Task Item No. 5-13: Develop and maintain Office master guide specifications. Flashcards
You Should Understand
Task Item No. 5-13: Develop and maintain Office master guide specifications.
- Understand regional variations in climate and product use
- Understand 3rd party testing and association standards
- Develop good product representative and colleague base
- Be aware and familiar with construction products and manufacturers
- Maintain awareness of external and internal influences on owner requirements
- Understand contract administration procedures
- Be able to analyze and compare specific product attributes
- Able to bring a minimum number of choices/results for further review
10.1 Introduction to Master Guide Specifications
or any given specification section, there are two basic methods of preparation of text:
1.
2.
When using prewritten text, A/Es have a number of sources to draw from, including commercial master guide specification services, office master text, specifications furnished by product manufacturers, and previous project specifications. Each text source has its pros and cons, but by far the most effective and efficient source is a set of text that is pre-edited to the A/E’s principal project types and specification requirements
The term master specifications refers to the documents used as guides for preparing project specifications.
The termis also used, principally to distinguish an A/E’s master specification from commercial master guide specifications. The office master specification may be derivative of commercial master guide specifications that were used as its basis.
A master guide specification ideally would include the types of items typically utilized for most projects. Each master guide specification section should include covering typical requirements and should also list. Instructional notes may be included and should provide direction, guidance, and notice of required decisions.
10.1 Introduction to Master Guide Specifications
or any given specification section, there are two basic methods of preparation of text:
- Write the text from scratch
- Edit prewritten text
When using prewritten text, A/Es have a number of sources to draw from, including commercial master guide specification services, office master text, specifications furnished by product manufacturers, and previous project specifications. Each text source has its pros and cons, but by far the most effective and efficient source is a set of text that is pre-edited to the A/E’s principal project types and specification requirements
The term master specifications refers to the documents used as guides for preparing project specifications.
The term office master specifications is also used, principally to distinguish an A/E’s master specification from commercial master guide specifications. The office master specification may be derivative of commercial master guide specifications that were used as its basis.
A master guide specification ideally would include the types of items typically utilized for most projects. Each master guide specification section should include text written in a consistent style covering typical requirements and should also list possible options and choices. Instructional notes may be included and should provide direction, guidance, and notice of required decisions.
10.2 Contents of Master Guide Specifications
A complete master guide specification system should consist of carefully coordinated elements that together form a total information library, including the following:
- Master guide specification sections themselves
- Provisions for
- List of frequently specified products and additional required information
- Checklist for each specification section, identifyingneeded for the individual project
- about products, materials, systems, codes, and standards, utilized in the master guide specification
10.2 Contents of Master Guide Specifications
A complete master guide specification system should consist of carefully coordinated elements that together form a total information library, including the following:
- Master guide specification sections themselves
- Provisions for coordination of drawings and specifications
- List of frequently specified products and additional required information
- Checklist for each specification section, identifying principal decisions needed for the individual project
- Information and evaluation about products, materials, systems, codes, and standards, utilized in the master guide specification
10.3 Reasons for Using a Master Guide Specification
10.3 Reasons for Using a Master Guide Specification
The reasons for developing and using a master guide specification or purchasing a commercially available system for a firm’s project specifications include the following:
- Easier Updating and Maintenance of Specification Data
- Improved Efficiency in Specifying
- Expanded Decision-Making Capability
- Avoidance of Delays in Project Development
- Minimized Repetitive Work
- Reduced Errors and Omissions
- Reduced Exposure to Liability
- Standardized Office Policies and Procedures
- Improved Office Practices
- Electronic Technology to Enhance Production and Improve Efficiency
- Building Information Modeling (BIM)
10.4 Strategies for Developing and Organizing an Office Master Specification
A master guide specification should be developed by an experienced individual or a team of individuals who are thoroughly familiar with specification principles and formats and electronic software capability. The text can be developed in two ways:
(1) by compiling and editing sections fromor
(2) by utilizing, edited to suit office practice.
10.4 Strategies for Developing and Organizing an Office Master Specification
A master guide specification should be developed by an experienced individual or a team of individuals who are thoroughly familiar with specification principles and formats and electronic software capability. The text can be developed in two ways:
(1) by compiling and editing sections from previous project specifications and industry association guide specifications or
(2) by utilizing commercially available master guide specifications, edited to suit office practice.
