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Information Technology and the QS Practice by Peter Smith

INFORMATION TECHNOLOGY AND THE QS PRACTICE


Peter Smith, Construction Economics Unit, University of Technology, Sydney, Australia

1. INTRODUCTION industry not only in Australia but globally.


The industry is characterised by a large
Professional expertise in project financial number of small organisations each with
management is the fundamental basis for their own vested interests in the process.
success for a Quantity Surveying firm. In Australia, there are over 100,000 small
This can only be achieved through proper businesses operating in the construction
education, "on-the-job" training and industry with 98% of firms employing less
experience over a wide range of projects. than 20 people and 85% employing less
Utilising Information Technology (IT) for than 4 people (Hutt 2000). 85-90% of
competitive advantage is the next key construction work is subcontracted and
ingredient for a firm's success but, quite project team consultants and contractors
clearly, success cannot be achieved by are typically assembled for individual
the latter unless the former is established. projects in an ad-hoc "one-off" pattern with
This paper examines how the Australian decisions on project team composition
Quantity Surveying profession can largely made on the basis of lowest price.
combine these two ingredients to gain Hence, project teams are assembled and
competitive advantage and create disassembled on a project by project basis
increased business opportunities both in with little continuity of project team
the short term and the long term and members over the long term. During the
within and outside the construction course of large projects, there are typically
industry. The research for this paper is hundreds of firms (consultants,
largely based on the results of a major IT contractors, suppliers) involved during the
research study conducted on behalf of the various stages with a high level of
Department of Industry, Science and "change-over" between the various trade
Resources (DISR) and three nationwide contractors. Additionally, every project is a
surveys of the Australian Quantity "one-off" prototype. Current initiatives to
Surveying profession. The paper address these problems include alliance
commences with an analysis of the contracting, joint venturing and "single-
general rate of IT adoption in the industry, source" delivery of services extending into
explores future industry directions using the operational stages of projects.
the NSW Department of Public Works and
Services (the largest client in Australia) as Due to a lack of industry standards, each
a case example, presents and analyses of these firms have their own
the key findings of the research studies organisational/management systems in
outlined above and concludes with a place encompassing a wide range of
series of IT-related strategies for Quantity technological capabilities and software
Surveying firms to consider adopting to usage. The wide range of software
improve their business performance. systems used and the incompatibility
between many of these systems severely
2. INFORMATION TECHNOLOGY limit the scope for the industry to take
ADOPTION RATE advantage of the rapid technological
advances surrounding it.
The rate of adoption of Information
Technology (IT) in the construction Exacerbating this situation is the generally
industry has been slow compared to most low profit margins in the industry which
other industries despite its information inhibit the ability of firms and the industry
intensive nature. The reasons for this slow generally to make the necessary
adoption rate are many and varied. investment in IT systems, research and
Probably the greatest problem lies in the development. Other key problems include
extremely fragmented nature of the the complexities surrounding information

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Information Technology and the QS Practice by Peter Smith

flow on construction projects, the lack of characters per second. Time has
information and process standards, the consequently become more important as
traditional "paper-based" mindset of the people increasingly try to cram as much
industry and yet to be resolved legal and into their days as possible. In Japan,
contractual issues relating to electronic some restaurants now charge customers
documentation and records. by the minute and not on what they
actually eat; customers clock in, clock out
Nevertheless, the past 5 years has seen and the bill is calculated on the actual time
significant advances in addressing these spent in the restaurant. Many examples
problems. Organisations such as the exist of the need to create the illusion that
International Alliance for Interoperability we are saving time. The "door close"
(IAI), backed by major international firms button on building lifts provides a good
and professional associations, are making example; on many lifts these buttons do
major inroads in developing standards to not actually work and are in place merely
offset the problems associated with to "placate those who measure their time
incompatibility of computing systems and in seconds" Spigelman (2000 p.5).
information flow. There are now many
examples of major projects where entire Current personal "off-the-shelf" computers
project teams have been linked with pentium processors are capable of
electronically and all information flow performing 400 million instructions per
carried out electronically; the construction second and, at the current pace of
of the new airports in Hong Kong and development, by 2012 personal
Kuala Lumpur being two good examples. computers will be able to handle 100,000
Major industry clients are exerting million instructions per second. In 1980
increased pressure on industry copper wire phone lines carried less than
participants to more effectively utilise IT one page of information per second whilst,
capabilities. In Australia, the NSW today, optical fibres as thin as a human
Department of Public Works and Services hair can transmit the equivalent of over
(DPWS) is the nation's biggest 90,000 volumes of an encyclopedia per
construction industry client and is currently second (de Valence 1999).
implementing strategies to push the
industry into the electronic era. These In the construction industry, the pace of
strategies are summarised in Section 5. change is gaining momentum. Rapid
changes in the design area alone have
The pace of change in our society is occurred; the drafting board is quickly
having a concomitant effect on the becoming obsolete giving way to the
industry. Gleick (1999 cited in Spigelman computer monitor. Weisburg (2000)
2000) provides historical comparisons with argues that the next few years will see
our current rate of change and adaptation significant changes in how developers,
to new technology. Gleick examined how designers, consultants and contractors
long it took for one-quarter of the manage the entire building process.
population in the United States to adopt These changes will result in not only
new technology; 46 years for electricity, substantial restructuring of how facilities
35 years for the telephone, 16 years for are designed and supported but also a
personal computers and 7 years to be major reengineering of how these players
connected to the internet. The digital do business. Weisburg further contends
revolution is occurring with unprecedented that the process will become substantially
speed. This has been coupled with the more information-oriented with
phenomenon of a decreasing tolerance to participants being required to not only
delay. Delays in certain processing have the technological capabilities to be a
functions (particularly those computer- part of this information flow but also, and
based) quickly become unsatisfactory probably most importantly, be willing to
even though this type of delay may have share their information. The sharing of
been acceptable as little as a year earlier. intellectual property amongst project
Instead of words per minute it is now participants will, in itself, require major

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Information Technology and the QS Practice by Peter Smith

cultural and business shifts as firms are - sharing the learning experience
increasingly asked to "hand over" their between the construction and other
valuable data. industries.

