Features and Capabilities in the Concurrent Engineering Environment

PROCE PROJECT: INTERMEDIATE REPORT 1

Features and Capabilities in the Concurrent Engineering Environment Antti Lakka and Kristiina Sulankivi VTT Building and Transport Mary Luedke University of Wisconsin-Madison

TECHNICAL RESEARCH CENTRE OF FINLAND 15 MARCH 2001

Contact information http://www.vtt.fi/rte/cmp/projects/proce/index.html VTT Building and Transport, P.O. Box 1802, 33101 Tampere, Finland Department of Civil & Envir. Engrg, Univ. of Wisconsin-Madison, 2320 Engineering Hall, 1415 Engineering Drive, Madison, WI 53706 USA Antti Lakka Kristiina Sulankivi Mary Luedke

+358 3 3163432 +358 3 3163443 +358 3 3163416

[email protected] [email protected] [email protected]

ProCE-publications this far Existing Features And Attributes In The Concurrent Engineering Environment. Luedke, Mary, Lakka, Antti, and Sulankivi, Kristiina. In Proceedings, 2nd Nordic Conference on Construction Economics and Organization. April 24-25, 2001. Göteborg, Sweden. 8 pages. New Potential Technologies for the Concurrent Engineering Environment. Sulankivi, Kristiina, Lakka, Antti, and Luedke, Mary. 2001. In “Proceedings, 2nd Nordic Conference on Construction Economics and Organisation." April 24-25, 2001. Göteborg, Sweden. 8 pages. Measuring the benefits of CE-environment solution in the multi-partner projects. Lakka, Antti, Sulankivi, Kristiina, and Luedke, Mary. In Proceedings, 2nd Worldwide ECCE Symposium. June 6-8 2001, Espoo Finland. 6 pages.

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FOREWORD This survey is a part of the R&D activity Project Management and Organization in the Concurrent Engineering Environment ProCE, which is a joint research project of VTT Building and Transport (Finland) and the University of Wisconsin-Madison (USA). The research is mainly carried out at VTT in Tampere. The research group consists of senior research scientist Antti Lakka (MSc) and research scientist Kristiina Sulankivi (MSc) from VTT, and visiting research scientist Mary Luedke (BSc) from the University of WisconsinMadison. Current project progress can be followed on ProCE website at http://www.vtt.fi/rte/cmp/projects/proce/ The ProCE research project is guided by Professor Awad S. Hanna from the University of Wisconsin-Madison and supervised by the industry group consisting of Juha Kuokkanen (Raksanet), Jari Virsunen (YIT), Hannu J. Mäkinen (Rakennustoimisto Pohjola), Kirsti Paasikallio (Valopaino), Aulis Toivonen (HKR-Rakennuttaja), Kyösti Kokki (Skanska), Petri Laurikka (A-Rakennuttaja), Pekka Vaara (CM-Systems), Mikko Viljakainen (Wood Focus), and Matti Leino (Optiplan). The authors express their gratitude to each of the solution providers participating in the survey. Without their participation this study would not have been possible. The research is funded by the Finnish industry group of ten companies, Tekes, VTT, and the University of Wisconsin-Madison.

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CONTENTS FOREWORD ....................................................................................................................1 1

INTRODUCTION...................................................................................................... 3

2

THE CE ENVIRONMENT ....................................................................................... 3

3

RESEARCH METHOD.............................................................................................3

4

DESCRIPTION OF COMMONLY AVAILABLE FEATURES ..............................4 4.1

Client software requirements ............................................................................4

4.2

Communication tools........................................................................................5

4.3

Document management ....................................................................................5

4.4

CAD features ....................................................................................................5

4.5

Other document features ...................................................................................6

4.6

Construction workflow applications.................................................................6

4.7

Time control......................................................................................................6

4.8

Project Information ...........................................................................................6

4.9

Links to other services ......................................................................................7

4.10 Security .............................................................................................................7 5

SURVEY RESULTS .................................................................................................7

6

POTENTIAL FEATURES AND CAPABILITIES ...................................................9

7

6.1

Features.............................................................................................................9

6.2

Flexibility of the solution................................................................................11

CONCLUSION........................................................................................................11

CITED SOURCES ..........................................................................................................13 UNCITED SOURCES ....................................................................................................13 APPENDIX 1 Features and capabilities questionnaire in English 2 Features and capabilities questionnaire in Finnish

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1

INTRODUCTION

ProCE: Project Management and Organization in the Concurrent Engineering Environment is a Finnish-American cooperative research project aimed at developing the management and organization of multi-partner projects in the concurrent engineering (CE) environment. The first phase of ProCE consisted of two tasks. Task one identified the features and capabilities available in collaboration solutions and estimated how commonly these features and capabilities are available in sophisticated solutions. Task two isolated rare collaboration solution features and capabilities and identified those that add value and should be more widely available. Furthermore, task two included identifying some user needs that are not being met by available collaboration solution features and capabilities. The following is a summary of the results of this study. The paper first describes the CE environment for the purpose of this study and then describes the research method and findings. The findings are divided into two sections, the first summarizing the commonly available features and capabilities and survey results, and the second describing rare and potential collaboration solution features and capabilities.

2

THE CE ENVIRONMENT

For the purposes of this research project, the CE environment is defined as the conceptual arena created by any or all technologies enabling collaborative efforts in the building process and consists of three basic components. The first component is electronic information; information must be electronically storable and transferable. Next, there must be a centrally accessible location to store the electronic information. Finally, a network must exist to transfer the electronic information. A literature study and survey both indicated that the most common tool creating a centrally accessible storage location for the CE environment are collaborative, document and project management solutions. Many currently available multi-partner collaboration solutions can be used by way of application service provider (ASP) services, meaning that for a fee, the ASP provides tools and centrally accessible server space and requires the use of only a web browser for basic capabilities. The features and capabilities of currently used CE-environment solutions are simple and serve well as basic, central information repositories with some integrated communication tools and possible links to other services. These solutions establish part of the foundation for the multipartner CE environment.

3

RESEARCH METHOD

To develop an understanding of the state of the art collaboration tools available, a list of over 300 available service options related to the CE-environment was compiled from existing lists (Orr 2000, Hannus 2000) and by searching literature and the web. Listed entries varied from services providing reference information, such as product descriptions, to services such as electronic white boards for online collaboration sessions. The list was intended to be a broad sample of available tools, not an exhaustive collection. After analyzing the main purpose of the listed sites, they were categorized into three groups: collaboration solutions, support, and eCommerce and reference information.

