Getting IT together

Electronic data transfer ought to improve communication between groups on a project. However, although the technology has existed for several years and a number of projects have been designated paperless, the success rate is low. The only project regularly referred to as successful is Bluewater Park.

Team members' lack of commitment is partly to blame. If staff do not see any immediate benefits, traditional methods will be adopted. "No new ideas on my project" is all too often the call. There are other reasons for the slow progress, including cost, lack of discipline in using the system and the fact that it is often introduced too late. Many systems that have been used experimentally were still being developed as the project progressed – a fatal error.

Gardiner & Theobald has been using CADWEB, one of the many electronic data interchange systems, on two jobs in Reading. The process has not been wholly successful, although this is not necessarily the fault of the program. As with anything new, there has to be a willingness to accept change. It takes time to convince participants that there are benefits and that training is worthwhile.

CADWEB sets out to create a database and provide a controlled dissemination of information. It is cheaper than some systems, so it can be used on relatively small jobs. In a sense, it is like a controlled e-mail system. CADWEB is simple to use with basic training, but it is assumed that users will be reasonably IT-literate. Anyone familiar with e-mail should get up to speed quickly.

The system works as follows. The participants transmit data (graphics or text) to the CADWEB file server, where it can be accessed. Data is then transmitted through the CADWEB system to each person who needs it. CADWEB alerts users when information has been sent and also keeps a record of when the person receives it.

The database is gradually built up on the external file server and actions are recorded and stored for future reference. The system works quickly and reliably and gives easy access to all the features, including an archive search of the database. Users pay a fixed monthly fee or a variable amount, which depends on how much data they put on to the system. Data retrieval is free.

CADWEB is an independent IT package, not contractor-controlled, which means that team members can use it as they wish. This can be beneficial but also leads to problems if, for example, unchecked data is input. To avoid difficulties, one person needs to oversee what goes in to ensure it meets uniform standards. The team must also decide at the outset:

• which CAD system to use (AutoCAD or Microstation)

• which general "office" system to use (Microsoft Office or Lotus Notes)

• where and how drawings are to be printed

• who pays for the system

• whether information is to be sent to all participants or picked up as necessary

• most important, who will manage the data and who will set the standards.

The data manager should then ensure that participants have the correct hardware and enough storage space on disk, and that regular IT monitoring meetings are held.

If these issues are not resolved, the system will fail to speed up communication.

G&T did not use the system much on the first Reading project, but has made great efforts to ensure the second is successful in IT terms, addressing the issues raised here right at the start of the job.

We found that staff must have a good level of IT understanding for the system to work. In particular, they need to be familiar with the CAD basics and file structures – new territory for the QS.

Staff also have to learn to think in a more computer-oriented way. IT must be seen as an integral part of the project, not just as an appendage. Viewing drawings on-screen instead of on paper is a new skill, especially if 3D modelling is used, as is taking measurements from electronic drawings. Training is crucial. We also have to get used to changes in the way we interact.

CADWEB is a professional, reasonably priced data management system. But it will work effectively only if information is properly controlled and if IT issues are resolved at the start of a project. In general terms, electronic data interchange is an excellent alternative to traditional procedures and its use will surely grow over time.