Integrated Documentation System

Scope of Supply – Systems Documentation

The IDS™ (Integrated Documentation System) is an integral component of AKA's engineering process. This system has proven its operability in a number of marine and industrial applications. The IDS™ provides a complete documentation package that fully details the engineering scopes of supply and details the integration of all vendor equipment.

The final systems documentation package references all supplied equipment. It provides systems operational philosophies, operation/maintenance manuals, technical specifications, parts lists, drawings and schematics, and systems software.

 

IDS in the Engineering Process
Documentation Development

AKA’s documentation team works collaboratively with the client to produce the required documentation. AKA’s documentation development process ensures the highest quality of project deliverables.

The IDS™ development process includes the following tasks:

1. Project documentation familiarization.
2. Assess client needs and source document gap analysis.
3. Resource acquisition.
4. Overall design of deliverables.
5. Storyboarding.
6. Overall graphic design.
7. Database population.
8. Revision tracking.
9. In-depth project technical familiarization.
10. Issue tracking.
11. Technical writing.
12. Technical Illustration.
13. Creating IDS™ E-DOCS.

 

IDS - The Process - The Concept of Integrated Documentation

The AKA IDS™ (Integrated Documentation System) combines the systems and device manufacturers’ information with an in-depth analysis of a project’s integrated systems to produce an operator/maintenance-orientated documentation package.

Traditionally, the documentation strategy has been to provide a physical combination of all of the various generic information packages from the system sub-suppliers and OEMs. The IDS™ focuses on providing a fully integrated package of installation-specific documentation. This package binds all system installation components to the documentation package using comprehensive cross-referencing and a Master Reference manual.

The Master Reference manual provides an overview of the entire system, thereby giving the user a general understanding of the system’s philosophy of operation.

The functions of all devices are described, from a technical and operational viewpoint, with respect to their operation within the system. The OEM documentation would describe any additional special configuration beyond that.

Installed system(s) are described from both an operational and maintenance perspective.

 

Components of the IDS - Information Access

The IDS™ philosophy provides for an access path to appropriate points within the documentation set from any other point within the physical installation, or from within the documentation package. This is accomplished through a coordinated approach to documentation development, field referencing, and information cross-referencing working together with integrating the documentation with the system installation.

From a practical standpoint, this allows maintenance and operational field personnel to identify any physical device that they wish to reference or troubleshoot by using the component’s device number to access the appropriate area of the IDS™.

The first point of access is through the systems’ Parts List. The Parts List identifies all schematics in which the device can be found. This allows the user to effectively begin troubleshooting the problem. Alternatively, the Parts List provides cross-referencing to all other areas of the device’s OEM documentation. This allows the user to look up generic manufacturers’ documents. The Master Reference enables the user to review specific device configuration and integration within the installation.

Access from the documentation to the field is just as seamless, with cross-referencing built into the drawing package and the Master Reference identifying and linking all devices to physical plant locations and system functions.
In addition to being an invaluable end-user tool, the pre-defined IDS™ structure allows the supplied systems data to be readily available during a project. This provides critical on-site installation and commissioning support for project personnel and reduces the amount of lost time and resources on-site.

 

Cross Referencing of Devices - Documentation System Components

A typical developed IDS™ will contain the following major components:

Master Reference

The Master Reference has been designed as the master access book to the technical documentation, instruction manuals, specifications, parts list, cable list, tests and trials documentation, systems software archive and the drawings and schematics for the Propulsion Control System (PCS) and Alarm and Monitoring System (AMS). The referenced documentation is contained within accompanying book sets.

The purpose of the Master Reference is to facilitate the operators’ access to information by providing a range of access devices and cross-referencing to all IDS™ components. In this way, operational staff would use the Master Reference as the main reference point in their search for any installation-specific information.

