Document management system
Walk down projects through Project Controls - Part 6
In the Construction industry, Document Control discipline plays its essential role in assisting Project Teams with the management of document deliverables, correspondence, and contract management. The largest part of the content creation, be definitions, calculations, drawings, letters, models, methods, or reports, is shared between the main disciplines via the document control systems. As such, Design, Procurement and Construction exchange document deliverables through an automated workflow which ensures that authorized/approved information is used to execute the works.
Process Mechanics
On mega projects, the inordinate number of digital deliverables demands a lean system with fast and intuitive query features at unlimited uptime. One shall be able to quickly:
a) upload new deliverables/revision;
b) initiate the review process;
c) validate the conformity to the contract requirements; and
d) approve and issue for use.
The above stepwise process is a simplified illustration of document controls workflow. However, there is more complexity behind the workflow’s scenes encompassing data structure, data formatting and data tagging, user’s rights, approvals, and dispatching. All governed by data integrity and security.
System foundation
DMS’s main function is to orchestrate, disciplined and yet gracefully, the project documentation. So modern ones - cloud based - saliently do. It ought to be an easy engine for uploading of new or revised documents on the one hand and a real time retrieval platform on the other hand. And all under a unique document numbering system.
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The document control procedure and numbering system are the backbone of any DMS. The starting point is the scope of work, set forth in the contract. What is to be designed and built is basically governing the structures and hierarchies defined in DMS, Cost, Time, Risk and Organization thereafter. The engine under DMS’s bonnet is running on a tailored document workflow. Such workflows ensure that document’s tagging, reviewing, approval, and dispatching steps are set at the creation stage. The workflows turn to play an instrumental role for indexation and retrieval. The outcome is a document identified through one unique number which describes the key tags pertaining to the project scope of work/discipline/originator etc.
Ubiquitous AI – The Savior
In line with rapid digital transformation and AI engagement, the traditional Document Management Systems (DMS) must elevate their game to what is called ecosystems. It’s becoming a must that deliverables stored in cloud databases can cross systems in real time using secured data exchange protocols. Thus, the project disciplines can exercise their remit by working with a single source of authorized information.
In all my articles about Project Controls I put high emphasis on integration. This is no exception. It all starts with well-tailored data structure; There is no secret that DMS, ought to handle large number of documents, shall allow various modules of the ecosystem to retrieve data in real time with as little as possible human intervention. Therefore, the taxonomy and alignment of the hierarchies across the systems – SBS, WBS, CBS, OBS are sine qua non for lean access to project information. Imagine a payment application form where a particular payment milestone is tagged with SBS, WBS and CBS attributes. The AI algorithm generating the payment application will identify and retrieve the handover protocol or the approved delivery note from the DMS and pack it as evidence for payment approval. Another example could refer to a design package status. The same algorithm would be able to produce not only the list of design deliverables and their status but tier 1 (and/or 2) interfaces in conjunction with contract compliance standing. Even more, why not searching for contractual letters by voice control?
Finally, yet importantly, DMS’ user interface must offer easy to use experience on web browsers as well as mobile apps. Look and feel must be as attractive & easy as streaming apps for instance. Users, aka project staff, must be able to navigate and retrieve documents in the most simplistic and intuitive way. Only then will DMS be highly commendable!
After Document Control System, it’s become timely to “Walk down projects through Project Controls” further to Delay Analysis. Interested? Stay connected to get the next article when ready!
Brilliant 👍