Design & Drawing Office Management 2

[daveparkinson]

Apologies if this is in the wrong section of the forum, I was going to put it in the Engineering Management/Certification section until I realised that only 3 threads were active in the past month. And because I've received some cracking help in the Solidworks forum in the past I thought I'd be cheeky and pop it in here.

I would like some advice on Design & Drawing Office Management. I'll explain my situation here.

1. This is my first job since leaving University.
2. I am the only employee who designs our products in SolidWorks, as such the data management and organisation of related information is my responsibility. Fag packet sketches are faxed through to me from our design engineer at another branch.
3. I have recently been successful in getting the company ISO 9001:2008 certified.
4. I have recently installed PDMWorks Workgroup; began transferring old files to the vault, and have been using it for new projects. I use dumb file numbers. (e.g 000345, 000346 etc.) It's a fantastic bit of software, but I am not using it beyond using it as a data organisation tool and revision/issue status management. I don't think I'm using it to its full potential.
5. I have no parts numbering system in place at the moment.


We are looking to get some very large (for our company at least) orders. The customer would require regularly updated parts catalogue, technical documentation, post design services.

Basically, I want to organise and structure our drawing and design office in a much more professional and efficient manner. Without coming and having a look at it yourself you can't really know whats going on but I would appreciate any advice, stories, current practices that you use in your organisation etc etc.

Cheers

PS. I am considering buying the ISO Technical Drawings Standards Handbook (

http://www.iso.org/iso/drawings1.pdf)

as a starting point. Anybody have any views on these standards?

 

[drawoh]

daveparkinson,

You are actually in a nice position. Ordinarily, you would walk in halfway throught this process, and you would have to cope, somehow, with someone else's shoddy work.

Do everything right the first time. Establish the standards. Six months from now, the new guy coming in will have to do things just as well (or just as sloppily) as you do. Everyone will expect it.

You need to work out what your opportunities are. With SolidWorks, you can...
[ol]
[li]Establish and formally define good modeling practise. This covers design and documentation, as well as any analysis modeling and sales literature.[/li]
[li]Establish drafting and documentation standards. [/li]
[li]Extract mass, centre of gravity and moments of intertia. To do this, densities must be entered correctly in SolidWorks. Catalogue parts must be modeled so that the SolidWorks mass closely approximates the real mass.[/li]
[li]Type your BOM entries on your parts and assemblies once, and use them everywhere. Talk to your purchasing, warehouse and manufacturing people. Set up SolidWorks, MRP and your purchase requisition systems all to use the same data format. Make sure mechanical designers enter BOM stuff intelligently. Even if the other departments do not cooperate with you, try to follow a universal format. Someone may get to implement the thing, later.[/li]
[/ol]

I am sure I have missed stuff.

JHG

 

[JMirisola]

1 - Stick with the dumb part number system. Smart part numbers can, eventually, become a royal PITA.

2 - Set up a common parts library.

3 - If you don't have an ECR/ECO system in place, make sure you set one up early on.

4 - Make sure your templates are set up as you'll need them and stored on the network for future designers.

Jeff Mirisola, CSWP, Certified DriveWorks AE
CAD Administrator, Ultimate Survival Technologies
My Blog

 

[HippieGuy69]

I have to emphasize point 2 from jmirisola.

Having a common parts file that you can use across multiple assemblies has saved me hundreds of hours...it is vital.

A big help to get you started, Mcmaster-Carr has a lot of downloadable SolidWorks files in the Screw/nut/hardware section of the online catalog, this is an easy way to get your library built, and handy for when you have to order the actual parts.

As for keeping the "dummy" part numbers or making your own your own, you will find advice split about 50/50. I like the make your own part number system. The one we use at my company is to have a 2 or 3 number prefix then a dash then a 4 or 5 digit number. We use the prefix to ID the customer and the 5 digit number to ID the part.

i.e. xxx - xxxxx
cust. part

This system helps in the organization of your drawings...and helps you to find them when you build a large amount...instead of trying to remember some arbitrary number you can narrow it down to the prefix that matches the customer.


Good luck

Designer / Drafter
SolidWorks 2009

It doesn't sound crazy from MY point of view!

 

[PeterStock]

I would recomend you stay with a "dumb" part numbering system. You should create a list where part numbers can be recoreded and assigned. An excel spreadsheet would be one way or an access database. Be sure to back this file up at intervals. One place I worked we used an excel spreadsheet until the file became corrupt, loosing half the numbers. Document the procedures for releasing and revising parts now. Put in place a procedure where your PDM database is backed up a regular intervals with at least one recent backup stored offsite. (Possibly at that other branch.)

