Power to the Edge: A Work Tracking System for Construction Nelly P. Garcia-Lopez, Dr. Martin Fischer, Dr. Raymond E. Levitt Abstract The rapid development of Virtual Design and Construction (VDC) methods during the last few years has enabled progressive construction firms to improve their productivity. However, we are still far from realizing the full benefits that VDC has to offer. This research paper analyzes the development of a Work Tracking System (WTS) for construction. This system manages the information flows between workers and management, allowing them to publish and get information from the system as needed. The Building Information Model (BIM) is used to visualize work being performed by linking tasks to specific BIM elements and exporting an updated task list. Mobile devices and cloud computing are leveraged to bring the information and technology to the field, where the information is needed. Introduction Building Information Modeling (BIM) is revolutionizing the construction industry and forcing it to change its traditional work processes. Progressive companies have seen this revolution as a strategic opportunity to leverage technology to develop a competitive edge. Furthermore, according to McGrawHill Construction, as of 2012 more than 71% of the construction industry in North America is using BIM and seeing unprecedented improvements in productivity and positive returns on investment (Jones and Bernstein 2012). Recently, mobile apps supporting BIM-based information and processes have begun to be used on construction sites to support field operations. This research presents the development of an onsite Work Tracking System (WTS) for construction which leverages BIM, advances in cloud computing and pervasiveness of handheld devices to track task completion, and improve on site productivity. Observed problem Construction control state of the art tools and methods do not provide an easy interface that allows project stakeholders to understand what the current state of the project is with respect to the plan. Schedules are management tools that are supposed to answer the question: WHO is doing WHAT, WHEN? However, currently it is impossible for project managers, superintendents and field engineers to answer this question once the project has started. What is the status of X task? Unless a problem has been detected or a milestone has not been met, managers are generally unable to report a clear task status, or they assume that everything is going well. One of the reasons for this is that updating schedules takes an excessive amount of time using current tools and methods. Not only do superintendents or field engineers have to walk the site and take note of task progress to update this in the schedule, but they also need to deal with an inflexible schedule structure to modify the task order, add levels of detail or change the construction method. As a result, project schedules are always outdated, which makes it impossible for supervisors to use project management tools, such as earned value and resource planning, to optimize work sequencing, subcontractor coordination and subcontractor pay. Because of the lack of tools, supervisors rely on their intuition to make decisions. In complex projects this might lead to suboptimal allocation of resources and increased rework. However, lack of clarity in the task status as well as the prioritization of tasks is not a problem that is faced by supervisors only. Timely communication about the task scope, materials, methods and resources is critical to avoid construction rework, which leads to wasted time, materials and energy (Mourgues et al. 2008, 2012). With the emergence of mobile devices such as smartphones and tablets, we should be able to quickly and effectively establish a two-way communication between workers and supervisors (Saidi et al. 2002). Research on the use of information technology in field construction has primarily focused on finding ways of leveraging advances in hardware and data exchange protocols in the field. Chen and Kamara formulated a framework for choosing the appropriate hardware and wireless communication protocols to support on site management and different user roles (Chen and Kamara 2011). Deibert et al. developed a theoretical model based on Task-Technology-Fit to analyze the theoretical impact of applying technology to certain operations (Deibert et al. 2009). Similarly, Wang et al. developed a framework for mapping the construction task profile with the appropriate technology to support those tasks (Wang et al. 2006). Other approaches have focused on how to use a specific technology in construction. The use of barcodes, RFIDs and PDAs have been linked with material tracking and inventory control, (McCullouch and Lueprasert 1994; R.Navon and O.Berkovich 2012; Skibniewski and Wooldridge 1992; Tserng et al. 2005; Wang et al. 2007) as well as progress tracking and inspections (Ghanem and AbdelRazig 2006; Wang 2008). Improvements in both hardware and software have made it possible to visualize 3D models in mobile devices (Lipman 2004; Mulloni et al. 2007), share information among different team members effectively (Ochoa et al. 2010), and develop augmented reality hardware-software packages such as the iHelmet (Yeh et al. 2012). Our approach differs from previous research in that we focus on the information flows that workers currently require in their daily operations, and suggest possible solutions that help make those information flows more effective. Whereas previous approaches have focused on fitting a technological solution to solve a specific problem, our approach is to understand the problem and suggest a suitable technological solution to it. Emerging commercial mobile solutions have centered their attention in visualization, tracking punch lists and timesheets. Software packages such as Autodesk BIM 360, allow workers to create punch lists directly in the field using iPads and support BIM (Autodesk Inc 2013). Similarly, other applications allow the user to store the floor plans in the cloud and synchronize the floor plans between devices (Plan Grid 2013) or create day to day reports through mobile devices (Construction Centrics LLC 2013; UDA Construction Online TM 2013). However, these applications do not tie into a centralized system which propagates these changes across the different project dimensions, including schedule. In a rapidly evolving environment where projects are getting more complex every day, we need information systems that can help managers and workers deal with this complexity more effectively and efficiently. One of the ways of responding to these challenges is to empower construction workers by leveraging Virtual Design and Construction (VDC) methods (Fischer and Kunz 2004; Garcia et