RECORD SET DELIVERABLE REQUIREMENTS

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RECORD SET DELIVERABLE REQUIREMENTS

• SMOOTH SAILING

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WHAT ARE RECORD SET DOCUMENTS?

• VARIOUS MEDIA THAT REPRESENT THE DESIGN AND
  CONSTRUCTION PROGRESS OF A PARTICULAR PROJECT
• DOCUMENTS THAT MAY BE USED AS A BASIS FOR FUTURE
  CONSTRUCTION, AN AID IN SOLVING SITUATIONS
  PERTAINING TO WARRANTIES AND QUESTIONS OF
  METHODOLOGIES, LEGAL COMPLIANCES, AND A RESOURCE
  FOR HISTORICAL ARCHIVING
• THESE RECORD SUBMITTALS SIGNIFY THAT A PROJECT
  HAS BEEN SUBSTANTIALLY COMPLETED AND READY FOR
  FINANCIAL CLOSEOUT

YOU ARE A VITAL LINK AS A PARTNER WITH VANDERBILT
TO INSURE THAT THESE DOCUMENTS ARE SUBMITTED
SUCCESSFULLY.
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WHAT DOCUMENTS DO I NEED TO SUBMIT?
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WHAT FORMAT DO I USE TO SUCCESSFULLY SUBMIT
RECORD SET DOCUMENTS?

• PROJECT MANUALS OPERATION MAINTAINENCE
  MANUALS MUST BE IN A .PDF FORMAT HARD COPIES
  (CAMPUS SIDE ONLY)
• CAD FILES NEED TO BE IN AUTOCAD .DWG (ONLY FORMAT
  AVAILABLE FOR SUBMITTAL TO VANDERBILT UNIVERSITY
  MEDICAL SPACE AND FACILITIES PLANNING),
  MICROSTATION .DGN, OR AUTOCAD/MICROSTATION
  COMPATIBLE .DXF
• PLOT FILES FOR EACH CAD DRAWING SHALL BE IN
  EITHER HPGL/2 OR CAL FORMAT CONTAINING A FILE
  EXTENSION OF PLT, HPG, CAL, MIL, OR HPGL.
• HARDCOPY PRINTS OF PROJECT DRAWINGS. THE PRINT
  SIZE SHALL BE 18 X 24, NO MORE THAN 75 SHEETS
  PER BOUND BUNDLE, AND AT A SCALABLE REDUCTION
  THAT IS COMPATIBLE WITH AN ARCHITECTURAL OR
  ENGINEERING SCALE
• OPERATION MAINTAINANCE TRAINING SESSIONS ARE TO
  BE SUBMITTED IN DVD FORMAT

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HOW SHOULD I NAME THESE DOCUMENTS?

• FOR COMMUNICATION, ARCHIVING AND SEARCH
  CAPABILITIES, IT IS EXTREMELY IMPORTANT THAT
  DOCUMENTS FOLLOW A STANDARDIZED NAMING CONVENTION

BLDG -ARCHITECT PROJECT - SPECIFIC INFO .
(FILE EXTENSION)
LETS SEE HOW THIS WORKS WITH EACH OF THE RECORD
SET DOCUMENTS
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CAD FILE NAMING

• REMEMBER THE NAMING CONVENTION?

BLDG -ARCHITECT PROJECT - SPECIFIC INFO .
(FILE EXTENSION)
YOU WILL BE GIVEN A SHEET TODAY GIVING YOU THE
BUILDING NUMBERS, THE FIRM THAT YOU WORK FOR WILL
SUPPLY YOU WITH THE PROJECT NUMBER
SPECIFIC INFO PROJECT SECTION OR PHASE -
SHEET NOTE THAT THE SHEET SHOULD BE THE SAME
AS THE ARCHITECTURAL OR ENGINEERING SHEET THAT
YOU ARE DRAWING
FILE EXTENSION WILL BE .DWG, DGN OR DXF
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YOUR CAD FOLDER SHOULD LOOK LIKE THIS
133 BUILDING (VANDERBILT UNIVERSITY
HOSPITAL) 20699 ARCHITECTS PROJECT A0.1,
A4.1, ECT ACTUAL DRAWING SHEET NUMBER .DWG
FILE EXTENSION
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ONE LAST POINT ON CAD FILE NAMING CONVENTIONS

• IF THE PROJECT HAS A PHASE NUMBER,
• THAT NUMBER WILL BE INSERTED
• BEFORE THE SHEET NUMBER

133-20699-01-A0.1.DWG (THIS PROJECT HAS A PHASE
I)
133-20699-A0.1.DWG (THIS PROJECT DOES NOT HAVE
A PHASE
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PLOT FILE NAMING

• REMEMBER THE NAMING CONVENTION?

BLDG -ARCHITECT PROJECT - SPECIFIC INFO .
(FILE EXTENSION)
YOU WILL BE GIVEN A SHEET TODAY GIVING YOU THE
BUILDING NUMBERS, THE FIRM THAT YOU WORK FOR WILL
SUPPLY YOU WITH THE PROJECT NUMBER
SPECIFIC INFO PROJECT SECTION OR PHASE -
SHEET NOTE THAT THE SHEET SHOULD BE THE SAME
AS THE ARCHITECTURAL OR ENGINEERING SHEET THAT
YOU ARE DRAWING
FILE EXTENSION WILL BE .PLT, HPG, .CAL, .MIL, OR
.HPGL
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NOW FOR THE PDF FILES

• PROJECT OPERATION MANUALS ARE SUBMITTED IN .PDF
  FORMAT
• FILES ARE TO FOLLOWING THE NAMING CONVENTION OF
• BLDG -ARCHITECT PROJECT - SPECIFIC INFO .
  (FILE EXTENSION)

