Engineering Work Request & Engineering Work Order Guidelines
Process Guidelines for the Engineering Change Request/Engineering Change Order and Engineering Work Request/Engineering Work Order
1. Introduction
This document defines the ARM Climate Research Facility (ARM Facility) engineering processes. Specifically, the Engineering Change Request (ECR), Engineering Change Order (ECO), Engineering Work Request (EWR), and Engineering Work Order (EWO). These processes are used to initiate and manage the ARM Facility engineering design process.
An engineering change process begins with an initial request (ECR). An approved request is converted to an ECO that provides for requirement analysis, design, development, documentation, training, and testing. The conclusion, upon completion of the ECO, in most cases will result in a revision to the operational ARM baseline (Baseline Change Request or BCR). In addition, as a complement to the ECR/ECO, an EWR/EWO process is defined where "quick-turnaround" tasks can be accommodated as an integrated adjunct to the ECR/ECO, BCR, and Data Quality Problem Report (DQPR) processes.
Throughout the process, we define roles and responsibilities along with tracking methods to facilitate understanding, priority, impact, and status of tasks. The desired outcome of the ECR/ECO process is to establish a set of foundation methods that allow us to communicate more effectively while developing well-engineered products.
The desired outcome of the EWR/EWO process is to establish a procedure and method that allow us to take prompt action on pressing problems (usually of an operational nature).
Please refer to the Glossary at the end of this document for definitions of terminology.
2. Discussion of the ARM Climate Research Facility Engineering Process: The Engineering Change Request and the Engineering Change Order
The ECR/ECO process establishes a method that members of the ARM Operations or Engineering components may use to submit requests for new systems, products, or functionality from ARM Engineering. The concept of "new products or functionality" refers to the idea that requests made to Engineering will ultimately result in changes to the baseline configuration of our data systems, science products, instruments, communications equipment, data products, or physical aspects of a site. Engineering tasks will be "needs-based" and will result from the scientific, operational, or engineering needs of the ARM Facility.
The ECO process helps set priorities within Engineering to guide the implementation process. The environment of limited resources, in which the Infrastructure operates, requires that a tradeoff is made based on the importance, impact, and cost of the ECO. The ECO approval and review process helps ensure this analysis takes place. Thus, over the long-term, this process enables us to do more science in terms of products, sites, and field campaigns.
Figure 1 outlines the proposed ECR/ECO process. Each "block" in the flowchart is numbered and a description of each block follows.
2.1 Request
A request for engineering tasks in terms of an ECR is initiated by the ARM Operations or Engineering components. An ECR is initiated in the following ways:
- Scientific needs that require engineering design or redesign
- Operational needs that require engineering design or redesign
- Engineering needs that require engineering design or redesign
- DQPRs, when reviewed by the Program Review Board (PRB), can initiate an ECR, depending on the scope of the engineering work needed
- An EWO can initiate an ECR, depending on the scope of the engineering work needed.
An ECR describes a request for an engineering task that requires attention to requirement definition, analysis, design, documentation, testing, and delivery.
2.1.1 Scientific Need
Tasks results from requirements generated by the ARM Science Steering Committees (SSC). Examples of possible requests include new value-added products, the addition of new instruments to address unmet measurement needs, or a new site, are examples of possible requests. If an ARM scientist has a need for an engineering request, it should be discussed within the respective Science Steering Group until a consensus is reached, approved by the Chief Scientist, and submitted by the "Translator" (see paragraph 2.2.1) as an ECR. Each SSC will have a dedicated Translator.
2.1.2 Operations Need
Within Operations, anyone can be a Representative and submit the ECR. Tasks can resolve problems, enhance the functionality of our systems, or revise the physical infrastructure.
2.1.3 Engineering Need
Within Engineering, anyone can be a Representative and submit the ECR. Tasks can resolve problems, enhance the functionality of our systems, or revise the physical infrastructure.
2.2 Translator and Representatives Responsibilities
Translate a specific science request or represent an Operations or Engineering need into a request for engineering resources (the ECR). Nominally, some discussion needs to take place between the Translator and the respective constituents before the request is submitted as an ECR. This ensures the request is well defined and understood.
2.2.1 Science Translator
A Science Translator is a Science Steering Group representative that is responsible for defining and filing an ECR. This person is a member of the Infrastructure and is the point of contact for ECR/ECO status and clarification.
2.2.2 Operations Representatives
The Operations representative is responsible for defining and filing an ECR. This person is a member of the Infrastructure and is the point of contact for ECR/ECO status and clarification.
2.2.3 Engineering Representative
The Engineering representative is responsible for defining and filing an ECR. This person is a member of the Infrastructure and is the point of contact for ECR/ECO status and clarification.
