Critical Facilities Operations Process: Explanations and illustrative examples. For training videos, please visit https://m.youtube.com/channel/UCYw2fG4p7buyhJD0EYHahuQ

1. Coromatic Academy
Open Compute Project, Critical Facilities Operations Framework
Process: Document Management
Rev 2020-08-03
Information classification: Public

2. Contents
• Process overview
• Lessons learned / customer experiences
• Final notes

3. DOCUMENT MANAGEMENT
OCP Critical Facilities Operations Framework

4. Site Operations
Integration
Terms &
Conditions
OCP CFOPS Delivery model
Incidents
Work Orders & Projects
On-site Access
Service Levels
Organization
KPI Monitoring
& Reporting
Lifecycle &
Financial
Mgmt
On-site
services
Security &
Access
Maintenance
In / outdoor
FM
Site
assistance
Site Inspection
Audits and
Compliance
Site Management
Delivery Support
Service Level
Mgmt
Lifecycle &
Financial
Mgmt
WO & Project
Mgmt
Monitoring &
Reporting
Governance
and BCP
Advisory and
Benchmarking
Supply Chain
and Sourcing
Service Desk
24/7
Incident Mgmt
Team &
Suppliers
Capacity
Mgmt &
Optimization
Document
Mgmt
Compliance
Mgmt
Service
Improvements
Asset List
Border List
Customer
Managed
Operating
Center
Source: OCP CFOPS 2019 v1.4

5. Document Management / Summary
MindMap Overview Process Summary
The aim of the document management process is ensuring access to critical
documentation to support site management processes and on-site services.
Materials found in the site policies and reference library fall into one of three
categories;
• Master records used in several processes, e.g. Asset List or Border List
• Templates for preparing day-to-day materials in other processes
• Policy requirements on other processes, e.g. Cost Distribution Model
Gaps in the site policies or reference library affect the effectiveness of all
other site management processes and inaccurate or obsolete documents can
lead to wrong decisions in the other site management processes.
Source: OCP CFOPS 2019 v1.4

6. Document Management / Site Policies
MindMap Overview Process Summary
Site policies
Site Management is responsible for creating, issuing and updating policies
and procedures for management of the site:
• Site strategy including sourcing strategy for external suppliers
• Disaster Recovery Plan incl. Emergency Operating Procedures (EOP)
• Standard Operating Procedures (SOP) for site management
• Cost Distribution Model for the site
• On-site work rules
• Organization
The site management function analyzes and structures the different
materials into the relevant reference library categories.
Source: OCP CFOPS 2019 v1.4

7. Lessons learned / Customer experiences
“A global ICT provider was unsure how to manage its
portfolio of data centers. Should it be kept inhouse or be
outsourced? Were there other options? What were the
potential benefits and risks of these alternatives?
Advisory consultants were engaged to assess the business
options from a technical and commercial standpoint.
The result was a recommended sourcing strategy that
supported a refreshed five-year site strategy for the
secure provisioning of IT Services...”

8. Document Management / Reference Library
MindMap Overview Process Summary
Reference library
The materials in reference library are identified recorded and provided to site
management from the providers of related services or systems.
• Agreements and border lists
• As built drawings and studies, e.g. soil, electrical, environmental
• Asset lists incl. end of life (EOL) for site systems
• Warranties, acceptance tests and certificates of regulatory compliance
• Site Configurations Procedures, incl. manuals and vendor instructions
• Method statements for on-site services
• Service records for on-site services
• Meetings and decisions records
The site management function analyzes and structures the different materials
into the relevant reference library categories.
Source: OCP CFOPS 2019 v1.4

9. Lessons learned / Customer experiences
“The Site Management Function of a telecom operator wanted to challenge
the current maintenance provider that serviced its many technical nodes.
As the tender materials were collected, it turned out that many of the Site
Configuration Procedures for the site systems as well as the related Method
Statements for their maintenance were obsolete or missing. And there was no
contractual obligation for their current provider to provide that.
Before the tender was launched, it was ensured to include requirements for a
new service provider to review and update the current reference library
records according to best practices. There were also service levels defined to
ensure penalties if the records were not kept up-to-date over time…”

10. Final notes
• This is one of two fundamental processes that all other site management
processes rely on (the other is “Monitoring & Reporting”)
• There should be a system in place to keep records well organized and up-
to-date. Accurate information that is readily available to anyone in the
organization needing access is a fundamental.
• This applies not only for operational levels, but also for tactical and
strategic levels
• A Standard Operating Procedure for Site Management, SOP, should not be
confused with a Method Statement for on-site Services, MEST

11. Questions?
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