SMACNA CAD Standard

APPENDIX A
CAD PROJECT
PROTOCOL
APPENDIX A CAD PROJECT PROTOCOL
A.1 INTRODUCTION
The audience for this document is the SMACNA member who has been successfully using a CAD system in-house
to prepare his own design and fabrication drawings. The member is now facing the next step with his CAD system.
You may ask yourself—Why should I go any further with CAD? After all, my company is using CAD effectively to
make the drawings we need to make and now we’re making them much more productively than we did on the boards
(or maybe we aren’t, which raises other questions). We went through a long, expensive learning curve to get this far
with our basic CAD system. Why should we do any more? Why not just continue to exploit our current productivity
gains and settle for that?
Today’s CAD systems can be used for far more than just drawing lines onto your computer screen. If you are only using
your system for electronic drafting, you are missing out on the greater part of CAD’s potential to make your life easier.
You are missing opportunities that some of your competitors are already exploiting.
What can someone who is already using CAD successfully gain by going further? Among other possibilities, you can:
S use CAD with application software to automate complex and repetitive design calculations
S pass the design drawings you make with your CAD system into a CAM system that will be a real part of your
fabrication process
S qualify for projects that require sheet metal and air conditioning contractors to:
S receive and use CAD files during the design process
S deliver CAD files to the general contractor or project owner at the end of the project.
S receive CAD files from other members of the project team and use them to save yourself work
S use CAD to offer additional services or useful data to the general contractor or project owner
In addition to changes that are taking place within the operation of an individual contractor or within the team for a
single project, industry-wide initiatives are underway which will influence the way automated systems are used in
projects.
The Industry Alliance for Interoperability is pursuing its goal of enabling interoperability in the AEC industry. A cur-
rent project will define how electronic models of project work will be developed within computer systems and then
how the this model will be used and shared among the members of a project team. The goal of the project is that the
electronic model and the information it contains will be easily accessible to every member of the project team and
that every member will be able to add his own work input to the model in a way that the rest of the team can easily
read. The IFC (Industry Foundation Classes) Specification that describes how this process might work is under devel-
opment right now.
The Industry Alliance for Interoperability’s Project Model Specification is only one of the initiatives currently being
considered or developed. Other professional organization are developing their own approaches. Initiatives are being
developed in other industries.
Your computer system is going to let you work in greater harmony with the other members of your project teams. You
will be able to work quicker, more efficiently, more accurately, and with fewer wasted motions.
You can realize benefits by using your CAD system more creatively, more aggressively. At the same time, extending
CAD beyond the your own company presents some additional considerations, some additional challenges.
This document will:
S describe ways you can extend CAD use to boost productivity and qualify for more projects
SMACNA CAD Standard  Second Edition A.1

S describe the new issues you must consider when extending CAD use
S offer suggestions for a CAD standard that will help you take on more challenging CAD projects
A.1.1 Engineering/Owner Needs
The use of CAD in the sheet metal contracting sector of the construction industry has a long history. For example, sheet
metal firms have been using computerized manufacturing systems to custom-fabricate duct systems for years. Sheet
metal firms have needed to coordinate their work with other contractors for many years, since duct work is traditionally
the largest system. Naturally, that need transfers developing and exchanging electronic drawings.
Specialty contractors, especially mechanical, sheet metal, electrical, and fire protection firms play the most important
role for facility managers because it is the HVAC, plumbing, electrical, and fire protection systems which control the
comfort and life safety of the building.
Energy efficiency, indoor air quality, and occupant comfort and productivity are all by-products of the systems
installed by HVAC, electrical, and fire protection contractors.
It is the services of the specialty contractors who use the latest technology in data and system development and installa-
tions that fulfill the long term operating needs of the building owner.
A.1.2 The Beginner’s CAD Standard
Beginning CAD users tend to use their CAD systems primarily to meet their own internal needs. If the CAD files they
create are sufficient to get the job done internally, then that’s all they need and they are happy. Since the average begin-
ner’s CAD use is purely in-house, his CAD staff can develop an in-house CAD standard that meets their own needs
and they need not be concerned about how their standard fits with anyone else.
An in-house CAD Standard should include:
S procedures for planning, budgeting, and organizing project CAD work
S working procedures
staffing and scheduling
order of work
quality control.
S standards for layering CAD work
S standards for naming layers and other entities
S libraries of symbols, details, sheet borders, etc.
S custom menus and other modifications to the user interface to make an out-of-the-box CAD system specifi-
cally fit the user’s projects and methods
S LISP routines and similar pieces of small-scale programming to make it easier to produce the work
S procedures for documenting ongoing and completed work
S procedures for archiving completed work
Caution
If your company does not have standards for its CAD work, your CAD work will
probably be inconsistent, hard to re-construct in case of a question, and difficult
for anyone but the original creator to decipher.
Consistently followed written standards are the minimum requirement.
A.2 SMACNA CAD Standard  Second Edition

Management should approve and actively support these standards. Compile them in written form. Make sure all mem-
bers of the CAD staff understand and abide by them.
The specific details of your CAD Standard become much more important when you start to use your CAD systems
in more sophisticated ways and when you have to coordinate your CAD work with other members of the project team.
A.1.3 Standards for Use With Other Software
As you start to use your CAD systems for more than simple graphics, you often want to coordinate your CAD work
with other software. This might include libraries of parts, equipment, and details available from professional associa-
tions like SMACNA, from vendors, or from project standards. It might also include design application programs that
will work directly with the CAD system or exchange project data with the CAD system (extracting CAD data from
project files, making calculations, preparing analyses, and perhaps even inserting data back into the CAD files).
Examples of this application software include programs for:
S performing energy analysis of a design
S calculating heating and cooling loads
S calculating duct pressure and air-flow through a system
S calculating duct sizes
S producing bills of materials
S estimating quantities and costs
S value engineering
S estimating or monitoring service and maintenance requirements and activities
S coordination with automated fabrication equipment (CAM programs)
When using such design software, you must typically prepare your CAD work so it will coordinate with the design
software. For example:
S you may have to organize CAD work in a prescribed file structure for the design software to work properly
S you may have to draw graphic elements in specific layers or levels
S you may have to draw elements in a specific sequence or use specific commands to draw them
S you may have to use specific symbols drawn from libraries provided by the design software publisher (or,
the design software may automatically place the symbols on your drawing)
S design software often requires you to work through the software in a specific order
Using design software often requires you to revise the CAD Standard that served you well when you were only produc-
ing simple graphics in-house. Your updated CAD Standard must recognize the requirements of your new design soft-
ware and produce data in formats that the design software can use.
A.1.4 Standards that include Project Requirements
You will eventually encounter opportunities to work on projects in which the other project team members expect to
exchange CAD files during the project, and you will be required to deliver CAD files to them or receive files from
them at one or more points during the work.

