Big Projects with Vault Professional:

Successful Implementation
Driss Yammouri
Consulting Project Manager
Autodesk

© 2011 Autodesk
Who is Klaus?

 Over 40 years old  ( That is his problem )

 Mechanical Engineer
 10 Years of Industry Experience
 10 Years of Consulting Experience
 Data Creation ( CAD )
 Data Management ( DM, ERP, … )
 Active in the field of Project Management
 Acting on a global basis
 Autodesk Employee
 Married with 2 Kids
 MAIL: Klaus.Loerincz@Autodesk.com

© 2011 Autodesk
Who is Driss?

 Industrial Engineer
 Autodesk Employee
 + 10 years of consulting experience
 Data Management, ERP Integration, …
 Visualization
 Implementation, Coaching, Training
 Project Management
 Acting on a global basis
 Based in Munich, Germany
 Married, 1 Daughter
 E-MAIL: Driss.Yammouri@Autodesk.com

© 2011 Autodesk
Class Summary

Which steps are needed to make an implementation successful?

You will learn how to approach big projects,
what are the key success factors,
and what are the main points to be discussed when initiating the project.

© 2011 Autodesk
Learning Objectives

At the end of this class, you will be able to:

 Develop tests, a pilot, coaching, and reviews to close the project successfully
 Define the needs and requirements
 Create a checklist, recommendation and effort calculation
 Determine the main topics for the implementation (e.g. permissions, replication,
standards)

© 2011 Autodesk
Agenda

 Project Management Methodology

 Vault Implementation
 Effort estimation
 Success factors

© 2011 Autodesk
Project Management Methodology

© 2011 Autodesk
PMBOK ® (Project Management Body Of Knowledge)

 Project Management Process Groups:

 Initiating
 Planning
 Executing
 Monitoring & Controlling
 Closing

© 2011 Autodesk
Project Management Methodology

Plan Execute

Initiate Close

Monitor & Control

© 2011 Autodesk
Project Management Methodology

Initiating
Planning
Executing

Monitoring & Controlling

Closing
t

© 2011 Autodesk
Initiating Initiating

 Define the scope of the project

 Document high-level risks, assumptions, and constraints
 Perform key stakeholder analysis

© 2011 Autodesk
Planning Planning

 Record customer requirements, constraints, and assumptions

 Identify key project team members by defining roles and responsibilities
 Create the Work Breakdown Structure
 Develop the Change management plan
 Identify project risks
 Obtain project plan approval
 Conduct a Kick-off meeting

© 2011 Autodesk
Executing Executing

 Execute tasks
 Ensure a common understanding
 Manage resource allocation
 Implement approved changes
 Implement approved actions and workarounds
 Improve team performance

© 2011 Autodesk
Monitoring and Controlling Monitoring & Controlling

 Measure project performance

 Manage changes to the project
 Ensure that project deliverables conform to quality standards
 Monitor the status of all identified risks

© 2011 Autodesk
Closing Closing

 Formalize final acceptance

 Obtain financial, legal, and administrative closure
 Release project resources
 Communicate lessons learned
 Distribute the final project report
 Archive project records
 Measure customer satisfaction

© 2011 Autodesk
Vault implementation

© 2011 Autodesk
Vault implementation stages

 Process and requirements

 Installation
 Configuration, customization
 Implementation in test system
 Internal QA & Documentation
 QA with key users
 Implementation in the productive environment
 Acceptance test
 Training, Coaching
 Change requests and system improvements / refinement

© 2011 Autodesk
Autodesk Vault Implementation Stages
Change Request

• Separate Project

Check QA +
Installation Configuration Customization Acceptance Final Changes
requirements Documentation
• Understand • Standard • Adapt Vault to • Customize • Check • Documentation • Minor open
your customer installation the customer Vault to the Customization of delivery issues
needs • Backup needs with customer against
concept standard needs with customer
configuration programming needs
• Filling the Vault

Training

• Standard
• Customer Workflows

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Requirements gathering

© 2011 Autodesk
Check Requirements – Listen to Your Customer
Typical Questions:
 Which departments are involved?
 Who shall work with Vault?
 Which applications are used?
 Which documents do you manage?
 How have you structured your files?
 When do you plot your drawings?
 Do you create a neutral format?
 Do you think in items?
 Do you manage BOMs?
 Do you use or plan to use an ERP system?
 Do you work with externals?
Typical Questions:
 How many files of each kind of type need to
be imported?
 Which file categories do you use?
 Do you use a numbering scheme?
 How do you fill the title block?
 Which user defined properties do you use?
 Where are your templates located?
 Do you use a revision scheme?
 Do you use a release process?
 Which jobs do you use every day?
 Do you have a backup?
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Requirements Checklist

