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Managing and distributing construction drawing updates

  • 1.  Managing and distributing construction drawing updates

    Posted 07-23-2019 02:53 PM
    I am an architect working for a Design/Build General Contractor.  We are faced with the age-old dilemma of distributing construction documents to subcontractors and then later redistributing pages to reflect changes and updates...but subs continue using old drawings, because their notes are there. 

    As a Design-Builder we add the twist that subs often begin pricing with preliminary drawings. 

    How do you make sure the drawings used in the field are the most up to date version?

    ------------------------------
    Timothy Wall AIA
    Director of Design Services
    Nuway Construction
    Goshen IN
    ------------------------------


  • 2.  RE: Managing and distributing construction drawing updates

    Posted 07-23-2019 06:24 PM
    Hi Timothy,

    As far as how to make sure the drawings used in the field are the most up to date: I have simply gone out to the site and met with the contractor face to face and went through the job site set together, earmarking pages that are not accurate and adding the revised (stamped, as appropriate) pages to the set. There is a procedure to follow using G701 Change Order, if the applies. 

    I'm not sure what IPD (Integrated Project Delivery forms) are available-- it seems they would address the situation you raise of subs pricing off of preliminary drawings.

    Does your firm use Revit?  If so, do you share the Revit model with the GC?

    I look forward to learning from others' responses.


    ------------------------------
    Tara Imani, AIA, NCIDQ, ASID, CSI
    Principal, Founder
    Tara Imani Designs, LLC
    Houston, TX
    ------------------------------



  • 3.  RE: Managing and distributing construction drawing updates

    Posted 07-24-2019 06:01 PM
    I can sometimes be helpful to issue colored drawings at major milestones.  
    for example, IFC set is yellow followed by Bulletin No. 1 in Blue.
    This way you can quickly see if they are using the most current drawing set.

    --
    Daniel Markey
    650-603-6126


    ------Original Message------

    Hi Timothy,

    As far as how to make sure the drawings used in the field are the most up to date: I have simply gone out to the site and met with the contractor face to face and went through the job site set together, earmarking pages that are not accurate and adding the revised (stamped, as appropriate) pages to the set. There is a procedure to follow using G701 Change Order, if the applies. 

    I'm not sure what IPD (Integrated Project Delivery forms) are available-- it seems they would address the situation you raise of subs pricing off of preliminary drawings.

    Does your firm use Revit?  If so, do you share the Revit model with the GC?

    I look forward to learning from others' responses.


    ------------------------------
    Tara Imani, AIA, NCIDQ, ASID, CSI
    Principal, Founder
    Tara Imani Designs, LLC
    Houston, TX
    ------------------------------


  • 4.  RE: Managing and distributing construction drawing updates

    Posted 07-25-2019 06:14 PM
    With electronic distribution and printing by others outside of our control, we've not found colored drwgs or colored paper to be very effective.

     
    Jim Sherrer
    President, AIA


                       800 Salem Woods Drive, Suite 102
                             Raleigh, North Carolina 27615
                             designdevelopment.com
                             919▪848▪4474                                                                                 ...drawing out your vision
     



    ------Original Message------

    I can sometimes be helpful to issue colored drawings at major milestones.  
    for example, IFC set is yellow followed by Bulletin No. 1 in Blue.
    This way you can quickly see if they are using the most current drawing set.

    --
    Daniel Markey
    650-603-6126




  • 5.  RE: Managing and distributing construction drawing updates

    Posted 07-25-2019 07:11 PM
    Do you ever take a copy of the current set and visit the job site, meet with the GC and/or subs and compare and contrast drawings?

    Just a thought...

    Kind regards,

    Tara Imani, AIA, NCIDQ, ASID, CSI
    Registered Architect + Interior Designer

    Tara Imani Designs, LLC
    10333 Richmond Avenue, Suite 170
    Houston, TX 77042

    Work/Mobile Ph: 832-723-1798

    www.taraimanidesigns.com

    ------Original Message------

    With electronic distribution and printing by others outside of our control, we've not found colored drwgs or colored paper to be very effective.

     
    Jim Sherrer
    President, AIA


                       800 Salem Woods Drive, Suite 102
                             Raleigh, North Carolina 27615
                             designdevelopment.com
                             919▪848▪4474                                                                                 ...drawing out your vision
     





  • 6.  RE: Managing and distributing construction drawing updates

    Posted 07-25-2019 06:14 AM

    One of the nice things about working as a Design- Builder is it is easy to get changes out to the subcontractors.  Getting the changes out to the field is another thing. I typically send the change to my Construction Project Manager and my Construction Superintendent.  My PM sends the change to the Subcontractor who is supposed to send the change to his team in the field.  My Superintendent lets the workers in the field know that the change is at their office.   Too many times, that change never gets to the workers in the field.

     

    I have heard of other ways to highlight changes such as printing on colored paper, printing with colored binding edge, printing with a bold, colored cloud.

    All of these sound like good options, but with most directions being sent digitally, the change does not make it into the field that way.

    Unfortunately, it gets down to the last step in any delegation process: "follow up regularly".  I now try to make it a point to check everyone's drawings in the field; when I can; and emphasize to my Superintendent to check the Subs drawings also. 