In such cases, you may not be able to use your in-house CAD Standard or you may have to modify it to meet project
requirements.
When becoming involved with such projects, you typically learn that the project has its own CAD Specification which
you must follow while doing the project work. The CAD Specification is not the whole CAD Standard. It addresses
the structure of the work to be done and the procedures for exchanging files between project team members, but it does
not govern internal procedural issues (though its requirements may be such that you will have to modify your internal
procedures to meet it).
Still, the Project CAD Standard is very important and can greatly influence how you will perform project CAD work.
Since it affects how and when you will perform the project CAD work as well as the content of the CAD files you will
receive and later deliver, the Project CAD Standard can significantly affect how much time and money it will cost to
do the project CAD work.
Caution
If you are required to follow a Project CAD Specification that is different from the
one you usually use, this can significantly affect what it will cost you (in time and
money) to perform project CAD work.
The Project CAD Specification can have many origins.
Designer. The Project CAD Specification may start with the original CAD drawings prepared by the project designer.
You may just be required to follow the CAD spec the project architect or engineer adopted at the beginning of the
project for his own reasons. This CAD spec may not fit your needs at all—it may even make it harder for you to do
your own work.
S Contractor/Construction Manager. The Project CAD Specification may come from the project’s general con-
tractor or construction manager. It may have been developed to address the needs of the general, the construction man-
ager, and the subcontractors who will be exchanging CAD files during the project. In such a situation, the project CAD
spec may be a closer fit to your own in-house CAD Standard.
S Owner/End User. The Project CAD Specification may have been developed to assure that the finished CAD files
will work with a specific planned post-design or post-construction use for the CAD files. The project owner or general
contractor may require that your CAD files fit into a particular project CAD specification to produce CAD files for-
matted to:
S develop an overall project quantity take-off and cost estimate
S fit into an automated project management program that will let the general contractor or construction manag-
er plan, schedule, monitor, and coordinate the project work
S populate the databases required for a facility management system
S establish an automated maintenance or material handling system
Wherever the Project CAD Specification originates, you must take time before you sign any agreements to study and
evaluate the CAD spec. You must understand how the CAD spec will affect your work, your costs, and your schedule
before you agree on a price for the work.
A.2 REQUIREMENTS
Suppose you have been using CAD successfully in-house to produce your project drawings. What can you expect to
encounter when you start working on projects that require you to exchange files with other project team members?
A.2.1 Project CAD Specification
Early on in such a project, you will be faced with a Project CAD Specification. This document describes how the proj-
ect CAD work is to be done. Among other things, a Project CAD Specification should include descriptions of:

S System Elements
S Hardware definition
S Operating system—name and version number
S CAD software system definition—name and version number
S Other required application software
S Delivery medium
S Design Elements
S Directory and file structure
S Drawing names and descriptions
S Reference file structure
S Saved views/windows
S Layering/leveling conventions
S Entity naming conventions
S Line types, weights, and colors
S Pen tables
S Text fonts and sizes
S Symbols and other library materials
S Drafting Standards
S Procedures
S Number of and schedule for submittals
S Contents required for each submittal
S Procedure for each submittal
S Procedures for submittal review an acceptance
Caution
Can you meet the requirements of the Project CAD Specification? Don’t make as-
sumptions. Don’t take anyone’s word for it. Verify that you can meet the spec. Run
tests. Do it before you sign an agreement.
If you can’t meet CAD specification requirements, figure out what it will cost you
to acquire the required capability—all costs: hardware, software, installation,
training, learning curve, etc.
You will have to deal with a CAD specification for every CAD-based project you work on. Setting up to follow a re-
quired project CAD spec means that you must modify the CAD Standard you developed when your company was just

using CAD in-house. The Project CAD Spec may be similar enough to your own CAD Standard that you will only
have to make minor changes. However, the Project CAD Specification may be so different from your Internal CAD
Standard that you will have to make radical changes.
In either case, setting up to follow a Project CAD Specification will cost more than it did to just follow your own CAD
Standard back when you didn’t have to exchange CAD data with anyone else. The cost may be relatively minor, or
it may be significant. Either way, you must evaluate the project CAD Specification and estimate how much extra time
and money it will cost you to follow it. You must know your likely costs when you prepare your cost proposal.
If you work on a lot of your projects with the same team and encounter a consistent CAD specification for most of
these projects, your CAD costs should be relatively similar from project to project and it should be relatively easy for
you to estimate these costs. If you work on many different project teams and face a different CAD spec on almost every
project, your CAD costs will be significantly higher and estimating these costs will require additional effort.
Are you involved in a CAD project that does not have a Project CAD Specification? Don’t let that fool you. Eventually
someone will decide that the required project CAD files will be useless unless they are prepared to meet standard. In
many such cases a Project CAD Specification is imposed after the work is underway. Everyone is then expected to
modify their completed work to fit the newly-announced CAD spec. That’s an additional cost, and probably a delay,
as well.
Caution
No announced Project CAD Specification? You’re not off the hook!
Eventually somebody will decide what they want and tell you what CAD specifica-
tion you have to meet. Your best bet is to determine the CAD spec requirement be-
fore work starts.
Let’s look at some of the big issues included in CAD specs and see how they can affect your CAD system and your
work.
A.2.2 Hardware
The Project CAD Specification seldom requires that the CAD user use specific hardware. Instead, the goal of the
people establishing the CAD spec is to assure that every member of the project team will be able to read the electronic
files it receives and will be able to submit electronic files that the other team members can read—and to assure that
whoever establishes the requirement gets files in a format he can use.
There are currently three main types of computer hardware being used to run CAD software:
A.2.2.1 Workstations
These are systems from vendors that include Bentley, Compaq, Hewlett Packard, Silicon Graphics, Sun Microsystems,
and others. Most of these systems are quite powerful and designed to deliver high performance on demanding graphics
applications (such as digital terrain modeling or 3D rendering). Most of these systems operate proprietary RISC-based
processors and work on different versions of the UNIX operating system.
A.2.2.2 PC--compatible systems
IBM made its Personal Computer (PC) system in the early-1980’s and this system was soon accepted as an industry-
wide standard. Since the PC system became the standard, many other vendors have developed computers that operate
on the original IBM standard. This family of computers is called “PC-compatible.” These computers were originally
developed for non-graphic applications, but they have since evolved to the point where some PC’S are powerful ma-
chines that can handle any graphic task. Most PC-compatible systems run under versions of Microsoft Windows.
A.2.2.3 Apple Macintosh systems
Apple has produced Macintosh systems since the mid-1980’s and these systems have always been popular for use with
graphic applications. Macintoshes run under the Macintosh operating system.

The majority of today’s CAD stations are PC-compatible computers, but they are not necessarily better than worksta-
tions or Macintoshes. For the purposes of this booklet, the most important differences between these systems are:
A.2.2.4 File compatibility
Many CAD and application programs offer versions that will run on more than one hardware system. Files generated
by program versions that were designed for different hardware platforms may not be fully compatible with one another.
For example, a CAD user whose CAD program runs on a PC CAD station may not be able to read a file generated
by the Macintosh-based version of the same CAD program unless a conversion or translation process is performed.
A.2.2.5 Software availability
Not all programs offer versions to run on all common hardware platforms. Furthermore, programs with versions for
each hardware platform may not have all versions of the program upgraded to the same revision level. For example,
a user who has a different hardware platform than that described in the Project CAD Specification may have the re-
quired CAD software, but may not be able to find a required application program written for his hardware or may find
that the version of the program that will run on his hardware is not the most current revision of the program (and may
be missing required features, line styles, fonts, or other recent updates).
If you do not have the same hardware that is described in the Project CAD Specification, you may still be able to pro-
duce the required CAD work, but you must verify a few things before the project starts:
S Can you read the files you will receive from the general contractor or other project team members?
S Can the general read the files that your system produces?
S Can you acquire the necessary revisions of all the software required by the CAD spec?
Determine the answers to these questions before you determine a price or agree to do the work. Run some tests. Pass
some sample files back and forth and see if they work. It’s much easier to invest some time in testing before the work
begins than it is to wait until the day before you are supposed to deliver a big submittal and then discover that something
doesn’t work.
A.2.3 Software
A Project CAD Specification may require you to receive CAD files or deliver them in the format of a specific CAD
program. If you are to work as a member of the project team and communicate effectively with the other team mem-
bers, this requirement is important. In essence, this requirement establishes the language that will be spoken by the
team during the project. If you meet the requirement, make sure you have both the specific CAD program required
and required revision of that program.
The issue of revision number is important because different revisions of a program may not necessarily communicate
easily with one another. For example, AutoCAD Release 14 and AutoCAD 2000 write design files in slightly different
formats. AutoCAD 2000 can read files produced by Release 14, however Release 14 cannot read portions of AutoCAD
2000 files that contain object types that are not supported by Release 14.
In addition to specific CAD software, a CAD specification may require application software for use with the CAD
software. These applications may include working environment software such as Autodesk’s Architectural Desktop
or software that performs specific design calculations like the products developed by QuickPen.
You may be able to substitute for a required software application, but don’t assume anything. If you plan to use any-
thing other than the program and version number that appear in the CAD spec, run enough tests before work starts to
assure yourself (and convince your client) that your alternative will work and produce results that the rest of the project
team will accept.
A.2.3.1 Alternative or Compatible Programs
Encountering a CAD specification that calls for different tools than you already have, you may fall for the “compatible
program” fallacy. You may be tempted by the vendor’s assurances that your program and the required program are

