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Welcome to The 51 st Annual CSI Show and Convention Specifications and Corporate Memory Robert Paul Dean, AIA, CSI, CCS Building Systems Design, Inc. Booth.

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Presentation on theme: "Welcome to The 51 st Annual CSI Show and Convention Specifications and Corporate Memory Robert Paul Dean, AIA, CSI, CCS Building Systems Design, Inc. Booth."— Presentation transcript:

1 Welcome to The 51 st Annual CSI Show and Convention Specifications and Corporate Memory Robert Paul Dean, AIA, CSI, CCS Building Systems Design, Inc. Booth #221 Baltimore, MD June 20-22, 2007

2 The Construction Specifications Institute is a Registered Provider with The American Institute of Architects Continuing Education Systems. Credit earned on completion of this program will be reported to CES Records for AIA members. Certificates of Completion for non-AIA members available on request. This program is registered with the AIA/CES for continuing professional education. As such, it does not include content that may be deemed or construed to be an approval or endorsement by the AIA of any material of construction or any method or manner of handling, using, distributing, or dealing in any material or product. Questions related to specific materials, methods, and services will be addressed at the conclusion of this presentation.

3 This program is a registered educational program with the Construction Specifications Institute of Alexandria, VA. The content within this program is not created or endorsed by CSI nor should the content be construed as an approval of any product, building method, or service. Information on the specific content can be addressed at the conclusion of this program, by the Registered Provider. This program is a registered educational program with the Construction Specifications Institute of Alexandria, VA. The content within this program is not created or endorsed by CSI nor should the content be construed as an approval of any product, building method, or service. Information on the specific content can be addressed at the conclusion of this program, by the Registered Provider. Credit earned for completing this program will automatically be submitted to the CSI CEN. Completion certificates can be obtained by contacting the Provider directly. Credit earned for completing this program will automatically be submitted to the CSI CEN. Completion certificates can be obtained by contacting the Provider directly. This logo and statement identify Provider programs registered with the CSI CEN and are limited to the educational program content. This logo and statement identify Provider programs registered with the CSI CEN and are limited to the educational program content.

4 Learning Objectives Basic principles of preserving corporate memory through creation & maintenance of an office master specification Basic principles of preserving corporate memory through creation & maintenance of an office master specification Techniques for incorporating project experiences in an office master Techniques for incorporating project experiences in an office master Techniques for updating your office master without losing corporate memory Techniques for updating your office master without losing corporate memory Resources available Resources available

5 Office Master Specifications What is an office master? What is an office master? Essentially, it is any set of specification sections that is intended for re-use on multiple projectsEssentially, it is any set of specification sections that is intended for re-use on multiple projects In larger firms, an office master is typically used by a number of people and is used to establish/enforce office quality standardsIn larger firms, an office master is typically used by a number of people and is used to establish/enforce office quality standards An office master may be intended for use without modification, but more typically is the starting point for individual projectsAn office master may be intended for use without modification, but more typically is the starting point for individual projects An office master can serve as a repository for corporate memory and therefore should change over time with project experienceAn office master can serve as a repository for corporate memory and therefore should change over time with project experience

6 Office Master Specifications Why is an office master a reasonable way to preserve corporate memory? Why is an office master a reasonable way to preserve corporate memory? Specs are text documentsSpecs are text documents Master text can be modified to reflect lessons learned Master text can be modified to reflect lessons learned Notes can be added to record specifics of project experience – pro and con. Notes can be added to record specifics of project experience – pro and con. Separate documents, including drawings and photos, can be easily appended and retrieved with hyperlinksSeparate documents, including drawings and photos, can be easily appended and retrieved with hyperlinks

7 Office Master Specifications To be really useful, an office master must be carefully maintained Single point responsibility is critical Single point responsibility is critical There must be reasonable allowance for indirect time There must be reasonable allowance for indirect time Feedback from project architects is important and should be encouraged Feedback from project architects is important and should be encouraged

8 Office Master Specifications What are the major problems associated with an office master? What are the major problems associated with an office master? balancing need for standardization with need for keeping valid optionsbalancing need for standardization with need for keeping valid options figuring out how to present lessons learned in a way thats beneficialfiguring out how to present lessons learned in a way thats beneficial maximizing usefulness while minimizing effort spent in maintenancemaximizing usefulness while minimizing effort spent in maintenance keeping it updatedkeeping it updated

