01181.18-2013 Engineering Project Management ¿C Documentation Management Regulation V1.14

Engineering Project Management
Documentation Management Regulation
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Q/ZX 01181.18-2013
Enterprise Standard of ZTE Corporation

Name
Category
Engineering Project Management Documentation Management Regulation

Management Standard
Number
Q/ZX 01181.18-2013
Owning
Engineering & Service/Engineering Delivery/ Engineering Project Management/Document
Process Management
Responsible Engineering Solution Department
Unit
Drafted by Liu Hongmei00007637
Approved Chen Fuqi10005964
by
Issued on 2013-05-17
Effective 2013-05-17
from
1 Purpose....................................................................3
2 Overview...................................................................3
3 Terms, Definitions, Symbols and Abbreviations..............................4
3.1 Terms and Definitions....................................................4
4 Responsibilities...........................................................4
4.1 Documentation manager....................................................5
4.2 Project Sub-Teams........................................................5
4.3 Outsourcing Team.........................................................5
5 Engineering Project Standard Document Category and Management Requirements..5
5.1 Purpose and Principal of Classification..................................5
5.2 Document Category Naming Conventions.....................................6
5.3 Top-level Categories.....................................................6
5.4 M-Project Management Documents...........................................7
5.5 B-Commercial Files.......................................................9
5.6 U-Product Manuals........................................................9
5.7 R-Wireless Site Engineering.............................................10
5.8 X-OSP Engineering.......................................................11
5.9 Other Product Engineering...............................................12
6 Document Management Basic Specifications..................................14
6.1 Writing.................................................................14
6.2 Naming..................................................................14
6.3 Review..................................................................14
6.4 Readability Audit.......................................................14
6.5 Version Control.........................................................14
6.6 Delivery Format.........................................................14
6.7 Keep Records............................................................15
6.8 Set up File Room and Document Sever.....................................15
7 Document Naming Conventions...............................................15
7.1 Naming Format...........................................................15
7.2 Description of Document Name Components.................................16
8 Basic Actions for Documentation manager...................................17
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8.1 Understand Customer Requirements and Project Plan.......................17

8.2 Formulate Document Management Approaches................................17
8.3 Prepare and Publish Acceptance Document Templates.......................17
8.4 Build Electronic Document Platform......................................17
8.5 Build a Project File Room...............................................18
8.6 Offer Training for Project Team.........................................18
8.7 Manage Document Libraries...............................................18
8.8 Collect and Publish Planning and Design Documents.......................18
8.9 Collect Acceptance Documents and Trigger the Invoicing..................19
9 Electronic Document Library Management....................................19
9.1 Access Permission Control...............................................19
9.2 Document Backup.........................................................19
10 Archives Management......................................................20
10.1 Archiving..............................................................20
10.2 Archives Arrangement...................................................20
10.3 Archive Requirements...................................................20
10.4 Document Scanning......................................................20
11 Delivery Management of Product Manual....................................21
11.1 Delivery Responsibilities..............................................21
11.2 Document Update........................................................21
11.3 Delivery Time..........................................................21
12 Record...................................................................21
13 Normative References.....................................................22
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1 Purpose
This standard is formulated to facilitate the engineering project delivery with standardized
document management work.
2 Overview
This standard specifies the responsibilities and standards of project documentation
management.
This standard is applicable to document management of engineering projects.
This standard is not applicable to procurement documents.
This standard is divided into the following parts:
Part 1: Engineering Project Management Delivery Project Establishment Process
Part 2: Engineering Project Management Team Building Process
Part 3: Engineering Project Management Contract Handover Process
Part 4: Engineering Project Management Project Plan Development and
Integration Process
Part 5: Engineering Project Management Making Budget Process
Part 6: Engineering Project Management Appraisal Process of Project Plan and
Budget
Part 7: Engineering Project Management Project Kick-off Meeting Process
Part 8: Engineering Project Management Project Implementation Management
Standard
Part 9: Engineering Project Management Resource Release Process
Part 10: Engineering Project Management Project Handover Process
Part 11: Engineering Project Management Final Accounting Process of
Engineering Cost
Part 12: Engineering Project Management Post Mortem Process
Part 13: Engineering Project Management Appraisal Process of Project Closure
Part 14: Engineering Project Management Communication Management Process
Part 15: Engineering Project Management Risk Management Process
Part 16: Engineering Project Management Quality Management Process
Part 17: Engineering Project Management Problem Management Process
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Part 18: Engineering Project Management Documentation Management

