As-Built Documentation Tracker
Business Case
Problem Statement
As-built documentation challenges:
- Tracking hundreds of drawings
- Managing revisions
- Ensuring completeness
- Meeting handover deadlines
Solution
Systematic tracking of as-built documentation submissions, revisions, and approval status.
Technical Implementation
pythonimport pandas as pd from typing import Dict, Any, List, Optional from dataclasses import dataclass, field from datetime import date, timedelta from enum import Enum class DocumentStatus(Enum): NOT_STARTED = "not_started" IN_PROGRESS = "in_progress" SUBMITTED = "submitted" UNDER_REVIEW = "under_review" APPROVED = "approved" REJECTED = "rejected" RESUBMIT = "resubmit" class DocumentType(Enum): ARCHITECTURAL = "architectural" STRUCTURAL = "structural" MECHANICAL = "mechanical" ELECTRICAL = "electrical" PLUMBING = "plumbing" FIRE_PROTECTION = "fire_protection" CIVIL = "civil" LANDSCAPE = "landscape" SPECIFICATIONS = "specifications" O_AND_M = "o_and_m" @dataclass class AsBuiltDocument: document_id: str document_number: str title: str doc_type: DocumentType discipline: str contractor: str status: DocumentStatus current_revision: str required_date: date submitted_date: Optional[date] = None approved_date: Optional[date] = None reviewer: str = "" comments: str = "" file_path: str = "" @dataclass class DocumentSubmission: submission_id: str document_id: str revision: str submission_date: date submitted_by: str file_path: str status: DocumentStatus review_comments: str = "" class AsBuiltTracker: """Track as-built documentation.""" def __init__(self, project_name: str, handover_date: date): self.project_name = project_name self.handover_date = handover_date self.documents: Dict[str, AsBuiltDocument] = {} self.submissions: List[DocumentSubmission] = [] self._next_id = 1 def add_document(self, document_number: str, title: str, doc_type: DocumentType, discipline: str, contractor: str, required_date: date = None) -> AsBuiltDocument: """Add document to tracking.""" doc_id = f"DOC-{self._next_id:04d}" self._next_id += 1 if required_date is None: required_date = self.handover_date - timedelta(days=14) doc = AsBuiltDocument( document_id=doc_id, document_number=document_number, title=title, doc_type=doc_type, discipline=discipline, contractor=contractor, status=DocumentStatus.NOT_STARTED, current_revision="0", required_date=required_date ) self.documents[doc_id] = doc return doc def import_document_list(self, df: pd.DataFrame): """Import document list from DataFrame.""" for _, row in df.iterrows(): doc_type = DocumentType(row.get('type', 'architectural').lower()) req_date = pd.to_datetime(row.get('required_date', self.handover_date)).date() if 'required_date' in row else None self.add_document( document_number=str(row['document_number']), title=row['title'], doc_type=doc_type, discipline=row.get('discipline', ''), contractor=row.get('contractor', ''), required_date=req_date ) def record_submission(self, document_id: str, revision: str, submitted_by: str, file_path: str = "") -> Optional[DocumentSubmission]: """Record document submission.""" if document_id not in self.documents: return None doc = self.documents[document_id] submission = DocumentSubmission( submission_id=f"SUB-{len(self.submissions)+1:04d}", document_id=document_id, revision=revision, submission_date=date.today(), submitted_by=submitted_by, file_path=file_path, status=DocumentStatus.SUBMITTED ) self.submissions.append(submission) # Update document doc.status = DocumentStatus.SUBMITTED doc.current_revision = revision doc.submitted_date = date.today() return submission def review_submission(self, document_id: str, approved: bool, reviewer: str, comments: str = ""): """Review submitted document.""" if document_id not in self.documents: return doc = self.documents[document_id] if approved: doc.status = DocumentStatus.APPROVED doc.approved_date = date.today() else: doc.status = DocumentStatus.REJECTED doc.reviewer = reviewer doc.comments = comments # Update latest submission for sub in reversed(self.submissions): if sub.document_id == document_id: sub.status = DocumentStatus.APPROVED if approved else DocumentStatus.REJECTED sub.review_comments = comments break def get_summary(self) -> Dict[str, Any]: """Get documentation status summary.""" docs = list(self.documents.values()) today = date.today() # Status counts status_counts = {} for status in DocumentStatus: status_counts[status.value] = sum(1 for d in docs if d.status == status) # By type by_type = {} for doc_type in DocumentType: pending = sum(1 for d in docs if d.doc_type == doc_type and d.status != DocumentStatus.APPROVED) if pending > 0: by_type[doc_type.value] = pending # Overdue overdue = sum( 1 for d in docs if d.required_date < today and d.status != DocumentStatus.APPROVED ) # Completion rate approved = sum(1 for d in docs if d.status == DocumentStatus.APPROVED) completion = (approved / len(docs) * 100) if docs else 0 return { 'total_documents': len(docs), 'approved': approved, 'completion_rate': round(completion, 1), 