SDL-MSG-PCM-02 Issue 1 Draft C

Commercial in Confidence
Mechatronics Systems Group

26 Regent Street, Clifton, BS8 4HG, Bristol, UK
Tel: (+44) 117 915 2500
Fax: (+44) 117 923 8636
MECHATRONIC SYSTEMS GROUP

SDL-MSG-PCM-02, ISSUE 1 DRAFT C
The copyright of this document, which contains information of a proprietary nature, is vested in Stirling Dynamics Ltd. The
contents of this document may not be used for any purpose other than that for which it has been supplied and may not be
reproduced, either wholly or in part, in any way whatsoever, nor may it be used by, or its contents divulged to, any other person
whosoever, without the prior written permission of Stirling Dynamics Ltd.
© 2011 Stirling Dynamics Ltd. All Rights Reserved
www.stirling-dynamics.com
COMMERCIAL IN CONFIDENCE
© 2011 Stirling Dynamics Ltd COMMERCIAL IN CONFIDENCE SDL-MSG-PCM-02, Issue 1 Draft C
Stirling Dynamics Limited

26 Regent Street, Clifton, Bristol BS8 4HG
United Kingdom
Tel. +44 (0)117 9152 500
Fax. +44 (0)117 923 8636
enquiries@stirling-dynamics.com
www.stirling-dynamics.com
MECHATRONIC SYSTEMS GROUP

PROCESS HANDBOOK
Document Reference
SDL-MSG-PCM-02, Issue 1 Draft C
Date of Issue
12 January 2011
th
Prepared by Approved by Authorised by
Jim Dignan Stuart Reid Brian Stockford

Principal Engineer Principal Engineer Business Manager
© 2011 STIRLING DYNAMICS LIMITED

The copyright of this document, which contains information of a proprietary nature, is vested in Stirling Dynamics Ltd. The
contents of this document may not be used for any purpose other than that for which it has been supplied and may not be
reproduced, either wholly or in part, in any way whatsoever, nor may it be used by, or its contents divulged to, any other person
whosoever, without the prior written permission of Stirling Dynamics Ltd.
Commercial in Confidence Page (i)

© 2011 Stirling Dynamics Ltd Commercial in Confidence SDL-MSG-PCM-02, Issue 1 Draft C
SUMMARY
This document describes the processes to be followed for design, build, modification, repair and
maintenance tasks within the Mechatronics group of SDL. Any new or existing products will use a new
‘Route Card’ process in place of a Works Order. The Route Card should take any item through a step-by-
step process, ensuring each step is correctly completed before commencement to the next. It will also
ensure that each step is properly carried out, and traceable in terms of the person carrying out the task,
including inspection and test processes.
Signatures and initials will be extensively replaced by Build, Inspection, and Test stamps to ensure that a
correct record of who carried out which tasks is in place. A stamp register will be maintained to ensure an
accurate record exists of which individuals held the stamp for specific periods of time, to enable re-issue to
others as roles and staff change. This change is intended to improve traceability and quality, as well as
improving continuity of work when a situation arises where a person who starts a task is not able to
continue until completion.
This document also details the process of compiling and maintaining lists of components (a Bill of
Materials (BOM)), ‘Kitting’ (ensuring a correct parts are in place for a specific set of work), and electronic
data storage methods for parts, as well as an overview of the Design, Production and Project Management
processes.
The appendix to this document is a useful guide on how to use, enter data, edit data, and extract useful
information such as Drawing Lists and BOMs using Solidworks, the 3D graphics tool used by SDL for all
mechatronics projects.
Page (ii)
CONTENTS
1. INTRODUCTION.....................................................................................................................................................1
2. DESIGN.....................................................................................................................................................................1
2.1 Identifying and securing contracts..................................................................................................................1
2.2 Meeting the detailed design requirement, and complying with relevant legislation......................................1
2.3 Project management role................................................................................................................................1
2.3.1 Performance.......................................................................................................................................2
2.3.2 Dimensions.........................................................................................................................................2
2.3.3 Mass...................................................................................................................................................2
2.3.4 Interfaces............................................................................................................................................2
2.3.5 Materials.............................................................................................................................................2
2.3.6 Safety..................................................................................................................................................2
2.3.7 Quality................................................................................................................................................2
2.4 Mechanical Design.........................................................................................................................................2
2.5 Electrical Design.............................................................................................................................................2
2.6 Electronics Design..........................................................................................................................................3
2.7 Software Design..............................................................................................................................................3
2.8 General Design Considerations......................................................................................................................3
2.9 Detailed Design Considerations......................................................................................................................4
2.10 Applicable Standards for Design....................................................................................................................4
2.10.1 UK Defence Standards (DefStan)......................................................................................................4
2.10.2 British Standards................................................................................................................................4
2.10.3 Other National and International Standards, Civil and Military........................................................4
2.10.3.1 International Standards.....................................................................................................4
2.10.3.2 Coding standards for software.........................................................................................5
2.10.3.3 RTCA/DO standards........................................................................................................5
2.10.3.4 US Military Standards (MIL STD)..................................................................................5
2.11 Design review and change process.................................................................................................................6
2.12 Configuration control......................................................................................................................................6
2.13 Through life project management, and procurement processes.....................................................................6
3. PRODUCTION.........................................................................................................................................................7
3.1 Route cards.....................................................................................................................................................7
3.2 Bill of Materials..............................................................................................................................................8
3.2.1 Assembly Specific BOM....................................................................................................................9
3.2.2 Purchasing BOM................................................................................................................................9
3.3 Procurement..................................................................................................................................................11
3.3.1 Requesting Quotes...........................................................................................................................11
AMENDMENT HISTORY
Issue Section Description of change Date Initials

1 ALL First Issue XX/XX/XX XXX
DISTRIBUTION
Name Address Copy No.

Stirling Dynamics Library 26 Regent Street, Clifton, Bristol, BS8 4HG. Electronic
Page (iii)
3.3.2 Purchasing........................................................................................................................................11
3.3.3 Supplier Management......................................................................................................................13
3.3.4 Receipt of Goods..............................................................................................................................13
3.4 Goods Inwards..............................................................................................................................................13
3.4.1 Machined Parts - GINS Process.......................................................................................................15
3.4.2 Electronics - GINS Process..............................................................................................................15
3.4.3 Services - GINS Process..................................................................................................................16
3.4.4 COTS Parts - GINS Process.............................................................................................................16
3.5 Kitting...........................................................................................................................................................16
3.6 Build, Integration and Test...........................................................................................................................17
3.6.1 Build.................................................................................................................................................18
3.6.2 Integration........................................................................................................................................19
3.6.3 Test...................................................................................................................................................19
3.6.3.1 Problems Encountered During Build, Integration and Test...........................................19
3.7 Repairs..........................................................................................................................................................20
3.7.1 Problem Report................................................................................................................................20
3.7.2 Initial Diagnosis...............................................................................................................................20
3.7.3 Receipt of Repairs............................................................................................................................21
3.7.4 Diagnosis Confirmation...................................................................................................................21
3.7.5 Repair and Integration......................................................................................................................21
3.7.6 Testing..............................................................................................................................................21
3.7.7 Finalisation.......................................................................................................................................21
3.7.8 Delivery............................................................................................................................................21
3.8 Post-Sales Support - dEfer............................................................................................................................23
4. PROJECT MANAGEMENT..................................................................................................................................23
4.1 Project Start Up.............................................................................................................................................23
4.1.1 New Business...................................................................................................................................23
4.1.1.1 Proposal..........................................................................................................................23
4.1.1.2 Contract Award..............................................................................................................24
4.1.1.3 Project Documentation...................................................................................................24
4.1.2 Repeat Business...............................................................................................................................25
4.1.2.1 Proposal..........................................................................................................................26
4.1.2.2 Contract Award..............................................................................................................26
4.1.2.3 Project Documentation...................................................................................................26
4.2 Project Planning............................................................................................................................................29
4.3 Customer Delivery........................................................................................................................................30
4.4 Shipping and Export/Import.........................................................................................................................31
4.5 Project Closedown........................................................................................................................................32
5. REFERENCES........................................................................................................................................................34
APPENDIX A. PDMWORKS USER GUIDE...............................................................................................................35

