Summary
When I first encountered the everyday frustrations of managing thousands of evolving project drawings, I knew that efficiency wasn’t a luxury – it was a necessity. Partnering with Reci Engineering, a dedicated 20-person structural firm, I crafted a custom Python automation solution that now saves them over 104 admin hours per year. This system ensures that every engineer always has the most up-to-date and accurate files, transforming chaotic file handling into a seamless, reliable process.
Hours saved:
104 hours per year
Hours spent to build:
15 hours
Return on investment:
7x
Type of solution:
File management
About the Client
Reci Engineering is a well-respected small-to-mid-sized structural consultancy deeply rooted in the traditional AEC landscape. They operate on a local server setup with tried-and-true folder structures – no cutting-edge CDEs, just thousands of evolving drawings and documents that need careful management to keep projects on track.
The Problem
In many engineering and construction firms, managing critical project files can quickly become overwhelming. At Reci Engineering:
- Technicians routinely deposited work into work-in-progress folders with inconsistent naming conventions and exported revisions without standardization.
- Engineers were forced to sift through disorganized folders to locate the current drawing versions – a significant drain on productivity.
- Administrative staff spent countless hours manually updating an “Active” folder. When this process slipped, it resulted in cascading delays and errors across projects.
This scenario is all too familiar in the AEC industry, where time wasted on file management can directly impact project delivery.
The Solution
Drawing from years of experience in both engineering and software development, I developed a robust, Python-based automation script designed specifically for the complexities of AEC file management:
- Scheduled Automation: Runs every day via a cron job to ensure files are checked consistently.
- Automated Detection: Identifies new files in designated “For Posting” folders.
- Smart File Sorting: Moves files into “Active” or “Archive” based on file freshness.
- Name Standardization: Implements a custom logic engine to parse inconsistent file names – stripping extraneous revision details and matching base names accurately.
- Future-Proofing: Prepares the system for additional features, such as automated PDF verification and digital signature validation.
I initially validated this solution remotely and subsequently deployed it directly on Reci’s server, ensuring a smooth integration with their existing infrastructure and workflows.
The Impact
Key Outcomes:
- 104 Admin Hours Saved Annually: Significant reduction in manual work, freeing up staff to focus on value-added tasks.
- Consistent File Accessibility: Engineers now instantly access the most current, error-free file sets.
- Streamlined Operations: Eliminated error-prone processes, reducing downtime and risk of mishandled revisions.
- Scalable Foundation: Established a robust platform for future automations that can further transform drawing management processes.
- Rapid ROI: Achieved breakeven in just 8 weeks of use.
This solution not only enhances workflow efficiency but also instills confidence in the technology’s ability to scale with the evolving needs of the AEC industry.
What’s Next
Reci Engineering is currently testing this Minimum Viable Product (MVP). The next steps include:
- Developing an automated alert system to flag incorrectly named files.
- Expanding the automation suite to include advanced drawing checks and digital signature workflows.
These enhancements promise to further cement this solution as an indispensable tool for any firm struggling with manual drawing management.
Could Your Firm Use This?
If your firm is grappling with inefficient file management on shared drives and could benefit from a tailored automation solution like this, let’s discuss how we can streamline your workflow. This setup is designed to be adapted to any structural or engineering consultancy, turning a persistent headache into a competitive advantage by saving time and reducing errors.
Leave a Reply