10.4.1 Master List of Section Numbers and Titles
When starting the development of an office master specification, first prepare a master list of section numbers and titles needed, along with a scope statement for each section. The master list can also be used as a checklist for project specifications. Section numbers and titles should be in accordance with those listed in MasterFortmat®. The office master list should designate:
- Theassigned to each section, with gaps in the numbering of Level 3 sections to allow the addition of other sections needed for a specific project
- A brief description of the work included inand related work specified in other sections
- Current status of the development of each section
- Date of theand the date of theof each section
- Name of the individual responsible for preparing and updating each section
- Order of priority for the completion of incomplete or unprepared sections
When setting up the master list of section titles from scratch determine,on the basis of the work to be covered and the ultimate size (number of pages) of a typical project section. A master guide specification may contain any combination of sections atLevel 2 or Level 3. The following are some suggestions for scope of master sections:
- A single section may be written covering the entire scope of a division. For example, a single section for a division such as concrete can be useful for small projects.
- Separate sections forlisted in MasterFortmat® can divide the extent into more manageable pieces.
- If a Level 2 section is too broad for general use because it contains too many types of products or would be unwieldy in size, severalsections may be written in lieu of the single Level 2 section.
- In some instances, it may be useful to prepare both a Level 2 section and corresponding Level 3 sections for the same scope. The Level 2 section can be used for less complex projects, and the Level 3 sections can be used for more detailed requirements.
- Level 3 sections permit a_, making a considerably more modular system.
10.4.1 Master List of Section Numbers and Titles
When starting the development of an office master specification, first prepare a master list of section numbers and titles needed, along with a scope statement for each section. The master list can also be used as a checklist for project specifications. Section numbers and titles should be in accordance with those listed in MasterFortmat®. The office master list should designate:
- The number and title permanently assigned to each section, with gaps in the numbering of Level 3 sections to allow the addition of other sections needed for a specific project
- A brief description of the work included in each section and related work specified in other sections
- Current status of the development of each section
- Date of the initial preparation and the date of the latest revision of each section
- Name of the individual responsible for preparing and updating each section
- Order of priority for the completion of incomplete or unprepared sections
When setting up the master list of section titles from scratch determine, the required scope of each section on the basis of the work to be covered and the ultimate size (number of pages) of a typical project section. A master guide specification may contain any combination of sections at MasterFortmat® Level 2 or Level 3. The following are some suggestions for scope of master sections:
- A single section may be written covering the entire scope of a division. For example, a single section for a division such as concrete can be useful for small projects.
- Separate sections for Level 2 titles listed in MasterFortmat® can divide the extent into more manageable pieces.
- If a Level 2 section is too broad for general use because it contains too many types of products or would be unwieldy in size, several Level 3 sections may be written in lieu of the single Level 2 section.
- In some instances, it may be useful to prepare both a Level 2 section and corresponding Level 3 sections for the same scope. The Level 2 section can be used for less complex projects, and the Level 3 sections can be used for more detailed requirements.
- Level 3 sections permit a detailed subdivision of the specifications, making a considerably more modular system.
10.4.2 Standard Formats and Language
Standard section and page formats should be used in the development of a master guide specification, to promote consistency from section to section. The easiest way to do this is to create a master section pro forma or template from which new master guide specification sections or custom project specifications are developed. The pro forma should follow the CSI andand should contain the standard articles, paragraphs, and statements used most often, to make it easy to use consistent language throughout the master guide specification system. Master guide specifications and the master section pro forma should follow the principles ofand the use of, as discussed in this practice guide.
10.4.2 Standard Formats and Language
Standard section and page formats should be used in the development of a master guide specification, to promote consistency from section to section. The easiest way to do this is to create a master section pro forma or template from which new master guide specification sections or custom project specifications are developed. The pro forma should follow the CSI SectionFormat™ and PageFormat and should contain the standard articles, paragraphs, and statements used most often, to make it easy to use consistent language throughout the master guide specification system. Master guide specifications and the master section pro forma should follow the principles of specification language and the use of streamlining for brevity, as discussed in this practice guide.