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Early on, collaboration solutions were recognized as significant in developing the CE environment. These tools were being identified by different names, including project extranet and Application Service Provider (ASP). In the collaboration solution group, 120 solutions were identified, with about 80 specializing on some aspect of the building process. From the group of 80, we selected about 30 service providers to analyze more deeply to gain an understanding of the available features and capabilities. And furthermore 19 cooperaterated and provided more information by replying to the questionnaire. The summary of the available features and capabilties included in this report is based mainly on the results from those 19 replies. In alphabetical order, the sample companies represented the countries of Belgium, Finland, Norway, Sweden, the UK, and the USA. During the process of selecting the study sample, a list of commonly available features and capabilities was developed. These features were identified by studying product demonstrations on company websites. Based on the list of commonly available features and capabilities, a questionnaire was developed and submitted to the sampled service providers. The questionnaire was distributed in English (Appendix 1), Finnish (Appendix 2), and Swedish. Each question was posed in the multiple-choice format, so that answers could be selected from a list of commonly available features. In addition, each question left the option of giving a customized answer. After receiving the service provider responses, answers were analyzed for accuracy, recorded, and then summarized.

4

DESCRIPTION OF COMMONLY AVAILABLE FEATURES

Serving as the foundation for and verified through the distribution of the sample questionnaire, commonly available tools were organized into ten general categories: • • • • • • • • • •

client software requirements, communication tools, document management, CAD features, Other document features construction workflow applications, time control, project information, links to other services, and security.

Each of the features was analyzed from the viewpoint of a user, a person using the collaboration solution. Therefore, if questionnaire replies were given by both the software developer and ASP regarding one solution, the ASP reply was analyzed, because the ASP provides the product the user interacts with. In the following paragraphs, the bold text words refer to the items listed in Figure 1, the questionnaire results summary. Refer to the bold text words in the following text for definitions of the items listed in Figure 1. 4.1

Client software requirements

For each system, the client software requirement was determined. Possibilities included the user being required to use a web-browser, such as Netscape or Microsoft Internet Explorer (IE), or software provided by the Application Service Provider, or both to access the service and utilize some or all features of the solution. For example, in one solution, users were able to access the system via web browser, but were unable to upload files without using

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specialized software provided by the solution provider. In another example, users were completely unable to access the service without the ASP software. 4.2

Communication tools

Communication was divided into questions about electronic mail (email), notification, and other communication tools. The defining capability for the email feature was being able to compose an email message from within the system. If a user could not compose a message, the system was classified as utilizing Standard email. If the composed message could be sent only to other system users we considered the tool Internal, and if the message could be sent to project participants not using the service, the tool was considered Integrated. In terms of notification, if the system initiated notification of changes within, such as newly uploaded files, the service was considered as having automated notification. Finally, for other communication tools, we determined if the solution had developed an online discussion forum, a facility hosting real time, sequential or threaded text conversations. 4.3

Document management

Document management features included folder organization, searching capabilities, data archive capabilities, data update method, and change management. Internal document folder organization was identified as being traditional, fixed folder tree structure or other file management method. In terms of searching, three features were identified, defined and searchable metadata, such as subject, author, and manager, and keyword search throughout the full text contained in the body of each file or by file name. For information archive options, it was determined if the collaboration solution offered to archive all project data onto Compact Discs. The data update method was also included under document management and referred to the technique used to add or update information to the hosted server. Systems were classified as offering either real time or extraneous update methods. Real time update indicated that the solution makes it technically possible to add or update project information to the system by transaction. Meaning that when uploading a document to the hosted server, the document is then immediately available to other users. The contrasting option, extraneous update, means that project information is not immediately available to other users after uploading. Also classified under document management was change management that identified the solution provider's techniques for managing changes within the system. Tools for user notification of changes, document version management, and document audit trail were identified. Notification of changes referred to any tool or technique used for notifying the user of some change within the system, such as a newly uploaded document. For files with multiple versions on the server, Version management identified tools used to identify the most current document version and archive earlier versions. And last, the document audit trail was identified as a tool by which the system tracks actions taken regarding each file, for example a document was uploaded by Sue of XYZ Company on 31 March 2001. 4.4

CAD features

The CAD features were specifically examined because CAD files are seen as the primary product of the design phase and the foundation for the construction phase. Identified features were differentiated based on whether or not the user was able to view and redline files without specialized software installed on his or her computer. If the solution was identified as supporting CAD viewing, system users were able to view CAD files (e.g. dwg, dgn, dwf, dxf,

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or plt) without having CAD software or installing file viewing software. If the solution was identified as supporting CAD viewing with plug-in, systems users were able to view and redline CAD files (e.g. dwg, dgn, dwf, dxf, or plt) without having CAD software, but were required to install viewing software, usually a browser plug-in. Finally, a solution was identified as supporting CAD redlining if the solution provided tools to redline, or markup, CAD files (e.g. dwg, dgn, dwf, dxf, or plt) without installing specialized markup software. 4.5

Other document features

In terms of files other than CAD, we determined if the user was able to view the contents of common file types (file viewing without plug-ins), such as MS Word, MS Excel and Adobe PDF files. Viewing must be possible without having the software necessary for creating the document or being required to install file viewing software. We also determined if users were able to perform other document markup meaning the ability to markup, or redline, documents other than CAD files without installing specialized markup software on the user's computer. 4.6

Construction workflow applications

Construction workflow applications were those developed tools modeling a specific task process characteristic of the construction phase and capable of executing the specific process electronically and entirely within the system. We identified five common processes. The Request for Information (RFI) process consists of one person seeking information from another. For example, within the system a request for information can be initiated by the contractor, then sent to the architect. The architect receives the RFI, answers the question, sends the response to the contractor, and posts the information for project viewing, if appropriate. The Submittals feature tracks items as they move through an approval process. For example, the painting subcontractor needs to submit paint samples for approval by the architect and owner. The submittal process would document the paint sample's progress through both the architect and owner's approval. The Issues feature supports any problem or project issue. The issue process would document the problem or issue's progress through the reconciliation process. The Change orders feature supports formal changes to the project contract that do not alter the original project scope. The change order system documents the process from the initial Request for Change through approval and contract amendment. The Punch Lists feature supports the documented completion of unfinished or unsatisfactorily completed construction tasks. 4.7