al. 2004; Kam and Fischer 2004; Kunz and Fischer 2009) to effectively bring “power to the edge” (Alberts and Hayes 2005; Levitt 2011; Ramsey and Levitt 2005). However, important theoretical gaps must be closed to truly bring power to the edge—i.e., to enable the construction workforce to work hand-in-hand with project management, in more decentralized ways. Key gaps we propose to address in this research are: the lack of a clear communication of design information and schedules – i.e., a clear definition of the information required by laborers for safe and productive construction; and the lack of a clear definition of work completion—i.e., what “done” looks like. Without such definitions, management techniques such as Kanban (Ohno 1988) that have helped the manufacturing industry reduce variability, reduce waste, increase output, and improve quality cannot be applied effectively in construction and support the principles of Lean Construction (Ballard and Howell 2003) such as just in time delivery, last planner and workflow reliability. Method The objective of this research was to understand how advances in cloud computing, mobile devices and VDC could be leveraged to improve work related information flows among workers in the field. We were particularly interested in analyzing information flows that were related to work tracking such as: task communication and assignment, task progress and task reporting. To achieve this objective, we carried out two main research tasks. The first task was to understand the work related information flows between the different stakeholders in a construction site. The second task was to develop a simplified working prototype of the idealized system to test the core functionalities. In the first part of the research, we leveraged the researcher’s previous construction experience to formulate hypothesis about each stakeholder’s information requirements, i.e., what information they require to perform their daily tasks; and information outputs, i.e., what information they produce or have access to. After formulating our main hypothesis, we conducted informal interviews with the different stakeholders (project manager, superintendent, project engineers, subcontractor foreman, and workers) at two construction sites. These informal interviews allowed us to complement our initial hypothesis and correct any misinterpretations. Once we had a clear idea of the information flows and the requirements from each stakeholder, we leveraged scenario planning (Godet 2000) to develop an idealized Work Tracking System (WTS), which consolidated all the information flows and how they should be presented to the users. The second part of the research consisted on developing a prototype of the WTS developed in the first part of the research. Because of time limitations as well as some technology gaps that we identified, we had to narrow down the scope of the WTS and focus on some core functionalities that would allow us to communicate tasks to workers, track task progress and report completion. To understand what these requirements were, the research assistant for this project became involved in building and managing the Solar Decathlon Project, which was a student led project to design and build a 1,000 SF net-zero house. During her involvement in the project, she collected information regarding what factors influenced communication breakdowns and rework in the project, and how these could be overcome using the idealized prototype system that we had developed earlier in the project. After the project was completed, we carried out a retrospective case study (Ho et al. 2009) compiling and classifying the observations to prioritize the features. After compiling the list, we interviewed four people involved in the project and inquired whether they agreed with our prioritized list of features. These interviews helped us prioritize the features as well as determine which ones are more useful to a certain stakeholder. After identifying the core features that would be included in the prototype, we developed a web-based prototype of the system using the Google App Engine development framework, which provides a simple, scalable model for building web applications (“Goggle App Engine” 2013). The backend was programmed using Python and the data was stored using the App Engine Datastore. During prototype development, we worked closely with the project manager, superintendent, foreman and two workers in a mid-rise residential building who provided valuable input regarding user interface design and usability of the web-based prototype. Development of the Work Tracking System (WTS) Scenario planning is used by organizations as a tool to aid in strategic planning (Godet 2000). By focusing on the future, people can loosen the constraints they have about current practice and its limitations, and focus on what is possible. Hence, scenario planning shifts the focus from finding specific solutions to a problem, to designing a system where those problems do not exist. Using this technique, we designed an idealized system by asking ourselves: What information is each stakeholder interested in accessing with minimum latency? What information would help them make better decisions, be more autonomous and be more productive? Who produces the information required from each stakeholder? How easy is it to gather that information? To answer those questions, we leveraged the author’s construction and field experience as well as interviews with project managers, superintendents, foremen, subcontractors and workers. Table 1 shows a summary of the information flows that each stakeholder is interested in accessing and the information that they produce. We can see that the information required by a stakeholder is produced by a different stakeholder. For example, the superintendent is interested in knowing the status of the tasks that are currently being carried out in the project. This information is produced by the workers who are currently carrying out the work. Therefore, the challenge to overcome is to design a system that makes it easy for all the stakeholders to share the information that they produce so that it can be used by others with minimum latency. T ABLE 1: I NFORMATION FLOWS TO AND FROM THE DIFFERENT PROJECT STAKEHOLDERS Stakeholder Information required Information produced Superintendent Progress reports Task status Punch lists Quality reports Subcontractor PPC Subcontractor progress Quality reports Issue reports Planned schedule Updates to schedule Task coordination Drawings, BIM, Specifications RFIs Change orders Progress payments Subcontractors Updated schedule Prioritized task list Updated Drawings/BIM/Specs RFI responses Task assignment Task completion/signoff Punch list Issues RFIs Workers Updated