1. RECORD SET DELIVERABLE REQUIREMENTS SMOOTH SAILING

2. 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.

3. WHAT DOCUMENTS DO I NEED TO SUBMIT?

4. 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

5. 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) LET’S SEE HOW THIS WORKS WITH EACH OF THE RECORD SET DOCUMENTS

6. 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

7. YOUR CAD FOLDER SHOULD LOOK LIKE THIS 133 = BUILDING # (VANDERBILT UNIVERSITY HOSPITAL) 20699 = ARCHITECT’S PROJECT # A0.1, A4.1, ECT = ACTUAL DRAWING SHEET NUMBER.DWG = FILE EXTENSION

8. 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

9. 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

10. 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 O&M PDF FILE WILL NEED TO BE BOOKMARKED BY CSI DIVISION.

11. 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

12. FINAL DETAILS BEFORE ASSEMBLING THE RECORD SET DOCUMENTS  ALL CAD WORK SHOULD BE DRAWN AT 1:1 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 O&M TRAINING VIDEO TO INCLUDE IN THE RECORD DOCUMENTS

13. 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

14. LET’S RECAP HOW MANY COPIES THAT I NEED TO ASSEMBLE

15. 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

16. 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.

17. 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