Project management document control software system

DEPARTMENT OF CONSTRUCTION MANAGEMENT
PROJECT COVER SHEET
STUDENT NAME: DC
STUDENT NUMBER: C 123
COURSE/ YEAR DT117/4
SUBJECT: Construction management 4
PROJECT TITLE: Project Management Document
Control Software System
LECTURER: J O’C
FOR OFFICE USE ONLY:
DATE DUE: November 3rd
2015
DATE RECEIVED:
RECEIVED BY:
REPEAT PROJECT?
MARKS:

Contents
Introduction..............................................................................................................................3
Definition of DMSS..................................................................................................................4
What is document control System?........................................................................................5
Benefits of DMSS .....................................................................................................................6
Different DMS available..........................................................................................................7
View Point ..............................................................................................................................8
Submittal Exchange by Textura............................................................................................12
Factors affecting the choice...................................................................................................16
Comprehensive report...........................................................................................................17
Client ................................................................................................................................18
Design team contractors...................................................................................................18
Project Manager...............................................................................................................19
Site Managers...................................................................................................................19
Subcontractors..................................................................................................................20
Conclusion ..............................................................................................................................21
References...............................................................................Error! Bookmark not defined.

Introduction
The task of managing all the information needed to design and construct this facility is a
challenge, and I believe that more efficient information management than traditional
paperwork and e-mailing should be put in place.
As construction manager I have to identify the problems when it comes to documentation and
software systems. Despite of significant advancement in control software system the adaptation
of it in the Irish construction industry has been slow process for using such systems. The
problems faced with the use of IT systems is the lack of expertise and knowledge about
software that not everyone would be familiar with. As with a large project as this quality
assurance procedures would state that there should be one main software system available to
the entire project and company so that any time information can be accessed for each party
electronically. It is important for my company to increase its productivity and to save the time
loss on traditional approaches which as currently are becoming outdated. I will try to solve for
my company the question of the features DMSS should have? Are there benefits from use?
This report will focus on the different DMSS (Document Controlee Software Systems)
available in the market. It is important to note that popular software will have advantage as
most the workforce may be more familiar with.
Figure 1. Representation of typical complex communication between construction parties.

Definition of DMSS
An automated system used to support the creation, use and maintenance of electronically
created documents for the purchase of improving an organisations workflow. There are major
savings in time and cost and increase in overall productivity are some of the rewards
Construction Company will experience. The most important part of the DMSS is record
keeping functionality and communication between all parties involved.
The DMSS for this project will electronically index, store process, access, view revise,
reproduce, distribute information as well as integrate the information with other relevant
project information created in other software packages.
The typical DMSS technologies will include: capture tools such as scanning, hand weighting
recognition software and electronic data intern charge. From my research other benefits of
using DMSS are:
-Reduce the need for hierarchy.
-Can be used as facilitator to build teams and overcome barriers.
-Can allow flexible communications and eliminate activities that no longer value integrated
environment.
-They will save time and increase their productivity as a result of minimising errors that
normally occur under paperwork.
Figure 2. Representation of the use of DMSS in the construction as collaboration.

What is document control System?
A project management document control software system is used as digital archiving that links
all parties (Client, design team and contractors). The document control system is used for
uploading tenders, bid documentation, schedules, reports, contracts, BIM models and drawings
for the use of quick and efficient file access between project participants. Most businesses will
tend to use cloud-based DMS that is built for their specific industry. The advantage of using
DMS is of keeping records of various files created and updated by different participants.
An efficient management document control system allows the user to:
 Add and store various documents: that may include word processing files, PDFs emails,
spreadsheets, videos, pictures or other electronic files.
 Scan paper or forms: Scan directly on the software forms, invoices or documentation
in hard copy that can then be formatted and stored
 Creation of new files within the system that can be shared with the parties and edited
 Have a search tool that allows to search in library of files by entering keywords
 Restrict access to certain documents from other parties
 Have a monitoring system that will allow to see who is viewing documents and when
 Showing if a document has been edited
 Regulation system and control when old documents can be removed from the software
 Accessibility, sharing and editing files from tablet or mobile devices
Figure 3. Illustration of what document control system is supposed to integrate.

