UFGS DATASET UPDATE
SOP / Checklist
_________________ Release
Release of the UFGS is on a quarterly basis; February, May, August and November. Each release item
in this checklist should be accomplished in the order listed.
Processing of UFGS should be accomplished in a master named UFGS. An agency master is
maintained by NAVFAC, USACE, NASA and AFCESA. Each agency will provide its updated
agency dataset to the UFGS dataset manager at the agency managing the entire dataset (2-year
assignment rotation) no later than the beginning of the first day of the month of scheduled release;
i.e., 1 February, 1 May, 1 August, 1 November. The UFGS dataset manager combines the separate
agency masters into a combined UFGS master for processing each update period.
The UFGS dataset manager provides NIBS with a copy of the UFGS dataset and associated files
each update period. Submittals to NIBS for the Whole Building Design Guide (WBDG) web release
is due to NIBS by close of business on the 15th of the release month; i.e., 15 February, 15 May, 15
August, 15 November. If the 15th of the month falls on a weekend or a holiday, the submittal is due
on the next business day.
The dataset can be updated between quarterly release with an interim release; but not more often than
once each month. Interim releases should be avoided if possible.
******OPERATION A – AGENCY DATASET PREPARATION******
A1. Cut-off date for preparing agency receipt of documents for each release period is the 15th day of the
month prior to release.
A2. Each agency is responsible for the content of its own UFGS master and must take care to ensure
that changes are properly made, coordinations are accomplished, and files are added or deleted as
appropriate. Each agency is responsible for running QA reports, release processing functions and other
operations on its master to assure that the master is suitable for release.
A3. Preparation of Agency Master:
_____ Maintain a list of sections changed (on an established log or on a printed copy of the
Master Table of Contents), added, or deleted during the period.
_____ From the list of sections changed, added, or deleted, prepare an Excel spreadsheet using
the designated Excel file as a template (UFGSChgLst(Blank).xls). Once updated, renamed to
CHGlistmm-yy.xls
_____ Change the header as well as the section date of the revised section file to reflect the
current release month and year
Revised as of 06/02/09
1
_____Update the UMRL version line in the banner note to reflect the month prior to the current
release month. The reason being, “Information Handling Services (IHS),” cut-off date for
updating references in the UMRL is the 15th of the month prior to the release.
Example: February 2009 is the Release month
References are in agreement with UMRL dated January 2009
Note: This can be done globally before releasing the Agency Master.
We strongly recommend that you back up the Agency Master first.
 Right-click on the Master Name
 Select Search/Replace Master Name
 Under “Find” type (previous date of UMRL)
Example: dated October 2008 (November 2008 was the released date)
 Resources: Under “Replace With” type (insert date prior to release)
Example: dated January 2009
_____ Update publication references for the entire Master in accordance with the current UMRL.
In SpecsIntact, use the Reference Processing for a Master located under the Process Menu and
Generate New Reference Articles in Sections. Warning: Before starting this process, it is very
important to BACKUP the Master first.
_____ Generate the Quality Assurance Reports (QA). Run brackets, references and submittal
reports. Review ALL reports and clear up any discrepancies.
NOTE: Current Section 01 42 00 SOURCES FOR REFERENCE PUBLICATIONS and 01 33
00 SUBMITTAL PROCEDURES should be in the dataset when running the reference and
submittal reports.
Section Verification Report must be run later on the complete UFGS dataset.
If changes to the dataset were made, rerun the SpecsIntact Release Processing function on
the agency dataset using the default choices shown on the screen.
Rerun reports to verify that dataset report items have been corrected.
Revised as of 06/02/09
2
_____ The UFGS Control Board as a matter of consistency has tasked us to follow certain
guidelines. Perform QA functions on new, added, and changed sections as necessary to ensure
that documents meet format requirements. Document the QA functions performed on the
UFGSchglistmmyy.xls file.
_____ Remove deleted SEC files from the agency dataset
_____ Add new and changed SEC files to the agency dataset.
_____ Math Check: _____ SEC files in agency master (previous release)
plus _____ SEC files added this period;
minus _____ SEC files deleted this period;
equal _____ SEC files in agency dataset.
