Whitt2003.

book Page 237 Thursday, July 10, 2003 4:05 PM

Chapter 11:
Project Database
This chapter presents the database that will be generated to meet the scope of work on this project.
Information management is discussed in general terms in Part II of this book. Differences between
the spreadsheet and the database have been discussed in Part II, and so will not be discussed again
here. It is recommended that these discussions in Part II be revisited before proceeding.
Microsoft® Access is called a relational database in that relationships may be configured among
data tables. It is a multiuser database that allows data access by more than one person at a time.
Data changes are stored every time the user leaves a record, so collisions between users are avoided.
This also eliminates the risk of losing data due to a power failure or other calamity.
To review, a database is a medium for data storage and retrieval. Database programs such as
Microsoft®’s Access consist of the following elements:

• Tables to store data

• Queries to retrieve specific data or data sets
• Forms to allow the user to optimize data read/write activities
• Reports to let the user optimize data presentation

In short, a database program lets the user quickly enter data or extract specific information out
of the mass of data items in the database.
Two primary types of information must be managed by the instrument database: document
and instrument. With Microsoft® Access, each of these types of information can be maintained in
the same database. But, since the types of information related to each task are quite different, they
will be kept in separate tables (refer back to Figure 12).
As the name suggests, the document control table manages the drawings, specifications, calcu-
lations, transmittals, memoranda, and other project documents. The instrument and I/O list table
manages the instruments. Each table has associated queries and reports.
The instrument database is a living entity that is continually updated throughout the project. It
is introduced here because this is the point in the design process at which the database needs to be
initialized. However, it does not have much data at this point. Rather than discussing an empty
database, the database described here has been through the entire design process that is described in
the succeeding chapters.

A. Document Control Table with Related Queries

and Reports
Proper document management is an undervalued component in the efficient execution of a design
project. The larger the project, the more important this topic becomes. The design team needs to
have a way to track the documents from the time they enter the door until they are issued for record.
The document control table presented here can assist in tracking documents through the design
period as well as through the approval process and beyond, provided it is maintained. And, there is
no reason not to maintain it. The data-entry labor is roughly the same regardless of the method. In
most cases, when the service provider ships a set of drawings to the site, it is sent with a transmittal,
which someone has to type up. If, when the drawings are received, the titles and drawing numbers
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238 SUCCESSFUL INSTRUMENTATION AND CONTROL SYSTEMS DESIGN

are captured, then revision numbers and issue dates are the only things that need to be entered
when it is time to generate the transmittal. In this way, the database gets updated, the transmittal
gets generated, and the design team leader then has a good tool to manage the work.

1. Document Control Table

Figure 95 is a view of the configuration of the document control table. The description appears at the
bottom of the screen when in datasheet view, so it is a good idea to provide examples of the types of
data envisioned for each field. Note the numerous date/time fields. These are for document track-
ing. Switching to datasheet view, as shown in Figure 96, gives us access to the data.

Figure 95. Document control table, design view

Figure 96. Document control table, datasheet view

Working within a table can become unwieldy. It is sometimes nice to reduce unwanted clutter
by reducing the amount of data presented. That is where the query comes in.

2. Order Drawings Query

When ordering drawings, only a specific subset of the available fields is needed. Figure 97 presents
data entered in the order drawings query.
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PART III – CHAPTER 11: PROJECT DATABASE 239

Figure 97. Document control table, order drawings query

3. Transmittal Query
When shipping drawings, a different subset of available fields is needed. The transmittal query lets
the designer flag the drawings to be shipped by logging the date in the proper issue field. The ship-
ping clerk may then filter on that date and generate the drawing list to be attached to the transmittal.
Figure 98 presents data entered in the transmittal query.

Figure 98. Transmittal query, design view

Notice “#5/15/2002#” listed in the criteria section of the IFA field. The “#” sign tells Microsoft®
Access that the information is a date. Any drawings with a date of 5/15/2002 is selected by this
query for display as shown in Figure 99.

Figure 99. Transmittal query, datasheet view

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240 SUCCESSFUL INSTRUMENTATION AND CONTROL SYSTEMS DESIGN

Notice that only two records are displayed and that their IFA dates match the filter criteria. We
can now run the transmittal report, which gets its data from the transmittal query (see Figure 100).
So, the report will reflect whatever filters are in place in the query. This page can now be attached to
the transmittal coversheet and sent with the drawings.

Figure 100. Transmittal report

B. Instrument and I/O List Table with Related

Queries and Reports
Tracking instruments and managing the I/O list are major project requirements. These tasks can be
accomplished in a number of ways, but the database is one of the best because of the multiple uses
the data can be made to serve.

