Welcome to The 51 st Annual CSI Show and Convention Specifications and Corporate Memory Robert Paul...

Welcome to Welcome to The 51The 51stst Annual Annual CSI ShowCSI Show™™ and and

Convention Convention

Specifications and Corporate Memory

Robert Paul Dean, AIA, CSI, CCS

Building Systems Design, Inc.

Booth #221

Baltimore, MD

June 20-22, 2007

The Construction Specifications InstituteThe Construction Specifications Institute is a Registered is a Registered Provider with The American Institute of Architects Continuing Provider with The American Institute of Architects Continuing Education Systems. Credit earned on completion of this Education Systems. Credit earned on completion of this program will be reported to CES Records for AIA members. program will be reported to CES Records for AIA members. Certificates of Completion for non-AIA members available on Certificates of Completion for non-AIA members available on request.request.

This program is registered with the AIA/CES for continuing This program is registered with the AIA/CES for continuing professional education. As such, it does not include content professional education. As such, it does not include content that may be deemed or construed to be an approval or that may be deemed or construed to be an approval or endorsement by the AIA of any material of construction or any endorsement by the AIA of any material of construction or any method or manner of handling, using, distributing, or dealing in method or manner of handling, using, distributing, or dealing in any material or product. Questions related to specific materials, any material or product. Questions related to specific materials, methods, and services will be addressed at the conclusion of methods, and services will be addressed at the conclusion of this presentation. this presentation.

This program is a registered educational program with the Construction This program is a registered educational program with the Construction Specifications Institute of Alexandria, VA. The content within this program Specifications Institute of Alexandria, VA. The content within this program is not created or endorsed by CSI nor should the content be construed as 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 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 specific content can be addressed at the conclusion of this program, by the Registered Provider.Registered Provider.

Credit earned for completing this program will automatically be submitted Credit earned for completing this program will automatically be submitted to the CSI CEN. Completion certificates can be obtained by contacting the to the CSI CEN. Completion certificates can be obtained by contacting the Provider directly. Provider directly.

This logo and statement identify Provider programs registered with the CSI This logo and statement identify Provider programs registered with the CSI CEN and are limited to the educational program content.CEN and are limited to the educational program content.

Learning ObjectivesLearning Objectives

Basic principles of preserving corporate Basic principles of preserving corporate memory through creation & maintenance memory through creation & maintenance of an office master specificationof an office master specification

Techniques for incorporating project Techniques for incorporating project experiences in an office masterexperiences in an office master

Techniques for updating your office master Techniques for updating your office master without losing corporate memorywithout losing corporate memory

Resources available Resources available

Office Master SpecificationsOffice Master Specifications What is an office master?What is an office master?

• Essentially, it is any set of specification Essentially, it is any set of specification sections that is intended for re-use on sections that is intended for re-use on multiple projectsmultiple projects

• In larger firms, an office master is typically In larger firms, an office master is typically used by a number of people and is used to used by a number of people and is used to establish/enforce office quality standardsestablish/enforce office quality standards

• An office master may be intended for use An office master may be intended for use without modification, but more typically is the without modification, but more typically is the starting point for individual projectsstarting point for individual projects

• An office master can serve as a repository for An office master can serve as a repository for corporate memory and therefore should corporate memory and therefore should change over time with project experiencechange over time with project experience

Office Master SpecificationsOffice Master Specifications Why is an office master a Why is an office master a

reasonable way to preserve reasonable way to preserve corporate memory?corporate memory?• Specs are text documentsSpecs are text documents

Master text can be modified to reflect Master text can be modified to reflect lessons learnedlessons learned

Notes can be added to record specifics of Notes can be added to record specifics of project experience – pro and con.project experience – pro and con.

