For efficient performing of designing related activities for large construction projects, the development of master data tables along with appropriate “Fields” s in design function is very crucial.

The “Fields” in such tables are selected by designers but configured with help of IT/ERP consultants while designing the overall systems for the organization.

The master data tables need to be configured within the ERP systems (like SAP) or and “Designing software” as appropriate, by whatever name so-called in the “Designing software”

 What is “Field”

The master data tables contain “Fields” which carry important information such as below:

·       Drawings and technical specifications including that of BOQ -unique for each design works package like structure, architecture, Interior design package, MEP

·       Scope of work - Line items- unique for each design works package like structure, architecture, façade, etc.

And many more

This blog highlights activities to develop master data tables & few illustrations of master data tables as below.

Activities to develop Master data tables:

Usually, 5 activities must be performed to develop master data tables as below.

1 Identify the key “Master Data Tables” names that need to be developed based on functional requirements

 2. Assign a unique number to each identified master data table 

3. Identify the “fields” as relevant for each Master data table

4. Identify the “field codes” applicable for these tables for digitalization

5. Design and Populate the contents of master data tables having columns as proposed below

Col 1. Key function 

Col 2. Master table’s proposed name

Col 3. Proposed table number

Col 4. “Field” name/description

Col 5. “Field” code 

Col 6. “Field” value (as applicable)

Active brainstorming is needed among designers (Architects, Interior, and MEP Designers) and the IT and systems team, Project functions, and other interfacing functions for designing the contents of respective master data tables. This is because “Field”, though designed by a specific function, is often used by all functions, besides design functions such as construction project functions and commercial functions (as shown below) for enhancing the efficiency and effectiveness of activities.

i) Fields directly applicable to Construction Project functions

·       Land buying & Selling =16

·       Designing of Architecture of buildings =27

·       Designing of Interior of buildings=23

·       Designing MEP & Engineering services=59

·       Appointing Project Consultants & Contractors=50

·       Construction of Buildings=50

·        Green Building Certification=7

·       Quantity Survey (QS) & Measurement=37

·        Project Material Management=35

·       Project Quality Management=55

·       Legal & Secretarial=9

·       Project Completion=15

·       Selling of Constructed Areas=45

Sub-total-Project functions=428

  (Listed in annex 1F,1G of handbook named below)

ii) “Fields” applicable to all functions =98

(Listed in annex 1A of handbook named below)

 (e.g. company type, name & code, category of Project name, location and code, employee name, code etc)

iii) “Fields” directly applicable to Management functions

·       Finance & accounts=50,

·       corporate services=25,

·        Legal & secretarial =16,

·       IT/Systems=16

(Listed in annex 1B of the handbook named below)

 iv) “Fields” directly applicable in Human resource=29, Administration=14

(Listed in annex 1C of handbook named below)

  Total number of “Fields” applicable in functions =676

The number of “fields” above are just illustrations and can run into hundreds. “Fields” can be planned and increased by Architect, Interior, and MEP designers as required as per the size of organisation, number of projects, and complexity of the projects

6 Illustration of developing master data tables and “Fields”

A few illustrations of the contents of Mater data tables in three design functions are as below along with a few identified “fields”:

Note: @ indicates that the “Field” values need to be populated by the respective Architect, Interior, and MEP designer and are variable.

Activities that can adversely impact business.

·       Inappropriate selection of “Fields” in the Master Data Table or and having overcrowding of “Fields” making retrieval of required information difficult

·       Inappropriate populating Master data tables in three design functions inaccurately vis-à-vis applicable “Fields” and their Values *

·       Authorised designers, colluding and making circular changes in “Field” values in the Master Data Tables and after executing transactions /performing design, restoring original “Field” description values. *

·       Simultaneously, disabling of the audit trails by a designer to suppress the circular changes from the management or auditors or statutory authorities and providing undue benefit to the business associate or team member.  *

·       Not updating master data tables online as and when changes occur in specifications or scope of work vis a vis various “Fields” or addition/deletion of various “Fields” takes place.

·       Inappropriate authorisation of master data table and the “Fields” therein.

·       Not implementing the SOD-Segregation of duty concept for approving master data tables.

In the above-listed activities, that are marked* reflect activities that can also have adverse statutory implications.

You can read more about the 15 activities (@5/function) that can adversely impact business as summarised above from chapter 6 (and annex numbers mentioned above) of the author’s handbook ETHICS in the real estate and hospitality industry, Volume 1- Architectural, Interior design, and MEP services “