schedule Prioritized task list Updated Drawings/BIM/Specs Parts list Tool list Instructions/Checklist Task completion Issue reporting Project Manager/Project Engineers The proposed Work Tracking System (WTS) will serve as an information broker that processes the data produced by the stakeholders and consolidates it in a way that can be easily retrieved and repurposed for use by a different stakeholder. Following the previous example, it will gather the task completion data reported by all the workers and consolidate it in a report that is useful for the superintendent. To achieve this, the WTS will need to communicate with the existing IT solutions in the jobsite where the information is stored. The WTS will update the information available in these systems according to the inputs from the stakeholders so that the information across the different platforms is updated and synchronized. Similarly, it will pull the information from these systems and reformat it in reports that are useful to the different stakeholders. Figure 1 summarizes the information that each stakeholder wants to get from the system as well as what information can be supplied (published) by each. Similarly, it shows how the WTS integrates and synchronizes the information with existing IT platforms being used in projects today; Enterprise Resource Management systems, scheduling systems, BIM and estimating systems. Leveraging current state of the arts technology and the trend towards mobile devices, the WTS should be cloud based to allow real time communication leveraging distributed processing, decreasing storage costs and variable costs through the life cycle of the project, i.e., leveraging Hardware as a Service – HaaS. F IGURE 1: T HE WORK T RACKING SYSTEM KEEPS THE DIFFERENT SYSTEMS UPDATED SO THAT THE INFORMATION IT RETRIEVES IS THE MOST CURRENT AVAILABLE After understanding the information flows that each stakeholder wants to have access to as well as what information is required from them by others, we developed low resolution wireframes to display the user interface for the different stakeholders. Superintendent: Superintendents are interested in having an overall vision of how the project is doing with respect to schedule so that they can focus their attention on what issues are arising and solve them before they impact production. We designed four views that are useful for superintendents: a dashboard, subcontractor statistics, a task view and a BIM view. Superintendent Dashboard: Figure 2 shows the dashboard designed for the superintendent. This view is divided into two main sections showing the sprints that are in progress and the task backlog. The sprints consist of work that has already been assigned to a specific worker and is reported as started. The backlog shows all the upcoming tasks which are pulled from the schedule. Each task has the following information: Status Subcontractor Task name Planned Start (P.S.) Planned Finish (P.F) Actual Start (A.S.) Actual Finish (A.F.) Difference (Start and Finish) Alert. The task status is symbolized by the icon in the first column of the dashboard. Tasks that are part of the current sprint are represented with a triangle, whereas tasks that are in the backlog are represented with a square. The color of each of these shapes indicates the status of the task: Green: task started on time. Yellow: task started late but is not delayed yet. Red: task is delayed. Additionally, flags are used to express task priority according to the schedule impact of each task. High priority: denoted by a red flag. These are tasks that are in the critical path according to the schedule. A delay in these tasks will impact downstream activities. An alert will tell the subcontractor what task will be impacted directly. Medium priority: denoted by a yellow flag. These tasks have a free float but are predecessors to critical path activities. Hence, if they are delayed by more than the free float they will delay the whole project. An alert will inform the superintendent about the amount of the free float. Low priority: These are tasks that are neither in the critical path nor are predecessors to critical path activities. By leveraging the task status and the task priority, superintendents will be able to focus their attention on the tasks that are most critical for the project, and make better decisions with respect to resource allocation. http://worktrackingsystem.com/stanfordProject Adam Work Tracking System Dashboard Dashboard Subcontractor Stats Superintendent Task View BIM View Sprints in Progress Sub. Task P.S. P.F. A.S. A.F. Framer Framer Mechanical Framer Electrical Framer L1-ZoneC-Frame Wall 2C L1-ZoneC-Frame Wall 1C L1-ZoneA-Install HVAC ducts ZA L1-ZoneB-Frame Wall 2B L1-ZoneA-Install conduit ZA L1-ZoneB-Frame Wall 1B 01/15 01/16 01/16 01/16 01/16 01/16 01/16 Today Today Today Today Today 01/16 01/17 01/16 01/16 01/16 01/16 01/16 Framer Framer L1-ZoneB-Frame Wall 3B L1-ZoneB-Frame Wall 4B 01/17 01/17 01/18 01/19 Framer Electrical L1-ZoneC-Frame Wall 3C L1-ZoneB-Install conduit ZB 01/18 01/18 01/20 01/22 Mechanical L1-ZoneB-Install HVAC ducts ZB 01/18 01/22 Dry wall Dry wall L1-ZoneC-Rock Wall 1C L1-ZoneC-Rock Wall 2C 01/18 01/16 01/19 01/17 Dry wall Window L1-ZoneB-Rock Wall 2B 01/18 L1-ZoneA-Install windows ZA East 01/18 01/19 01/21 Difference S. F. 1 1 - 1 - Backlog 1 1 - - - - 1 - - - Alert Affects Install Elevator Delays install server Free float: 1D Potential delay Predecessor delay F IGURE 2: D ASHBOARD VIEW DESIGNED FOR THE SUPERINTENDENT P ROVIDES A VISUAL REPRESENTATION OF THE WORK IN PROGRESS (SPRINTS), AND THE STATUS OF EACH OF THE TASKS . Subcontractor view: Figure 3 shows the Subcontractor Statistics View, which can be used by the superintendent as well as the project manager to evaluate subcontractor performance. The report contains useful information including: Work In Progress: o Tasks started on time o Tasks started late o Delayed tasks Task backlog (Upcoming tasks) Finished Tasks: o Tasks finished late o Tasks finished on time Tasks with issues reported Percent Plan Complete (PPC) Trends This report allows superintendents to track subcontractor progress and take corrective measures in a timely basis. http://worktrackingsystem.com/stanfordProject Adam Work Tracking System Dashboard Dashboard Subcontractor Stats Superintendent Task View Subcontractor Stats View Backlog Finished Tasks – Not Late Started On time Work in Progress – Active Sprints Sub. Started on Time Late Start BIM View Delayed Tasks with issues PPC 8 (3%) 62% PPC Trends Electrical 10 (55%) 5 (28%) 3 (17%) 100 20 (66%) 10 (34%) Framing 20 (36%) 15 (27%) 20 (36%) 300 50 (71%) 20 (29%) 20 (16%) 56% PPC Mechanical 30 (83%) 5 (14%) 1 (3%) 50 20 (90%) 86% Issues Dry wall 10 (55%) 5 (28%) 3 (17%) 400 30 (75%) 10 (25%) 