Benefits of DMSS
Benefits Human Project Organisational
Reduce printing and distribution costs *
Effective communication and workflow * * *
Speed collaboration process *
Improved coordination and accessibility *
Quick access to all project information * * *
Increased efficiency and productivity * *
Comprehensive statistics of benchmarking *
Secure service * *
Information available at the end of contract * *
Information can be re used *
Information security * *
The improvising of information management * * *
Improved project management * * *
Standardization of project tools *
Current snapshot of project environment * * *
DMSS add value information * *
Promote standards and best practice *
Improve workflow process * * *
Speed and transfer of information *
Faster response items * *
Delivery of data * * *
Reducing handling of documents * *
Improved document quality * * *
Consistency of documentation * * *
Improved administration * * *
DMSS support quality assurance *
Figure 3. The benefits of DMSS from human, project and organisational perspective

Different DMS available
In this section I will focus on the different Project Management Document Control Systems
available on the market. It is a key element to this project that a specific project tailored to my
needs is chosen. I carried out my research by browsing internet and finding the best reviews
for such software. Another helpful tool was comparison sites of software available. For my
research I chose ‘Softwareadvice.com’ and ‘capterra.com’ which gave me a list of management
and construction software displaying the reviews, comments, users and the price of each
software. The comment section was the most helpful. I wanted to look at the disadvantages of
each software rather than what they offered as the main concept was clear ‘file storage’. As of
researching the websites of each company the choice had to be narrowed down based on the
complexity of each website and the accessibility of each products information. In my research
I found out that although these company’s offer similar packages there were so hard to get clear
information on their products and to time consuming. I decided to focus on only three software
programs. They are View Point and Submittal Exchange.
4 Projects by Viewpoint
Conject the ILM Group
Submittal Exchange
McLaren
Master Control
ProCore

View Point
In researching ‘VIEWPOINT’the site was easy to navigate. They have a full online video
tutorials and product package tutorials explaining about their product and the quality they offer
to their customers. Their main focus is a secure online collaboration for constructions sector.
Their main goal is to promote collaboration and project control. What caught my attention was
their clients. They included some of the top known companies in the construction sector such
as Vinci from France (civil engineering) and SISK.
Their software package encourages collaboration within teams to be able to easily share,
control and manage documents such as specifications, schedules, contracts and reports. Their
document management makes it easy to store, issue, distribute review, tracks and revise
documents. Their photograph control quotes "A picture says a thousand words" is their motto
and it is easy to review photographs from mobile devices and webcams.
Reviews – it is indicated that it is a good company in the terms of their software. They also
provide other software systems and services. They are purely construction based so there are
no complications in what you want to order. There is no one set package. They individually
tailor your wants and needs based on your proposals.
Pricing – they don’t indicate a direct pricing online but through customer reviews they seem to
start from $1’000 a month.
Headquarters – they have headquarters in the USA and Britain. So it is easy to communicate
and understand each other as the language barriers are not there.

Figure 4. Table showing how easy it is to edit PDF documents and upload them on the
software
Figure 5. Representing of View Point photos documentation that can be uploaded and
acceded by anyone. But thay can only be updated by certain restricted access dictaited by the
consctruction Hiarchy

Figure 5. Representation on how document control system ties in with other
software available from ‘view point’

Submittal Exchange
This software system was found through industry recommendation. It was used by SISK in the
project based in Ireland (Microsoft power station). Currently the project is at the handover stage
where all the documents and plans are reviewed. As known Microsoft are the largest software
manufacturing company in the world and their safety and storage is to be of high standard.
About the company: ‘Textura designs and hosts construction software solutions that boost
efficiency across all aspects of the project lifecycle, including take off and estimating,
prequalification, bid management, project communication, payment, performance
management and LEED management.’ As of researching their website they have many
branches of the company specialising in all the aspects on the industry. They they have done
projects of more than $250 billion in the commercial sector.
To get projects started there must be a great communication between architects (design team),
contractors and owners. Submittal Exchange is a central place where everyone has access to
construction project documents including a full view of version histories, schedules and
reminders.
Systems Benefits include:
 Save money by eliminating shipping and courier services
Figure 6. How documents can be linked according to what phase you are at the
project

 Streamline the submittal process
 Eliminate time delays with electronic document transfers
 Automate workflows for document approvals
 Keep project team accountable for reviews
 Create and distribute project meeting minutes
 System available anywhere with Internet access
Figure 7. Tools offered by Submittal Exchange.

