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Server Based Document Management For Architecture, Engineering And Construction (AEC) Industries
AEC companies are searching for the best way to share documents, designs and information across the enterprise. The following is a discussion of the issues--and a potential solution.
Index
Introduction
Information technology has begun to reshape the way the Architecture, Engineering and Construction (AEC) industry works. According to Forester Research, by 2004 the online business in the global construction industry is expected to reach $141 billion, around 11 percent of total construction spending. While the industry attempts to move online, most communication in the AEC companies still occurs the old-fashioned way with faxes, voice mail and overnight packages. The difficulties are partly due to the fact that there are few software applications, which can support varied file formats and manage millions of documents. Adding to it, most of the applications do not posses the ability to manage information with multiple teams across multiple locations. Finally, software companies with strong domain knowledge and a long record of successful implementations in industry setting must back these software applications.
Developing a product to meet this current need of the AEC industry will mean considering the following issues.
Issues To Be Addressed
File redundancy and inconsistency :
AEC projects are complex and large in size, and involve hundreds of users. Currently these users are linked through a network in a de-centralized manner creating duplicate designs and blueprints, change-orders, and other documents. As a result, information is often rendered inconsistent and redundant, leading to delay in execution and project completion.
Security :
Most AEC companies use proprietary designs, which are protected by copyrights. However, business needs compel companies to share designs and information with their current and potential future business partners. Hence there is a need for an IT solution through which design documents and related information can be shared in a secure manner.
Lack of Compatibility :
As engineers often find, shared computer-aided design (CAD) drawings are rarely compatible because design professionals seldom co-operate to ensure file compatibility. Each office uses its own drawing standards, layering, hatching, text and dimensioning methods--even entirely different CAD programs.
Communications breakdown among different software and the lack of standards are the greatest blockade in AEC projects. Files created by different software are shared through the use of a translator, a program that converts foreign files into a generic format. However, these translators are not completely dependable. They may distort data; therefore, the design may need more reworking after translation. According to preliminary studies, the implementation of interoperable software could save at least 30% of costs. Software interoperability gives firms the ability to extract needed information from one source and readily use that information for another purpose. Hence there is a need for a software solution, which can help companies view designs and drawings created by others from a single source.
Costs :
Globally, the AEC industry uses advanced CAD software, which is quite expensive. However, most project members need software for redlining changes and writing appropriate comments in addition to viewing drawings. The cost of projects can become astronomical if all users need to use expensive, licensed CAD software in their machines that is not exploited to its complete potential.
Collaboration needs :
The global competition and high expectation for quality/design improvement have changed the way business is done and have brought collaboration to the forefront. Organizations face a high requirement to collaborate with their partners across the value chain. For e.g. automobile companies need to have an efficient vendor management system to share hundreds of their designs and drawings.
Inefficient project information management :
Complete project information is hardly captured and stored centrally. Information gets scattered in multiple files, in multiple locations and suffers from inconsistency and redundancy. This not only brings inefficiency to the current project but also to future projects as well. Further there is hardly any scope for process maturity and design improvement in the absence of complete and accurate information
Web Enabled Server Based Document Management System
A web enabled server based document management system is the need of the hour. Server-based document management solutions provide a central file server, where everyone involved in a project can get up-to-date project information, share designs and documents, and participate in planning and problem solving using collaboration features such as sharing files, redlining drawings, threaded discussion groups, and chat forums.
The development of such a product should necessarily address the issues mentioned above.
Information consistency :
Server based document management system makes it easy for team members and managers to exchange information and ideas, and reduces mistakes caused by poor communication. It also eliminates delays due to the time needed to move documents and people around for approvals and meetings.
Combining with the Internet will enhance the system’s capabilities of keeping project team members up-to-date. For example, using e-mail, we can alert managers, project leaders and other team members automatically when a document is modified. While there is a little investment of time and money to set up this kind of system, it can save lot on resources. No longer would there be problems of team members not receiving vital information when changes occur.
Security :
Documents are accessed in a password-protected environment. Users can be assigned different privileges based on their roles and job responsibilities on project-to-project basis. Moving document management to the secure network can boost chances of completing projects on time and within the budget by improving communication and making project teams more efficient.
Cost Saving :
Design reviews can be hosted on the server, so that companies will also save money because employees don't have to fly off from a distant site for a design meeting.
Additionally, there would be a reduced use of paper resulting in the elimination of copying and distributing printed information that is often obsolete by the time it arrived on someone's desk for further review.
i>Collaboration :
By serving as a common ground for collaboration and procurement, a server based document management could drive out inefficiency and reduce cost. By offering the ability to share documents online, systems will reduce data inconsistency risk, makes file retrieval faster and shorten business realization cycle.
Project Information Management :
Another merit of server based document management systems is that information gathered during the project is at one place instead of being scattered at multiple locations. This helps in creating project specific document repositories for future use. This information coupled with industry best practices can be used to set internal benchmarks for future projects.