10 (17%) 69% PPC Window 5 (71%) 2 (29%) 0 (0%) 50 5 (71%) 71% Late 2 (1%) 2 (29%) 2 (3%) 1 (7%) F IGURE 3: SUBCONTRACTOR STATISTICS VIEW Task view: The report shown in Figure 4 uses the information about activity start and finish to compute the real productivity rate from the subcontractors, given a set of quantities from the model. This information can be leveraged by the project to estimate schedule impacts as well as to reevaluate the historical productivity rate logs for the company. Similarly, the company will have a better record of the crew’s learning curve during the project, which can help them make better duration estimates for future projects. http://worktrackingsystem.com/stanfordProject Adam Work Tracking System Dashboard Dashboard Subcontractor Stats Superintendent Task View BIM View Task – Activity View Work in Progress – Active Sprints Sub. Task UoM Est. Unit/hr Avg. Unit/hr Avg. vs Est. Max Unit/hr Min Unit/hr Ft 30 22 +10% 25 18 Electrical Install conduit Framing Frame 2x4 stud wall SqFt 100 90 -10% 100 80 Mechanical Install HVAC ducts Ft 15 20 +33% 25 10 Dry wall Rock walls 3/8" dry SqFt 200 160 -20% 210 130 Window Install Type 1 window Ea 0.2 0.3 +50% .35 .15 F IGURE 4: T ASK VIEW TRACKING PRODUCTIVITY RATE BY TASK. Trend BIM View: The BIM view will show the scheduler a color coded BIM, denoting the status of the work performed using the same color coding as the task status. Subcontractor Foreman: The subcontractor foreman is interested in looking at the status of the tasks associated with him. This is because in a pull production system, the superintendent will not assign a sprint to the subcontractor until the predecessor task is completed, avoiding interdependencies. Similar to the Superintendent Dashboard described above, the Subcontractor Dashboard (Figure 5) will show tasks divided into current sprints and backlog. In this case, however, the subcontractor foreman has the ability to assign tasks to individual workers. Once a task is released by the superintendent, added to the foreman’s sprint list, they can assign it to an individual worker. Following the logic of the pull system, each worker will only have one sprint assigned at a time. The BIM view will show the status of all the tasks assigned to the subcontractor foreman. Finally, the Progress by worker tab will show a dashboard representing individual worker’s productivity, allowing the foreman to incentivize their crew and notice any gaps where a worker might be missing a skill or lagging with respect to his colleagues. Framing Foreman Stanford Project Task Dashboard BIM View Progress by worker Sprints in progress: P.F. A.S A.F Difference S F Assigned P.S. L1-ZoneB-Frame Wall 1B Joe 01/16 Today 01/16 - - L1-ZoneB-Frame Wall 2B Matt 01/16 Today 01/16 - - L1-ZoneC-Frame Wall 1C Alice 01/16 01/18 01/17 1 - L1-ZoneC-Frame Wall 2C Rob 01/15 01/16 01/16 1 1 L1-ZoneB-Frame Wall 3B Jen 01/17 01/18 1 L1-ZoneB-Frame Wall 4B Chris 01/17 01/19 1 L1-ZoneC-Frame Wall 3C Mike 01/18 01/20 - L1-ZoneC-Frame Wall 4C Alice 01/18 01/20 - L1-ZoneC-Frame Wall 5C Matt 01/18 01/20 - Backlog: F IGURE 5: SUBCONTRACTOR FOREMAN DASHBOARD Individual worker: Interviews with workers revealed that they spend a large portion of their time asking about what tasks they should be performing, obtaining the information required to perform those tasks in form of plans, specifications, instructions, as well as the tools and materials needed to perform them. Following production best practices, such as providing workers with visual aids that facilitate their job (Greif 1991), we designed a user interface that helps workers understand the tasks that they are expected to be performing (currently assigned sprints) as well as upcoming tasks. Similarly, it gives them a summary of their previous performance, allowing them to see which tasks they completed late or on time. This dashboard can be seen in Figure 6. Stanford Project Joe Framing Co. Sprints: L1-ZoneB-Frame Wall 1B Due Today Backlog: L1-ZoneA-Frame Wall 5A Due Tue L1-ZoneA-Frame Wall 4A Tue Completed: þ þ þ L1-ZoneA-Frame Wall 3A Finished 01/18 L1-ZoneA-Frame Wall 2A 01/17 L1-ZoneA-Frame Wall 1A 01/16 F IGURE 6: I NDIVIDUAL WORKER DASHBOARD By clicking on one of the tasks, the worker can get access to information relevant to the task (Figure 7). This view allows the worker to report task completion as well as report any issues. For example, they can report conflicts with respect to missing information, lack of material availability, lack of tools, safety concerns, etc. Similarly, the WTS will provide access to all the relevant drawings, specifications and a BIM View. It will also provide a parts list, which includes the entire quantity take offs for the task, a tool list and checklists for performing the work. Following Kaizen methodology of continuous improvement (Imai 1986), by providing the workers with all the information they require for performing the task and breaking it down into manageable pieces of information, workers can be more productive and efficient. Stanford Project Task: Joe Framing Co. L1-ZoneB-Frame Wall 1B Complete Issue Drawings BIM View Floor plan Specs Shop drawing Other views Parts List Tool List Checklist F IGURE 7: I NDIVIDUAL WORKER TASK INSTRUCTIONS The worker dashboard (Figure 6) and the task information (Figure 7) mockups were the ones that received most positive feedback from the managers and workers we interviewed. One of the foremen we interviewed was excited about having all the information available on his mobile phone, since he confessed that it took him a considerable amount of time to go back to the trailer and check the specifications, RFI responses and plans. Similarly, one of the workers mentioned that having the parts list would allow him to easily check material availability and raise concerns about this quickly to the foreman. Also, he mentioned that the tool list prevented him from forgetting a tool and having to walk back to get it. Supplying just in time information to workers remains one of the most difficult problems to solve from a technical perspective, since it requires that reasoning be applied to the BIM to obtain the views associated to a particular task. However, as cloud computing becomes more ubiquitous and software that was traditionally manipulated in local computers moves into the cloud, e.g. Autodesk BIM 360 Field and Autodesk® BIM 360™ Glue®, this limitation will likely be overcome. Work Tracking System prototype Determining the WTS Core features Due to time limitations, as well as other technological and theoretical gaps highlighted in the previous section, we needed to narrow down the WTS to a set of core features that would allow us to provide all the core functionality of the WTS, but be achievable given the time frame we had. To