#  Executive summary

_The QUACO Data Management Plan (DMP) shows the tools and life cycle of data
generated and used during and after the project. All data generated in this
project (both on PCP and on technical development) will be centrally stored at
CERN who will act as central repository for archiving also after the end of
the project. The DMP also outline the accessibility of the data, which is in
line with the project’s Open Access policy._

#  INTRODUCTION

The main deliverable of QUACO PCP is a potential component of the HL-LHC
project. For this reason, the HL-LHC Data management Plan concepts are the
basis for this document.

Data Management is a process that provides an efficient way of sharing
knowledge, information and thinking among the project's participants and
stakeholders.

In this document, we will define:

  * The type of Data that will be generated and managed; 

  

  * The life cycle of the data and in particular the data control process;  The tools used to manage the data. 

  

The process of communication and dissemination of the data it is part of the
Deliverable 8.1.

#  DATA HANDLED BY THE PROJECT

##  OVERVIEW

The QUACO project will produce two different type of documents and data. From
one side the information exchange on the PCP process, from the other the
information related to the design and fabrication of the MQYY first of a kind
magnet.

The type of documents and data and the way they will be treated will be very
different.

##  DATA LINKED TO THE PCP PROCESS

QUACO is a collaborative acquisition process. There will be documents and data
related to the exchange of information with/among QUACO partners and the
interaction with:  Partner labs interested in the use of the PCP instrument
in the future;

  * Industrial suppliers; 

  

  * Public; 

  

  * Stakeholders. 

  

There will be also data created by the analysis of the interaction of these
four groups with QUACO.

##  DATA LINKED TO THE PRODUCTION OF THE FIRST OF A KIND MAGNET

The QUACO technical specification [1] gives a detailed list of technical and
managerial documents and data that will be produced during the three phases.

Among them:

  * Technical Documents such as the Conceptual Design Report of the magnet; 

  

  * Managerial Documents such as the Development and Manufacturing plan; 

  

  * Acquisition Documents such as the technical specifications for the tendering of tooling and components; 

  

  * 2D and 3D models such as the As-built 2D and 3D CAD manufacturing drawings; 

  

  * Data such as the control parameters during the winding process or the dimensional checks. 

  

  * Contract Follow up Documents such as minutes and visit reports. 

  

There will be also data created by the internal exchange among QUACO partners
on the progress done by the suppliers.

#  LIFE CYCLE AND DATA CONTROL PROCESS

##  OVERVIEW

The PCP Project has a Data Management Plan because needs that:

  * Data required for the project is identified, traced and stored; 

  

  * Documents are approved for adequacy prior to issue; 

  

  * Documents are reviewed and updated as necessary; 

  

  * Changes to Data and Documents are identified; 

  

  * Relevant versions of applicable documents are available at points of use; 

  

  * Documents remain legible and readily identifiable; 

  

  * Documents of external origin are identified and their distribution controlled. 

  

To manage and control a document we shall establish several sub processes:

  1. **Identification** : what kind of document shall be managed. 

  

  2. **Labeling** : how the document shall be named. 

  

  3. **Lifecycle** : how shall be ensured the adequacy of the document before distribution. 

  

  4. **Availability** : how shall be ensured that the document arrives to the right person and can access it as long as required. 

  

  5. **Traceablity** : how it is record the changes and location of the document. 

  

  

Except for the labelling process, the same sub processes are applicable for
the data that will be handled by the project.

##  IDENTIFICATION OF DATA MANAGED

The QUACO project shall manage and control all documents required to guaranty
the full life cycle of the Project.

Points 2.2 and 2.3 list the type of data and documents identified to follow
the PCP process and the production of the first of a kind MQYY.

Among those documents we can distinguish two classes:

  * Baseline documents: Documents that will have to be stored after the end of QUACO. 

  

  * Non-baseline documents: documents that are required for the well functioning of the project but that which storage will not be considered critical after Phase 3. 

  

The management and control sub processes of these two types of documents will
be handled differently.

The HL-LHC Configuration, Quality and Resource Officer ensures the training of
the different QUACO partners [2] on the identification of the data to be
managed.

##  LABELING

Baseline Documents shall follow the HL-LHC Quality plan naming convention [3]
and shall be labelled with an EDMS number and with a document name. Non-
Baseline Documents do not need to have a document name.

##  LIFECYCLE

The lifecycle of a document includes the publishing (proofreading, peer
review, authorization, printing), the versioning and the workflow involved on
this two processes.

Concerning peer reviewing as a general rule:

  * Baseline documents shall be peer reviewed (verification process) by a group of people knowledgeable on the subject and those interfacing with the system/process described in the document. As default the peer review is done by the QUACO PMT or one of its members. 

  

  * Non Baseline documents peer review process is generally managed by the author. 

  

In particular for the Tender Documents (Baseline Documents)

  * The JTEC reviews the Prior Information Notice, the draft Invitation to Tender, the draft Subcontracts, as prepared by the Lead Procurer in accordance with the laws applicable to it and the Specific PCP Requirements and submit to the STC all above documents for approval 

  

Concerning Authorization the process is adapted to the type of document. As a
general rule:

  * For Baseline documents, the STC gives the Final approval of technical and contractual specifications for the PCP tender, Approval of tender selection and Management of knowledge (IPR), dissemination & exploitation documents. The Project Coordinator always approve all Baseline Documents. 

