Field Verification Process

Objective: The purpose of field verification is to keep the University's drawings up to date. Basically, this consists of monitoring construction projects on campus and modifying drawings to reflect the changes as projects reach completion.

Classification: All projects fall into one of these categories:

• Facility Operations (FO): projects designed and built by KU
• Out-to-Construction: projects designed and built by outside architects and contractors (often of larger scale)
• Non-Project Checks: Discrepancies between what is built and what is drawn, but not associated with any other current project

Procedure:

• Pre-Completion:

  1. Notification: Each of the classifications listed above has a corresponding Excel file containing information for all known projects in that category. Add new projects to these lists as you are made aware of them. New projects are presented in a number of ways including periodic printed reports from FO, reports posted to the University's web page, and direct email.

  2. Investigation: After adding a project to the list, investigate the scope, location, and details of the project by looking it up in the CYCO. All projects are assigned a 4-digit project number (1000 and higher). Projects are always under these numbers, but they may also have a CCR number. Use one of these two fields to search the database and find information about the project.

  3. Notation: After the project is understood, copy the affected floor plans and any corresponding x-ref files from the H: drive to a personal directory in the G:\design folder. Open the drawing, enter the "pn" command and follow the prompts to insert the box and leader at the appropriate location, zoom extents, and save. The objective of this step is to identify when and where modifications have been made on the plans themselves.

• Post-Completion:
  1. Field Verification: If the changes are non-architectural (ie; electrical, mechanical, landscaping), no field verification is necessary and the process ends here (skip to the completion step). For architectural changes, it is necessary to visit the site upon the project's completion to document the changes as they were built. Prior to visiting the site, it may be necessary to contact the person in charge of the area to gain access. These people and their phone numbers are located on the building contact list. When visiting the site, be sure to bring 8.5x11 printouts of both the project sheets and the existing floor plans and a tape measure. Measure the affected area (rounding to the nearest inch) paying special attention to the new construction. Be sure to measure any new construction rather than just using the measurements given in the project files. Projects are rarely built exactly as they are planned.

  2. Digitization: Make the appropriate changes to the floor plans.

  3. Completion: Upon completion, notify your supervisor via email for inspection. If everything checks out, the drawing will be moved back to the H: drive. If not, repeat all previous steps as necessary. Also be sure to update the Excel document to maintain current personal records of projects and progress.