Regulation
Part 19: Engineering Project Management Change Management Process
This document is Part 18.
3 Terms, Definitions, Symbols and Abbreviations
3.1 Terms and Definitions
The following terms and definitions apply to this standard.
3.2 Engineering Project Documents
Engineering project documents refer to the documents with reference value and worth
preserving during the execution of engineering projects. Engineering project documents
are generally kept in two forms, paper files and electronic files.
3.2.1 Product Manuals
Product manuals are a set of documents which help readers to understand software
features and hardware specifications of the device and instruct readers to perform
installation, commissioning, operations and maintenance work.
Purchased products are delivered with relevant manuals.
3.2.2 Planning & Design Documents
Planning & design documents refer to a series of documents used to provide instruction
for engineering execution. The documents include network planning reports, site surveys,
detailed design documents, technical solutions and engineering procedures.
3.2.3 Document format
The document format refers to the layout of the document (cover, page setup, headers
and footers, fonts and etc.)
3.2.4 Document Owner
A document owner is a person or team who is responsible for the final quality of a certain
type of document.
The document owner is not necessarily the author. The document owner is responsible
for determining the documents delivery requirements, training subcontractors and site
engineers, reviewing documents and finally submitting documents. A document may be
prepared by subcontractors.
3.2.5 File
A file is an organizing unit for storing documents that are mutually related with.
4 Responsibilities
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Roles are responsible for information security involved in their responsibilities.

4.1 Documentation manager
a) Stipulate project document management regulation.
b) Collect list of documents that are to be delivered and trace the status of these
documents until they are archived, meanwhile ensure the completeness and
standardization of the documents.
c) Be responsible for distributing documents to every project team members and
release documents to customer.
d) Be responsible for establishing project electronic document platform, paper
document archives room and conduct daily maintenance.
e) As the interface for document delivery, support technical manager to deliver
product manuals to customer.
f) Be responsible for organising and enforcing project document training.
g) This role is mainly taken by a staff member from the representative office.
4.2 Project Sub-Teams
a) Be responsible for discussing and confirming document delivery demands and
document templates definitions with customers specifically.
b) As the document owner, be responsible for checking and signing off documents,
and taking the responsibility for the final quality of the delivered documents.
c) Collect and temporarily keep the papery engineering/technical documents, and
submit them to the documentation manager.
4.3 Outsourcing Team
In addition to the duties set forth in 3.2, the outsourcing team, led by the project
outsourcing manager, is responsible for getting documents requirements on
subcontractors from each sub-team or document management team, and putting these
requirements into sub-contract.
5 Engineering
Requirements
Project
Standard
Document
Category
and
Management
5.1 Purpose and Principal of Classification

To avoid the casualness of document storage, this engineering project standard
document category is suggested to uniformise the project papery document storage and
electronic documents archiving.
In an actual engineering project, the document category can be tailored to fit the project
needs. However, the document category must comply with the following principles:
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a) The management documents should be stored separately from engineering

documents. See 5.4 for the scope of the management documents;
b) The Operation and maintenance documents should be stored separately from
engineering documents.
c) The wireless site construction documents (quality records, acceptance
documents, as-built drawings, etc.) should be stored by the site.
5.2 Document Category Naming Conventions
The name of a document category consists of two parts: Category Code and Category
Name, with - between them, e.g.: MProject Management.
a) The Category Name can be customized, however, the Category Code cannot be
customized.
b) If there will be few documents in a sub-folder, it is not necessary to build the subfolder, instead it is recommended to put the documents into the parent-folder,
and add the Type Code at the beginning of the name, e.g.: B4-LTE User Report.
5.3 Top-level Categories
Top-level categories of general engineering project documents are shown in Table 1, and
the descriptions are given in Table 2.
Table 1 Engineering Project Document Top-level Categories
Engineering Project Document Library
M-Project Management
B-Commercial Files
U-Product Manuals
R-Wireless Site Engineering
X-OSP Engineering
(Other Product Engineering)
OM-Operation & Maintenance
Table 2 Engineering Project Document Top-level Categories Description

