A STUDY OF COMPUTER-AIDED CONSTRUCTION CLAIM MANAGEMENT SYSTEM

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1 CIB W89 BEIJING INERNAIONAL CONFERENCE, OCOBER, 1996 A SUDY OF COMPUER-AIDED CONSRUCION CLAIM MANAGEMEN SYSEM Hu Cheng and Pei Xu Southeast University, Nanjing, P. R. China SUMMARY Efficiently managing construction claims is important and often quite difficult. his paper presents a computer-aided system for managing claims focusing on four major areas: (1) contract management, (2) network programming, (3) cost management as, (4) document management. he system designs a structured procedure by which claimants deal with a construction calim[1]. he system builds a database of cases in each category for convenient reference using keywords and code sorts. he system constructs a model base with many kinds of calculation models for case selection and aid in decision making for claims processes. HE BASIS OF SYSEM ANALYSIS Structured Procedure for Claim In the system, the procedure for claims goes from rendering a claim opportunity to submitting a claim report. Figure 1 shows the procedure on the basis of the experiences of most experts.

2 Figure 1 he procedure for single claim Structured and Standardized Case Base Whether claims are paid or not is connected with the experiences and skills of claimants, so studying claim cases and using them for reference plays a great part in claims decision support. he system was designed on a structured case base which can simultaneously support claimants in the process of claim. Established Application Software in Project Management Construction claims are connected with many aspects of PM - such as progress control, contract administration, cost control, document management, site management and variation control, which are closely related to claims. he system needs support from PM application software in which three sorts of software are important: Network Program Application Software his software is very established and can be used to output a network plan, Gantt chart with logical relationship and activity schedule in the light of the system. Contract Management Application Software his software has not been mature in the world, but Prof. Hu Cheng and Prof. Kunrun Qian solved the problem in the task

3 subsidized by Chinese National Natural Science Fund (No ). he following achievements in their scientific research can support the system:[2] he result of contract analysis which can be the reason for construction claim and the foundation of responsibility analysis. he result of contract activity analysis, i.e., detailed information of contract events. he result of contract analysis of exceptional problems. So adequate support of contract management software for the system can be received. Cost Management Software his kind of software developed at home and abroad is as follows: Project offering software Project cost analysis software Project finance and accounting system Most kinds of software the system needs are at hand but are not synthesized or integrated. In particular, the system deals with interface and data conversion of all kinds of software in order to obtain claim information. In general, the system has a firm basis and is feasible. SYSEM MODEL Computer-aided construction claim management system model is represented by Figure 2. DEAILED SYSEM DESIGN he Decision of the Procedure for Solving Problems he procedure for solving problem is shown in Figure 2, the function of which is designed as follows: 1)Finding a claim opportunity. here are two approaches:

4 Figure 2 Construction Claims Decision Support System Model Find disturbing event by way of everyday work control. Analyze difference of data base. he state of search should exist in project management from the beginning to the end so that we can begin the system as soon as we find problems. 2)Investigating situation, draw related information from other subsystems of project management, especially document subsystems, to the nature of the event. 3)Analyzing responsibility. A claimant analyzes and judges who is responsible for the event according to the cause and course of the event. 4)Seeking reasons for claims. Find the relevant contract clauses in the contract management subsystem by keywords according to the nature and effects of the disturbing event. 5)Analyzing effects. Calculate and analysis the difference between actual data and original data and original data included in the information about the event, cost and time called from other systems and define the effects of the event. 6)Calculation claim. At this step, a claimant calls in time and cost calculation models from model base and chooses appropriate formula to calculate claim. 7)Claim report. A claimant edits and types a claim report, the form of which is drawn from model base and related evidence should be listed below. HE DESIGN AND USE OF CASE BASED REASONING