Peter Stockhausen
Senior Design Analyst (Checker)
Infotech Aerospace Services

 

[SnowCrash]

I have lived with a significant part numbering system that was overtaken by technology. I have also worked with seemingly random number and sequential number assignment systems. All have been, well, unhelpful at times.
Right now I use a two digit project number prefix to capture assemblies, drawings, and parts. There is a four digit suffix for individual files. The assemblies start with '0100' and parts start at '1001' and are sort of lumped into sub-assembly groups by hundreds. When there are variations i use a sequential dash number post-fix(?) -001, etc., The boss hates numbered parts so the part files have a text description as part of the file name. Since he never sees drawing files I eliminate the text part for the drawing file - it is just the project number and the part number with dash number as needed. I really need more digits for project and part fields.
A sales catalog could have significant characters in a specific sequence, but that should then lead to an internal part number with no significance. The reason is that if the part changes 'significantly' you would need a new part number.
I handle drawing revisions with three digit suffixes, -001, etc., when I want to be sure the shop knows this is a new design. If it matters I save a parasolids and a pdf copy of the old design.
I remember doing ECOs and ECRs in my youth. Now it is just me, so I just change what I want.
3DContent central is a good source of stock CAD files. Many manufacturers provide files on their websites. I have been blessed with many CAD models just by asking them for a specific parts.
Mcmasters is a great resource. I save as their PN followed by some descriptive text. Custom properties complete the purchasing information. I also use a template for parts according to the material and general shape. Drawing templates are essential. Since we mostly print onto letter size, I have created a special format for that one.
"YMMV"

--
Hardie "Crashj" Johnson
SW 2008 SP4
Nvidia Quadro FX 1000
AMD Athalon 1.8 GHz 2 Gig RAM

 

[daveparkinson]

Morning All,


Thanks for your responses. You're right, I am in a nice position. The prospect of setting our my own system and procedures is quite exciting. I've been in the situation for a year now, muddling through...but with quantity of work slowing down (which gives me some time) and some fantastic deals on the horizon it's time to get it right.

---

All of your comments make a lost of sense.

- Defining modelling/drafting, design and documentation standards is something that I'm trying to do at the moment, with the introduction of ISO 9001:2008 here I've started to do that. I just need to be more thorough. Do you think the ISO Technical Handbook would be of any use to me? As I have little to no experience to draw from.

- I have never used BOM entries (pause as audience recoils in horror), I think this is just a case of a little research on my part. I'll have a read up, but if anyone can share any advice please do.

- Common parts library and Templates, sounds like a winner...will start on that ASAP.

- Jeff, can you explain ECR/ECO systems to me. I tried googling them but all i got eas information on ecosystems. Is it similar to PLM? A component of PLM? Or am I on completely the wrong track?

- I employed dumb file numbering system following advice from this forum, which does make sense. Having a project number prefix before the filename sounds useful too. How do you guys assign part numbers to parts that are given dumb filenames? At the moment my idea is to give projects a specific identifier and then define a seperate part number from the filename in the 'Number' value when I check files into PDM. Seems like it will work to me, does anyone know any pitfalls of this method?

- A spreadsheet or database where part numbers and projects are recorded is what I'm planning on doing next. I suppose I'll call it the Design or Project Register. Anybody have any advice on how to organise this, or even better an example of what you use? A bit cheeky I know, but if you don't ask you dont get.

- Finally, any recomendations for resources, books etc. which might help me out?

---

Cheers for all the help!

 

[HippieGuy69]

ECR = Engineering Change Request

ECO = Engineering Change Order

These are tools used when there are several people using the vault and/or changes to parts need to be tracked for documentation purposes or customer requirements.

They are simply forms that authorize a change to your part with signatures from the people that the change will impact (i.e. Engineering, customer, purchasing, manufacturing). These are they guys that will need to know about a rev change as they will have to deal with the parts.

This can work very well with the PDMWorks, because PDM has the sign out feature, so whoever is assigned to complete the ECO (sounds like its all you buddy) signs out the part and makes the changes.

It is a little more paperwork but it is VERY worth it, especially since you mentioned that there were more projects coming down the pipe at you.

Mechanical Designer/Drafter
Tucson AZ.
SW 2009 SP 1.0

It doesn't sound crazy from MY point of view!

 

[ctopher]

To have a good configuration management process working, you will need some type of ECR/ECO process in place.
If you are doing work for major aerospace or military projects, it will probably be mandatory.

Having a good PDMWorks setup will help.
I have used:
-Preliminary
-In Processes
-In Check
-In Sign-off
-Released

This is only an example and varies among companies.
Having a copy of DOD-STD-100 will be beneficial.

http://www.product-lifecycle-management.com/download/DOD-STD-100D.pdf

Chris
SolidWorks/PDMWorks 08 3.1
AutoCAD 08; CATIA V5
ctopher's home (updated Aug 5, 2008)
ctopher's blog
SolidWorks Legion

 

[JMirisola]

HippieGuy69 beat me to it.

ECR/ECOs are essential, IMO. It's a clean way to keep track of changes, or proposed changes. The forms can be quite simple, though the process can be a bit involved, albeit necessary. You just want to be sure that any department affected by a proposed change has say in said change. This is true for large and small companies alike. Where I work, I am the engineering department (VP's don't count, right?). No change goes unrecorded.




