Part1DrawingManagementAdministrativeProcedures

Chapter8
ASBUILTDRAWINGPROCESS

1. Purpose.Provideguidelinesforpreparationofasbuiltdrawingstodocumentactual
detailsofconstructedfeaturesuponcompletionofaconstructioncontract.These
guidelinesprovideaprocesstoensurestandardized,consistentandefficient
proceduresforpreparingReclamationasbuiltdrawings.Theultimateobjectiveisto
ensurethataccurateasbuiltfeaturesarerecordedinatimelymannerandasbuilt
drawingsbecomeapermanentrecordforfutureusebyfacilityoperators.

2. Definitions.
A. OfficialRecordDrawing.TheOfficialRecordDrawingistheelectronically
signedPDFrenditiongeneratedbyeDRAWSfollowingcompletionofthe
approvalworkflowprocess.Forhardcopydrawings,thesignedoriginalor
aperturecardshallbescanned(PDForTIFF)andloadedintoeDRAWSto
constitutetheofficialrecorddrawing.Theelectronicdrawingfiledoesnot
constitutetheofficialrecord.
B. Electronicdrawingfiles.Electronicdrawingfilesstoretwoandthree
dimensionaldesigngeometry,objects,dataandmetadata.Electronicdrawing
filesareproprietary,nativedrawingfileformatssuchasDWG(AutoCAD)and
RVT(Revit).Electronicdrawingfilegeometry,objects,dataandmetadatacan
becreated,viewed,manipulatedandprinted.
C. ClientOffice.TheClientOfficeistheConstructionEngineer/Construction
Managerofficeresponsibleforadministeringandmanagingtheconstruction
activities.
D. DesignOffice.TheDesignOfficeisthedesigngroup(s)responsiblefor
preparationoftheoriginaldesigndrawingsandanysubsequentrevised
drawings.ThisincludesnonReclamationdesigners.
E. CoordinatingUnit.TheReclamationofficeunitresponsibleforimplementing
thecompleteprocessoftransformingthemarkeduprecorddrawingsthrough
theappropriateofficesforfinalizingandrenderingtoasbuiltofficialrecord
drawings.ThismaybetheClientOffice;DesignOffice;Estimating,
Specifications,andConstructionManagementGroup(85817000);Regional
DrawingRecordsManagementorotherorganizationaloffice.
F. NonReclamationDesigners.Includesotherfederalagencies,stateagencies,
andprivatecontractors.

3. References.
A. SafetyofDamsProjectManagementGuidelines,March2003
B. InformationManagementHandbookVol.III,DrawingManagementand
DraftingStandards

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C. ReclamationManual/PolicyFACP03
D. ReclamationManualFAC0302
E. ReclamationManualFAC0303

4. PreparationofAsbuiltDrawings.Therearesixstepstotheasbuiltprocessfor
drawings(seeFigure1atendofchapter):
A. ClientOfficeensuresthedevelopmentofmarkedupcopyofofficialrecord
drawingtoreflectasbuiltconditionsoracceptsdrawingmarkedupbynon
Reclamationdesigners.
B. CoordinatingUnit,DesignOfficeandClientOfficedefinerolestoensure
completionofrevisionstoofficialrecorddrawingreflecttheasbuiltmarkups.
C. DesignOfficereviewsthemarkedupcopyoftheofficialrecorddrawingto
ensureasbuiltconditionsmeetthedesignintent.
D. DesignOfficeorClientOfficeaddsnewrevisionblockandupdateselectronic
drawingfiletoreflectasbuiltmarkups.IfrecorddrawingisnotineDRAWS,
DesignOfficeorClientOfficeshalladdofficialrecorddrawingandelectronic
drawingfileintoeDRAWS.
E. ClientOfficecompleteseDRAWSrevisionapprovalprocesssignifyingthe
reviseddrawingrepresentstheasbuiltcondition.Thenewofficialrecord
drawingiscreatedbyeDRAWS.
F. CoordinatingUnitverifiescompletionoftheasbuiltdrawingprocess.

TheClientOfficeisresponsibleforensuringthepreparationofmarkedupdrawings
showingasbuiltconditions.Thismaybedoneinternallyorbythecontractoror
othernonReclamationdesigner.

TheCoordinatingUnit,DesignOfficeandClientOfficewilldefinetheasbuiltprocess
rolesanddeterminewhichofficewillmaketherevisionstotheofficialrecord
drawings.