determine these core features, we carried out a retrospective case study (Ho et al. 2009) of the lessons learned while building the Solar Decathlon House. The observations were classified into different categories, and we generated a list of prioritized features. With this list in mind, we interviewed four members of the Solar Decathlon Team, and asked them to suggest improvements or make modifications. In addition to helping us complete our prioritized list of features, these interviews allowed us to notice which features were more important to a certain type of stakeholder. For example, we determined that the most important feature for the superintendents was the dashboard tracking task progress, while the most important feature for the foreman was the ability to create tasks and assign it to specific crews during the weekly planning sessions. The final list of core features can be found bellow. Core Features: Task status dashboard showing: o Task status (Future Activity, Started on Time, Has not started, …) o Task assignment (crews/specific people) o BIM element/Location o Planned Start o Planned Finish o Actual Start o Actual Finish Create/Update tasks: Visualization of the work being performed System Architecture Taking into account the core features as well as the feedback from the stakeholders, we developed the architecture for the Work Tracking System (WTS) prototype. The big idea was to connect the visualization information that is available in the BIM with the tasks in our WTS prototype. This way, managers could export the current task information and have a real time 4D visualization of the work progress. WTS Architecture Table 2 shows a summary of the stakeholder’s use cases, including the permissions to perform certain actions and the IT platforms that each stakeholder uses in the project. There are four types of users: Project Manager, Superintendent, Foreman and Subcontractor/Worker. We noticed that the foreman and the subcontractor had the same requirements, so we were able to group them in a single user type for this research. Depending on their type, each user is authorized to perform certain operations in the Work Tracking System. We also optimized the UI/UX depending on the type of IT platform that they used the most. T ABLE 2: STAKEHOLDER HOLDER USE CASES AND PLATFORMS Update tasks Stakeholder IT Platform(s) Task dashboard Create View tasks tasks Project manager Desktop / Tablet x Superintendent Desktop / Tablet X X X Foreman/ Tablet/ Phone X X X Subcontractor Worker Phone Task info Actual Assign Start/ Task Complete X X X X X X Figure 8 shows the information flows to and from the Work Tracking System based on the use cases described in Table 2. Project Manager Superintendent Task status summary, Task dashboard Task status summary, Task dashboard Create/Update Tasks: Task Name, Planned Start, Planned Finish, Element, Assignee Assign task: Task Name, Planned Start, Planned Finish, Element. Cloud based WTS Create/Update Tasks: Element, Assignee Update Task Status: Report Actual Start and Task Complete Task status summary, Task dashboard Worker Foreman/ Subcontractor F IGURE 8: T YPES OF USERS , INFORMATION FLOWS AND IT P LATFORMS Based on the types of users, information flows and IT Platforms preferred by each user, we developed a class diagram (Figure 9) to represent the system we needed to build. In this diagram, we can see three main classes: User, Task and BimNamespace. In the next section we will discuss each of these classes in detail. Task Class The Task Class has the following attributes: Name, Planned Start, Planned Finish, Actual Start and Actual Finish. The Task Class is connected to the User Class via the assignedTask attribute, which assigns one user from the User Class to the task instance. Similarly, the Task Class is connected to the BIMNamespace Class via the assignedElement attribute, which assigns a particular element of the BIM, or elements, depending on how you define the BIM namespace (see Section Importing the BIM Namespace), to a particular task instance. The Task Class also has the following Operations: getStatus(), updateTask(), and completeTask(). The getStatus() operation reports about the status of the task: Future Activity, Not Started, Started On Time, Delayed, Critical Delay, Finished On Time, Finished Late (See Table 3 for more details about how the status is calculated). The updateTask() operation edits the task instance attributes. Finally, the completeTask() operation assigns the current time to the ActualFinish attribute of the task and reports it as completed. User Class The User Class has four attributes that are shared by the User Subclasses: Name, Email, Organization and Asana_ID. The Name and Email allow us to identify individual users. The Organization attribute links the user with a particular crew or company. Finally, the Asana_ID allows our Work Tracking System prototype to communicate with the Asana API and assign specific tasks to specific users. See Section Prototype Implementation for an explanation of why we link to Asana. The User Class contains four subclasses: Project Manager, Superintendent, Foreman and Subcontractor. Each of these types of users can perform certain operations; this allows us to control permissions in the application. The following are the operations that can be performed: taskDashboard(), createTask(), updateTask() and assignTask(). By calling the operation taskDashboard() the program is prompted to update the status of all the tasks and to present the Dashboard Interface (See Section WTS Dasboard for details). The operations createTask(), assignTask() and updateTask() allow the user to manipulate the attributes of an instance of the Task Class. BIMNamespace The BIMNamespace Class has one attribute and two operations. The attribute elementID refers to a list containing all the BIM elements that were exported from Revit by the user (See section Importing the BIM Namespace). This list can be updated by calling the operation updateTask(). Task -assignedTask 0..* 0..1 -Name -PlannedStart -PlannedFinish -ActualStart -ActualFinish +getStatus() +updateTask() +completeTask() -assignedTask BIMNamespace 0..