A.1 Vault..............................................................................................................................................................35
A.1.1 Vault Administrator..........................................................................................................................35
A.1.2 Project Folders.................................................................................................................................35
A.1.3 Project Sub Folders..........................................................................................................................35
A.1.4 Vault Tree.........................................................................................................................................36
A.2 Basic Rules...................................................................................................................................................36
A.2.1 Log In/Out........................................................................................................................................36
A.2.2 Ownership........................................................................................................................................37
A.2.3 Locking............................................................................................................................................37
Page (iv)
A.2.4 References........................................................................................................................................37
A.2.5 Check-In...........................................................................................................................................37
5.1 OPTIONS........................................................................................................................................................38
A.2.6 Editing column data.........................................................................................................................38
A.2.7 Checkout..........................................................................................................................................39
A.2.8 Options.............................................................................................................................................39
A.3 Data management Processes.........................................................................................................................41
A.3.1 Search Procedure..............................................................................................................................41
A.3.2 Procedure for creating COTS Parts..................................................................................................43
A.3.3 Design notes for modelling COTS parts..........................................................................................44
A.3.4 Procedure for creating Parts and Assemblies...................................................................................46
A.3.5 Procedure for adding documents......................................................................................................48
A.3.6 Procedure for creating a Drawing list..............................................................................................50
A.3.7 Procedure for a BOM.......................................................................................................................51
LIST OF FIGURES
Figure 1. Bill of Materials Process...................................................................................................................................8

Figure 1. Example Assembly Specific Bill of Materials..................................................................................................9
Figure 3. Example Purchasing Bill of Materials.............................................................................................................10
Figure 4. Procurement Process.......................................................................................................................................12
Figure 5. Goods Inwards Process...................................................................................................................................14
Figure 6. Kitting Process................................................................................................................................................17
Figure 7. Example Product Status Record......................................................................................................................18
Figure 5. Repair Process.................................................................................................................................................22
Figure 5. Project Start Up – New Business Process.......................................................................................................25
Figure 5. Project Start Up – Repeat Business Process....................................................................................................28
Figure 5. Project Planning Process.................................................................................................................................29
Figure 5. Customer Delivery Process.............................................................................................................................31
Figure 5. Project Closedown Process.............................................................................................................................33
Figure 6 : Lauch Workgroup PDM in SolidWorks.........................................................................................................35
Figure 7: Launch Workgroup PDM Standalone.............................................................................................................35
Figure 8: Vault Tree........................................................................................................................................................36
Figure 9: SolidWorks Vault view...................................................................................................................................38
Figure 10. Check-in Dialog............................................................................................................................................39
Figure 12: PDM Symbol convention..............................................................................................................................40
Figure 11. Check-out Dialog..........................................................................................................................................40
Figure 13. Search Dialog................................................................................................................................................41
Figure 14. Search Dialog................................................................................................................................................42
Figure 15. Extended Check-out Procedure.....................................................................................................................42
Figure 16. Check in Dialog.............................................................................................................................................44
Figure 17. COTS part structure example........................................................................................................................45
Figure 18. Parent Child example....................................................................................................................................45
Figure 19. Bill of Materials.............................................................................................................................................52
Figure 20. Bill of Materials Sort.....................................................................................................................................52
LIST OF TABLES
Table 1. Bill of Materials Summary.................................................................................................................................8

Table 2. Procurement Process Summary........................................................................................................................11
Table 3. Goods Inwards Summary.................................................................................................................................13
Page (v)
Table 4. Kitting Process Summary.................................................................................................................................16

Table 5. Build, Test and Integration Process Summary.................................................................................................18
Table 6. Repair Process Summary..................................................................................................................................20
Table 7. Project Start Up – New Business Process Summary........................................................................................23
Table 8. Project Start Up – Repeat Business Process Summary....................................................................................26
Table 9. Project Planning Process Summary..................................................................................................................29
Table 10. Customer Delivery Process Summary............................................................................................................30
Table 11. Shipping and Export/Import Process Summary.............................................................................................32
Table 12. Project Closedown Process Summary............................................................................................................32
Table 13. COTS part numbering examples....................................................................................................................43
Page (vi)
LIST OF ABBREVIATIONS
CADMID Concept, Assessment, Development, Manufacture, In-Service, Disposal

CDR Critical Design Review
CE Conformité Européenne (European Conformity marking)
COTS Commercial Off-The-Shelf
EC European Commission
EMC ElectroMagnetic Compatibility
EMI ElectroMagnetic Interference
FAI First Article Inspection
FAT Factory Acceptance Test
ITT Invitation To Tender
PDR Preliminary Design Review
RFI Radio Frequency Interference
RFP Request For Proposal
RTCA Radio Technical Commission for Aeronautics
SDL Stirling Dynamics Limited
Page (vii)
© Stirling Dynamics Ltd
1. Introduction
The Mechatronic Systems Group of Stirling Dynamics Limited (SDL) builds, maintains and supports a
variety of products tailor-made to meet various customers’ requirements. These are primarily in the
aerospace industry, but SDL also works in Marine, Defence, and Energy systems fields.
Mechatronic Systems products that have been produced by SDL include Active Control Systems, G-Seats
and Electro-mechanical test rigs. These devices use electrical actuation and accurate positional and force
control. The nature of these products, having electrically actuated moving parts with a human interface
means that they have to be designed and built with a high level of integrity, and a focus on electrical and
mechanical safety for the user.
2. Design
2.1 New Design Work
The requirement for design of any SDL product usually comes from a request for proposal (RFP), and a set
of customer requirements. The business management of SDL identifies customer requirements that SDL
are able to provide, and, with appropriate specialist advice from engineers within SDL, decide on whether
or not to bid for the contract. If the appropriate level of knowledge and expertise exists within SDL, and
the contract is considered to be commercially and technically viable, a costed proposal will be put to the
potential customer.
The input for this proposal is often internally funded, but customers may provide some funding to potential
suppliers. A bid may be secured by analogy to similar products, or by producing a capability demonstrator.
The customer will not only define the performance characteristics, but also the operating environment in
terms of temperature range for both operation and storage, vibration levels, impact levels, humidity,
ingress protection, supply voltage range/s, signal levels, input and output ranges and resolution, frequency
response, applied range of force, output force, equipment action on failure, protection methods, safety
standards
2.2 Meeting the detailed design requirement, and complying with relevant legislation
After a successful bid, design solutions are put together in more detail to ensure that customer
requirements are fully met, and any relevant regulations, laws, or other restrictions or constraints are met,
whether civil, military, UK, EC, or other country. There are also many regulations surrounding the
proposal and decision-making processes to ensure that decision are made fairly, and without the possibility
of corruption. One of the main drivers for compliance with legislation is to ensure that SDL, as a company,
and a designer, as an individual, are not vulnerable to prosecution due to the liability incurred by producing
and selling a product.
IP rating
2.3 Project management
All aspects of design need to be coordinated and integrated by the project manager from the outset to
ensure that the total design package meets customer requirements in terms of performance, dimensions,
mass, interfaces with other equipment, materials, safety and quality. Regular project meetings ensure that
engineers with different design responsibilities are kept aware of problems and changes, and the potential
impact on their own area of interest.
Commercial in Confidence Page 1

2.3.1 Performance
The customer will normally define requirements for electro-mechanical equipment in terms of range and
speed of movement, linear or rotational, forces that can be applied by or sustained by the unit, resolution,
methods of physical input and output, external power supply variations and ranges of signal input or
output. During the early design stage, it may be that a customer has not defined some parameters that need
to be incorporated into the design. This type of issue needs to be communicated between the project
manager and the customer, and when resolved, included in the specification.
2.3.2 Dimensions
Customers will often define a space envelope fully, but where it is not feasible to comply with the space
envelope, there may be scope for deviations from this envelope. Some dimensions may be fixed by other
equipment intended to be used in conjunction with the new product.
2.3.3 Mass
2.3.4 Interfaces
2.3.5 Materials
2.3.6 Safety
2.3.7 Quality
2.4 Mechanical Design
Requirement definition
Local or national restrictions for place/s of use
Margins for safety
Prohibited substances
Sharp edges
Risk of physical injury
Weight – lifting hazard, for parts, and complete item, handles for safe handling
Packaging
Reliability
Maintainability
Testing