3. INDUSTRY DIRECTIONS - CASE The DPWS vision is that, by 2005, all


EXAMPLE firms wishing to undertake future capital
works projects will need to be able to
3.1 DPWS IT Strategies communicate electronically with all project
participants at all necessary levels. For
As mentioned previously, the NSW the Quantity Surveying practice, this
Department of Public Works and Services means being able to transfer and receive
(DPWS) is the largest construction client all project information, including drawings,
in Australia and, accordingly, has a electronically.
significant influence on the future
directions of the industry. Current DPWS 3.2 Key Elements
strategies therefore provide a good
example of where the industry, at least in Eden (2000) states that the strategies
Australia, is heading. evolve around the following:

In 1998, the DPWS launched their Object-Based Project Databases


strategies to more effectively use IT to These databases will contain all the
provide better value for money in capital project information and will be accessible
works procurement. The aim is to achieve by all project participants electronically at
this by improving communication and any time from any place and in a form
teamwork through all phases of the best suited for the particular participant.
design, construction and operation of Project web technology (currently
facilities (DPWS 1998). Eden (2000) experiencing rapid development) will be
points out that these strategies are used as the main communication media.
underpinned by the premise that the key The database will evolve around 3D object
to successful utilisation of current and oriented computer-aided design (CAD)
emerging technology through the entire whereby each component/element of a
project life cycle and providing better building is set up as an object with all the
value for money for clients lies in the necessary design and operational
sharing of data, information and attributes/properties/information
knowledge at both industry and project intelligently imbedded in the object. This
levels. Eden also describes the following will extend into the Facility Management
as the main directions necessary for the phase of a project's life cycle (a period
successful implementation of IT: where traditionally the original project
information is not available in any useful
- focus on project specific applications form). Whilst there is general consensus
- integration of IT through the entire that the industry will eventually be driven
procurement and project life cycle by 3D object oriented CAD, conventional
process and a feedback loop to the 2D CAD is currently used by well over
design and briefing stages 80% of CAD users in the industry. The
- integration of IT through the entire shift to 3D CAD has been slow but there
supply chain including subcontractors are now signs of this shift accelerating.
and suppliers
- recognising the importance of and Communication Networks
assisting in IT education and training Communication networks will evolve
of practitioners around internet and web browser
- use of object-oriented project data- technology with all participants accessing
bases a central project database. This will offset
- sharing the learning experience the need for multiple copies, and in some
between clients and industry, and cases versions, of the data/information to
be held separately by each project

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Information Technology and the QS Practice by Peter Smith

participant. The database will also enable The following section is based on the
access to client databases with generic findings of a major research program
information about their requirements and carried out in 1998 for the Australian
historic data as well as information about Department of Industry, Science and
manufacturers, suppliers, contractors, Resources (DISR) to examine the current
consultants, service providers and their status and future directions of Information
products. Technology use in the construction
industry (DISR 1998). The research was
Electronic Commerce and Electronic carried out jointly by the Fujitsu Centre of
Procurement the Australian Graduate School of
Electronic procurement will require all Management and the Building Research
project participants to conduct their Centre at the University of New South
businesses via electronic commerce. This Wales for the primary purpose of
will necessitate cultural shifts in the way establishing how IT can provide long term
these firms do business and, for many, a benefits for both firms and the industry
major re-engineering of their processes generally. The research included
and practices. To this end, the Australian interviews with managers of 30 firms
Procurement and Construction Council (including Quantity Surveying firms)
(APCC) have developed a "National covering most sectors of the industry to
Framework for Cooperation for Electronic identify the actual and potential benefits
Commerce in Government Procurement" for these firms in adopting IT and the
for the purpose of developing a consistent problems in doing so.
approach to the use of technology in
electronic procurement. 4.2 IT Adoption Phases

The DPWS approach to electronic The study identified 3 main phases in the
tendering is of particular relevance to the adoption of IT by firms in the construction
Quantity Surveying profession. They are industry:
progressively developing systems that go
beyond simple advertising of tenders to Phase 1: Automation
allow the downloading of measurable This phase involves the use of IT to
documents and to enable the entire tender automate technical and specialist tasks
process to be completed electronically. that were previously carried out manually.
Some projects have already provided for This has led to many generic benefits
tenderers (and their which include productivity gains,
subcontractors/suppliers) to generate increased business turnover, shorter cycle
automatic linear and area measurements times, the capacity to manage larger and
from documents available on the internet more complex projects and improved
or, where downloading capabilities are accuracy and consistency of
limited, from computer disks. documentation. However, the researchers
found that the leaders in automating their
Eden (2000) states that further processes enjoyed competitive business
developments with 3D object based advantage only over the short term
documents will shortly enable tenderers to because it is relatively easy with
utilise these documents directly from the automation for competitors to adopt the
web to automatically generate length, area technology used by these leading firms. In
and volume measurements as well as many cases, these leading firms act as
detailed quantities for many items. "guinea pigs" for their competitors who
prefer to adopt a "wait-and-see" approach
4. SUCCESSFULLY IMPLEMENTING before investing in technology. The result
IT for the industry has been that automation
has led to increased productivity gains
4.1 DISR Research and lower costs generally across the
board for each profession with little long
term competitive advantage being