* -elementID -assignedElement +updateNamespace() +importNamespace() User 0..1 -assignedUser -Name -Email -Organization -Asana_ID ProjectManager Superintendent Foreman +taskDashboard() +createTask() +assignTask() +taskDashboard() +updateTask() +createTask() +assignTask() +taskDashboard() +updateTask() Worker +updateTask() F IGURE 9: C LASS D IAGRAM OF WORK T RACKING SYSTEM Prototype Implementation Figure 10 shows a high level system implementation. We used Revit to manipulate the BIM and Navisworks for the 4D visualization. Finally, we used Asana to manage work assignments to individual workers using a mobile app. Work Tracking System Work Flow Revit Phase Add ElementID Shared Parameter to elements Export ElementID schedule in CSV format BIMNamespace Navisworks Asana WTS Import BIMNamespace from Revit Add organizational/ permission attributes to Users Import Users from Asana Create Tasks Assign Tasks User List Export CVS task report for Navisworks Update user tasks in Asana Create Users Import Revit File Update Tasks Import CSV task report Report as complete Run 4D Animation F IGURE 10: WORK TRACKING SYSTEM WORKFLOW I NTEGRATION WITH REVIT, N AVISWORKS AND A SANA In the following section, we will justify the use of each of these external tools and how we linked them to the WTS. Revit and Navisworks: Autodesk Revit and Autodesk Navisworks are some of the most widely used BIM software at the moment. We were looking for BIM software that allowed the user to easily generate a namespace to assign elements and groups to tasks. Revit allows the user to do this by creating a shared parameter that can be assigned to elements. Once the Revit model is exported to Navisworks, it preserves this parameter, which allows us to generate a data file containing the tasks, including the shared parameter. In this way, Navisworks can identify the elements that are associated to tasks and visualize it via the 4D model. Asana: Asana is a web application that allows teams to share a common task list. Team members can create tasks, assign them to users and set due dates. Users can also comment on tasks, giving them the opportunity to ask questions to other users, add notes and attach files. Looking at the different types of users that are going to use our WTS, we noticed that the worker needs a system where they can be notified: of task assignment, the task's content and due date. Furthermore, workers need an application that is optimized for mobile, both tablets and phones. As Asana provides all the required functionalities in a user friendly interface that is mobile ready, we decided to connect our WTS to Asana, via the Asana API. Once a task is created in the WTS and assigned to a specific user, it is automatically added to that person’s Asana. Similarly, once the person marks the task as done in Asana, the change is reflected in the WTS's dashboard. Figure 11 shows a screenshot of the Asana desktop user interface with a list of all tasks in the project, which user they are assigned to and the due date. The panel to the right shows additional information about the task, and allows users to add comments, ask questions to other users and add attachments. F IGURE 11: SCREENSHOT OF THE A SANA DESKTOP USER INTERFACE Using Revit to export BIM Namespace One of the most important steps is preparing the BIM so that it can be used to track tasks. To achieve this, project teams must first decide on a namespace which they will use through the project. This namespace determines how the BIM elements are logically grouped together to perform the tasks. This is directly correlated to the level of detail used to control the tasks. For example, if a team is interested in controlling the project at a low level of detail, they might want to track tasks such as "Pour Columns Level 3". In this case, they would group all their level 3 columns and assign a unique ElementID to them. However, if they want to control the project by tracking tasks at a higher level of detail, they might want to track tasks such as "Pour Column A-1 Level 3". In this case, they will select the individual column A-1 and assign it a unique ElementID. Selecting the correct level of detail depends on several factors; project complexity, type of company, type of project delivery system and type of contract. Ideally, managers should be able to choose a control of projects at varying levels of detail through their lifetime. Nowadays, projects are planned at a very low level of detail, generally at the activity level of detail. Once the project begins, weekly planning meetings are held, where teams decide what tasks they will perform. This is done at a higher level of detail relative to the initial plan. The tools available today don’t allow superintendents to quickly, and easily update the schedule to reflect these weekly planning meetings. Hence, it is very difficult for them to know if a project is running as planned, or if changes need to be made to keep the project on course. The current version of the WTS has this same limitation. Project teams cannot easily change the namespace without updating the connection to all the tasks. This is a limitation that project teams need to consider upfront and factor it into their namespace selection. For this project, we created a Shared Parameter called ElementID, which is used to assign unique IDs to specific elements or groups of elements. These elements are related to tasks in the WTS. Each ElementID has to follow a naming convention to make it easy to search for the element in the WTS: Where: Level refers to the vertical location of the element, Element Type refers to the BIM family (C: Column, B: Beam, J: Joist, Slab: Slab, SW: Shear wall), and the UniqueID identifies the specific element Naming Convention : Level – Element Type – UniqueID Example: L0 - C - F3 being targeted. Figure 12 shows an example of the naming convention being used in a project. The selected column the label L1-C-A1 set as its Element_ID property. This denotes that the element is located in the Level 1 (L1), its type is a Column (C), and its unique ID is "A1", which is the intersection of the gridlines. F IGURE 12: EXAMPLE ASSIGNING AN ELEMENT_ID TO A SPECIFIC ELEMENT IN A BIM. THIS ELEMENT IS TARGETING A LEVEL ONE (L1) COLUMN (C) IDENTIFIED AS A1. Once we have created the namespace, we can create a Revit Schedule that contains all the unduplicated elements that have an Element_ID assigned to them. This report can be exported as a text file that can be read by our WTS. Figure 13 shows a snapshot of the Revit Namespace schedule. F IGURE 13: SNAPSHOT OF THE NAMESPACE FOR THE BIM SHOWN IN F IGURE 12. Overview of the WTS Web application The WTS was built as a web application to allow teams to access real time information in a decentralized manner. The web application was built using the Google App Engine Framework. This framework allows the developers to easily deploy their projects using Google’s servers, provides powerful computing power as well as automatic scaling for their applications. The back end of the application was written in Python and Jinja was used as the template engine. A beta version of the WTS can be accessed in: http://worktrackingsystem.appspot.com Importing the BIM Namespace The BIM Namespace created in Revit can be easily imported into the WTS by clicking on the Namespace button in the top menu and choosing the file to upload. Internally, the