• Separate documents, including Separate documents, including drawings and photos, can be easily drawings and photos, can be easily appended and retrieved with hyperlinksappended and retrieved with hyperlinks

Office Master SpecificationsOffice Master Specifications

To be really useful, an office master To be really useful, an office master must be carefully must be carefully maintainedmaintained

• Single point responsibility is criticalSingle point responsibility is critical• There must be reasonable allowance There must be reasonable allowance

for indirect timefor indirect time• Feedback from project architects is Feedback from project architects is

important and should be encouragedimportant and should be encouraged


What are the major problems What are the major problems associated with an office master?associated with an office master?• balancing need for standardization with balancing need for standardization with

need for keeping valid optionsneed for keeping valid options• figuring out how to present lessons figuring out how to present lessons

learned in a way that’s beneficiallearned in a way that’s beneficial• maximizing usefulness while minimizing maximizing usefulness while minimizing

effort spent in maintenanceeffort spent in maintenance• keeping it updatedkeeping it updated

Office Master SpecificationsOffice Master Specifications What’s wrong with simply reusing the What’s wrong with simply reusing the

last project spec?last project spec?• It really depends…It really depends…

word processing or relational database?word processing or relational database? similarity of projectssimilarity of projects time elapsedtime elapsed

• Editing by deletion is riskier than editing Editing by deletion is riskier than editing by selectionby selection

• It’s important to actually read each It’s important to actually read each section – regardlesssection – regardless

Office Master SpecificationsOffice Master Specifications Some common problems with reuse Some common problems with reuse

of specs produced by word processingof 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 options and alternatives relevant to new

projects tend to be overlooked because projects tend to be overlooked because they have been deleted for earlier they have been deleted for earlier projectsprojects

• specific references to older project data specific references to older project data are frequently not deletedare frequently not deleted

Office Master SpecificationsOffice Master Specifications So… what’s the right way to go about So… what’s the right way to go about

creating & maintaining a set of office creating & maintaining a set of office master specifications?master specifications?• select the basic approach – word select the basic approach – word

processing or relational databaseprocessing or relational database• assign overall responsibility to one assign overall responsibility to one

personperson• subscribe to a commercial guide spec subscribe to a commercial guide spec

system as a starting pointsystem as a starting point• merge whatever you have that’s unique merge whatever you have that’s unique

or otherwise valuable with the or otherwise valuable with the commercial master into one system commercial master into one system

Office Master SpecificationsOffice Master Specifications Organization of an Office Master Organization of an Office Master

Depends on Type of System:Depends on Type of System:• Word processing system:Word processing system:

typically one file for each spec sectiontypically one file for each spec section occasionally multiple files for specific occasionally multiple files for specific

sectionssections rarely multiple sets for different bldg. types rarely multiple sets for different bldg. types

• Relational database systemRelational database system:: typically one file for entire projecttypically one file for entire project occasionally one file for each project typeoccasionally one file for each project type occasionally single section mastersoccasionally single section masters

Office Master SpecificationsOffice Master Specifications Commercial Guide Specifications:Commercial Guide Specifications:

• MASTERSPECMASTERSPEC®®, owned by AIA and managed by , owned by AIA and managed by ARCOMARCOM

• BSD SpecLinkBSD SpecLink®®, owned and managed by , owned and managed by Building Systems Design, Inc.Building Systems Design, Inc.

• SPECTEXTSPECTEXT®®, owned and managed by the , owned and managed by the Construction Sciences Research FoundationConstruction Sciences Research Foundation

• Unified Facilities Guide Specification (UFGS) Unified Facilities Guide Specification (UFGS) and SpecsIntact, administered by USACE, and SpecsIntact, administered by USACE, NAVFAC, and NASANAVFAC, and NASA


• MASTERSPECMASTERSPEC® ® word processing system with word processing system with relational database add-onsrelational database add-ons

• BSD SpecLinkBSD SpecLink® ® pure relational database pure relational database system by Building Systems Design, Inc.system by Building Systems Design, Inc.

• SPECTEXTSPECTEXT® ® word processing system with word processing system with macro add-onsmacro add-ons

• Unified Facilities Guide Specification (UFGS) Unified Facilities Guide Specification (UFGS) and SpecsIntact and SpecsIntact word processing system with word processing system with customized macro add-onscustomized macro add-ons


• MASTERSPECMASTERSPEC® ® word processing system with word processing system with relational database add-onsrelational database add-ons

• BSD SpecLinkBSD SpecLink® ® pure relational databasepure relational database system by Building Systems Design, Inc.system by Building Systems Design, Inc.