FAT
FAI
2.5 Electrical Design
Electrical safety regulations – UK, other nations

Protection from high voltages
Creepage and clearance
Insulation
Radiation
Screening
EMC/EMI
TEMPEST
Prohibited materials
Recommended or required materials
Modes of failure
2.6 Electronics Design
PCB design process

Electrical safety regulations – UK, other nations
Protection from high voltages
Creepage and clearance
Insulation
Radiation
Screening
EMC/EMI
TEMPEST
Prohibited materials
Recommended or required materials
Modes of failure
2.7 Software Design

Standards?
Configuration control. Only one tested, authorised and issued version of software should exist for a given
piece of hardware at one time. The only possible deviation from this is when a piece of hardware has a
different functionality when a different version of software is loaded. Under these circumstances, the
software/hardware combination should have a different part number to maintain configuration control.
Reliability
Integrity
Safety
Modes of failure
2.8 General Design Considerations

Requirement definition
Legal or national restrictions for place/s of use
Margins for safety

Prohibited substances
Sharp edges
Risk of physical injury
Weight – lifting hazard, for parts, and complete item, handles for safe handling
Packaging
Reliability
Maintainability
Testing
FAT
FAI
2.9 Detailed Design Considerations
In recent decades legislation has changed in many respects, becoming much more stringent, and
consideration given not just to the safety of a product, but also the effect it may have on the environment
with regard to build, manufacture, development, use, and disposal. Many previously common-place
materials and compounds in industry have been made illegal due to their environmental and health effects,
such as Cadmium, lead, asbestos, mercury to name but a few. Other considerations are EMC, EMI, RFI,
acoustic emission, noxious emissions, ionising or non-ionising radiation hazards (x-ray, laser, gamma,
beta), and the potential effect on ‘new’ devices, such as pacemakers, mobile phones, sat-nav equipment,
digital transceivers etc. In secure military equipment, E-M emissions are required to be TEMPEST tested,
where a specialist group test a system with their own sensitive broadband RF antennae.
2.10 Applicable Standards for Design
Although SDL equipment is not normally required to be flight-worthy, it may sometimes interface with
flight-worthy equipment, so will need to be compatible in terms of power supplies, signal format and
protocol, tolerances and interfaces. For example, within a flight simulator environment, interfacing
equipment will need to comply with the same set of standards. The same is true of naval systems.
These are some of the standards that might impact design:
2.10.1 UK Defence Standards (DefStan)
00-970 – Airworthiness Standards

61-5 – Electrical Power Supply Systems
00-55 – Requirements for Safety Related Software in Defence Equipment
00-25 – Human Factors
2.10.2 British Standards
The industry sectors covered by the British Standards Institute are:

Automotive, Construction, Energy, Engineering, Fire, Food and drink, ICT and telecoms,
Medical devices, Manufacturing, Mining, Quality and business improvement, Security Systems,
Transport and logistics.
Standards that relate to SDL products are predominantly Engineering, Manufacturing, and Quality, with
some possible influence from ICT/Telecoms standards, and Security Systems.
BS 8887 is appropriate to all types of manufacturing and has the primary purpose of identifying and
specifying the use of ISO Standards relevant to the design for manufacture. It is structured to provide the
designer with a framework for the selection, preparation and presentation of appropriate documentation, so
that the design concept can be transferred into and beyond the manufacturing environment.

BS 8887-1:2006 specifies the requirements for the preparation, content and structure of design output and
the preparation of related technical product documentation for the manufacture, assembly, disassembly and
end-of-life processing (MADE) of products.
2.10.3 Other National and International Standards, Civil and Military
AS9100 Aerospace Quality Management
2.10.3.1 International Standards
ISO 9001 Quality Management

ISO 14001 Environmental Management
2.10.3.2 Coding standards for software
98-3 ADA
2000-1 – C and C++
2005-2 – Java
2.10.3.3 RTCA/DO standards
RTCA/DO-160 – Environmental Conditioning and Test Procedures for Airborne Equipment

RTCA/DO-167 – Electronics and Electrical Reliability
RTCA/DO–178B - Software Considerations in Airborne Systems and Equipment Certification
2.10.3.4 US Military Standards (MIL STD)
MIL-STD-108E – Definitions of and Basic Requirements for Enclosures for Electric and
Electronic Equipment
MIL-STD-810, Environmental Engineering Considerations and Laboratory Tests
DoD STD 2167A Defense Systems Software Development
CE Marking
https://www.gov.uk/ce-marking : “How a product complies with EU safety, health and environmental requirements,
and how to place a CE marking on your product.”
The CE marking symbolises the conformity of the product with the applicable Community requirements
imposed on the manufacturer. The CE marking affixed to products is a declaration by the person
responsible that:
 the product conforms to all applicable Community provisions, and
 the appropriate conformity assessment procedures have been completed.
http://ec.europa.eu/enterprise/policies/single-market-goods/files/blue-guide/guidepublic_en.pdf provides
details on the categories of equipment requiring a CE marking. Table 1/2 of this guide defines 21
categories. The products designed, built and produced by the Mechatronics group of SDL are required to
be CE marked as they come under directives:
 1) Low Voltage Equipment,
 5) Electromagnetic Compatibility and
 6) Machinery.
These standards are just a few of the many that will place requirement definitions on many projects.

Manufacture of airworthy equipment necessitates more of a focus on all applicable standards, whether civil
or military, relevant to the customer country. Where a product is required to be compliant with certain
standards, it is necessary to ensure access to those standards, and at the correct issue.
Definitions cover a number of terms bought into common industry use as the result of Waste Electrical and
Electronic Equipment (WEEE) Directive, Restriction of the Use of Certain Hazardous Substances in
Electrical and Electronic Equipment (RoH) Regulations 2008 and other legislation.
These include:
•remanufacture
•carbon footprint
•end-of-life
•reuse
•recondition.
2.11 Design review and change process
Refer to CP33 section 5 for the correct process.
As new equipment is built, there is often a need to change aspects of the design in order to facilitate easier
assembly. Any change needs to be approved by both the design engineer and the project manager. In order
to put an authorised change in place, an Engineering Change Request (ECR) needs to be raised, and the
change put into the 3-D model for the project in Solidworks.
No equipment should be altered or modified without going through both the design engineer and the
project manager, and no change will be implemented autonomously by any individual without going
through the formal review process. This will ensure quality control of the product, and that the product
matches the 3-D model.
Any change found necessary to the sequence of a product build should be notified to the design engineer
and to the project manager. This will cause a change to the order of events on a Work Instruction, or Route
Card, or both.
2.12 Configuration control

The above process of design review and change process should ensure the configuration control of all
manufactured equipment. Any changes implemented should result in either a new part number, or a new
issue number. Records of the build and configuration status must be retained in order to ensure that the
status of any given piece of equipment can be determined by looking up the part/issue number against a
database containing records of changes implemented. In order to reduce the effort involved in maintaining
such records, changes should be grouped together into an up-issue pack, rather than have an up-issue for
individual small changes. The up-issue pack should follow a project design review, and the types of
change, reasons and justifications should be detailed in a status document.
2.13 Through life project management, and procurement processes

Most organisations have a structured procurement process to adhere to, which, in turn, drives the expected
levels of project/product maturity and the timing of design reviews such as PDR and CDR. The UK
Ministry of Defence (MoD), for example, uses what they call the CADMID cycle, which considers any
product from its initial Concept through to its Disposal at (or after) the end of its useful life. This process
also includes ‘Initial Gate’ and ‘Main Gate’ steps. These are significant budget approval and design
acceptance steps. PDR and CDR reviews are also included within CADMID. The full meaning of the
CADMID acronym is Concept, Assessment, Development, Manufacture, In-Service, Disposal, describing
the different phases through the product life cycle. The disposal aspect has in recent years become a

significant aspect in terms of recycling, controlling hazardous waste, and minimising environmental
hazards, all of which should be considered even in the design phase. This relates closely to the BS 8887-
1:2006 MADE process.
[Need to talk about the output of the design stage, currently called “Technical Data Pack” and the “Final
Baselined Design”. I think it is also worthwhile having a discussion in this section about baselining
designs. How it is done, where it is done etc]
[Is it worth talking about incorporating design changes from previous builds?]
Drawing management: how are things are up issued, revisions, WIP, alpha and numeric revisions.
How up issuing a drawing affects the revision number of any assembly it is a part of.
3. Production
The Production process follows on from successful completion of the Design process. The outputs of the
Design process are used to start Production of the design. Production starts with the Baselined Design and
Technical Data Pack from the Design process and finishes with a finished product.
3.1 Route cards
A route card is created at the start of Production by the Project Manager. The Route card is created from
the Master Route Card for the product being produced. The Master Route Card is the template for the
Route Card and contains the steps required to procure, build, test and deliver the product. The Route Card
not only sets out the operations required to produce the product but has space to record the tools used and
any deviations made from the process set out.
The Route Card references:
 The Bill of Materials, which includes the revisions of all the parts on the bill;

