Configuring User’s (Designer’s) traceability - Functions-Design of Architectural, Interior design, and Design of MEP

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Purpose of developing a user (Designer’s)traceability software

Different types of key business activities are to be performed by building designers, such as below.

·      Core designing  activities for various packages =225

·      Statutory activities w.  r.  t.  package designs=56

·      Developing configuration tables=21

·      Developing master data tables=15

·      Performing risk assessments vis a vis above=123

·      Assigning access rights vis a vis above=60

Sub-total=500  

These are listed in my handbook.

Of course, many more supporting activities are related to Budgeting, MIS, KPI SOP development, coding, and so on.

 If any of the business activities (out of 818 identified in chapters 1-17 in my handbook)go wrong, it is essential to trace the designer who performed such activities so that countermeasures, followed by training and development actions, can be initiated.

Configuring user traceability in audit software refers to tracking users' activities in the systems to maintain accountability, track changes, and support auditing and compliance requirements. 

In the context of building design function, it is essential to trace the following,

Therefore it is essential to trace the following, specifically for any of the 500 key business activities which have gone wrong.

·      Who initiated the activity and when?

·      Who edited the activity and when?

·      Who approved the activity, and when?

·      Who deleted the activity, and when?

·      Who viewed the activity and when?

Manually tracing these may be very difficult, cumbersome, and time-consuming.  Therefore, it is desirable to develop a traceability software solution in-house or buy it, usually as a part of an ERP solution.

Eleven (11) activities to develop a traceability software

The following 11 activities are proposed for developing traceability software.

1.  Compile the list and codes

It means compiling data sources that includes log files, databases and systems vis-a-vis the following processes and activities designers perform and forwarding these to the IT team/agency responsible for developing user traceability software.

·      Core design processes, activities, documents, fields, manuals

·      Statutory processes activities, documents, fields, manuals

·      Process for developing Configuration tables, activities for developing, and table names

·      Process for developing Master data tables, activities for developing and table

Names

·      Risk assessment processes for organization level, Core process and activity level,  Statutory process and activity level, Configuration tables, and Field’s choice level, Master data table levels, and fields,

·      Design Documents, specifications, and drawings

·      Processes and activities for assigning access rights to core processes and their activities, statutory processes and their activities, configuration tables and their fields, master data tables and their fields

·      Authorisation Profiles for core processes, statutory processes, configuration tables, and master data tables

·      Other supporting processes and their codes

 2.  Identify the list of designers/users

In consultation with the HR team, a compilation of the list of architects, interior designers, MEP engineers, and other supporting team members in each design function engaged along with their function, team, level and position and forwarding list to the IT team/agency responsible for developing user traceability software.

3.  Compile user/designer-wise a list of various software licenses that are available in each function and forwarding to the IT team/agency to capture user access and traceability

A few examples of software used are as under:

i) Function-specific software, such as below, but not limited to the following:

·      Design Development software.

§  ETAB

§  STADD

§  Auto cad

§  Revit Architect (BIM),

§  3D Studio max

§  Photoshop

§  Idea spectrum, real-time landscape pro, NCH software dream plan, smart draw, pro modeling suit max

§  Autodesk 3D’s

§  Revit MEP, AutoCAD Electrical, Auto Cad HVAC,  Ansys

§  Quick allot,

And so on

·      Project management-related software such as:

§  Primavera

§  MS Project

§  Compass

And so on

§  Business application software or ERP software such as below:

§  SAP

§  Oracle

§  Microsoft Dynamics

And so on.

§  MS Office or equivalent software

§  RDBM software such as:

§  Oracle RDBMS

§  Microsoft SQL Server

§  My SQL

§  Microsoft Access etc

And so on

§  Utility software such as:

§  Antivirus

§  Back-up software

§  Clipboard

§  Compression utility

                                  And so on

§  E-mail-related software such as:

§  Microsoft Outlook

§  Mozilla

§  Apple Mail

§  Gmail

And so on

§  Access control software

§  Operating systems such as:

§  Microsoft Windows

§  Apple ios

§  Googles Android

§  Apple mac

§  Linux operating system etc

Also, identifying the list of workstations, computers, terminals and printers, mobile phones, or any other device used

4.  Develop software solutions in-house or negotiate and procure IT/ERP solutions having inbuilt “user traceability software” and activating operating system, as per requirements consolidated for each of the respective design function

The proposed “user traceability software” must include the following features:

·      User’s (Designer’s) name and code

·      Function’s /sub-function name and code

·      Identification number or serial number of computer and terminal and printer or any other device used by the Designer for accessing processes, activities, configuration tables, master data tables, and fields  

·      ERP/Software Transaction code or Navigation accessed

·      Date and time

·      Group identity name and code (in case of multiple users) where software license used by various designers. 

·      flexibility for expandability/enhancement

·      collecting the data so collected in a central location

·      Ability to build access controls for the traceability system,such as setting up of user’s  accounts, roles and permissions

  5.  Install “user traceability software” in development, testing, and production server’s in each of the respective functions:

6.  Identify and transfer pilot data and testing in the “test server” while ensuring no conflicts in accessing profiles, Core and Statutory documents and fields, Functional, Statutory, and similar type manuals, and other processes.This would enable testing the traceability configuration to ensure it’s working as per requirements

7.  Obtain training (along with the internal audit team) from IT team /ERP specialists for tracking the designer’s traceability

8.  Transfer validated legacy data to the live Production Server and integrated live data of each of the respective functions with user traceability software

9.  Utilise user traceability software to track user traceability as and when needed. This would also provide an opportunity to monitor the performance of the user traceability system

10.  Enhance features of user traceability software and improve its scalability as and when the number of designers and IT equipment or/and software 

11.  Intimate to the IT/ERP team for updating user traceability  software as and when any changes occur in each of the respective functions vis-à-vis following,

·      Designer’s transfers or promotions or recruitment or leaving the organization 

·      Responsibility changes and associated changes in accessing licensed Software

·      Profile changes

·      IT equipment’s physical movement’s intra-function or inter-function or inter-business and new acquisition or disposal 

Implementing the above 11 activities would enable building of a robust traceability software solution.

Handbook of the author 

A template illustrating the list of activities to be performed for configuring user traceability is included in chapter 7 (annex 31B) in the handbook of the author and titled” ETHICS in the real estate and hospitality industry, Volume 1- Architectural, Interior design, and MEP services.  “