______ Confirm.
A4. Final Agency Dataset Processing
_____ Zip the SEC files (use the SpecsIntact Backup function) in Agency dataset.
_____ Place a copy of the zipped file and the change list .xls file into the agency folder on the
FTP://wbdg.org/ site.
_____ Send e-mail to the Agency doing the UFGS dataset management function to notify that
the files are on the FTP server.
_____ Back up UFGSCE.
******OPERATION B – UFGS DATASET PREPARATION (by UFGS Dataset Manager)******
B1. Agency Master Section Date Check
_____ Restore each service dataset UFGS_M.zip to an appropriate-named folder in SI.
_____ Perform Release Processing on each dataset and print out the SHELF.doc that is
generated.
_____ Check for erroneous dates (ie: 12/07) for sections. Should be 01/08 if changed
for January 2008 release.
_____ Highlight all dates newer than last release.
_____ If an interim update was posted, check that those UFGS are included in current
dataset.
_____ For any discrepancies in dates that cannot be explained by an Interim Update,
get with service agency for corrections.
Revised as of 06/02/09
3
Revised as of 06/02/09
4
B2. Compile UFGS Dataset
_____ Delete the SEC files in the existing UFGS master (_____ files);
_____ Copy the SEC files from NAVFAC master (______files) into the UFGS master;
_____ Copy SEC files in the USACE master (______files) into the UFGS master; (USACE
provides the official 01 42 00 section)
_____ Copy the SEC files from NASA master (______files) into the UFGS master; (NASA
provides the official 01 33 00 section)
_____ Copy SEC files in the AFCESA master (______files) into the UFGS master;
UFGS Master is now _______ files . Verify this against _____files in the master and _____ files
listed in the UFGSchglist0904.xls file equal ______ SEC files total.
Math Check: _____ SEC files in previous release UFGS master
plus _____ SEC files added this period;
minus _____ SEC files deleted this period;
equals _____ SEC files in UFGS dataset.
______ Confirm.
B3. UFGS Dataset Quality Checks
_____ Execute revisions in entire dataset.
_____ Renumber Master
_____ Confirm correct UMRL date in section banners.
_____ Search on and correct section references that have been revised or deleted with this
release.
_____ Run Reference Processing for a Master – WARNING: It is very important to BACKUP
the Master first.
_____ Perform the SpecsIntact release processing functions required for the UFGS master
_____ Run reports on consolidated dataset (bracket, reference, submittal verification, reports,
etc.) and obtain corrections from the agency manager if time permits. If corrections are made
by the consolidating manager provide a report of revisions to the agency managers.
_____Perform the SpecsIntact release processing functions required for the UFGS master.
Check shelf.doc file against the release changes list.
Revised as of 06/02/09
5
B4. Final UFGS Dataset Preparation
_____ Create new UFGS_M.zip file of the UFGS master using backup function in
SpecsIntact. Prior to creating the zip file delete files from the Processed files, PDF files and
Word files folders.
_____ Adjust the UFGS_M.zip file to remove files other than the following: *.SEC,
MASTER.REF, MASTER.WKY, mf2004.hdr, WMASTER.HDR, WMASTER.DFT,
NEWSUBFM.HDR, PULL.TBL, SHELF.DOC, SCOPE.DOC, REVREF.LST, and
UFGS_M.sib.
B5. Process UFGS Release and Cumulative Change Lists:
_____ Combine the agency change lists into a CHGlistmm-yy.xls file. Sort the release
change list file by ascending order of UFGS number.
_____Change the header to the current release date – Click on Page Layout, on the Page
Setup ribbon - click on the square to the right, select Header/Footer , Custom Header – make
change and save.
_____Change the date in the footer minus one month prior to the release month for the
following: “References in all UFGS have been updated to the UMRL dated mm yy”.
_____ Copy respective data from the CHGlistmm-yy.xls into the cumulative.xls file from the
previous release. Sort the data by ascending order of UFGS number and descending order of
Old Date. Confirm the sequence of revision of each section to confirm no gaps in the
revision dates.