 The Drawing Pack.
The Route Card contains the sequential Works Instructions required to complete the operations listed on
the card.
The Route Card follows the product through each of the processes and once the product is complete, it
gives a “commentary” or detailed history of the production process for that item. It also documents the
configuration of the product, and any deviation from the revision it was built to.
It should be possible to view the Route Card at any point in the production process and see what the state
of the product is. This is important to ensure that processes are carried out correctly, and in the right order.
As a sequential process, if followed carefully and correctly, no product should go into a process before it is
properly prepared.
3.2 Bill of Materials
A Bill of Materials (BOM) is a list of items or parts. There are two types of BOM:
 Assembly Specific BOM – list of components which make up a top level assembly;
 Purchasing BOM - a list of items to be purchased.
Documents/Forms Interfacing Processes
INPUTS  Baselined Design Design [§2.]
 Bill Of Materials
OUTPUTS  Procurement [§3.3]
[BOM TEMPLATE.xlt]
Table 1. Bill of Materials Summary
This process uses the baselined design within PDM to produce the two types of BOMs.

Figure 1. Bill of Materials Process.
3.2.1 Assembly Specific BOM
The Assembly Specific BOM lists top-level assembly components only. The BOM is saved within the
specific assembly drawing.
Figure 2. Example Assembly Specific Bill of Materials.
The process followed to create an Assembly Specific BOM is shown in Annex A.3.7.

3.2.2 Purchasing BOM
The purchasing BOM contains all of the parts including COTS parts used in an assembly. The BOM is
contained within the baselined Solidworks assembly model and is then exported to an excel document.
Once the BOM is exported from Solidworks it is no longer updated automatically with any changes made
to the assembly within Solidworks. If the assembly is modified the BOM must be re-exported from the
updated assembly. The exported BOM in Excel format is checked into PDM for revision control.
The process followed in creating and using a Purchasing BOM is:
1. Create an Assembly Specific BOM in the assembly if not already created (process detailed in
Annex A.3.7)
2. Export the BOM to the excel template file (BOM TEMPLATE.xlt, shown in Figure 14)
3. Save as using filename of the format \AssemblyNumber_BOM e.g. 140A000_BOM. The BOM
should be saved within the Procurement folder in the appropriate Project directory on the network
drive.
4. Check the BOM into PDM product folder. (‘Checking in’ is described in Annex A.3.5)
5. The BOM should then be reviewed and Procurement instructed to kick off the procurement
process – see Section 3.3.
Figure 3. Example Purchasing Bill of Materials.

3.3 Procurement
Procurement begins with a Purchasing BOM created from the Bill of Materials Process and the Technical
Data Pack output from the Design Process. Procurement finishes when all the items on the Purchasing
BOM have been received. The Procurement process is sufficiently “standalone” that more than one
product can be procured at the same time. This lends itself to cost savings if for example items from
different products can be bought from the same supplier.
 Bill of Materials
INPUTS  Item Specifications  Bill of Materials [§3.2.1]
[Technical Data Pack(s)]
 Receipt of Goods recorded in

OUTPUTS  Goods Inwards [§3.4]
Expenditure Forecast
Table 2. Procurement Process Summary
The activities that are involved from start to finish are shown in Figure 4.
3.3.1 Requesting Quotes
The Procurement process starts with a distinct phase of requesting for quotes for each of the items on the
BOM. Some items may be grouped together as they can be procured from the same supplier. The item may
have specific requirements detailed in the Item Specification which is found in the Technical Data Pack.
These requirements may determine from which suppliers the item can be procured. Once a supplier, or
number of suppliers, have been identified request for quotes are sent to them.
Suppliers then respond with Quotes for the items that have been requested. Quotes are then checked
against the requirements for each item to check that they are satisfied. Quotes for each item are then
collated before the Purchasing process starts.
3.3.2 Purchasing
Purchasing starts with the collated Quotes for each item, with the best quote being selected. ‘Best’ in this
context is not necessarily just the cheapest. Quality, and ability to deliver to schedule are also considered.
Suppliers are normally selected from the Approved Supplier list, but some unusual items may need to be
sourced from a specialist supplier. If this is the case, approval for the supplier has to be obtained or another
approved supplier chosen. The chosen supplier is then sent a purchase order, approved and authorised by a
relevant people, for the required items stating the expected delivery date.
The supplier then acknowledges the purchase order and confirms the delivery date. The Procurement
process then moves into the Supplier Management phase.

Figure 4. Procurement Process.

3.3.3 Supplier Management
Supplier management encompasses all the activities concerned with ensuring that a supplier delivers the
correct goods on time. A supplier may have questions with respect to the items ordered that require a
commercial or technical answer. Likewise there may be questions that Stirling would like to raise with the
supplier about the goods once they are ordered. Goods that have not been delivered by the agreed delivery
date require chasing. All these interactions, and others, between the Supplier and Stirling fall under the
umbrella of Supplier Management.
3.3.4 Receipt of Goods
The supplier sends Stirling the Goods with the associated Delivery Documentation. The receipt of Goods
is recorded in the Expenditure Forecast as they arrive and the goods are placed in the Goods Inward Area.
3.4 Goods Inwards
 Non Conformance Form [F-18]

 Works Order Form [F-43A]
INPUTS  COTS Specifications  Procurement [§3.3]
 Item Specifications
[Technical Data Pack(s)]
 Goods Inwards Report

OUTPUTS  Batch Production Record (for  Kitting [§3.5]
Electronics only)
Table 3. Goods Inwards Summary
The Goods Inwards or GINS is the process of inspecting and accepting goods from a supplier or customer.
This process, Figure 5, will be dependent on the nature of the goods; whether they are COTS, machined
parts, services or electronics.
The Item Specifications used to inspect the received goods can drawing packs, electronics data packs, or
service specifications.

© 2011 Stirling Dynamics Ltd Commercial in Confidence SDL-MSG-PCM-02, Issue 1 Draft A
Figure 5. Goods Inwards Process.
3.4.1 Machined Parts - GINS Process
1. Check for Certificate of Conformity. If there is not one with the delivered goods request one from
the supplier.
2. A drawing pack containing all part drawings sent for manufacture should be printed out in A3 and
stored in a folder.
3. A Goods Inwards Report should be printed off using the template SDL-MSG-GINS-Report.xltx
ensuring that there is a line for every part received.
4. The goods, if not already in the Goods Inwards area should be transferred there for inspection.
5. All goods should be inspected against the associated drawings within the drawing pack. All
dimensions specified on the drawing should be checked to within the stated tolerances. Calibrated
tools should be used and the calibration date and tool number noted on the Goods Inwards Report.
6. If all dimensions of a part are within the stated dimensions then the part should be signed off on
the GINS Report.
7. If any dimension is not within tolerance then the following procedure should be followed for that
part:
a. Raise a Non-Conformance (F-18) and enter it into the Non Conformance Register (NCR
register.xls). Inform the Material Review Board of non-conformance.
b. Contact the supplier and inform them of the non-conformance.
c. Decide whether the part should be returned to the supplier for re-work or amended in-
house.
d. If the part is to be amended in-house a Works Order should be raised and the part passed
to the work shop. Once the part has been amended step 4 onward should be executed for
that part.
8. If all parts pass the GINS inspection the goods should be sent to stores and the Indexed Stock
spreadsheet updated. The final stock location of the Goods should be recorded on the GINS report.
9. Sign off the GINS report and store report in Project folder and authorise payment of the goods.
3.4.2 Electronics - GINS Process
1. Check for Certificate of Conformity. If there is not one with the delivered goods request one from
the supplier.
2. The data pack which was sent for manufacture should be printed out in A3 and stored in the central
Electronics Data folder.
3. A visual inspection of the board against the data pack will be conducted and any works
instructions associated with that electronics board shall be performed. If there is a non-
conformance please follow step 7 from the Machined Parts process above. The visual inspection
will include, but not be limited to serial and variant number, component placement, silk screening,
and solder.