2.3 Open Engineering Change Request, Describe, Discuss, and Prioritize
The Translator or Representative will use the ECR tool (http://ecr.arm.gov) to enter the following information:
- General (e.g., who, what, where, time, and metadata)
- Request Title
- Request Description
- Request Priority.
Upon submission, the ECR will be indexed, logged, and routed to the ECR Manager, Engineering Manager, and Chief Engineer.
Please not that this tool is an adaptation of the existing BCR system, thus maintaining the same look, feel, and dialog process.
2.4 Engineering Change Request Review Team
The ECR review team, assigned by the Engineering Manager and Chief Engineer, will route the ECR to engineers with the domain expertise to assess the impact and content of the request.
2.4.1 Scope, Schedule, and Resources
Feedback to the Translator or Representative is required when disposition is reached. Final disposition of the ECR is made by the Engineering Manager, Chief Engineer, and Technical Director and is based on a review of the ECR content. An approved ECR is closed and is routed to the ECO review team. A rejected ECR is simply closed.
2.5 Engineering Review Board
The Engineering Review Board (ERB) consists of the ARM Coordination Team and Chief Engineer. This review board gives final approval of an ECR and a priority is assigned. The ECR is considered in the overall context of the program during the assignment of priority, so that the programmatic impact of performing the ECR is understood and communicated. The approval, cancellation, or rejection of an ECR is communicated to the Translator or Representative.
2.6 Design Phase
The ECO is indexed, logged, and assigned. In this phase, the following steps as detailed in the relevant Project Guides Plans must be added to document the ECO:
- ECR information (including DQPR or EWO reference)
- ECO priority
- Lead, team members
- Estimated start date
- Estimated duration
- Update cycle (task status)
- Impact
- Requirements
- Requirements review
- Design
- Design review
- Documentation
- Testing
- Readiness reviews.
2.6.1 Engineering Change Order Logging
The ECO will be logged into the Engineering Tracking Tool upon approval and assignment.
2.7 Perform Engineering Change Order, Track, and Report Status
The ECO leader and team will begin work on the task (or place the task in queue). Each ECO will be tracked with periodic updates generated to the Translator or Representative. The ARM Infrastructure Management Board (IMB) will also review a summary report of engineering tasks to ensure that the right balance or tasks are ongoing. Resources within Engineering will be reassigned as needed to support scientific and operational priorities.
2.7.1 Engineering Change Order Complete
<>To close an ECO, all of the requirements, as defined in the ECO, must be met and approved by the Translator or Representative and their associated component (e.g., Operations). In most cases, every ECO is completed by the issuance of a BCR as managed by the Engineering and Operations Managers.
3. Operations and Engineering Task Consulting: The Engineering Work Request and the Engineering Work Order
The flowchart shown in Figure 2 outlines a process for "quick turnaround" engineering tasks. Where the ECR/ECO process is intended to manage more complex engineering requests, the EWR/EWO is intended to address engineering work where design (or redesign) is minimal (or not required at all). Upon analysis of an EWR/EWO, it may be determined that an ECR/ECO is required to resolve the task. In that case, the respective EWO is closed and an ECR initiated. Each "block" in the flowchart is numbered and a description of each block follows.
3.1 Problem Identified
A request for engineering tasking in terms of an EWR is identified by an Operations, Science, or Engineering component.
3.1.1 Program Review Board
DQPRs, when assigned by the PRB, can directly initiate an EWR by assignment to ewr@arm.gov.
3.2 Type of Problem
Discussions related to the DQPR can result in its resolution before it is submitted for action. If action is required, then the problem context needs to be presented.
3.3 Requesting Party
The requesting party describes the problem submitting an EWR by (1) using the Engineering Task Tracking Tool (preferred), (2) describing the request via text in an email to ewr@arm.gov, or (3) phoning an Engineering Consultant. A priority determination for the task is required. This clarifies dialog between blocks 3.0 and 4.0 in Figure 2. There will be a minimum of three Engineering Consultants identified to receive the ewr@arm.gov communications. Their job is to focus incoming EWRs toward assignment resolution.
An EWR should be initiated when Operational, Scientific, or Engineering needs require a quick engineering response where no design or redesign is required.
3.4 Engineering Consultants, Review Engineering Work Request, Log Engineering Work Request
Upon discussion and review of the problem, an Engineering Administrator will log an EWR and notify the requester of the status.
- Due to the type and breadth of tasks that may be requested, the Engineering Manager (and others) may become involved during the review process. Approved EWRs are submitted as EWOs. Agreement between the Requester and the Engineering Consultant(s) is required for approval. Disapproved EWRs are simply closed.
3.5 Review, Log, and Assign Engineering Work Order
The EWR is closed and the EWO is indexed, logged, and assigned. The following information needs to be added to document the EWO at this time:
- General (e.g., who, what, where, time, metadata, etc.)
