The TDOC System is modular, each being designed for its users.
|Document Control Module (e.g. for Document Controllers, Project Secretaries, Engineers, and Technicians) covering :|
Suppplier Document Requirement Specification [SDRS]
|Document Control is the task of
recording every event in the life of a technical document incoming or
your own from its receipt or creation / revision, issue to third
parties (and acknowledgment of receipt), return to you by them with
their status and any comments or markups, and for third party
documents, coordinating your own status and comment and summary markup,
and finally returning to the initiator. TDOC raises all the necessary
ancillary documents including transmittal notes, acknowledgment notes,
and comment sheets.
Transmittals may be on paper, or by email. Transmitted documents may be hard copy, or on put on CD/DVD, or zipped up or singly as an email attachment, or silently moved by FTP using a webserver for download by the recipient.
Electronic Data Interchange (EDI) is supported both directly and via HTML forms with server side processing.
A full Supplier Document Requirement Specification [SDRS] module is included. The SDRS methodology expands the horizons of technical document management and translates contract planning requirements firstly into requirements for the provision of technical documents (the SDRS), and secondly into an event process list (issues, approvals required and given, etc). Reports upon achievement use the information generated from routine registration activities: thus no further data entry is required.
|General Documents with
Miscellaneous Contacts, and
Communications Process Flow Management
|Registration covers the creation
of outgoing, and receipt of all incoming general (non-technical)
documents carrying out all the activities necessary in a contract
environment. TDOC records the creation or receipt, distribution of
copies, and who is expected to reply, and when.
Attachments are also handled.
Replies and or comments are related to allow a train of correspondence to be followed. One's own documents may be created, or recorded. Documents in any format may be attached, viewed, and marked up.
The RFI (Request for Information or Technical Query) records receipt of a request, forwards it to a userdefinable (but adjustable) list of people, records their replies, and summarises a response. EDI (structured email) is supported.
Miscellaneous contacts [contemporaneous notes] for telephone calls etc or notes made on any subject, and whether a response is required or expected. Informal emails are recorded here automatically.
Communications Process Flow Management is an advanced tool for meeting contactual requirements such as those in the NEC3 conditions. It handles both Misecellanous Notes as well as General Documents. It enables metric data to be recorded in these records, and retrieved amd analysed.
||Additional facilities exist for
recording all the other information needed to manage work packages.
The keeping of a daily diary to record events has long been recognised as being crucial to resolving issues and for good project management.
The acceptance of work is a critical element, and the snagging list mechanism records the status of work inspected. It can also be applied to the design team's documents.
Tracking the achievment of Key Event Dates (or Targets) including unlimited revisions to programme and the reason why dates were reprogrammed is necessary to manage the interaction between related items of work.
Budgets may be setup, monies trnasferred between work packages. Certification and Retention are recorded.
Time Allocation sheets are necessary for job costing and for highlighting areas which require mamanement attention.
Minutes of Meetings includes publishing the agenda, recording the actual minutes and identified actions, and carrying forward outstanding actions to the next meeting.
The allocation of Keywords (or phrases) to any item of recorded information whether it be a Technical Document (either at document or revision level) or a General Document or any of the above records plays a key part in ascertaining and retrieving records to illustrate an item of specific history. Records can be listed on the basis of whether they (or their revisions) include or exclude a number of phrases. This approach ensures that errors associated with spelling, duplication of phrases etc are eliminated.
|User Actions Module (e.g. for Project and Work Package Managers) including:|
|User Actions, Reports & Enquiries||This module not only allows
empowered users access to all the reports and enquiries available
eleswhere, but also to perform and record their own actions.
This includes raising and replying to mail, making comments of drawings and coordinating the status for a specific revision. The SDRS, and CPFM tools are also available.
|Reports & Enquiries only||This module allows other users
access to all the reports and enquiries elsewhere available.
The Advantage Client Server engine enables this access via the internet if required.
|System Administration Modules (e.g. for Supervisors, and Document Controllers) including:|
|Document Utilities||The Document Utilities module enables a number of unusual and complex operations such as global technical document and or revision renumbering, as well as more routine ones such as removing a document issue or receipt - together with all records of the downstream actions carried out.|
|System Utilities||Handles the supervisor management tasks such as creating and configuring data sets including setting parameters and categories; editing report layouts; licence management; creating data and document archives and restoring them.|
to Some Features
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