Why do the words adata management' often strike such fear and trembling in the minds of design and CAD managers?

I suspect it could be because many recognise the urgent need for a solution. However, they also know that data management systems are often very expensive -- and the decision to buy would need a high level decision. And, even worse, implementation, could mean being overrun by consultants, weeks of training and all the inevitable upheaval.

This could be why research shows that, even two decades after the introduction of CAD, nearly two-thirds of all design teams have yet to implement a data management solution, relying instead on Windows Explorer or other similar tools.

This situation has crept up on us. When all CAD was 2D, the situation did seem simpler. Working with 2D documents was similar to working at a drawing board, so the problem was kept firmly under control.

However, with the introduction of powerful 3D modelling software, the number of files and volume of data have expanded dramatically. And, considering the different processes designs go through, it is easy to see why mistakes and duplications happen.

Design data gets revised constantly. Customers like to change their minds. Suppliers update their products. And then other departments have their own ideas and ask for adjustments to be made accordingly.

At the same time, there can be an entire team trying to access the same files. Sometimes even at the same time.

Then there is the challenge of large assemblies. The latest 3D CAD systems allow users to create large and complex designs. Small teams carry out projects with tens of thousands of parts.

Sadly, the potential for error is high. Work can be carried out on the same part at the same time -- or whole assembles overwritten or lost.

So what is the answer? I would offer the following advice:

• Don't see data management as a problem.
  The data explosion is not a threatening side of designing in 3D. In fact, it is at the heart of what makes solid modelling such a strong and far-reaching solution. When data is handled efficiently and information is easy to access, re-using data becomes a natural process. This practice brings its own rewards, both in time and costs savings. If you are able to use an existing design, rather than start from scratch, you could be saving up to 100percent of design costs -- and the result will be easier and cheaper to produce if it has already been done before. *You don't always need all the bells and whistles. Consider carefully what you need from a data management solution. What most small to medium-sized engineering and manufacturing firms really want is a practical and, above all, affordable solution. Ideally, it should be easy and quick implement and provide immediate benefits too. Basically, you need a way that every authorised member of the design team can create, manage and share data. It must have features such as check-in and check-out, locking of files currently being edited, identification of a user working on a file and version management. A systematic, practical solution suitable for the design team -- rather than an expensive enterprise-wide implementation -- can provide a robust compromise. And using a system such as this needn't preclude using a PLM or ERP system.
• Look carefully at what your 3D design solution offers.
  It could be easier than you think. For example, Autodesk has integrated a data management solution into its manufacturing design software -- Autodesk Inventor Series, Autodesk Inventor Professional , AutoCAD Mechanical and AutoCAD Electrical.
  The solution, Autodesk Vault, is a work-in-progress data management tool consisting of a server and a CAD client -- and all master copies are filed on the server.

With Autodesk Vault you can: 

•  Improve engineering productivity by reducing errors and time spent searching for data.
• Accelerate product development cycles by reducing use of email and local hard drives as primary means of sharing engineering data.
• Eliminate complex deployments and extensive IT support because it is easy to install and use.

It manages all your engineering files, regardless of file type. You can use Autodesk Vault to manage Autodesk Inventor, AutoCAD, FEA, CAM, Microsoft Word, Microsoft Excel, or any other file used in the design process, including files from other CAD systems.

You can organise all of your files and keep them in one location for easy access. All file versions are retained, so you never misplace or overwrite past versions. Team members can check files in and out to prevent more than one team member from editing the same file at the same time. And Autodesk Vault stores each version of a fileaalong with all the file dependencies -- giving you a living history of the project as you work on it, storing properties such as the user name, date, mass, part number and comments for rapid searching and retrieval.

The minimal effort needed to implement the system quickly pays for itself by reducing the number of errors and amount of redundant or lost data, in addition to providing better support for re-using components and assemblies.

And the good thing about using Vault is that the decision belongs to the design team.

Kevin Ison is business manager, Autodesk Manufacturing Solutions Division, Farnborough, UK. www.autodesk.co.uk