Digitizing design review
Carolyn Stegon, AECOM’s U.S. West region PPM digital lead, manages a digital plan review division that has launched work flows for clients to enhance project delivery success.
With hundreds of reviewers providing thousands of comments addressed on scores of reams of paper plans, traditional design review is a necessary but onerous step in the design process — one that calls for collecting, tracking, adding and reconciling seemingly infinite amounts of data and comments for each review phase.
A new digital solution I developed while working for our AECOM clients is revolutionizing design review procedures by better coordinating information while reducing time, expense and re-work — with the ultimate goal of streamlining internal agency and government efforts.
The start of something new
In 2010, I began helping to manage design reviews for one of AECOM’s major California clients. As a structural engineer with a decade of experience, I had a firm understanding of the technical review process and knew it could be time consuming and challenging. My engineer brain told me there had to be a better way. How could the process be streamlined?
I was introduced to a software platform that provided flexibility and organization that was in use by the client. With some adaptation, I customized and developed the software developing it so it provides an efficient digital design review platform that our clients could use to manage their projects. With the initial success of this review platform, I gradually introduced this new solution to some of our other clients. Success built on success and eventually I was approached by other clients to revise their design review process and began to lead an AECOM team that customized software solutions tailored to each of our clients’ needs. In some cases these newer clients were using the same software as our initial clients, in others we introduced clients to this software and in yet others we adapted other software to meet their requirements.
The importance and usage of a digital review system
Our team is all about developing and implementing a digital review system that works best for every client. Design and implementation typically involve an eight-step process encompassing a client working group, understanding and building client workflows, building the digital platform, establishing building procedures, providing formal training, receiving and then incorporating training feedback, and finally integrating the system into the client’s office. This last step includes providing project support, maintenance and staff augmentation as needed.
One key to developing the system is establishing a working group that incorporates decision-makers and subject matter experts. As a team we work to engage the right people up front. This advances the process by providing insights on work scope, goals and current positioning while delivering strategies that manage specific organizational challenges.
As its popular rises, so does the needed training and guidance
We develop hands-on supportive training that includes varied exercises and chaptered training videos. Our team also provides step-by-step procedures that include screen shots so reviewers fully comprehend their role in the design review process. As training progresses, we work with staff, helping them gain familiarity with the system by establishing a “sandbox setting” a demonstration project where they can practice using the platform. We also provide guidance on active projects.
Our involvement continues until clients are comfortable with the new solution. Our follow-up always includes a feedback survey and direct contact information for future assistance.
The nitty gritty: How does the system work?
Plans are uploaded as PDFs. The packages include specifications, calculations and any other information needed for review. Submissions can be done from an office or from home, with all reviews, back checks and approvals completed digitally. We invite reviewers to the digital space, where everyone views the same plans at the same time, working live in the space. This real-time collaboration enables our clients to communicate with project teams across multiple entities. We set up menus that document information and enable the originator, architect, engineer and other team members to see, sort, and more accurately respond to and reconcile comments. Plans may be digitally resubmitted and plan originators are able to obtain their permit digitally.
A record of success and a hopeful future
Now, 12 years after the first program, our services are evolving to become even more efficient. We have delivered customized design review systems to more than 30 clients, including the Division of the California State Architect, which reviews US$6 billion in construction plans for all California K-12 schools, community colleges and other state owned and leased facilities. We also work with the City and County of San Francisco and the Los Angeles Unified School District, and we use digital design reviews internally as part of our ISO 9001: Quality Management System certification.
To date, the AECOM team has helped Design Review Teams, including Permitting Agencies, cut down the average time required for review by 10-20 days, equating to tens of thousands of dollars in productivity increases. Additionally, we have helped Document Originators drastically reduce their paper and shipping costs overall. And the rate of adoption is only going up. We expect to work with 25 more clients in the coming year, furthering the efficiency of the design review process.