EXTENDING FURTHER INTO E-DOCUMENTATION

Having completed e-documentation in respect of H&S Files and O&M Manuals, ITAcads have gone on to explain to Clients how such documentation can be very relevant to many other aspects of a project, both in development and in use. This is especially significant for Clients who either own or lease a building, or buildings, offering further gains from the application of e-documentation. Such applications would need neither to be complex, nor necessarily expensive, but they could be developed on an incremental basis, based on a clear statement of the range and objectives of the proposed application(s).

Each category would utilise a database and, where appropriate, could be inter-related. The Client would only need, by way of password protection, to access a PC, which would provide the information in the form that the Client seeks. Other screens would allow the input of new information, the revision of current information, and the deletion of redundant information. Dependant upon the nature of the Clients’ business, or any particular constraints, the information could be input either by ITAcads, or by agents and employees of the Client

Our approach would initially be to build up a schedule of those categories that would benefit the Client’s interest, based on the recognition of the value of “in-house” information, and its eventual e-document processing. A programme of e-documentation would be developed, combined with a definition of the various information categories. Once the information system was developed to the satisfaction of the Client, and his associated Stakeholders, ITAcads would provide the information in an e-document format that would be:-

• Compact, with all databases available either on a direct supply of discs, or via a central “download” facility under ITAcads’ control, at the Clients discretion..
• Free from paper copies that would be expensive, space consuming, subject to deterioration, and needing a re-print with every revision.
• Searchable instantly  by Index, “Keywords”, or any word
• In the form of “Text”, “Numerical Records” or “Drawings”, or a combination thereof, instantly accessible, with drawings being capable of being printed out, in part or in whole.
• Either “fully open to all”, or available by password, or magnetic pin card
• Capable of being formulated, reviewed, up-dated, or deleted, in part or in whole.

ITAcads Clients who have developed their project on the basis of e-documentation have come to understand the enhanced value of taking such a route.

WORKING EXAMPLE 2 - THE RETAILER

The “Retailer” is a supermarket chain with around 30 medium sized outlets, and about 55 buildings in total. Initially ITAcads had contact with the Retailer on minor matters, which eventually led to a presentation and discussion with the Retailer on how the H&S+O&M files might benefit from an e-format. Historically the Retailer’s H&S+O&M files existed on paper, and were stored away. ITAcads carried out a trial run, scanning and reformatting existing files and project drawings into PDF format, with all text subject to the OCR process. These were collated, published, and distributed to the Retailer and in-house building/fitting out/maintenance departments. The exercise clearly demonstrated it’s value, and ITAcads were appointed to carry out the same exercise with all remaining paper H&S+O&M files on a batch basis. The decision was then taken that ITAcads would be appointed to assemble and collate all future H&S+O&M files using the ITAcads e-documentation template.

Whilst work on the H&S+O&M files continued, the Retailer initiated a project to record the legal details of each building in their ownership. The work was being undertaken by the retail agent and the solicitor. Whilst they were able to assemble the information, they had difficulties establishing what format it should take. As a result of ITAcads’ work on the H&S+O&M files, they were appointed to oversee the collation of the documents, that included Title Deeds, Ownership Drawings, Rights of way, Covenants, Areas, Planning Permissions, Building Regulation Approvals, and sundry related issues. This Data Base was produced and published to all relevant parties within the company, and the will be reviewed and up-dated on a regular basis by ITAcads.

The preparation of the H&S+O&M files included the project drawings, which on examination did not show all the alterations that had been made since construction completion. Information on shop areas, by usage and size, was very limited. This was noted by the Retailer’s, and in discussion with ITAcads this led to a decision that there should be a standard range of drawings for each store, which would be corrected and added to in detail. Those drawings will be kept up-dated on a regular cycle, by ITAcads, working with the relevant building professionals.

Given that the drawings were brought to a level where all were correct, this opened a further opportunity to use the information arising. The whole of the stores were broken down into “areas” such as retail, stock, loading, entrance, cafes, toilets, staff rooms etc., etc. Each category of area would have its own colour on the drawing, and the areas of these would be scheduled out by store, on a database. Comparisons could then made, between stores, and serious imbalances, if any, reviewed in an effort to gain greater efficiencies. Such existing area figures serve as a baseline in determining the briefs for future stores. This database now exists and will be up-dated by ITAcads on a regular basis.

Issue arose in respect of “picture images” of the stores. Being an expanding business, the planning approval process often requires the production of documents that supports the application. In the past this has meant the Retailer locating images for use from various sources, or even having to procure them from photographers appointed at short notice. Discussion on this led to the Retailer assembling all relevant image material, such that ITAcads could collate it in the form of a Data Base. Again this Data Base is fully indexed and fully searchable, be it by keyword, or date, or other parameters. This has allowed the compilation of presentations to be arrived at in a much more disciplined manner. Given that all the information is in e-form, images can be selected and moved quickly between the various parties involved, when documents need to be produced. Naturally approvals can be given by the Retailer that much more quickly.

Once the “shell” design of the building has been determined, the “fit-out interior design” is commenced by the “fit-out architect”, but as a joint project with input from the in-house “retail planners”. Drawings prepared by the “fit-out architect” have been produced in 2-dimensional drawing, on the basis that architects can understand the 3D situation intuitively. However, the “retail planner” often does not easily grasp the 3D concept, and as such this has the potential to delay the completion of the “fit-out” design on each project. The Retailer has acknowledged this potential for delay, and together with ITAcads has determined that the base “fit-out design” needed a 3D interior model for each project. Such models have now been produced by ITAcads, servicing the continuing build-up by the “fit-out architect”, and the on-going input of the “retail planner”. The significance of this added support has been recognized by the “retailer planners” in that it provides a platform for improved and quicker design development.

The production of these files and Data Bases has made the Retailer’s company more efficient, brought to certain issues a greater discipline, and improved the interaction between different departments in the company. This has given the Retailer more precise, up to date information, and more control of that information. This process has taken around 3 years to achieve, but that should not be considered slow – a working company needs to proceed step by step, thinking, discussing, working, checking, and testing, before people can rely upon the product.

The Retailer continues to be looking to develop further enhancements to the running of the business, over the “medium period”, initially embracing Facilities Management software that is under consideration in relation to “Reactive Maintenance” and “Planned Maintenance”.

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