Controlling Interfaces

DOE-STD-1073-2003

Configuration Management

facility, the volume of documents, available resources, existing programs, and the

retrieval requirements of the users of these documents. The document database selected

needs to provide the capability to support identification of relevant documents.

The document database should have the capability to sort and identify documents based

on:

their relationship to particular systems and components (such as a particular

pump),

types of systems and components (such as motor-operated valves),

technical topics (such as fire protection), and

other relational data (such as the specific vendor) necessary for the adequate

identification of documents.

Furthermore, when the document or document sets are provided, the system should also

provide related information, such as the identification of pending changes. Consideration

should be given to assigning key words or using fully searchable text files for the most

important documents.

In selecting the appropriate document information system, the contractor should ensure

that the system is available and documents can be retrieved as needed to support

document owners and users. If the documents are necessary for the day-to-day operation

of the facility, they should be available on a real-time or short-turnaround basis [e.g.,

controlled copies of procedures and piping and instrument drawings (P&IDs) should be

located or accessible in a central area such as a control room]. Conversely, if the

documents are not routinely needed, a retrieval time of 24 hours or more may be

acceptable. This is typical, for example, of design basis information used by the design

engineering organization for physical change preparation. In order to establish

appropriate retrieval times the contractor may need to formally solicit and consider input

from the document owners and the users.

6.5

Controlling Interfaces

The contractor should clearly define the interfaces among facility, maintenance, and non-

facility organizations to ensure configuration-related information is completely and

accurately communicated. For example, a change to a vendor manual may result in

changes to maintenance procedures, training materials, equipment lists, repair parts, and

design basis documents such as specifications and drawings. In addition, information

may flow in both directions across organizational interfaces. For example, information

related to a design change may be needed by operations, maintenance, and/or training to

update procedures to conform to the facility requirements. Conversely a procedure

change initiated by maintenance personnel that affects an operating parameter may

necessitate validation by design engineering personnel to verify expected operating

conditions fall within the requirements. The configuration management process should

establish controls to ensure:

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