WTS imports all the elements in the Namespace into the Namespace Table. Figure 14 shows a screenshot of the webpage where this task can be accomplished. F IGURE 14: SCREENSHOT OF THE N AMESPACE PAGE IN THE WTS WEB APPLICATION Adding Users to the WTS Users can be added to the WTS through the Asana API. This means that Users are first created in Asana by the project administrator, and then they can be imported into the WTS. This decision was made so that all the users that are available in the WTS have an AsanaID that allows us to assign tasks to them. Users are easily added by providing a name and an email. F IGURE 15: SCREENSHOT OF THE A SANA MODULE FOR ADDING USERS TO THE WTS In the WTS page, the user list can be updated by clicking on the menu item Users. This automatically imports the data from Asana and updates the User Table. WTS Dasboard The WTS dashboard is the main view for project control. We divided the dashboard into two parts: the Task Status Summary and the Task Dashboard. Figure 16 shows a snapshot of this webpage. F IGURE 16: SNAPSHOT OF THE WORK T RACKING SYSTEM D ASHBOARD The Task Status summary shows a quick snapshot of the work in progress (WIP), tasks not started, and finished tasks. The WIP is broken down into the number of tasks that either started on time, late or are delayed. The Finished tasks are broken down into tasks that were finished on time and finished late. This information helps managers understand whether their project is under control or not, by comparing the number of tasks that are delayed, have not started or were finished late. The Task Dashboard shows a list of all the tasks associated with the project. Each task includes the following information: Status, Task Name, Element, Assignee, Planned Start, Due Date, Actual Start and Finish Date. There is also an option to add notes and edit the task. The task status is recalculated every time the page is loaded. The rows are formatted according to the task status, which allows managers to quickly realize which tasks require special attention. Table 3 summarizes all the task status considered, how they are calculated and the row format used to denote them. Similarly, when the user hovers over the status icon, the Task Status will appear as a tooltip to help them remember what the icon means. T ABLE 3: T ASK STATUS SUMMARY , CALCULATION AND L AYOUT Status Description Calculation Status Icon/row format Future Activity Activity shouldn’t have started yet. Current time < Planned Start None Started On Time Activity started on time, and the due date has not passed yet. Actual Start ≤ Planned Start AND Current time < Due Date Late Start Activity started late but the due date has not passed yet. Actual Start > Planned Start AND Current time < Due Date Activity has not started, but the due date has not passed yet. Current time > Actual Start AND Actual Start = NULL AND Current time < Due Date Delayed Activity has started but is running late Current time > Due Date AND Actual Start ≠ NULL Critical Delay Activity has not started and the due date has passed. Current time > Due Date AND Actual Start = NULL Finished On Time Activity was finished on time Actual Finish ≤ Due Date Finished Late Activity was finished passed its due date Actual Finish > Due Date Has not Started Although workers can report a task as completed using the Asana API, project managers, superintendents and foremen can also report tasks as completed from the project dashboard. By clicking on the Mark as Complete checkbox, the task status is updated and the current time is set as the Actual Finish (Figure 17). F IGURE 17: T ASKS CAN BE REPORTED AS COMPLETED DIRECTLY FROM THE T ASK DASHBOARD Creating, editing and completing a task in the WTS New tasks can be created by clicking on the New Task button. This action opens a form which can be filled with all the information for the task (Figure 18). The required inputs are: Task Name, Element ID, that is prepopulated with the BIMNamespace imported from Revit, Task Notes, Task Assignee, that is prepopulated with all the users registered in the project, Planned Start, Task Due and Task followers, that is an optional field which can be used to alert specific users about the status of the task. The input field "Actual Start" should be filled in once the task is started. F IGURE 18: SNAPSHOT SHOWING THE INPUT FORM FOR CREATING A NEW TASK Specific tasks can also be edited. To do so, click on the Edit/View link in the Task Dashboard. This action opens a similar window to the one used to create a new task (Figure 19). In this case, most of the inputs are prepopulated but can be edited. This is the preferred view for adding the Actual Start date. F IGURE 19: SNAPSHOT SHOWING THE INPUT FORM FOR EDITING A TASK Generating 4D visualization of the work performed One of the cornerstones of this research was to develop a platform where teams could visualize the work performed and “replay” it to understand what had happened and what could be improved. The WTS provides a simple interface to allow this to happen. When the user clicks on the “Export to Navisworks” button in the top menu, a csv file is downloaded to their local computer containing all the information needed by the Navisworks timeliner to create a 4D simulation. The following are the steps needed to configure the Naviswork's nwf file for visualization. 1. 2. 3. 4. “Append” the Revit file. This will import the BIM into Navisworks. Select “Timeliner”, it is located in Tools section of the Home Ribbon. Select the Data Sources tab located in the Timeliner Window. Click on Add, and select CSV import. Search for the file that was downloaded by the WTS and click Open. 5. In the Selector, make sure to match the following Columns to these External Field Names: a. Task Name: Column A b. Display ID: Column A c. Synchronization ID: Column A d. Planned Start Date: Column B e. Planned End Date: Column C f. Actual Start Date: Column D g. Actual Finish Date: Column E h. User 1: Column F 6. Click on Refresh and select All Data Sources. 7. Select Rebuild Task Hierarchy and click Ok. 8. Select the Tasks tab in the Timeliner Window. You should see the list of tasks you imported. 9. Click on the “Auto-Attach Using Rules button. 10. Select the first option: Map TimeLiner Tasks from Column Name to Items with the same name, Matching Case. Then click Edit. 11. Select “Attach Items to Tasks by Category/Property” in the rule description, set the Column to be User 1, the Category to be Name ‘Element’ and the Property to be Name ‘Element_ID’. Click Ok. 12. Click on Apply Rules. 