Enhancing the productivity of Architects, Interior, and MEP Designers- by developing & using master data tables

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 the 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 “Designing software” as appropriate, by whatever name so-called in the “Designing software.”

This blog includes the following aspects vis-a-vis master data tables:

·       A) What is a field

·       B) 5 (five) Activities to develop master data tables that contain fields

·       C) 676 (six hundred seventy-six) fields that have been identified for different functions in the real estate industry

·       D) 6 (six) Illustrations for developing the master data tables

·       E) Activities that can adversely impact business

This blog is intended to enhance the understanding of the Architects, Interior, and MEP designers to appreciate the significance of using Master Data Tables diligently to eliminate the multiplicity of efforts that, otherwise, designers will have to put in.

 A)What is a “Field”

The master data tables contain “Fields” which carry important information, such as in the below examples given in the context of design functions:

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

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

And many more (109 fields have been identified for design function as mentioned in the following paragraph)

B)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 to 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 “Fields,” though designed by a specific function, is often used by many functions, besides design functions such as construction project function, Project quality management function, and commercial functions (as shown below) for enhancing the efficiency and effectiveness of activities in different functions.

C) 676(six hundred seventy six) Fields identified -function-wise summary

i) Fields directly applicable to Construction Project functions=428 (Listed in annex 1F,1G of handbook named below)

·       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.  

ii) “Fields”  common for all functions =98 (Listed in annex 1A of the 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=107 (Listed in annex 1B of the handbook named below)

·       Finance & accounts=50,

·       Corporate services=25,

·        Legal & secretarial =16,

·       IT/Systems=16

 iv) “Fields” directly applicable to other support  functions =43 (Listed in annex 1C of the handbook named below)

·      Human resource=29

·      Administration=14

 Total number of “Fields” applicable in real estate industry functions =676 (428+98+107+43)

The “676 fields” above are just illustrations; these can run into several hundred. “Fields” can be planned and increased by Architect, Interior, and MEP designers or other interfacing functions, as required, as per the size of the organisation, number of projects, and complexity of the projects.

D) 6 (six) 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 as these are variable from project to project

E) 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 collude and make circular changes in “Field” values in the Master Data Tables and, after executing transactions /performing design, restore original “Field” description values. *

·       Simultaneously, disabling the audit trails by a designer to suppress the circular changes from the management, auditors, or statutory authorities and provide 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.

The above-listed activities marked* reflect activities that can also have adverse statutory implications.

You can read more about the 15 activities (@5/design 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. “