4. If the board has passed the GINS inspection the Batch Production Register for that board should be
updated with the board serial number and then the board sent to stores with the location also noted
on the Batch Production Register.
3.4.3 Services - GINS Process
1. All Services should be evaluated against their specification. The evaluation should be appropriate
for the service provided. For example a strained gauged beam should be checked for continuity
and appropriate resistance readings.
3.4.4 COTS Parts - GINS Process
1. All COTS parts should be visually inspected against their specification. Part number should be
checked against the Purchase Order.
2. If there are a large number of instances in a batch then a 10% inspection sample should be taken.
3.5 Kitting
Kitting is the process of picking items from stock for a particular build, Figure 6. It naturally follows the
Goods Inwards Process but can be considered as a standalone process that could be followed at any time. If
the process is run independently of the Goods Inwards Process it is relying on the assumption that all the
Goods required are in stock.
INPUTS  Bill of Materials  Goods Inwards [§3.4]
OUTPUTS  Kitting List Build [§3.6]
Table 4. Kitting Process Summary.
The Bill of Materials drives the process with each item on the list picked from Stock. If the item is in stock
then the location is noted on the kit list, if it is not in stock then the delivery date for the required item is
noted on the kit list. Once all the items have been kitted the process finishes leaving a completed kitting
list documenting the location of all the required items for building the product.

Figure 6. Kitting Process.
3.6 Build, Integration and Test
Discuss the mechanism for dealing with problems during build, integration and test.
 Kitting List
 Route Card
 Works Instructions
INPUTS  Drawings  Kitting [§3.5]
 Product Breakdown Structure
 Acceptance Test Procedure
 Production Permit
 Unit Production Record
OUTPUTS Customer Delivery [§4.3]
 Integration Records

 Marked up Drawings/ECRs?
 Completed Route Card
 Acceptance Test Results
Table 5. Build, Test and Integration Process Summary.
3.6.1 Build
The Build process can only begin when the following are complete and have been passed to the workshop:
 Kitting List
 Drawing Pack
 Product Status Record
 Route Card
The Drawing Pack should include a complete set of the following drawings for the released product:
 Assembly drawings
 Component drawings
 Electrical wiring diagrams
 Product Status Record.
The Product Status Record (PSR) is a record of the revision status of all component parts of a baselined
product. It consists of an indented structure of the assembly and component drawings with associated
revision numbers. See Figure 7 for an example of a PSR.
Figure 7. Example Product Status Record.
The Route Card will detail exactly what is to be built and how to build it via Works Instructions.

3.6.2 Integration
Once the mechanical build of the product is complete it is integrated with the electrics, electronics and
software.
Any software used should be controlled and baselined within CVS prior to integration.
Calibration?
Once calibration is complete any calibration files should be controlled within CVS with reference to the
product number and serial number
3.6.3 Test
Once a product has been built and integrated it will undergo acceptance testing to ensure that it meets its
specification and that it is fit-for-purpose. The extent of the testing that is conducted will depend on
whether the design has been verified previously:
 First Article Acceptance Testing – testing that verifies the design; conducted on the first
manufactured instance of a product.
 Factory Acceptance Testing – testing that checks for manufacturing variables are within tolerances
and the product meets technical specification; conducted on every instance of a product.
Any item undergoing test should be cordoned off to prevent risk of injury, and to ensure the test is
completed correctly, without interuption. A unit under test can have moving parts, hazardous voltages,
machanical hazards, or stored energy due to exerted pressure between 2 or more objects. All staff NOT
involved with tests should have some kind of visual alert that a test is ongoing, and some physical means
of obstructing entrance to the test area. Readily available signs can be obtained, examples of which are
shown below. Hazard tape should be used to cordon off a test area, and for particularly hazardous tests,
such as high voltage tests, flashing warning lights should be considered, as used in other hazardous
industries. Also the ‘Dust Hazard’ warnings might be considered for certain activities, such as working on
fibre glass or carbon fibre materials.
The testing procedure should be clearly defined within a Test Procedure document. This document should
provide a template to record and sign off the results. Some equipment may have results recorded
electronically, which can be included numerically or graphically in a test report. The results template
should additionally provide the following fields:
 Part number
 Serial number
 Baseline tag of control software used

 Baseline tag of maintenance or test software used for task
 Calibrated tools used in test (serial number and CAL date should be recorded)
Once the product has completed acceptance testing the unit should undergo ‘soak testing’. This testing
involves running the unit through a number of operational cycles in order to highlight any problems prior
to delivery.
3.6.3.1 Problems Encountered During Build, Integration and Test
If a problem arises during build, integration or testing which requires any deviation from the assembly
drawings or modification of any of the kitted parts, the Project Manager and Technical Lead should be
informed. The modification/deviation should be approved and recorded within the Unit Production Record.
These modifications or deviations fall under two categories and should be dealt with accordingly:
1. Modification/deviation required due to the design;
2. Modification/deviation due to a component part not meeting its specification.
When a category 1. modification/deviation occurs it should be recorded as a mark-up on the drawing pack
in red ink. Once the build process is complete the drawing pack is fed back to the design team who will
raise an ECR detailing the necessary design changes.
When a category 2. modification/deviation occurs it should be recorded in a Production Permit which

details the problem encountered and the consequent deviation away from the baselined design. It also
records the preventative steps to be taken in the future and approval of the deviation. Production Permits
are reviewed by the MRB.
3.7 Repairs
The repair process handles problems reported by customers and covers all activities from the initial
customer contact to the resolution of the problem. The repair process is summarised in Figure 8.
INPUTS  Problem Report
 Test Results
OUTPUTS  Repair Record Customer Delivery [§4.3]
 Completed Works Orders
Table 6. Repair Process Summary.
3.7.1 Problem Report
The repair process starts when a customer reports a problem to Stirling. A summary of the problem is
summarised in a System Performance Report form and sent to the customer. The customer then reviews
and adds any more information on the problem and sends the form back to Stirling. The form should
contain a description of the symptoms, input conditions and details of any actions taken to resolve the
problem.

3.7.2 Initial Diagnosis
The information of the system performance is then assessed by Stirling and an initial diagnosis made.
Based on the diagnosis the customer is either advised on how to correct the problem or a Return
Merchandise Authorisation (RMA) number is registered and issued to the customer.
If the product is no longer under warranty an estimated repair cost is sent to the customer and then if the
customer accepts the estimated cost they send the product back using the RMA number. The repair process
ends if the customer does not accept the estimated cost.
If the product is under warranty, including extended warranties, then the cost of the repair is borne by
Stirling.
Whilst the goods are being shipped back to Stirling the Works Order for the initial diagnosis is created and
the Repair Record printed ready for when the unit is received.
3.7.3 Receipt of Repairs
3.7.4 Diagnosis Confirmation
After receipt of the product it the problem is diagnosed as detailed by the Works Order. All details of the
diagnosis are written in the repair record, steps taken to identify the fault(s) and any likely cause(s).
Once a diagnosis is arrived at a proposal is prepared detailing the cost of the repair, for all non-warranty
repairs, and sent to the customer. On acceptation of the proposal and receipt of a purchase order the repair
can begin. If the proposal is rejected the product is returned to the customer. If the product is under
warranty a proposal is not required.
3.7.5 Repair and Integration
A Works Order is created that lists the operations necessary to repair, integrate and test the product.
Following the repair the product is integrated to see if the repair has been successful, if it has not been
successful further Works Orders are created and executed until the product is successfully integrated.
3.7.6 Testing
Upon a successful integration the product requires testing. The testing to be performed must confirm that
the original problem has been resolved and that any actions performed on the product during repair and
integration have not affected the performance of the product. This testing is typically a subset of the
original acceptance testing procedure with the addition of any other tests required to confirm the product is
working correctly. The areas that need testing and the tests chosen for those areas are documented along
with the outcome of the testing using the Test Coverage Decision Form (F81).
3.7.7 Finalisation
Once a product has passed all the testing and the results are noted on the Test Coverage Decision Form all
the other repair documentation must be finalised. This typically requires:
 All Works Orders to be signed off
 The Repair Records to be complete, containing a full record of from diagnosis to final testing.

