Web-based document management system for shop drawings

• Main Author: Tabernilla, Jhomar P.
• Format: text
• Language: English
• Published: Animo Repository 2020
• Subjects: Construction industry—Information resources management; Management information systems; Civil Engineering
• Online Access: https://animorepository.dlsu.edu.ph/etd_masteral/6358; https://animorepository.dlsu.edu.ph/context/etd_masteral/article/13404/viewcontent/Tabernilla_Jhomar_11671017_WebbasedDocumentManagementSystemforShopDrawings_2.pdf; https://animorepository.dlsu.edu.ph/context/etd_masteral/article/13404/filename/0/type/additional/viewcontent/Tabernilla_Jhomar_11671017_WebbasedDocumentManagementSystemforShopDrawings_1.pdf; https://animorepository.dlsu.edu.ph/context/etd_masteral/article/13404/filename/1/type/additional/viewcontent/Tabernilla_Jhomar_11671017_Approval_Sheet.pdf
• Institution: De La Salle University

As construction project management team of the Solaire Metro North Project, the team has several processes like administrative submittals, progress photos, product data and samples, daily construction reports, shop drawings order, etc. During the practicum program, the intern learned that there is a need to better the existing documentation system not to lessen the team's productivity and focus on their actual work and not wasting their time checking and reviewing papers or filing them. This practicum will focus on the review of the existing manual document management system to identify its gaps and weaknesses specifically those related to submission, routing, consolidating and inventory of the shop drawings used for construction to come up with a proposed procedural workflow and controls in preparation for the development of a Web-based Document Management System for Shop Drawings. This paper is limited to the preparation of detailed guidelines in developing a web-based document management system as it is not the intern’s expertise to create such a system. Various literature has been reviewed and involved parties were interviewed to identify the strengths and weaknesses of the traditional existing document management system. The existing system's efficiency shows that it is slow in terms of routing and approval since it is done manually and not in parallel. In contrast, the proposed system can route instantly and check the drawings parallel with each designer/consultant. The proposed system utilizes chat boxes for communication of each user involved, storage of the file uploaded, and approval and revision of the files; hence, it would make the submission paperless. It is recommended that if the proposed system is implemented, training should be conducted for the staff from the project's involved companies. Capacity building is needed so that there would be an awareness of how the proposed system works. Once implemented, this system can ease the workload of document controllers, admin assistants, or even engineers who are having a hard time with internal audits and safekeeping of hundreds and hundreds of construction files and folders.