No.
Category Name
Description
M-Project
All management documents.
Management
2
B-Commercial
Correspondences which include important information, Memos or
Files
other signed documents which are generated during project

implementation.
Equipment Arrival Certificates, Acceptance Certificates and User
Reports
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No.
Category Name
Description
U-Product Manuals
Please refer to 3.2.
R-Wireless Site
The documents for new-built or swap radio sites which might
Engineering
include GU/TD/LTE/etc. equipment and auxiliary facilities.
X-OSP
All kinds of optical cable engineering documents including duct
Engineering
cables, direct buried cables, aerial cables, and submarine cables.
(Other Product
A top-level category should be built for Engineering documents of
Engineering)
any of the other products except radio site engineering and OSP
engineering documents. Multiple categories should be built when

there are multiple product types and their documents need to be
kept separately, such as core network engineering, VAS
engineering documents, and microwave engineering.
7
OM-Operation &
In an engineering project, operation and maintenance documents
Maintenance
refer to the output documents created by activities to ensure the

network normal operation after the equipment in use and before
handed over to customers.
If there is only one product type in a project, subcategories of the R-Wireless Site
Engineering, X-OSP Engineering or Other Product Engineering can be integrated in toplevel categories, as shown in Table 3:
Table 3 Engineering Project Document Top-level Categories(2)
Engineering Project Document Library
M-Project Management
B-Commercial Files
U-Product Manuals
RP-Network Planning
RE-Engineering & Technical Solutions
RS-Survey and Design(optional)
RA-Site folders
RN-Network Optimization
5.4 M-Project Management Documents

During a project implementation, project management documents are uploaded to the
electronic document library by the document owners, while papery documents are to be
submitted and archived by the documentation manager. Project management manager
(PMM) is responsible for checking and making sure that all documents are complete.
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The subcategories of M-Project Management and their descriptions are given in Table 4.
Table 4 The Subcategories of M-Project Management
No.
Category Name
Document Example
Document
Owner
M01-Regulations
Project regulations, procedures and notices
PMM
Contract change records, collection records
Contract
and Procedures
2
M02-Contract
Management
Manager
M03-Project
Contract
review
and
clarification
records,
Initiation
Project handover records, project manager
PMM
selection and appointment records

4
M04-Planning
and
Controlling
Responsibility matrix, project WBS, project
Planning
plans, progress reports, plan change records,
Control
risk management and problem management
Manager
&
records
5
M05-Financial
Cost control plan
Project
Management
Financial
Manager
M06-HR
Project
organizational
chart,
roles
&
Management
responsibilities, project members performance
PMM
evaluation records
7
M07-Outsoucing
Project outsourcing strategies
Management
records, PR, subcontractor management on
Outsourcing
construction
Manager
site,
performance
& approval
evaluation
Project
records
8
M08-Logistics
International shipment files, local distributions
Project
Management
files, goods complementing request
Logistics
Manager
M09-Purchase
Material purchase applications, records and
Project
Management
contracts
Purchase
Manager
10
M10-Quality
Project quality standards, EHS regulations,
Project Quality
Management
subcontractor
Manager
training
materials,
factory
inspection reports, acceptance procedures and

document templates
11
M11-Communication
Meeting
minutes,
project
weekly
reports,
Management
internal
reports,
reports
for
customers,
plans,
PMM
important issues records

12
M12-Data
Document
management
document
Documentation
Management
record sheets, permission assignment table,
manager, Data
project management system planning and
Manager
usage records
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No.
Category Name
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Document Example
Document
Owner
13
M13-Administration
Mobile/Telephone
rate
management,
visa
management, office management, fixed assets

management,
canteen
accommodation
management
Administration
Manager
management,
and
car
management
14
M14-XX
Internal management documents and staff
Regional
Region/Team
hand-over reports of the region/team
Managers,
Sub-team
Managers
15
M15-Project Closure
Customer hand-over record, project summaries
PMM
and review report
5.5 B-Commercial Files

Commercial files holder should submit the documents to the documentation manager for
archiving within 5 days after receiving/acquiring the documents. If the document holder
fails to submit the documents as stipulated, in the event of loss or damage to the
documents, he/she and his/her team manager should take the main responsibility.
The subcategories of of B-Commercial Files are shown in Table 5, the corresponding
descriptions are given in Table 6.
Table 5 The Subcategories of B-Commercial Files
B-Commercial Files
B1-Customer Documents
B2-Revenue Recognition
B3-Qualifications
B4-User Reports
Table 6 The Subcategories Descriptions of B-Commercial Files

No.
Category Name
Document Example
B1-Customer
Correspondences with customers, meeting minutes and Memos
Documents
with customers signature
B2- Revenue
Equipment arrival certificates, project acceptance certificates,
Recognition
punch lists
B3-Qualifications
Certificates of original, import permits
B4-User Reports
User Reports
5.6 U-Product Manuals

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The U-Product Manuals category only exists in electronic document library.