9 Office Master Specifications Whats wrong with simply reusing the last project spec? Whats wrong with simply reusing the last project spec? It really depends…It really depends… word processing or relational database? word processing or relational database? similarity of projects similarity of projects time elapsed time elapsed Editing by deletion is riskier than editing by selectionEditing by deletion is riskier than editing by selection Its important to actually read each section – regardlessIts important to actually read each section – regardless

10 Office Master Specifications Some common problems with reuse of specs produced by word processing Some common problems with reuse of specs produced by word processing errors tend to accumulateerrors tend to accumulate updating can be spotty or nonexistentupdating can be spotty or nonexistent options and alternatives relevant to new projects tend to be overlooked because they have been deleted for earlier projectsoptions and alternatives relevant to new projects tend to be overlooked because they have been deleted for earlier projects specific references to older project data are frequently not deletedspecific references to older project data are frequently not deleted

11 Office Master Specifications So… whats the right way to go about creating & maintaining a set of office master specifications? So… whats the right way to go about creating & maintaining a set of office master specifications? select the basic approach – word processing or relational databaseselect the basic approach – word processing or relational database assign overall responsibility to one personassign overall responsibility to one person subscribe to a commercial guide spec system as a starting pointsubscribe to a commercial guide spec system as a starting point merge whatever you have thats unique or otherwise valuable with the commercial master into one systemmerge whatever you have thats unique or otherwise valuable with the commercial master into one system

12 Office Master Specifications Organization of an Office Master Depends on Type of System: Organization of an Office Master Depends on Type of System: Word processing system:Word processing system: typically one file for each spec section typically one file for each spec section occasionally multiple files for specific sections occasionally multiple files for specific sections rarely multiple sets for different bldg. types rarely multiple sets for different bldg. types Relational database system :Relational database system : typically one file for entire project typically one file for entire project occasionally one file for each project type occasionally one file for each project type occasionally single section masters occasionally single section masters

13 Office Master Specifications Commercial Guide Specifications: Commercial Guide Specifications: MASTERSPEC ®, owned by AIA and managed by ARCOMMASTERSPEC ®, owned by AIA and managed by ARCOM BSD SpecLink ®, owned and managed by Building Systems Design, Inc.BSD SpecLink ®, owned and managed by Building Systems Design, Inc. SPECTEXT ®, owned and managed by the Construction Sciences Research FoundationSPECTEXT ®, owned and managed by the Construction Sciences Research Foundation Unified Facilities Guide Specification (UFGS) and SpecsIntact, administered by USACE, NAVFAC, and NASAUnified Facilities Guide Specification (UFGS) and SpecsIntact, administered by USACE, NAVFAC, and NASA

14 Office Master Specifications Commercial Guide Specifications: Commercial Guide Specifications: MASTERSPEC ® word processing system with relational database add-onsMASTERSPEC ® word processing system with relational database add-ons BSD SpecLink ® pure relational database system by Building Systems Design, Inc.BSD SpecLink ® pure relational database system by Building Systems Design, Inc. SPECTEXT ® word processing system with macro add-onsSPECTEXT ® word processing system with macro add-ons Unified Facilities Guide Specification (UFGS) and SpecsIntact word processing system with customized macro add-onsUnified Facilities Guide Specification (UFGS) and SpecsIntact word processing system with customized macro add-ons

15 Office Master Specifications Commercial Guide Specifications: Commercial Guide Specifications: MASTERSPEC ® word processing system with relational database add-onsMASTERSPEC ® word processing system with relational database add-ons BSD SpecLink ® pure relational database system by Building Systems Design, Inc.BSD SpecLink ® pure relational database system by Building Systems Design, Inc. SPECTEXT ® word processing system with macro add-onsSPECTEXT ® word processing system with macro add-ons Unified Facilities Guide Specification (UFGS) and SpecsIntact word processing system with customized macro add-onsUnified Facilities Guide Specification (UFGS) and SpecsIntact word processing system with customized macro add-ons

16 e-SPECS Designer by Interspec

17 Incorporating Project Experience in Office Master Specifications All Systems: All Systems: Modifying commercial master to:Modifying commercial master to: eliminate options that should never be used eliminate options that should never be used add valid alternatives add valid alternatives indicate mutually exclusive options indicate mutually exclusive options Adding notes to:Adding notes to: explain when alternatives should be used explain when alternatives should be used provide background and history provide background and history incorporate specific project experience incorporate specific project experience Adding intelligence to expedite choicesAdding intelligence to expedite choices