“compatible,” that you can use your old tools and methods to produce the CAD files and then “translate” them to meet
the CAD spec’s requirements.
Caution
Exercise caution whenever you hear the word COMPATIBLE applied to computer
hardware or software.
Very few products are really fully compatible. Don’t assume anything. Don’t take
anyone’s word for it. Test all claims of compatibility.
Some CAD programs can accept files produced by other CAD programs—either directly, or through an intermediate
file format like .DXF. Data files can be passed back and forth between CAD programs and one program can actually
display another program’s files. However, this “compatibility” of file formats constitutes a “translation” only if your
expectations are modest.
Suppose a project CAD specification requires that data files be prepared with a CAD system you don’t have. If you
plan to use your current CAD system to produce your project CAD work, to follow your current internal CAD Standard,
and then “translate” the files into the format of the required system in order to satisfy the required CAD spec, you may
be in for trouble. You will probably have to spend a lot of time massaging your CAD files to get them to fit into the
required file format and meet the requirements of the project CAD spec after the fact.
If you must do the work with your current CAD system and deliver files in the format of the required CAD system,
you must plan your work carefully and plan it for the eventual translation. You must plan which line-styles in your
CAD drawings will correspond to which of the required line-styles in the files you will deliver. You must do the same
kind of planning for colors, line-weights, layers/levels, fonts, symbols, etc. Each line you draw with your own CAD
system must be drawn to fit into your plan for the eventual translation.
Once you complete the CAD work with your own CAD system and then translate the files into the required format,
you must check your new files to be sure that everything translated as you planned and that they satisfy the project
CAD spec. You must do this before you transfer electronic files to anyone else. This final step is just an elementary
quality control measure. Chances are that you will have to do some clean-up work after the translation. You may be
able to hire someone else do your checking and make your corrections or you may have to get a copy of the required
CAD program yourself, just so you can perform the quality control checking.
This may sound like a lot of work—it is! In order to use your own CAD system and submit required project files in
the format of a different CAD system, and follow the Project CAD Specification, you must:
S Plan your work to minimize translation problems
S Do your CAD work following the revised project CAD spec designed in the previous step
S Make the file translations
S Check the translated files and correct any errors that occurred during translation
You will have to perform the last two steps both for your final submittal and for every intermediate submittal during
the project. This means significant time, effort, and expense.
Caution
Translating complex files between CAD systems is difficult—no matter what any-
one may tell you. Avoid translations whenever you can. On a big project it may
be worthwhile to buy and learn the required CAD system instead of trying to do
the work with your current system and translate files.
A good working definition of “compatible” software systems is “different.” Translating complex CAD files to meet
a specific CAD specification requires much more work than the vendors want you to think. Wherever possible, use
the required CAD program to do your work.

A.2.4 Networking
Networking is typically done within a company and it does not often touch on a company’s relationships with other
project team networks. Networking offers many ways to improve productivity and team coordination as CAD users
can:
S easily pass electronic files back and forth—no more sneaker-netting
S access consistent centralized libraries of symbols and details
S share a single file among multiple users at the same time
S let users view files from other team members as reference files and coordinate work between teams
S let users share peripherals such as printers, plotters, mass storage, CD drives, etc.
In-house networking also poses some challenges:
S large storage devices require large, complex data structures that need careful planning
S administering and managing files on shared data storage devices requires ongoing effort
S access of individual users to specific files or groups of files must be controlled
S protocols must be developed for sharing files among project team members—checking files in and out and
sharing changes on an equitable basis
Technology and management tools exist to address these challenges and they are all solvable.
If, however, you must participate in some kind of team-wide network the scope and scale of these challenges increases
and several other problems arise.
Wide Area Networks (WAN’s) that can link several project team members in different locations pose solvable techno-
logical challenges, but these are beyond the scope of this booklet. The most important concern about working on a
WAN is that if you and other project team members share a network that contains everyone’s CAD files, you must
be very careful about when and how the files are exchanged among the team members.
Some enthusiasts paint a rosy picture of a project environment in which everyone has constant unlimited access to
everyone else’s work all through the life of the project. This can be confusing and dangerous.
Putting it simply:
S You don’t want to use another team member’s CAD files until he is ready for you to use them (when his quality
control procedures are complete and the files are ready for release). Otherwise, you may access an incomplete
file or one that contains a design option that is still not final.
S At the same time, you don’t want anyone using your CAD files until you feel they are ready.
Caution
Don’t exchange CAD files with other project team members until everyone agrees
that the files are ready to share.
Agree in advance how any shared files can be used (and how they should not
be used).
This simple precaution will prevent misunderstandings and wasted efforts.

In the days of manual drafting, team members were protected by the fact that they exchanged hard copies of drawings
and that were accompanied by transmittal letters and other documentation. When project team members work on a
shared network, they need tools to prevent access to their drawing files until they are ready for others to use them and
other tools to help them determine when and how the files will be exchanged.
A.2.4.1 Security
CAD file security is a serious issue—whether you are working on an in-house network or on some larger project-wide
network. The critical issues involve protecting files from unauthorized access by either your own staff, other members
of the project team, or outsiders who may intrude into a network.
Tools to address these problems are available, but they do not fall within the scope of this booklet. The important thing
is to be aware that security questions are real issues that must be addressed.
A.2.4.2 Access
It is important to determine who should have access to which files in your CAD system, what kind of access they have
to which files, and when during the life of the project they have this access. Some people are quite concerned about
hackers and other parties gaining malicious access to their files. Certainly this is a legitimate concern.
Just as important, though, are concerns about non-malicious access to your files. These are concerns about people who
are legitimate members of your project team who may gain access to portions of the project files that don’t fall within
their responsibility, or just getting access to files before or after their part of the work is executed.
For example:
S You may not want some of your CAD users to have any access at all to certain files. Information in these files
may be confidential or the person may just have no business looking at certain files.
S You may want to make files available for some team members to see at any time during the project, but you
may only want them to be able to edit the files during a specific phase in the course of the project.
More frequently, though, you will want to give most of your users enough privilege to call up project files and view,
examine, copy, or plot them—but not enough privilege to modify them (this is often called read-only access). In addi-
tion, you will want to grant specific people access privilege that will let them edit the drawing files for which they
are responsible (read/write access).
Many project team members will have read-only access to most of a project’s files and read/write access to only some
of the files. For example, in a multi-disciplinary design firm a mechanical engineer may have read-only access to all
project drawing files and have read/write access only to the mechanical drawing sheets.
You will probably want to give the team read-only access to the reference files that describe existing conditions.
Network administrators generally have software tools at the operating system level that let them manage permissions
and levels of file access for the various members of the project team. These tools don’t operate themselves, though.
The greater challenge is for the project management team to plan the project work and develop an overall scheme for
allowing access to the files—and then to convey and explain this to the project team members.
One relatively painless way to control file access is with viewing software. Viewing utilities let users view and plot
project drawing files. Users can even add comments and marks to a drawing in the form of electronic red-lining or
post-it notes. These marks are stored separately and do not modify the drawing file at all.
Many viewing programs include document management features. Some let you assign several fields of non-graphic
descriptive information to the drawing files—drawing names and numbers, drawing descriptions, release status, dates,
names, etc.—and then use this data to organize, sort, and find project files. Some let you track revisions to your drawing
files—logging every time someone accesses each file, logging that person’s identity, giving the user a place to enter
a verbal description of all work done during the work session.