Documentation manager builds the subcategories of the product by product types, with
the documents uploaded by technical managers.
Training materials of the product can also be put here.
5.7 R-Wireless Site Engineering
5.7.1 Subcategories
The subcategories of R-Wireless Site Engineering are displayed in Table 7, and their
Table 7 The Subcategories of R-Wireless Site Engineering
R-Wireless Site Engineering
RP-Wireless Network Planning

RE-Engineering & Technical Solution
RS-Survey & Design (optional)
RA-Site Folders
RN-Network Optimization
Table 8 The Subcategories Descriptions of R-Wireless Site Engineering

No.
1
Category Name
Description
Document Owner
RP-Wireless
Survey and network planning documents for
Network Planning
Network Planning
wireless site and microwave transportation
Team, Microwave
Engineering Team
RE-Engineering &
Engineering procedures, SWAP plans...etc
Technical Solutions
3
Engineering Team,
Technical Team
RS-Survey &
Technical site survey reports, detailed design
Engineering Design
Design (optional)
drawings, BOM...etc. RS-Survey & Design
Team
can be put into site folders according to project

needs
4
RA-Site Folders
Include site acquisition documents, quality
Refer to 5.7.2
inspection documents for site construction &

equipment installation, acceptance documents,
as-built drawings and equipment list...etc
5
RN-Network
Optimization
Wireless network optimization documents
Network
Optimization Team
5.7.2 RA-Site Folders

Site folders refer to the documents which are generated during the wireless site
engineering implementation and acceptance. These documents are categorized by site.
Site engineering documents are first collected and managed by the Rollout Team, then
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handed-over to the documentation manager in a complete set after the acceptance, or, in
several batches e.g.: The 1st batch upon CW(civil work) completion, and the 2nd batch
upon TI(telecom installation) completion.
Site folders include but are not limited to Table 9:
Table 9 RA-Site Folders
No.
Category
Document Owner
Site Acquisition Documents
Site Acquisition team
Civil Work Self-check and Acceptance
Rollout Team
Documents
4
Hardware Installation Self-check and
Rollout Team
Acceptance Documents
5
Equipment Commissioning Self-check
Technical Team
and Acceptance Documents

6
As-built Drawings
Rollout Team(marked on the design

drawings)
Equipment List
Rollout Team
5.8 X-OSP Engineering

5.8.1 Subcategories
The subcategories of OSP Engineering are displayed in Table 9, and their descriptions
are given in Table 10.
Table 10 The Subcategories of X-OSP Engineering
X-OSP Engineering
XE-Engineering & Technical Solutions

XS-Survey & Design
XA-OSP Rollout Documents
Table 11 The Subcategories Descriptions of X-OSP Engineering

No.
Category Name
Description
Document
Owner
XE-Engineering &
Engineering procedures
Rollout Team
Survey data, detailed design drawings and BOM...
Engineering
Technical Solution
2
XS-Survey &
Design
Design Team
XA-OSP Rollout
Include wayleave documents, quality inspection
Documents
documents, cable test documents, acceptance
Refer to 5.8.2
reports and as-built drawings..., archived by relay

sections
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5.8.2 XA-OSP Rollout Documents

OSP rollout documents refer to the documents that are generated during engineering
implementation and acceptance. These documents are categorized by relay section.
Rollout documents are first collected and managed by the Rollout Team, then handedover to the documentation manager in a complete set or in batches after acceptance.
OSP Rollout documents include but are not limited to Table 12:
Table 12 OSP Rollout Documents
No.
Category
Document Owner
Wayleave documents
Wayleave Team
Engineering self-check and
Rollout Team
acceptance documents
3
Cable test and acceptance reports
Rollout Team
As-built drawings
Rollout Team (marked on the design

drawings)
5.9 Other Product Engineering

5.9.1 Subcategories
The Subcategories of Other Product Engineering are displayed in Table 13. Their
Table 13 The Subcategories of Other Product Engineering
(Other Product Engineering)
T-Test Documents
E-Engineering & Technical Solutions
S-Survey & Design
A-Product Engineering Documents
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Table 14 The Subcategories Descriptions of Other Product Engineering

No.
Category Name
Description
Document
Owner
T-Test Documents
E-Engineering &
Entrance test documents, interoperability testing
Technical
documents
Team
Detailed level design of network
Technical
Technical Solutions
3
S-Survey & Design
Team
Survey date, detailed design drawings and BOM...etc
Engineering
Design Team
A-Product
Equipment installation and commissioning documents
Engineering
Refer to
4.9.2
Documents
5.9.2 A-Product Engineering Documents