Figure 8. E-mail sent to Submittal exchange for having a demo trial for the software
Procore

Figure 8. E-mail sent to Procore for having a demo trial for the software.

Factors affecting the choice
Local products  If local Products are used there is a greater chance of familiarity with the
software.
 If there is any problems with the software there may be more availability
of assistance
Cost of software  As of the project being 25 M no cost should be spared as to find the best
software that there is in the market as the project may last a long time.
Complexity of
software
 The software should be simple to use and should not take time to navigate
it.
Cloud storage  Cloud storage must be essential as per live updates on what is happening
from wherever the user may be.
 Easy access on the tablet or mobile device.
 Preferable to have an effective application
Search options  It should be as simple to use for all the parties. And a search bar would be
present allowing the access to all the information
Editing documents  Live editing should be available by all the parties. But the access of
editing should be controlled and what parties gets to have access to files
Collaboration tools  Each party involved should have their own private section where they can
store their personal files.
 There should be a notifications given when a document has been updated
or changed indicating the time date and who was editing the document
Security of
software
 The software should be secure and only be accessed by the parties that
have been invited to using this software.
 No information should be shared to outside sources or be used as a
reference to other projects.
 Software should be clean from bugs and should not crash.
Workflow abilities  There should be access available to the software even if the party is not
connected to the internet.
 Notifications should be given of the updates.
Tablet and mobile
access
 All the files should be accessible from the tablet or mobile.
 It should be possible to do instant uploading of images or scans taken
from these devices.
Customer service  Customer service should be easily to communicate to all parties on how
to use the software. There should be video guidance tools.

Client
The client owns the finished project. Most clients in the construction industry will be involved
in the construction stage from the beginning to the end of the finished project. Some clients
may hire a consultant to direct and explain what is happening on the project.
For these reasons it is essential that the client can review any documentation necessary to make
decisions or to make queries about the work that is being produced using View Point or
Submittal Exchange. View Point benefits the client through giving those access on their
electronic device on all the documentation that is passed through the construction parties such
as planning deadlines, snags, complications or any financial documentation accolated with
them. Also in the DMSS it is easy to access the working drawings and pictures of the site
progress allowing the client to be on top of the project and to save time when visiting the site
compound.
The client can directly see the working progress and send e-mails to the project team on any
query’s relation the project rather than using a traditional e-mailing system where everything
is not filed.
Design team contractors
The design team are responsible for the design of the building and the structure. The design
team include Structural engineers and Architects. To save time on the project DMSS can be
easily used for accessing a common system where they can upload files of the latest drawings
and specifications on any area of the work that is to be produced saving time. From this
drawings a safety hazards can be identified allowing the Risks to be eliminated in method
statements that can be produced and uploaded in their own personal section of View Point. An
Architect can access all the method statements and scan them on PDF file with signature of
acceptance.
The design team can upload the files from the site visits such as signing of completions of
works made by the contractor or to upload videos or photographs of Snags that have to be fixed
as the work progresses.
The DMSS Submittal Exchange will allow people to see who has accessed the files and at what
time. By the Site manager uploading the working progress on the construction site they can
have a clear identification of when certain tasks may be finished and to see if the site is on track
with the latest documentation.