As an added bonus, viewing software is generally easier to use than CAD software and viewing software lets you access
project files without having to own an expensive CAD software license. This is a cost-effective way to give a checker
or supervisor access to project drawing files that he will not be changing.
A.2.4.3 Revision Control
The content of project drawing files changes from day to day as CAD users work on them.
It is easy to make a copy of a drawing file at any time. There are many good reasons for making copies, e.g. you may
decide make a copy of a file to test an alternate design without modifying the original design, or you may make a copy
on which a specialty consultant will do his design work. As a result, copies of files proliferate.
Often a CAD project manager discovers that the network directories contain several different copies of a drawing file
(and who knows how many copies have been written onto disks and carried away for use elsewhere?). Every copy is
a little different from every other one.
Caution
Take pains to keep track of which version of your electronic files are “current.”
Keep track of which copies are “current” and also track which copies are made
for other purposes—record copies, archives, design alternative testing, reference
files, etc.
This bookkeeping requires significant effort, but it is easier than much less stress-
ful than re-creating a “current” file after you have lost track.
After considering the matter for a while, the project manager realizes that he doesn’t know which file represents the
“real” and current design. He may even find that no single file contains all of the real or current design. Instead, each
of several drawings files on the network contains a portion of the real design, but not all of it. He faces a real challenge
gathering up all the portions of the real design that have been developed separately and combining them into a single
drawing file where all the changes fit together.
A smart project manager only has to experience this confusion once or twice before he realizes that revision control
is an important issue. It is critical to track each drawing file through its life and the life of the project. The person who
manages the project CAD work must:
S track which version of a file reflects the current design
S track file copies that are made to test alternatives or for other purposes and make certain that they do not get
confused with the current drawing
S when an alternative from a file copy is adopted into the project design, he must manage its incorporation back
into the “real” project files
S purge or archive invalid or outdated copies of files
S keep track of drawing files that are distributed outside of his network, trying to determine who has up-to-date
copies of the files
This may seem like a daunting task, but it is do-able. This is an administrative and management challenge. Most impor-
tant in implementing such a program are consistent visible support from company management and cooperation of
the company’s CAD users.
A.2.4.4 Record Drawings
Project drawing files evolve and change through the whole life of the project. At different points during the project,
project team members make interim submittals of their drawings. These submittals typically include copies of their

drawing files as they stand at the time of the submittal. Once the submittal is made, project work continues and the
active working drawing files continues to change.
Caution
Keep archived record copies of everything you receive from other project team
members and of everything you send to them. Document these exchanges.
This is a basic project management/quality control measure. It is important in a

hand-drawn project and it at least as important when you use a CAD system.
It is important to make copies of your drawing files as they were at the time of the interim and final submittals and
save them as project archives. Note that the “final” submittal seldom marks the end of the project, so you must also
keep a copy of the final submittal in case later CAD work is done to change the current files.
These archives become your record copies of just what you submitted with each interim file exchange. This precaution
can protect you if a problem should arise and there are questions about who had what information and when they re-
ceived it. You will be able to consult your record copies and answer these questions.
Caution
Don’t rely on electronic files as your long-term project archives. They won’t last
forever.
If you are going to maintain project archives of your solutions, you must plan your archives carefully. Although long-
term electronic storage media is improving, your electronic files won’t last forever. Compact Disk (CD) technology
offers the most hope for a cost-effective solution to archiving project files. Unrecorded CDs have a typical shelf life
of 5 to 10 years. Once files have been written to a CD manufacturer claims for integrity increase to maximums of 70
to 200 years, provided that the CDs are stored in an environment that meets their specific requirements. The American
National Standards Institute has begun some work to substantiate such claims.
On the surface this is great news. Unfortunately, the more daunting problem is archiving the system required to read
your old drawing files. The rapid obsolescence of computer systems is the greatest obstacle to the long-term retrieval
of your files. To be able to retrieve and edit your project files you should be ready to save the computer that created
them, its operating system, your CAD software, and any utility software that you used to prepare the drawings.
Caution
If you do need to archive electronic files on a long-term basis, then be ready to
archive the computer system that you used to produce the files.
Even if you do go to this length to set up your electronic archives, your current best bet is that your paper copies of
your drawings will still probably outlast your electronic drawings. Because of this, your archive must include hard
copies of all the drawings you plan to store as electronic files. Full-size reproductions, photo reductions, or microfilm
are possible storage media. Thus, if you ever do need to retrieve a project file and it does turn out to be corrupted, you
can at least scan your paper drawing, perform a little optical character recognition on it, and not experience a total
electronic loss.
If you are fortunate enough to successfully retrieve your electronic archive, your drawings can still be useless to you
unless your archive includes:
S careful documentation of your electronic files that will let someone open the files years after the project is
complete and find their way around the files (documentation should include descriptions of: the directory
and file structures, how the drawing files correspond to the plotted drawings, reference files, saved views,
and anything else that might be useful)
S copies of transmittal documentation to indicate who received the files and when they received them
S a copy of the project CAD specifications

Caution
Consider your own business, estimate your liability exposure, and decide how
much archiving and documentation is necessary.
As a minimum, archive all official submittals. Archive other interim file exchanges
as seems necessary. When in doubt, use caution.
A.3 EFFECTIVE CAD MANAGEMENT
CAD systems offer the greatest benefits when they are effectively managed (and they can punish weak management).
Good CAD management can pay for itself early in a company’s CAD involvement, even if the company just uses CAD
internally and is not yet exchanging CAD files with other project team members. Even in these early stages of CAD
use, good management can:
S help a company develop a CAD Standard that will let it do better CAD work
S help a company keep its CAD work well-organized and efficient
S motivate a company’s CAD users to work consistently
S let a company measure and monitor CAD productivity
S help the company achieve non-project goals like developing libraries and customization tools
A.3.1 CAD Project Standard
Develop and adopt a company-wide CAD Project Standard to assure consistent CAD work. Do it thoughtfully.
Caution
Don’t start CAD work in your company without a company-wide CAD Project
Standard. You need a standard to assure consistent, coordinated CAD work.
If you are doing CAD work without a company standard, make developing such
a standard your first priority.
When a company gets its first CAD system, it should adopt a CAD Standard before its people start making CAD draw-
ings. If a company just trains new CAD users and lets each of them invent their own standards, whatever they invent
will almost certainly be incompatible with anything anyone else in the company is using (and also incompatible with
the standards being used by clients and other project team members). By the time the company starts to work on CAD
projects that involve multiple CAD users or exchanging CAD files with other project team members, each of its CAD
users will be hip-deep in his own home-made system and will resent forcible attempts to change and follow someone
else’s system.
When the company gets that first CAD system, it should study the standards that are being used around it. The company
should check:
S colleagues/competitors
S professional associations like the National Institute of Building Sciences and SMACNA (see Chapter 2)
S clients
S application software that includes a standard
These sources represent the environment in which the company will be doing its CAD work. What standards are they
using?

