Professional Documents
Culture Documents
5 Healthy
5 Healthy
www.elsevier.com/locate/ijproman
Received 20 March 2002; received in revised form 19 June 2002; accepted 19 November 2002
Abstract
Despite its technological advance, the Japanese construction industry is currently paying attention to the quality of its design
documents. It acknowledges defective design as the most important risk for the success of a project. This paper aims to investigate
the quality of design documents in the industry by presenting factors that may influence design documents quality, and then dis-
cussing design document related problems and their impact on the construction process. The result is based on a number of inter-
views and questionnaire surveys involving 105 designers and 91 construction personnel. The results show that designers and
contractors have different perceptions of the quality of design documents. The study also finds that the problems of defective
designs are complex and deep rooted, influenced by many factors operating at individual designer, company, construction industry
and global or national levels. The paper discusses these problems and proposes possible solutions to improve the level of design
documents quality.
# 2003 Elsevier Ltd and IPMA. All rights reserved.
Keywords: Defective design; Design documents quality; Japan; Risk
Table 1
Risks ranking in Japanese construction [9]
structural designs, inadequate temporary work designs, and one for contractors. After considering several ver-
improper construction methods, and differing site con- sions of questionnaires, the questionnaires used in a
ditions information. These design problems are ongoing similar study in an Australian context [13,14] were uti-
issues in the Japanese construction industry and of lized with some modifications. The questionnaires con-
major concern to many parties within the industry. tained both close and open types of questions.
Consultant companies, a key player at the design stage, A pilot study was conducted to test the developed
are attempting to reduce these problems. questionnaires. Several revisions were made to the origi-
This paper also aims to investigate further the quality nal questionnaires after that, including contents, wording
of design documents in Japanese construction by mea- and format, to make the questionnaires more applicable
suring the extents of design attributes (such as economy, and understandable in the Japanese context. The final
life cycle cost, and constructability) and its documenta- versions of the contractor’s and designer’s questionnaires
tion attributes (such as timeliness, completeness, accu- were six and eight pages long, respectively.
racy, coordination, and conformity). More importantly, To distribute the questionnaires, 20 contractor and 30
the paper identifies critical factors influencing design consultant companies, listed as members of Construc-
documents deficiencies and then presents design related tion Management Committee of JSCE (Japan Society of
problems, emphasizing their impact on the construction Civil Engineering) in 1998, were approached. Prior to
process and project performance. the distribution of the final versions, one representative
from each company was contacted first by phone to
assess their willingness to participate and distribute five
2. Research methodology and questionnaire survey sets of questionnaire to personnel who had experience
development and distribution either in construction or design works. It was thought
that by doing this would increase the response rate.
Results for this research were based on a ques- Finally, 150 designer’ and 100 contractor’ ques-
tionnaire survey and supplement interviews. The ques- tionnaires were distributed. It took about one and half
tionnaire survey is one of the most cost effective ways to months before the last set of questionnaires were
involve a large number of people in the process in order returned. The overall response rate for designers was
to achieve better results, whereas the face-to-face inter- 70%, i.e. 105 questionnaires, while for contractors a
views serve as crosscheck and, sometimes, unexpected return rate of 91% was achieved, i.e. 91 questionnaires.
information may be given during the interviews. These rates were considered high because in the Japa-
By focusing on traditional procurement projects, two nese environment, it is very difficult to obtain answer
types of questionnaires were developed, one for designers through questionnaires.
Andi, T. Minato / International Journal of Project Management 21 (2003) 537–546 539
Table 4
Attributes of ‘Documentation’ quality
(a) Completeness—drawings and other documents provide all the information required
(b) Clarity—drawings and other documents are eligible and are easily read and interpreted
(c) Consistency—drawings and other documents are consistent
(d) Accuracy—drawings and other documents are free from errors and omissions
(e) Standardization—use of standard details and specifications in drawings and other documents
(f) Relevance—trade specifications and details are specific, relevant and appropriate to the project
(g) Timeliness—drawings and other documents are supplied when required, to avoid delays
(h) Coordination—drawings and other documents are thoroughly coordinated between design disciplines
(i) Certainty—drawings and other documents do not require changes or amendments
(j) Conformity—drawings and other documents indicate the requirements of performance standards and statutory regulations
(k) Representation—drawings and other documents correctly represent the geological (subsurface), topography (surface) conditions, including the
existing utilities and structures
Another reason is that even if they successfully reduce systems. Despite the limited number of responses, they
the cost, the saving is not shared between contractors still could supply valuable information as denoted in
and clients. According to the Japanese accounting law, Fig. 2. The figure indicates the average value of the
it is to be returned to the Ministry of Treasury. There- quality in public and private projects.
fore, it is argued that a reasonable incentive plan should Apparently there are differences between contractors’
be implemented to motivate not only contractors but and designers’ perceptions with the use of traditional
more importantly the designers too, so as to encourage and D&B procurement systems. While the contractors
VE, and finally to minimize the life cycle cost. perceived the quality of design documents were better in
While the focus of this study is on traditional pro- D&B systems than in traditional systems, the designers
curement projects, part of this quality section also took the opposite view. Statistical t-test analysis sig-
requests contractors and designers’ perception for the nificantly confirmed the differences (at =5%).