'by_status': status_counts, 'by_type': by_type, 'overdue': overdue, 'days_to_handover': (self.handover_date - today).days } def get_contractor_status(self, contractor: str) -> Dict[str, Any]: """Get status for specific contractor.""" docs = [d for d in self.documents.values() if d.contractor == contractor] approved = sum(1 for d in docs if d.status == DocumentStatus.APPROVED) pending = len(docs) - approved return { 'contractor': contractor, 'total': len(docs), 'approved': approved, 'pending': pending, 'completion_rate': round(approved / len(docs) * 100, 1) if docs else 0 } def get_overdue_documents(self) -> List[Dict[str, Any]]: """Get overdue documents.""" today = date.today() overdue = [] for doc in self.documents.values(): if doc.required_date < today and doc.status != DocumentStatus.APPROVED: overdue.append({ 'document_id': doc.document_id, 'document_number': doc.document_number, 'title': doc.title, 'contractor': doc.contractor, 'required_date': doc.required_date, 'days_overdue': (today - doc.required_date).days, 'status': doc.status.value }) return sorted(overdue, key=lambda x: x['days_overdue'], reverse=True) def forecast_completion(self) -> Dict[str, Any]: """Forecast documentation completion.""" summary = self.get_summary() pending = summary['total_documents'] - summary['approved'] # Calculate submission rate recent_approvals = sum( 1 for d in self.documents.values() if d.approved_date and d.approved_date >= date.today() - timedelta(days=14) ) weekly_rate = recent_approvals / 2 if recent_approvals > 0 else 1 weeks_needed = pending / weekly_rate if weekly_rate > 0 else pending projected_completion = date.today() + timedelta(weeks=weeks_needed) return { 'pending_documents': pending, 'approval_rate_per_week': round(weekly_rate, 1), 'weeks_needed': round(weeks_needed, 1), 'projected_completion': projected_completion, 'handover_date': self.handover_date, 'on_track': projected_completion <= self.handover_date } def generate_transmittal(self, document_ids: List[str], to: str, subject: str) -> Dict[str, Any]: """Generate transmittal for documents.""" docs = [self.documents[d] for d in document_ids if d in self.documents] return { 'transmittal_number': f"TR-{date.today().strftime('%Y%m%d')}-001", 'date': date.today(), 'from': self.project_name, 'to': to, 'subject': subject, 'documents': [ { 'number': d.document_number, 'title': d.title, 'revision': d.current_revision } for d in docs ], 'document_count': len(docs) } def export_to_excel(self, output_path: str) -> str: """Export tracking to Excel.""" summary = self.get_summary() with pd.ExcelWriter(output_path, engine='openpyxl') as writer: # Summary summary_df = pd.DataFrame([{ 'Project': self.project_name, 'Handover Date': self.handover_date, 'Total Documents': summary['total_documents'], 'Approved': summary['approved'], 'Completion %': summary['completion_rate'], 'Overdue': summary['overdue'], 'Days to Handover': summary['days_to_handover'] }]) summary_df.to_excel(writer, sheet_name='Summary', index=False) # All Documents docs_df = pd.DataFrame([ { 'ID': d.document_id, 'Number': d.document_number, 'Title': d.title, 'Type': d.doc_type.value, 'Discipline': d.discipline, 'Contractor': d.contractor, 'Status': d.status.value, 'Revision': d.current_revision, 'Required': d.required_date, 'Submitted': d.submitted_date, 'Approved': d.approved_date } for d in self.documents.values() ]) docs_df.to_excel(writer, sheet_name='Documents', index=False) # Overdue overdue = self.get_overdue_documents() if overdue: overdue_df = pd.DataFrame(overdue) overdue_df.to_excel(writer, sheet_name='Overdue', index=False) # By Contractor contractors = set(d.contractor for d in self.documents.values()) contractor_data = [self.get_contractor_status(c) for c in contractors] if contractor_data: contractor_df = pd.DataFrame(contractor_data) contractor_df.to_excel(writer, sheet_name='By Contractor', index=False) return output_path
Quick Start
pythonfrom datetime import date, timedelta # Initialize tracker tracker = AsBuiltTracker("Office Building A", handover_date=date(2024, 12, 31)) # Add documents tracker.add_document( document_number="A-001", title="Floor Plans Level 1-5", doc_type=DocumentType.ARCHITECTURAL, discipline="Architecture", contractor="ABC Architects" ) tracker.add_document( document_number="M-001", title="HVAC Layout", doc_type=DocumentType.MECHANICAL, discipline="HVAC", contractor="XYZ MEP" ) # Record submission tracker.record_submission("DOC-0001", revision="A", submitted_by="John Smith") # Review tracker.review_submission("DOC-0001", approved=True, reviewer="PM", comments="Approved")
Common Use Cases
1. Status Summary
pythonsummary = tracker.get_summary() print(f"Completion: {summary['completion_rate']}%") print(f"Overdue: {summary['overdue']}")
2. Contractor Report
pythonstatus = tracker.get_contractor_status("ABC Architects") print(f"Pending: {status['pending']}")
3. Forecast
pythonforecast = tracker.forecast_completion() print(f"On Track: {forecast['on_track']}")
Resources
- DDC Book: Chapter 5.1 - Documentation Management