1. Instrument and I/O List Table

The instrument and I/O list table contains all the instruments that are associated with a project and
all information pertinent to a particular instrument item. It is actually more refined than that
because an instrument may generate more than one signal, in which case it will have more than one
data record.
This table is more than an I/O list, however. Any instrument should be listed. If there is a mix of
existing and new instrument items, a new field should be added to capture that information. In our
case, all items are new, so that field is not present.
Also, this data table contains all drawings on which an item may be found; it contains the item’s
cabling requirements and conduit routing number and it provides a means for managing the I/O
list.
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PART III – CHAPTER 11: PROJECT DATABASE 241

While these tasks can be accomplished any number of ways, the advantage of using a compre-
hensive database is that the tasks can be generated without reentering the data. The database, as
shown in Figure 101, has fields that cover many aspects of the design process.

Figure 101. Instrument and I/O list table, design view

As the project progresses, a lot of data can be amassed for each item, as indicated in Figure 102.
Once collected, these data can be used for multiple tasks. Following are some of the queries and
reports that can be built.

Tagname I/O Type HW Address SW Address Equipment Service Description Spec# P&ID# Schematic# LoopSheet# MarshCab# MarshCabArg#
MarshCabWrg# FieldJBox# FieldJBoxArg#FieldJBoxWrg# FieldTerm# MechDetail ElecDetail MountDetail PlanDwg PlanItem Cables Elevation Routing
TK-10 Product Product
HV-TK13-13 NA NA NA Feed Tank Supply Feed Valve PID001 NA NA NA NA NA NA NA NA NA In-Line PLAN001 04 NA 2H NA
TK-10 Product Product Solonoid, 3-
HY-TK10-13 DOI N01D03R01S04P01 DO0101 Feed Tank Supply Way NA PID001 SCH-003 NA TC-2 ARR-001 WRG-001 FJB-TK10-01 ARR-002 WRG-002 MECH-001 NA Integral PLAN001 04 2A 2H A1-PLAN001

TK-10 Product Product Level D1-

LT-TK10-10 AI N01D03R01S08P02 AI0101 Feed Tank Level Transmitter PID001 NA LOOP-LT-10 TC-2 ARR-001 WRG-001 NA NA NA NA ELEC-001 MOUNT-001 PLAN001 01 1B,3A 2H PLAN001,A1
TK-10 Product Product
LSH-TK10-10 HW NA NA Feed Tank Level Level Switch NA PID001 NA NA NA NA FJB-TK10-01 ARR-002 WRG-002 NA ELEC-001 NA PLAN001 01 2A 2H A1-PLAN001
PP-10 Product Discharge Pressure
PT-TK10-48 AI N01D03R01S08P01 AI0100 Pump Press Transmitter PID001 NA LOOP-PIC48 TC-2 ARR-001 WRG-001 NA NA NA NA ELEC-001 MOUNT-001 PLAN001 03 1B 2H D1-PLAN001
TK-10 Product Recirc I/P
PY-TK10-48 AO N01D03R01S10P01 AO0100 Feed Tank Pressure Transducer NA PID001 NA LOOP-PIC48 TC-2 ARR-001 WRG-001 NA NA NA MECH-002 ELEC-001 Integral PLAN001 02 1B 2H D1-PLAN001
TK-10 Product Recirc Throttling
PV-TK10-48 NA NA NA Feed Tank Pressure Valve PID001 NA NA NA NA NA NA NA NA NA In-Line PLAN001 02 NA 2H NA
TK-10 Product
PSV-TK10-58 NA NA NA Feed Tank Pressure Relief Valve PID001 NA NA NA NA NA NA NA NA NA MOUNT-001 PLAN001 05 NA 2H NA
TK-10 Product
LSLL-TK10-47 DI N01D03R01S06P05 DI0104 Feed Tank Low Level Level Switch PID001 SCH-003 NA TC-2 ARR-001 WRG-001 FJB-TK10-01 ARR-002 WRG-002 NA ELEC-001 MOUNT-001 PLAN001 07 5A 2M A1-PLAN001
PP-10 Product Motor
HS-TK10-15B DOI N01D03R01S04P02 DO0102 Pump Controls Start Cmmd NA PID001 SCH-003 NA TC-2 ARR-001 WRG-001 MCC MCC001
PP-10 Product Motor
YS-TK10-15B DI N01D03R01S06P03 DI0102 Pump Controls Run Status NA PID001 SCH-003 NA TC-2 ARR-001 WRG-001 MCC MCC001
PP-10 Product Motor Switch in
YS-TK10-15A DI N01D03R01S06P02 DI0101 Pump Controls Auto NA PID001 SCH-003 NA TC-2 ARR-001 WRG-001 FJB-TK10-01 ARR-002 WRG-002 NA NA MOUNT-002 PLAN001 06 2A 2L A6-PLAN001

TK-10 Product Product Valve Closed

ZSC-TK10-13 DI N01D03R01S06P01 DI0100 Feed Tank Supply Status NA PID001 SCH-003 NA TC-2 ARR-001 WRG-001 FJB-TK10-01 ARR-002 WRG-002 NA ELEC-001 Integral PLAN001 04 3A 2H A1-PLAN001