 Easy to use
 For beginner and professionals
 Decision for product recommendation
(Workgroup, Collaboration, Professional)

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ABC Engineering – Customer Profile / Requirements I

 Manufacturing of equipment
 50 Users to use the new DM system (Vault)
 Working with Inventor and MS Office, legacy AutoCAD Mechanical
 Existing templates and title blocks

 Files were managed in Windows Explorer

 Project oriented working

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ABC Engineering – Customer Profile / Requirements II

 Items and BOM management

 ERP Integration
 Reports for the management
 Connect / Integrate several locations
 Other business systems in place (SharePoint)

 Assessment needed to get more deeper into the topics above

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assessment results / Effort estimate

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ABC Engineering: first assessment results

Vault
Professional

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Assessment results: Phase I

 Installation – Infrastructure, licenses

 Configuration – users & groups, rights & permissions, numbering scheme,
status and revisions, jobs…
 Customization – additional functionality, automatism
 Tests and acceptance
 Training
 Coaching & support

© 2011 Autodesk
Assessment results: Phase II

 Items and BOM management

 ERP Integration
 Reports for the management board
 Connect / Integrate other locations
 Other business systems in place (SharePoint)

© 2011 Autodesk
Effort Estimation: Phase I

No. Service Effort [day]

1 Check Requirements 1
2 Software Installation 1
3 Data Import 2-5
4 Configuration 2
5 Customization 5-10 (*)
6 Quality Insurance 1
7 Backup and Restore DB 1
8 Acceptance 1
9 Vault Training 1-2
10 Project Management 2-4
Total 17-28 * Depends on exact requirement and skills

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Estimation for further requirements: Phase II

Nr. Service Effort [days]

1 Check requirements for each topic 2-4
2 Items and BOM management 5 (*)
3 ERP Integration 15 (*)
4 Reports for management board 2
5 Connecting other site (replication) 8-11 (*)
6 Project Management 5-7
Total 37-44

* Depends on exact requirement and skills

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Installation

© 2011 Autodesk
Installation

 Infrastructure
 Server
 Clients
 Software-Deployment?
 Licenses & License server
 Job Server
 Latency / bandwidth

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Backup

 Backup concept
 Restore concept
 Backup & Restore
 Database and files
 Automatism
 Integrate in other Processes and
Backup concept

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Configuration

© 2011 Autodesk
Configuration: Users and Groups

 Create groups and assign roles

 Add users or import them from the Active
Directory
 Assign roles (rights and permissions) to
groups to keep the overview and
administration simple

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Configuration: Define the environment

 Disable item environment, if not needed

 Disable change order environment, if not
needed
 Enable Job Server
 General option settings

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Configuration: Numbering Scheme

 Define the numbering scheme

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Configuration: Property Mapping

 Additional user defined properties (UDPs)

 Properties that require a value:
 Part Number
 Project
 Material
 Supplier (only for category special)

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Configuration: Status Change Modifications

 For releasing the document the properties

must be compliant:
Add criteria Property Compliance

 For removing a state transition deny it for

everyone in the security settings

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Configuration: Revision Scheme

 Standard revision scheme fulfills

requirements
 Document is write protected when released
 Before document is released it must be
reviewed

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Configuration: Lifecycles

 Standard lifecycle workflow fits for all

categories
 You can assign a different lifecycle to
each category

 Only Project Management is allowed

to use the transitions Quick Change
and Obsolete

© 2011 Autodesk 40
Configuration: Items and BOM management

 Create, complete and update BOM from 3D

 Where-used for purchased parts
 Revisioning and tracking of BOM history

 Standard functionality
 Numbering scheme
 Revision scheme
 Categories
 Properties
 Permissions

© 2011 Autodesk
 Filling the Vault

 Define categories and rules for

categories before you import the files
 Use Autoloader for AutoCAD, Inventor
and Office files
 Divide the import into several steps

© 2011 Autodesk 44
Autodesk® Vault Integration with SharePoint ®

SharePoint 2010 helps your people to set up Web

sites to share information with others, manage
documents from start to finish, and publish reports to
help everyone make better decisions.

