Managing review comments

Log Out | Topics | Search Moderators | Register | Edit Profile

Author Message David Axt, AIA, CCS, CSI Senior Member Username: david_axt Post Number: 1042 Registered: 03-2002 Posted on Friday, April 24, 2009 - 01:31 pm:    How do you guys keep up with all the review comments from various people? I get them in all types of media. For example: Redlined project manuals Marked up individual specifications E-mails Verbal instructions Interiors finish and material tables Manufacturer' cut sheets etc. Wayne Yancey Senior Member Username: wayne_yancey Post Number: 196 Registered: 01-2008 Posted on Friday, April 24, 2009 - 01:35 pm:    One at a time, without procrastination. Curt Norton, CSI, CCS Senior Member Username: curtn Post Number: 144 Registered: 06-2002 Posted on Friday, April 24, 2009 - 01:40 pm:    My suggestion is to have a standard response form that you send to the Contractor. Have each reviewer fill out that form and send it to the Architect/Contract Administrator. Compile the results (and deal with discrepancies/conflict in the various comments) and send it out to the Contractor. Wayne Yancey Senior Member Username: wayne_yancey Post Number: 197 Registered: 01-2008 Posted on Friday, April 24, 2009 - 01:47 pm:    I assumed you meant review comments from various people inhouse. I forgot verbal instructions. They did not happen unless followed up in writting in the form of an e-mail, memo, etc from the source of the instruction (internal and external). I archive the e-mails and the hardcopies for a reasonable period of time for an audit trail. Nothing formal as describd by Curt. Jerry Tims AIA, CSI Senior Member Username: jtims Post Number: 72 Registered: 04-2005 Posted on Friday, April 24, 2009 - 01:57 pm:    David....I'll answer based on the assumption that you're talking about comments received prior to the job being issued for bids. I'm pretty anal about all of that, and even though the process I use is more time consuming, it has saved me on more than one occasion. Whenever I start a job, I make a copy of our office master table of contents (in Word). I turn the sections that apply to the particular job red. I turn the ones that don't apply gray. I don't delete the section not being used simply because I often find other sections that need to be added later on so I simply turn them from gray to red. As I start to get comments, regardless of the source, I add each one as a bullet point under the respective section(s). This process does take time, but I find it to be invaluable because once I finally do start producing the sections, I know that all applicable comments have been placed in one location and I don't have to rely on my memory, or go searching for papers, emails, redlines, etc. I've assigned a particular color to each design phase. As I complete a section, I change the color from red to the appropriate color for that phase. "Black" is the color for the finished product.....although I leave the bullet points the color assigned to them, based on the phase I received the information. Therefore, when I get the question "why did you do _____", I can easily to go my checklist and say, "that's what you told me to do during Design Development". And once all of the section names are black, I know I'm finished with the job. Again, I know this can be a very time consuming process, but a perfect example of its value took place exactly a year ago. My appendix decided to rupture and I was out of commission for a month. Unfortunately 2 projects were due that I couldn't finish. I was able to give my checklists to the independent consultant hired to complete the project and he was up to speed in short order. Ronald L. Geren, AIA, CSI, CCS, CCCA, SCIP Senior Member Username: specman Post Number: 758 Registered: 03-2003 Posted on Friday, April 24, 2009 - 03:13 pm:    My data gathering process starts structured, but then it progressively goes to hell in a handbasket as the deadline approaches. I have created an Excel spreadsheet that lists every specification section in my master, which are grouped by division so that I can expand or collapse each division. Each section is faded out, but when marking it, the color is normal so it is easy to see which sections are used and which ones are not. I have a column that identifies if I will be preparing the section or if another consultant is expected to prepare the section. In another column I put my list of questions and things I need from the client, or some coordinating items if another consultant is preparing the section. The next column is where I give the client space to respond to my questions. I send this sheet off to the client and they can add sections my marking them, or delete sections by unmarking them. In their column, they give me the basic information that I asked for. Somtimes they place a link to a webpage or document on the internet so I can go directly there. We send this back and forth, becoming a sort of living document. But as things begin to speed up, emails and telephone calls fly back and forth, replacing the methodical spreadsheet approach (like Wayne, I always ask for an email to follow-up a verbal request). Ronald L. Geren, AIA, CSI, CCS, CCCA, SCIP www.specsandcodes.com Wayne Yancey Senior Member Username: wayne_yancey Post Number: 198 Registered: 01-2008 Posted on Friday, April 24, 2009 - 03:30 pm:    When you are up to your neck in Alligators, it is hard to remember the objective was to drain the swamp. I will