Better Client Communication :
Internal efficiencies from server based document management can be matched by improvements in client communications. For example, it is very difficult to convey a design idea over the telephone when only one party has drawings in front of them. When it is not possible to meet in person, a development team can use the Internet to provide real-time sharing or viewing of documents. Server based document management system are equipped with software to allow viewing CAD-formatted drawings. Clients are assigned a password and can log on to the file server to view the latest version of a drawing. However, they can be allowed to only view and redline drawings.
Catogaries Of Server Based Document Management
The document services offered can broadly be categorized under two titles.
Collaboration Networks (CN) :
An Internet based environment for sharing project specific documents, communications and workflow. This category serves as repositories for documents, or online document management systems for project teams during the project. Various members of the team may upload or download drawings, and documents. Members of organization can share designs drawings and information among them.
Procurement Exchanges (PE) :
These kinds of document management servers serve the information needs of all AEC internal as well as external participants. Streamlining the procurement cycle for raw materials and services is the AEC business opportunity with the greatest potential impact on the project-delivery process. For e.g. In the US alone, the total annual value of construction is estimated to be over $600 billion, of which about two-thirds, or $400 billion, is in commercial construction. Simple calculations shows that something between $40 billion and $80 billion per year might be saved by web-enabling and revamping existing processes for specifying, bidding and buying raw materials and services. Some of these projected savings are expected to come through driving out inefficiency in managing estimates, quotes, bids and proposals and through reduced cycle times and improved coordination. Certainly some of the expected savings will come from removal of intermediaries in distribution channel such as brokers, wholesalers and dealers.
A critical distinction for AEC is that both the buyer and seller communities are highly fragmented, with thousands of design firms, contractors and subcontractors Thus, there is big need for setting up an online project specific document management exchanges where designs can be shared securely between companies and their partners on both forward and backward side of supply chain.
Choosing The Right Product/Service
Cost effective and fast start - easy implementation :
About 80 percent of the cost of implementing any information system across the enterprise is internal. That is, training people and learning to work differently. Therefore another key requirement for a document management system is that it should be easily installable and must have a short learning curve.
Customizable :
Today's corporations are wonderfully complex and multi-dimensional. They are made up of people, information, processes, applications, and the relationships between them. A document management system should be capable of accurately modeling business as it exists today--its intricacies (standards, practices, policies, and procedures)--and should be flexible to allow tweaking and adjustment over time. This means that the system must allow for customization on a project-to-project basis and give access rights to users according to roles and responsibilities.
Support mobility of team members :
In this age of mobile communications, no technician or project member is tied to one location. Moreover, most users simultaneously work on a number of projects, which may be at different geographic locations. Hence the system must support mobility across networks, be it a WAN (wide area network) or the Internet. Users should have everything available through a web browser so that they can access projects and associated data anytime anywhere.
Scalability :
Any document management system should be capable of accurately modeling the business, as it exists today and should be flexible to allow for scalability to handle growth. A major feature of client/server architecture is that they are imminently scalable. You can start with a handful of users and simply gravitate towards thousands of users whenever business need arises.
Point-and-click simplicity :
In terms of importance, the user interface is probably second only to an enterprise system's ability to accurately model the problem. A marvelous system that does everything it needs to do, without a friendly visual interface will certainly fail because users won’t embrace it.
Be certain that the solution has the point-and-click simplicity of a Windows application. Whether it's the design engineer creating the initial design, a member of the management team tracking the design progress, or the client doing the final review, the system must be straightforward, easy to use and keep information consistent.
Portability and file support :
Closed architecture is a thing of the past. A viable document management system must be open and must support a vast array of file types and formats that are currently in use in the AEC industry.
Ensuring portability would imply using a product that would work on various platforms. This can be accomplished by using a platform independent technology such as Java.
In-depth domain knowledge & good customer support :
AEC companies work in a complex environment and required products must model business needs accurately. Therefore, software companies with strong domain knowledge and a successful track of project implementation in the industry will be in a better position to provide these products and services.
Further, the dynamic environment of industry results in the continuous evolution of business models and needs. Hence products should be backed by a good customer support with continuous updates.
Summary
Designers - structural and services engineers, architects and interior designers- are creative individuals and the creative process does not fit readily into a simple linear program. By its nature, good and robust design evolves from broad concept to detailed design. Even then, flexibility for late brilliant ideas has to be accommodated. Effective web-enabled server based document management best achieves this by increasing the flow of thorough communication and information consistency.
Companies can publish information of standard parts or certain document collections. Similarly, project websites can be used to publish any available project documentation. Combined with the Internet, a document management system becomes a powerful tool to improve information management and workflow throughout the organization and its vendors, offering a valuable competitive advantage.
Above all, the organization can harness tremendous business potential through efficient management of current and future business partners, and meeting business process outsourcing needs.
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