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Mitigating Risk

In Design, Engineering & Construction

“Our business is more competitive than ever.To make sure clients continue to give us repeat
“Our business is
more competitive than
ever.To make sure clients
continue to give us repeat
business, we’ve invested in
Newforma software to
shorten response times and
reduce the risk of mistakes.”
Engineering co.
CEO
and reduce the risk of mistakes.” Engineering co. CEO An information management approach to avoiding mistakes,
and reduce the risk of mistakes.” Engineering co. CEO An information management approach to avoiding mistakes,

An information management approach to avoiding mistakes, reducing conflict, and improving collaboration in building and infrastructure projects

approach to avoiding mistakes, reducing conflict, and improving collaboration in building and infrastructure projects
approach to avoiding mistakes, reducing conflict, and improving collaboration in building and infrastructure projects
approach to avoiding mistakes, reducing conflict, and improving collaboration in building and infrastructure projects
approach to avoiding mistakes, reducing conflict, and improving collaboration in building and infrastructure projects

Two sides of information risk

Building and infrastructure projects start and end with information. From emails to handover documentation, collaboration doesn’t work unless the information is right.

And whether you design, build, or operate buildings and infrastructure, you know you have to do more than get your information right. You also need to document it.

Correct information in the first place avoids disputes. Documenting decisions wins disputes.

Newforma has been developing ways to reduce information and collaboration risk since pioneering project information management software in 2006. This ebook summarizes what our

customers are telling us.

“Of all the benefits Newforma products generate, we most value the risk reduction that comes
“Of all the benefits
Newforma products
generate, we most value
the risk reduction that
comes with improved project
information management.”
Design Firm Engineer and
Project Manager
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
risk reduction that comes with improved project information management.” Design Firm Engineer and Project Manager 2
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“Improved project coordination has helped us avoid some potentially ugly disputes.” 3
“Improved project
coordination has helped
us avoid some potentially
ugly disputes.”
3

Less adversarial relationships

When Newforma asked senior executives at design and construction companies, law firms, and insurance companies about risk, they told us they were fed up with the current culture of adversity.

General Contracting Company President
General Contracting
Company President

What did they propose instead? Collaborate better. As one executive said,“In collaborative environments, the exposure increases but the actual risk decreases – because there is better control over whether a failure will occur.”

For that reason, this ebook will talk about collaboration as much as it talks about project information management, because they’re always found together.

What about content management software?

Engineering content management (also known as “document management”) software was designed to ensure that work-in-progress CAD and BIM files are being sensibly managed. But it’s not ideal for managing all information.With digital footprints of projects doubling every 18 months, those additional terabytes of data bloat databases, preventing them from working as needed.

bloat databases, preventing them from working as needed. 4 Instead of bogging down their content management
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Instead of bogging down their content management systems with more data, many Newforma customers are using our software in concert with Bentley ® ProjectWise ® , Microsoft ® SharePoint ® , and IBM ® FileNet ® systems. Newforma ® Project Center integrates with

them to safely manage all project information, wherever it’s filed.

“Our conclusion regarding document management software was that it would not enhance our procedures; rather,
“Our conclusion
regarding document
management software was
that it would not enhance
our procedures; rather, it
would stifle them.”
British Design Firm Information
& Communications Director

The many faces of risk: delays

Construction delays come in many forms: wasted time and rework due to working from outdated plans, confusion over the scheduling of trades, and slow turnarounds of submittals and requests for information. Newforma offers multiple ways to mitigate these risks:

Assurance of having up-to-date plans and specs

Lean production planning software

Software to manage submittals and RFIs

In addition to making it easier and faster to distribute documents to all recipients, Newforma software documents the dates items are delivered and returned, creating a

“Newforma shortens response times and creates a concise record that is hard to dispute, thereby
“Newforma shortens
response times and
creates a concise record
that is hard to dispute,
thereby mitigating risk of
exposure to delay claims.”
Large Engineering Company
Senior Vice President

searchable record for every RFI and submittal.