Caution
Adopt a company CAD Standard that will let you work easily in your environment—a
standard that will let you coordinate with your clients and other members of your proj-
ect team.
A new CAD company should try to adopt a CAD Standard that is similar to those being used around it, particularly
if there is a dominant standard in its geographic region or area of specialization. Given enough time, a company’s own
CAD staff may invent the perfect CAD Standard, one that fits its staff, its organization, its internal requirements better
than anything else possibly could. This is no help, though, if the perfect standard is so idiosyncratic that it won’t let
the company communicate or exchange information with anyone else. (The company will also have to pay its staff
for the time it spends developing this perfect standard.)
In developing your CAD Standard, make it your goal to design something that lets you work effectively, not just inter-
nally, but also with other members of the project team. If one standard is being used widely in your area by the people
you will be teaming with—just adopt it (maybe with a few necessary internal variations) and save yourself a lot of
effort, both in development time and in later coordination.
A.3.2 Layering Guidelines
These are covered in the CAD Specification portion of the CAD Standard. You can either develop your own CAD spec
(and its included layering guidelines) or receive it as part of a project in which you are about to participate. Most likely,
you will do both in succession—develop your own standards and then have them temporarily (you hope) supplanted
by the standards required for your projects.
Caution
Implement general purpose or “standard” CAD Specifications thoughtfully.
Don’t let the fact that they offer an option for every possible situation tempt you
into an overly-complex implementation.
Keep it simple. In implementing a general purpose CAD spec, use as few of its op-
tions as each project will allow.
Take a close look at the CAD specs you receive as you plan how to apply them to specific projects. Most general pur-
pose CAD specs are far too long and contain far too many choices to be used as-is on any one project. The CAD Layer
Guidelines, published and revised by the American Institute of Architects Press in 2001, will be longer than 40 pages.
The National CAD Standard fills two thick volumes.
Neither of these guidelines necessarily contains more than they should—complex projects need complex data struc-
tures, and the developers of these guidelines meant for them to apply to complex projects and cover a wide range of
situations. Therefore, the guidelines do contain more choices than are required for any specific project.
If some aspect of your project is relatively simple and straightforward, keep the structure of the CAD data for that
project segment as simple as you can. Let’s look at how this can work:
Example: SMACNA’s CAD Standard lists four layers for diffusers:
M-HVAC-CDFF HVAC ceiling diffusers
M-HVAC-ODFF HVAC other diffusers
M-HVAC-RDFF HVAC return air diffusers
M-HVAC-SDFF HVAC supply air diffusers
If your project is complex, you may need to use every one of these layers. If your project only contains a few diffusers,
though, consider putting them all into a single layer, M-HVAC-CDFF. Remember: your goal is to keep your project
data structure as simple as is appropriate for your project.

A.3.3 Text Style and Size
These are also covered by NCS in the Uniform Drawing Standard Drafting Conventions. One bit of advice about text
styles—use the fonts that come with your system wherever you can and avoid non-standard fonts. If you develop cus-
tom fonts or buy fonts from a third party and then incorporate them into your drawings, you may have trouble passing
your data files to other team members. There are ways around these problems, but why complicate things unnecessari-
ly?
Caution
Avoid fancy or custom text fonts. Keep it simple—stick with the standard fonts that
come with your CAD system and you will avoid unnecessary coordination prob-
lems.
A.3.4 Library
Your company’s CAD Standard should include provisions for developing a library. One of the most important ways
you can improve your productivity with CAD is to let it help you avoid drawing things more than once. A library is
the most obvious way to do this.
Caution
Develop a CAD library. It will improve your productivity and make your work
more consistent.
Develop a basic library when you first get your system, then expand your library
with every project.
Use your library.
Start your library with:
S Standard sheets with:
S borders and title blocks
S parameter settings for units, scales, text heights, etc.
S layering schemes
S Standard symbols
S Standard details
S Standard data structures for typical project types
S Custom software—LISP routines, macros, user commands, etc.—that will automate repetitive tasks
Develop a second tier of information that includes files archived from your previous projects from which material
might be re-used. When closing out a project, comb the files for material that should be added to your library.
Before drawing anything new for the current project, consult your library for guidance or for material that can be re-
used, either as it is stored or with minor changes.
Make library development an ongoing effort in your company. Material for your library can come from many sources,
including:
S specific library projects

S harvesting efforts conducted at the end of a project
S material from your suppliers and manufacturers
S material distributed at the beginning of a project
To maximize your benefit from library use, you must make a specific effort to: a) keep the library growing and up-to-
date, b) keep it well organized and well documented, and c) make sure your CAD users are familiar with and actually
use the library.
A.3.5 CAD and the Project Team
Different members of the project team will use their CAD systems and CAD drawing files in different ways and for
different purposes.
A.3.5.1 Designer/Engineer
The project designer or engineer uses CAD for several purposes:
S to develop his own design information
S to run calculations when they are required for the design
S to prepare project contract documents
S to fulfill special owner requirements
In a “standard” project, the designer/engineer does most of his CAD work during the initial project design process and
his CAD work is mostly complete before the contractors/subcontractors become involved in the project. Once he com-
pletes his work, the designer/engineer has CAD files that may be made available for contractors/subcontractors to use
while preparing their own work.
The paragraph above said that the CAD files from the project designer/engineer “may be made available.” This is not
a sure thing and you cannot assume that it will happen.
Many designers/engineers are reluctant to pass their design files to a contractor/subcontractor. In the same way, you
may be reluctant to pass your own design files back to the general contractor or on to the project owner. The reason
for this reluctance is often a concern about liability for the contents of the files. For a more detailed discussion of these
concerns, see Liability on page A.23.
The picture changes in a design/build project. In such projects, the team is assembled earlier in the project. In many
cases, the principal project team members have already been identified when the design work begins and the contrac-
tors/subcontractors will work directly with the designer/engineer during design. The contractors/subcontractors may
propose design ideas, help evaluate design and system options, and provide cost estimates for multiple options before
final decisions are made.
Contractors/subcontractors may be asked to provide some project systems on a design/build basis, in which case they
act as their own consulting engineers. Design of the overall project design and sub-systems must be carefully coordi-
nated in such situations (to keep an air distribution system clear of structural members or light fixtures, or example).
Contractors/subcontractors may exchange drawing files with the designer/engineer before the design is complete.
When this happens, it is critical to document all exchanges, to insure that all parties understand just what information
is being exchanged and just what stage of completion the exchanged files represent.
When there are interim file exchanges, all parties must be particularly careful that everyone is working with the current
version of the files and that all team members are updated when previous “current” versions are superseded.

