EADOC Increases Team Collaboration and Reduces the Review Time for RFIs and Submittals
“EADOC addresses the need for immediate access to information. The web-based platform is great because you don’t need to be in your office to tap into your files. You can respond and receive information wherever you are.” Gregory Chelini, MNS Engineers.
Replacing a Historic Bridge in Santa Barbara, CA
The City of Santa Barbara needed to replace a historic bridge along one of its busiest roads. Originally built in 1913, with additional reconstruction work in 1927 and 1977, the Cabrillo Boulevard Bridge goes over Mission Creek which drains into the Pacific Ocean, next to Santa Barbara’s iconic Stearn’s Wharf. The city wanted to preserve the architectural character of the bridge while reconstructing areas upstream and downstream as part of the Lower Mission Creek Flood Control Project. In this busy location, the structural and architectural scope of the project had to be carefully managed by the construction manager, MNS Engineers.
To manage this multifaceted, $15M project, MNS Engineers chose the EADOC capital project management system to coordinate the entire project team and stakeholders. The bridge replacement project will be constructed in three stages and includes demolishing the existing bridge and adjacent channel walls, as well as the complete reconstruction with a precast girder bridge structure, pedestrian sidewalks, concrete-lined creek and channel walls, embankments, and tidal habitat.
Workers are in the middle of the second of three stages of construction which consists of rebuilding the mountain side of the bridge. New pilings are in place to support a temporary walkway over Mission Creek, which will be installed around Labor Day, 2015. The temporary walkway will be up for about a year while the third stage—rebuilding the beach side of the bridge—ensues. Officials expect the entire project to be complete by early 2017.
Automatic Tracking of Submittals and Daily Logs
The scope of the bridge replacement project called for a robust, project management system to handle track project documents and communications. “EADOC is very helpful in solving day-to-day operations and problems like tracking submittals. It assists with daily logs for our inspectors, and it’s actually a quite useful tool in just managing the overall project, said MNS Engineers Senior Construction Manager, Bill Callaghan.”
Instead of tracking documents and communications by hand, the Cabrillo Bridge team is using EADOC to save valuable time that used to be spent processing, tracking and accessing project information. “Prior to using EADOC, we had our own internal system with Excel files, Word files, and we actually manually tracked submittals, RFIs, and letters. Those things were manually input to create a log of dates, and who has it, and when it was sent. With EADOC, it’s so simple to send and receive information, and it’s right there at your fingertips.”
EADOC’s submittal history tracking. Click to enlarge.
Rich Data Links
Another way that EADOC helps MNS Engineer save time, is through the ability to link workflow documents – such as RFIs, submittals and change orders – to items like locations, project assets, and other documents. This creates a web of rich data relationships that make it easier to find relevant information quickly. “When the contractor uploads a submittal, they can attach the relevant specification section, explained Callaghan. “So, when the submittal comes in, and it’s referencing that specification section, there’s no need to hunt for what the submittal is for. It makes the review of that submittal that much easier—especially when you’re distributing it to multiple parties in the system.”
An RFI with an attached photo. Click to enlarge.
Accountability and Transparency
EADOC records all actions performed on each document with a time/date stamp and user details, so the status and history of all documents is always available to project managers. The system can identify any outstanding documents – and who has them – to help keep all team members on track.“There’s never a question as to who has what, or when they opened it, or when they’ve seen it, because it all tracks the history of when things were viewed and when things are submitted. So, it’s really, really helpful as a team,” explained Callaghan.
Web-based System Provides Immediate Feedback
Another benefit of using EADOC is the ability for project managers to get timely information and feedback. “One of the biggest needs in the construction industry is getting immediate feedback and minimizing the delay in getting feedback,” explained MNS Engineers Vice President of Construction Management, Gregory Chelini. “EADOC addresses the need for immediate access to information. The web-based platform is great because you don’t need to be right there in your office to tap into your files. You can respond and receive information wherever you are,” said Chelini.
EADOC’s project-level dashboard. Click to enlarge.
The EADOC capital project management system helps MNS Engineers efficiently manage the Cabrillo Bridge project’s document workflow and communications. The system helps increase team collaboration and accountability, reduce the review time for RFIs and submittals, and allows the project to minimize the time and expense of manually handling and tracking physical documents. “Whether it’s a shop drawing, or a submittal, or a concrete mix design that we’re reviewing – it’s right there at your fingertips,” said Callaghan.