CERN

LHC Project Document No.

LHC-PM-QA-405.00 rev 1.2

CH-1211 Geneva 23
Switzerland

CERN Div./Group or Supplier/Contractor Document No.

the

EDMS Document No.

Large
Hadron
Collider

103570

project

Date:1999-11-15

Quality Assurance Standard

DOCUMENT STANDARDS

Abstract
This document defines standards for the preparation of all LHC Project
documents that are part, or are closely related, to the LHC configuration
baseline.
It also provides a list of computer applications used in document handling.

Prepared by :

Checked by :

Approved by :

Inga With
TERMA Space Division
DK-3460 Birkerd
and
M Mottier
EST/ISS
Marcel.Mottier@cern.ch

LHC Quality Assurance

Working Group

Paul Faugeras
Deputy to LHC Project
Leader for Quality
Assurance

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History of Changes
Rev. No.

Date

Pages

Description of Changes

0.1

1998-07-14

First draft

0.2

1998-07-23

Second draft

1.0

1998-07-24

Reviewed by QAPWG- Approved by PLO Deputy for QA.

1.1

1999-10-19

Updated annexes A4 and A5

1.2

1999-11-15

Updated annex A4, URL of QAP home page and software

versions

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Table of Contents
1.

PURPOSE ................................................................................................ 4

2.

SCOPE..................................................................................................... 4

3.

POLICY ................................................................................................... 4

4.

RESPONSIBILITIES ................................................................................ 4

5.
5.1
5.2
5.3

DOCUMENT PLATFORMS, TOOLS AND CONFIGURATION ......................... 4

DOCUMENT EDITING APPLICATIONS ..........................................................5
DOCUMENT CONSULTATION APPLICATIONS ................................................7
FILE MANAGEMENT ..................................................................................7

5.3.1
5.3.2
5.3.3
5.3.4

MAIN DOCUMENT, ANNEXES AND ATTACHMENTS ............................................. 7

FILE HANDLING ............................................................................................ 7
FILE FORMATS .............................................................................................. 8
FILE NAMES ................................................................................................. 8

6.

TEMPLATE DESIGN ............................................................................... 10

7.
7.1
7.2
7.3

SPECIFIC DOCUMENT GUIDELINES....................................................... 11

DOCUMENT TEMPLATES ..........................................................................11
TECHNICAL ILLUSTRATIONS ...................................................................12
DOCUMENT ATTACHMENT .......................................................................12

8.

ANNEXES .............................................................................................. 12

9.

RELATED DOCUMENTATION .................................................................. 12

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1. PURPOSE
To provide standards for the preparation of all LHC Project documents that are part, or
are closely related, to the LHC configuration baseline.

2. SCOPE
The standards are applicable to all documents that are either part of the LHC
configuration baseline, or closely related to the baseline, and relevant to the following
Project activities:
! Management.
! Quality assurance.
! Engineering.
! Contracting.
! Fabrication, Assembly, Test, Installation.
! Operations, Maintenance.
The detailed list of documents to which the procedure is applicable is found in
"Document Types and Naming Conventions" [ 1 ].

3. POLICY
All documents shall be prepared with a word-processing computer application.
All documents shall have a standardised layout supported by the use of templates.
All documents are submitted to a review and approval process before being released.
(See "Documents and Parameters Process and Control" [ 2 ]).
All documents shall be registered and stored in the Engineering Data Management
System (EDMS).
All documents' electronic files shall be stored in a controlled way.
The processes and tools used for the document handling are documented and
supported.

4. RESPONSIBILITIES
Managers and supervisors at CERN, Institutes, Contractors and Suppliers shall
ascertain that:
! Personnel affected to the preparation, review and approval, and changes to
documents are aware of and understand the procedures described in the present
document.
! Personnel assigned to the preparation of documents are trained in the use of the
tools and processes of document handling.
Document authors and editors are responsible for producing documents in compliance
with these document standards.

5. DOCUMENT PLATFORMS, TOOLS AND CONFIGURATION

The computer applications required to edit, consult and manage documents are
presented in sections 5.1 to 5.3.
As versions of software applications change frequently, they are not included in the

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text of this standard but can be found in annex A1. They are valid at the time of issue
of this standard.
An up-to-date list of software applications and versions in use at CERN for the LHC
Project engineering documentation is maintained on the World Wide Web (WWW) at
http://wwwlhc01.cern.ch/lhc/qap/software_versions.htm