Time control

Two different time control tools were identified for monitoring and managing project events and progress. A project calendar tool allowed users to create and manage date-sensitive project information, such as dates of project meetings or project milestones, for each system user. A Project schedule tool allowed users to create, maintain, and manage the anticipated time schedule for completion of the project and its specific tasks. 4.8

Project Information

Features related to project information included tools concerning both regularly updated information and general information that is changing less frequently, such as displaying personal contact information of project team members. In terms of regularly updated information, developed electronic forms predetermine some required information and assist users in storing and managing information in the project database, and distributing

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information to project participants. Daily field reports store information about the resources used and activities occurring on site each day. Offline Communication Log documents project communications occurring outside of the hosted solution, such as telephone calls or letters delivered by post. The Meeting minutes tool handles meeting information such as list of participants, items of discussion, agreements, and conclusions. 4.9

Links to other services

Another common feature identified was established links to printing services. An established link meant that the provider offered a defined and modeled process for initiating, coordinating, and managing printing services. 4.10 Security Finally, several different techniques for securing the systems and information were identified. Basic system security limits solution access to users with login and password, but does not regulate the user view once inside the repository. Variable document access control extends basic security by regulating the user's view at the folder-level or rights at the file-level once inside the repository. File rights can include view, upload, or download. Electronic identification limited solution access to users with electronic identification cards and both hardware and software installed on his or her computer. In terms of hosted information security offered by the service providers, we identified three different options. Information Back-up referred to measures taken to ensure that the existence of information stored on the solution provider's server would not be eliminated because of unforeseen events. A Service Reliability Guarantee referred to measures taken to ensure that service would not be eliminated because of provider technical problems. And last, Virus scan identified the solution provider taking responsibility to scan hosted project information to eliminate viruses.

5

SURVEY RESULTS

To begin the collaboration solution features and capabilities analysis, a questionnaire was distributed to solution provider company representatives. The survey summary (Figure 1) is based on a total of 19 responses, including twelve European and seven American service providers. Many of the solutions are available internationally, therefore the European or American designation identified the solution provider's country of origin. It should be noted that the survey was intended to be a sample of the available state of the art services, and in most cases these solutions are the most developed solutions available in their country of origin. The results are not representative for the volume of solutions available. This sample identified the common features and capabilities currently available from the most developed solutions. In Figure 1, some features may appear to be common. However, keep in mind that when considering a larger sample size, some features may be truly common, and others may then be seen as rare and highly sophisticated. In order to be classified as providing a certain feature or capability, the solution hosted a defined and developed tool independent of user input. The bar chart in Figure 1 illustrates the frequency of providing the listed features and capabilities. Again, more basic features and capabilities would probably occur equally as frequently in a larger sample size, but sophisticated features should be expected to occur less frequently. For definitions of the items listed in Figure 1, refer to the bold text words in the previous section.

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Average Europe USA

Feature frequency, % of solutions including the feature 0

10

20

Utilizes W eb-browser R equires A SP -software Standard e-m ail Internale-m ail Integrated standard e-m ail A utom ated notification O nline discussion forum Trad.fixed folderTree

D efined and searchable m etadata Fulltextsearch File N am e search A rchive option (burn C D ) R ealtim e Extraneous

Feature

N otification ofchanges Version m anagem ent D ocum entaudittrail C A D Viewing C A D Viewing with plug-in C A D R edlining O therfile viewing withoutplug-ins D ocum entm arkup&com m enting R equestforInfo (R FI) Subm ittals Issues C hange orders P unch Lists C alendar P rojectschedule C ontactinform ation D aily field reports O ffline C om m unication Log M eeting m inutes Link to printing services Variable docum entaccess control Electronic identification Inform ation B ack-up Service R eliability G uarantee Virus scan

Figure 1: Features and capabilities survey results.

30

40

50

60

70

80

90

100

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Common techniques, features and capabilities of the CE-environment solutions currently available in the market are: • • • • • •

real time updating, traditional, fixed folder tree structure to organize and manage documents, notification of changes made to the hosted project information, version management for managing different versions of the same file, information archiving as a part of the service, and variable document access control.

A bit less, but still rather common features include information back-up as a part of service, and document audit-trail used to track actions taken regarding each file. Also internal, or more commonly integrated, e-mail is included as a communication tool in many European solutions.

6

POTENTIAL FEATURES AND CAPABILITIES

Also identified from the collaboration solution features and capabilties analysis, were potential collaboration solution features and capabilities. These features and capabilities are developed but identified as rarely available by the solution provider survey. In addition to developed tools, several unaddressed user requirements are described. Potential features were found for the following purposes: • • • • • • •

communication document management, file viewing construction workflow applications connecting new parties to CE-environment links to other services, and security

Again, each of the features is analyzed from the viewpoint of a user, a person using the collaboration solution. 6.1

Features

Communication is the area in which there are the most new potential technologies and tools for collaboration solutions. There are many tools that support remote project teams. A tool that can increase group awareness for remote teams is online status. Online status displays the names of users logged into the system and is the remote user's equivalent of walking down the office hallway and seeing who is in their office. Web conferencing is another supporting tool. This technology could be used for offering user support when initially implementing collaboration tools in early project phases, or for discussing designs or other visual materials in later phases. Other visual communication tools include web and digital cameras. Web cameras can be used to monitor project progress as the building shell is being constructed. After the shell is complete, digital cameras can be used to document interior progress and can be attached to progress reports, RFIs, or any other document where photos contribute to accurate communication. One feature that is significant to international project teams is the availability of language options. Individual users can select their preferred working language, potentially increasing the productivity of using the collaboration solution. Each of these tools supports remote project teams. Other potential communication features include different