Product engineering documents refer to the documents which are generated during the
engineering implementation and acceptance process of the core network and VAS
products.
Product engineering documents are first collected and managed by the Rollout Team,
then handed-over to the documentation manager in a complete set after acceptance, or
in batches as planned, e.g.: The 1st batch upon CW (civil work) completion, and the 2nd
batch upon TI (telecom installation) completion.
Product engineering documents include but are not limited to Table 15:
Table 15 Product Engineering Documents
No.
1
Category
Document Owner
Hardware installation self-check and
Rollout Team
2
Equipment commissioning self-check and
Technical Team
3
As-built drawings
Rollout Team (marked on design

drawings)
Equipment list
Rollout Team
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6 Document Management Basic Specifications

6.1 Writing
According to the requirements of Q/ZX 00396 Authoring Style Guide For Product
Documentation, the delivery documents should be applied ZTE document templates
(Word, Excel and PPT) when there is no special requirements from the customer.
6.2 Naming
All documents in document library must be in line with the naming conventions. For
details of naming specifications, please refer to Chapter 7 Document Naming
Conventions
6.3 Review
Before any submission to the customers, all documents must be reviewed by the sub
team member and approved by the sub team leader. No formal submission to customer
unless the document(s) is/are specified as draft or preliminary version for those
documents which were not being reviewed.
Information of document author(s), reviewer(s) and approver(s) must be filled in the form
named Author (Refer to P.3 of ZTE Standardized Templates).
6.4 Readability Audit
The following documents must do a readability audit before formal submission to
customer:
a) Document in English: Documents which are written or translated by project team
Chinese members
b) Document in Minor Languages: Documents which are translated by translation
Company
6.5 Version Control
Version control system should be implemented on all acceptance document templates,
procedures, design, etc to enhance rollout works and project progress.
For planning & design documents, Revision History must be filled in with accurate
information such as the release note identifier (name, date, version, etc), what is new,
and features and changes (new features, defects corrected, caveats, etc).
Documentation manager is then responsible to release and delivery to the related parties
with the latest version.
6.6 Delivery Format
Unless otherwise required by the customer, all documents should be delivered to the
customer in PDF format.
6.7 Keep Records
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The Document Management Records should be created for document collection, quality
control, usage and archives of project documents. It not only helps manage
documentation in an orderly way, but also prevents document shortage and missing.
Engineering Project Documentation Management forms mainly include Project
Document Record Sheet (template see R 01181.18-01), Paper Document Archive
Record Sheet (template see R 01181.18-02 , and Innerfile Item List (template see R
01181.18-03).
6.8 Set up File Room and Document Sever
To archive document in different media, the project team should establish a file room
and a document server:
a) File room: The project team should set up a file room or file cabinet for
documents in paper or CDs.
b) Document server: The project team must establish a document server for itself or
share one with another project team. All electronic documents must be saved to the
document server. SharePoint, EPM system and ZTE support website (only used to
publish documents to customers) can serve as the electronic document platform.
7 Document Naming Conventions
7.1 Naming Format
7.1.1 Document name is comprising of the Following Elements (By Order):
a) Project Code Name (Required)
b) Product Name (Optional)
c) Site ID/Cluster ID/Region Name (Optional)
d) Document Theme (Required)
e) Version Number (Optional, either this or document released date)
f) Document Released Date (Optional, either this or Version Number)
7.1.2 Use Underscore _ to Separate between Various Parts.
7.1.3 Examples of Document Naming
a) Project Code Name_Document Theme _Version Number
b) Project Code Name_Document Theme_Document Released Date
c) Project Code Name_Document Theme_Version Number_Document Released
Date
d) Project Code Name_Product Name_Document Theme_Version Number
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e) Project
Code
Name_Product
Number_Document Released Date
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Name_Document
Theme_Version
f) Project Code Name_Site ID_Document Theme_Document Released Date

