CONSTRUCTION TEAM ON-LINE

Work Flow Automation for the Construction Industry
Development of a Standardized Desktop Interface for the Virtual Workplace
by Juniper Russell, A.I.A.

On-line business and virtual corporations are hot topics these days. But they're not totally new. Many large corporations already use electronic data interchange (EDI) for a significant portion of their business-to-business dealings. And in the construction industry, we have a long history of joint ventures and virtual entities formed for specific projects. However, construction is changing. Alternate project delivery methods and new forms of alliances are being tried. At the same time, new technologies such as "groupware" are appearing that will significantly alter the way construction projects are run. These changes are exciting. They have the potential to be a major help or an onerous burden for the licensed design professional: the Affidavit Architect and the Engineer of Record. Licensing laws were developed to protect the public. Licensed architects and engineers bear responsibility which carries legal and financial accountability and risk. We need to accommodate the needs of the licensed design professional while fostering creative experimentation in the construction industry. We can accomplish this and make our industry more efficient by developing workflow automation with standard templates and standard interfaces for the many entities participating in the construction process.

I am writing this paper in an attempt to stimulate formation of a joint industry committee to develop these interfaces with the assistance of a technology partner. The joint industry team would ideally contain representatives from the AIA, EJCDC, NSPE, ACEC, CSI, AGC, and the ABC. The technology interface could perhaps be developed in Lotus Notes or in a computer bulletin board software such as First Class. The initial working group should start small. Some thoughts concerning how this interface might appear and some desirable features make up the balance of this paper.


STANDARDIZED DOCUMENTS / STANDARDIZED PROCESSES


The use of standardized contract forms in the building industry has always had an impact that went beyond the legally binding agreement. Documents such as AIA A201, the "General Conditions for the Contract for Construction" define a process for the interaction of all of the players during the construction period. AIA A201, plus the supplementary conditions, lay out the rules of play, rules for processing submittals, performing the work, getting paid and closing out the project. Until recently the "game" has been pretty well understood due to the historical use of standardized contract forms and the resulting body of related case law.

Virtual entities have always existed, with structured roles for the players. A standardized process allows a team of individuals or firms to be quickly assembled and to perform work with some measure of success, even though the parties may never have worked together before. These virtual entities construct buildings, build roads, make movies, perform surgery, and wage war. Each virtual entity understands a standardized process and the role of each player.

In this period of technological change, computerized tools will increasingly define the process while paper contract forms will become legal documents mirroring the process or at odds with the process. We have an opportunity now to harness the power of the new tools to foster creativity, innovation and partnering while accommodating the licensed design professional.


VIRTUAL WORKPLACE


The virtual workplace is an interface and an enabling tool. It is not project management software nor is it a database. It does not replace or enforce the legal contract for construction. The virtual workplace contains current shared information, communications in progress and links to players' spaces, each with appropriate access controls (passwords, etc.).

To operate the virtual workplace a share of a host computer and/or server with dial up access will be necessary. Local instances of the virtual workplace will require minimal memory. Bulk memory will be provided at sites responsible for maintaining various databases. Current information will be temporarily stored in the virtual workplace server for regular downloading to each player's computer system. The virtual workspace consists of memory and software in the server or host computer and of the links to players' spaces.

A master set-up utility for the virtual workplace would be executed by the lead player designated by the form of contract. In addition each linked player would have a configurable set-up utility of their own to execute as well as a number of additional links to capture specific information from the virtual workplace and to forward information to the workplace. Each link from the virtual workplace would have a built-in firewall to protect each player's system. Each player's set-up could be configured to distribute information within that player's organization and allow traditional oversight of project management activities by supervisory staff within the player's organization. Passwords and other access control would be configurable as part of the set-up utility.

An example of the use of a link would be the general contractor uploading the current schedule produced with his project management software to the virtual workplace. Any player that needs this information could then download it to their system. Requisitions could be forwarded to the virtual workplace for processing. The owner and contractor could each have automatic links to their accounting departments through the virtual workplace. Requisitions would pass through the virtual workplace for review and approval.

The virtual workspace will also provide a conduit for directed communications, not intended for the entire group, in the same way a letter is sent to one party with specific individuals copied.

