During the development of construction projects, design information is constantly updated, so the most important thing is the correct release of data and synchronous updates to the implementing departments.
Changing design can originate from many reasons.
- Change of policy from BOD or investor, or partner.
- Legal changes/modifications.
- Errors in the process of measuring the status quo required design tasks.
- They were adjusted due to incorrect/incorrect design information.
- Subjective design consulting unit, incomplete information research.
- Changes due to market requirements or bidding costs.
- Changes in the construction process, the unit has not fulfilled its responsibilities.
It is possible to cite 1001 factors that change the design of a construction project, but changing design information causes a tremendous impact on the cost and schedule of the project.
The design process involves many parties, from Legal, Design, Project Management, Bidding, Sales, and Construction.
Even in the design department, there are many subjects involved:
- Planning design, Master plan planning.
- Infrastructure design.
- Consulting on environmental impact assessment, specialized works such as designing sea embankments, underground dikes…
- Architecture design.
- Structure design.
- M.E.P design, telecommunications,
- Fire protection design and security systems.
- Interior design, decoration, signs.
- Landscape design.
- Consulting on operation systems and building management.
- Design specialized systems such as sound, light, soundproofing, processing, and preservation area…
When there is a design change without an update between the disciplines, departments, and units involved in the project, the consequences are severe, directly affecting the cost and progress of the project.
How to manage conflicts between design disciplines?
This is a question that I spend a lot of time thinking about and trying to answer, to optimize the construction design process.
It can be summarized through two central systems:
- Project public folder system.
- Interaction system to work together between parts.
The system details are described as follows.
01. Project public folder system
The directory tree is set up on the shared system to ensure the following criteria:
- The directory system manages “What we want to manage,” not represent the project’s logic.
- Most straightforward in terms of storage – The information is saved with the main content straightforwardly according to the generally shaped element.
- Information is stored uniformly according to the system: [Code – Name – Description – Date].
- Latest information: The information in the leading directory is the latest; the changes are stored as a backup folder [Date – Changed].
Not archived by the design phase, the Release of legal documents for project phases is only the process of defining the composition of the records, so it should only be stored in the official release for retrieval when needed.
Example of a construction project design management directory system:
02. Interaction system to work together between parts.
An effective working system is when all members interact directly with the system.
Unique and synchronized updates.
Currently, some groups still use shared drives to store information.
This doesn’t seem right because the shared drive is the shared workspace and the only place where the working information appears.
Data should be stored on a personal computer or periodically through a backup system.
Due to technical limitations, data loss/slow sync errors may occur.
However, the benefits of a typical working system are still more significant to prioritize use.
When there is a design adjustment, the parties are often not informed, leading to much missing information.
So with two important directories [04. Drawings] and [07. Official issued] When there is a change in information, a reminder email should be sent to the relevant parties.
The above are personal studies on building an effective construction design information management system.
Looking forward to the comments, sharing, and feedback from colleagues.