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The construction industry is sometimes condemned as being technophobic, yet we often lead the way in adopting new technology. For example, the industry’s geographical spread and the need to move around helped drive the take-up of mobile phones in the mid-1980s. Since then, mobiles, laptops, Blackberries and PDAs have become common – propelled by the widespread adoption of computer-aided word-processing, spreadsheets, design drafting, estimating and other software solutions.

While more information is electronically generated, the parallel expansion of internet access led to more data being sent out electronically. From the late-1990s, we’ve used web-based collaboration platforms, or extranets, to manage our cost plans, drawings and specifications.

However, away from the office, lack of robust mobile devices and poor telecommunications has resulted in mobile IT solutions only slowly beginning to be used out in the field, but this can easily lead to problems. For instance, project managers inspecting sites use pen and paper, take photographs or record their voices for later transcription. Delays arise and errors occur when those details are later transferred into Word documents, spreadsheets or emails. Plus there is the time-lag between collating and forwarding the information to the external contractor or supplier. Even if project managers use mobile devices, they often have to return to their offices to download data. While some devices allow wireless connection – perhaps via GPRS, 3G or wi-fi – many sites offer little or no such connectivity.

No man is an island

There is also a more fundamental issue. Too often, users input information to support discrete processes, creating ‘islands of information’, with little thought as to its short or long-term re-use. Data often needs to be converted or re-keyed to be accessible for other purposes. With the industry being urged to look at whole-life costs, it should also look at creating ‘whole-life information’. Web-based platforms can help with this.

Most construction collaboration systems offer more than online management of drawings and documents; they now support requests for information, instructions, change orders, and so on. A few also support more complex procedures, such as notifications of compensation events under NEC contracts. Here at BIW Technologies we’ve also developed a financial control application that allows project managers and QSs to supervise the financial outcome of projects. By connecting key change control processes directly to the project’s financial reporting systems, authorised staff can immediately see issues that might have a financial impact on the project or their business – in time to take action.

‘Snagging’ tools

BIW has also been exploring the potential of hand-held devices. Its first mobile tool is an inspection and defects management system that allows remote capture and updating of data, but, crucially, is also fully integrated with its collaboration application, BIW Information Channel.

The application can be configured to suit the process needs of each project. Typically, it reflects the detailed project work breakdown structure (WBS). After synchronisation, the mobile device interface allows users to ‘drill down’ into that WBS to identify a selected area of the facility. Pre-defined codes describing any identified defects can be entered into the application along with text describing the problem. Video, still image, sound recording and even global positioning satellite facilities help users to enhance the defect record still further.

After an inspection, users can download the defects data recorded on the mobile device to the core system. As the WBS reflects the project’s work packages, the solution automates the production of lists of defects by package for immediate onward transmission via the Channel to the relevant subcontractor, who will also have immediate access to all related drawings, specifications or standards.

As each defect is rectified, the subcontractor records the fix, which usually prompts a re-inspection. The inspector downloads a report, inspects the works, and, if satisfied, can sign-off via the mobile device.

Keeping tabs

The time and date of each stage is automatically recorded, helping to maintain a clear audit trail of who did what and when, ensuring that the underlying repository has a complete and up-to-date electronic record of the asset in question. Reporting tools help manage day-to-day progress and enable performance reviews – a customer or contractor may want to assess suppliers’ quality control processes, for instance.

This whole-life information will be an invaluable resource for owners and operators. For instance, facilities managers responsible for repair and maintenance have O&M information at their fingertips; due diligence processes associated with any future disposal/acquisition of the asset can be completed more quickly. Designers, cost consultants, contractors and suppliers can also do post-project reviews, even assessing the accuracy of package cost plans or isolating the reason behind a particular defect.

Value-added data

Technical advances in mobile computing devices and connectivity may mean that teams no longer need to be physically connected to IT systems. Also, individual professionals will be able to contribute to the client’s project using different tools on different devices at different project stages. And they will be secure in the knowledge that every input is adding value to the data already held within a whole life information’ system.

BIW Technologies’ Paul Wilkinson is the author of The Extranet Evolution