When you are developing a CAD Standard, you have to ask a lot of questions. If you have the right questions, you are better set to achieve the right answers. As I proceed to escort you through the creation or review of your CAD Standard, I will be posing a lot of questions.
There may be more questions that you need to be asking. I may not have thought of them all. Some of these questions might be overkill and you may think I am being over analytical. Each one of the questions I include comes from real world issues that had to be thought through. Some may not apply to you. You may have others.
The whole point is to think it all through. Asking questions helps you do that. Think about the real world application of the standard and walk yourself through a session on CAD for the area you are trying to define. If it is XREF’s then think through everything you would need to know to get XREF’s done right. Where to put them. What to call them. How to connect them. Think, think, think…
Don’t expect anyone to read the Standard
Okay – you have just finished defining, collecting, collating, writing and publishing your standard. Now – act like no one will ever read it.
The reason I say that is because “if” people read it, it will be because you make them. Most of them will not care to read it. They will ask you want it says and they will expect you to know it like the back of your hand. But they will seek the easiest way to get the information. If you are that way – they will use you.
You need to answer their questions but always point them back to reading the standard. I have been at peoples desk and they have asked me a question about the standard. Here is my exchange… with respect… with a smile…
Me: Where is your CAD Standard? You have a copy – right?
Them: Yes – I have one – somewhere…
Me: Ok – let’s get it out. Where is it? I will wait. Please find it. (wait patiently while they dig out the book, look under their table for the book, try to find the book in their bookcase…)
Them: Here it is…
Me: Open it to page 22 – it is on that page. (they open to page 22) – see it – right there in the second paragraph.
Them: Oh – I did not see that before.
Me: (Chuckling and poking them a little) Well, you need to read it. And keep it on your desk.
I walk away hoping that they will read it more than they have in the past.
Management won’t read it either – it is your area. They feel they don’t need to read it. They don’t understand what it says much anyway.
I am not a defeatist on this issue – this is just a tip of the hat to reality.
The Standard should be as brief as you can be and still be effective
Keep it as short and as simple as you can. But not so short and sweet that it is not effective. This post will be an example of just that…
Cover what needs to be covered to the depth that is needed and then stop. Don’t embellish. Keep the focus on the facts. Get the information produced and documented in understandable language that makes sense to your readers.
Don’t over saturate your standard with too many words. Get to the point and do it quick. If a picture helps – add a picture. If a chart helps – add a chart. If a bulleted list is effective – use one.
Try not to have too many wordy paragraphs. People won’t read them.
The Standard is a tool to increase productivity
The Standard helps increase your speed, quality and productivity. You want a Bottom Line – that’s it.
In all my years of working in CAD, nothing has improved my environment better than a strong CAD Standard. Training has its value. Support has its benefits. Resellers and Autodesk can provide help. But nothing is more valuable to a CAD Manager than a CAD Standard that has been created, testing in the trenches and refined over time.
The reason for this is simple:
It allows your users to work together
It allows your firm to unify the product
It allows your support staff to hit a target
It allows your management to think about other things
It allows you to measure success
I could go one and each one of these could a post in itself. I might do that sometime, but for now I just want to get these ideas out of my head as they flowed.
Some firms have special in house terms that they use for file types. Backgrounds, Base Files, Master Files, X files, Sheet Files, Plot Files, CD Files, etc. Not all firms use the same “buss words” for the same kinds of files, so if you have some that you think are unique, include short definitions of each file type in the introduction pages of your standard. Then when you refer to them in the document there will be no doubt.
Include what goes into what file. What kind of data and information in placed in each file type? If the software defines the file type, like AutoCAD for Architecture, then still define what is placed in each file.
Example:
XREF (Background) FILES
XREF files are the basis for all design work. They include the “model” representation of all construction elements in a project, including plan, elevation and section information that delineates what will be built. The general rule is that anything you see at the site after construction will be placed in this type of drawing. All XREF Files are drawn full scale in Model Space. No Paper Space entities exist in this file. Each discipline will create a Model file to contain the information needed for their working “design” drawings. XREF files will be directly referenced to Sheet files. XREF files are located in the XREF folder.
Include what hardware and software were involved in the deliberations of creating the standard. When you define your standard, you have a standard hardware platform in mind. What size hard drive, how much RAM, graphics card, etc.