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Information Technology and the QS Practice by Peter Smith

achieved by individual firms. In other distance and the ability to compete on an


words, automation really becomes a international scale. Using design firms as
competitive necessity for firms to stay in an example, the researchers found that
business but, in itself, does not yield productivity gains (up to five times over
sustainable advantages over competitors. seven years) were greatest amongst firms
The majority of firms in the industry have who moved to 3D object oriented CAD
remained in this phase. and re-engineered their processes
accordingly.
Phase 2: Adding Value
This phase goes beyond using IT merely On a general industry scale, the
to reduce costs and to keep up with researchers found that the greatest
competitors and involves leveraging the potential for transforming IT utilisation in
information collected as a by-product of the construction industry lies in re-
automation to improve management engineering the supply chain to deliver
processes. This adds value to the increased value for clients. Due to the
automation process by typically enabling fragmented nature of the industry outlined
firms to provide a wider range of services earlier, this can only be achieved through
for their clients which, in many cases, inter-organisational processes which, at
provide greater value for these clients. For present, have been limited to the
example, a Quantity Surveying firm may automation of communications (email,
invest in CAD technology for the primary electronic funds transfer and the like).
purpose of utilising the automated However, far more sophisticated
quantities capabilities of these systems. advances are required particularly in
Upon mastering this technology, this firm terms of software standards to achieve the
could further improve these capabilities by necessary interoperability. The
developing sophisticated cost planning researchers contend that even more
CAD models which would be invaluable important is the need for much closer
for clients at the conceptual stages of cooperation and sharing of information
projects. Additionally, the spin-off effects amongst firms, a concept which is a real
of understanding CAD would provide this challenge in an industry traditionally
firm with opportunities to link electronically characterised by its adversarial nature and
with designers and entrench themselves firms’ possessiveness of their data and
in the information management side of the information.
construction process creating an array of
new business opportunities. Few firms 4.3 Potential Benefits & Challenges
realise these opportunities. for Quantity Surveyors

Phase 3: Business Process Re- The study examined the main potential IT
Engineering applications and benefits for the Quantity
The third phase is realised by even fewer Surveying profession. The main
firms but it is in this stage where the applications were found to be:
greatest benefits lie. This phase involves
utilising IT to transform (re-engineer) the - increased productivity through
firms core business operations to optimise streamlined data entry and data
the use of IT. This usually requires management
continual investment in technological - increased productivity through
advancement and organisational change. automated quantities and cost
The researchers found that the relatively calculations
few organisations that have re-engineered - increased productivity through the use
their business processes along with the of digitisers for measurement
adoption of IT have experienced - elimination of measurement in many
significant gains in productivity and gained areas through direct extraction of
sustained competitive advantage. This quantities from CAD files
has enabled expansion into new markets, - faster and more efficient transmission
improved ability to manage projects from a of quantity/cost data via email

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Information Technology and the QS Practice by Peter Smith

- expanded services in relation to opportunities within the profession" (DISR


feasibility, time and cost planning 1998, p.6).
using expert systems
The saving light for the profession, in the
It was found that the current use of IT by view of the researchers, lies in the
Quantity Surveying firms was largely diversification of the services provided by
restricted to: Quantity Surveying firms. The surveys
examined in Section 5 suggest that there
- an emphasis on automating data entry has been a marked push towards
and calculations diversification by Quantity Surveying firms
- use of email to send data to designers over the past five years.
and contractors
- continued emphasis on manual 4.4 Key Success and Impediment
measurement amongst most Factors for IT Implementation by
practitioners Firms
- increasing non-traditional services in
areas such as feasibility evaluation The study identified the key factors which
and time and cost planning including drive successful implementation of IT and,
life cycle costing conversely, the factors which impede IT
implementation. The success factors were
This area is further explored in Section 5 summarised as follows:
when evaluating the nationwide surveys of
the profession. However, the following - taking an incremental approach to the
conclusions drawn by the researchers in implementation of IT
relation to the future direction of the - ensuring new IT systems have
profession are worth quoting and should business benefits
serve as a pertinent reminder to the - changing/re-engineering the business
profession. Perhaps even more pertinent to optimise the advantages afforded by
because they are the conclusions of the technology
industry experts with "non-QS" - using individual projects to fund
backgrounds and no vested interest in incremental adoption
promoting any particular professional - using individual projects as an
discipline. opportunity to learn to use new
technology
"The direct calculation of quantities from - proper training and development of
CAD files represents a serious threat to staff so they can use the new
the traditional role of Quantity Surveyors. technology successfully
This could reduce the value-added base - commitment of senior management to
for their traditional services to two areas. IT implementation.
The first is 'up to the minute' market
knowledge of subcontractor rates. The The main impediments for firms were
second is job-specific knowledge of the found to be:
impact of design, construction and
detailing on costs. However, even in these - the high cost of innovating/learning a
two areas, the provision of market new technology
information is a service that could be - low margins resulting in little scope for
readily supplied in the future by a single investment in IT innovation and
operator establishing an electronic market. learning
The benefits of IT may therefore only - fear of over-investing in IT
accrue to a small number of firms and only - resistance to re-
over the medium term. The future role of engineering/organisational change
the Quantity Surveying profession will - lack of the necessary computing skills
become limited to the area of cost adviser amongst staff
in an increasingly narrow area of
expertise, significantly restricting business

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Information Technology and the QS Practice by Peter Smith

- lack of awareness by senior representing response rates of 48% and


management of the opportunities IT 52% respectively. The third survey in 1999
presents was carried out in collaboration with both
- belief that IT innovation is PAQS and the AIQS and was extended to
unnecessary cover Quantity Surveying practices in the
- client resistance PAQS member countries. Unfortunately,
- senior partner/management the response to this survey was not
resistance. sufficient to enable detailed comparison
between the various countries.
The main industry-wide impediments were Consequently, this paper focuses on the
found to be the lack of people with vision responses by Australian Quantity
in the industry, the fragmented structure of Surveying firms from whom 38 replies
the industry, the adversarial nature of the were received.
industry, the lack of trust amongst firms
and the lack of a shared/standard The surveys comprised a number of
language and technology in current supply questions concerning general practice
chain processes. details, information technology capability
and use and future directions of the
5. QS SURVEY RESULTS & profession. The questions were largely the
ANALYSIS same for each survey but there were
questions added to the 1998 and 1999
This following section examines in detail surveys. Hence, it should be noted that
the general practices of Australian where 1995/1998 results are not shown
Quantity Surveying firms over the past 5 this indicates that the particular questions
years with a focus on the attitudes were not asked. These surveys will
towards and utilisation of Information continue to be carried out on at least a bi-
Technology. It is based on nationwide annual basis to gauge how the profession
surveys of the Australian QS profession is evolving during these turbulent times.
carried out from 1995 to 1999 by the Hopefully, better response rates from
Construction Economics Research Unit firms outside Australia will enable
from the University of Technology Sydney international analyses in the future.
in collaboration with the Pacific
Association of Quantity Surveyors (PAQS) 5.2 Respondent Profile
and the Australian Institute of Quantity
Surveyors (AIQS). These survey results The following figures indicate the size and
enable evaluation of how the profession age of the respondent firms. These
has reacted over the past five years to the questions were not asked in the 1995
challenges and opportunities that survey.
Information Technology advances and
general industry changes have presented. The respondents predominantly comprise
small to medium sized organisations
5.1 Survey Details which is typical of the profession's (and
industry’s) structure. More than half had
The surveys comprise a series of 3 less than 10 employees which is a
nationwide surveys of Quantity Surveying significant factor when analysing the
firms carried out in 1995, 1998 and 1999. survey results. Nevertheless, more than
The first two surveys were conducted in half have been in business for over 10
collaboration with the AIQS. 77 firms years which suggests that longevity of
responded to the first survey (out of 160 firms, at least until now, is a feature of the
firms) and 65 firms responded to the profession.
second survey (out of 126 firms)

