Project Documents

Project documents are written by designers assigned to different customer projects. If there are suitable model documents that they can use as the basis for project documents, the designers take the model documents and tailor them according to the individual project and customer. The designers also sometimes use documents written for previous projects when producing project documents for a project they are working on. The project documents are usually written in Finnish and then they are translated into English or other languages depending on the customer. Some designers write documents in English, too.

The project documents that are delivered to external customers are divided into eight groups, which are presented in the following figure. The installation manual, which was mentioned in the first chapter, is not included in this

presentation, since it is delivered to the internal customers, that is mechanics and electricians.

OPERATING INSTRUCTIONS

MAINTENANCE INSTRUCTION

ELECTRICAL DOCUMENTS

HYDRAULIC DOCUMENTS

BROCHURES

DOCUMENTS PRODUCED BY SUBCONTRACTORS SPARE PARTS BOOK CUSTOMER PROJECT FILE

Figure 3. Project Documents Produced at RWN.

In the following, I will briefly describe each of these document classes to give a holistic view of the types of documents that are produced at RWN.

Customer Project File

A customer project file contains information that is collected in the course of the project from the kick-off meeting all through to the installation of the machinery and signing of the Certificate of Acceptance. A customer project file is delivered to all customers – domestic and foreign. The file contains the following

documents:

• technical data, machine list, scope of delivery

• drawing symbols, line drawing

• connection information (electricity, water, steam, compressed air, sawdust removal)

• foundation drawing

• maintenance and operation platforms

• installation plan, hauling info, installation instructions

• hydraulic oil and lubricant specification

• recommended spare parts

• certificates

• training material

• other information: motor list, list of cable, cabinets

• customer survey, feedback form.

Operating Instructions

Operating instructions guide the user into operating the machine in a safe way all through the lifespan of the machine. One basic requirement of operating

instructions is that they can be used to train future operators for a given line.

Operating instructions cover the operation of the whole production line, unlike, for example, a maintenance instruction which is more specific (for example, a maintenance instruction for a moisture meter). Operating instructions include the following sections: safety instructions, a description of operation, operator’s instructions, instructions for clearing a jam, alarms, troubleshooting, and other

information. The extent and content of operating instructions depend on the production line and its complexity.

Maintenance Instruction

The purpose of a maintenance instruction is to guide the customer to maintain and repair individual machines and other parts of a production line. The maintenance instruction includes some sections that are similar to those in the operating instructions. There are five main sections in a maintenance instruction:

safety instructions, diagrams, maintenance and repair procedures, troubleshooting and other information.

Electrical Documents

The set of electrical documents delivered to the customer in each project varies according to the production line and whether it includes a Programmable Logic Center, a Motor Control Center, or both. The electrical documents consist mostly of electrical drawings.

Hydraulic Documents

The suppliers of hydraulic units also supply the hydraulic documents which RWN delivers to the customers in most cases without further editing or formatting. Hydraulic documents include diagrams, a Bill of Material and brochures of the hydraulic components.

Brochures

There are some components, such as, motors, pneumatic cylinders and valves which are used in the production lines and which are bought from other

companies. These components come with brochures that the customer will need when maintaining the component or when he needs to order spare parts for the component. These brochures are often in paper format and thus they are copied and compiled in a separate folder with a table of contents.

Documents Produced by Subcontractors

Besides brochures there are also other kinds of documents produced by

subcontractors. Some of the components produced by subcontractors come with thorough documentation which includes documents that cover everything from maintenance to the Bill of Material. Like brochures, many of the documents are in paper format. The quality of the documents varies as does the layout which are factors that add to the inconsistency of the project documents as a whole.

However, the large amount of documents produced by subcontractors makes it impossible for producers of project documents at RWN to reformat those documents. Also, some of the documents are delivered directly to the customer by the subcontractor.

Spare Parts Book

A spare parts book consists of two parts: a Bill of Material and drawings. Up until now, both the Bill of Material and the drawings have been printed on paper and delivered as such to the customer. As an answer to the many customer requests and problems in the customer service department concerning the orders of spare parts, an electronic spare parts book has been developed at RWN. The many levels of a Bill of Material and the great amount of paper were two reasons why there was a need to develop the electronic spare parts book. It also serves the customer to identify and specify a particular spare part more easily. The customer service department benefits from the electronic spare parts book, too, since they can serve the customer faster, and there are no mix-ups in the orders or the deliveries.

The electronic spare parts book is delivered to the customer on a CD-ROM. The possibility of delivering the rest of the project documents along with the

electronic spare parts book will be studied in the future at RWN.