The good news to report is that read only drawing file formats are growing in popularity as well as the inexpensive
and frequently free file viewing software required to read them. Internet-based project collaboration service portals
now offer unprecedented new opportunities to exchange information in a timely, responsible, and efficient manner.
Test out these new technologies on smaller projects before committing them to larger projects where you have more
at risk. Ask the tough questions about Internet security to safeguard your intellectual property. Explore the full scope
of the cost of these services, so you do not experience any rude surprises as the size of your project document and
drawing database grows. Admittedly, it is always important to proceed with caution into new arenas, however it may
be equally important to avoid letting excessive caution prevent you from preceding to find out what these new technol-
ogies can do for you.
A.3.5.2 Contractor/Subcontractor
The sheet metal and air conditioning contractor/subcontractor cannot usually start work before receiving basic design
information from the designer/engineer. This information may include a preliminary specification for the facility or
the system the contractor/subcontractor is to provide. It may include a layout for the whole project that will show the
contractor/subcontractor just where his installation must fit.
In manual drafting days, the contractor/subcontractor received this information as written specs or blueprints. Now
that we have CAD systems, you may be able to get this information in an electronic format that will let you draw your
own work right on top of the designer’s drawing file. This can save you significant time and effort. It can save you
money and help you finish your drawings just that much sooner.
When you receive CAD files from other project team members, though, you must determine whether:
S the files reached you on schedule
S the files were prepared according to the Project CAD Specification
S the files contain the information you expected
S the files contain up-to-date information
S whoever provided the files warrants that the information contained in them is accurate
Once you receive information from the designer or the general and then do your own CAD work, you may have to
pass your CAD files on to other parties. You may have to transfer your files to the general who may plan to use them
himself in a project scheduling or project management system or may pass them on to the project owner. You may
have to pass your files directly to the owner.
Caution
Understand your contractual relationships within the project team. Who do you
have a contract with? Who has a contract with you? What do the contracts re-
quire?
Consider these relationships when you receive a request to deliver electronic files
If you do have a contract with someone who makes such a request, determine how
the request fits into what the contract requires you to do.
If you do not have a contract with the requester, you may not be required to deliver
anything.
If you are required to submit your CAD files at the end of your work, the files must be prepared according to the Project
CAD Specification. If you pass your CAD files on to other project team members, be sure you completely document
each submittal as described previously.

Don’t send your CAD files to someone just because they asked for them. In doing so you may be voluntarily assuming
liability that is not included in your contract. Deliver your CAD files only when you are required to do so by a contrac-
tual relationship or a legal requirement.
Understand your contractual relationships. Who is your contract with? What does your contract require you to deliver?
Suppose you are the air conditioning contractor and that your contract is with the general contractor.
What if the plumbing contractor asks for your CAD files? You do not have a contract with the plumbing contractor.
You are not receiving any compensation for working with him. Anything you give him is a gift and by giving it you
assume an undefined liability for the content of what you deliver. You are assuming liability that is not required by
any written agreement and you are doing it for free! You have no contractual obligation to the plumbing contractor
and you should not give him anything.
Suppose that in the situation above the general contractor asks you to deliver CAD files to a third party. You may not
be required to make the requested deliver, but you want to be a responsible team member and keep the project moving
forward. You will probably end up making the delivery as requested, but here are some suggestions:
S Determine whether your contract requires you to make the delivery.
S If the delivery is not required, consider requesting additional compensation. After all, you will be doing work
that was not included in the original agreement.
S Deliver the requested material to the general contractor and let him pass it on to the third party. If you can’t
do this, deliver the material with a transmittal document which states that you are making the delivery at the
general contractor’s request.
S Document whatever you deliver. Pay special attention to describing what you deliver and its state of comple-
tion at the time of the delivery. Do not assume responsibility for updating the recipient on changes that occur
after delivery.
A.3.5.3 Customer/Owner
The customer/owner may:
S provide CAD files to the project team at the beginning of the design process, or
S require that the project team deliver CAD files at the end of the project
At project start-up, the owner may provide files containing information about existing project conditions. This might
include: site survey data, drawings of existing building conditions in the project area or existing adjacent structures,
or drawings from previous project phases (preliminary designs, for example).
Caution
Will you be receiving electronic files from the project owner or other project team
member?
Don’t assume anything about how useful the files will be or how much time and
money you will save by having these files.
Check these files carefully and determine how you will use them before you agree
to a price or schedule for your work.
Owners usually provide this information to prevent the project team from having to gather the information themselves.
Owners often expect that their providing these files will save work for their project team and, thus, reduce design fees.
Sometimes this works out. Often it does not.

When you receive such files, you must verify a couple of things.
First, what is the condition of the electronic files?
S Are they well organized and were they executed carefully?
S Are they compatible with your CAD system and easy to read?
S Do they contain information you can use?
S Do they contain a lot of other information from which you will have to extract the useful parts?
S Does the value of the information contained in the files exceed what it will cost you to use them?
Second, is the information contained in the files accurate?
S Can you rely on the information without having to go to the field and verify it?
S Is the party who prepared the files available to answer your questions about them?
S Does the owner warrant the accuracy of the information? Few owners will make such assurances, but without
such a warranty, you may have to field verify everything in the files. This makes the files much less valuable.
An owner may require you to deliver files at the end of the project for several reasons:
Project Archive. The owner may want to keep CAD files as a project archive. An electronic archive is more volatile
than he may understand. Electronic files can become inaccessible and unusable through deterioration of magnetic me-
dia or through changes in hardware or software.
By the time the owner gets around to trying to use archived CAD files, he may find that he cannot read the files and
may then start looking for the “responsible” parties. Your best protection is to educate the owner before the project
starts. If you do not have direct access to the owner, you can only work through channels to spread this information.
Use in Later Project Phases. The owner may want to use the CAD files from your phase of the project to help imple-
ment later phases of the project (furniture and finishes or installation of equipment, for example).
A.3.6 Timing and Timing--Related Issues
CAD files may be exchanged many times during a project. With each exchange you must be aware of what is happen-
ing and you must ask yourself some questions.
Use in Facility Management. The owner may want to use the files to start a facility management system. In such
situations, the owner may modify your files and go on to use them in ways you had never considered.
Caution
Your CAD files can be changed without a trace by anyone who has copies of them.
Protect yourself from liability for the problems of people who modify your files and
then use them inappropriately.
Include appropriate language in your agreements and in transmittals.
You must protect yourself from liability for problems arising from use of modified versions of your files. Make sure
your contract language provides such protection. Also, keep careful documentation of your submittals (both electronic
files and hard copies) so that in case a problem should arise, you will be able to determined just what was included
in the files when you delivered them.

A.3.6.1 Pre--Project
This occurs before any project work starts, or, if you are a sub-contractor, before your part of the project work begins.
Pre-project CAD data exchanges typically consist of files you receive from the owner or the general contractor that
contain (or are supposed to contain) information you will need to do your work.
In working with such data exchanges, you must determine:
S When will you receive the files? Exactly when are you supposed to receive the files? Who is responsible for
providing them (get the name of a specific person)? If the files are not delivered when scheduled, will you
get more time (or money) to complete your work?
S Who made the files you will receive? Was it the owner, the designer, the general contractor  or maybe a
third party who is not on the project team? Is there anyone you can contact with your questions about the files
 or are you on your own when it comes to using them?
S What do the files contain? Do they contain the information you need? Do they contain a lot of other informa-
tion that you can’t use? How much work will it require to separate the useful material from the parts you can’t
use?
S How were the files made? What was the CAD specification? Was it followed carefully  or will you have
to do a lot of editing to get the information you need organized so you can use it conveniently?
S What is the quality of the files? Are they complete? Are they correct? Will you have to field verify any of
the information?
A.3.6.2 During the Project
While the project work is going on, there are typically two kinds of CAD file exchanges:
S passing files back and forth with other members of the project team for coordination purposes
S making required progress submittals to the project owner or the general contractor
In considering such exchanges, determine:
S Project CAD Specification. What is the CAD specification for the files to be exchanged? Do you plan to fol-
low your own internal CAD Standard and later translate your CAD files to meet the CAD spec? How much
effort will it take for you to make this translation?
S Exchange Schedule. How many CAD files exchanges will you make? (How many are required in your con-
tract?) When will you make the exchanges? (Remember that each exchange will take time and money.)
S Exchange Contents. What information will each exchange include? Which drawings will be included? What
will be shown on each drawing? What stage of completion does each exchange represent? How can you use
the files you receive?
S Documentation. How will you document these exchanges to track: what you deliver, what you receive, when
exchanges are made, etc.?
S Version Control. How will you assure that other team members are using the most recent version of your work
—and how will they know if they don’t have the most current version? How will you know that you have
the most current version of files from other team members?
S Acceptance. This issue arises in the case of progress submittals when the project team submits preliminary
data to the project owner or perhaps construction manager. In these situations, the party receiving the submit-