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Information Technology and the QS Practice by Peter Smith

Fig. 1 Total Number of Employees

50 +

20 > 50
1999
1998
10 > 20

5 > 10

1>5

0% 10% 20% 30% 40% 50%


% of respondent firms

Fig. 2 Age of Firm

20yrs +

10>20yrs

5>10 yrs
1999
1998
2-5 yrs

<2 yrs

0% 10% 20% 30% 40% 50%

% of respondent firms

5.3 Services Provided (rather than the client) engage and pay
Quantity Surveyors to prepare quantities
The past two decades have seen Quantity have now taken over from the traditional
Surveying firms expand and adapt their Bill of Quantities provided and guaranteed
scope of services to meet changing by the client. Builders Quantities are
industry demands. The use of the usually prepared in a concise form with
traditional "bread and butter" of the firms using their own concise standards;
profession, Bills of Quantities, has no standard concise method of
declined markedly in the Australian measurement has yet been developed.
construction industry over this time to the
point where they are rarely used. Despite Another major change has been that
this, the volume of work carried out by Quantity Surveyors are now used much
firms has increased over the more in the "front-end" stages of projects
corresponding period. Builders Quantities, where their expertise is of most value.
whereby tendering contractors themselves Cost planning and budgeting is becoming

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Information Technology and the QS Practice by Peter Smith

the new "bread & butter" of the profession. results indicate that this trend is likely to
One of the largest Quantity Surveying continue.
firms in Australia1 provides a good
example of these changes; in 1980 Bills of However, the provision of these services
Quantities accounted for approximately does not necessarily mean that these
80% of their total workload whereas in services account for a large proportion of
2000 this had declined to little over 5%. firms' volume of work. Figures 6 and 7
However, rather than leading to the firm's indicate the percentage of income that
demise, the firm has adapted accordingly these non-traditional/non-building services
and now provides a greater volume and provide for firms. The results indicate a
wider range of services. significant increase in these percentages
over the 5 year period. In 1995, non-
This section of the survey targeted the traditional services accounted for less
scope of services provided by firms. than 10% of total income for over 80% of
Figure 3 shows the percentage of firms firms and no firm had a percentage higher
providing traditional services (question not than 50%. Non-building services were
asked in 1995). Estimating/Cost Planning very limited; only 10% of firms carried out
and Contract Administration are the main these services and, even then, they only
services provided by firms. Even though accounted for less than 10% of total
the use of Bills of Quantities has declined income.
most firms still provide this service albeit
to a limited extent. More firms prepare By 1998/99 this picture had changed
Builders Quantities than Bills of significantly. For over approximately 70%
Quantities. of firms non-traditional services accounted
for more than 10% of total income and
Figures 4 and 5 show the extent of non- over 20% of total income for more than
traditional and non-building services half of firms. For approximately 25-30% of
provided by firms (questions not asked in firms these services actually accounted for
1995). The range of services is now over 50% of total income. Non-building
clearly very broad with taxation advice services were also on the rise accounting
(comprising mainly building Tax for over 50% of total income for one firm
Depreciation Schedules) and valuations and 10-50% of total income for
for insurance purposes the most common approximately 20% of firms. Marked
service. increases were noted even between the
1998 and 1999 surveys.
The role of Quantity Surveyors in
resolving disputes as Expert Witnesses in These results provide evidence that
Arbitration/Litigation actions has escalated Quantity Surveying firms have really taken
markedly. Australia is one of the most on the challenge of diversification to better
litigious countries in the world (measured meet and serve industry demands. This
in terms of legal cases per capita) and its indicates, in part at least, a proactive
construction industry is dominated by a approach to change by many firms.
high level of dispute. Most disputes evolve
around money so the cost expertise of the In order to ascertain current processing
QS is commonly sought. technology capacity, respondents were
asked to indicate their hardware platforms
Many Quantity Surveying firms have now with the results shown in Figure 8. This
also ventured into non-building areas provides the basis for the analysis of the
demonstrating that the cost management survey results.
skills of the Quantity Surveyor can be
applied in other industries just as is the
case with Project Management. The

1
The identity of this firm is not disclosed for reasons of
confidentiality

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Information Technology and the QS Practice by Peter Smith

Fig. 3 Traditional Services

Contract Admin

Spec Prep
1999
1998
Bldrs Quants

Bills of Quant

Estim/Cost Plan

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

% of respondent firms

F ig . 4 N o n - T r a d it io n a l S e r v ic e s
Other

Cost Benefit Analysis 1999


Due Diligence Reports 1998
Premises Audits

Post Occ Evaluation

Facility M'ment

Quality M'ment

Value M'ment

Project M'ment

Risk M'ment

Insurance Val

Expert Witness

Arbitration/Med

Tax Advice

Const Planning

Life Costs

Feasibility Stud

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

% of respondent firms

F ig . 5 N o n - B u ild in g S e r v ic e s

Other

Research/Publishing

Civil Works

Infrastructure Works

M arine Works

Aeronautical

T ransport

Water Services

Ship Building

Aeronautical

M ining 1999
M anufacturing 1998
PetroChemical

0% 10% 20% 30% 40% 50%

% of respondent firms

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Information Technology and the QS Practice by Peter Smith