10.5 Preparing Master Guide Specification Sections
A master guide specification section should cover the items, products, materials, methods, and alternatives that an A/E will encounter most frequently. In addition, each section should conform to standard terminology, designation of options, and appropriate workmanship. The basic steps in preparing a master guide specification section are as follows:
- Assemble and reviewfrom available sources.
- Determine the specificationfor the section.
- Confirm that the information designated for the individual section is.
- Place information in the section in accordance with the three-part CSI/CSC SectionFormat™.
- Each article in the three-partis restricted to a single topic.
- Choices should be arranged so decisions can be made in a logical sequence with no time wasted in editing.
- Determine the method of handling, and identifyingfor each choice. The two main alternatives for multiple-choice options are using brackets or using alternative paragraphs.
- Physically arrange the text according to the.
- Include notes and instructions to assist the persons editing the section. This information should be clearly identified so it will not be confused with actual specification text. Notes are used to:
- Provide a brief overview of the content.
- Bring options to the attention of the A/E.
- Identify needed selections and options.
- Provide supplementary information to aid in decision making. This could include commentary on references standards and options within those standards.
- Point out coordination and cross-reference requirements.
Some options needed in project specifications will never be included in the master guide specifications because either there are too many options to consider, such as for color, pattern, and texture, or they are project-specific, such as engineering design data. In addition, other information essential to proper specifying will never appear in the project specifications and therefore is never included in the master text. This information notably includes detailed cost information and actual text of trade association and other referenced standards.
10.5 Preparing Master Guide Specification Sections
A master guide specification section should cover the items, products, materials, methods, and alternatives that an A/E will encounter most frequently. In addition, each section should conform to standard terminology, designation of options, and appropriate workmanship. The basic steps in preparing a master guide specification section are as follows:
- Assemble and review resource material from available sources.
- Determine the specification information necessary for the section.
- Confirm that the information designated for the individual section is appropriate and manageable.
- Place information in the section in accordance with the three-part CSI/CSC SectionFormat™.
- Each article in the three-part SectionFormat™ is restricted to a single topic.
- Choices should be arranged so decisions can be made in a logical sequence with no time wasted in editing.
- Determine the method of handling, and identifying optional requirements for each choice. The two main alternatives for multiple-choice options are using brackets or using alternative paragraphs.
- Physically arrange the text according to the CSI/CSC PageFormat.
- Include notes and instructions to assist the persons editing the section. This information should be clearly identified so it will not be confused with actual specification text. Notes are used to:
- Provide a brief overview of the content.
- Bring options to the attention of the A/E.
- Identify needed selections and options.
- Provide supplementary information to aid in decision making. This could include commentary on references standards and options within those standards.
- Point out coordination and cross-reference requirements.
Some options needed in project specifications will never be included in the master guide specifications because either there are too many options to consider, such as for color, pattern, and texture, or they are project-specific, such as engineering design data. In addition, other information essential to proper specifying will never appear in the project specifications and therefore is never included in the master text. This information notably includes detailed cost information and actual text of trade association and other referenced standards.
10.7 Updating Master Guide Specification Sections
Updating is an important aspect affecting the effectiveness of a master guide specification. Out-of-date information can cause construction and liability problems and cost time and money. Master guide specifications should be updated on a regular schedule in accordance with an established policy.
The process of updating master guide specifications should include:
- Revising text thaton a previous project
- Changing text and designations to reflect
- Reviewing choices that have been adopted as permanent
- Reviewing the continuing appropriateness of proprietary, descriptive, and performance-and changing to other methods if necessary
- Adding new sections
- Inserting additionalin specification clauses
- Eliminating typographical and other errors
- Updating terminology to be consistent with the CSI formats and office practice
10.7 Updating Master Guide Specification Sections
Updating is an important aspect affecting the effectiveness of a master guide specification. Out-of-date information can cause construction and liability problems and cost time and money. Master guide specifications should be updated on a regular schedule in accordance with an established policy.
The process of updating master guide specifications should include:
- Revising text that has caused problems on a previous project
- Changing text and designations to reflect current referenced standards
- Reviewing choices that have been adopted as permanent
- Reviewing the continuing appropriateness of proprietary, descriptive, and performance-_specifying methods_ and changing to other methods if necessary
- Adding new sections
- Inserting additional options and choices in specification clauses
- Eliminating typographical and other errors
- Updating terminology to be consistent with the CSI formats and office practice