tal is supposed to review it in a timely manner and notify the project team of any exceptions taken to the pre-
liminary design. On receiving this notification, the project team members can make required changes and
proceed with their work. How can you be sure review and acceptance will be timely? How can you protect
yourself from being forced by deadline pressures to proceed with your work before receiving the necessary
approval? See Liability on page A.23 for more discussion.
S Ownership. Who will own the electronic files that you deliver to others? In the case of coordination files ex-
changed with other project team members, this is not a significant issue. It is an issue when design files are
passed to the project owner or end user. See the discussion of this issue in the next section.
A.3.6.3 Post Project
These data exchanges are made when everyone’s work is complete and final project documents are prepared. These
exchanges usually involve having project team members pass their files on to the general contractor and then to the
project owner for the owner’s ultimate use.
In making such exchanges, determine.
S Project CAD Specification. What is the CAD specification for the files you will submit?
S Submittal Contents. What specific information are you required to submit?
S Acceptance. At what point is the recipient deemed to have reviewed and accepted the files? When are you
relieved of responsibility for the content of the electronic files? After all, electronic files deteriorate over time
and they can be modified without a trace. At some point the recipient must assume responsibility for main-
taining the files and safeguarding their contents. See Liability on page A.23 for further information.
S File Ownership. Who will own the electronic files you deliver to others? This becomes an important issue
with the files that the project owner or end-user receives. Ownership will determine which party can use the
information contained in the files and how the files can be used. The electronic files of your CAD drawings
are a database that is potentially much more valuable to the owner or end-user than your paper drawings ever
were, so don’t rush to give them away without compensation. Depending on the specifics of your contract,
you can retain ownership of your files, transfer ownership to the owner or end-user, or establish a shared own-
ership of the files.
This may be the time to meet with the client or end-user to determine just how he plans to use your files and then discuss
how you might work with the files and provide additional services.
S The Receiver. Who will ultimately receive your submittal—the general contractor, the project owner, the end
user, or consultant for a later phase of the work? How will this party use your files? Is this an appropriate use
for your files? If not, how can you protect yourself?
S Archiving Issues. Does the project owner plan to keep your files as an archive? Does he understand the limita-
tions of electronic archives? What should you keep for your own archive?
A.3.7 Data Exchange
Project have become increasingly sophisticated in recent years. Today’s project team includes many members, many
more than were involved just a few years ago. A typical project team might include: designers and their design consul-
tants, contractors and subcontractors, manufacturers and suppliers, and the project owner and end users.
Project team members work together in a complex matrix of relationships which changes as the project moves from
preliminary phases through the end of construction and user occupancy.
Project information flows through this matrix. At any time some project team members may want project information
another member has or is developing. At any time you may have information that another team member will want.

Before automation, much project information was passed back and forth between project team members. Automation
and CAD systems particularly have made it even easier to pass information back and forth among project team mem-
bers and to do it quickly.
The free, rapid flow of information among project team members can help team members communicate quickly, and
can save time and effort as team members have the information they need instead of having to wait for it, and can keep
the project moving forward.
The uncontrolled flow of project information among project team members can also pose risks. Without proper con-
trol, team members can end up:
S working with data that is incorrect, not ready, unchecked, or for other reasons should not have been exchanged
S working with data that represents a design alternative rather than the actual design
S working with design information that has not been approved for release
S working with outdated information
S working with multigenerational copies of data files
S not knowing whether changes were made to the files as these copies were madeInformal information ex-
changes among project team members can lead to these problems and raise serious liability problems.
In a well-run project, data exchanges between the team members are established in the contracts and are then managed
carefully. The manager may be the principal designer, the general contractor, the construction manager, or some other
party. The data exchange manager’s role may even pass from one party to another as the project moves from one phase
to the next.
Without effective management of data exchange within the project team, each team member is on his own. Careful
team members will implement their own data exchange management systems and there will be a great deal of dupli-
cated effort.
Whether project data exchanges are well managed or not, each project team member must protect himself. His goals
should be:
S to use CAD files received from others only if he can verify that they contain correct and current information
S to assure that the information he is using from outside sources is kept current as changes occur
S to assure that he releases only correct and current data to other team members
S to document the whole process and develop a paper trail in case of later questions
These principles apply when you are working on a multi-member project team. They also apply when you are just
working with other teams or even just other individuals in your own company.
When working on a multi-member project team, your first step is to determine the nature and structure of your contrac-
tual relationships.
Don’t give your CAD files (or other project documents) to anyone with whom you do not have a contractual or a legal
obligation (such as fire marshals and others with review authority). This caution applies to other project team mem-
bers, of course, but it also applies particularly to outsiders who want the information for their own uses. Let the general
contractor or the project owner handle these requests.
Don’t deliver CAD files unless the contract requires that you deliver them. If you are a sub-contractor to the general
and you need to exchange CAD files with another sub, make the exchange through the general.

Caution
When you exchange electronic files documentation is critical.
Document everything that you receive and everything that you give to anyone else.
Documentation can help you re-construct events after the fact if questions arise.
More immediately, though, documentation can help you and your project team to
keep track of where things stand on a day-to-day basis.
Let the general (or designated data exchange manager) manage these issues. Let the general keep track of who has
received what, when the delivery occurred, percentage completion at the time of the exchange, etc. Let the general
act as the data coordinator and traffic cop for the project.
Assume, then, that you have settled these contractual issues and are preparing to exchange CAD files with other mem-
bers of the project team.
Before you pass CAD data files to another project team member:
S Determine what you are delivering. What files are included? Which drawings do they include? What were
the design assumptions under which the drawings were made? What is the currency date of the material you
are delivering? How complete are the drawings at the time of the exchange.
S Be sure you deliver only what you intend to deliver. Check your files before you send them. Check all the
layers/levels and make certain they do not include material that you do not want to send—such as proprietary
material, private notes, etc. If you only want to deliver part of a file’s contents, write a new file that contains
only what you want to send. This simple precaution can save you embarrassment.
S Document your delivery carefully. Keep a copy of your transmittal and other documents describing exactly
what is being delivered. Keep hard copies of the drawings included in the CAD files. Keep copies of the CAD
files. Keep a record of who is receiving the delivery and of your relationship with this party (establish why
you are making the delivery). List any third parties who you know will be receiving copies or your delivery.
S Update recipients. Understand that you will want to keep the recipient updated on any changes (the project
data coordinator may be responsible for seeing that this happens, but don’t just assume that it will occur).
Whenever you receive CAD data files from another project team member:
S Determine what you have received. What files are included? Which drawings do they include? What were
the design assumptions under which the drawings were made? How complete are the drawings at the time
of the exchange. Who made the files you have received—the sender, or another party? Much of this may be
indicated on the sender’s transmittal, but you should verify it anyway.
S Document it carefully. Keep the sender’s transmittal and any related correspondence. Keep any notes that
you make during your confirmation of the delivery. Keep a copy of the files as you received them in your
project records.
S Commit to updating. Understand that you must keep yourself updated on any changes to the information.
A.4 LIABILITY
In discussing liability issues, a useful starting point is the assumption that each project team member should be respon-
sible for his own work. This principle would be very helpful if each team member could work independently, never
interacting with other team members, and just submit his finished work at the end of the project.
Unfortunately, this is not the case, nor has it ever been the case except in the very smallest and least complex projects.
A typical project in today’s environment includes several participants who are separate entities and organizations
which must work together as a team. The success of any one team member depends on the other team members doing
their jobs correctly: before he begins work, while he is working, and after his work is finished.