F ig . 6 % Incom e -

N o n T r a d i t io n a l S e r v i c e s

50% +
1999
1998
20-50%
1995

10-20%

5-10%

< 5%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

% of respondent firm s

F ig . 7 % Incom e -

N o n B u il d in g S e r v ic e s

50% +
1999
1998
20-50%
1995

10-20%

5-10%

< 5%

0%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

% of respondent firm s

F ig . 8 H ardw are S ystem s

Laptops
1999
1998
1995
Netw orked P Cs

Stand alon e P Cs

M ulti-User

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

% of respondent firm s

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Information Technology and the QS Practice by Peter Smith

F ig . 9 G e n e r a l O f f ic e A p p lic a t io n s

Accounting

Email

Desktop Publ.
1999
1998
Presentation
1995

Database

Spreadsheet

Word Processing

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

% of respondent firms

F ig . 1 0 S p e c ia lis t A p p lic a t io n S o f t w a r e

Feasibilities

Cost Database

Project Man

Life Costs

1999
Facilities Man
1998
CAD
1995
Time Man

Cash Flows

BQs

Estimating

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

% of respondent firms

F ig . 1 1 U s e o f C A D f or M e a s u r e m e n t

Daily
Frequency of Use

Often

Seldom

Never

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

% of respondent firms

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Information Technology and the QS Practice by Peter Smith

5.4 Computing Systems areas in-house (largely based on


spreadsheets) and many project
Operating Systems management style programs provide "all-
encompassing" capabilities. In-house
The use of multi-user systems comprising software is now used by over 60% of
a mainframe and dumb terminals has firms.
declined from around 40% of firms in 1995
to less than 10% in 1999. Whilst this The most alarming statistic in 1995 was
change may be more a reflection of the that only 13% of respondents had CAD
large proportion of small respondent firms facilities. Over the ensuing 5 years this
in the 1999 survey it does indicate that percentage has increased to 25% which
many firms are moving more towards indicates that some firms, at least, are
networked computers. The use of laptop venturing into the CAD area.
computers has remained relatively static Nevertheless, this proportion is still very
being used by only approximately half of low particularly if the profession is intent
QS firms. on remaining a key player in the project
procurement cycle. Whilst some
General Software Systems respondents cite cost as the main reason
for the non-use of CAD, it is clear that the
The surveys revealed that the majority of majority of Quantity Surveyors are
firms use mainstream general office incapable of communicating/transferring
application software as indicated in Figure drawing information electronically with
9. One firm in the 1999 survey (sole designers. This may well see these firms
practitioner) is still resisting change and isolated from the chain of consultants in
has no computing facilities. the not too distant future as information
flow on construction projects increasingly
The major change has occurred in the use becomes electronic.
of electronic mail (email). In the 1995
survey only 17% of firms used email but Measurement Tools
by 1999 this figure had increased to 85%.
This provides a good example of how The 1999 survey introduced a question
quickly email has been embraced as a relating to the use of electronic tools to aid
major communication tool in business. the measurement process. The results in
Figures 11 and 12 show that the majority
Specialist Software Systems of firms still cling to traditional paper-
based measurement with the use of
Figure 10 indicates that although the electronic measurement tools quite rare.
majority of firms use specialist application All but one firm use measurement
industry software for estimating, cost software programs with Buildsoft the most
planning and Bills of Quantities (BQ) common. However, firms are clearly
preparation the same may not be said for averse to using CAD automated quantities
other specialist areas such as time with 85% not using CAD for this purpose,
management, facilities management and 8% seldom using it, 7% using it often and
the like. Anomalies are evident in no firms using it daily. Given the low
responses to the use of feasibility, cost proportion of firms with CAD facilities in
monitoring, cost data-base, time the first place, these results are probably
management and cash flow forecasting not surprising. The major reasons cited for
software. not using CAD are the cost involved in
investing in the necessary
The 1998/99 responses showed a decline, hardware/software and training of staff,
and in some cases, substantial declines in the incompatibility of different CAD
the use of specialist software for these systems and problems with the automated
areas. However, many firms have capabilities of these systems. There are
developed programs for these specialist still many problems associated with using

The Australian Journal of Construction Economics & Building Page 13


Information Technology and the QS Practice by Peter Smith

CAD for measurement and the time when extremely accurate. Many CAD systems
CAD systems can automatically produce a themselves have digitiser capabilities but,
detailed Bill of Quantities for projects once again, are rarely used by
generally (rather than being set up for practitioners.
specific projects) is still probably a long
way off. But the reality is that most CAD The results indicate that the profession is
systems have the capabilities to, at the generally not utilising and evolving with
very least, automatically generate basic systems that can automatically produce
quantities in terms of areas, volumes and quantities. There is tremendous scope
numbers of items. here for quantity surveying practices to
improve productivity and cost efficiency by
Even the use of digitisers for utilising such systems.
measurement has been very low in the
profession. 79% of firms never use Electronic Communication
digitisers, 13% seldom use them, 3% use
them often and only 5% use them daily. Not surprisingly, the level of external
Even then, with the firms using digitisers, electronic data exchange, other than by
they are not available to all staff with no telephone or fax, is very limited. Figure 13
firm having more than 3 in the office. shows that over 90% of firms still do not
Similar findings were made in the receive design drawing documentation in
1995/1998 surveys. Digitisers have been this form. There have only been minimal
around for nearly two decades and are increases in this area since the 1995
considered by many to already be survey. The 1999 survey shows in Figure
obsolete due to the advances in CAD yet 14 that, even with the firms that do
Quantity Surveying firms still resist their transfer drawings electronically, the level
use. Inaccurate results are cited by many of transfer is very low. 3% of firms transfer
as being the main reason for non-use but, 1-5% of drawings electronically, 5%
in the author's experience, digitisers transfer 5-20% and the rest transfer no
(particularly those that have been on the drawings electronically.
market over the past 5-10 years) are