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The many faces of risk: quality assurance & ISO certification

faces of risk: quality assurance & ISO certification ISO certification is largely a matter of documenting

ISO certification is largely a matter of documenting procedures and verifying conformance. Newforma is made for this work.

For example, a large UK design firm defines its quality assurance action items as part of its standard project setup, and makes that bespoke handbook available to all team members through their Newforma software.

Newforma software, by capturing audit trails of all actions and transactions, provides the logs needed to prove ISO conformance.

provides the logs needed to prove ISO conformance. “It’s simple and efficient.” Large Engineering and
provides the logs needed to prove ISO conformance. “It’s simple and efficient.” Large Engineering and
provides the logs needed to prove ISO conformance. “It’s simple and efficient.” Large Engineering and
provides the logs needed to prove ISO conformance. “It’s simple and efficient.” Large Engineering and

“It’s simple and efficient.”

Large Engineering and Design Firm IT Executive

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The many faces of risk: transcription errors

Because design and construction projects employ so many different software applications, and every company has its own systems, the risk is high that time must be spent re-entering data into systems.With those keystrokes come the risk of mistakes. Newforma products offer multiple ways to avoid them:

The software integrates with commonly used applications to enable seamless transitions from one application to the next.

Direct, Newforma-to-Newforma connections eliminate manual information transfers and redundant data entry.

This last function – N2N connectivity – breaks down barriers between collaborating architectural, engineering, and construction companies.

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architectural, engineering, and construction companies. 7 “In addition to the time savings of using a more

“In addition to the time savings of using a more efficient submittals management process, both firms appreciate the reduced risk of errors that comes from using an integrated project information management approach to the contract administration phase of this large project.”

Architectural Firm IT Administrator and Engineering Firm Submittals Manager Using N2N to Streamline CA

“Many agreements are made via email and are hard to track down since everyone manages their email independently.Allowing a central, easily searchable interface for saving project-related emails has helped the company in a myriad of ways, especially in audits and lawsuits where we have to pull as many project records as possible.”

Construction Company MIS Director

The many faces of risk:

hard-to-find documents

At Newforma, we want our software to spare you from disputes. But when pressed to perform legal discovery, use Newforma software to respond efficiently and effectively.

For example, when email is liberated from individual inboxes and filed on company servers, it can be indexed by Newforma software.The software’s full-text search capabilities make it very easy to quickily retrieve email and other documents containing text. No filed document is ever again hard to find.

“I was done in minutes. If I didn’t have Newforma, I would have had to
“I was done
in minutes. If I didn’t
have Newforma, I would
have had to open every
email and search for those
certain words. I’d probably
still be working on it.”
Engineering Firm CAD Manager
Engineering Firm
CAD Manager
every email and search for those certain words. I’d probably still be working on it.” Engineering
every email and search for those certain words. I’d probably still be working on it.” Engineering

The many faces of risk: missed assignments

Newforma software enables managers to set automated notifications and reminders for items such as file downloads and action items.

For example, busy project managers can create action items from emails, assign items to team members, link items to emails and other documents needed to act upon the issue, set automatic reminders, and track progress as issues move to resolution.

reminders, and track progress as issues move to resolution. “It saves me two to five hours
“It saves me two to five hours a week.” Engineering Firm Project Manager 9
“It saves me two to
five hours a week.”
Engineering Firm
Project Manager
9
five hours a week.” Engineering Firm Project Manager 9 Easily discoverable audit trails give confidence that

Easily discoverable audit trails give confidence that tasks and documents are not slipping through cracks.

“I was asked by my client to provide a detailed summary of events pertaining to the project while I was out. I had complete information which was easily accessible and searchable to accurately recreate events with minimal downtime for the rest of the team.”

Engineering Firm Project Manager

The many faces of risk: large projects

Complex, global projects increase the challenge before team members to manage milestones, coordinate information, and mitigate risk.These are the projects for which a comprehensive collaboration and project information management solution shines.