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methods for documenting offline communication. Offline communication is any communication that occurs outside the electronic medium, such as telephone calls, traditional letters, or face-to-face conversations. To document these non-electronic communications, users are able to upload documents to the system in various ways, including scanning, emailing, or faxing, resulting in the information stored as a digital file. For example, to document a telephone or face-to-face conversation, the user can compose a summary email and send it to the collaboration solution where it is then stored by the system. This tool helps to store all documentation in digital form and in one location. For document management there is a more flexible, modifiable organization available, as compared to traditional, fixed folder trees. A dynamic folder view provides variable views to project information; even parallel folder trees can be seen. In other words, information and documents can be organized and linked in different ways, depending on user and project needs. File viewing is more user friendly, if done without needing to download and/or open the file, and without needing to install additional viewing software on to the client system (usually plug-ins integrating with a web browser). Two different categories of developed file viewing features can be considered: CAD viewing without plug-ins and document viewing without plug-ins. CAD viewing is isolated because of the important role these files serve in construction projects and refers to viewing original CAD files (e.g. dwg). Document viewing describes the feature allowing users to view the contents of common file types (e.g. MS Word, MS Excel and Adobe PDF files) and may include a large number of different file types. In practice, users benefit because the service provider takes responsibility for integrating file viewing with the solution, perhaps by installing viewing software on the hosted server. In addition, project participants are able to view files without having the same programs or program versions in their systems. This may be an especially useful feature in large projects where there are a lot of members, from various countries, with different needs. As defined in this way, CAD viewing without plug-ins is a rare feature in Nordic solutions (survey results included viewing dwg, dgn, dwf, dxf, or plt files). Construction workflow applications are typical for developed US solutions and existing ideas can be leveraged by European solutions with the condition that procedural cultural differences are considered. Good examples of established workflow applications in US solutions include methods for managing submittals and requests for information (RFIs). There has not been as much effort by European solution developers to create workflow applications, but some flexible solutions make it possible for users to configure or even create applications by themselves. Variable user access control makes it possible to connect new parties to the CE-environment thus delivering appropriate project information and offering services to building end users. The basic service is read-only access to general project information, which can be used to plan the start-up of the building. A more sophisticated service is to use the CE-environment solution for communication during the design and construction phase between the designers and building end users. Other than building end users, a different way to leverage connecting new parties is for delivering requested information to authorities. Another area where potential exists is in making links to other services. Established links from a collaboration solution to other services makes it quick and easy to procure useful information for project management and organization purposes. An implemented example is displaying job site-specific weather reports and forecasts integrally on the hosted web site. Other potentially useful links include supplier, contractor, and subcontractor databases.

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Security related potential new technologies are involved in both safeguarding access to the system, and securing the data from being infected by computer viruses. A new common user identification procedure is needed for all devices connected to Internet. Already there are several technologies available for electronic user identification, which is utilized in user access and in signing documents. The main weakness of the current technology is that specialized accessory harware and software is required which is not common in all client Internet-access devices. The specialized requirements decrease the usability of the CEenvironment in multi-partner projects where each party has several projects going on at same time. Virus scanning is another area where a new procedure is needed. Scanning should be performed so that the solution scans files before allowing them to be saved, rejects infected files, notifies the user if the file upload was successful or not, and thus prevents viruses from effecting the system and project information. 6.2

Flexibility of the solution

• Fixed service: everything is defined • Easy to customize • Flexible solution: everything can be customized

Flexible

Figure 2. Flexible and fixed CEenvironment solutions.

Fixed

The flexibility of the CE-environment solution is another potential technological attribute and a key feature when evaluating solutions. From a company perspective, flexibility makes it possible to develop a suitable CE-environment solution from the company standpoint. However, from the project viewpoint, flexibility is not such an important feature. A project needs a ready-defined solution, which is easy to implement into project practices without a long configuration phase at the beginning of the project (Figure 2).

Software developer

ASP service

For example, a company may have a history of creating their own documents for management routines. Some solutions offer tools for users to create these custom electronic forms to suit their own specific needs. In addition to organized company development efforts, many simple documents that are currently saved to project servers could be replicated and utilized more efficiently and updating done partly automatically if tools for form creation are offered in a solution. These flexible features make it is possible for company document libraries and information to be utilized and transferred in collaboration solutions without outsiders learning about confidential company procedures.

7

CONCLUSION

Based on the development and execution of the sample survey, an understanding of the spectrum of Internet collaboration features and capabilities currently available to the building industry was gained. In short, the currently common features and capabilities are simple and the solutions serve as basic, central information repositories. These solutions also serve as a

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tool for distributing some information electronically rather than via paper mode. The development of both a functional, central information repository and electronic information distribution is significant progress toward fully leveraging the potential of the CE environment. And, one advantage of currently simple solutions is that users can become familiar and comfortable with the idea of these services before using the CE environment to undertake more complex activities. To fully advantage the potential of the concurrent engineering environment and directly address other significant problems in the building process continued evolution of these systems is needed. Already it is evident that this evolution is occurring both in the market and with the product offerings. Examples include the recent company acquisitions and mergers, and also the employed methods of product distribution. In terms of product distribution, some companies are beginning to offer their service as an in-house, enterprise solution, an approach different from the service provider approach taken earlier. In terms of collaboration solution features and capabilities, some useful, developed features are available, but not in wide use and therefore remain new potential technologies. Lastly, some essential user requirements remain unaddressed. However, new technologies and features for the CE-environment are just one part of developing collaboration in multi-partner projects. The new tools must also be deployed into practice and new communication procedures must be established between companies. It is important to take into account that the implementation of special CE environment features often requires changes in project procedures. If the CE environment feature is to be widely implemented, these procedural changes must be made; the features must match the established project procedures.

