Following simple procedures will allow you to manage specification files and determine the project status easily. Using set procedures will ensure that everyone contributing to the project will know where to find information quickly and to keep the information current.

The Admin folder is used to collect memos, faxes, letters, and other correspondence generated for the project. The Outline folder holds all the files used to generate the outline specification. The outline folder may contain subdirectories if the outline specification is issued multiple times. The Products folder will contain product information that is downloaded from the internet or scanned from printed product literature. The Spec Rev1 folder will contain all the files for the construction specification. Typically, we create a separate folder for each issue of the specification to be sure there is a complete record of the spec development process. The same record can be created by using subdirectories or Zip files located in the main spec folder.

Begin each project by creating a complete table of contents. This includes architectural, interior design, engineering, and specialty disciplines. Print SPECTEXT® document 00010 - Table of Contents and circulate the copy to the project team. Ask that each discipline indicate which specification sections will be required for the project. Ask specifically that new sections be identified by name and general content. Copy the SPECTEXT® Table of contents to the new project Spec Rev1 directory and to edit the table of contents to suit the project.

The next step in the project development may vary depending on the complexity of the project and the time available to complete the work. We encourage creating outline specifications for all projects. For some projects, however, an expanded Table of Contents may suffice. Creating and managing outline specifications is identical to these for construction specifications.

To create an expanded Table of Contents, use the CombTOC file located in the EDITSPEC®\Contents directory on the SPECTEXT® CD-ROM. The CombTOC file is a combined table of contents that includes section numbers, titles and brief descriptions of both SPECTEXT® and SPECTEXT® II libraries. Open and sort the file according to the library and numbering system that will be used for the project. The EDITSPEC® TOCSort macro will automatically sort the file by library and MasterFormat™ numbering system.

Copy the columns with the section numbers, section titles, and description for the library that will be used on the project. Paste the information into a new document and adjust the table size to fit the page width. This file should be edited to match the Table of Contents created earlier. Then the description of each section's content can be edited to suit the project. Using an expanded Table of Contents is an excellent way to document the major materials, equipment, and systems that a project requires without creating an outline spec. (See the following example.) The advantage of using an expanded Table of Contents is that major decisions can be made and documented before the specifications are started. The expanded Table of Contents can be shared with facility Owner for comment. After review by the project team the expanded contents will guide the construction spec development.

The file name for each specification file should be revised as the file is edited for the project. Appending most of the information from the project directory name to the section number offers three benefits. First the files can be sorted by section number. Second, the file is permanently associated with the project by the project number and name. Third, the file is easily identified as edited for the project. This will allow the specifier to determine the status of the specification production simply by opening the project directory and viewing the project names. The length of the file names makes the unedited sections easy to spot. An estimate of the percent complete for each project can be determined easily.

The final specification management tool is built into each SPECTEXT® file. Often specification sections are started before all the necessary decisions can be made. It is necessary to document where and how these future decisions will affect the specifications. The toolbar button that runs the macro NoteProj allows users to insert notes into the project specification. These notes can be used to track unresolved specification questions, additional information that may be required, or drawing coordination concerns. When entered into a specification section, the Project Notes are obvious to any reader. To track the project notes we use a macro that will find and compile all notes from every section included in the project directory. The list is presented as shown in the following example. As each item is resolved, the note is deleted from the section. The compilation macro is run each time the specification is issued and the resulting list is provided to the project design team. The list becomes the To Do list for completing the specifications.

The CSRF newsletter is published for SPECTEXT® subscribers and others involved in design and construction. To obtain your copy of Creating a Common Language®, please contact the CSRF Support Center by telephone at 1-877- SPECTXT or 410-838-7561 or you may e-mail us at supportcenter@csrf.org