Team members can quickly search emails, details, specifications, requests for information, CAD drawings and more to resolve issues and avoid risk.

DWG XLS PDF 10
DWG
XLS
PDF
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“Newforma software provides considerable advantages on complex, large-scale projects and their numerous potential
“Newforma software
provides considerable
advantages on complex,
large-scale projects and
their numerous potential
risk issues.”
Global Design Company

The many faces of the solution: plans

Even when projects are designed in three-dimensional models, collaborators use 2D plans, especially at the jobsite. Newforma customers rely upon multiple features to make sure there’s a seamless flow from design software to documents used in the field. A few highlights:

Document management features streamline the management and issuance of drawing sets, including PDFs generated from Revit.

An app that’s integrated with the desktop software enables the viewing of plans and specs on iPads, removing the risk of consulting out-of-date documents.

A lightbox function compares two files and color- codes objects that have been added or moved.

“When we send plans to a jobsite, we can be confident we have not introduced
“When we send
plans to a jobsite, we can
be confident we have not
introduced any conflicts
which could cause change
orders or delays for which
we might be held liable.”
Engineering Firm
President
“We have
eliminated confusion by
assuring we always have
complete and current
plans and specifications
available on-site.”
Project Management
Firm Project
Manager
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The software automatically logs what’s been done, sparing users from maintaining spreadsheets of their actions.

The many faces of the solution: file transfers

The many faces of the solution: file transfers For years, FTP was the standard for sharing

For years, FTP was the standard for sharing files. It’s given way to cloud-sharing sites such as Dropbox, but even these newer approaches have their risks.They fail to organize their activity by project, and fail to record activity.

By contrast, Newforma’s web-based file sharing function is much easier to set up and administer than FTP, and logs who downloaded what, when, organized by project. It reduces risk by ensuring that all members of the design team are working from common, up-to-date drawings and models.You’ll never again hear,“We did not receive those drawings.”

“Newforma software improves security, removes set-up hassles, logs transfers, authenticates invited external team
“Newforma software
improves security, removes
set-up hassles, logs transfers,
authenticates invited external
team members and deletes
downloaded files.These
capabilities save time, reduce
risk and improve service.”
Architectural Firm
IT Executive
downloaded files.These capabilities save time, reduce risk and improve service.” Architectural Firm IT Executive 12
downloaded files.These capabilities save time, reduce risk and improve service.” Architectural Firm IT Executive 12
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downloaded files.These capabilities save time, reduce risk and improve service.” Architectural Firm IT Executive 12

The many faces of the solution: email

Everyone has experienced the frustration of searching in vain for that one email you just know contains the essential information on which a critical decision hangs. Newforma makes it drag-and-drop easy to file email with other project documents, and Google-easy to find again.

Newforma enables principals and project managers to answer questions while callers are still on the phone, even when emails originate from people no longer on the team.

When submittals, RFIs, change orders, and other project information arrive in your inbox, Newforma software enables a seamless transition from email to Newforma action item, reducing the risk of overlooked tasks.

“Just found one email among 36,000 others and saved 150k in fees, @Newforma is awesome!”
“Just found one
email among 36,000
others and saved 150k
in fees, @Newforma
is awesome!”
Architectural Firm
Principal, via Twitter
among 36,000 others and saved 150k in fees, @Newforma is awesome!” Architectural Firm Principal, via Twitter
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The many faces of the solution: submittals

Late responses to submittals and RFIs expose design companies to the risk of being responsible for associated costs. And schedules are getting tighter:

Three-day turnarounds for RFIs are compressing to same-day responses, and 10-day turnarounds for submittals are dropping to one week!

In addition, the volume of submittals to be processed is rising due to the demands of such factors as LEED certification and having multiple fit-out prime contractors on projects.