THE SPECIFIC INFORMATION THAT IS NEEDED IN THE
NAMING CONVENTION IS OM FOR OPERATIONS MANUAL
OR PM FOR PROJECT MANUAL. IF YOU ARE GIVEN A
BUILDING NUMBER OF 133 AND A PROJECT NUMBER OF
20699, THEN YOUR FILE NAMES WILL LOOK LIKE THIS
FOR A PROJECT MANUAL PDF FILE 133-20699-PM.PDF
(1 MULTIPAGE PDF FILE)
FOR AN OPERATIONS MAINTAINENCE MANUAL PDF
FILE 133-20699-OM.PDF (1 MULTIPAGE PDF FILE) THE
OM PDF FILE WILL NEED TO BE BOOKMARKED BY CSI
DIVISION.
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NAMING HARD COPY PRINTS

• THE NAMING CONVENTION APPLIES TO THE 18 X 24
  HARD COPY PRINTS OF ALL DRAWINGS SUBMITTED YOU
  WILL NEED TO ADD 2 BITS OF INFORMATION RECORD
  SET and COSC DATE.
• THE NAMING CONVENTION RECORD SET COSC DATE
  WILL NEED TO BE INCLUDED IN THE TITLE BLOCK

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FINAL DETAILS BEFORE ASSEMBLING THE RECORD SET
DOCUMENTS

• ALL CAD WORK SHOULD BE DRAWN AT 11 IN MODEL
  SPACE
• ALL XREFS SHOULD BE BOUND
• INCLUDE SOURCE DRAWINGS, REFERENCE DRAWINGS, FONT
  LIBRARIES, CUSTOM LINE SYTLES/CODES
• ALL CAD FILES IN ONE FOLDER
• ALL PLOT FILES IN ONE FOLDER
• THE PROJECT MANUAL (PDF) IN ONE FOLDER
• THE OPERATION MAINTAINANCE MANUAL (PDF) IN ONE
  FOLDER
• CHECK WITH LEAD ARCHITECT TO SEE IF THERE WAS AN
  OM TRAINING VIDEO TO INCLUDE IN THE RECORD
  DOCUMENTS

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BURN THE FOUR FOLDERS TO ONE CD
THE INFORMATION NEEDED ON THE CD LABLE IS
RECORD SET, COSC DATE, PROJECT NAME, OFFICIAL
PROJECT , DISK NUMER
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LETS RECAP HOW MANY COPIES THAT I NEED TO
ASSEMBLE
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RECORD SET REVIEW

• ONCE THE RECORD SET DOCUMENTS REACH VANDERBILT,
  THEY WILL BE REVIEWED TO INSURE THAT THEY COMPLY
  WITH THE STANDARDS THAT HAVE BEEN PRESENTED
  TODAY. THE REVIEW PROCESS IS A YES OR NO
  DECISION FOR EACH FILE CRITERIA, HARD COPY
  SUBMITTAL, AND CORRECT NUMBER OF DOCUMENTS
  RECEIVED. A SUCCESSFUL REVIEW BENEFITS YOU BY
• IMPARTING A SENSE OF JOB WELL DONE
• SAVING COSTLY REWORKS. THE SAVINGS ARE IN BOTH
  TIME AND MATERIAL
• RELEASES FINAL MONIES TO YOUR FIRM
• POTENTIALLY SETS A RECORD OF RELIABILITY FOR
  FUTURE PROJECT PARTNERSHIPS

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QUESTIONS ANSWERS

• ARE ZIP FILES OK TO SUBMIT?....NO, EACH FOLDERS
  SHOULD STAND ON THEIR OWN.
• SHOULD THE PLOT-TYPE FILES BE PRODUCED IN MODEL
  OR PAPER SPACE?.....PAPER SPACE AND IN THE LAYOUT
  THAT YOU WOULD USE FOR REGULAR HARDCOPY PLOTTING.
• WHERE DO YOU PUT THE FONT AND CUSTOM LINE
  FILES?....THEY WILL GO IN THE DWG FOLDER.
• DOES EACH DIGITAL DRAWING AND HARDCOPY PRINT HAVE
  TO HAVE RECORD SET COSC DATE?......YES
• DO XREFS NEED TO FOLLOW THE NAMING
  CONVENTION?....YES, HOWEVER, INSTEAD OF A SHEET
  NUMBER THERE WILL BE A DESIGNATION ON THE ORDER
  OF XBASE, XBORDER, ECT. BE SURE AND BIND ALL
  XREFS TO THEIR ASSOCIATED DRAWINGS.

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MUSHROOM THEORY OF MANAGEMENT

• A PERFECT EXAMPLE OF POOR MANAGEMENT WAS THE
  PHILOSOPHY OF KEEP YOUR PEOPLE IN THE DARK, FEED
  THEM MANURE AND HOPE THEY GROW.MUSHROOM
  MANAGEMENT
• TODAY, ALL OF US MADE THE EFFORT TO RAISE THE BAR
  OF STANDARDS, OF TASK AWARENESS AND, MOST
  IMPORTANTLY, PROFESSIONAL COMMUNICATION
• AS CADD PROFESSIONALS, OUR WORLD IS ONE OF
  DETAIL, DESIGN, CREATIVITY, SPEED AND ACCURACY.
  THIS PRESENTATION WAS CONCEIVED FOR THIS
  PROFESSIONAL NICHE FOR ,THROUGH US , A FINAL
  PRODUCT IS DELIVERED

THANK YOU