 The Test Coverage Decision Form to be complete and signed.
 Any other related documentation (Production Permits, Engineering Memos, etc) to be signed and
where required approved.
3.7.8 Delivery
A Certificate of Conformance must be prepared and passed to the named technical approval authority with
the finalised repair documentation. After technical approval the repair documentation is passed with the C
of C to the Quality approval authority. Following quality approval the C of C and repair documentation is
passed to the project level approval and after this final approval the preparation of the delivery can begin.
See Customer Delivery Process.

Figure 8. Repair Process.

3.8 Post-Sales Support - dEfer
4. Project Management
4.1 Project Start Up
The Project Start Up process is split into two separate processes. The first process is for new business, for
products that have not been made before. The second process is for repeat business, products that have
been made before.
4.1.1 New Business
INPUTS  Quote Request
 Technical Plan
 Quality Plan
 Risk Register
OUTPUTS  Manpower and Expenditure Plan Project Planning [§4.2]
 Project Authorisation Form [F-1]

 Task Specification and Completion
sheet [F-2]
The new business process starts when a customer requests a quote from Stirling. A decision on whether to
bid on the quote is taken and the minutes from that meeting are recorded. If the decision is to no bid the
quote then the process stops.
Table 7. Project Start Up – New Business Process Summary.
4.1.1.1 Proposal
If the decision is taken to bid on the quote then the value of the expected contract, if it less than or more
than £100K, drives the amount of time and effort put in to the preparation of a proposal.
Before preparing the proposal the following documents are prepared:
 Manpower Plan
 Project Costing
 Risk Register
These documents are then used in the preparation of the proposal. The manpower is estimated using the
Price Makeup sheet and this then drives the estimation of the project cost. The risk register contains all the
risks so far identified.
Once the proposal is prepared it needs to be Approved and Authorised by the relevant document
authorities, which may change depending on the value of the contract. The proposal is then sent to the

customer. If the customer awards a contract based on the proposal then the process continues, otherwise it
finishes.
4.1.1.2 Contract Award
The awarded contract is then reviewed against the agenda set out in Company Procedure 5 Section 4 and
the original proposal. A contract review form is completed (SDL-F-62) and a set of minutes as part of the
meeting.
An inaugural project meeting takes place to discuss the Project Income and Expenditure Schedule (SDL-F-
27) and from this meeting Section 1 or 2 of the Project Authorisation Form (SDL-F-1) are complete and a
set of meeting minutes produced.
4.1.1.3 Project Documentation
Following the inaugural project meeting the project documentation is prepared. This covers the following:
• Technical Plan
• Quality Plan
• Risk Register
• Manpower and Expenditure Plan
Templates for the Quality Plan and Risk Register are selected based on the value of the contract. If the
contract is less than £100K then the short templates are used. If the contract is more than £100K then the
full form templates are used.
These documents are then approved by the relevant document authority and then Section 3 of the Project
Authorisation Form is complete.
All that remains from the final authorisation of the project is to delegate tasks using the Task Specification
and completion sheet (SDL-F-2).

Figure 9. Project Start Up – New Business Process.
4.1.2 Repeat Business
The new business process starts when a customer requests a quote from Stirling for a product that is
sufficiently mature to be considered “off the shelf” or “build to print”. A decision on whether to bid on the
quote is taken and the minutes from that meeting are recorded. If the decision is to no bid the quote then
the process stops.

INPUTS  Quote Request
 Technical Plan
 Quality Plan
 Risk Register
OUTPUTS  Manpower and Expenditure Plan Project Planning [§4.2]
 Project Authorisation Form [F-1]
 Task Specification and Completion

sheet [F-2]
Table 8. Project Start Up – Repeat Business Process Summary.
4.1.2.1 Proposal
If the decision is taken to bid on the quote then the value of the expected contract, if it less than or more
than £100K, drives the amount of time and effort put in to the preparation of a proposal.
Before preparing the proposal the following documents either from the previous project that the product
was built from the product documentation pack:
 Previous Proposal
 Previous Project Costing (Price Makeup Sheet)
 Previous Risk Register
These documents are then used in the preparation of the proposal.
Once the proposal is prepared it needs to be Approved and Authorised by the relevant document
authorities. The proposal is then sent to the customer. If the customer awards a contract based on the
proposal then the process continues, otherwise it finishes.
4.1.2.2 Contract Award
The awarded contract is then reviewed against the agenda set out in Company Procedure 5 Section 4 and
the original proposal. A contract review form is completed (SDL-F-62) and a set of minutes as part of the
meeting.
An inaugural project meeting takes place to discuss all project documentation created so far. From this
meeting Section 1 or 2 of the Project Authorisation Form (SDL-F-1) are complete and a set of meeting
minutes produced.
4.1.2.3 Project Documentation
Following the inaugural project meeting the project documentation is prepared. This covers the following:
• Technical Plan
• Quality Plan

• Risk Register
• Manpower and Expenditure Plan
These documents are then approved by the relevant document authority and then Section 3 of the Project
Authorisation Form is complete.
All that remains from the final authorisation of the project is to delegate tasks using the Task Specification
and completion sheet (SDL-F-2).

Figure 10. Project Start Up – Repeat Business Process.

4.2 Project Planning
INPUTS  ?  Project Start Up [§4.1]
OUTPUTS  ? Design? [§2.]
Table 9. Project Planning Process Summary.
Figure 11. Project Planning Process.

4.3 Customer Delivery
 Build Production Records
 Integration Records  Repair [§]

INPUTS
 Repair Records  Build, Integration and Test [§]
 Complete Works Orders
 Certificate of Conformity  Project Closedown? [§]

OUTPUTS
 Customer Delivery Note  Shipping and Export/Import? [§]
Table 10. Customer Delivery Process Summary.

Figure 12. Customer Delivery Process.
4.4 Shipping and Export/Import
INPUTS  ?  ? [§]
OUTPUTS  ?  ? [§]

Table 11. Shipping and Export/Import Process Summary.
4.5 Project Closedown
INPUTS  ?  Customer Delivery? [§]
OUTPUTS  Kitting List 
Table 12. Project Closedown Process Summary.

Figure 13. Project Closedown Process.

5. References

APPENDIX A. PDMWORKS USER GUIDE
PDMWorks is the name of the PDM software used for configuration management. This tool is an integral
part of our CAD system and can store/manage most types of data; it has been configured to give data
access to non CAD users via standalone client software installed on individual workstations. PDMWorks
controls projects with procedures for check out, check in, revision control, and other administration tasks.
PDMWorks is accessed from inside SolidWorks (SolidWorks Workgroup PDM for SolidWorks client) or
within SolidWorks Explorer (SolidWorks Workgroup PDM Contributor).
Figure 6 : Lauch Workgroup

PDM in SolidWorks Figure 7: Launch
Workgroup PDM
Standalone
A.1 VAULT
The vault is a folder or directory (on the server) where projects and documents are stored. The vault
service is software that controls access to the vault through Workgroup PDM. The vault and vault service
are installed and maintained by a vault administrator. Users store documents in the vault by means of
Workgroup PDM clients.
It is the responsibility of anyone (with write access) using the vault to store data in the appropriate manner
with respect to the multi-user environment and in accordance with this document.
Note: The vault and the clients must use the same Workgroup PDM major version. However, the service
pack levels do not have to match. For example, you can run an SP3 version of the vault software with a
client that has SP2 installed.
A.1.1 Vault Administrator
Vault administrators are responsible for the maintenance of the vault, the vault administrator uses the
“VaultAdmin” tool to create users and projects, specify revision and lifecycle schemes, and establish
global settings.
A.1.2 Project Folders
These project folders (like in windows O/S) store data. These numbers reflect the product numbering
system.
A.1.3 Project Sub Folders
These folders store product specific data.