Newforma products provide multiple means to process submittals quickly and accurately, and to log each step in the process.

quickly and accurately, and to log each step in the process. “The contractors and consultants appreciate

“The contractors and consultants appreciate that we are now able to handle the submittals in the allotted time and know where any given submittal is at any given time – whether it’s been received, being reviewed or been returned to the sender.”

Engineering Firm

Submittals

Administrator

it’s been received, being reviewed or been returned to the sender.” Engineering Firm Submittals Administrator 14
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The many faces of the solution: RFIs

Submittal and RFI processing involves multiple people and functions. Newforma software ties them all together:

Seamlessly create RFIs and other action items directly from Outlook emails.

Mark up files, associate markups with the RFI, and return the item without leaving Newforma software.

The software logs all transactions for a readily accessible project record.

“We utilize Newforma Markup to review electronically submitted shop drawings and respond to requests for information.”

Engineering

Firm Executive

to requests for information.” Engineering Firm Executive Everything is easy to find, not simply because of
to requests for information.” Engineering Firm Executive Everything is easy to find, not simply because of

Everything is easy to find, not simply because of the markup log, but also because Newforma

software includes a search function that finds terms as they appear in markup notes.

“Newforma has been incredibly useful in eliminating paperwork and improving turnaround time on RFIs and
“Newforma has
been incredibly useful in
eliminating paperwork and
improving turnaround time
on RFIs and submittals.”
Construction Company
Project Manager
eliminating paperwork and improving turnaround time on RFIs and submittals.” Construction Company Project Manager 15
eliminating paperwork and improving turnaround time on RFIs and submittals.” Construction Company Project Manager 15
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The many faces of the solution: field reports

Quality assurance is central to risk management, and field reports are central to QA. Newforma software integrates mobile apps with software used at the desk in order to fluidly transfer information back and forth between the office and the field.

For example, notes and photos captured at the jobsite automatically upload to the office, where it’s accessible to other project team members. (Contrast this integration with apps that silo information in the accounts of the individuals using the apps!)

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“We now spend less time producing field reports, and they’re more accurate.This mitigates the risk
“We now spend
less time producing field
reports, and they’re more
accurate.This mitigates the
risk of mistakes and delays
during construction.”
Large Engineering Firm
Project Manager

The many faces of the solution: punch lists

Another aspect of quality control is punch lists (“snag lists” in the UK;“defect lists” in Australia and New Zealand).This is another area where Newforma’s integrated apps streamline the process and reduce the risk of mistakes, redundant data entry, delays, and overlooked items.

In addition to making it fast and easy to compile punch list items, complete with photographs and other annotations, the app automatically transfers field information to records in the office, where people can get right to work organizing and assigning items to the responsible parties.

Contractors who use the Newforma app receive their punch list assignments automatically. From there they can review details, ask questions, check off items and provide updates as to where they stand in the resolution process.

“Using the app on our tablets takes Newforma Project Center into the field to bring
“Using the
app on our tablets takes
Newforma Project Center
into the field to bring field
data back to the office. It’s
saving time and mitigating
the risk of mishandled items
that may jeopardize quality.”
Architectural Firm
Project Manager
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The Newforma advantage At a time when a claim’s financial impact can run into millions,
The Newforma advantage
At a time when a claim’s financial impact can run into millions, it pays to
manage project information in a way that reduces risk. Newforma software
reduces the risk of lost, misrouted or overlooked project information.
Newforma products improve project delivery whether you’re an individual
working away from your desk with your smartphone or tablet, a team
member collaborating via a project management website, or a senior
executive improving staff utilization and overall company performance.
And success feels good. As a large company senior
executive put it, Newforma is his “big bucket of fun.”
“Newforma software
provides us with the
tools we need to
reduce risk, improve
design, and respond
more quickly.”
Engineering Firm
“Time savings
alone generate an annual
return on investment of 4X,
meaning the software earns back
its cost in the first 12 weeks
of use each year. Whatever the
productivity savings, we feel the
most important benefit comes
in risk reduction.”
Major International Practice
of Architects, Designers,
Engineers & Urbanists