F ig . 1 2 U se of D I G I T I S E R S f or

M easurem ent

Daily
Frequency of Use

Often

Seldom

Never

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

% of respondent firms

Page 14 he Australian Journal of Construction Economics & Building


Information Technology and the QS Practice by Peter Smith

F ig . 1 3 E le c t r o n ic D a t a E x c h a n g e

Cost Data

Product Info

Contract Admin
1999
Specifications 1998
1995
Consult Dwgs

Eng Dwgs

Arch Dwgs

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

% of respondent firms

F ig . 1 4 D r a w ing D oc u m ent a t ion T r a ns f e r r e d

E le c t r onic a lly

50 - 100%
% dwgs transferred electronically

20 - 50%

5 - 20%

1 - 5%

0%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

% of respondent firms

F ig . 1 5 O n - L in e S e r v ic e s

Cost Data
1999
1998
1995
Product Data

E m ail

Web Site

Internet

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

% of respondent firm s

The Australian Journal of Construction Economics & Building Page 15


Information Technology and the QS Practice by Peter Smith

Some consolation though is that there has The predominant response categories
been a steady increase in the proportion were largely the same for each year. The
of firms transferring cost data, product responses clearly indicate that the
information, contract administration majority of practitioners believe that
information and specifications information technology will have a
electronically. significant influence on their future
working environment. Over 74-82%
Inter-office communications were also agreed that greater use of IT will enable
shown to be limited. Whilst the majority of Quantity Surveyors to provide better
affiliated practices had direct electronic services for their clients. Despite this, the
links, firms demonstrated little electronic survey results indicate a relatively low
communication with clients, consultants commitment to the use of IT advances.
and contractors. In 1995, only 7% had
links with consultants and only 1% with The main disparity in results between
contractors. This had only increased to survey years lay in two questions relating
14% and 11% respectively by 1998. to the possible demise of the technical
measurer and the decline in practitioner
Access to on-line services has improved numbers. In 1995 opinion was relatively
as shown in Figure 15. In 1995 only 17% evenly divided on the impact that IT
of firms had e-mail facilities which advancement will have on the technical
indicated that the profession was QS whose main function is measurement
generally not embracing information but in 1998/1999 only 26% and 32% of
technology. This percentage has firms respectively agree with this
increased to 85% which is encouraging. proposition. This may be prompted by
Additionally, use of the internet has continuing problems with the development
increased markedly and close to 30% of of CAD automated quantities.
respondent firms had web-sites by 1999.
This figure is likely to have increased Nevertheless, approximately 60% of firms
further by now. believe that CAD networking facilities and
knowledge will be necessary in the next
Videoconferencing/Telecommuting five years and approximately 70% believe
that the profession should be actively
Less than 20% of respondents to all the involved in promoting, developing and
surveys had staff working outside their utilising CAD automated quantities. This is
office using direct electronic links such as clearly at odds with what firms are actually
via a modem. The majority of those doing with the survey results show a low
involved employees or contract Quantity level of CAD usage by quantity surveying
Surveyors working from home. Less than firms.
5% had electronic links with staff working
on site. Videoconferencing facilities are Although 67-77% of respondents believed
not used by any of the firms surveyed. that the QS is well placed to take
advantage of the increased use of IT in
5.4 Future Expectations the construction industry, the survey
results show that the profession is clearly
The next section of the surveys asked not exploiting this advantage and is largely
firms to give their opinions on a series of taking a reactive rather than proactive
propositions relating to the possible future approach.
impact of general industry changes and
Information Technology advances. The Finally, with perhaps unfounded optimism,
propositions and results are shown in 76-83% of firms are of the opinion that the
Table 1. The predominant response for QS will be a key player in the construction
each year is shown in bold. industry in 5 years time. The current level
of IT usage in the profession does not
parallel such optimism.

Page 16 he Australian Journal of Construction Economics & Building


Information Technology and the QS Practice by Peter Smith

Table 1: Future Expectations

Strongly Agree No Disagree Strongly


Agree Opinion Disagree
1995 1998 1999 1995 1998 1999 1995 1998 1999 1995 1998 1999 1995 1998 1999
GENERAL PRACTICE
The role of the QS as an independent
consultant will expand in the future n/a 20% 16% n/a 58% 58% n/a 8% 8% n/a 11% 15% n/a 3% 3%

Future QSs will mainly be employed as part of a


professional team in multi-disciplinary practices
providing integrated "in-house" services 1% 2% 3% 19% 17% 34% 21% 8% 16% 51% 62% 47% 8% 11% 0%

The QS will be a key player in the construction


industry in 10 years time n/a 34% 13% n/a 49% 63% n/a 8% 8% n/a 5% 16% n/a 4% 0%

INFORMATION TECHNOLOGY
The impact of IT on the construction industry
will be minimal in the next 5 years 0% 3% 0% 20% 5% 3% 18% 3% 3% 49% 49% 60% 13% 40% 34%

The impact of IT on the construction industry


will be minimal in the next 10 years 1% 2% 0% 5% 2% 0% 18% 5% 0% 52% 29% 53% 24% 62% 47%

Further advances in computing and IT generally


will see the end of the technical QS measurer 4% 8% 3% 47% 18% 29% 4% 11% 13% 35% 51% 50% 10% 12% 5%

IT advances will lead to fewer but more highly


skilled QSs n/a 14% 6% n/a 32% 52% n/a 14% 11% n/a 37% 28% n/a 3% 3%

CAD networking facilities and knowledge will be


essential for the QS in 5 years time n/a 20% 18% n/a 46% 39% n/a 12% 27% n/a 18% 16% n/a 4% 0%

The QS profession should be actively involved


in utilising, developing and promoting the use
of CAD automated quantities n/a 25% 21% n/a 42% 55% n/a 9% 16% n/a 18% 8% n/a 6% 0%

