. Most users connect via web browser HTTPS

Protocols:
1) Fmnet (proprietary to Filemaker)
2) https
3) TCP/IP

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