[alma_na] Memo From P. Vanden Bout and M. Tarenghi

[Carolyn White]

To:     IPT Leaders and Division Heads
From:   P. Vanden Bout and M. Tarenghi
Date:   2002-Sep-09
Subject: Documentation and Use of ALMAEDM

ALMA has started its full construction phase and it is now increasingly
important that project documentation control and archiving be taken
seriously.

ALMA Systems Engineering (SE) has now established the on-line ALMAEDM (new
name for the SiteScape Electronic Document Management system)
documentation archive as well as various procedures for document
submission, approval and change requests. The project documentation plans
and procedures which describe this are currently in final review and will
shortly become project approved.

The use of ALMAEDM by project staff, and within each IPT, has been
gradually increasing over the past months, however we need to encourage a
more widespread use.  Some IPTs have already adopted ALMAEDM for their own
internal use.  Using ALMAEDM is generally self-explanatory, however SE is
planning a series of training sessions for project staff as well as
issuing simple ALMAEDM user guidelines.

The JAO requests that:

- each IPT encourage and promote the use of ALMAEDM for project
  documentation by its own staff and assist SE in their ALMAEDM training
  program;

- establish an internal IPT documentation system, either using ALMAEDM or
  some equivalent alternative which offers the required level of
  documentation archiving and control to satisfy project standards.