You have finished implementing your PLM [document management] solution. The next extremely important activity is to train your users.
In order for your PLM solution to actually work, you must follow 2 rules:
ü All documents [files] must be stored [checked in] in your PLM solution
ü All documents [files] must be retrieved [checked out] from the PLM solution
If these rules are not followed, you will not be able to trust the data.
Your user community must know how to do the following…
Create a Document
Once an author [or engineer, or whomever] is finished with their document, they need to know how to check it into their document management [or PLM] software solution.
Approve a Document
All documents within your company go through some kind of release process, even if that process only consists of proof-reading and release. The PLM software will walk you through this process and automatically distribute it to the next person in the process.
Generate a Change Request
If anyone at your company needs to edit [change] a document, it must go through your change process. They must know how to generate a change request and submit it to the solution.
Retrieve a Document
Users must retrieve [check out] documents if they wish to edit [change] them. They must have an understanding of how this process works. These kinds of software solutions will not let you delete a file for the purpose of maintaining an audit trail.
PLM solutions will always provide the user with the latest released version of a document or file. Set up properly, the PLM solution will have the metadata needed to tell you all of the information about this file that you might need.
User acceptance requires the system to be easy to use. It requires user input. It requires listening.
Contact me if you would like some help…