Only larger practices have the resources to take


advantage of IT 6% 9% 13% 19% 20% 24% 15% 11% 16% 42% 42% 42% 18% 18% 5%

Greater use of IT will enable the QS profession


to provide better service to clients 32% 31% 32% 43% 45% 50% 16% 15% 10% 9% 6% 8% 0% 3% 0%

The QS is well placed to take advantage of the


changes in the construction industry which will
flow from the increased use of IT 25% 23% 29% 42% 54% 42% 24% 17% 16% 8% 3% 13% 1% 3% 0%

6 IT STRATEGIES FOR QUANTITY directly to do with IT. Firms need first and
SURVEYING FIRMS foremost to ensure that their quantity
surveyors have sufficient professional
The following strategies flow from the expertise in the core competencies and
findings of the research underpinning this skills of the profession and continue to
paper. These strategies are not intended develop this expertise. Adequate "on-the-
to be exhaustive and do not provide job" training should be in place for
detailed examples of how these strategies inexperienced employees and to also
might be achieved. Rather they are aimed complement tertiary education. Too much
at providing "food for thought" for Quantity focus on the use of IT may lead to the
Surveying practitioners to assist in deterioration of fundamental professional
determining the IT approaches that best skills that will increasingly become
suit their particular firm and necessary as technological advances
circumstances. continue to automate technical activities
thus requiring practitioners to operate at a
6.1 Maintain and Develop more highly skilled and professional level.
Professional Expertise in Core The danger of inexperienced or
Competencies incompetent staff utilising sophisticated
but "user friendly" software is obvious.
The first strategy for firms has nothing

The Australian Journal of Construction Economics & Building Page 17


Information Technology and the QS Practice by Peter Smith

Nevertheless, practitioners need to be far utilise and gain expertise in CAD sooner
more adaptable and willing to change their rather than later. CAD systems will be at
standard work practices than in the past. the centre of future information
The pace of change will make this management system and virtual projects
increasingly important. Weisberg (2000) and, consequently, professionals will need
points out that the most significant CAD capabilities and expertise just to be a
problems that firms are likely to face in player.
implementing new technology and
business changes will be people Whilst 2D CAD currently predominates in
management, not technology. This may the industry, the industry is moving
particularly be the case with older towards 3D object oriented CAD and
practitioners who worked through the smarter firms looking to the future will
relatively stable work environments of the embrace this CAD format. 3D CAD also
1970s and 1980s and are now confronted offers far more possible uses for the
with unprecedented change in the Quantity Surveyor.
workplace.
The most obvious benefit for Quantity
In contrast, many young (but Surveyors lies in the use of automated
inexperienced) construction professionals quantities with enormous productivity
are extremely computer literate and gains already possible. The preparation of
adaptable and, in many firms, are relied quantities in the traditional paper-based
upon to lead the development of mode is tedious and time-consuming and
technological change within the typically accounts for over 80% of the total
organisation. The time is not far off when time spent in preparing tenders, budgetary
school leavers/university graduates estimates and cost plans. Lend Lease,
entering the industry will have spent their one of the largest contracting
whole schooling and education lives organisations in Australia, have
surrounded by computers and advanced ascertained that their estimators spend
technology with the result that this approximately 80% of their time
technology will be second nature to them. measuring and only 20% of their time
However, Wesiberg (p. 12) contends that actually pricing and compiling their
these computer "whiz kids" and the tender/budget prices. Their objective is to
experienced "old heads" of the industry turn those percentages around with their
will have much to learn from each other. estimators spending only 20% of their time
"Successful companies will recognise that measuring. CAD generated quantities are
today's graduates know more about seen as the means of achieving this (Legg
computers than most of their more 1998). Rather than being a threat,
experienced professionals. On the other automated quantities actually have the
hand, these young people probably have potential to provide tremendous
disturbingly little knowledge (about the opportunities for the profession. Removing
application of their professional training) in much of the technical drudgery, albeit the
the real world. Experienced professionals traditional "bread and butter", of the
and new computer hotshots have much to profession will provide practitioners with
learn from each other. Companies that are more time to focus on developing
going to win tomorrow's competitive sophisticated cost management systems
struggles are the ones that recognise how and a wider range of value-added
to meld their experienced staff with the services. This will provide the potential for
computer-hip newcomers". firms to be able to provide a wider range
of value-added services on a larger
6.2 Learn, Utilise and Evolve with number of projects. The important thing is
CAD not who or what prepares the quantities
(as long as they are accurate) but more
There is no question, in the author's mind, what is done with the quantities.
that Quantity Surveying firms, and indeed
all construction professionals, need to Many practitioners are sceptical, with

Page 18 he Australian Journal of Construction Economics & Building


Information Technology and the QS Practice by Peter Smith

good reason, about the automated surrounding the level of return on


quantities capabilities of CAD systems. investment. A strategy for these firms may
There are still many problems with utilising be to use a small select group of
commercial "off the shelf" CAD software to employees to "test the water" and develop
generate quantities. However, these and explore the potential. Smaller projects
problems are being overcome and most could also be used to test new technology.
programs, at the very least, are capable of It is easy to be dazzled by the sales pitch
generating basic lineal, area and volume of hardware/software vendors but it is only
measurements with many able to produce through detailed “hands-on” use that firms
quite detailed item quantities. Hence, it is can really evaluate the usefulness of the
possible now for practitioners to extract a technology for their firm.
significant proportion of a project's
quantities from automatically generated A smarter approach may well be to form
quantities in spreadsheet formats which strategic alliances with design firms and
can be linked directly to many “Design and Construct” organisations at
estimating/measurement programs. the leading edge of CAD utilisation and
development. A good example of this is
6.3 Invest in Necessary Technology Woods Bagot, a major
architectural/engineering firm who are at
Many firms cite cost and the time required the forefront of developments in 3D object
to learn CAD and other oriented CAD. CAD experts within this firm
software/technology as the main inhibitors have, on many occasions, expressed the
to investment in the IT area. However, the view to the author that they (and their
greatest cost for employers usually lies in clients) could benefit greatly from
their actual workforce. The average appropriately skilled quantity surveying
annual salary of a qualified Quantity firms or individuals who can work and
Surveyor in Australia is approximately evolve with them in their CAD
$55,000 per annum which equates to development. This is particularly the case
approximately $80,000 when salary with automated quantities generation and
loadings are taken into account. CAD linking this data to information
software and the necessary hardware can management models. Woods Bagot are in
be purchased for $6000-$8000 for one the process of trialling some of their latest
licence with this figure decreasing for developments on some of their smaller
additional licences. Whilst time and money projects and, once again, have expressed
must be spent learning how to use these interest in linking with Quantity Surveyors.
systems, the technology costs are actually
relatively low when compared to salary There is considerable untapped potential
costs. When one considers the potential with such alliances. CAD development
productivity improvements the cost of has been typically led by designers whose
investment in CAD may not only be main interests are not automated
negligible but may not be a cost at all in quantities. This component of CAD
the long term due to the enhanced systems is often simply a by-product
profitability of the firm's operations. developed in an ad-hoc manner. However,
Looking at the broader picture, CAD as developments in information
capabilities and expertise will more than management systems become more
likely result in increased business sophisticated and awareness of the
opportunities. importance of quantities to such systems
increases, the need for the input of cost
6.4 Form Strategic Alliances with management and measurement experts is
Designers being widely recognised. Alliances with
organisations like the one outlined above
Nevertheless, most firms remain loathe to would enable a firm to add value to their
invest in this technology due to the costs, CAD learning curve and to develop niches
the training required, the many problems in the marketplace.
associated with CAD and the uncertainty

