August 2013
Process Industry Practices Document Management
PIP DMEDC001 Application of PIP Metadata Metadata Practices
PURPOSE AND USE OF PROCESS INDUSTRY PRACTICES In an effort to minimize the cost of process industry facilities, this Practice has been prepared from the technical requirements in the existing standards of major industrial users, contractors, or standards organizations. By harmonizing these technical requirements into a single set of Practices, administrative, application, and engineering costs to both the purchaser and the manufacturer should be reduced. While this Practice is expected to incorporate the majority of requirements of most users, individual applications may involve requirements that will be appended to and take precedence over this Practice. Determinations concerning fitness for purpose and particular matters or application of the Practice to particular project or engineering situations should not be made solely on information contained in these materials. The use of trade names from time to time should not be viewed as an expression of preference but rather recognized as normal usage in the trade. Other brands having the same specifications are equally correct and may be substituted for those named. All Practices or guidelines are intended to be consistent with applicable laws and regulations including OSHA requirements. To the extent these Practices or guidelines should conflict with OSHA or other applicable laws or regulations, such laws or regulations must be followed. Consult an appropriate professional before applying or acting on any material contained in or suggested by the Practice.
This Practice is subject to revision at any time.
© Process Industry Practices (PIP), Construction Industry Institute, The University of Texas at Austin, 3925 West Braker Lane (R4500), Austin, Texas 78759. PIP Member Companies and Subscribers may copy this Practice for their internal use. Changes or modifications of any kind are not permitted within any PIP Practice without the express written authorization of PIP. Authorized Users may attach addenda or overlays to clearly indicate modifications or exceptions to specific sections of PIP Practices. Authorized Users may provide their clients, suppliers and contractors with copies of the Practice solely for Authorized Users’ purposes. These purposes include but are not limited to the procurement process (e.g., as attachments to requests for quotation/ purchase orders or requests for proposals/contracts) and preparation and issue of design engineering deliverables for use on a specific project by Authorized User’s client. PIP’s copyright notices must be clearly indicated and unequivocally incorporated in documents where an Authorized User desires to provide any third party with copies of the Practice.
PUBLISHING HISTORY
August 2013
Issued
Not printed with State funds
August 2013
Process Industry Practices Document Management
PIP DMEDC001 Application of PIP Metadata Practices Table of Contents 1. Introduction................................. 2 1.1 Purpose ............................................. 2 1.2 Scope .................. ................. .............. 2
2. References .................................. 2 2.1 Process Industry Practices ................ 2 2.2 Other References .............................. 2
3. Document Discovery and Recall........................................... 2 3.1 Discovery .................. ................. ........ 2 3.2 Recall of Existing Documents ............ 2
4. Document Evaluation ................. 3 4.1 Fitness for Purpose ........................... 3 4.2 Document Sharing ............................. 3 4.3 Document Dependencies .................. 3
5. Document Access ...................... 3 5.1 Use Constraints ............................ ..... 3 5.2 Appropriate Use ................. ................ 4
6. Work Process Automation ......... 4 7. Document Exchange .................. 4
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PIP DMEDC001 Application of PIP Metadata Practices
1.
August 2013
Introduction 1.1
Purpose This Practice provides guidance for the application of metadata.
1.2
Scope This Practice describes the range of business applications for metadata that PIP DMDDC001 and PIP DMDDC002 are designed to address. This Practice incorporates the “Use Case Summary” from the “Energy Industry Profile Standard” provided by “Energistics” on their website.
2.
References Applicable parts of the following Practices shall be considered an integral part of this Practice. The latest edition and addenda of the following references in effect on the date of contract award shall be used, except as otherwise noted. Short titles are used herein where appropriate.
2.1
Process Industry Practices (PIP) – PIP DMDDC001 - Document Metadata Requirements – PIP DMDDC002 - Transmittal Letter Preparation Requirements
2.2
Other References – Energistics, 2012 Website
3.
