For 30 years, my little 5 man firm has annually authored buildings in the two to eight million dollar range.
To keep on track and out of litigation, and working with a data baed program, File Maker Pro, I've automated
most of the housekeeping side of the business. QA for us has been more than a checklist. More of that later.
To this topic, each Project starts with a project workbook, a process guide, QA to the max.
While the content is imbedded in the data base, a paper copy is used for the day to day.
Part one - scope of service
The AIA contracts confuse lay clients. The scope of service check list clearly outlines all of the elements
of our services. Is also notes items not included. I have used it as an attachment to the AIA Contracts.
Part two - project tasks
We grey beards all know what is needed to get through a project. But what about the office staff?
This list includes items like, where do I send the invoice, has the intent to provide water been received to preparing for substantial completion.
Part 3 - Critical path for project development / Check list for document prep.
Part 4 - Agencies and jurisdictions
This check list dives into verifying sign offs by approving agencies.
Part 5 - Code Summary
This part is the worksheets for code info that will eventually end up on the documents.
Part 6 -Drawing Index
I have organized our drawing sets to represent biddable chunks of a project. These are identified by some common and some not so common letter designations.
LS series are Life safety
SD series are Site Development ( what, not "C" !)
S series is structural
A series include plan notes, demolition, dimensions, finishes, rcp's
AD series include doors, frames windows and hardware
AM series include architectural metals
AW series include Architectural woodwork, cabinets etc.
B series include building exteriors, roofs
MPE is the usual stuff.
With a master list of drawing, I can quickly create the document set and get it set up.
Sort of I know where we are going and then get there!
Part 7 - Document checklist
This is a checklist of items (usually missed in prior projects ) to verify on each drawing.
Part 8 - Detail Summary
This is a list in old CSI format of standard available details from the detail file
Part 8- Outline specification
This checklist itemize all variables needed and defines what will be included in the final project manual.
It is also a heads up on what additional new info may need research to be included.
I'll gladly share a copy of this to interested Architects. Email me at
DA@DAArchitects.comDennis
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Robert Ashley AIA
Folly Beach SC
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Original Message:
Sent: 09-21-2017 16:00
From: John Thompson
Subject: Use of Checklists for Q A
I'm formulating some QA strategies that involve checklists for our firm, and the effort is prompting a few questions about strategies for developing and using them.
Does your firm make extensive use of standard checklists for completion of projects? Or do you rely more on some senior, well experienced staff to guide the project to successful completion?
Do you use one "office standard" checklist, or do you have different checklists based on project type?
If you have office checklists, what level of frequency do your staff actually use and refer to them? Every project? Or do the binders full of checklists sit on shelves collecting dust? Do you have any formal requirement that staff members must complete and sign a checklist at a project milestone, for instance? or are they just a guidance tool for staff?
How detailed are your checklists? Many checklists (published by the AIA and others) are very comprehensive and long, attempting to address everything in cursory terms. When trying to apply these to projects, I expect most staff would miss half of the nuts and bolts that are required to complete the documents with sufficient thought and detail. which begs the question, how much detail do your checklists go into? Do you attempt to spell it all out in specific terms, or touch on the topic (i.e. "coordinate foundations with utilities") and rely on the knowledge, expertise, and memory of the production staff to "fill in the blanks"?
How are your checklists organized? One large 50 page nonstop list? Again, many checklists can evolve into one unbroken string of tasks with little logical organization, making them difficult to use and manage. Organized with tasks by phase? Organized by spec section or division?
The bottom line - I'm attempting to build a series of checklists that follow the CSI spec sections, and organize tasks within those sections by the appropriate phase. The idea being that the Job Captain or Project Manager (lead technical production manager for the project) can go through the list of Spec sections, pull out the checklists, and compile them, handing or assigning the appropriate sub-lists to the appropriate BIM workset modeler (who owns that content) to complete over the course of the project. Tasks are organized by phase, and at the end of each phase the BIM modeler would initial the bottom of the column showing those tasks checked off and confirming the tasks have all been completed. A benefit of this is that each checklist is relatively short, and specific to the products being used. I've written many of them, and we've conducted an office "reveal" to the staff going over the content of each one. Prior to the "reveal" training session, staff have been emailed a copy of the PDF file for the list directly. While we haven't created checklists for all CSI sections that we normally use yet, we've focused on those where the mistakes often happen - like Washroom Accessories of all things. Accessories often go in at the wrong height, or conflict with grab bars, and when child height dimensions are involved, staff will often not remember the correct heights (or consult the codes and guidelines). The checklists lay all of this information out, in one convenient location with graphics. Until we have all of our "usual" sections complete, we encourage the staff to use them; but to date, usually the staff don't even remember that we have them to refer to. Before I expend a signficant part of my life developing more of these, I'm wondering if the checklist black hole syndrome is widespread, or if it's just us, because we aren't enforcing them yet.
Thoughts?
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John Thompson
Production Coordinator
Dore & Whittier Architects, Inc.
Burlington VT
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