Introduction

This article presents ideas and practical applications of web technology in an architectural practice.  We will demonstrate how existing web technology can be used to improve communication, productivity and, ultimately, bottom line profits.

What are web technologies?

Web technology is software, hardware and network architectures that use standards and technologies developed for the Internet and the World Wide Web (WWW).

These technologies include

• Internet (Public access pages)
• Intranet (Internal web pages)
• Extranet (Secure access to your Intranet)
• Web pages
• Web servers
• Portals
• Routers
• Email
• Distribution lists
• Online message boards
• Search engines
• Server Side Scripts (SSI)
• Instant Messaging
• Peer to Peer communications

Because all of the above technologies where built for the Internet using international standards, they all enjoy the benefits of having a world wide scope and being fully digital. Furthermore, much off-the-shelf software exists to make them all co-exist and communicate to maximize productivity. 

A web application would be an software whose front-end (what is visible by the user) is a website (web pages).

These web pages, ultimately, will serve as the central repository of all documents, discussions, tasks and more importantly information. 

 

What is the best use of this technology?

Technology is very good at: storing, transferring, processing, filtering and protecting data. Most of this data is unstructured (documents, emails, ideas, requests, results etc…) as opposed to structured (databases). IT allows users to maximize the potential of this data by better organization and access.

But IT will only be at its maximum potential if the business processes are designed to interact with the system, and staff are trained and comfortable with new working methods.

At the end of the day, these are only tools that depend on the users and system designers for its design, implementation, use and monitoring.

 

Internet

The Internet website (the public one, accessible by everybody) is a reflection of the existent internal information management.  Current, updated pages reflect a firm’s commitment to good communication to the external world, and therefore good organization.  Static and stagnant pages do not attract repeat business: as a firm that cannot produce new designs.

Contrary to normal practice, the main website should cost nothing but a little time to maintain and update. Why? Because if a company has good internal systems and processes then the information to place on the website (news, pictures, updates, etc.) should all come from internal sources: the Intranet, Internal emails, and Internal newsgroups.  A little training and the right software eliminate what many Web Agencies charge a lot of money for: updating and maintenance.

 

Company Intranet

This internal website, hosted on the internal network (INTRAnet), should be the heart of the company. All information related to the company should be here:

• All CAD generated plans (properly referenced for searching)
• All correspondence, either linked to a project or internal only
• All suppliers, staff, contractor and subcontractor contact details.
• Email archives for future reference (project based or internal)
• Other documents in Adobe PDF format which have been scanned in for storage purposes.
• Discussion boards
• Task lists

As this is a closed network, it is possible to control the level of access of various documents based on individual user IDs and passwords. Partners would have their own ‘restricted’ area, more junior architects their own, down to the secretaries.  Each level can be tailored to its users, and each member can contribute easily

Regular, structured and quality backups for all the above items will ensure that data is safe at all times. In other words, the company can be up and running fully in very little time should disaster strike the office (fire, theft, earthquake, falling aircraft, disgruntled client…).

Websites can also be created for teams working on specific projects. This will ensure that during the life of a project, team members know that all the relevant information is located in one ‘place’.

These intranets are only accessible inside the company private network (local or worldwide)

 

Project Extranet

A project extranet is when specific persons or companies access specific areas of your intranet through secure connections over the Internet. 

Nowadays, project extranets can be set-up relatively cheaply, without the need of specialist IT skills.  They allow access from people separated geographically and/or by time zones.

Beyond sharing usual document types (word processor, spreadsheets, pictures), users can now view the majority of CAD drawings with free, easily downloadable viewers.  Some of the viewers on the market even allow basic editing such as adding red lines, comments etc. 

This new development, coupled with automatic tracking of users retrieving documents, means no one can ever hide behind the "it arrived late" or "I have not got the latest version" excuses.  Disputes (if any) can be resolved in a very straightforward manner.

All authorized members of the project will have access to the latest, most up-to-date versions of all drawings simultaneously. Users can download as well as upload documents. Needless to say that the cost saving linked to couriering / postage over the course of a lengthy project is massively reduced.

After a project is completed, all documents and drawings can be archived for future reference / searching.

In a nutshell, project extranets allow architects to design more and administer less; see diagrams below:

 

Project Extranet: Adapting company cultures

Beyond technical considerations (see further in this document), a project extranet can only serve its purpose fully if all parties agree to use it.  Staff training within the company is not to be overlooked, as new habits must be taken to fully enjoy its capabilities.  Documents need to be saved in the relevant directories methodically, and more importantly an internal hierarchy needs to be established ensuring approval prior to uploading.

Drawings must be saved in the relevant format (allowing users to view them correctly), and notifications must be made systematically alerting users that new documents have been posted.

Other parties involved (clients, QS, Engineers etc.) must also be ‘trained’ to use the newly created website.

In short only by using the new systems correctly can it deliver its cost savings.

 

Technical Considerations

 When choosing which system to use, there are a number of considerations to be made.  Here are only but a few:

• Is it a generic, non construction-specific tool?
• Is it industry specific?  If yes, what are the true costs involved?
• Does it use the Web?
• Can everybody see the drawings (via downloadable viewers)
• Can I easily search the database?
• How complicated is it to use?
• Can it integrate with my current website?
• Where will it be hosted?
•  Should I buy a custom solution for my firm, or rent one via an Application Service Provider (ASP) agreement
•  Can I try before I buy?

All these questions, and many more, need clear answers before going ahead down the road of web-based collaboration.

 

For more information please contact Ronan Royer, at DDPlus Computer Solutions Limited:

r.royer@ddplus.net