Document Discovery and Recall 3.1
3.2
Discovery 3.1.1
A knowledge worker (user) should be able to discover and identify relevant documents needed to perform work tasks. Users require knowledge about a document’s content in order to enable appropriate use and maximize the value of the document to the company. Metadata provided by the document publisher is critical to the appropriate use of the content, whether published by a supplier, government agency, joint-venture partner, or internal corporate organization.
3.1.2
Standard metadata associated with documents can enable users to locate appropriate, available documents without knowledge of the locations, organization, or naming conventions of the repositories in which the documents are stored. Lacking such capabilities, users may make erroneous assumptions about lack of information or waste effort gathering metadata information.
Recall of Existing Documents 3.2.1
Process Industry Practices
A user should be able to confirm that all existing documents, as required for several scenarios, have been found. Confirmation becomes more difficult if a user is a new company employee, or in “look back” scenarios where a user is asked to find documents from old projects or facility areas given only minimal information (e.g., discipline or project name).
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PIP DMEDC001 Application of PIP Metadata Practices
3.2.2
4.
Without the benefit of standard metadata and a search or cataloging tool, users can have difficulty finding where a document resides, how it was created, or when and by whom the document was prepared.
Document Evaluation 4.1
4.2
4.3
5.
August 2013
Fitness for Purpose 4.1.1
For conducting business, a user should be able to determine the relevance or pertinence of a document to be used in a given work process. The user should be able to determine if the document is “fit for purpose” by evaluating criteria such as revision, source, quality, accuracy, and history.
4.1.2
Without the benefit of standard metadata describing essential criteria, the user may need to seek out others who may be knowledgeable about the document or make assumptions about the document that could be incorrect.
Document Sharing 4.2.1
Typically, documents are shared externally (e.g., with joint venture partners) and internally (e.g., with other organizations). A user receiving shared documents should be able to determine the appropriate use of the documents and ensure that the documents are used properly or combined with other documents. The user should receive associated metadata along with the document for attributes such as status or quality.
4.2.2
Without the benefit of appropriate metadata, the user may incorrectly use the document, resulting in erroneous results and decisions.
Document Dependencies 4.3.1
Frequently, documents include attachments, hyperlinks, or internal references to other associated documents. A user receiving the document should be able to determine if the document includes these items and easily find them.
4.3.2
Without the benefit of metadata that describes associated documents, the user may be unaware of the documents or have difficulty finding them.
Document Access 5.1
Use Constraints 5.1.1
A user should be able to determine the conditions under which a document can be accessed and used. Commercial or licensor specific documents are frequently acquired under license with use constraints. The constraints are rarely documented in digital form or included in a standard digital format that would make the constraints available to users.
5.1.2
Additionally, use constraints may be imposed by foreign governments that can prohibit export of documents produced to support operations within their boundaries.
5.1.3
Applying standardized metadata to documents that have use constraints can facilitate access to the information, encouraging and enabling compliance.
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PIP DMEDC001 Application of PIP Metadata Practices
5.2
6.
7.
August 2013
Appropriate Use 5.2.1
A user should be able to determine the intended or recommended use for a document. Instructions provided to the user by the document originator are critical to the appropriate use of the content, whether originated by a supplier, government agency, joint-venture partner, or internal organization within a company.
5.2.2
Without the benefit of metadata from the document originator, a user may use the document inappropriately or combine the content with other documents in a manner that produces erroneous results. Examples of appropriate use metadata include process scope application and time period dependency.
Work Process Automation 6.1
Businesses are continually optimizing work processes. One way of optimizing work processes is through automation.
6.2
The use of standard metadata attributes facilitates the automation of work processes by associating metadata attributes with documents that can be queried or updated programmatically.
Document Exchange 7.1
Frequently a user requires suppliers to capture and turnover metadata associated with project documents.
7.2
The use of standard metadata attributes facilitates the exchange of information during the turnover process.
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