Figure 102. Instrument and I/O list database, datasheet view

2. Preliminary Design Query

The preliminary design query (see Figure 103) data fields contain data that are collected from pre-
liminary engineering documents or that are developed during the preliminary engineering phase of
the project.
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242 SUCCESSFUL INSTRUMENTATION AND CONTROL SYSTEMS DESIGN

Figure 103. Preliminary design query

3. Plan Drawing Takeoff Query

The plan drawing takeoff query (see Figure 104) contains data fields that pertain to the instrument
location plans. Information such as conduit routing number, cable type, and plan drawing item
number is provided here.

Figure 104. Plan drawing takeoff query

A component schedule needs to be placed on the plan drawing. That schedule may be gener-
ated right out of this database by running PlanDwgTakeoffQuery, hiding a few of the fields that are
not needed for the schedule, and copying the data and pasting it into a Microsoft® Excel spread-
sheet (see Figure 105).
This information may then be placed directly on the drawing either as an embedded
Microsoft® Excel object or as CADD data by copying and pasting the individual data items. In
either case, the data-entry task is avoided, thus eliminating the risk of injecting typographical errors.

4. PlanDwgTakeoffQuery Report
A report can be generated to show all data organized by instrument location plan drawing and
sorted by plan item number (see Figure 106).
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PART III – CHAPTER 11: PROJECT DATABASE 243

Tagname Equipment Service Description P&ID# PlanDwg PlanItem Elevation Cables Routing
YS-TK10-15B PP-10 Product Pump Motor Controls Run Status PID001 MCC001
HS-TK10-15B PP-10 Product Pump Motor Controls Start Cmmd PID001 MCC001
LSH-TK10-10 TK-10 Product Feed Tank Product Level Level Switch PID001 PLAN001 01 2H 2A A1-PLAN001
D1-PLAN001,
LT-TK10-10 TK-10 Product Feed Tank Product Level Level Transmitter PID001 PLAN001 01 2H 1B,3A
A1-PLAN001
PV-TK10-48 TK-10 Product Feed Tank Recirc Pressure Throttling Valve PID001 PLAN001 02 2H NA NA
PY-TK10-48 TK-10 Product Feed Tank Recirc Pressure I/P Transducer PID001 PLAN001 02 2H 1B D1-PLAN001
PT-TK10-48 PP-10 Product Pump Discharge Press Pressure Transmitter PID001 PLAN001 03 2H 1B D1-PLAN001
ZSC-TK10-13 TK-10 Product Feed Tank Product Supply Valve Closed Status PID001 PLAN001 04 2H 3A A1-PLAN001
HY-TK10-13 TK-10 Product Feed Tank Product Supply Solonoid, 3-Way PID001 PLAN001 04 2H 2A A1-PLAN001
HV-TK13-13 TK-10 Product Feed Tank Product Supply Feed Valve PID001 PLAN001 04 2H NA NA
PSV-TK10-58 TK-10 Product Feed Tank Pressure Relief Valve PID001 PLAN001 05 2H NA NA
YS-TK10-15A PP-10 Product Pump Motor Controls Switch in Auto PID001 PLAN001 06 2L 2A A6-PLAN001
LSLL-TK10-47 TK-10 Product Feed Tank Low Level Level Switch PID001 PLAN001 07 2M 5A A1-PLAN001
FIGURE 105. Plan drawing component schedule (Access to Excel).

Figure 105. Plan drawing component schedule (Microsoft® Access to Microsoft® Excel)

Figure 106. PlanDwgTakeoffQuery report

5. X-Ref Document Cross-Reference Query

The X-ref query (see Figure 107) provides a listing that crosses the instrument record to all of the
major documents on which it appears. As designers progress through the design process, they
should log an event as they place an instrument or its wiring on a drawing. If this is done, the
customer will have a useful maintenance tool. As a side benefit, the design check should be much
easier.
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244 SUCCESSFUL INSTRUMENTATION AND CONTROL SYSTEMS DESIGN

Figure 107. Document cross-reference (X-ref) query

6. X-Ref Document Cross-Reference Report

The X-ref query report is linked to the X-ref query. It formats the information collected by the query
and provides a listing that crosses the instrument record to all the major related documents (see Fig-
ure 108).

Figure 108. Document cross-reference report

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PART III – CHAPTER 11: PROJECT DATABASE 245

The database is a tool for the designer, much like a hammer is for a carpenter. Properly wielded,
this database can play a huge role in turning out a quality product. It is a design tool to be used by
the designer during design development, and a quality management tool to be used during the
design check. It is a construction management resource from which a checkout checklist can be
built. It then becomes a maintenance tool. For versatility and usefulness, the database is unsur-
passed.