overall quality of design documents produced in three The differences in perceptions above might be under-
different procurement systems—traditional, design and stood from the controversy about the D&B procure-
build (D&B), and construction management (CM) ment system in Japanese public works that has taken
methods—using the same rating scales as discussed ear- place since about 80 years ago [15]. The designers favor
lier. Note that not all respondents gave their opinion for traditional procurement systems in order to maintain
this part, especially for the two modern systems. This their independent status. With regards to D&B systems
may be because they did not have experience with the one design firm argues, ‘‘if contractors can do design and
Andi, T. Minato / International Journal of Project Management 21 (2003) 537–546 541
Fig. 2. Perceived quality level in design documents produced in three different procurement systems.
build, we can design the project and also build the project’’ difference (at =5%) between smaller and bigger compa-
(Interviews). This paper, however, will not discuss fur- nies, where the former perceive more frequent problems.
ther about the controversy. Readers may refer to other
sources for more details [15].
6. Aspects of people, organization and management
5. Factors affecting design documents quality In addition to the earlier factors, designers were also
asked to rate aspects related to people, organization and
To examine factors affecting quality of design docu- management, which were believed to have impact on the
ments, designers were given a list of influential factors quality of design document. Using the same scale and
and then asked to indicate frequency (F) and impact (I) method of analysis as earlier, Fig. 4 shows the results of
of each factor using a five-point rating scale. The ana- the analysis.
lysis depended on the weighted average of the frequency If we examine the first three most important aspects
and impact of each factor. Then these two values were (time pressures, work overload and high stress situation),
multiplied to obtain importance level (IL) of each fac- it can be understood that they are interrelated to one
tor. Finally, these importance levels were sorted from another. Time pressures may cause work overload and
highest to lowest in order to rank the factors. Fig. 3 high stress situation, where designers will easily make
presents the rank and the frequency and impact levels mistakes during designing. It is also known that in
for each factor. Japan, there is usually no overtime payment in designer
It can be learned that there are two key factors companies.
affecting design documents quality. They are time and The designers also acknowledged that ‘lack of con-
fee for design works. The designers regarded insufficient struction knowledge’ had been a major problem for
design time as the most important issue influencing them, bringing impractical design. It is suggested that
design document quality. According to the open dis- they should have more chance to observe and get
cussion, it was pointed out that the Japanese fiscal year themselves involved during the construction phase,
system (April–March) was a major cause of this. Most especially those young and inexperienced designers.
design works are usually subcontracted to designers at Currently, the role of designers during construction is
the end of each fiscal year (January–March). That small and almost none for the management of con-
means design firms have to complete the jobs within a struction works in public projects (Interviews). This is
short period of time with limited number of qualified quite different from practices in US or UK, where the
personnel. original designers are often employed as client repre-
Designers also regarded client’s tendency to shop sentatives to supervise the construction works.
around for design fee and a low design fee as most
important factors affecting the quality of design docu-
ments. As will be detailed later in the paper, the design- 7. Level of design fees
ers thought the design fee was mostly unreasonable in
both public and private projects. These findings were in Another part of the designer questionnaire was
line with those in the Australian context [16] too. designed specifically to look at the reasonableness of the
Statistical analysis (t-test) shows that the frequency of current fee level for design service in public and private
the issue ‘difficulty in finding good staff’ has a significant projects. The question required the respondents to
542 Andi, T. Minato / International Journal of Project Management 21 (2003) 537–546
Fig. 4. Aspects of people, organization, and management influencing design documents quality.
express their perceptions of the fee in terms of one of current design fee is ‘mostly unreasonable’ from both
four levels (Reasonable, Mostly Reasonable, Mostly public and private client. It can be concluded that there
Unreasonable, and Unreasonable). The result was then is a decrease in the design fee level in the current sit-
compared to a similar study conducted by Nikkei uation compared to 10 years ago. Many believed that
Architect in 1992 [15] as summarized in Table 5. this situation is also influenced by the overall economic
It is interesting to see that there is no single response condition in Japan, whereby the unit rate (Yen/man
for ‘reasonable’ level in the current survey. About two- day) for design service is decreasing year by year
third of the current respondents perceived that the (Interviews).