     

     

    Mike Clark, AIA

    H&H Design-Build, INC.

    135 W. Market St.

    New Albany, IN 47150

    812.206.6147 (Office)

    502.639.7592 (Cell)

     

    mike.clark@hhdesignbuild.com

    www.hhdesignbuild.com

     



    ------Original Message------

    I am an architect working for a Design/Build General Contractor.  We are faced with the age-old dilemma of distributing construction documents to subcontractors and then later redistributing pages to reflect changes and updates...but subs continue using old drawings, because their notes are there. 

    As a Design-Builder we add the twist that subs often begin pricing with preliminary drawings. 

    How do you make sure the drawings used in the field are the most up to date version?

    ------------------------------
    Timothy Wall AIA
    Director of Design Services
    Nuway Construction
    Goshen IN
    ------------------------------


  • 7.  RE: Managing and distributing construction drawing updates

    Posted 07-26-2019 05:41 PM
    I agree that it is an uphill battle to get the current sets in the hands of the subs; its always is the GC's responsibility to coordinate the distribution of the documents (typically the Superintendent) once issued from Professionals.  That notwithstanding, one system that we have encountered is that, when there are new issuances of sheets to the set, a coversheet with the current date of latest Cloud/Delta always be included in that issuance with the Index indicating which sheets have changes in that cycle.  This is often with an asterisk next to the sheet changed (and obviously a note somewhere explaining the purpose of the asterisk).

    We've had mixed success with colored sheets over the years; it works with various stages (eg Bid Sets vs Permit Docs, etc.), but tends to fall off when you are at Delta 8 after permit approval is Delta2.

    ------------------------------
    Craig Hausman AIA
    Principal
    Hausman Architecture
    Sacramento CA
    ------------------------------

    Original Message


  • 8.  RE: Managing and distributing construction drawing updates

    Posted 07-29-2019 05:33 PM

    Having moved over to the Owner side of our profession I amazed at how often revised drawings are issued without updating the revisions title block inclusive of the delta change designation let alone a adding a revision date.  Providing a change bubble only with no other identification becomes a hugely frustrating task of keeping changes in the proper sequence of issuance.  Although I really like the idea of also including the cover sheet and index identifying sheet revisions, I think that simply making certain that delta identifiers with corresponding dates are included in each issuance would go a long way.

     

    Paul A. Krutulis, ALA, NCARB, ASHE, RSNA

    Architect, Office of Facilities Project Management

    UIC Facilities Management

    Room 125 PPB (MC 270), 1140 South Morgan, Chicago, IL 60607-7143

    312.996.0513

     

     



    ------Original Message------

    I agree that it is an uphill battle to get the current sets in the hands of the subs; its always is the GC's responsibility to coordinate the distribution of the documents (typically the Superintendent) once issued from Professionals.  That notwithstanding, one system that we have encountered is that, when there are new issuances of sheets to the set, a coversheet with the current date of latest Cloud/Delta always be included in that issuance with the Index indicating which sheets have changes in that cycle.  This is often with an asterisk next to the sheet changed (and obviously a note somewhere explaining the purpose of the asterisk).

    We've had mixed success with colored sheets over the years; it works with various stages (eg Bid Sets vs Permit Docs, etc.), but tends to fall off when you are at Delta 8 after permit approval is Delta2.

    ------------------------------
    Craig Hausman AIA
    Principal
    Hausman Architecture
    Sacramento CA
    ------------------------------


  • 9.  RE: Managing and distributing construction drawing updates

    Posted 07-29-2019 10:27 PM
    Excellent points, Paul.

    Thank you for reminding us of the basics we can often forget or take for granted.

    Tara Imani, AIA, NCIDQ, ASID, CSI
    Registered Architect + Interior Designer

    Tara Imani Designs, LLC
    10333 Richmond Avenue, Suite 170
    Houston, TX 77042

    Work/Mobile Ph: 832-723-1798

    www.taraimanidesigns.com

    ------Original Message------

    Having moved over to the Owner side of our profession I amazed at how often revised drawings are issued without updating the revisions title block inclusive of the delta change designation let alone a adding a revision date.  Providing a change bubble only with no other identification becomes a hugely frustrating task of keeping changes in the proper sequence of issuance.  Although I really like the idea of also including the cover sheet and index identifying sheet revisions, I think that simply making certain that delta identifiers with corresponding dates are included in each issuance would go a long way.

     

    Paul A. Krutulis, ALA, NCARB, ASHE, RSNA

    Architect, Office of Facilities Project Management

    UIC Facilities Management

    Room 125 PPB (MC 270), 1140 South Morgan, Chicago, IL 60607-7143

    312.996.0513

     

     





  • 10.  RE: Managing and distributing construction drawing updates

    Posted 07-28-2019 04:27 PM
    regarding document distribution, your system sounds very efficient and works well in the design-build world. Unfortunately I do not have first-hand experience with design-build delivery system.
    This would have to be modified for a design-bid-build or CM at risk project delivery. All documentation goes from the architect to the general contractor or construction manager to the subcontractors. It is the general contractor or construction managers responsibility for distribution to the subcontractors

    ------------------------------
    Vincent Territo AIA
    Project Director
    Todd & Associates, Inc.
    Mesa AZ
    ------------------------------

    Original Message


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