13. Assign a Task Type to each task. 14. Click on the “Simulate Tab” and click play. You can also configure different settings in the Timeliner, for example, to view the difference between the planned and the actual start and end dates. Preliminary Results The current version of the prototype was designed and built while receiving constant feedback from the project manager, superintendent, foreman and workers in a mid-rise residential building. This allowed us to engage them on a daily basis to understand their current work processes and inquire how a system like the one we were building would help them to be more productive. Table 4 summarizes the advantages and limitations that were observed by different stakeholders that were interviewed: T ABLE 4: SUMMARY OF ADVANTAGES AND LIMITATIONS DESCRIBED BY THE DIFFERENT STAKEHOLDERS Stakeholder Project Manager Advantages The Task Status Summary helps me to understand the overall status of the project. Choosing the namespace for the project was an interesting exercise. It would help as a planning exercise at the beginning of the project. Visualizing the work in the BIM was very interesting, since you could see where the time slippage had happened. Limitations ASuperintendent The WTS provides an intuitive interface to log in weekly commitments and track them. Color coding is useful to understand which tasks are falling behind and require attention. The 4D visualization showing the difference between planned and actuals allows me to “replay” the work being carried out and understand what could be done better. Would like to filter by subcontractor and see their individual performance. Integration with progress payments would be beneficial. Summary report for task status using the WBS or PBS to calculate earned value. The integration between the BIM, WTS and Navisworks could be smoother. Linking the production schedule with the procurement schedule would improve communication. Not all of our subcontractors/workers have data plans on their phones. Would need to consider a costbenefit analysis. Automatic synchronization with Microsoft Project would be very useful to notice changes in downstream tasks. Aggregation of tasks by WBS hierarchy would help understand what percentage of the project is complete and whether we will hit a milestone or not. Choosing the namespace was not intuitive. Element grouping depends on the task, and is Foreman If the 4D visualization could be done real time I would not have to be running up and down the building all day. Linking the task to the element helped me understand where the work was being performed and loose less time searching for the worker to give him instructions. Icons allow me to prioritize my attention in the tasks that need help or clarification, and not waste time checking up tasks that are doing well. Good to have clarity on what tasks are assigned to me. The comment section is useful to inform of problems. Worker constantly evolving as the project progresses (different grouping for pouring columns than placing their rebar). Filtering by “area” would be good so I can check all the tasks in my proximity and not walk around the project. Showing the status by subcontractor or worker would be useful to know who to motivate. Would need to motivate workers to want to report task completion. Would like to be able to access the drawings from my phone. Overall, the feedback we received was extremely positive. Most of the comments highlighted how task visualization was a tool that helped them identify where to focus their effort. It was interesting to see how the project manager’s comments focused on the usefulness of summary reports that helped him to see the project at a strategic level, whereas the foreman and worker focused on the tactical advantages of checking progress on individual tasks. On the other hand, although all the stakeholders saw value in integrating task with BIM elements for visualization, they commented that this process was cumbersome and faulty. For example, the superintendent’s observation that choosing a unique namespace for the whole project is a major limitation in the current software solutions, and is an area that could be improved if BIM is going to support production. Another issue that was mentioned by the project manager and the superintendent was the ability to create a live link between the WTS and the scheduling system, which in this case was Microsoft Project. Currently, the WTS can only manage work at one level of detail, which does not support disaggregation and aggregation of data into levels that are suitable for computing work progress and earned value. Generating this link automatically would require a shift in current scheduling practice. Nowadays, project teams generate the master schedule at a low level of detail. Production schedules are decided during a planning meeting held either weekly or biweekly. However, these two schedules are generally disconnected because the master schedule is outdated and the production plan is generally not done in the same system as the master schedule. This is an interesting area of opportunity to understand how to bridge the gap between how project teams create schedules and how they want to use them. Finally, although mobile phones and tablets are becoming more ubiquitous in construction sites, it is still uncommon for every worker in the construction site to have access to a mobile solution with data available. Taking into account trends in mobile adoption, this technological burden will become less important over time. Conclusions and Future Work In this research, we developed a novel system for managing onsite production by leveraging VDC, the pervasiveness of mobile technology and advances in cloud computing. This Work Tracking System (WTS) allows stakeholders to publish and obtain the needed information with minimum latency, by managing the available information in the project platforms and maintaining it updated and synchronized. A prototype of the WTS system was developed and feedback was gathered about the advantages and limitations of implementing this prototype on a construction site. Most of the positive comments were about the ability of visualizing the work being performed, enhanced communication for setting work priorities and make decisions faster. Some of the major limitations highlighted the need to set better filters and manage information at various levels of detail. This research uncovered some major gaps that need to be addressed for the ideal envisioned system to work. Current scheduling practices do not support data collection in a way that is meaningful for management. Master schedules and production schedules are disconnected, sometimes even using different systems. Since task progress is being measured using the production schedule, superintendents need to reconcile the production schedule with the master schedule to get a meaningful idea of the overall work progress. 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