Extending Design to the Entire Enterprise

 Securely Share Design Data with the Entire Enterprise
 Provides the extended enterprise – even non-design professionals – the
ability to manage engineering and design data, using familiar Microsoft
SharePoint workflows
 Boost Design Productivity
 Out-of-the-box social computing capabilities, such as capturing
discussions, voting mechanisms, and video conferencing
 Users can easily run a single search that aggregates the results from
both SharePoint and Vault applications

© 2011 Autodesk
Autodesk® Vault Integration with SharePoint ®

© 2011 Autodesk
Customization

© 2011 Autodesk
Customization

 2 new Jobs
 Job 1: create PDF by release of a
drawing

 Job 2: On request print all drawings to a

project/Folder (menu command)

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Customization: Conditions & Actions for Status Transitions

Work in Progress

In Review
Action: send email

Condition: Item
Pre-Released
exists? Quick Change
Released for Production
Action: Create PDF
Publish to SharePoint Obsolete

© 2011 Autodesk
Customization: ERP Integration

 Monthly alignment of purchased parts with ERP (Import)

 Transfer design BOM to ERP (Export)
 ERP System: XZY
 BOM should be transferred to ERP when item is released
 Transfer of the drawing for each BOM as DWF

 Vault Standard functionality & Programming ERP

 Setup Message Queues (MSMQ)
 Configuration automatic Export
 Programming ERP

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Customization: Reports for the management board

 Project progress view

 Duration of changes
 Integrate company logo and show custom
properties

 Extend and modify standard report templates

 Customize report templates
 Insert Logos
 Header and Footer
 Insert properties
 Customize Diagrams

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Customization: Connecting / Integrating additional sites

 Other locations in USA/India/China with

production and engineering
 Each location works on own projects for
engineering and production
 Picks should be balanced through transfer to
other locations

 Standard Functionality (Vault Collaboration,

professional)
 Definition and prerequisites check
 Setup & Tests (Software)
 Workflow Definition (Process)
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Increase your productivity with Autodesk Consulting
Vault Power Tools

 Property Management
 Custom Publish Jobs
 Clone Structure
 Drawing Compare
 E-Mail Notification
 Object Classification
 4 eyes check

© 2011 Autodesk
Increase your productivity with Autodesk Consulting
Vault Power Tools

 Content Generator
 Vault User Accounts
 Import File Properties
 Import Property List

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QA + Documentation
Delivery acceptance

© 2011 Autodesk
Export the environment

 Backup & Restore

 Data base and files
 Detach existing Vaults prior to restore a
Vault

 Export Configuration
 Import Configuration

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Testing

 Track any issues during test phase

 Agree on how to deal with this
 Define a channel for the communication
 Not always escalate
 Define the roles
 Define when to escalate, and how

© 2011 Autodesk
Training

© 2011 Autodesk
Training & Coaching

 Concept
 Key user / Administrator
 Users
 Use customer processes and
workflows
 1-2 weeks after the training schedule
Coaching sessions, and follow-ups

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Success factors

© 2011 Autodesk
Good to know / success factors

 Communication is key for success. Communicate early and often

 To management
 To the users
 You need buy-in from everyone (acceptance of the system)

 Consider special needs of the users, involve them in the evaluation process
 Involve the users from other locations, if not in the requirement gathering phase,
at least to show the results and the benefits

© 2011 Autodesk
Good to know / success factors

 Definition of roles and responsibilities is key for the success

 Document your process before starting implementing
 Implementing a new system is a work in progress. You never finish

 Start small and get quick wins.

 You can refine and improve during / after implementation

© 2011 Autodesk
Good to know / success factors

 Risks and mitigation

 Checklists (technical, system related, Implementation)
 Define joined goals with customer
 Agree on the overall target
 Propose a feasible / realistic implementation plan / timeline
 Define milestones with realistic timeline
 Availability of internal resources is critical

© 2011 Autodesk
Class Summary

Which steps are needed to make an implementation successful?

You will learn how to approach big projects,
what are the key success factors,
and what are the main points to be discussed when initiating the project.

© 2011 Autodesk
Learning Objectives

At the end of this class, you will be able to:

 Develop tests, a pilot, coaching, and reviews to close the project successfully
 Define the needs and requirements
 Create a checklist, recommendation and effort calculation
 Determine the main topics for the implementation (e.g. permissions, replication,
standards)

© 2011 Autodesk
© 2011 Autodesk
Contact

Driss.Yammouri@Autodesk.com

© 2011 Autodesk
Autodesk, AutoCAD* [*if/when mentioned in the pertinent material, followed by an alphabetical list of all other trademarks mentioned in the material] are registered trademarks or trademarks of Autodesk, Inc., and/or its subsidiaries and/or affiliates in the USA and/or other countries. All other brand names, product names, or trademarks belong to their respective holders. Autodesk reserves the right to alter product and
services offerings, and specifications and pricing at any time without notice, and is not responsible for typographical or graphical errors that may appear in this document. © 2011 Autodesk, Inc. All rights reserved.
© 2011 Autodesk