g) Project Code Name_Product Name_Site ID_Document Theme_Document
Released Date.
7.2 Description of Document Name Components
7.2.1 Project Code Name
Project Code Name should include year of start and brief project name.
Project Code Name should not exceed 12 characters.
Samples: 2008PKTZ2012Swap
7.2.2 Product Name
A product name can be one in the general category or subcategory such as CN, MSC,
and MGW.
7.2.3 Site ID/ Cluster ID/ Region Name
Use a site ID, cluster ID or region name as part of the document name based on the
content of the document.
7.2.4 Document Theme
The document theme should be concise. Normally the product name, site ID, etc are
excluded to avoid a too lengthy document name. However, titles of the document content
are not subject to the restriction.
7.2.5 Version Number
A version number must be included and is usually put at the end of a document name.
A draft document version number should begin from 0.01. Subsequent drafts will have an
increment of 0.01 in the version number, e.g., 0.02, 0.03 0.10.
The first final version of a document will be Version 1.0. For minor revisions, the version
number will have an increment of 0.01or 0.1 such as 1.01, 1.02,, or 1.1,1.2. For
major revisions, the version number will have an increment of 1above the version being
revised, e.g., 2.0, and 3.0.
7.2.6 Document Release Date
The Date when the document becomes final will be the document release date and the
format should be in YYMMDD.
8 Basic Actions for Documentation manager
8.1 Understand Customer Requirements and Project Plan
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A documentation manager should learn the document delivery scope, quality

requirements, schedule requirements, delivery media, communication mechanism, etc in
the following ways:
a) Study the bidding document and contract
b) Comprehend the requirement on document delivery from the past projects by the
same operator
c) Understand about project scope, plans and organizational structure
8.2 Formulate Document Management Approaches
A documentation manager should formulate project document management approaches
together with project team members, which defines and finalizes:
a) Documentation management and control procedure
b) Document naming convention and numbering rules
c) Document templates
Project document management procedures will be officially released to all project
members after being approved by EPM.
8.3 Prepare and Publish Acceptance Document Templates
As led by EPM, a documentation manager collects acceptance document templates and
acceptance procedures from project sub-teams, and inspect following contents:
a) Specification and consistency of acceptance document templates, and make sure
the template is neat with ZTE and customers logos, confidentiality labels and
watermarks, and without Chinese characters
b) Whether the acceptance procedure contains the document quality control
If the documentation manager finds any non-conformity items, he should communicate
with each sub-team or assist them in rectifying the document until all non-conformities
are rectified.
After the acceptance document templates are approved by customer, the documentation
manager distributes them to related sub-teams. If there is any update for the document,
the document should be released again. The documentation managers must ensure that
all parties are using and sharing the same and latest version.
8.4 Build Electronic Document Platform
Documentation manager should apply for a document server and network bandwidth
to EPM, to build electronic document platform for the project.
Documentation manager should lead each and every sub-team to determine the
directory structure of electronic document platform and create a document server
access permission list for all necessary project team members and/or third party
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users such as customers and/or subcontractors.
Documentation manager should create document folders and sets access

permissions based on 8.4.2.
8.5 Build a Project File Room

a) A documentation manager should estimate the amount of paper documents and
determine the size of the file room
b) Apply for a suitable archive place which should be fireproof, theft-proof,
mothproof, and meet the requirements of lighting, temperature and humidity
c) Apply for file cabinets, boxes, etc.
d) Develop the file room management regulations
8.6 Offer Training for Project Team
A documentation manager should offer the following training courses for relevant project
team members:
a) Project document management approaches
b) Use of ZTE document templates
c) Use of the document server
8.7 Manage Document Libraries
a) Collect and file paper documents in the project file room, and be responsible for
the daily management of project file room
b) Collect and archive electronic documents onto electronic document platform, and
be responsible for directory management and access permission management
of the platform
8.8 Collect and Publish Planning and Design Documents
Sub-teams should submit the documents to documentation manager after completion,
and documentation manager should do a standardization check on the following items:
a) The naming of the document is clear and complied with standard (see chapter 7)
b) No Chinese characters
c) No obvious language errors
d) Project unified document templates are being used correctly(See section 6.1)
e) The form Author is completed. The document author(s), reviewer(s) and
approver(s) are all filled in.(See section 6.3)
f) The document revision history is complete(See section 6.5)
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g) The title in cover page and title in page header are consistent
h) The directory is consistent with body text
i) The numbering of figure and table are the same as described in body text
j) The revision marks and comments are deleted
k) Word format document should be converted to PDF format.
After the normative check, documentation manager should deliver the documents to
customer and officially release the document to the project team.
If there is any update for the document, the document should be released again. The
documentation manager must ensure that all parties are using and sharing the same and
latest version.
8.9 Collect Acceptance Documents and Trigger the Invoicing
After the project acceptance is partly or completely finished, documentation manager
should collect acceptance documents from engineering team and handover to
commercial team for invoicing.
9 Electronic Document Library Management
9.1 Access Permission Control
In order to ensure information security, all the documents in the electronic document
library can only be opened to the related members of the project. Documentation
manager needs to establish a permission assignment table to define which members can
access which folders. Sub-team leaders should be the one who assign access
permissions for team members in this table and submit it to documentation manager.
Documentation manager completes folder authorization on server.
If anyone leaves or joins the project, sub-team leaders should inform documentation
manager to update the permission assignment table.
Documentation manager should release permission assignment table to sub-team
leaders in a regular basis and check with EPM in order to avoid confidential information
leakage caused by improper authorization.
9.2 Document Backup
In order to guarantee document storage security, the electronic document library should
be backed up by using disk array for disaster recovery. If the condition is not allowed, the
documentation manager should back up electronic document library at least once a
month.
10 Archives Management
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19