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Houston AGC Shootout. 2000. . Hsin-Chi Chang, and Wen F. Lu. "WWW-Based Collaborative System for Integrated Design and Manufacturing." Concurrent Engineering: Reserach and Applications. 7 (1999): 319-334. Jones, Steven. "e-Business and the Changing Face of the Construction Industry." (2000). Conference Prodeedings. Construction Industry Institute 2000 Annual Conference, Nashville, Tennessee. 9-10 August 2000: 143-153. Kog, Yue Choong and Somsak Swaddiwudhipong. "IT Strategy of the Singapore Construction Sector." Computing in Civil and Building Engineering: Proceedings from the 8th International Conference (ICCCBE-VIII), Stanford University: Stanford, California, 14-16 August 2000. Ed. Renate Fruchter, Feniosky Peña-Mora, and W.M. Kim Roddis. Reston: ASCE, 2000. 635-642. Kraker, Jay M. 2000. "Firms Jockey for The Lead in the Race To Go On Line." ENR. 25 Sept: 50+. Liston, Kathleen McKinney, Martin Fischer, and John Kunz. "Requirements and Benefits of Interactive Information Workspaces in Construction." Computing in Civil and Building Engineering: Proceedings from the 8th International Conference (ICCCBE-VIII), Stanford University: Stanford, California, 14-16 August 2000. Ed. Renate Fruchter, Feniosky PeñaMora, and W.M. Kim Roddis. Reston: ASCE, 2000. 1277-1284. Malcurat, Oliver , Jean-Claude Bignon, and Gilles Halin. "Improving Cooperation in Small Scale Projects." Computing in Civil and Building Engineering: Proceedings from the 8th International Conference (ICCCBE-VIII), Stanford University: Stanford, California, 14-16 August 2000. Ed. Renate Fruchter, Feniosky Peña-Mora, and W.M. Kim Roddis. Reston: ASCE, 2000. 488-495. O’Brien, William J. “Implementation Issues in Project Web-Sites: A Practitioner's Viewpoint.” Journal of Management in Engineering 16.3 (2000): 34–39. Rosenberg, Duska. "Online Information Environments: Exploring Collaborative and Coordinating Technologies." Computing in Civil and Building Engineering: Proceedings from the 8th International Conference (ICCCBE-VIII), Stanford University: Stanford, California, 14-16 August 2000. Ed. Renate Fruchter, Feniosky Peña-Mora, and W.M. Kim Roddis. Reston: ASCE, 2000. 868-873. Rueppel, Uwe and Udo F. Meissner. "Cooperative Structural Engineering in Distributed Systems." Computing in Civil and Building Engineering: Proceedings from the 8th International Conference (ICCCBE-VIII), Stanford University: Stanford, California, 14-16 August 2000. Ed. Renate Fruchter, Feniosky Peña-Mora, and W.M. Kim Roddis. Reston: ASCE, 2000. 504 -509. Sky, Ron W.E., and Ralph O. Buchal. “Modeling and Implementing Concurrent Engineering in a Virtual Collaborative Environment.” Concurrent Engineering: Research and Applications. 7(1999): 279-289. Tinker, Audrey K. 2000. "Comparative Analysis of Nine Major Project Management Systems for the Construction Industry." Unpublished paper. University of Arkansas at Little Rock, USA.

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Upton, David, and Andrew McAfee. "The Real Virtual Factory." Harvard Business Review 74.4 (1996): 123-133. Wilson, John L., and Shi Chenggang. “Computational Support for Distributed and Concurrent Design Team.” Computing in Civil Engineering: Proceedings from the 3rd Congress on Computing in Civil Engineering, Anaheim, California, 17-19 June 1998. Ed: Jorge Venegas and Paul Chinowsky. Reston: ASCE, 1998. 544-550.

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APPENDIX 1. Questionnaire in English 2. Questionnaire in Finnish

- 18 -

Appendix 1 Building Technology http://www.vtt.fi/rte/indexe.html

Questionnaire

1(6)

Instructions: For the questions below, select the best response and write the letter in the space marked 'Response.' The questions are formatted in boxes to make the form readable. If you need more space than given for your answers, please use more space. - If you feel that a question asks about confidential information, and you prefer not to answer, do not answer and instead write 'Confidential' in the space marked 'Reponse.'

Background Information Organization Name: Contact person: Product Name: 1. Method of Distribution Based on the given defintions, select a category that describes the method of distribution for your solution: A. Software developer - The solution is distributed through software that must be purchased, hosted, and maintained by the user. B. Application service provider (ASP) - The solution is distributed as a service C. Other - Other method for solution distribution. Please explain. Response:

Contact Person: Mary Luedke, BScTech tel. +358 3 316 3416

Response options: − − −

Post: VTT Building Technology, PO Box 1802, 33101 Tampere Fax: +358 3 316 3497 e-mail: [email protected]

AL P:\_RTE4\PROCE\WB2-STATE_OF_ART\KYSELYT\QUESTIONNAIRE2001.DOC 19.3.2001

2 (6) Solution Capabilities & Features 2. Software - User Which of the following software is utilized by the user while using your solution: A. Web browser - A web browser is required to utilize some or all features of the the solution, such as Netscape or Microsoft Intenet Explorer (IE)? B. ASP software - To fully utilize all solution features and capabilities, the user is required to install unique software provided by the Application Service Provider? C. Other software - Other software is required to fully utilize the solution capabilities and features? Please explain. Regarding file viewing, see questions 8 and 9. Response: 3. Communication tools What communication tools does your solution host or integrate: A. Standard e-mail - e-mail is not a feature of the solution. To compose and send emails, users must utilize email software? B. Internal email - e-mail between only collaboration solution users can be composed and sent from within the solution? C. Integrated standard e-mail - e-mail between both collaboration solution users and non-users can be composed and sent from within the solution? D. Automated notification - System initiated notifications? E. Online discussion forums - A facility hosting real time, sequential or threaded text conversations? F. Other - Other communication options, such as video conferencing or quick messaging? Please explain. Response: 4. Document management Which of the following document management features are included in your solution? A. Organization by traditional folder tree - internal document management is organized in the traditional, fixed folder tree format? B. Other file management method - internal document management is organized using an architecture other than traditional, fixed folder tree format, e.g. dynamic folder view or indexed database? C. Defined and searchable document metadata? Examples of defined and stored metadata include file Title, Subject, Author, and Manager. D. Full text search - The collaboration solution is capable of conducting searches throughout the full text contained in the body of each file? E. File name search - users are able to search for documents based on the file name? F. Other? Please explain. Response:

3 (6) 5. Do you offer to archive project information (i.e. burn CDs or other technique)? Response: 6. Information Updating Which of the following update methods are employed by your solution? A. Real time - Project information is updated by transaction. In otherwords, when a user uploads a file to the system, it is immediately in the system and accessible to other users? B. Extraneous - Project information is made accessible to other users by a collaboration solution human action? For example, a solution provider employee needs to manually transfer uploaded files to make them accessible to all system users. Response: 7. Change Management Which of the following change management techniques are incorporated into your solution? A.

Notification of changes - Users are notified of changes in the hosted project information? Notification can be initiated by the user making the change, or automated - refer to automated notification to designate that the system supports automated notification.

B.

Version management - The solution provides a technique for managing different versions of the same file? If needed, is it possible to download previous versions of the same file?

C.

Document audit trail - The solution provides a method for tracking actions taken regarding each file? For example, it records when and by whom the file was uploaded to the system, and when and by whom the file is viewed or downloaded.