5.1 DOCUMENT EDITING APPLICATIONS

The main word-processing application that shall be used for document editing is MS
Word1 running in the MS Windows1 environment on a personal computer (PC).
Specific elements of documents shall be prepared with applications selected from the
set of applications recommended or supported by the "Novell Integration, Coordination and Evolution (NICE)" [ 3 ] working group of CERN. The list of document
editing applications is given in table 1.
From a technical point of view, any application producing output that can be copied
and pasted into the main MS Word document may be used. However, it should be
understood that if an application is not supported by NICE, no assistance will be
available if problems occurs with the use of this application.
A typical document, assembled in MS Word from elements produced with other
applications, is shown on figure 1.
To prepare an on-line copy of a document in Acrobat2 PDF format, Acrobat Distiller
shall be used; Acrobat Exchange shall be used to manipulate documents or parts of
documents in PDF format.
Use

Application

Word-processing

MS Word

Spreadsheets and charts

MS Excel1

Project management schedules and planning

MS Project1

Technical illustrations extracted from

engineering drawings

CERN's HPGL Viewer3

Technical illustrations in the form of line

sketches (vector format)

CorelDRAW4
Micrografx Designer5

Technical illustrations in the form of

computer screen images (bitmap format)

Any application capable of

producing GIF6 or JPEG7 format

Scanned paper documents

Any application capable of

producing Acrobat PDF format

On-line copy in PDF format

Adobe Acrobat Distiller

Editing documents in PDF format

Adobe Acrobat Exchange

Table 1 : Applications for Editing Documents

MS Word, MS Windows, MS Excel, MS Project are registered trademarks of Microsoft

Corporation.
2
Acrobat is a registered trademark of Adobe Systems Incorporated
3
See http://www.cern.ch/CERN/Divisions/EST/CAD/hpglviewer.html
4
CorelDRAW is a registered trademark of Corel Systems Corporation
5
Micrografx Designer is a registered trademark of Micrografx Incorporated
6
Graphics Interchange Format (GIF), developped by CompuServe Incorporated
7
Joint Photographic Expert Group (JPEG), ISO/IEC standard DIS 10918-4

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Figure 1: Typical Document Elements and Applications

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5.2 DOCUMENT CONSULTATION APPLICATIONS

Consultation applications are required by everyone involved in the LHC Project to find,
view and print documents. The applications are listed in table 2.

Usage

Application

To browse the WWW

Netscape Navigator8

To view documents

Acrobat Reader

To view engineering drawings

CERN's HPGL Viewer

Table 2: Document Consultation Application

A CGM9 plug-in viewer for Netscape is used for specific graphic browsing applications,
such as the LHC layouts. This plug-in is available for all PC's connected to the NICE
network at CERN.

5.3 FILE MANAGEMENT

5.3.1 MAIN DOCUMENT, ANNEXES AND ATTACHMENTS
Documents are made up of different elements:
!

The main document.

Annexes.

Attachments.

Annexes are referenced in the body, and incorporated at the end, of the main
document. The main document and its annexes are contained in a single electronic
file.
Attachments are self-supporting documents, referenced in the main document as
"Related Documentation". They are separate electronic files, one for each
attachement.

5.3.2 FILE HANDLING

The applications required to manage document's electronic files are:
! CADIM/EDB10 running on a PC or a Unix workstation, or
! Netscape with Tuovi/WDM11 interface
While a document is being prepared, the corresponding file(s) may be stored in any
appropriate location. However, when the document is registered in the EDMS, the
file(s) shall be stored in the EDMS at the appropriate LHC Product Breakdown
Structure (PBS) location.
Native files stored in the EDMS are hidden from all users except the owner of the file,
usually the author or editor of the corresponding document.

Netscape Navigator is a trademark of Netscape Communications Corporation

Computer Graphics Metafile (CGM), ISO/ANSI standard 8632-1992
10
CADIM/EDB is a registered trademark of Eigner and Partner GmbH
11
TuoviWDM is a Helsinki Institute of Physics-CERN joint venture project
9

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When a document needs to be modified, the corresponding file(s) shall be copied from
the EDMS to the local file system. When the editing is completed, the modified file(s)
shall be transferred to the EDMS in the same way as a new file.

5.3.3 FILE FORMATS

Documents are stored in two different electronic formats:
! As native files created with a text processing application and editable with this
application, for example MSWord.
! As on-line copies, converted from the native files, and suitable for viewing and
printing on a variety of computer platforms. On-line copies cannot be edited.

5.3.4 FILE NAMES

The file name is derived from the document name in the following way:

The separator between document name and attachment number, attachment number
and revision index, is a dash (minus sign). The separator between revision index and
extension is a dot (full stop).
The 2 digits of the revision index are written without a dot. For draft documents a D is
added to the revision index.
The extension is the standard MS Windows file name extension that corresponds to
the file formats (doc for for MS Word, PDF for Acrobat).