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Q/ZX 01181.18-2013
10.1 Archives Collection

The archives holders submit the documents to documentation manager for archiving, and
fill out Project Paper Document Archive Record Sheet. Documentation manager should
check the accuracy of the provided information, and sign to accept these documents.
Documentation manager updates Project Document Record Sheet and archives the
documents.
10.2 Archives Arrangement
Documents should be arranged by files.Documents which belong to the same category
or the same site are kept in the same file.
The file spine label and innerfile item list should be completely filled.
Both Project Name and Category Description should be written on the file spine label.
a) Project Name: should be brief and clear, and include year of project kick-off and
operators name, such as 2012 MTN Swap
b) Category Description: in case of more than one file with the same classification,
each file should be given clear description or code.
The innerfile item list is a sheet filled with document names and other features. The
sequence of documents in the innerfile item list should be in accordance with the actual
sequence of documents arranged in the file. Innerfile item lists are always placed above
all the documents in the file.
10.3 Archive Requirements
Files should be neatly written with signature pens or black ink pens instead of ballpoint
pens or pencils. If the writing on paper is easy to fade away (such as copied paper or
fax), use a hard copy to preserve files.
Stitching needles, paper clips and pins on files should be removed before gathering files
in the folder. Paste work is needed if any torn or broken part is found on the files.
Page numbers should be added on each page of the file in case any page is missing by
carelessness behavior.
Innerfile item list should be in accord with sequence of documents.
10.4 Document Scanning
All the paper documents which are frequently consulted or important should be scanned
and stored in the electronic document library.
11 Delivery Management of Product Manual
11.1 Delivery Responsibilities
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Q/ZX 01181.18-2013
The project technical managers are responsible for product manuals delivery. Technical
managers are responsible for communicating with customers and passing on the
requirements to related department when customized documents are needed.
The engineering directors from each product support department, who act as the aftersales representatives in HPPD projects, are responsible for providing support for
document issues related to engineering projects.
11.2 Document Update
Product hardware or software may be upgraded or updated during the project execution
due to changes of customer's requirements or other reasons. Documents including
product description, installation guide, product manuals, etc should always be consistent
with products. Technical managers should evaluate whether these changes should trigger
the documents update when developing product upgrade plan. If the answer is yes, the
technical manager should apply for the new documents to the document development
department as soon as possible.
11.3 Delivery Time
Product manuals should be delivered to customers at least one month before starting
field test.
12 Record
Table 16 Record List
Template Number
R 01181.18-01
Record
Name
Project
Archived by Location
of
Archive
Security Disclosure Storage

Level
Scope
Period
Documentation Electronic Confidential Project
Document manager
document
Record
library
Disposal Form of
upon
Record
Expiration
Long-term Delete
E-file
Printed
team
Sheet
R 01181.18-02
Project
Documentation Project fileInternal use Project
2 years
Paper
manager
after
room
only
team
Document
project
Archive
completion
Destroy
out
Record
Sheet
R 01181.18-03
Innerfile
Documentation File room For internal Project
Same as
Iterm List
manager
the related
use only
team
Destroy
files
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21
Printed
out

Template Number
Record
Name
Archived by Location
of
Archive
Restricted
Q/ZX 01181.18-2013
Security Disclosure Storage