D.

Other? Please explain.

Response: 8. CAD Features Which of the following CAD features have been included in your solution: A. CAD Viewing - Original CAD files (e.g. dwg, dgn, dwf, dxf, or plt) can be opened within the solution and viewed without having CAD software or installing file viewing software? B. CAD Viewing with plug-in - Original CAD files (e.g. dwg, dgn, dwf, dxf, or plt) can be opened within the solution and viewed without having CAD software, but users are required to install file viewing software (usually a browser plug-in)? C. CAD Redlining - System users are able to redline CAD files without having specialized markup software? Please explain. Response: 9. Other Document Features Which of the following file features have been included in your solution: A. Document Viewing - System users are able to view documents (other than CAD files) without having the software necessary for creating the document or installing file viewing software? If yes, which file formats? B. Document Redlining - System users are able to redline documents (other than CAD files) without having specialized markup software? Do the comments become part of the file or are they saved independently and linked to the file? Response:

4 (6) 10. Construction Workflow Applications Which of the following workflow applications have been defined and modeled for the construction phase? A. Request for Info (RFI) - The solution has an established RFI management system? For example, within the system a request for information can be initiated by the contractor, then sent to the architect. The architect receives the RFI, answers the question, sends the response to the contractor, and if appropriate, posts the information for project viewing. B. Submittals - The solution has an established Submittal management system? The submittal process tracks items as they move through an approval process often involving the owner, architect, contractor and subcontractors. For example, the painting subcontractor needs to submit paint samples for approval by the architect and owner. The submittal process would document the paint sample's progress through the approval system. C. Issues - The solution has an established issue management system? An issue is any open problem or project issue. The issue process would document the problem's progress through the reconciliation process. D. Change orders - The solution has an established change order management system? Change orders are formal changes to the project contract that do not alter the original project scope. The change order system documents the process from the initial Request for Change Order through approval and implementation. E. Punch Lists - The solution has an established punch list management system? Punch lists are formal lists of items generated between the contractor and owner when the project is nearly completed. The items need to be addressed before the project is considered complete. F. Other? Please explain. Response: 11. Time Control Which of the following time control techniques are included in your solution for monitoring and managing project events and progress? A. Calendar - A calander where project meetings, target dates, and other date-sensitive project information can be created and managed for each system user? B. Project schedule - Users are able to create, maintain, and manage the anticipated time schedule for completion of the project and its specific tasks (this does not include viewing an image of the file)? C. Other? Please explain. Response:

5 (6) 12. Project Information For which of the following sources does your solution provide a defined and modeled technique for collecting, storing, and managing project information: A. Project Team Contact Information - Name, Company Name, mailing address, email address, telephone number, fax number, etc. for each individual involved in the project? B. Daily field reports - The solution has an established model for daily field report documentation and management that predetermines some and allows for customization of required information? Daily field reports document the resources used on site and the activities occurring each day. C. Offline Communication Log - The solution has an established offline communication documentation and management system? Offline communications are those project communications that occur outside of the hosted solution, such as telephone calls or letters delivered by post. D. Meeting minutes - The solution has an established model meeting minutes documentation and management that predetermines some and allows for customization of required information? E. Other? Please explain. Response: 13. Printing services Does your solution have a defined and modeled technique for initiating, coordinating, and managing reprographic/printing services? Response: 14. Security Which of the following security features are implemented by your solution: A. Login with username and password - The basic approach. Access to the solution is limited to users with a username and password? B. Variable document access control - In comparing to the basic approach, this is more enhanced. The user view can be regulated at the folder-level or rights at the file-level once inside the repository? C. Electronic identification - Access to the solution is limited to users with electronic identification? D. Information Back-up - The service includes information back-up? It has taken measures to ensure that the existence of the information will not be eliminated because of unforeseen events? E. Service Reliability Guarantee - The solution guarantees reliability of service? It has taken measures to ensure that service will not be eliminated because of solution provider technical problems? F. Virus scan - The solution scans files to eliminate viruses? G. Other? Please explain. Response:

6 (6) 15. Special Features •

Is your solution being imported to the Nordic Countries (Denmark, Finland, Norway, or Sweden)?

•

Is your solution offered in different languages? If yes, which ones?

•

Does your solution offer other services not described above? If yes, please explain.

16. Product Demo Does your solution offer a solution demonstration on the world wide web? If yes, what is the wwwaddress? Response: 17. Other information about your collaboration solution:

Thank you! Response information is located on the first page.

Appendix 2 RAKENNUSTEKNIIKKA Kysely

http://www.vtt.fi/rte

1(5)

Täyttöohjeita: Oikea vaihtoehto/vaihtoehdot merkitään kirjaimina ko vastauskohtaan. Taulukointi on tehty selkeyttämään lomakkeen rakennetta, ei rajaamaan vastausten pituutta. Voitte siis käyttää vastaustilaa tarpeen mukaan. Jos jossain kohdassa kysytään mielestänne luottamuksellista tietoa ettekä siksi halua vastata, laittaisitteko ko. kohtaan merkinnän "luottamuksellinen" tai muuta vastaavaa.

Taustatiedot Yrityksen nimi: Yhteyshenkilö: Tuotenimi: 1. Sovelluksen jakelutapa / käyttöönotto Annettuihin määritelmiin perustuen, valitse ryhmä, joka parhaiten kuvaa sovelluksenne jakelu/käyttöönottotapaa: A. Ohjelmistokehittäjä - Sovelluksen käyttäjä ostaa ohjelman ja vastaa sen ylläpidosta. B. Sovelluspalveluntarjoaja (Application service provider, ASP) - Käyttäjä vuokraa sovelluksen ja siihen liittyvät palvelut. C. Jokin muu jakelutapa. Jos näin, niin mikä ? Vastauksenne:

Yhteyshenkilö: Kristiina Sulankivi, tutkija puh. 03 316 3443

Vastausvaihtoehdot: − − −

Sähköposti: [email protected] Posti: VTT Rakennustekniikka, PL 1802, 33101 Tampere Faksi: 03 316 3445