In this kind of team model, the team members must work cooperatively and interdependently throughout the life of
the project. They must pass a great deal of information (CAD files and many other things) back and forth during the
project and they must be able to rely on the information they receive and stand behind the information they pass to
others.
This complicates the liability picture.
It is possible to develop a workable liability structure from the complex matrix of relationships that constitutes today’s
typical project. Steps toward such a liability structure include:
S project contracts that describe data exchanges between project members
S who will provide information and who will receive it?
S how many exchanges will be made?
S what will be included in each exchange?
S what is the state of data currency at each exchange?
S what is the furnisher’s responsibility for the data provided?
S how can the data be used once it is received?
S a structure to manage the day-to-day details of data exchange
S tracking scheduled data exchanges
S assuring that exchanges are made as scheduled
S receiving CAD files from the parties who are supposed to provide them
S verifying that the files contain the information they are supposed to contain
S conveying the files to the parties scheduled to receive them
S assuring that the parties who receive CAD files are kept current as changes are made to the files
Establishing and operating this kind of structure requires a significant effort and additional costs—initially. The effort
pays off quickly in terms of improved data flow, reduced confusion, and clear liability.
If this structure is established on a project-wide basis and if team members feel confident it will work smoothly, a sav-
ings will be achieved by reducing duplicated efforts among team members as each tries to cover his own liability expo-
sure.
The overall goals of such an organization must include:
S A successful project in which the work runs smoothly and without delays, everyone makes a fair profit, and
at project’s end everyone involved (including the project owner) feels good about everyone else on the team
and looks forward to working with them again.
S A free and open exchange of information among the project team members. Such an exchange means that
each party receives from other project team members the information he needs to perform his own work. It
also means that each party must provide information about his own work to other parties need for their work.
S An equitable and appropriate distribution of liability among the members of the project team.

A.5 CONCLUSION, SUMMARY, AND RECOMMENDATIONS
CAD systems offer many potential benefits to SMACNA members.
The most obvious benefits are using CAD in-house to produce your own drawings. Select a good CAD system and
adopt an in-house project CAD standard similar to those used by your colleagues and you can experience significant
gains in productivity as you produce your drawings, perform design calculations, generate quantity take-offs, etc.
You can benefit further from CAD use when you receive CAD files from other project team members. Using this infor-
mation, you can:
S get drawings of existing site conditions in CAD format (rather than having to gather the information and draw
it up yourself)
S learn about the design intentions of other team members
S perform ongoing coordination between your work and that of other team members
In achieving this second tier of benefits, though, you will encounter challenges in the areas of data coordination, addi-
tional costs, and liability.
These challenges are best addressed by project-wide efforts that begin with the general contractor or the project owner.
Lacking such efforts, you must take whatever steps you can to protect yourself (and so must all the other team mem-
bers).
The considerations above relate primarily to automating projects as they are currently performed.
Creatively used, your CAD system can become a tool that will be useful in other ways, too.
CAD work can be a way for you to make yourself known to the project owner. Using modern technological tools effec-
tively to produce successful work can let you stand out on the project team and keep you from getting lost among all
the other sub-contractors.
Your CAD system can be a great sales tool. CAD includes tools that will let you present your work to your clients in
forms they can readily understand. A 3D model or a process flow simulation can help your client understand your de-
sign with much greater clarity than you could achieve with 2D mechanical design drawings, performance charts, or
verbal descriptions. Your sales efforts will be much more effective when you can communicate your proposal clearly,
when you can really show it to your client.
Your CAD system will let you offer new products and services that extend beyond the construction of the project. As
you use your CAD system to develop your project design, you build an electronic database that describes the facility
and your design. If developed carefully, this database is a product that has great potential value to your client.
You can add non-graphic data (attaching to the graphic representation of a piece of equipment information such as:
manufacturer name, model number, serial number, installation date, maintenance recommendations, etc.) and offer
your client a set of electronic files that will connect directly into his facility management system. Such a system can
help a client manage system maintenance activities, assure inventory of belts and filters, or even issue preventive
maintenance work orders. You can even use the database yourself and offer to monitor and maintain the client’s facility
yourself.
All in all, CAD can be a valuable tool for the SMACNA member. Like any other new and powerful tool, though, you
must use it with planning and care.

THIS PAGE INTENTIONALLY LEFT BLANK

SMACNA CAD Standard

Uploaded by

Copyright:

Available Formats

SMACNA CAD Standard

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

SMACNA CAD Standard

Uploaded by

Copyright:

Available Formats

APPENDIX A

S receive and use CAD files during the design process

This document will:

SMACNA CAD Standard  Second Edition A.1

A.1.1 Engineering/Owner Needs

A.1.2 The Beginner’s CAD Standard

An in-house CAD Standard should include:

S procedures for planning, budgeting, and organizing project CAD work

staffing and scheduling

S standards for layering CAD work

S standards for naming layers and other entities

S libraries of symbols, details, sheet borders, etc.

S procedures for documenting ongoing and completed work

S procedures for archiving completed work

Consistently followed written standards are the minimum requirement.

A.2 SMACNA CAD Standard  Second Edition

A.1.3 Standards for Use With Other Software

Examples of this application software include programs for:

S performing energy analysis of a design

S calculating heating and cooling loads

S calculating duct pressure and air-flow through a system

S calculating duct sizes

S producing bills of materials

S estimating quantities and costs

S estimating or monitoring service and maintenance requirements and activities

S coordination with automated fabrication equipment (CAM programs)

S you may have to draw graphic elements in specific layers or levels

A.1.4 Standards that include Project Requirements

SMACNA CAD Standard  Second Edition A.3

The Project CAD Specification can have many origins.

S develop an overall project quantity take-off and cost estimate

S populate the databases required for a facility management system

S establish an automated maintenance or material handling system

A.2.1 Project CAD Specification

A.4 SMACNA CAD Standard  Second Edition

S Operating system—name and version number

S CAD software system definition—name and version number

S Other required application software

S Directory and file structure

S Drawing names and descriptions

S Reference file structure

S Entity naming conventions

S Line types, weights, and colors

S Text fonts and sizes

S Symbols and other library materials

S Number of and schedule for submittals

S Contents required for each submittal

S Procedure for each submittal

S Procedures for submittal review an acceptance

SMACNA CAD Standard  Second Edition A.5

A.2.2.2 PC--compatible systems

A.2.2.3 Apple Macintosh systems

A.6 SMACNA CAD Standard  Second Edition

A.2.2.4 File compatibility

A.2.2.5 Software availability

A.2.3.1 Alternative or Compatible Programs

SMACNA CAD Standard  Second Edition A.7

S Plan your work to minimize translation problems

S Make the file translations