• SPECTEXTSPECTEXT® ® word processing system with word processing system with macro add-onsmacro add-ons

• Unified Facilities Guide Specification (UFGS) Unified Facilities Guide Specification (UFGS) and SpecsIntact and SpecsIntact word processing system with word processing system with customized macro add-onscustomized macro add-ons

e-SPECS Designer by Interspece-SPECS Designer by Interspec

Incorporating Project Experience in Incorporating Project Experience in Office Master SpecificationsOffice Master Specifications

All Systems:All Systems:• Modifying commercial master to:Modifying commercial master to:

eliminate options that should never be usedeliminate options that should never be used add valid alternativesadd valid alternatives indicate mutually exclusive optionsindicate mutually exclusive options

• Adding notes to:Adding notes to: explain when alternatives should be usedexplain when alternatives should be used provide background and historyprovide background and history incorporate specific project experienceincorporate specific project experience

• Adding “intelligence” to expedite choicesAdding “intelligence” to expedite choices


Customizing a Commercial Master:Customizing a Commercial Master:• Word processing systems:Word processing systems:

eliminate undesirable options by eliminate undesirable options by deletingdeleting text 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 indicate mutually exclusive options (use color or insert notes)notes)

• Relational database system:Relational database system: eliminate undesirable options by eliminate undesirable options by excludingexcluding text or text or

adding noteadding note add valid alternatives by inserting choices or adding add valid alternatives by inserting choices or adding

paragraphsparagraphs automate related new text by adding intelligent linksautomate related new text by adding intelligent links indicate mutually exclusive options by adding indicate mutually exclusive options by adding

intelligent linksintelligent links



add notes by using:add notes by using:• hidden texthidden text• notes featurenotes feature• graphic device to differentiate notes from text graphic device to differentiate notes from text

(asterisks, text box, change in font, etc.)(asterisks, text box, change in font, etc.)

• Relational database system:Relational database system: add notes by using project notes featureadd notes by using project notes feature hyperlinks to separate documentshyperlinks to separate documents



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 linking text to turn on or highlight related text or exclude incompatible optionsexclude incompatible options

• using project notes to provide detailed instructionsusing project notes to provide detailed instructions


• After obtaining a subscription to a commercial After obtaining a subscription to a commercial master guide specification system…master guide specification system…

• Make a conscientious effort to incorporate the Make a conscientious effort to incorporate the commercial updates into your office master on commercial updates into your office master on an ongoing basisan ongoing basis

• Make changes to your office master learned Make changes to your office master learned from actual project experiencefrom actual project experience

• Treat the office master as a valuable resource Treat the office master as a valuable resource for the entire firmfor the entire firm

Tactics for Establishing an Office Master:


• Use the specs developed for a specific project Use the specs developed for a specific project as the starting point, and make modifications as the starting point, and make modifications on an ongoing, as-needed basison an ongoing, as-needed basis

Advantage: Easiest way to get startedAdvantage: Easiest way to get started Disadvantage: Modifications evolve slowlyDisadvantage: Modifications evolve slowly

• Create a specific set of project specs (or Create a specific set of project specs (or multiple sets) that are intended from the multiple sets) that are intended from the outset to be the office master(s)outset to be the office master(s)

Advantage: Most likely to produce consistent specsAdvantage: Most likely to produce consistent specs Disadvantage: Requires initial overhead investmentDisadvantage: Requires initial overhead investment

Tactics for Establishing an Office Master:

Establishing an Office Master Establishing an Office Master in in Word ProcessingWord Processing

Augment commercial master by:Augment commercial master by:• creating a master template for creating a master template for

format, appearance of final sectionsformat, appearance of final sections• applying format to master sectionsapplying format to master sections• modifying sections as needed to modifying sections as needed to

meet office needs, standardsmeet office needs, standards• add unique sections to match add unique sections to match

format of modified commercial format of modified commercial master sectionsmaster sections


Add valid alternatives:Add valid alternatives:• insert options within a paragraph by using insert options within a paragraph by using

bracketsbrackets• provide mutually exclusive alternative paragraphsprovide mutually exclusive alternative paragraphs• if new products are added, verify that Part 1 and if new products are added, verify that Part 1 and

