CASE: Kokemuksia toimittajien liittmisest yrityksen tuotetiedonhallintajrjestelmn

Nykyinen toteutus Kokemuksia jrjestelmn toimivuudesta Haasteita ja tulevaisuuden suunnitelmia Matti Eskola
Systems Manager Engineering Systems

First KONE WWW Application

EDMS Web ExtEDMS

http://edmsweb.kone.com/ https://extedms.kone.com/extedms/

KONE EDMS History

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Start 1992 - TEKES Project Production 1994

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HP-UX, Informix, X11

EDMS Web 1995 October JAVA User interface 1998 HP-UX Linux 2001 Informix PostgresSQL

KONE EDMS
Statistics

2006-05-01
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KONE EDMS
Statistics

2006-05-01
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KONE EDMS

2006-05-01 Objects of documents

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Document types come and go From history: 1) Software Report 2) PCR 3) Pension request 4) Retierement request 5) Termination request 6) Escalator Drawing User privileges per document type: 1) reader 2) writer 3) locker 4) administrator

KONE EDMS
Subcontractors
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ALTE, JanaSystems, Scanfil, Elcoteq, Laakkosen konepaja, Metallilaite, GMSV, Janavalo, Wittur, Konette, Etteplan

ExtraNet application for subcontractors:

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ExtEDMS - shows documents in EDMS Later developed further to support almost every function of EDMS Web

Also other interface are available

KONE EDMS
Different towns of subcontractors
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KONE EDMS
Less Open
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Guest user was closed 24.05.1999 Registered users can see document life cycles
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Registered users can see versions in states

Draft, Ready, Checked, Approved

Registered users can see attribute values and make queries

Others will see nothing

The first subcontractor created at 1994-10-19

KONE EDMS
Password and ACG
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Password also for WWW users

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All EDMS User Interfaces require password

ACG (Access Control Group)

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Document owner (Person_in_Charge) can specify: who can view and change who can check and approve

Others can see Meta Data but not actual files

e.g. Document ID, Title, Latest version, contact person

KONE EDMS
Access Control Groups more than 850
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Readers can read approved versions Special readers can read draft, ready, checked and approved version Proto readers Pilot readers Changers Checkers Approvers Person_in_Charge - only one can be Modifiers Users are in different roles in ACGs

KONE EDMS
What can Subcontractors view / do?
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Currently, almost everyone who really makes drawings is a subcontractor. Many sit in KONE offices and many sit in its own office In addition they move between offices Usually when sitting KONE office they have same user privileges as KONE users. But when working in their own office subcontactors can view ONLY the documents specified by someone in KONE User name in Other_users attribute then the user can view the document. Other privileges are based on user privileges and ACGs

KONE EDMS
How to manage Subcontractors?
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Often subcontractors are in User Groups UG E.g. alte-users include everyone working in ALTE Engineering office in Hyvink When added alte-users in Other_users attribute it means that every Alte person can view the document. Currently, elevator delivery is split in 14 modules there are several vendors in each module. E.g. Mod9_vendors Designers know that a part / document belong in module 9. So, they add Mod9_vendors in Other_users attribute Purchase department shall know the current vendors of each module. So, they maintain the member list of each User Group. This is an important object for easy administration!

KONE EDMS
How to manage Subcontractors?
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Passwords are changed annually - minimum Confidentiality Agreement is signed by the vendor company This takes sometimes a long time We require that the subcontractor has FIX = officially registered IP Number This requirement has been a real challenge. At the moment there are several Chinese vendors who cannot get officially registered IP numbers. Protocal: https (Port 443) IP Number is sometimes changed. The vendor will notice it after the change and Nothing works in many weeks!

KONE EDMS
Subcontractors
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They usually know very little on IT Technology.

o o o o o

IP Number ?? Cache memory?? http / https ?? Who is its Network / LAN Service provider ?

We have Firewall team in Brussels and PDM team in Hyvink Trouble shooting help: http://www.kone.com/extedmsinfo

KONE EDMS
Challenges
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Usually, no training Challenge to understand states: Document states: active, retired, longterm_archived, terminated Version states: draft, ready, checked, proto_approved, pilot_approved, approved Part revisions: draft, ready, checked, proto_released, pilot_released, released Versioning of KONE:
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en.-.1 en.A.1

fi.-.1 fi.A.1

fr.-.1 fr.A.1

KONE EDMS
Challenges
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KONE EDMS
Challenges
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There can be several subdocuments

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Pages

There can be several representations

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Native file Viewing file for free viewers Finnish way ? American way Technology level

Interchangeability
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KONE EDMS
EDMS Mailer
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Users can order mail message if there are new approved versions
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Documents supported are: Technical Instructions, Drawings, Certificates Change Requests, Parts

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Messages are sent: once a day, once a week, once a

fortnight or once a month Messages include links to the files

Also Subcontractors can receive mails BUT someone in KONE side shall activate it.

KONE EDMS
EDMS Mailer
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Members of User Group can get mailer notifications = Push mail Person_in_Charge specifies:
o o o

Documents and users and how often to check and send mailer messages.

Subcontractor is responsible to update the latest versions via ExtEDMS A problem: Too many mails if search option is: Check and report all drawings visible to the vendor.

KONE EDMS
Challenges
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If a subcontractor creates documents there is a challenge that they disappears in Black hole because use name is not in Other_users attribute Now Creator is added automatically in Other_users attribute

KONE EDMS
Challenges
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Wittur has its own DB for its documents. Documents of KONE are updated weekly to EDMS via automatic interface Challenges:
o o o o o o

Parent version in EDMS shall be approved if a child version is created In a week time a new version could have created in KONE Language version: KONE usually English but Wittur German version. KONE has used Vertex format (VTX84) but Wittur AutoCAD (DWG) Does Wittur use same AutoCAD setup as KONE? Solution: Save native file AND VIEW file e.g. PDF

KONE EDMS
Challenges
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KONE persons have EDMS Web view to our product data Subcontractors have ExtEDMS view to KONE product data The views have several differences That is why some KONE users have special user account to see the same view as the subcontractors - or they know password of the subcontractor

KONE EDMS
Other help for subcontractors
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We have used reverse proxy to show some KONE applications to joint ventures or other vendors The following shall be set correctly to access the application:
o o o o o o o

EDMS Account as subcontractor EDMS Password Coming from Fix IP number Special EDMS user privilege will open the link to the application e.g. sbb-order-user Usually, the application has its own user account and password checking Often, these companies have later joined KONE Rumours: Wittur will a KONE Company again.

KONE EDMS
Special cases of subcontractors
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Who has the real responsibility?

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The company can approve changes!

Now Wittur produces Wittur parts and KONE parts. If a part is a KONE part then someone from KONE can approve changes. Many workers of Alte were forced to move from KONE office to their own office. They should have access to ALL KONE applications. However, from there they can access EDMS only as subcontractors. There are several interfaces: 1) ExtEDMS, 2) JAVA interface, 3) CAD interfaces. 2 and 3 were closed because of miscommunication.