Digital Asset Management Services

Project documentation is one of the most important responsibilities for a project manager. The litigious environment we live in requires a project team to maintain meticulous documentation to mitigate future claims.

Personnel turnover is inevitable. Without good documentation, new personnel have no sense of the past and as a result, no understanding of where the future lies. Luster uses the latest in Digital Asset Management Services technology while adapting the documentation system to our client’s culture and process.

 

Report Development & Production

Luster knows the value of well-organized project information. Information that is efficiently organized allows individuals involved in the project to receive communications and reports that contain pertinent facts quickly and concisely. We use two fundamental tools to accomplish this mission.

A Contract Administration Manual (CAM) is prepared for each construction project containing the project’s protocols and procedures, from filing to call backs. It establishes definitions, policies, and practices for all elements. It defines methods to control the project, make decisions, and measure progress. The CAM provides participants with a play book of “who, what, when, where, and why.”

When required, we engage enterprise resource planning (ERP), at both the program and project levels, to establish an information network. We utilize programs such as Primavera’s Expedition Express and SAP to track and control documentation, costs, budgets, schedules, deliverables and project activities. This information is rolled-up into master data files at the program level, and organized and reported so all parties — client, investors, and external stakeholders — have easy access to the appropriate data.

 

Documentation Control Development & Management

Luster’s Document Control system logs program correspondence and responses, specifications, and drawings. A resource library, with circulation tracking, is also included as part of this application. At the heart of the process is a comprehensive coding structure, cross-indexed with the Program Work Breakdown Structure that facilitates the filing and retrieval of all documents.
A general file structure or subject index is developed to include main categories such as, 100 – General Administration, 200 – Meeting Minutes, 300 – Property, etc. This application tracks documents according to coding structures and records information such as originator, recipient, date of correspondence, and subject of the document. The location of documents can be obtained by querying key database information such as subject, date, or document originator. Other elements include:

  • Mail Log: A Mail Log tracks receipt of incoming mail and the response status. This application uses drop-down menus for repetitive items, eliminating redundant input. The system also provides on-line query capability and printed reports. The physical component of the document control process involves a mail room function. All incoming documents are first date-stamped upon receipt, then coded according to their particular category. Copies of documentation are distributed to staff via a central mailbox facility.
  • Library: A resource library is established consisting of books, periodicals, newspaper articles, audio cassettes, and other material useful to the project. Resource library materials are filed by sequential numbers. Relevant information such as title, author, organization, etc. is entered into a library log for easy retrieval. A check-in/check-out procedure monitors the location of all material. Original copies of correspondence are kept on site to facilitate retrieval. After two years, documents are archived off-site.