5 Case Based Reasoning contains all kinds of claim cases in the world which have been synthesized, standardized and structured. Case Structure It is designed on the basis of the characteristics of the contracted project and the procedure for claim to ensure that, enough information can be received in standardized form and language; and that support needed can be received at any time. 1. he project case components. 2. Keywords, by which the similar project cases can be searched and which describes the most important characteristics of the case. Construction project type, such as buildings, roads, bridges, etc. Country, that is to say, which country the project is in. Contract type such as subcontract, turn-key contract, service contract, and so on. Contract version, such as FIDIC, JC, ICE, ect. Laws applicable to the contract. Claim type such as cumulative claim, single claim. Cause of disturbing event, e.g. design variation, delay of drawings, instruction mistakes, irresistible force. Object of claim such as claim for extension of time, claim for loss and expense. Sources of data. Result, e.g. success, partial success, failure. 3. Outline of project 4. Contract and construction process. 5. Related contracts and laws analysis. 6. Situation description. 7. Responsibility analysis. 8. Reasons analysis. 9. Effects analysis. 10. Claim calculation. 11. Claim report. 12. Process of dealing, that is to say, the process of negotiation, claim and counter claim. 13. Result. 14. Additional explanation. In order to draw claimants' attention. he Use of Case Based Reasoning After starting the system, we can under severe conditions draw cases from knowledge based by two methods: 1. Input case number to call in information about the case. 2. Seek similar cases by keywords and choose one case. Model Base It supplies forms and calculation models which are as follows: 1. Calculation models of construction period. here are two methods: Network method supplied by network program subsystem through interface of data. Proportion method supplied by model base according to the quantity of work or contract price. 2. Cost calculation models: otal cost method Cost plus fee method Efficiency analysis method Variation of quality (including material) method hree methods of overhead allocation

6 Common material price adjustment method Price index adjustment method Interest calculation method 3. Claim report models including the forms of claim notice, single claim, basket claim and etc. Data Base and Data Conversion here are codes of three sorts in the system:[2] Contract Clause Codes hey are mostly used in contract management subsystem and sometimes in document management subsystem to find reasons for claims. Contract Activity Codes hey are used in detailed contract analytical documents; in network analysis in which construction activity number is the expansion of contract activity number: in cost and expense plan; and in files in which some documents are marked with them. Contract activity number is often used in the system because it is directly related to claim event and is the object of claim analysis and dealing. Cost Item Codes hey include labor cost, material cost, machinery cost, site management cost, indirect expense and so on. Each cost item can be subdivided into many sub-items. Subsystem / Codes Contract clause codes Contract activity codes Cost codes the system contract management (total analysis) (detailed analysis) network program cost control document management ables he covering and mutual communication of the codes of three sorts With the three types of codes covering an mutual communication shown in able 3, data in the following sub-systems can be exchanged with the system: Contract Management Subsystem In the process of dealing with claims, we can use the result of the total contract activity codes, contract clauses and key words. If we compare plans with reality, we can make use of detailed contract activity in the contract management subsystem by defining the effects of the disturbing event. Network Program Subsystem Network program software which is most mature in PM software has the function of outputting revised network plans which are

7 suitable for claim management. It can supply the following data: Initial construction period plan Revised plans in the phases of construction Actual progress he analytical schedule of planned and actual period of relevant contract event Cost Control Subsystem It is often used in opportunity analysis, effects analysis and claim calculation. It must store all of the detailed offering documents (i.e. cost planning) which are regarded as the most important basics of claim for loss and expense, and all the documents of records of cost reports, etc. he documents must be so minute that not only detailed contract activities and cost items but also cost sub-items can be basic accounting unit. We can find the information of the expenditures by contract activity codes and cost items codes. CONCLUSION Construction claim is intricate and connected with much professional management. he system can make some contribution to contractors' decision making when they are handling problems of claims. he system can also raise working efficiency, save labor and working time in head office organization. REFERENCE 1. Cheng, Hu and Qian, Kunrun. Construction contract and claim management. Southeast University Publishing House, Nanjing, Cheng, Hu and Qian, Kunrun. International construction contract and claim expert system. Chinese National Natural Science Fund-aided Project (no ), 1995.

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