AL \\RTE2TNT1\PROJEKTI\_RTE4\PROCE\WB2-STATE_OF_ART\KYSELYT\KYSELY2001.DOC 19.3.2001

2(5) Sovelluksen ominaisuudet 2. Käyttäjän ohjelmisto Mitä seuraavista ohjelmista sovelluksenne käyttöön tarvitaan ? A. Selain - Käyttäjä tarvitsee selaimen (kuten Netscape tai Microsoft Intenet Explorer) saadakseen sovelluksen käyttöönsä. B. ASP-ohjelmisto - Käyttäjän täytyy ladata tietty palveluntarjoajan ohjelmisto omalle koneelleen saadakseen kaikki sovellukselle mahdolliset ominaisuudet käyttöönsä. C. Jokin muu ohjelma vaaditaan, jotta sovelluksen kaikki ominaisuudet saadaan käyttöön. Mikä ? (Viewing -ominaisuudet käsitelty kohdissa 8. ja 9.) Vastauksenne: 3. Sovelluksen tarjoamat kommunikointivälineet Mitä kommunikointivälineitä sovelluksenne sisältää tai integroi ? A. Normaali sähköposti - Sovellukseen ei sisälly sähköpostiominaisuutta, käyttäjät tarvitsevat sähköpostien lähettämiseen erillisen sähköpostiohjelman. B. Sisäinen sähköposti - Sähköposti vain käyttäjäryhmän jäsenten keskinäiseen käyttöön. C. Integroitu sähköpostiohjelma - Soveltuu sähköpostien lähettämiseen sekä ryhmän jäsenten välillä että käyttäjäryhmän ulkopuolisten kanssa. D. Automaattiset ilmoitukset - Systeemi tuottaa ilmoitukset ilman erillistä käskyä. (Jos näin, niin mitä ilmoituksia sovelluksenne tuottaa ?) E. Online keskustelufoorumi - Sovellus mahdollistaa reaaliaikaisen tekstiviestikeskustelun. F. Muu vaihtoehtoinen kommunikointimahdollisuus (esim. videoneuvottelu, pikaviestit). Jos näin, niin mikä? Vastauksenne: 4. Dokumenttien hallinta sovelluksellanne Mitkä seuraavista dokumenttien hallintaan liittyvistä ominaisuuksista kuvaavat sovellustanne ? A. Perinteinen hakemistorakenne - Yhteinen tietovarasto on järjestetty perinteisen kiinteän hakemistorakenteen avulla. B. Jokin muu tiedostojen järjestelyrakenne tai hallintataperiaate (esim. dynaaminen hakemistonäkymä tai indeksoitu tietokanta) C. Haun mahdollistava metadata - Kunkin tiedoston tietosisältö määritellään ja tallennetaan tiedostohakua palvelemaan. Määrityksiin voi sisältyä esim. otsikko, aihe, kirjoittaja, ylläpitäjä. D. Täyshaku - Sovellus kykenee tekemään sanahakuja tiedostojen koko tekstisisällöstä. E. Haku tiedostonimellä - Sovellus kykenee hakemaan dokumentteja tiedostonimien perusteella. F. Jokin muu. Mikä ? Vastauksenne: 5. Tarjoudutteko arkistoimaan projektia koskevan tiedon ja toimittamaan sen tiiviissä muodossa (esim. polttamalla CD:lle) hankkeen päätyttyä palvelun tilaajalle ? Vastauksenne:

3(5) 6. Tiedon tallentaminen Kumpi seuraavista päivitysmenetelmistä liittyy sovelluksenne käyttöön ? A. Reaaliajassa - Järjestelmä sallii tietojen päivittämisen reaaliajassa: hanketietokeskuksen tietosisältö päivittyy jokaisen tallennustapahtuman tuloksena ja tallennettaessa uutta tietoa järjestelmään, se on välittömästi muiden käytettävissä. B. Eräajona - Tallennukset viedään todellisuudessa esim. kerran vuorokaudessa projektipankkipalvelimelle, jolloin muut osapuolet eivät heti voi saada päivitettyä tietoa käyttöönsä. Vastauksenne: 7. Muutosten hallinta Mitä muutosten hallintaan liittyviä ominaisuuksia sovelluksessanne on ? A. Ilmoitukset muutoksista - Käyttäjät saavat tiedon hanketietokeskuksessa tapahtuneista muutoksista joko muutoksen tekijän aktivoimana ilmoituksena tai automaattisena ilmoituksena (kuten automaattiset ilmoitukset kommunikointivälineissä) B. Versioiden hallinta - Sovellus tarjoaa menetelmän saman tiedoston eri versioiden hallintaan? Ovatko saman tiedoston aiemmat versiot tarvittaessa haettavissa järjestelmästä ? C. Dokumenttien seuranta loki - Järjestelmä kykynee tallentamaan tiedon tiettyyn tiedostoon kohdistuneista toimista, esim. milloin ja kenen toimesta jokin tiedosto on järjestelmään tallennettu ja milloin ja kuka on tiedostoa katsellut tai tallentanut sen itselleen. D. Muu. Mikä ? Vastauksenne: 8. CAD-ominaisuudet Mitkä seuraavista tiedostojen käsittelyyn liittyvät ominaisuudet sovelluksellanne on ? A. CAD-tiedostot (jokin alkuperäinen cad-talletusmuoto tai tulostustiedosto, esim. dwg, dgn, dwf, dxf, tai plt) aukeavat sovelluksessanne katseltaviksi, ilman tarvetta asentaa lisäohjelmia käyttäjän koneeseen. B. CAD-tiedostot (jokin alkuperäinen cad-talletusmuoto tai tulostustiedosto, esim. dwg, dgn, dwf, dxf, tai plt) aukeavat käyttäjälle sovelluksessanne ilman CAD-ohjelmaa, mutta selaimen lisäksi tarvitaan soveltuva katseluohjelma (yleensä plug-in). C. Sovelluksessanne voidaan tehdä punakynämerkintöjä CAD-tiedostoihin ilman tarvetta asentaa lisäohjelmia käyttäjän koneeseen. Vastauksenne: 9. Dokumenttien tietosisällön katselumahdollisuudet (selailuominaisuudet, file viewing) ja kommentointi. Mitkä seuraavista tiedostojen katselu ja/tai merkintäominaisuudet sovelluksessanne on ? A. Dokumenttien tietosisällön katselu (viewing) - Palvelimelle talletettuja tiedostoja (muut kuin alkup. CADtiedostot & tulostustiedostot) voidaan avata sovelluksessanne katseltavaksi ilman ko. dokumentin luomiseen tarvittavaa alkuperäisohjelmaa tai omalle koneelle asennettavaa kyseiseen tarkoitukseen tehtyä katseluohjelmaa. Jos katselumahdollisuus on, niin mitä tiedostotyyppejä se koskee? B. Dokumenttien kommentointi ja merkintä - Sovelluksessanne voidaan kommentoida tai tehdä (punakynä)merkintöjä tiedostoihin (muut kuin CAD-kuvat) ilman tarvetta asentaa lisäohjelmia käyttäjän koneeseen. Jos kyllä, niin miten (esim. tuleeko kommentista osa tiedostoa vai erillinen, linkitetty tiedosto)? Vastauksenne:

