Proceedings of the 8th International Conference on Intellectual ...

Marko Anzelak et al.
knowledge basis <strong>of</strong> superior quality. In this way, it is possible to ensure <strong>the</strong> rapid retrieval <strong>of</strong> stored
knowledge in <strong>the</strong> long term (Collins 1993).
Data that are specific to production processes or customers are stored in an ERP system toge<strong>the</strong>r
with <strong>the</strong> construction element. Customers may have special requirements, which are stored in <strong>the</strong>
ERP-System and are important needs for <strong>the</strong> design (Handlbauer 2009). The link to <strong>the</strong> associated
drawings is established through <strong>the</strong> use <strong>of</strong> a unique parts number. Automatic linking is not provided,
and documents or guidelines are also not linked. However, at this time, <strong>the</strong> ERP system is <strong>the</strong> only
system that allows <strong>the</strong> user to represent <strong>the</strong> connection between <strong>the</strong> parts and <strong>the</strong> construction
groups. This functionality is well-used, though it is subject to one point <strong>of</strong> criticism with regard to <strong>the</strong>
difficulty <strong>of</strong> finding associated drawings.
Figure 3: Target situation
It is our aim to provide <strong>the</strong> designer with one system, which is able to meet <strong>the</strong> entire range <strong>of</strong>
requirements. In our project, one option would have been to use an existing ERP system as our basis,
adding <strong>the</strong> additional information by using meta data sheets. Option 2 is <strong>the</strong> development <strong>of</strong> a
separate application. We opted for <strong>the</strong> separate application, because we want to <strong>of</strong>fer all users
unrestricted access and maximum comfort during data entry and data searching, which would not
have been possible given <strong>the</strong> limited flexibility <strong>of</strong> <strong>the</strong> ERP system. The application provides <strong>the</strong> user
with a tree structure, in which drawings and associated meta data are stored. The meta data are
semi-structured, which means − on <strong>the</strong> one hand − that <strong>the</strong> range <strong>of</strong> data to be entered is reduced
with predefined selection options. On <strong>the</strong> o<strong>the</strong>r hand, this allows greater scope for <strong>the</strong> storage <strong>of</strong>
information. Fur<strong>the</strong>rmore, <strong>the</strong> meta data are stored toge<strong>the</strong>r with all links to <strong>the</strong> additionally relevant
documents, which means that all required information is available at a glance. This also ensures a
connection to <strong>the</strong> ERP system, as it is possible to transfer between <strong>the</strong> systems using <strong>the</strong>se links.
The possibility also exists to link different parts by using this structure. However, <strong>the</strong> individual part is
embedded in a hierarchy due to its component group, and this type <strong>of</strong> data entry is only really feasible
and comprehensive when a very good knowledge <strong>of</strong> all available parts is available. Even when
designers have knowledge <strong>of</strong> virtually every part, it remains difficult to justify <strong>the</strong> necessary
expenditure <strong>of</strong> time required for setting up <strong>the</strong> links. This is why <strong>the</strong> project intends to use an
automation algorithm in order to reduce <strong>the</strong> amount <strong>of</strong> time required to merely checking <strong>the</strong> data.
Although this process is not much less time-intensive than <strong>the</strong> process <strong>of</strong> establishing <strong>the</strong> links, it is
subjectively perceived as a far simpler and more pleasant task. While <strong>the</strong> system does require greater
effort on <strong>the</strong> part <strong>of</strong> <strong>the</strong> designers, <strong>the</strong> majority never<strong>the</strong>less realise that this is necessary in order to
achieve greater overall efficiency in terms <strong>of</strong> effort and time. Most employees <strong>the</strong>refore have a
positive attitude towards <strong>the</strong> project, with many even regarding it as an urgently required measure
(Dong 2009).
The project is implemented in two phases. During <strong>the</strong> first phase, a data sheet was developed for <strong>the</strong>
construction elements to record <strong>the</strong> meta data belonging to a drawing (Figure 4). A directory tree was
created, in which <strong>the</strong> drawings were classified. Depending on <strong>the</strong> requirements, this directory tree can
be based on a range <strong>of</strong> criteria. This allows both an organisation-structure-view, and a project-
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