  

  * For Non Baseline documents the process depends mainly on the type of document, but are mainly approved by the WP Leader. 

  

Every time there is a change in the lifecycle of a document a new version of
the document shall be created. Changes are traced by the revision index. The
revision index will increase by 0.1 for minor changes. In case of major
changes will be the first digit that will be moved to the next integer.

##  AVAILABILITY

Table 1 and Table 2 give the general guidelines for the visibility and storage
of documents in the project. The process of communication and dissemination of
the data it is part of the Deliverable 8.1.

_Table 1: Visibility guidelines_  
  
<table>  
<tr>  
<th>

**Document class**

</th>  
<th>

**Visibility**

</th> </tr>  
<tr>  
<td>

Baseline documents

</td>  
<td>

Financial, resource oriented and with sensitive information

</td>  
<td>

QUACO Partners and EU Stakeholders

</td> </tr>  
<tr>  
<td>

Commercial

</td>  
<td>

QUACO Partners, EU Stakeholders and

Partner labs interested in the use of the PCP instrument in the future

</td> </tr>  
<tr>  
<td>

Technical

</td>  
<td>

QUACO Partners, EU Stakeholders and

Partner labs

In some cases Industrial partners*

</td> </tr>  
<tr>  
<td>

Non Baseline documents

</td>  
<td>

Technical documents

</td>  
<td>

QUACO Partners, EU Stakeholders and

Partner labs

In some cases Industrial partners*

</td> </tr>  
<tr>  
<td>

Scientific publications

</td>  
<td>

Worldwide

</td> </tr>  
<tr>  
<td>

Outreach

</td>  
<td>

Worldwide

</td> </tr> </table>

(*) Follows IP rules described in the Tendering Documentation and on the Grant
Agreement

_Table 2: Storage time and format requirements_  
  
<table>  
<tr>  
<th>

**Document class**

</th>  
<th>

**Storage time**

</th>  
<th>

**Format**

</th> </tr>  
<tr>  
<td>

Baseline documents

</td>  
<td>

Forever

</td>  
<td>

Native format and at least a long term readable format

</td> </tr>  
<tr>  
<td>

Non Baseline documents

</td>  
<td>

Limited time

</td>  
<td>

Native format or long term readable format

</td> </tr> </table>

##  TRACEABILITY

Traceability includes the record of the lifecycle of the document and the
metadata that describes the document. A document is fully trace if we can
retrieve:

  * Label including version number, 

  

  * Properties (Author, creation date, title, description) 

  

  * Life cycle information, 

  

  * Storage location, 

  

  * List of actions and comments with their author linked to changes in the life cycle. 

  

Baseline documents shall be fully traced. For Non Baseline documents it is not
required a complete traceability of the actions and comments with their author
linked to changes in the life cycle.

#  TOOLS

CERN has two documentation management systems EDMS and CDS. EDMS is the tool
used for the control of engineering documents and presentations. CDS is the
tool used for the control of scientific documents, meetings documentation and
graphic records.

To ensure the long term storage of Baseline documents they shall be stored in
EDMS. Non Baseline documents can be stored in another documentation management
system that can ensure the correct level of approval, availability and
traceability.

_Table 3: Recommended tools_  
  
<table>  
<tr>  
<th>

**Document class**

</th>  
<th>

**Tool**

</th> </tr>  
<tr>  
<td>

Baseline documents

</td>  
<td>

EDMS

</td> </tr>  
<tr>  
<td>

Non Baseline documents

</td>  
<td>

Meetings: Indico, EDMS, SharePoint

Technical: EDMS (requiring approval process), SharePoint

Scientific: CDS

Commercial: CFU, EDMS

Outreach: WWW

</td> </tr>  
<tr>  
<td>

Data

</td>  
<td>

Technical: MTF

Non-Technical: SharePoint

Outreach: Twitter, LinkedIn

</td> </tr> </table>

#  LINKS TO THE TOOLS

CDS: https://cds.cern.ch/

EDMS:  https://edms.cern.ch/project/CERN-0000154893

Indico: https://indico.cern.ch/category/7138/

LinkedIn:  _https://www.linkedin.com/in/quaco/en_

MTF: https://edms5.cern.ch/asbuilt/plsql/mtf_eqp_sel.adv_list_top

Twitter: https://twitter.com/HL_LHC_QUACO

SharePoint: https://espace.cern.ch/project-HL-LHC-Technical-
coordination/QUACO/_layouts/15/start.aspx#/ WWW: https://quaco.web.cern.ch/

#  TEMPLATES

The HL-LHC Quality support Unit maintains a series of templates that are
accessible in the EDMS [4].

#  CONCLUSIONS

The QUACO Project has identified the different type of documents and data that
have to be managed to ensure its full life cycle. The different sub process
such as labelling, publishing or traceability have been analyzed and adapted
to the project. Finally different tools have been identified and deployed to
ensure the sub processes.