4(5) 10. Rakennusvaiheen työnohjaussovellukset Mitä seuraavista työnohjausta tukevista ominaisuuksista sovelluksessanne on ? A. Tietopyyntö (Request for Info, RFI) - Sovellus sisältää ratkaisun tietopyyntöjen hallintaan. Järjestelmään tallentuu tieto esim. siitä, milloin ja minkälaisia lisätietoja urakoitsija on pyytänyt suunnittelijalta, ja milloin ja miten suunnittelija on tähän vastannut. B. Hyväksynnät, vahvistukset - Sovellus sisältää ratkaisun hyväksyntää, vahvistusta tms. vaativien asioiden käsittelyyn ja kierrättämiseen osapuolelta toiselle (esim. Suunnitelmaehdotukset ja reikävarauspiirustukset). C. Avoimet kysymykset - Sovellus sisältää ratkaisun avoimien kysymysten ja ongelmien hallintaan. D. Muutostyöt - Sovelluksessa on ratkaisu suunnitelmamuutoksista johtuvien muutostöiden hallintaan niin, että kaikki suunnitelmamuutosprosessin vaiheet (muutostyöpyyntö, hyväksynnät, toimeenpano) tulee dokumentoitua ja tallennettua järjestelmään. E. Virhelista - Sovellus sisältää ratkaisun luovutustarkastuksessa havaittujen tai takuukorjauksiin luettavien virheiden kirjaamiseen ja listan hallintaan. F. Muu. Mikä ? Vastauksenne: 11. Ajanhallintaan liittyvät ominaisuudet Mitkä seuraavista ajanhallintaan liittyvistä ominaisuuksista sovellukseenne kuuluu ? A. Kalenteri - Ryhmän jäsenten käyttöön tarkoitettu kalenteri projektille merkittävien päivämäärien (esim.kokouspäivät ja tavoitepäivämäärät) kirjaamiseen ja seurantaan. B. Projektin aikataulu - Aikataulun laatiminen ja muokkaaminen sovelluksessa mahdollista (ei tarkoita aikataulun tallentamista kuvana toisten nähtäväksi) C. Jokin muu työkalu. Minkälainen ? Vastauksenne: 12. Projektin tiedot Minkä seuraavien projektia koskevien tietojen keräämiseen, tallentamiseen ja ylläpitoon sovelluksenne tarjoaa järjestelmällisen ratkaisun ? A. Projektihenkilöstön yhteystiedot - Kyseiseen projektiin osallistuvien henkilöiden nimi, yritys, postiosoite, sähköpostiosoite, puhelin, faksi, jne. B. Työmaapäiväkirja - Sovellus sisältää sähköisen työmaapäiväkirjan C. Offline viestinnän dokumentointi - Sovellus tarjoaa ratkaisun offline viestinnän dokumentointiin ja hallintaan. Offline viestintä tarkoittaa projektityöhön liittyvää, kyseisen sovelluksen ulkopuolella tapahtuvaa kommunikointia, esim. puhelinkeskustelut ja kirjeenvaihto. D. Kokousmuistiot - Sovellus tarjoaa sähköiset lomakkeet tai vastaavat työkalut muistioiden järjestelmälliseen luomiseen, tallentamiseen ja hallintaan. E. Muu. Mikä ? Vastauksenne: 13. Tulostuspalvelut Onko sovellukseenne rakennetu linkki tulostuspalveluihin niin, että sen kautta voidaan hallita paperikopioiden tilaaminen ja jakelu ? Vastauksenne:

5(5) 14. Turvallisuus Millä seuraavista tavoista sovelluksenne käytön turvallisuus on pyritty varmistamaan ? A. Sisäänkirjoittautuminen käyttäjätunnuksella ja salasanalla - Perusratkaisu, eli pääsy järjestelmään rajoitettu käyttäjätunnuksella ja salasanalla. B. Monipuolinen käyttöoikeuksien hallinta - Edelliseen eli perusratkaisuun nähden monipuolisempi käyttöoikeuksien hallinta: esim. näkymä voidaan määrittää erilaiseksi eri käyttäjille tai käyttöoikeudet voidaan määrittää tiedoskohtaisesti kullekin projektin jäsenelle. C. Elektroninen käyttäjän tunnistus - Pääsy järjestelmään elektronisella tunnistuksella. D. Tiedon varmuuskopiointi - Palvelu sisältää palvelimellenne talletetun projektitiedon varmuuskopioinnin. E. Järjestelmän toimintatakuu - Järjestelmän toiminta varmistettu niin, että järjestelmä (hanketietokeskuksen) käyttömahdollisuus ei katkea esim. palvelinvian vuoksi, vaan tarvittaessa on toinen palvelin otettavissa käyttöön. F. Virus scan - Sovellus suorittaa virustarkistuksen tiedostoille virusten eliminoimiseksi, eli "projektipankissa" olevat tiedostot skannataan palveluntarjoajan toimesta virusten eliminoimiseksi ? G. Turvallisuutta varmistettu muulla tavoin. Miten ? Vastauksenne: 15. Erikoisominaisuudet •

Löytyykö muista maista edustusta tuotteellenne tai markkinoitteko sitä ulkomaille?

•

Onko sovelluksenne saatavilla muilla kielillä? Jos kyllä, niin millä?

•

Onko sovelluksessanne ominaisuuksia tai mahdollisuuksia, joita ei ole tässä kyselyssä tullut esille? Minkälaisia?

16. Tuote-esittely, Demo Onko tuotteeseenne mahdollista tutustua webissä demon avulla ? Jos kyllä, niin mikä on www-osoite? Vastauksenne: 17. Muuta tietoa ryhmätyösovelluksesta:

Kiitos! Palautustiedot löytyvät ensimmäiselta sivulta.