Level
Scope
Period
Project
Documentation Electronic Confidential Project
document
Manager
Disposal Form of
upon
Record
Expiration
5 years
Delete
E-file
Permission Documentation Electronic Confidential
2 years
Delete
E-file
assignment manager
document
after
table
library
project
control
document
team
library
procedures
completion
13 Normative References
None.
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Q/ZX 01181.18-2013
Record List
For better understanding, the latest three revisions are as follows:
Number
of
Standard
Number
before
Revision
Q/ZX
Q/ZX
01181.18-
01027.12
2013
-2012
Major Modification
a)
Simplified the organizational

structure of the document
management
b)
Changed the delivery duties
Q/ZX
for product documentation
00688.10
and purchased parts
-2010
manuals
c)
Revising
Departm
ent
Revised
by
Reviewed
by
Engineeri
Liu Hong
Sun
ng
Mei
Fangping
Engineeri
Liu Hong
Chen
ng
Mei
Guanqing
Approved
by
Chen Fuqi
Issued
/Revised
Date
2013-0517
Solution
Dept.
Added the document

naming conventions
d)
Defined the standard

document category for
engineering project
e)
Updated the PPT template

link
f)
Added the request of

delivery document format
g)
Modified the request of

document scanning back-up
h)
Refined the file

management requirements
i)
Cleared that this standard is

not applicable to
procurement documents.
Q/ZX
Q/ZX
01027.12-
01027.12
2012
-2010
a)
Detailing
the
document
classification
b)
Canceled the position of
product document manager, and

his responsibilities are given to
Chen Fuqi
Solution
Dept.
the technical team

c)
Made
clear
specifications
for
the
basic
document
management
d)
Replaced
management
document
flowcharts
with
detailed task description and

responsibilities
e)
Added
management
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23
March,
2012

Number
of
Standard
Number
before
Revision
Major Modification
Restricted
Q/ZX 01181.18-2013
Revising
Departm
ent
Revised
by
Reviewed
by
TK
Liu Hong
Chen
Service
mei, Bai
Guanqing
Dept.
Yang,
Approved
by
Issued
/Revised
Date
requirement s of user manual of

outsourcing parts
a)
Q/ZX
Q/ZX
01027.12-
75.1973.
2010
12-2008
a)
Redefined
the
responsibilities of documentation
management
relevant
departments and documentation

management
b)
team
December
, 2010
Chen Fuqi
Cao
organizational structure
Fangxing
b)
, Qin Yan
Redefined
Xu Huijun
documentation
management regulation.
Newly issued.
Engineeri
Qin
ng
Chong
Project
qian
Chen Fuqi
Xu Huijun
Dept.
<>
24
December
, 2008

01181.18-2013 Engineering Project Management ¿C Documentation Management Regulation V1.14

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Engineering Project Management

Documentation Management Regulation

Enterprise Standard of ZTE Corporation

Engineering Project Management Documentation Management Regulation

Engineering Project Management

8.1 Understand Customer Requirements and Project Plan.......................17

Engineering Project Management

Engineering Project Management

Part 18: Engineering Project Management Documentation Management

Engineering Project Management

Roles are responsible for information security involved in their responsibilities.

5.1 Purpose and Principal of Classification

Engineering Project Management

a) The management documents should be stored separately from engineering

Table 2 Engineering Project Document Top-level Categories Description

All management documents.

Correspondences which include important information, Memos or

other signed documents which are generated during project

Engineering Project Management

Please refer to 3.2.

The documents for new-built or swap radio sites which might

include GU/TD/LTE/etc. equipment and auxiliary facilities.

All kinds of optical cable engineering documents including duct

cables, direct buried cables, aerial cables, and submarine cables.

A top-level category should be built for Engineering documents of

engineering documents. Multiple categories should be built when

In an engineering project, operation and maintenance documents

refer to the output documents created by activities to ensure the

5.4 M-Project Management Documents

Engineering Project Management

Project regulations, procedures and notices

Contract change records, collection records

Project handover records, project manager

selection and appointment records

Responsibility matrix, project WBS, project

plans, progress reports, plan change records,

risk management and problem management

Cost control plan

responsibilities, project members performance

Project outsourcing strategies

records, PR, subcontractor management on

International shipment files, local distributions

files, goods complementing request

Material purchase applications, records and

Project quality standards, EHS regulations,

inspection reports, acceptance procedures and

important issues records

record sheets, permission assignment table,

project management system planning and

Engineering Project Management

management, office management, fixed assets

Internal management documents and staff

hand-over reports of the region/team

Customer hand-over record, project summaries

and review report

5.5 B-Commercial Files

Table 6 The Subcategories Descriptions of B-Commercial Files

Correspondences with customers, meeting minutes and Memos

with customers signature

Equipment arrival certificates, project acceptance certificates,

Certificates of original, import permits

5.6 U-Product Manuals

Engineering Project Management

The U-Product Manuals category only exists in electronic document library.