Introduction 

Present Scenario

13-Digit Coding System in BuildSystem 

Benefits of the 13-Digit Coding System

Introduction:

The experience of over 30 years of Integrated Project Management Group, as a Project Management Consultant (PMC) and Real Estate Developer, has brought them this clarity : for effective control of scope, time, cost and quality in construction projects, the following sequence is necessary for development and use of databases and systems:

• Choose a uniform coding system to be used for the coding of construction project databases comprising materials, equipments, labour, items of work and specifications. The uniform coding system assists in organizing, sorting and retrieving the databases.
  
  
• Based on this uniform coding system, codify the construction project databases. This could be done either in-house or outsourced.
  
  
• Based on the structure of the construction project databases, develop an enterprise resource planning (ERP) system for quantity take-off, estimating, tendering, procurement, inventory, billing and accounting.
  
  
• Enter the construction project databases in the ERP system. This could be done either in-house or outsourced.
  
  
• Use the construction project databases and the ERP system for the management of construction projects.
  
  
• Use the construction project databases of completed projects for maintenance of these projects.
  
  
• Use the construction project databases of completed projects for construction of new projects.

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Present Scenario:

In India, construction project databases comprising materials, equipments, labour, items of work and specifications are being published by some of the following Government agencies such as :

• Central Public Works Department
• State Public Works Departments of all 28 States
• Military Engineer Services 
• Railways 
• Ministry of Road Transport and Highways 
• Building Materials and Technology Promotion Council
• Bureau of Indian Standards

All the above agencies follow different coding systems for their construction project databases comprising materials, equipments, labour, items of work and specifications.

According to Construction Specifications Institute (CSI), USA, specifications define the quality of materials, products and workmanship on construction requirements and activities, upon which the construction contract is based.

Most of the architectural and engineering firms in India prepare their construction project documents from the above published databases, or from their own databases, or from a combination of both.

In the absence of a uniform coding system, most of the architectural and engineering firms are not able to prepare a master database comprising materials, equipments, labour, items of work and specifications, which can be used for the preparation of their construction project documents.

Due to this lack of a master database, most architectural and engineering firms develop their construction project documents in MS-Excel software, by copying and pasting the data from their different project files. There is no unique number given individually to the materials, equipments, labour, items of work and specifications in their project files. The serial number appearing in these files is based on the sequence in which the items appear, and changes for the same item in different project files. As a result, the following problems arise :

• The updating of the costs in the different project files becomes extremely difficult. In the absence of a master database with a uniform coding system, each file has to be updated on an individual basis.

• The comparison of the costs in the different project files is extremely difficult. In the absence of a uniform coding system, there is no unique number given to the items of cost which would enable the comparison of costs.

• There is no effective control on the development of specifications in the different  project files. The specifications are not being developed from a master database with a uniform coding system.

• It is difficult to link the items of work with the specifications in the project files. This is because both the items of work and the specifications do not follow a uniform coding system. The items of work have a short description and a cost for the purposes of estimating and tendering. The specifications have a detailed description of the work for the purposes of tendering and execution. Both the items of work and the specifications are listed separately in the tender documents. In the absence of a uniform coding system, it is difficult to link both of them in the tender documents. 

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13-Digit Coding System in BuildSystem:

• All materials, equipments, labour, items of work and specifications, in BuildSystem, have a 13-digit code. This code encompasses the MasterFormat and R.S. Means’ coding systems.

• MasterFormat is an internationally accepted coding system for construction resources information. It was introduced 50 years ago. The entire construction industry in the US and Canada uses it.

• MasterFormat coding system covers all types of construction projects related to buildings, manufacturing, power, water supply, sewerage and solid waste, industrial process, petroleum, transportation, hazardous waste, etc.

• R.S. Means, USA is the world’s largest provider of construction cost data. It has over 2,50,000 clients in the US and Canada. 
   

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  Benefits of the 13-Digit Coding System:  

• The 13-digit coding system has the provision to include all types of  materials, equipments, spares, labour, items of work and specifications related to construction and maintenance of projects. Besides, there are unassigned numbers which are available for users for assigning non assigned subjects to levels 2, 3 & 4 titles.

• The 13-digit coding system enables the construction industry comprising project owners, builders, consultants, architects, engineers, contractors, manufacturers and vendors to develop their construction databases on a uniform coding system.

• The 13-digit coding system enables users to compare rates of materials and items of work in all their project estimates, purchase orders, etc.

• The 13-digit coding system enables the comparison of rates of materials of different manufacturers having similar descriptions, as these would come under the same code number.
   
• The 13-digit coding system would lead to standardization in the writing of descriptions of materials by manufacturers, as these would come under the same code number.
   

• The 13-digit coding system is in levels 1, 2, 3 and 4 which enables a roll up of the entire database for level-wise reporting of construction costs.  In level 1, users can get a one page cost report.

• The 13-digit coding system enables the development of a master database which is required in an ERP system for purposes of quantity take-off, estimating, tendering, procurement, inventory, billing, and accounting. The 13-digit code enables the transfer of data from one module to another.

• The 13-digit coding system, in a fast moving era of globalization and wide use of internet, would bring the entire construction industry on a common digital platform, for referring to the same material description with manufacturer name, vendor name, rate, etc. 
  

• Finally, the users stand to benefit greatly by using the 13-digit coding system since they save time, avoid duplication, prevent confusion, etc.
  

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