- Request title
- Request description
- Request priority
- EWR reference
- PIF reference
- Leads, team members
- Estimated duration
- Impact.
3.5.1 Engineering Work Order Logged
The EWO will be logged into the Engineering Tracking Tool.
3.6 Evaluate Task
Evaluate the problem and define the resolution.
3.7 Resolve, OPS Closure, Baseline Change Request, Problem Identification Form/Corrective Action Report or Engineering Change Request
The Engineer closes the EWO by communicating the resolution to Operations, filing a BCR, filing a DQPR, or by filing an ECR.
4. Relationship of the Engineering Change Request/Engineering Change Order and Engineering Work Request/Engineering Work Order to the Engineering Task Tracking Tool
The Engineering Task Tracking Tool (ExtraView) provides the necessary tools for management of the ECO and EWO. Metadata related to associated ECRs and EWRs are recorded within the respective "Orders" task entry. This tool is used by Engineering to perform resource loading and to track and communicate status. The audience is internal, and in addition to managing the engineering process summary, extractions of information are used by the ACRF IMB to facilitate resource conflicts, scheduling, and set priorities.
5. Relationship of the Engineering Change Request/Engineering Change Order and Engineering Word Request/Engineering Work Order to the Existing Configuration Control Processes in the ARM Climate Research Facility (DQPR, RR, and BCR)
- DQPR - A DQPR can initiate an ECR or EWR. A BCR will be filed, as required upon completion of the ECO or EWO
- RR - Checklists (including the Design Phase) and processes flow will be incorporated into the ECO process
- BCR - A BCR will be issued upon completion of an ECO (always) or an EWO (if required).
6. Glossary
Baseline Change Request (BCR) - A BCR is a Web-based tool used to discuss, review, and approve an "engineered product" (from an ECO) as it is turned over to Operations. See Baseline Change Request Guidelines for more details.
Chief Engineer - Reports to the Engineering Manager and is responsible for approval and oversight of all ARM engineering projects.
Data Quality Report (DQR) - Used to identify and document problems with ARM systems, physical infrastructure, or instruments.
ECR Review Team (ERT) - The ECR review team, assigned by the Engineering Manager and Chief Engineer and routes the ECR to engineers with the domain expertise to assess the impact and content of the request. This would be a first discussion of scope, schedule, and resources of an ECR.
Engineering Change Order (ECO) - An ECO is simply an engineering task or project directly resulting from an ECR. It addresses project requirements, analysis, design, development, testing, and documentation. In most cases, every ECO is completed by issuance of a BCR (and/or CAR if required) as managed by the Engineering and Operations Managers.
Engineering Change Request (ECR) - An ECR is a request to perform engineering entered into a Web-based ECR too, where discussion and approval (or rejection) is granted. An approved BCR triggers an ECO.
Engineering Consultant - A member of the ARM Engineering group who serves as a consistent point of contact for Operations.
Engineering Manager - Member of the IMB and is responsible for Engineering within the ARM Facility.
Engineering Options Considerations - Checklist used to communicate information related to design options/considerations to peers, Engineering Manager, Chief Engineer, or Instrument Coordinator.
Engineering Review Board (ERB) - The ERB consist of the Archive, Engineering, and Operations Managers, and Chief Engineer. The board gives final approval of an ECR, where it becomes an ECO, and assigns a priority.
Engineering Work Order (EWO) - An assignment of tasking to Engineering to resolve an EWR.
Engineering Work Request (EWR) - An EWR (email contact to ewr@arm.gov) is used to request engineering resources, as soon as possible, when Operational, Science, or Engineering needs require a quick engineering response where no design or redesign is required.
Infrastructure Management Board (IMB) - The IMB manages and coordinates the technical planning objectives of the ARM Facility.
Intensive Operational Period (IOP) - IOPs (or field campaigns) are periodically conducted on location at our operational sites (or elsewhere, using an ARM Mobile Facility) to facilitate scientific understanding of posed hypotheses. Often referred to as "campaign mode" activities, duration is defined. They usually involve additional instrumentation, aircraft, satellites, ships, or revisions to the temporal/spatial sampling measurements. For more information, see the ARM Field Campaigns Web page.
Readiness Reviews (RR) - Checklists and processes used by site Operations to ensure all necessary physical infrastructure requirements are being met during a design process.
Representative - An Operations or Engineering staff person who proposes an ECR. The representative usually works with management and peers to communicate the need.
Tracking Tool - A web-based, "commercial off-the-shelf" project development and tracking software package (ExtraView). This tool is used in Engineering and is available across the ACRF for project and task definition, status reporting, and tracking.
Translator - A Science Steering Group Representative that is responsible for defining and filing an ECR for a new, or modification to an existing, value-added product, or instrument system.
For more information, please see Frequently Asked Questions (PDF, 173K).