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Figure 2: A Typical Document and Corresponding Files

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6. TEMPLATE DESIGN
The main characteristics of the design of the LHC Project engineering document
template are outlined in figure3 and 4.
Figure 3 shows the cover page and figure 4 shows the top of page 2 (History of
Changes), page 3 (Table of Contents) and page 4 and following which contain the
body of the document.
The character font used is MS Verdana for its qualities of readability on screen.
All dates shall be given in ISO format12, i.e. year-month-day (yyyy-mm-dd). For
example the 28th February 1998 is indicated as 1998-02-28.
A frame shall surround the contents of each page of the document. This is to prevent
incomplete printing or copying occurring without being noticed.
New document templates created for the LHC Project shall be prepared in compliance
with the design described here.

Figure 3: Template Front Page Design

12

ISO 8601:1988 Representations of Dates and Times

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Figure 4: Template-Design of Pages 2,3 and 4

Note: Technical Description for Market Survey and Technical Specification (attached to
an Invitation to Tender or a Price Inquiry) do not comply with this template
design for historical reasons.

7. SPECIFIC DOCUMENT GUIDELINES

7.1 DOCUMENT TEMPLATES
The list of document types, their corresponding templates, and instructions sheet is
given in table 3.
Document Type
LHC Construction Schedule
Minutes of LHC Project
Committees
LHC Project Organisation Chart
Engineering Specification:
Functional Specification
Interface Specification
Design File
Engineering Change Request

Template name
See LHC-PM-QA-301.00

Instructions

ENG_SPEC.dot

How to Use the

Engineering
Specification
Template
How to Use the ECR
Template

ECR.DOT

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Document Type
Technical Illustration
Minutes of Preliminary Design
Review
Minutes of Safety Reviews
Technical Description for Market
Survey
Questionnaire
Qualification Criteria
Technical Specification (attached
to an Invitation to Tender or a
Price Inquiry)
Questionnaire
Fabrication, assemby, test and
measurement, installation
procedure
Fabrication, assemby, test and
measurement, installation report
Minutes of fabrication, assemby,
test and measurement,
installation meetings
Work package data sheet

Template name
None

Instructions

MS_TD.dot

How to Use the

Market Survey
Template

MS_QUEST.dot
MS_CRIT.dot
TECH_SPEC.dot
TS_ QUEST.dot
FAIT_PROC.dot

How to Use the

Technical
Specification
Template

FAIT_REPT.dot
FAIT_MIN.dot

WPDS.dot

Table 3: Document Templates

These templates are made for MS Word 97. They are available at CERN from the NICE
network in the LHC group of templates. For users outside CERN, they can be
downloaded from the WWW at:
http://www.cern.ch/CERN/Divisions/EST/LHCQAP/qaphome.htm

7.2 TECHNICAL ILLUSTRATIONS

To be prepared

7.3 DOCUMENT ATTACHMENT

To be prepared

8. ANNEXES
A1

Versions of software applications in use at CERN

A2

Engineering Specification template cover page

A3

Engineering Change Request template cover page

A4

Technical Specification template cover page

A5

Market Survey template cover page

9. RELATED DOCUMENTATION
[ 1 ] LHC-PM-QA-202.00

Document Types and Naming Conventions

[ 2 ] LHC-PM-QA-303.00

Documents and Parameters Process and Control

[ 3 ] http://nicewww.cern.ch/homepage/home.htm

NICE Homepage

LHC Project Document No.

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Application

Version
Engineering Drawings

AutoCAD

14

Euclid

3 1.1HZD

HPGL Viewer

4.00
Documents

MS Word

97 SR-1

MS Excel

97 SR-1

MS Project

98
Technical Illustrations

CorelDRAW

6.00

Micrografx Designer

7
WWW browser

Netscape Navigator

4.05
On-line copies

Acrobat Distiller

3.0

Acrobat Reader

3.0

Acrobat Exchange

3.0

For the up-to-date list see the WWW at

http://www.cern.ch/CERN/Divisions/EST/LHCQAP/software_versions.htm

Annex A1: Versions of Application in use at CERN

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EDMS No.:
LHC Project document No.:

XXXX
XXXX
XXXX

The Large Hadron Collider Project

IT-XXXX/LHC/LHC

Technical Specification for

Xxxx

Abstract
This Technical Specification concerns the supply of xxxx.
Deliveries are foreseen over xxxx years from placement of the Contract.

November 1999

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LHC Project document No.:

xxxx
xxxx
XXXX

The Large Hadron Collider Project

MS-XXXX/LHC/LHC

Technical Description for

Xxxx

Abstract
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March 1999

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