A.1.4 Vault Tree
This is the file organization of the data in the Vault. The organization of this data is structured in a nested
format, meaning that the documents are not always in an obverse place.
Name of the Vault, Server and User
Product
Project Sub Folders
Project Folders
Figure 14: Vault Tree
A.2 BASIC RULES
A.2.1 Log In/Out
This allows access to PDM Workgroup database. Logging on to your own profile creates an auditable trail
of changes to specific files that you work on. Each log in has a custom set of permissions allowing specific
visibility to projects, document statuses and read/write access.
To log in to SolidWorks Workgroup PDM:
Do one of the following:
(i) In SolidWorks client, click Workgroup PDM Login on the Workgroup PDM toolbar.
(ii) In SolidWorks client or SolidWorks Explorer client vault view, double-click. Login, or
right-click and select Workgroup PDM Login.

(iii) Enter the information vault computer “RAREHARE”, vault description “VAULT
COMPUTER” and check make default vault computer.
(iv) Enter user information; User name this is case sensitive, or you can click the ... button to
the right of the input field and choose from the list, and then enter password again this is
case sensitive
(v) Click Login.
To log out in to SolidWorks Workgroup PDM:
Do one of the following:
(i) In the SolidWorks, click Workgroup PDM Login on the Workgroup PDM toolbar.
(ii) In SolidWorks client or SolidWorks Explorer client vault view, right-click in the vault
view and select Logout.
A.2.2 Ownership
When you have Ownership of a document, you have the right to edit it and then check the document back
into the vault. The document can still be Checked-Out or opened by other users but cannot be edited; when
other users do this it could result in their model being out of date.
A.2.3 Locking
A document is locked whenever someone has ownership of that document, only one person can have
ownership of a document at any time.
A.2.4 References
References are logical links between different documents in the vault. In the case of SolidWorks files,
links are automatically generated based on the assembly hierarchy.
A.2.5 Check-In
This is the process of saving files into the Vault.
To check-in a SolidWorks document into the vault:
(i) If the document is not already open, right-click on the document in the local view and
select ‘Check in This Document’.
(ii) If the document is opened in SolidWorks, you can right-click in the vault view and select
Check in Active Document, or on the PDM Workgroup toolbar click on this icon .
(iii) Edit properties in the Check-In Document dialog box as described below.
(iv) Click Check-In.

5.1
Local View.
Vault View.
Figure 9: SolidWorks Vault view
OPTIONS
“Check in?” Checks in the document and creates a new revision in the vault.
Icons in the Options column include:
(i) Retain ownership - Keeps the document locked so you have exclusive right to create
the next revision.
(ii) Delete local copy - Removes the document from your local workspace, which frees
up disk space.
(iii) Document status - This document does not yet exist on the vault, for example (read
only information).
A.2.6 Editing column data
To select documents for Check-In, or document options you can specify all or individual documents:
(i) Click the Options header - Select or clear Check in boxes.

(The check boxes in the left-most column of the table are checked or cleared.)

(i) To select or clear documents individually:
(ii) Select or clear the check box in the row with the document name.
(iii) For documents selected for check in, you can specify for individual or groups of
documents:
(iv) Type Number, Description, or Note.
(v) Choose Revision, or Project.
Revision: For new documents ensure

A is in revision cell.(see revision
scheme section 4.6) Note: Fill in brief description of change,
to allow detailed history builds up.
A.2.7 Checkout
This is the process of opening and/or taking ownership of a file from the Vault.
To Check-Out a document, do one of the following:
(i) In the SolidWorks client, right-click a document and select “Open / Check Out”
Document.
(ii) In the SolidWorks Explorer client, select a document and click Open or Checkout
Description: document name Project: this is the project folder that the Custom specific properties
document on thedocument
Mini Toolbar.
will be checked in to.
(iii) Edit the properties in the dialog box as described below, and then click Open / Check Out.
Figure 15. Check-in Dialog
A.2.8 Options
(i) Get References. If you need to “check out/open” a document at an older revision than
what is currently in the vault, select “As built” then change the revision of the document.
To view or carry out work then select Latest revisions.
(ii) Open Now. Opens the main document in its associated application. To open a document,
you must get a local copy.
(iii) Take Ownership. This will only need to be selected on the document/s that you wish to
edit
Document status. This is where Solidworks looks to

see if the save in folder... location has a copy of Save in folder. Create a folder
what you are about to checkout/open whether it locally C:\_PDM LOCAL. All
doesn’t exist, if the vault has a newer version than SolidWorks documents to be stored
that in the folderetc. in this location.

Figure 11. Check-out Dialog
Figure 16: PDM Symbol convention
A.3 DATA MANAGEMENT PROCESSES
A.3.1 Search Procedure
As SolidWorks saves parts and assembly in a nested file structure it is not always easy to find the files you
are looking for. The easiest and quickest way to do this is to use the ‘Search/Find’ command this
allows you to search the vault using configuration-specific properties, and generate reports from the
results. IMPORTANT: Depending on your PDM permissions, your searches can be restricted.
(i) Do one of the following:
(ii) In SolidWorks, right-click in the vault view and select Find/Search.
(iii) In SolidWorks Explorer, select the document and click Search Vault (mini toolbar).
Figure 17. Search Dialog

(iv) In the Search for Document dialog box (above), under the Search list, select a property.
For general files, number searches ‘All Properties’ is the easiest.
(v) Type the text you want to search.
(vi) Under Direction, choose either Backward or Forward. If you are working in the vault and
have selected a project file the search will start from that file.
(vii) Under Options, select or clear Ignore case, exact match, and Ignore Links (document
shortcuts) as needed.
(viii) Click Find
If you are searching for a non-specific value e.g. M3 fixings, with Description property selected the
‘Generate Report’ button is useful for identifying all the results in one window.
Document status:
New document not
present on local
drive
‘CLICK
’
‘RIGHT CLICK’
Figure 14. Search Dialog

Get local
Take ownership. If you
copy
intend to edit the
registry.
Figure 15. Extended Check-out Procedure
A.3.2 Procedure for creating COTS Parts
The “Commercial Off The Shelf” COTS Registry is located with the Vault under the 100 Project folder.
(i) ‘Check Out’ the COTS registry, and take ownership.
(ii) Click ‘Open/Check Out, before Excel opens the registry the dialog box below will appear
asking you if you want to open as a read-only? Select NO if you are intending to edit the
document.
(iii) Once the COTS registry is open, take out the next number in the sequence for the relevant
item i.e. C-Component, F –Fixings, X – Consumables.
(iv) Fill in the required details, Description, Supplier, Supplier no., with in the description field
be as descriptive as possible as this will reduce the possibility of duplications and errors.
Some examples are given in Table 13.
a. The first example provides a good level of description, including some dimensional
detail, and both a supplier and manufacturer number.
b. The second is less descriptive, but still has the numbers that enable identification. The
detail given with these first two examples allows the product and possible suppliers to
be found using an internet search engine.
c. The third example is poor, with a single word description, and no detail of supplier
number or manufacturer. With the poor description and lack of detail, even on the
Tyco Electronics website, it is not possible to identify the product,
P/N Description Supplier Supplier Manufacturer Manufacture

No. No.
100C424 50 WAY 2.54mm PITCH C RS 670-4868 MOLEX 90142-0050

GRID III CRIMP HOUSING
100C460 ANGULAR CONTACT BRAMMER 3802-ZZ INA 3802-B-2Z-TVH

BEARING DOUBLE ROW
100C117 CONNECTOR TYCO 1-35319030

ELECTRONICS
Table 13. COTS part numbering examples
(v) Click save and close document.

(vi) Click ‘Check in’, ensure you have released ownership and delete local copy (above).
Deleting the local copy will mean that you do not edit an old copy or duplicate numbers,
see Figure 18.