The Australian Journal of Construction Economics & Building Page 19


Information Technology and the QS Practice by Peter Smith

6.5 Be Prepared to Share Information risk for firms without the necessary skill
and expertise to carry out the new
As construction processes become services. Accordingly, many Quantity
increasingly automated and information Surveying firms are now employing
management systems become more construction professionals from a variety
sophisticated the whole construction of “non-QS” backgrounds to augment their
process will become substantially more services. A multi-skilled and qualified
information-oriented as we head towards workforce will also provide firms with
virtual electronic procurement patterns. greater opportunities to expand their
Participants will not only need the scope of services.
technological capabilities to be a part of
this information flow but will also be 6.6 Continuing Professional
increasingly required to share their Development
information. The cultural shift that will be
required of Quantity Surveying firms to Continuing Professional Development
allow access to their valuable cost data (CPD) is a requirement for members of
bases (often compiled over many years if most professional associations and the
not decades) will be considerable. This construction industry is no exception.
will not only be a major issue for Quantity Rather than relying solely on their
Surveyors but for most construction employers, practitioners need to also take
professionals. responsibility for their own professional
development. IT is a classic area for CPD
6.8 Diversification/Specialisation of due to the regularity and speed of change
Services and such personal development can be of
enormous benefit to a firm.
The survey results outlined earlier indicate
that Quantity Surveying firms are CONCLUSION
diversifying their scope of services to
better meet industry/client demands and Information Technology presents the
to secure their long term future. The DISR profession with many challenges, threats
research described earlier considered and opportunities. Whatever direction the
such diversification to be critical to the profession and IT advances take, the
future of the profession as a whole. The financial management expertise of the
survey results show that the proportion of Quantity Surveyor will remain in demand.
income obtained from non-traditional and The uncertainty really lies in what capacity
non-building work has risen markedly in and for whom the Quantity Surveyor will
the past 5 years. Facility Management and be working and whether the individual
the push for more sustainable independent Quantity Surveying firm will
development in the built environment continue to exist in its current form. It is
represent two huge new growth areas for clear that computing and information
the profession in terms of new services. management expertise will be a
The financial management skills of the necessary component in the tool kit of the
Quantity Surveyor can be applied in many future Quantity Surveyor. Information
different areas both within and outside the Technology advances will continue to
property industry and many firms are automate technical processes thus raising
beginning to realise the opportunities that practitioners to a higher professional plane
this creates. whereby their professional skill and
expertise will be of paramount importance.
6.9 Multi-Skilled Team The need for highly developed IT skills will
also become a concomitant requirement
Such diversification and specialisation will but the former will need to precede the
require firms to have employees (or latter before the future Quantity Surveyor
consultants) with a very broad range of will be in a position to provide services of
skills, expertise and professional training. value. Before IT can be used at a
Diversification represents considerable professional level, practitioners must

Page 20 he Australian Journal of Construction Economics & Building


Information Technology and the QS Practice by Peter Smith

develop the relevant core competencies in Spigelman, J.J. (2000), "Just, Quick and
their chosen areas. Cheap - A Standard for Civil Justice",
Australian Construction Law Newsletter,
Nevertheless, the surveys do indicate that Issue 70
the Quantity Surveying profession has
enormous room for improvement in terms Weisberg (2000), "In Building Design The
of embracing and utilising Information Young Need the Old and Vice Versa",
Technology advances in smarter ways. Chartered Building Professional, March
The Quantity Surveyor is not alone in this
respect with the rest of the industry
generally in the same boat. However, due
to the relatively small size of the
profession, perhaps independent Quantity
Surveying firms stand to lose more than
most if they fail to keep in touch with
developments and do not embrace the
opportunities and meet the challenges as
they arise.

References

De Valence, G. (2000), "The Emerging


Digital Economy" in Information
Technology Reader Volume 3,
Construction Economics Unit, University
of Technology Sydney

DISR (1998), "Information Technology in


the Building and Construction Industry -
Current Status and Future Directions,
Department for Industry Science and
Resources, Canberra

DPWS (1998), "Information Technology in


the Construction Industry - Making IT
Happen", NSW Department of Public
Works and Services, Sydney

Eden, J. (2000), "Government Leadership


- Directions, Actions and Timeframes for
NSW Construction Authorities and the
Australian Procurement and Construction
Council", Construction IT 2000
Conference, April, Sydney

Hutt, R. (2000), "Managing, Motivating


and Training in the Information Age",
Construction IT 2000 Conference, April,
Sydney

Legg, B. (1998), “CAD and the QS”,


Presentation at Industry Seminar,
University of Technology Sydney, July

The Australian Journal of Construction Economics & Building Page 21

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