Part 3 text is still appropriatePart 3 text is still appropriate• if necessary, add corresponding text in other parts if necessary, add corresponding text in other parts

of the section of the section Consider marking inappropriate alternatives, Consider marking inappropriate alternatives,

rather than deleting them, using: rather than deleting them, using: • notesnotes• text boxestext boxes• colorcolor


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 Distinguish the notes from master text by:text by:• using hidden textusing hidden text• separating notes from text by charactersseparating notes from text by characters• using colorusing color

Set off notes by using distinctive characters

Set off notes by using distinctive color

Set options to display hidden text

Establishing an Office Master Establishing an Office Master in a in a Relational DatabaseRelational Database System 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 Links multiply productivity & improve

coordinationcoordination• Overlay structure avoids interference Overlay structure avoids interference

between data in commercial master and between data in commercial master and data in separate office master filedata in separate office master file

• Updating never affects office master Updating never affects office master datadata

Relational Database Concepts

Establishing an Office Master Establishing an Office Master in a in a Relational DatabaseRelational Database System System

Add valid alternatives:Add valid alternatives:• insert options within a paragraph by using insert options within a paragraph by using

choice fieldschoice fields• provide mutually exclusive alternative provide mutually exclusive alternative

paragraphs with interactive linksparagraphs with interactive links• if new products are added, verify that Part 1 if new products are added, verify that Part 1

and Part 3 text is still appropriateand Part 3 text is still appropriate• if necessary, add corresponding text in other if necessary, add corresponding text in other

parts of the section and build links for selectionparts of the section and build links for selection Exclude inappropriate alternatives, rather Exclude inappropriate alternatives, rather

than deleting them, and then add: than deleting them, and then add: • explanatory notesexplanatory notes• excluding linksexcluding links

Establishing an Office Master Establishing an Office Master in a Relational Database Systemin 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 Distinguishing the notes from master text is unnecessarytext is unnecessary

Office Master SpecificationsOffice Master SpecificationsTactics 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 compare each updated section with edited version in office

master specificationmaster 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

Relational Database Updating

Yes: The project is updatedautomatically (but user edits andadditions are not affected)

No: Project is not updated, but sections and paragraphs that would be changed are marked for later consideration

Other Options for Office MastersOther Options for Office Masters Adding an intelligent checklist:Adding an intelligent checklist:

• Insert options in logical, decision-Insert options in logical, decision-making ordermaking order

• Tag checklist paragraphs for non-Tag checklist paragraphs for non-printing status and selectabilityprinting status and selectability

• Add links to achieve automatic editingAdd links to achieve automatic editing• Test for desired resultsTest for desired results

Other Options for Office MastersOther Options for Office Masters Adding hyperlinks to related Word Adding hyperlinks to related Word

documentsdocuments Importing whole sections from word Importing whole sections from word

processingprocessing• Assure that source document is formatted Assure that source document is formatted

cleanly and consistently, then convert to .rtfcleanly and consistently, then convert to .rtf• Add any codes desired for automated choice Add any codes desired for automated choice

creation, notes insertion; then importcreation, notes insertion; then import• Add tags for administrative reportsAdd tags for administrative reports• Add links as required for automated reference Add links as required for automated reference

standards, cross references, TOC, etc.standards, cross references, TOC, etc.

Learning ObjectivesLearning Objectives

Basic principles of preserving corporate Basic principles of preserving corporate memory through creation & maintenance memory through creation & maintenance of an office master specificationof an office master specification

Techniques for incorporating project Techniques for incorporating project experiences in an office masterexperiences in an office master

Techniques for updating your office master Techniques for updating your office master without losing corporate memorywithout losing corporate memory

Resources available Resources available

For more information, please For more information, please contact. . .contact. . .

Building Systems Design, Inc.Building Systems Design, Inc.

888-BSD-SOFT888-BSD-SOFT(888-273-7638)(888-273-7638)

www.bsdsoftlink.com

This concludes the educational portion of this presentation

Or visit us in Booth 221 at the CSI Show

Welcome to The 51 st Annual CSI Show and Convention Specifications and Corporate Memory Robert Paul...

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