take data in any format at the option of the sender, but PUUUULLLLEEEASE note the options or I will make the choices. For SD and DD deliverables, we have created a new format called the CATOC or "Callison Annotated Table of Contents." The genisis for my verision is the TOC in spreadheet format (or table format). It is derivative of the "Waterproofing Matix" I used to perpare for Architect clients when I wore the building enclosure consultant hat. When I communicate in internally or externally, I try to restrict e-mails to one topic each. I issue a lot of e-mails but I can track them easier than if I comingled several different subject matters in one e-mail. Is was easier for my feeble mind to do a query extract search of subject lines. I also start each subject line with the project #/name and topic at hand. If you have ever had 15 to 19 distinct RFI topics bundled into one RFI you will appreciate where I am coming from. Wayne Yancey Senior Member Username: wayne_yancey Post Number: 199 Registered: 01-2008 Posted on Friday, April 24, 2009 - 03:32 pm:    I actually PREPARED for Architects. Gave up perparing long ago. Jerry Tims AIA, CSI Senior Member Username: jtims Post Number: 73 Registered: 04-2005 Posted on Friday, April 24, 2009 - 03:47 pm:    Wayne.....I bought some shoes the other day that were $60.00 perpare. Anne Whitacre, FCSI CCS Senior Member Username: awhitacre Post Number: 874 Registered: 07-2002 Posted on Tuesday, April 28, 2009 - 02:52 pm:    I take comments in written form only (or transcribe them to a sheet of paper); use one project manual as my "master" and stuff all the pieces of paper into that project manual, work through from front to back and line out everything that is incorporated into the specs or note why its not; and keep that one book as my check set. if project people mark up multiple copies of the specs, I still keep one set as my master, but work through the books one by one, again lining out each comment as its incorporated. I've never worked with anyone who wants to mark up specs electronically, but I would probably deal with that the same way -- one master book, and noted comments. its not sophisticated, but it works with an easily discernible product, and I'm consistent about it, so once people work with me on one project, they know what to expect. I am VERY specific about not taking verbal comments -- if I get one, I'll follow up with a confirming email and then use that as my paper trail. I agree with the RFI commment from Wayne, but lacking the ability to separate RFI comments, I'll do a numbered list in an email. Scott Mize Member Username: scott_mize_ccs_csi Post Number: 3 Registered: 02-2009 Posted on Tuesday, April 28, 2009 - 04:47 pm:    For in-house comments, I use the "comments" or "summary" box inside the "File Properties" view of each individual spec section (MSWord). I briefly describe the change, the reason, who directed it, etc. My file save macro prompts me to fill in the comments. I also have a macro that will compile all the individual file summaries within a given project folder into a single document, which I can save or print as a "history" of all the direction I received. For external comments (depending on the type and schedule for deliverables and where in the CD process the comments occur) I may keep multiple (electronic) draft copies of each section. After the documents go out for bidding, I flag *any and all* changes to the project manual (with bold, italic, underline, strikeout, etc.) and group them by release date corresponding to relevant addendum or bulletin. Mr. Axt, I hope this helps. Steven Bruneel, AIA, CSI-CDT, LEED-AP Senior Member Username: redseca2 Post Number: 174 Registered: 12-2006 Posted on Tuesday, April 28, 2009 - 05:26 pm:    I keep a box on my desk to hold the "favorites", things I find on my desk after lunch, Monday mornings, and so on. Favorites are post-it notes, photocopies of catalog cutsheets with a scribbled note, or seperate post-it note attached, or even samples with some sort of note attached. To qualify as a favorite, these must: 1. Have no person's name, project name, phone extention or other identifying marks or any sort. 2. Include a cryptic note like, "I hope we can afford this"; or "didn't we do this on "Valley?". 3. Bonus points are awarded if the cutsheet or sample omits the manufacturer's name. This box is often full, becomes a point of intense interest in the office on print days and is a solid go-to source for an answer to an RFI. Jerry Tims AIA, CSI Senior Member Username: jtims Post Number: 75 Registered: 04-2005 Posted on Tuesday, April 28, 2009 - 05:54 pm:    Steven....I must admit that I'm rather fond of walking in early in the morning and finding a "favorite" sitting in my chair. I take some degree of cynical pleasure in sending an email to everyone in the office that says "Dear Whoever Left the Cut Sheet in My Office....Please let me know who you are, and what project this is pertaining too. Otherwise I've got a special file cabinet I can place it in. Oh, and while you're at it, go ahead and humor me by selecting the finish and other options you want. Otherwise what you see is what you get." Ooooooooooo that's fun! Scott Mize Advanced Member Username: scott_mize_ccs_csi Post Number: 5 Registered: 02-2009 Posted on Wednesday, April 29, 2009 - 01:30 pm:    Steven, Jerry: With apologies to Scott Adams: "I call it 'Scott's Pile of Perpetual Ignorage' ", and "I try not to get that stuff on my hands." :-)