Two very different types of information would be handled in the workplace. The first type would be official communications that will become a part of "the record". The second type of communication will be everything else that goes on that is not a part of "the record".

"The record" in this context means the common record shared by the principal players, say the Architect, the Owner and the General Contractor. The principal players are determined by the type of contract i.e. traditional, design/build, construction manager etc. Naturally there will also be the owner's record, the architect's record, the general contractor's record etc. Private correspondence would pass through the virtual workplace as a conduit only, for example correspondence between the architect and a consultant, or between a general contractor and his subcontractor. The workplace provides the connectivity while maintaining privacy.

On a scheduled basis all no longer current information that is part of "the record" will be made available for downloading to each player's computer system and later erased from memory in the virtual workplace. From that point on each principal player must maintain their own copy of "the record".

Communications that become part of "the record" include all documents that could be used in a lawsuit, i.e. letters, reports, schedules, requisitions, submittals etc. These documents are in some cases notarized and in most cases prepared on letterhead and signed. Electronic signatures and notaries will be a necessary part of the system.

The second type of communication will be the electronic equivalent of verbal communication. Verbal communications are stored only in human memory until the individual chooses to document the information in a report or letter that becomes part of "the record". Like verbal communications, the electronic equivalent will be designed to disappear from memory in a defined period of time. These communications will be an electronic version of chat, telephone conversations, discussions and gossip. In the non-electronic world, for this type of information to be incorporated in "the record" a report, letter or document must be written based on recollections. To foster partnering, collaboration and innovation, electronic communications must work the same way. The "record" must only contain documents intentionally prepared for the record. On-line communication will not be effective if Big Brother is recording everything for his attorney.

Electronic verbal communications would be available in a number of forms. Some forms would look like e-mail but not allow printing or forwarding. Other forms would include specific chat, scratch pad and discussion forums. For example there could be a forum for each of the major trades to resolve field problems. Special purpose forums could be created as needed.

CONTRACT DOCUMENTS DATA BASE


The architect or lead design professional would maintain the contract documents database. This database can be located on a machine in the architect's office accessible through the virtual workplace, or could be on a host computer elsewhere.

The virtual workplace would be set up to link contract documents databases of varying sophistication. At a minimum the data base would consist a copy of the contract for construction, lists of the latest drawings, specifications, field orders and change orders. The next level of sophistication would contain manual drawings that have been scanned and are available electronically.

And finally, for some projects all drawings in the database would be on CAD. The specifications would be available on line with hypertext links. A program would be available to facilitate browsing and searching the specifications and drawings. A plumbing subcontractor could then go through the virtual workplace to the contract document database and ask the specifications which type of piping is specified for a given purpose. Where industry standards are referenced a hypertext link could ultimately take the subcontractor to an independent database maintained by an industry organization where more could be learned.

Initially the virtual workplace interface with the contract documents database would be a simple link. At some point an updated version of the database interface module could be made available with standardized protocols for communicating with different data structures. Common tools would be included to search and find information, and to dynamically link with other outside data bases.



BENEFITS TO THE PROJECT / CLOSING REMARKS


The virtual workplace must not attempt to control business practices presently possible, no matter how undesirable. If the virtual workplace is set up to enforce ethics, morality and formal channels of communication, then it's usefulness will be dramatically reduced. The workplace would then become a sham and real communication would happen elsewhere. The structure of the virtual workplace should simulate existing processes, facilitate communication and collaboration, and provide the efficiencies possible in this electronic information age. Increased communication and collaboration will raise the level of performance of the group as a whole.

Natural leaders and individuals with special knowledge and expertise have always taken a special role in the construction process regardless of their actual contractual role or title. The virtual workplace would allow these individuals to play an active role to the benefit of all while respecting the proprieties of the principal players and the licensed professionals.

Making movies is the supreme example of creative partnering and teamwork undertaken by a virtual entity. But most movies do not end up as the subject of court cases. The standardized virtual workplace for the construction phase would give us a seat at the table in the information age while respecting the demands on the licensed design professional.

Copyright October 1995 Juniper Russell