Andi, T. Minato / International Journal of Project Management 21 (2003) 537–546 543
belonged to two different government agencies, it took design attributes. Based on several interviews, several
about one year for the client to settle the land acquisi- problems inhibiting innovation in public projects were
tion. Consequently the contractor had to delay their identified. Among many factors is conflict of interest
work. among client divisions. The use of innovative design
Another important problem faced by contractors in sometimes will necessitate higher initial construction
the survey was design not being achievable within the cost, leading in the end to a more economical total life
project budget (which means that the cost of designed cycle cost (e.g. due to low maintenance and operational
construction exceeds the budget). If the budget for a costs). However, the construction division’s personnel
project has no allowance for unforeseen costs, the pub- may disagree with this because they will be responsible
lic clients will not be able to pay even if the project costs for the high cost. Another problem expressed was reg-
exceed its limit. In such a case, contractors sometimes ular changes of client personnel every two years, which
have to cover the overrun even though it is not their may introduce motivational problem. Even though the
responsibility (Interviews). innovation is successfully done in a project, the efforts
The next three important problems are related to of former officer(s) may be left out of evaluation at the
constructability, in which lack of construction knowl- end of construction period because they may not be in
edge on the designer side and inadequate site investiga- charge anymore with the project. Hence, his/her succes-
tion were believed by many contractors to be sor will get the advantage/reward from the evaluation.
responsible for many of the problems. The problems (The rewards maybe promotion or praise.)
can also be explained from Fig. 1, in which site repre-
sentation attribute has the biggest difference in percep-
tion between designers and contractors. There are many 10. Impact of deficient design documents on
cases told during interviews, where contractors suffer construction process efficiency
from designs that are difficult or even impossible to be
built on site. The contractor’s questionnaire also asked the propor-
Considering only the frequency of occurrence, lack of tion (%) of poor performances from the total amount/
innovation was found to be the most critical issue. This value generally achieved on a project, which were con-
answer may perhaps confirm previous finding in Fig. 1 sidered as a direct result of design documents defi-
about the low ratings of life cycle cost and innovation ciencies. The poor performances taken into account
Andi, T. Minato / International Journal of Project Management 21 (2003) 537–546 545
were rework, delays, cost overruns, changes, accidents, role of quality in design phase. In one designer’s words,
disputes and loss of profit. It should be noted that the ‘‘Recently, the condition of the consultant company is
loss of profit might be of interest because if defective really difficult to get over. Although we know that the
design occurred in a project it could lead to changes, quality of the design document is very important, we
and such changes may cause a ripple effect, in which a cannot afford to take control of it.’’ It would appear
contractor could lose money [18]. Fig. 7 summarizes the therefore, that the tenet ‘what you pay is what you get’ is
results. very appropriate when it comes to procuring design
Concurrent with the results discussed in other papers services.
[6,7], respondents believed that a significant proportion Despite the time and financial constraints, there are
of changes, i.e. almost 40%, originated from defective still many aspects within individual consultant compa-
design. However, the client does not always reimburse nies that need improvement. As observed in Fig. 5, all
all the costs of the changes. As seen in the answer for design practices were yet completely done. In fact, few
loss of profit, contractors said that about 29% of the of the suggestions expressed in the paper are novel. This
total loss was caused by defective design. This result should not be surprising since many of the designers’
also confirms the findings of two previous researches in problems stem not from a dearth of technical or man-
Japan about the compensation for defective design agement approaches, but rather from the failure to
[9,12]. Meanwhile defective design occupied about 30% integrate them into a coherent and consistent manage-
of total rework and cost overruns. ment strategy of design practice.
In long run, there will be slow changes to the current
situation due to, among other things, the procurement
11. Conclusions system in the public work construction in Japan, i.e.
separation between design and construction. Close
The defective design problems in Japanese construc- coordination between designers and contractors during
tion industry are both complex and deep rooted, influ- the design stage thus needs to be increased. This will
enced by many factors operating at individual designers, enhance the constructability, innovation and value
company, construction industry and global or national engineering aspects in design. Currently, all the aspects
levels. This paper has shown that significant and become consideration only at the end of the construc-
enduring improvements will occur when both designers tion contract. This is too late and more expensive! They
and clients realize these problems. should get more attention early during the design stage,
Based on the responses of the surveys it is believed i.e. conceptual design. In short, all of these are directed
that the reduction in the level of design fees together to implement the concept of ‘ability to influence’ in
with the limited time made available to carry out the practice by increasing awareness and ensuring an active
work have caused problems in the quality of design role for all players in the construction industry.
documents. Further, these problems have affected the While this paper has highlighted important causes for
efficiency of the construction process. deficiencies, it is found that the process of occurrence is
By reducing design fees to minimize costs, clients are not just that easy to understand. There are many com-
by their own actions contributing to the problems. Sav- plex relationships among the factors to be considered.
ing money at the expense of design can have a 100 to 1 The authors have looked further at this topic toward
negative impact on the ultimate life-cycle cost of the development of a mechanism for defective design cau-
project. The clients need to understand these realities sation. By developing such mechanism, understanding
and then cooperate with the designers to agree upon the of inherent influencing factors and, more importantly,
546 Andi, T. Minato / International Journal of Project Management 21 (2003) 537–546
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Acknowledgements Kuwaiti construction industry: a contractors’ perspective. Inter-
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[9] Sawada M. A fundamental study of risk management in con-
The authors would like to express their sincere grati- struction projects—risk allocation between owners and con-
tude to Asian Development Bank—Japan for providing tractors for public works. Unpublished Master thesis, University
the financial support for the research and also Ministry of Tokyo, Japan; 2000 [In Japanese].
of Education of Japan through Grant-in-Aid No: [10] Kangari R. Risk management perceptions and trends of US
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