Also include software versions. This will define what the baseline is for expecting the software to act according to the standards. Prior versions may not be able to do what the standard requires.
You never know where a copy of your standard might end up. A client machine may not be a robust as yours or they may have an older software version. Stating what it takes to get the best results from your standard may avoid getting slammed for failures that are caused by weak hardware and old software.
Example:
All Hardware used to follow this Standard must follow the guidelines of the CAD Approved Hardware List. Please contact CAD staff to confirm what these guidelines include.
All Software used must comply with the CAD Approved Software List. At time of publication this manual was based on the following software abbreviated list of versions and capabilities.
Software Package
General CAD – AutoCAD 2008
Architectural – AutoCAD for Architecture 2008
Civil – Civil 3D 2008
Mechanical, Electrical – ???Hardware Package
Convertible MiniTower Processor, 2.50GHz 1333 6MB L2, 525W
4GB, 800MHz, DDR2 ECC SDRAM Memory
nVidia,Quadro FX 570,256MB dual DVI, Graphics Card
160GB SATA 3.0Gb/s and 8MB DataBurst Cache
When changes are made – document them in the Standard. You could also include prior versions that have come before, even if you were not involved. This allows people to know how many times the standard has been improved.
You could document what was changed as an itemized list. I have done this in the past as part of the document, but found that most people never read it. So I just keep a copy of the prior version to use as reference to see what has changed.
I would encourage you to develop a revisions document apart from the standard. You will use it to train your staff on what has changed. Make sure that when you distribute the updated standard that you include the revision doc with it. Since you have developed it,you could include it in the appendix.
Example of a brief list to include in the introduction of your standard:
Version 1 – Initial Released March, 2004
Version 2 – Released April, 2005
Version 3 – Released November, 2007
When you are writing the standard, define what the development teams do and their areas of oversight. We discussed who they are here, and what they do here. but you need to include something that helps others know who, where and how things are created and refined.
Include who is responsible for maintaining and changing the document. Explain how changes are managed. Define how the standard gets modified.
Example:
The Standard will be maintained and modified by the same team that created it. The CAD Standards Committee will become the clearinghouse for any follow-on issues. This document is seen as a living document that may change from time to time. As such, XYZ will continue to develop and modify this document.
Comments and suggestions are welcome. Please contact the CAD Standards Committee.
The modification process includes the following:
• A proposed change is submitted by or to the CAD Standard Committee
• It is reviewed for clarity and discussed.
• The CAD Standard Committee decides if it is a valid proposal or offers clarification of the Standard or a work around
• Upon approval it is added to the Standard and scheduled for full publication and adoption.
Who can use your CAD Standard? How can it be used? Will you share it with outsiders? Will you provide it to clients? Will you share it with consultants?
You need to define how your creation can be used. Of course it can be used by your staff, but what about others. You may need to send a copy with client proposals. If you do not get the job, then they have a copy of your standard. Are they allowed to use it without your firm being hired? This needs to be defined.
Here is an example that defines the limits of use.
All information, text, drawings, files, photographs, images, artwork, graphics, and other content in this document (collectively the “Content”) is intended solely for the use of XYZ Inc., it’s affiliated companies, and their employees, and clients on projects that the company develops. It is protected by copyright and other intellectual property laws.
Users may not copy, modify, upload, download, transmit, (re)publish, use, or otherwise distribute any Content from this document except as expressly permitted by these rules or the instructions for each section of this document. Users acknowledge that the Content, including any portion of the data contained therein, will not be used for any purpose other than proper company use, and that Users will not use the Content or data for their own purposes or profit.
XYZ Inc. reserves the right to change this agreement at any time by revising the terms and conditions herein. Users are responsible for regularly reviewing these terms and conditions. Continued use of this document following changes to these terms and conditions shall constitute your acceptance of such changes.
XYZ makes no warranties of any kind regarding this document, or the content, services, product, or other features or files related to this document. XYZ expressly disclaims any and all such warranties, including but not limited to warranties of accuracy, reliability, merchantability, and fitness for a particular purpose.
XYZ does not warrant that any software, methods or features developed will operate in an uninterrupted or error-free fashion, or that this document is free from unworkable statements. By using this document, the end user accepts responsibility for, and release XYZ from any liability or damages arising in any manner from your use of the information and files.
This agreement shall be governed by and construed in accordance with the laws of the State of “Euphoria”, without giving effect to any principles of conflicts of law.
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