Project Manager
The project manager is responsible for all the documentation and for all the activities that are
happening on site. The project manager should have all the access to documentations given in
the system and should be responsible for the use of the software by all parties of the
construction project period. Using View Point PM can restrict the access of which person can
access the certain files or edit the documentation. The project Manager will upload files such
as Planning and scheduling using Asta Power Project and update regularly the progress with
comments that can be accessed by parties involved.
If a part of the project is finished e.g. Ground floor slab. It should be uploaded on the software
using signature and the date of completion of task allowing for up to date on track records.
Using View Point it is easy to upload files in PDF format using the mobile phone device by
taking photo or adding comments.
All orders that are made by PM should be uploaded so that the site manager can manage the
deliveries. The project manager should leave regular comments on the works that are being
carried out to show the involvement in the project and to encourage the collaboration between
all parties.
It will be important to regulate the documentation that will be uploaded don the DMSS as to
not clutter it with old out of date documents.
Site Managers
The site manager can upload all invoices for delivered material on the document software that
come on site and can be managed in a database of the date or the material that is delivered.
Minutes of site meetings between parties of construction team can be uploaded for all the
parties to see what was discussed in the meeting and the agenda for the next meeting allowing
the progress of works.
Site managers will use the DMSS for announcing daily tasks or any toolbox talks that will be
taken prior to start of work. The sit manager can have access of the methods statements that
have been produced in office and issue risk assessments.
Using View Point It is possible to produce graphs that can allow planning and the arrival of
materials to the site on demand basis and see if there is clashes with other deliveries that may
take place. In hand it is possible to use the program as a BIM source of collaboration.

When regarding the Health and safety and accidents on site the files can be uploaded for record
basis so no paper material will be needed or in case the paper statement is lost there is backup
files.
Using the DMSS site managers will update schedule chart showing the progress that has been
achieved and the delays may be predicted from this. If necessary the Site manager may ask all
the subcontracting firms to scan their safe passes documentation and give information about
who is on site and what their duties are.
It is easy to access project drawings that have been updated and are quick and easy ready for
print.
Subcontractors
Pre comencment of work subcontractors can upload their own personal method statements and
risk assessments for their specialist work being carried out. It can be implemented that each
subcontractor has to file everyday how many people are on site which can help in case an
emergency evacuation and for the records of work being done. By seeing how many people are
on site the gangs allocated to complete work quicker if necessary. Each week the subcontractor
has to upload written report of the works being completed for the records of the project
management.
The subcontractor can view drawings and specifications electronically from their tablet or
electronic device when needed and can edit the drawings if necessary for their own use.
Notifications can be given from the project team on any upcoming events that may clash the
works of the subcontractor.
Subcontractors can get instant notifications on their phones if a file has been updated or an
information that may be needed from an electronic device that is connected to the internet. And
if not connected to the internet the files can still be viewed and comments made. When in
contact with Wi-Fi the device will give an instant message of the notifications and alternations
made.

Conclusion
It is well established that DCSS has the potential to improve processes and solve specific
problems in the 25 million project. There are a number of software applications among them
virtual design and engineering, View Point, ProCore and more consumer-focused construction
electronic document management. As seen from the site visit in NUIM Educational hub there
are still at a very early stage of development. In addition, it is particularly important that new
applications are taken up by construction managers on site and planning stage, which means
that the focus has to be on making them more user-friendly and cost-effective.
A key factor for increasing the use DMSS in construction it is the important to establish shared
information standards, since these form effective e-collaboration practices. It is important for
great awareness of the benefits technology can bring in order to stimulate the use of DCSS.
If new applications are to take hold in the construction industry, there must be a sufficient
number of people skilled to using them. It is therefore vital to make new technologies more
widely accessible by providing appropriate training to potential users, especially
It is clear that a great deal of inefficiency exists in the paper-based process deployed in the
construction industry. The key causes of this inefficiency include a construction dependence
on a single-project model. This has led to poor communication and inefficient information
practices that have contributed to the lack of intrest in DMSS.
Co-operation is needed between all parties involved in the construction sector when investing
in DMSS, companies need to ensure that there is a proper method in place by which the
Document management can impact on the technology organisation as a whole.

Project management document control software system

More Related Content

What's hot

Similar to Project management document control software system

More from Davis Ciprikis

Recently uploaded

Project management document control software system