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ProjectWise

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Status Needs review
Workspace Deliverables Management
Created by Guest
Created on Jan 27, 2025

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Validate document metadata before sending Transmittals

We act as the client and receive all of our deliverables through PWDM. We request the following metadata on every document we receive: document code, project code, location, originator, discipline, project milestone, location code, document type, serial number, state, suitability, work package, security classification and work zone.

At the start of every project we provide our consultant with an Excel file that contains allowed values for each of these fields.

e.g. the options for Project Milestone will be: "Concept Design - 20%", "Concept Design - 80%", etc.

Currently, the consultant is able to submit to us any value in each of these fields. e.g. the Project Milestone attribute could contain "Issued for Construction" when that isn't a valid milestone, or worse it could contain "20% Concept Design" which is an incorrectly formatted version of our allowed value.

This can cause major issues with people being unable to filter for specific metadata in all the documents we receive. It means we can't reliably used saved searches on documents we receive. It results in people spending more time looking for information than if we didn't use ProjectWise at all.

Suggested solution:

  • For each required document metadata field, allow one party to define allowed values for every field. The other party can then import these settings into their PWDM setup.

  • If a document is attached to a transmittal with metadata that isn't one of the accepted values, that Transmittal cannot be sent until it is fixed.

Competitors products:

Competitors like InEight and Aconex do not allow submission of documents with incorrect metadata. Without this basic functionality, ProjectWise will not be able to compete.

Practical use of functionality?

  1. Enhanced Data Integrity: By ensuring that only predefined, valid values are used for each metadata field, the integrity of the data is maintained. This prevents errors such as incorrect or improperly formatted values, which can lead to confusion and inefficiencies.

  2. Improved Searchability: Consistent metadata allows for more reliable and efficient searches. Users can filter documents accurately based on the predefined values, making it easier to locate specific documents and reducing the time spent searching for information.

  3. Streamlined Workflow: By preventing the submission of documents with invalid metadata, the workflow becomes more streamlined. This ensures that all documents meet the required standards before they are transmitted, reducing the need for corrections and resubmissions.

  4. Better Project Management: With accurate and consistent metadata, project managers can better track the progress of deliverables and milestones. This helps in maintaining project timelines and ensuring that all stakeholders are on the same page.

  5. Compliance and Reporting: Enforcing metadata standards helps in maintaining compliance with project requirements and industry standards. It also facilitates accurate reporting and auditing, as all documents will have consistent and reliable metadata.
What is the impact of not doing this?

  1. Data Inconsistency: Without enforced metadata standards, there is a high risk of inconsistent data entries. This can lead to confusion and errors, as different users may input varying formats or incorrect values for the same metadata fields.

  2. Inefficient Searches: Inconsistent metadata makes it difficult to filter and search for specific documents. Users may struggle to find the information they need, leading to wasted time and reduced productivity.

  3. Workflow Disruptions: Invalid or improperly formatted metadata can cause disruptions in the workflow. Documents may need to be corrected and resubmitted, leading to delays and additional work for both the client and the consultant.

  4. Poor Project Management: Inaccurate metadata can hinder project tracking and management. Project managers may find it challenging to monitor the progress of deliverables and milestones, potentially impacting project timelines and outcomes.

  5. Compliance Issues: Without standardized metadata, it becomes harder to ensure compliance with project requirements and industry standards. This can lead to issues during audits and reporting, as the data may not be reliable or consistent.

  6. Collaboration Challenges: Inconsistent metadata can create misunderstandings and miscommunications between clients and consultants. This can affect the overall collaboration and efficiency of the project team.