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18 October 2018

JOB FOLDER
STRUCTURE GUIDE
FOR PROJECT
MANAGERS

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Overview
This guide:
• Details how a Project Manager (PM) should utilize the “new job folder template”, and identifies
– What to save in these folders:
• PEP
• Project Management
• Project Scope and Customer Requirements
• Machine Safety
• Simulations
– Which documents can be accessed directly via shortcuts to the ISO Library
• Applies to jobs using PLM (Product Lifecycle Management) software, as well as non-PLM jobs
• Applies to all project managers, project team members, and support functions responsible for properly
storing documents within job folders

Refer to PM-W-07 Job Folder Structure to learn how to use the templates set up a new job folder in the N-Drive.

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What’s changed?
October 2018 Top-Level Folders
• Added top-level folders (see graphic)
• Reduced use of sub-folders
• Created PEP Overall subfolder
• Aligned to internal audits new
• Latest version of ISO documents easily accessible
through shortcuts to the ISO Library
MUST “Save as” to job folder to keep edits
new

Majority of
Note: Documents outlined in this guide are not the ONLY things
“structure” is directly
that can be stored in these folders. Storage of additional files is
related to PEP
at the discretion and direction of the project team.
deliverables

new
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Functional Group Folders
Top-Level Folders
Functional groups will use designated folders
for documents specific to their respective
functions.

Questions? Contact the process owner for the


associated group.

*
*

* Additional details provided in later slides

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General Folder Descriptions
Top-Level Folders

Approvals not associated with PEP deliverables

Job-related emails across all job functions


* Documents related to Machine Safety

All job-related meeting notes


* PEP deliverables by phase
Job-related media

* Job-related simulations
* Additional details provided in later slides
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PEP

• Cross-functional ownership
• PEP Overall documents
span the life of the project
• PEP deliverables listed by
phase

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PEP/PEP Overall
Role Deliverable/Shortcut
AE PM-F-26 Project Risk Assessment (initially copied
from Project Scope and Customer Requirements)
PM PM-F-29 Tollgate Workbook

PM-R-01 Open Issues List

Project Timeline (links to templates)

Subfolder: All Functional Planning Tools (preloaded files)


Functions
ME ME-F-04 ME Internal Design Review Checklists

CE CE-F-10 CE Internal Design Review Checklists

DC DC-F-01 Documentation Requirements

Black: Pre-populated shortcut to ISO document | Grey: Manually uploaded file

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PEP/Phase 1 Quote and Order Acceptance

Role Deliverable/Shortcut

Build BL-F-13 Facility Capacity Analysis – signed and dated

PM PM-F-27 Project Authorization and Project Kickoff –


signed and dated for Project Authorization
LG-F-01 Legal Compliance Matrix and Contract Review –
signed and dated

PM-F-29 Tollgate Workbook -- signed and dated copy of


TG1

Black: Pre-populated shortcut to ISO document | Grey: Manually uploaded file

Note: Documents related to the quote process are stored in the


Project Scope and Customer Requirements folder.

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PEP/Phase 2 Concept
Role Deliverable/Shortcut

ME ME-F-08 Technical Review Checklist – signed/dated


ME-F-04 25% ME Internal Design Review – signed/dated
ME-F-04 50% ME Internal Design Review – signed/dated
CE CE-F-10 25% CE Internal Design Review – signed/dated
CE-F-10 50% CE Internal Design Review – signed/dated
SCM SSOW (ISO Codes vary; no links)
PR-F-14 Materials Budget Tracker
PM PM-F-28 Customer Kickoff – signed/dated
ME-F-10 Customer Approval -- signed/dated for 50%
PM-F-27 Project Authorization and Project Kickoff –
signed/dated for kickoff
PM-F-29 Tollgate Workbook -- signed and dated copy of TG2

Black: Pre-populated shortcut to ISO document | Grey: Manually uploaded file

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PEP/Phase 3 Development
Role Deliverable/Shortcut
ME ME-F-04 75% ME Internal Design Review – signed/dated

ME-F-04 100% ME Internal Design Review – signed/dated

ME-F-10 Customer Approval – signed/dated for 100%

CE CE-F-10 75% CE Internal Design Review – signed/dated

CE-F-10 100% CE Internal Design Review – signed/dated

PM PM-F-29 Tollgate Workbook – signed/dated copy of TG3

Black: Pre-populated shortcut to ISO document | Grey: Manually uploaded file

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PEP/Phase 4 Build and Ship
Role Deliverable/Shortcut

Build BL-F-11 Build Final Checklist -- completed

CE CE-F-01 CE Final Check Off

CT CT-F-01 Electrical Final Checklist

CT-F-03 Fluid Power Checklist

PM PM-F-04 FAT/SAT Approval – signed/dated for FAT

PM-F-29 Tollgate Workbook -- signed/dated copy of TG4

Black: Pre-populated shortcut to ISO document | Grey: Manually uploaded file

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PEP/Phase 5 Install and Close

Role Deliverable/Shortcut
PM PM-F-25 Job Closeout

PM-F-04 FAT/SAT Approval – signed/dated for SAT

PM-F-29 Tollgate Workbook – signed/dated copy of TG5

DC DC-F-05 Documentation Package Check Off

Black: Pre-populated shortcut to ISO document | Grey: Manually uploaded file

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Project Management
Changes
Deliverable • Moved “Customer approvals” to top-level
Subfolder: Financial folder
• PM-F-01 Change Order Form • Moved “timelines” to PEP Overall
• ECOs – 1 folder per ECO. Example: • Deleted “documents”
• Deleted “pictures”

Note: PMs have discretion on what additional


items are saved to this file, naming convention,
• POs
etc.
Subfolder: Service Call

Black: Pre-populated shortcut to ISO document | Grey: Manually uploaded file

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Machine Safety

Role Deliverable/Shortcut

ME ME-F-03 Machine Safety Risk Assessment

ME Calculations

CE Safety-related Calculations

Any 3rd party risk assessments

Black: Pre-populated shortcut to ISO document | Grey: Manually uploaded file

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Project Scope and Customer Requirements
“As Sold” versions
Role Deliverable

AE Proposal

Quotation Docket

Customer SOW

Customer Requirements

Cost Worksheet

Project Risk Assessment

Black: Pre-populated shortcut to ISO document | Grey: Manually uploaded file

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Simulations

Role Deliverable/Shortcut

ME ME Simulations

CE CE Simulations

Weld Weld Simulations

Black: Pre-populated shortcut to ISO document | Grey: Manually uploaded file

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