Jeff Mirisola, CSWP, Certified DriveWorks AE
CAD Administrator, Ultimate Survival Technologies
My Blog

 

[rfus]

daveparkinson,

I think this is a great post for this forum.

JMirisola,

I saw your blog post on dumb part numbering systems, and while I do feel that in smaller companies, like mine, where I do create the part numbers (and they are not dumb - dates, designs, products revs, materials, assembly, sub assem, part hierarchies, and digits to spare), and I do all the ECAD and MCAD parts, assemblies, drawings and designs, I will agree that smart part numbering systems may not be all that useful to someone who just picks up the files and has to take significant time to learn the system. I find them very useful. In my time in the paper mill's, working for larger companies, I will agree that internal numbering in SAP systems should be completely arbitrary, but MPN's that are smart helped engineering and maintenance a great deal.

There is a place for smart part number systems, and here is just one example. I spend a lot of time in the circuit board world. I feel that smart part numbering systems are essential in this world. Just spend 20 minutes on digikey going through texas instrument regulators and you will understand why. There are so many options eg: contact # variances, package types, plating, voltage/current/temp ratings, packaging options, RoHS...just to name a few. There is no way to put this info just in the description line and have it be efficient. The same holds true as you move into electro mechanical connectors. SMART is the only way to go. So if I was an engineer for Samtec for instance, under this advice, I should just through some arbitrary number on the part rather than indicate the number of contacts, plating, and packaging in the part number?

Smart part numbering systems are an efficient language.

rfus

 

[gwubs]

Go with the insignificant numbering system. Many people will argue for intuitive numbers, but they begin to see the problem with that when; your customer gets bought out and the company's name changes, a part that used to be made from steel is now ADI, parts have both pneumatic and electric aspects, bearing assemlies include ball and roller bearings &etc.
There are many elaborate, beautiful systems set up that sooner or later are a mass of exceptions to all the rules, and time is wasted deciding what the number should be. Or you have a great structure going, only to find out that your fellow designer in the desk next to you has his own ideas.
Establish good search methods, fill in the required info, and then all you have to do for a new employee is tell them how the system works.

 

[HippieGuy69]

Yup...I was right...about a 50/50 split on the part numbering question. My advice now...use what seems best for your environment...then if it has to change later try doing it before your data base gets too large.



Guy Greenhill
Mechanical Designer/Drafter
Tucson AZ.
SW 2009 SP 1.0

It doesn't sound crazy from MY point of view!

 

[SnowCrash]

rfus,
I think what you are saying about smart part numbering systems is very much to the point I made. External customers find a significant number important and full of information when ordering parts.
Internally, we should not care about that, just use the next number for the part. Let marketing build the catalogs.
Of course, we all know we have internal customers as well, and the smart number systems help them.
"seen it all from both sides now . . ."

--
Hardie "Crashj" Johnson
SW 2008 SP4
Nvidia Quadro FX 1000
AMD Athalon 1.8 GHz 2 Gig RAM

 

[TheTick]

Your biggest gains are to be had by simply implementing a coherent numbering system of some sort, populating files with necessary properties, and archiving them on PDM. If you have done that, you have done plenty.

I recommend burning a copy of network folders that contain CAD files that have not yet migrated to PDM. Things can move or disappear. Also purge the network of copies of anything that has migrated to PDM.

 

[gwubs]

Model all your parts in such a way that you, and others will WANT to reuse them. Nothing worse than redoing work because the person who did it the first time couldn't be bothered to do it right. Sweat the details, it pays. This takes extra time up front, but the benefits are huge.

 

[HippieGuy69]

Good post in the Faq section to look at

PDM Rules to Live by: faq559-1227

Guy Greenhill
Mechanical Designer/Drafter
Tucson AZ.
SW 2009 SP 1.0

It doesn't sound crazy from MY point of view!

 

[anuragbatra]

Here's some more insight on my observations in the industry on how part numbering schemes are used. The spread of practices is quite in line with what's observed on this thread.

http://blogs.oracle.com/PLM/2009/01/part_numbering_schemes.html

 

[fcsuper]

Part numbers = item number = drawing number = file name

Matt Lorono
CAD Engineer/ECN Analyst
Silicon Valley, CA
Lorono's SolidWorks Resources
Co-moderator of Solidworks Yahoo! Group
and Mechnical.Engineering Yahoo! Group

 

[Waidesworld]

Document what you are doing and if needed why you are dong it. You may win the lottery tomorrow (sounds nicer than being hit by a bus) and you want your work not to go to waste for the next guy. So if you decide on a dumb/smart numbering system, make sure it's written somewhere for the next guy. I am four years into a 45+ year old company and have no idea why my predecessors did what they did with certain parts. Still I managed to ISO-ify the company and get all new projects/drawings moving forward with the same goals and methods.