Scope

This document describes the processing of Engineering Releases (ER) and Engineering Change Orders (ECO) within the Fermilab Technical Division.  The ER program controls the release and distribution of new engineering drawings and specifications.  The ECO program controls the release and distribution of revised engineering drawings and specifications.
 

• Preparing an ER/ECO Form
• Preparing an ER/ECO Package for Release
• Processing an ER/ECO Package
• Distribution of ER/ECO Packages
• Definitions
• Notes
• Sample Forms

1. Preparing an ER/ECO Form

1. Obtain an ER or ECO FORM from the TD/Design & Drafting Group and fill in the following sections: DATE, INITIATOR, and UNITS AFFECTED.
2. Submit the completed form to Karen Swanson (ext. 3738 or kswan@fnal.gov) or Robin Ruschman (ext. 2806 or rruschman@fnal.gov) to receive a PRELIMINARY NUMBER from the ER/ECO PROGRAM.  You will receive a hard copy of the preliminary ER/ECO to be attached to the back of the hand written portion of the ER/ECO FORM.  Preliminary numbers can also be requested over the phone or via e-mail. If done over the phone, the hard copy form will be faxed to you.  Once the preliminary number has been assigned, information from the ER/ECO form will be entered   into the ER/ECO FLOW database. Anyone with Filemaker Pro software and access to the TD File Server can access this database to follow the progress of their ER's/ECO's. Contact Karen for access information.
3. Design/Drafting personnel should create the drawing(s) that are to be released with the ER or make changes to existing drawing(s) for an ECO. All drawing(s) to be included in an ER or ECO release must have the ER/ECO number placed in the revision box in the upper right hand corner of the drawing.
4. All drawings associated with an ER must contain signatures and dates in the CHECKED and APPROVED sections of the drawing title block.   All drawings associated with an ECO must be signed and dated in the REVISION BLOCK..
5. Finish filling out the ER or ECO handwritten form with the necessary release instructions and have the APPROVED BY signed by the responsible person.
6. All documents in the ER/ECO package must have all of the appropriate signatures.

 

1. All of the drawings contained in the ER or ECO package need to have reductions made for any drawings larger than a "B" size drawing. Reduction size should be as follows:

"C" reduction = 8 1/2" x 11"

 "D" reduction = 11" x 17"

 "E" reduction = 11" x 17"

2. The full size drawings plus any necessary reductions should be rolled together and have the handwritten ER/ECO FORM and preliminary hard copy attached.
3. Bring the completed ER/ECO package to Karen or Robin for processing.

 

1. Karen or Robin will now place all of the information from the hand written ER/ECO into the ER/ECO PROGRAM and print out the COMPLETED ER/ECO.
2. Then the ER/ECO PACKAGE will go onto the Printroom with an ER/ECO PRINT REQUEST FORM .
3. All of the needed copies will be made. The originals of the prints and reductions will be filed.
4. After all of the copies have been made, drawing packages will be distributed to the individuals listed on the Distribution List. Also at this time, Karen or Robin will update the ER/ECO FLOW database so you can continue to track the progress of your drawings.

4.0 Distribution of ER/ECO Packages

1. All Projects (FMI, CDF, LAMBERTSON, SDSS, etc.) have a DISTRIBUTION LIST.  Drawing packages are sent to people on the distribution list.  For new projects, the project manager or project engineer is responsible for providing the distribution list to Karen Swanson.
2. At this point the ER/ECO Flow for that ER or ECO will be completed. The ER/ECO database will have all of the following information: Preliminary date, initiator, ER/ECO number, modification date, approved by, units affected, budget code, processing budget code, and distribution date.
3. From the time that the ER/ECO PACKAGES arrives to Karen or Robin, the total turn-around time is a maximum of 3 days.

 

Approved Block - Located in the lower right and upper right hand corner of the drawing. Contains release approval information.

Approved By -  Contains the signature of the project engineer/physicist/manager authorized to approve the release.

Checked By - Signed off by the project engineer or project drafter or designee to indicate that the drawing has been checked for accuracy..

Date - Date of issuance.  

Distribution List - See attached ER/ECO Print Request Form; the names on this form will receive copies of the ER/ECO distribution.

ECO (Engineering Change Order) - Document issued when a drawing, which has been released, is changed (revised).

ER(Engineering Release) - Document issued when a new drawing is released for the first time to procurement for fabrication; quote.

ER/ECO Package - Drawing package ready for release.   A complete package includes a completed ER/ECO Form, full-size copies of all drawings included in the release, and reduced copies of all drawings larger than B-size.

ER/ECO Print Request Form - Form used to request hard copies of filed drawings. Completed forms are submitted to the TD/Design & Drafting Group for processing.

ER/ECO Program -   Database that contains the ER/ECO information and allow tracing of drawing numbers, drawing names, drawing parts and drawing assemblies.

Initiator - Person (typically a designer/drafter) who is generating the ER/ECO.

Preliminary Number - ER/ECO number provided by Karen or Robin.

Procurement Information - Notes included on the ER/ECO form that contain special procurement instructions.

Revision Block -  letter designation (A,B,&C, etc) approved by project engineer.

Units Affected -  Project Name, Major Assembly, & Major Assembly Name.
 

Notes:

1. This procedure is also used for release of Engineering Specifications.
2. Reductions are maintained on file if additional copies of reduced ER's/ECO's are needed.
3. The handwritten ER/ECO form, preliminary number, completed ER/ECO, and print request form are kept on file.

Clicking on the following will show you images of the ER and ECO forms.

• ER Form
• ECO Form

Last modified 05/14/98
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