18 Incorporating Project Experience in Office Master Specifications Customizing a Commercial Master: Customizing a Commercial Master: Word processing systems:Word processing systems: eliminate undesirable options by deleting text eliminate undesirable options by deleting text add valid alternatives by inserting: add valid alternatives by inserting: Choices within a paragraphChoices within a paragraph Alternative paragraphsAlternative paragraphs indicate mutually exclusive options (use color or insert notes) indicate mutually exclusive options (use color or insert notes) Relational database system:Relational database system: eliminate undesirable options by excluding text or adding note eliminate undesirable options by excluding text or adding note add valid alternatives by inserting choices or adding paragraphs add valid alternatives by inserting choices or adding paragraphs automate related new text by adding intelligent links automate related new text by adding intelligent links indicate mutually exclusive options by adding intelligent links indicate mutually exclusive options by adding intelligent links

19 Incorporating Project Experience in Office Master Specifications Customizing a Commercial Master: Customizing a Commercial Master: Word processing systems:Word processing systems: add notes by using: add notes by using: hidden texthidden text notes featurenotes feature graphic device to differentiate notes from text (asterisks, text box, change in font, etc.)graphic device to differentiate notes from text (asterisks, text box, change in font, etc.) Relational database system:Relational database system: add notes by using project notes feature add notes by using project notes feature hyperlinks to separate documents hyperlinks to separate documents

20 Incorporating Project Experience in Office Master Specifications Customizing a Commercial Master: Customizing a Commercial Master: Word processing systems:Word processing systems: add intelligence by: add intelligence by: inserting instructional notesinserting instructional notes using color coding to visually connect related textusing color coding to visually connect related text Relational database system:Relational database system: add intelligence by: add intelligence by: linking text to turn on or highlight related text or exclude incompatible optionslinking text to turn on or highlight related text or exclude incompatible options using project notes to provide detailed instructionsusing project notes to provide detailed instructions

21 Office Master Specifications After obtaining a subscription to a commercial master guide specification system…After obtaining a subscription to a commercial master guide specification system… Make a conscientious effort to incorporate the commercial updates into your office master on an ongoing basisMake a conscientious effort to incorporate the commercial updates into your office master on an ongoing basis Make changes to your office master learned from actual project experienceMake changes to your office master learned from actual project experience Treat the office master as a valuable resource for the entire firmTreat the office master as a valuable resource for the entire firm Tactics for Establishing an Office Master:

22 Office Master Specifications Use the specs developed for a specific project as the starting point, and make modifications on an ongoing, as-needed basisUse the specs developed for a specific project as the starting point, and make modifications on an ongoing, as-needed basis Advantage: Easiest way to get started Advantage: Easiest way to get started Disadvantage: Modifications evolve slowly Disadvantage: Modifications evolve slowly Create a specific set of project specs (or multiple sets) that are intended from the outset to be the office master(s)Create a specific set of project specs (or multiple sets) that are intended from the outset to be the office master(s) Advantage: Most likely to produce consistent specs Advantage: Most likely to produce consistent specs Disadvantage: Requires initial overhead investment Disadvantage: Requires initial overhead investment Tactics for Establishing an Office Master:

23 Establishing an Office Master in Word Processing Augment commercial master by: Augment commercial master by: creating a master template for format, appearance of final sectionscreating a master template for format, appearance of final sections applying format to master sectionsapplying format to master sections modifying sections as needed to meet office needs, standardsmodifying sections as needed to meet office needs, standards add unique sections to match format of modified commercial master sectionsadd unique sections to match format of modified commercial master sections

24 Establishing an Office Master in Word Processing Add valid alternatives: Add valid alternatives: insert options within a paragraph by using bracketsinsert options within a paragraph by using brackets provide mutually exclusive alternative paragraphsprovide mutually exclusive alternative paragraphs if new products are added, verify that Part 1 and Part 3 text is still appropriateif new products are added, verify that Part 1 and Part 3 text is still appropriate if necessary, add corresponding text in other parts of the sectionif necessary, add corresponding text in other parts of the section Consider marking inappropriate alternatives, rather than deleting them, using: Consider marking inappropriate alternatives, rather than deleting them, using: notesnotes text boxestext boxes colorcolor