Figure 18. Check in Dialog
Check in
Active
document
Local view
Workspace
Release ownership
Check in Delete local copy

A.3.3 Design notes for modelling COTS parts.
The general procedure when dealing with COTS parts is to Create the part in SolidWorks, then save the
part using the next available COTS number, Fill in custom properties and update the parts register, Check
in
As COTS parts are a procured item whether they are pins with one component or gearboxes with multiple
components, depending what the model needs to communicate depends on the amount of components that
need to be modelled, they can be loosely defined below:
(i) If the COTS part is a procured assembly where all components can be individually
purchased.
(ii) If the COTS parts need to have moving elements.
If the COTS part is an assembly where all components can be individually purchased, these parts follow
the standard COTS part numbering convention with all custom properties filled in, description, vendor
number etc.
Part Number
Parent Assy
Component Part numbers
Figure 17. COTS part structure example
Note: Part Numbers 100Axxx are legacy part numbers and

have been superseded with 100Cxxx across the board.
For COTS parts that need to have moving parts to allow an assembly to move correctly or for alignment,
these models need to have construction parts. Where component parts cannot be purchased individually
and therefore are linked to that specific top level part only, these components they have their own
numbering convention:

Part Number
Parent Assy, Standard
numbering convention Description is only needed
for the parent assy’.
Standard numbering
convention
Construction Number
Child part, Suffix added
_1, 2, 3.
Figure 19. Parent Child example
As shown above construction parts do not have Descriptions or any custom properties.
Once the component/construction parts are assembled they then have to excluded from top level BOM:
 under the configuration’ properties
 Right click configuration select properties
 ‘Check ‘hide’
A.3.4 Procedure for creating Parts and Assemblies
Creating a Part/Assembly

Product Directory
Product Design
Document Directory
Fill in Product Family

Group and Name, on
cover tab
Check-Out parts list
In the Parts List document fill in the product family group number and name fist on the Assembly tab as
this is linked throughout the workbook.
(i) Save the document and ‘check in’ to PDM.
(ii) Next create the part/assembly in Solidworks
(iii) Save the document as the part number you just taken out
 Fill in custom properties
.SLDPRT File Custom Properties

Designer: Name of designer.

If it’s an external model then fill in ‘supplier’.
Description: description used in parts list.
Manufacture (Check Box): ‘yes’ check the box, if it

is a COTS part un-check the box.
Material: add material.
.SLDASM File Custom Properties
Designer: Name of designer.

If it’s an external model then fill in ‘supplier’.
Description: description used in parts list.
Manufacture (Check Box): ‘yes’ check the box, if it

is a COTS part un-check the box.
.SLDDRW File Custom Properties
Description: The drawing title.
Project: product number, PDM will fill this automatically.
Finish:Material finish.
Drawn By: Draftspersons name.
Drawn Date
 Create purchasing BOM in the Assembly file
(iv) Check-In to the correct product family.
A.3.5 Procedure for adding documents
For non-SolidWorks documents, the document icon might show Microsoft Word Document, AutoCAD
Drawing, PDF etc, they are ‘checked in’ in the same way as SolidWorks documents. In addition, you can
attach them to documents in the vault.

Select document you want to ‘check in’
Local View
Click ‘Check in’ selected document
Click Attach to another document

Ensure Project location is correct, for
where you want the attached
document to be stored.
Browse to a document,
and then click OK.
You can attach a non-SolidWorks document to a document in the vault during check in or in the vault
view. You can attach the document to SolidWorks or non-SolidWorks documents, but you cannot attach a
SolidWorks document to other documents.
To attach a document in the vault view:
(i) Right-click a document in the vault view.
(ii) Select Add Attachment.
(iii) In the Select Attachment dialog box, select a document.
(iv) Click OK to complete the attachment.

To remove an attachment:
(i) In the vault view, right-click the attached document (not the document to which it is attached)
and select Remove Attachment.
(ii) The attachment is removed immediately.
A.3.6 Procedure for creating a Drawing list
View project information and save the information to an output file.
To create reports do one of the following:
 On the File Explorer tab in the SolidWorks Task Pane, click Reporting .
 In the SolidWorks Explorer client, click Reporting on the toolbar.
 In the vault view in SolidWorks or the SolidWorks Explorer client, right-click and select
Reporting.
In the dialog box, browse to the top

level project or document to use for
the report.
Select the output options as

described in Output window
Options
Select either the top level project file or a document in the dialog box.
 Top level Project Folder -This will report the latest Revision of the selected file types.
 Document – This report will show the selected file types information at a give revision. This
option will also allow a report to be generated of all the given information associated with a
top level assembly i.e. revision, status etc...
To control what appears in the Output window, do the following:

 Include selected item. Includes the highest-level item. Clear when you select a project to
display information about all the documents in the project but not the project itself.
 Indent document name. Increases the indentation for each level of items.
 Show file types. Filters which file types are displayed. Select All, SolidWorks Only, non-
SolidWorks Only, and so on from the list.
 Levels start with. Choose 0 or 1 for the first level identification. Each level of indentation
increments the level number.
 Output window update. Select Automatic to update the display automatically when you
make a change, such as selecting a different project or document. If cleared, you can click
Update to update the display manually.
 Revision. Select a revision from the list. The selected revision is listed in the Revision column.
The most recent revision is indicated by [latest].
 Config. Select a configuration from the list. The selected configuration is listed in the
Configuration column. All configurations for the specified revision are listed in the Configs
column. The current configuration is indicated by [in use].
A.3.7 Procedure for a BOM
(i) Open the top level assembly model in SolidWorks
(ii) Go to “Insert” -> “Tables” -> “Bill of Materials”
(iii) Adjust the onscreen menu box as per fig1.
(iv) Sort the table using the parameters shown in fig 2.

Figure 21. Bill of Materials Sort
Figure 20. Bill of Materials

(v) Right click on BOM and select save as.
(vi) Copy the Excel spreadsheet template “Template.BOM.xlt” from the vault to your local system
(preferably the PDM Local folder).
(vii) Once the table has been sorted (as above) save it as “xxxAxxx.Draft.xls” where xxx is the part
number for the assembly in question.
(viii) Create a New spreadsheet using “Template.BOM.xlt” then copy and paste the data into
the new sheet.
Save the new sheet as “xxxAxxx.Purchasing BOM.xls” then close Excel.
(i) Check-in Excel file into the vault (into the appropriate BOM folder)
(ix) Once the BOM has been checked a request should be made for its status to be changed to
release.


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Commercial in Confidence

Mechatronics Systems Group

MECHATRONIC SYSTEMS GROUP

© 2011 Stirling Dynamics Ltd. All Rights Reserved

Stirling Dynamics Limited

MECHATRONIC SYSTEMS GROUP

SDL-MSG-PCM-02, Issue 1 Draft C

Prepared by Approved by Authorised by

Jim Dignan Stuart Reid Brian Stockford

© 2011 STIRLING DYNAMICS LIMITED

Commercial in Confidence Page (i)

Issue Section Description of change Date Initials

Name Address Copy No.

APPENDIX A. PDMWORKS USER GUIDE...............................................................................................................35

Figure 1. Bill of Materials Process...................................................................................................................................8

Table 1. Bill of Materials Summary.................................................................................................................................8

Table 4. Kitting Process Summary.................................................................................................................................16

CADMID Concept, Assessment, Development, Manufacture, In-Service, Disposal

2.1 New Design Work

2.3 Project management

Commercial in Confidence Page 1

2.4 Mechanical Design

Local or national restrictions for place/s of use

Margins for safety

Risk of physical injury

Commercial in Confidence Page 2

2.5 Electrical Design

Electrical safety regulations – UK, other nations

2.6 Electronics Design

PCB design process

2.7 Software Design

2.8 General Design Considerations

Commercial in Confidence Page 3

2.9 Detailed Design Considerations

2.10 Applicable Standards for Design

2.10.1 UK Defence Standards (DefStan)

00-970 – Airworthiness Standards

2.10.2 British Standards

The industry sectors covered by the British Standards Institute are:

Commercial in Confidence Page 4

2.10.3 Other National and International Standards, Civil and Military

AS9100 Aerospace Quality Management

2.10.3.1 International Standards

ISO 9001 Quality Management

2.10.3.2 Coding standards for software

2.10.3.3 RTCA/DO standards

RTCA/DO-160 – Environmental Conditioning and Test Procedures for Airborne Equipment

2.10.3.4 US Military Standards (MIL STD)

Commercial in Confidence Page 5

2.11 Design review and change process

Refer to CP33 section 5 for the correct process.

2.12 Configuration control

2.13 Through life project management, and procurement processes

Commercial in Confidence Page 6

3.1 Route cards

The Route Card references:

Commercial in Confidence Page 7

 The Drawing Pack.

3.2 Bill of Materials

 Purchasing BOM - a list of items to be purchased.

Documents/Forms Interfacing Processes

INPUTS  Baselined Design Design [§2.]

Table 1. Bill of Materials Summary

Commercial in Confidence Page 8