Beyond its role as a reference book, the Master Reference provides the operational philosophies of the PCS and AMS together with component descriptions, line diagrams, photographs, operational and procedural information as well as maintenance and troubleshooting techniques. This information, which is presented in logical modules, is provided in a simple and concise manner ensuring that the Master Reference also serves as an effective training/reference tool throughout the life of the installation.
The Master Reference is fully indexed and cross-referenced to all other IDS™ and field components. A glossary of terms is also included to facilitate understanding.

The Master Reference includes the following topics:

  • Introduction to the Use of the Master Reference
  • Systems Overview
  • Operating Procedures
  • Periodic Safety and Maintenance
  • Fault Diagnosis and Repair
  •  Propulsion Control System
  • Generator Control System
  • Control Power System
  • Alarm and Monitoring System
  • Programmable Logic Controllers
  • Glossary and Index

deviceTRAK Systems Software Archive

deviceTRAK is a unique configuration management tool, developed by AKA, that captures, organizes, stores, protects and controls system-specific configurations for programmable devices of an entire plant and provides all required support material for maintenance personnel.

deviceTRAK is populated and used as the software ”vault” to contain the installed versions of all programmable device configuration for the installed system. Source code is then available for modification via a “check-out” system where all configuration updates are tracked and recorded.

The deviceTRAK support documentation contains a detailed list of all programmable devices which require unique and specific configuration information to function as an integral part of the overall system. The documentation also provides information on the device itself including its location and its parent sub-system and system.
Parts List and Spare Parts List

The Parts List is developed in conjunction with the development of the system drawings. The Parts List is presented in electronic and hard copy format by location, by device, by manufacturer and by part number, thereby expediting user access.

The parts database contains the following fields:

  • Device number;
  • Part number;
  • Model number;
  • Manufacturer;
  • Supplier;
  • Part description;
  • Quantity fitted;
  • Associated drawings; and
  • Sheet number.

A Spare Parts List is also provided in similar formats.

OEM Documentation

The OEM documentation contains operation and maintenance manuals as well as the technical sheets and narratives for each installed piece of equipment as supplied by the appropriate manufacturer. Manuals and other technical documentation are catalogued according to manufacturer and are arranged in this book with tables of contents to facilitate the accessibility of information. OEM documentation is referenced in the Master Reference according to book number and section number.

Drawings and Schematics

All drawings and schematics, after being validated and determined FINAL AS BUILT, are presented in 11” x 17” format. All drawings are grouped into discrete binders containing a contents page and drawing index providing location in document set, drawing number, sheet number, drawing title, and all other data available through the title block. AKA will use its Project Tools to automatically extract and compile the relevant title block information.

All drawing development and drawing related information (i.e. parts lists, etc) are managed within AKA’s Drawing Management System (DMS) utility. The DMS supports the engineering process through establishing the relationship between devices, functions and locations within an installation.

Cable List

An extraction of cable information from the drawings enables the provision of detailed cable lists for the refitted systems on each installation – this is provided in both electronic and paper format.

QuickFind Documentation Map

The purpose of the QuickFind documentation map is to provide the user with a single page content reference to the IDS™. The QuickFind is a laminated card detailing the location of each documentation component as an additional information access device for the end-user.
Key Benefits

  • AKA IDS™ reduces the time it takes operators and maintainers to familiarize with new systems. IDS™ speeds access to just the right information needed for troubleshooting.
  • Personnel can identify any physical device they wish to find more information on or troubleshoot and, using the component's device number, access the appropriate area of the IDS™ quickly.
  • IDS™ documents in E-DOCS form give access within seconds to any system document from any PC or laptop equipped with a CD drive. In addition to supporting end-users, this provides critical on-site support for project personnel during installation and commissioning activities.
  • AKA relieves the client's design team of the arduous task of translating and formatting technical information into user friendly documents.
  • Documents are produced and presented as though they were original client documents.
  • Mission critical data such as PLC programs and programmable device configuration files, can be archived as part of the E-DOCS collections. Source documents in their native formats, such as AutoCAD drawing files, can also be included.
  • IDS™ documents are reproducible - all documents are digitized and electronically stored and can be reproduced in the original quality as required.