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Don Jacob VP, Engineering Bluebeam Software, Inc.

Architectural, Engineering and Construction (AEC) firms are migrating to paperless workflows to increase efficiency and implement green business practices.

How can your firm transition to maintain a paperless workflow?

Discusses three steps for successfully implementing a paperless workflow and sharing examples from case studies on how AEC firms are deploying paperless workflows and gaining adoption.


More than just hype - electronic workflows solve real world problems and produce real world results.

Paper Costs

Confusion and Rework

Printing Costs

Shredding Costs

Shipping Costs, Time

Archiving Costs

Delayed Responses

Environmental Impact

Overall Project Efficiency

The letters ……


Overlooked stepchild in the world of new technologies

Helps day-to-day engineering work get done

Conduit for communication of ideas, issues, data

Natural extension of the way that people work

The question isn’t “Should we go paperless?” but “How do we get the best results by going paperless?” Estimated cost savings of $30,000 by distributing PDF versions of plans versus internal plotting & mailing Direct integration into CAD reduced PDF creation time by 80% PDF editing software eliminated the need to travel with 20lbs of audit forms, architectural drawings, contracts and notebooks

1. Identify opportunities to go paperless with an electronic workflow to cut costs and save time 2. Utilize PDF to ensure access, quality, and use of electronic documents

3. Implement tools for electronic document review and collaboration

1. Identify where you create, receive, print, respond to, fax, ship, & store PAPER 2. Consider each point the process: - Schematic design/design development (progress prints), - Bid (plans and specs), - Construction (RFIs, ECOs, SIs, inspection, punch, back check) - Close out (documentation) 3. Even incremental changes make a difference - but keep in mind, not everything should be paperless - identify what makes sense for you

Step 1: Real Results – Gray Construction 1. Switched from paper to PDF submittals 2. Generated PDFs, compared and reviewed drawings electronically, and emailed documents for distribution 3. Reduced turnaround time by 60% and paper consumption by 50%

Step 1: Real Results – William A. Berry & Son 1. Took two similar projects: 1 with paper submittals and 1 with PDF 2. Tracked progress over 6 months 3. PDF project reduced printing and courier fees by 83% - a more than $25,000 savings over that period alone

4. Berry spent $3,000 for PDF software for this project (ROI in 2.8 weeks)

1. Neutral file format that ensures people have access to your documents – most people have a PDF viewer. 2. Light-weight, high quality, easily shared format that maintains scale, file properties, metadata, hyperlinks, and embedded files

3. People know PDF – it is a perfect archiving format and a true container for all types of information (including other file formats) 4.Extremely rich feature set. Many people aren’t aware of the power and richness of the format

Archive Paper Designs


Fully integrated 5-D BIM Project Model

Archive Paper Designs

PDF is the ideal Tool to improve

Fully integrated 5-D BIM Project Model

workflow & capture information that may otherwise be lost

Not an “Either/Or” but BOTH  Complementary technologies

Best tool for the job  Sometimes handtools better than powertools  Keeping the tool from getting in the way of job

Many processes depend on paper (or a facsimile)

   

Also not an “Either /Or” Technologies complement one another Tools to help people get their job done The right tool for the right job

+ Neutral Format

= Collaboration Tools

Big Results

1. Save time and money by not printing, faxing, shipping, scanning 2. By migrating from paper to PDF throughout the design/construction process, you can significantly reduce paper usage and distribution costs 3. You might even save on reimbursable costs for fixed fee projects 4. Apply for a LEED point for innovative sustainable practices

1. You can print and scan, but in many cases, the quality is not as high as you would prefer and the file size is much too large - best to create PDFs directly from the native application. 2. Use a PDF editor that has industry specific markup tools – this reduces the learning curve, fits your business, and just makes sense 3. Make sure the PDF technology you select has the ability to track your markups and comments, provides management tools to generate reports and summaries, and works with other applications (e.g. Excel)



Electronic equivalents of traditional tools

Step 3: Tracking – All PDF annotations contain info (author, date, etc.)

Step 3: Takeoffs/Measurements

Walk through with Facility owner to “accept” the job  Architect /Construction Manager walk through, marks anomalies with paper masking tape  Any fixes need to be documented and communicated to all sub-contractors 

Step 3: Samples – Tools and Symbols




Step 3: Samples – Why it Makes Sense

Track all changes and capture markup subject, location, author, data, comment and more

Import and export comments from other PDF files

Summarize to archive or export to Excel

Communication between:  Owner, Architects, Consultants, Subcontractors

Need tool to assemble information from many sources

PDF - Ubiquitous format for all stakeholders to have easy access

Step 3: Samples – Scan v. Source


Converted from Source File

Step 3: Samples – Scan v. Source


Converted from Source File

1. Going paperless starts by following the paper trail. Identify opportunities to go paperless with an electronic workflow to cut costs and save time 2. Next, select a good electronic substitute – we suggest PDF – and follow the same workflow. At each point where you find yourself working with paper, ask yourself if ePaper is an option.

3. Implement technology for electronic document review and collaboration – i.e., get a professional PDF editor. You can still create content, edit, mark it up, and distribute it to everyone involved. It will just weigh a lot less and take less than half the time to get your work done.

Thank You !

Don Jacob VP, Engineering Bluebeam Software, Inc. 626-296-2144