IftheTSCistheCoordinatingUnitforthepreparationofthefinalasbuiltdrawings,
theEstimating,Specifications,andConstructionManagementGroup(85817000)
willbetheCoordinatingUnitfortrackingandadministeringtheasbuiltprocess.In
thiscase85817000willcoordinatewiththedesignofficemanager(s)toensurethe
DesignOfficereviewstheasbuiltmarkupstoverifyconsistencywiththedesign
intent.

IftheregionalofficeistheCoordinatingUnit,theClientOfficewillcoordinatewith
theCoordinatingUnitorDesignOfficeasspecifiedbytheregionsupplemental
procedurestothisprocess.

TheDesignOfficewillreviewtheasbuiltmarkupstoensurethatthemarkingsare
clearlyunderstoodandhavenotchangedthedesignintent.TheDesignOfficewill
documenttheirreviewbyletterormemorandumtotheClientOfficeforinclusionin
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theprojectfileandwhereappropriatetheFinalConstructionReport.IftheDesign
Officedeterminesthattheasbuiltconditioneffectivelychangesthedesignintent,
theDesignOfficewillimmediatelycontacttheClientOfficetodiscusspossible
correctiveactionsincludingrestrictionstoserviceorphysicalmodificationsofthe
feature.

Theofficepreparingtheasbuiltdrawingrevisionswillrecordtheasbuiltconditions
totheelectronicdrawingfilesandincludetheadditionofarevisionblock.

Aftertheelectronicdrawingfileshavebeenupdatedtoreflectthemarkedupas
builtconditions,theCoordinatingUnitwillcoordinatewiththeClientOfficefor
reviewanddigitalsignatureoftheasbuiltrevisionblock.Regardlessofwhichoffice
preparesthefinalasbuilt,theelectronicdrawingfileswillincludeanasbuilt
revisionblockthatwillbedigitallysignedbytheClientOfficeConstructionEngineer
orotherresponsibleprofessionalengineerthatcanattesttotheasbuiltconditions.
Therevisionblockwillincludeatypednameandofficelocationofthesignatory
person.Thepersonwillindicatehis/herprofessionallicensingbyplacingP.E.orR.A.
aftertheirsignature.Thedigitalsignaturesignifiesthatthedrawingrepresentsthe
asbuiltcondition.

Fordrawingswithnoasbuiltchanges,therevisionblockshallstateAsBuiltNo
ChangesandtheeDRAWSapprovalprocessshallbecompleted.

Typicallylocation,area,andvicinitymapdrawingswillnotbeupdatedtoreflectas
builtconditions.

DrawingsmarkedwiththeForInformationOnlydesignationshallnotberevisedto
reflectasbuiltconditions.IfrevisionsarerequiredonaForInformationOnly
drawingthechangesmustbemadeasanormalrevisiontotheofficialrecord
drawing.Oncethechangesaremadetherevisionwillbeapprovedthroughthe
eDRAWSapprovalprocess.

TheCoordinatingUnitwillverifycompletionoftheasbuiltprocessandcreationofa
newofficialrecorddrawingwithineDRAWS.

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Figure 1 - AS-BUILT DRAWING PROCESS

Create Marked-Up

Drawings

Client Office ensures the

development of marked
up record drawings
depicting the as-built

condition. This may be

done internally or by the

contractor during

construction.

Formalize As-Built Roles

Coordinating Unit, Design Office and
Client Office define roles to ensure that
record drawings are revised to reflect
the as-built markups. The Client Office
may be designated this responsibility.
The Coordinating Unit will take the lead
to coordinate with the Client Office,
Design Office and other offices.

Design Review
The Design Office will
review the as-built record
drawing markups to
ensure they are clearly
understood and will
document that the asbuilt conditions meet the
design intent.

Client Office, Design

Office or other designated
office will complete the
official record drawing
revisions to reflect the asbuilt markups.

Design
intent
met

The Design Office will

contact the Client Office
and clarify any
uncertainties.

If necessary, the Client Office

will rectify any deficiencies in
coordination with the Design
Office or by resubmitting a new
marked-up drawing to the
Coordinating Unit.

Complete Revision Block

Client Office reviews the
as-built record drawings
and a designated PE or RA
approves the as-built
revisions in eDRAWS
signifying the drawing
represents the as-built
condition.

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Enter into Official Records System

The Coordinating Unit will ensure
completion of the as-built process.