25 Establishing an Office Master in Word Processing Add notes that: Add notes that: Explain alternativesExplain alternatives Provide history of useProvide history of use Instruct on how to edit the documentInstruct on how to edit the document Distinguish the notes from master text by: Distinguish the notes from master text by: using hidden textusing hidden text separating notes from text by charactersseparating notes from text by characters using colorusing color

26 Set off notes by using distinctive characters

27 Set off notes by using distinctive color

28 Set options to display hidden text

29 Establishing an Office Master in a Relational Database System Basic Concepts: Basic Concepts: Only one file per projectOnly one file per project Edit by selection, not deletionEdit by selection, not deletion Links multiply productivity & improve coordinationLinks multiply productivity & improve coordination Overlay structure avoids interference between data in commercial master and data in separate office master fileOverlay structure avoids interference between data in commercial master and data in separate office master file Updating never affects office master dataUpdating never affects office master data

30 Relational Database Concepts

31 Establishing an Office Master in a Relational Database System Add valid alternatives: Add valid alternatives: insert options within a paragraph by using choice fieldsinsert options within a paragraph by using choice fields provide mutually exclusive alternative paragraphs with interactive linksprovide mutually exclusive alternative paragraphs with interactive links if new products are added, verify that Part 1 and Part 3 text is still appropriateif new products are added, verify that Part 1 and Part 3 text is still appropriate if necessary, add corresponding text in other parts of the section and build links for selectionif necessary, add corresponding text in other parts of the section and build links for selection Exclude inappropriate alternatives, rather than deleting them, and then add: Exclude inappropriate alternatives, rather than deleting them, and then add: explanatory notesexplanatory notes excluding linksexcluding links

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34 Establishing an Office Master in a Relational Database System Add project notes that: Add project notes that: Explain alternativesExplain alternatives Provide history of useProvide history of use Instruct on how to edit the documentInstruct on how to edit the document Distinguishing the notes from master text is unnecessary Distinguishing the notes from master text is unnecessary

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36 Office Master Specifications Tactics for Maintaining an Office Master: Making use of updates from commercial master:Making use of updates from commercial master: Word processing systems: Word processing systems: compare each updated section with edited version in office master specificationcompare each updated section with edited version in office master specification select and import changes needed for office masterselect and import changes needed for office master modify notes as necessary to reflect changesmodify notes as necessary to reflect changes Relational database system: Relational database system: install updateinstall update open office masteropen office master answer yes or no to update queryanswer yes or no to update query yes: updates without affecting custom editsyes: updates without affecting custom edits no: makes no changes, allows for subsequent reviewno: makes no changes, allows for subsequent review

37 Relational Database Updating Yes: The project is updated automatically (but user edits and additions are not affected) No: Project is not updated, but sections and paragraphs that would be changed are marked for later consideration

38 Other Options for Office Masters Adding an intelligent checklist: Adding an intelligent checklist: Insert options in logical, decision- making orderInsert options in logical, decision- making order Tag checklist paragraphs for non- printing status and selectabilityTag checklist paragraphs for non- printing status and selectability Add links to achieve automatic editingAdd links to achieve automatic editing Test for desired resultsTest for desired results

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43 Other Options for Office Masters Adding hyperlinks to related Word documents Adding hyperlinks to related Word documents Importing whole sections from word processing Importing whole sections from word processing Assure that source document is formatted cleanly and consistently, then convert to.rtfAssure that source document is formatted cleanly and consistently, then convert to.rtf Add any codes desired for automated choice creation, notes insertion; then importAdd any codes desired for automated choice creation, notes insertion; then import Add tags for administrative reportsAdd tags for administrative reports Add links as required for automated reference standards, cross references, TOC, etc.Add links as required for automated reference standards, cross references, TOC, etc.

44 Learning Objectives Basic principles of preserving corporate memory through creation & maintenance of an office master specification Basic principles of preserving corporate memory through creation & maintenance of an office master specification Techniques for incorporating project experiences in an office master Techniques for incorporating project experiences in an office master Techniques for updating your office master without losing corporate memory Techniques for updating your office master without losing corporate memory Resources available Resources available

45 For more information, please contact... Building Systems Design, Inc. 888-BSD-SOFT( ) This concludes the educational portion of this presentation Or visit us in Booth 221 at the CSI Show


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