_____Change the header in the cumulative.xls file to the current release date.
Revised as of 06/02/09
6
*****Operation C – Prepare Files for NIBS (by UFGS Dataset Manager)******
_____ “Test” the UFGS_M.zip file
_____ Check the files inside the master. The following files should be part of the master; the
“optional” files are not needed, so if they are not there, it’s not a problem:
*.sec, master.ref, master.wky, mf2004.hdr, wmaster.hdr, newsubfm.hdr, wmaster.dft, pull.tbl,
revef.lst, ufgs.sib, scope.doc, shelf.doc,
Optional: tagfix.log, tailor.tag, ufgslast.sib, validate.log.
_____ NAVFAC, either before, during or after the update, will send the UFGS Graphics file.
Find out if any of the actual graphics have changed and verify the changes. The section numbers
and titles have to be checked. The file is “UFGS” Graphics Table of Contents (also includes
NAVFAC Regional Specifications Graphics)”, which is named “graph.toc”. NAVFAC sends
the file in Word and we convert it to.pdf, since they always had problems with their converted
version. Changes are marked in RED. If there are any additions or updates, WBDG will need
“graphtoc” as well any zip or pdf files that were added or updated. If there is a deletion, the
“graphtoc” would be marked to indicate that so that the WBDG can delete that zip or pdf file. In
addition, the specs themselves should match. For example, if a spec was updated, check to make
sure the note inside that directs the use of the graptoc for that graphics.
This file should be posed either right before UFGS is done or during or right after. If there are no
changes, they could either leave it as is or they may want to “update” it anyway – put the new
date at the top and change anything RED to BLUE to indicate that nothing has changed.
IMPORTANT – THIS IS THE MOST TIME CONSUMING PART OF THE PROCESS:
_____ Print out the old Table of Contents and the new one and compare. The differences should
be what are on the CHANGE list.
_____ Print out the old Cumulative Changes list and the new one. Again, the differences should
be what are on the change list. If not, contact the database manager. The reason you check these
is because dates may be wrong (on old and updated specs) or there may be a missing or added
spec. These lists must agree before you continue.
_____ Using the sorted CHGlistmm-yy.xls file (UFGS Listing of Changes since last update);
create a CHGlistmm-yy.pdf file named UFGS CHANGES.pdf.
_____ Using the sorted cumulative.xls file (UFGS LISTING OF CHANGES, April 2006 to
present), create the updated cumulative.pdf file named UFGS ALL CHANGES.pdf.
_____ Open SHELF.doc and print to a pdf file named UFGS_TOC.pdf. Use the text tool
in Acrobat to change this line from this: UFGS TABLE OF CONTENTS to this: UFGS
TABLE OF CONTENTS – insert month and year, like UFGS TABLE OF CONTENTS MAY 2009. Also check to make sure Division 00 is included in this file.
Revised as of 06/02/09
7
_____ Using SpecsIntact print function, create a pdf file of the entire UFGS dataset. Include
a Master Table of Contents, Division 00, Section Table of Contents without Scope, section
dates, notes and colors in the file. Also, when setting up the PDF document, bookmark
sections with section numbers added and combine the processed sections into one PDF
document which will be named publish.pdf. Rename publish.pdf to UFGS
COMPLETE.pdf.
_____ Open the MASTER.REF file and print to a pdf file. Add the UMRL cover to the
front of the resulting pdf file as well as changing the date at the top of the cover. Before
opening the pdf file, do as follows:
Right-click on the pdf file
Select “Open with Acrobat 7.0” (whatever version is on the system)
Document (at the top of the Menu)
Insert Pages
Browse and select the UMRL Cover
Location: Before
Page: Page 1 of …
Revise date at the top of the document- use the Touchup Text Tool
Save the combined file to UMRL.pdf.
_____ Upload CHGlistmm-yy.pdf UFGS COMPLETE.pdf, UFGS ALL CHANGES.pdf,
UFGS CO MPLETE .pdf, UFGS TOC.PDF, UMRL.pdf and UFGS_M.zip to the
UFGSweb folder (create a subfolder for the current release) of ftp://wbdg.org.
Keep your fingers crossed.
*****Operation D – Prepare Files for NIBS (by NASA)******
_____ Upload UFGS TRACKING CHART.pdf from NASA Engineering, to ftp://wbdg.org
on the same schedule as other release files.
**** PROCEDURE END ****
*****Release Notes*****
Revised as of 06/02/09
8