How to Collaborate on Large-Scale CAD Projects

In 2010, the Sacramento Regional County Sanitation (Regional San) – now called the Sacramento Area Sewer District or SacSewer – began exploring strategies to improve the water treatment processes at the Sacramento Regional Wastewater Treatment Plant in California, USA. The exploration efforts followed renewed requirements by the oversight body for Regional San to receive a discharge permit. The body required Regional San to reduce the amount of ammonia, nitrogen, and pathogens in the wastewater, which discharges into the Sacramento River. 

These efforts resulted in engineering designs and construction that significantly upgraded the existing treatment facility. The upgrade comprised 22 individual and overlapping engineering design and construction projects. One of the contractors, mandated with planning, scheduling, and cost control, spearheaded the use of Bentley System’s SYNCHRO digital construction delivery software and the iTwin platform. 

The contractor used these programs to create a digital twin of the entire facility. The twin integrated 3D models in a digital environment that also captured the schedule and cost, creating a 5D model. As a result, professionals across the project teams could use the model to prepare for, manage, and carry out over 100,000 activities. It also helped them to actively identify and deal with emerging issues. Ultimately, the project was completed in 2023 on schedule and under budget. It cemented the treatment plant’s status as the second largest of its kind in the US.

While a project of such magnitude isn’t unique to Sacramento or water treatment, and you may have, in fact, worked on a similar large-scale project yourself, its implementation and success introduce us, albeit briefly, to the crux of this article. In this article, we discuss how professionals can collaborate on CAD projects, deal with challenges in large-scale CAD project collaboration, establish collaboration environments, and more.

Large-Scale CAD Project Collaboration

Large-scale CAD projects encompass various dimensions, including technical, financial, environmental, political, and sociological factors. The nuances of these elements and their collective impact often make such projects highly complex. Other factors that add to the complexity include competing interests and different expectations and requirements.

Fortunately, collaboration has been widely recognized as a solution to the complexity. This requires input from experts and stakeholders across public and private sectors. It is only through collaboration that experts, including contractors, design and engineering professionals, suppliers, and multi-disciplinary craftspeople, can jointly work to deliver the project. 

Additionally, the actions and interests of these parties must align for there to be successful collaboration. Coordination refers to the alignment of actions, while cooperation involves aligning interests. The proliferation of technologies and real-time collaboration tools has made it easier to achieve such alignments, and, as a result, collaborating on CAD projects has become relatively more manageable than before. 

Benefits of Collaborating in Large-Scale CAD Projects

Professionals who embrace collaboration and clients who encourage collaboration during the design and implementation of large-scale CAD projects enjoy the following benefits:

1. On-time delivery of the project
2. Savings on materials, human resources, and money spent, i.e., better efficiency
3. Prompt identification and resolution of issues
4. Improved decision-making
5. Fewer reworks and changes
6. Delivery of the project within budget
7. Happy project stakeholders

Key Challenges of Large-Scale CAD Project Collaboration

However, collaboration is not without its share of challenges. The common challenges include:

1. Ineffective or poor communication
2. Lack of real-time access to project data, which can cause delays or the propagation of errors before they are identified.
3. Data overload: A lot of data is generated throughout the lifecycle of a project and can result in data loss if not managed or tracked appropriately, e.g., through proper version control and data storage.
4. Fragmentation of teams and interests: large-scale projects comprise tens of teams with multiple members. Usually, each team is intended to perform entirely different activities and has its own unique goals and interests, resulting in fragmentation. This fragmentation can make it hard to work together, especially if each team is working toward its own short-term goal rather than the project’s overall goal. 
5. Poor coordination between trades and teams
6. Punitive contract clauses that disenfranchise some parties
7. Unequal treatment of some parties, e.g., subcontractors, who may end up demotivated and unwilling to deliver quality work 

Fortunately, and as we discuss in the subsequent sections, there are proven ways to deal with these challenges and ensure that you and other team members can effectively collaborate on CAD projects, whether large or small. 

What to Do to Effectively Collaborate on Large-Scale CAD Projects

As briefly introduced earlier, you need both cooperation and coordination to successfully establish an efficient collaboration environment. To recap, cooperation refers to the alignment of interest, whereby everyone works together to pursue the same agreed-on goal in a way that aligns with a shared understanding of the requirements, responsibilities, and payoffs. On the other hand, coordination is said to have occurred when the actions of all partners in a large-scale project align. Lately, technology has proven key in helping teams achieve both cooperation and coordination.

Set Up an Efficient Collaboration Environment

To set up an efficient collaboration environment that fosters cooperation and coordination, be it in the construction or manufacturing world, you need to implement the following:

• Organize data: have a central file storage as well as a file management and naming system that allows you to quickly retrieve documents at a moment’s notice.
• File access controls and permissions: storing data in a central location is one thing, but it’s an entirely different thing to ensure that data is stored securely. There are plenty of ways to promote CAD file security, one of which is adding file access controls such as passwords and permissions.
• Assign roles and responsibilities: It’s important to define roles for each party along with their accompanying tasks and responsibilities. This exercise ensures that everyone knows what they are supposed to achieve within the set timelines.
• Set up and manage tasks: a large-scale project comprises thousands of tasks, which, if not managed, can spiral out of control, leading to delays and wastage. It is, therefore, a no-brainer to manage all these tasks as well as other essential aspects of the project, including issues, changes, and workflows.
• Create communication and feedback channels for engineering and non-engineering teams: It is vital to ensure technical and non-technical teams are on the same page and that their feedback is incorporated into the designs and other aspects of the project. This is possible with the establishment of robust communication and feedback channels.

And as we discuss later, there are several real-time collaboration tools to help you set up an efficient collaboration environment. This is especially crucial if you or your clients are looking to collaborate on CAD projects.

Implement Version Control in Large-Scale CAD Projects

In an efficient collaboration environment, everyone is supposed to be on the same page. Engineers and designers often share the latest designs and CAD files with others. They also need to view reviews, comments, and markups from managers and clients and still keep track of all the files created throughout this back-and-forth. It is for this reason that version control is a necessity in large-scale CAD projects.

To lend more color as to its importance, version control offers the following advantages:

• Version control helps engineers, designers, managers, and clients to keep track of the changes by making it easy to view and manage the CAD files’ revision history. 
• It enables them to easily revert to previous versions should the need arise 
• Version control permits the designers to branch out and create parallel designs that explore new ideas without altering the original version
• It allows designers to seamlessly add feedback from different users
• Version control aids in conflict resolution by merging inputs from different team members when they edit the same file

In today’s modern world, version control is not done manually. Otherwise, it would not birth the requisite efficiency. Instead, there are version control systems, such as cloud-based CAD solutions, built from the ground up using a cloud-native data architecture with version control capabilities. Another popular version control system is cloud-based product data management (PDM) software. Read on for more information about how cloud-based CAD software and PDM tools enable teams to collaborate on CAD projects.

Use Real-Time Collaboration Tools

If you and other professionals wish to collaborate on CAD projects, you will be happy to know that there are plenty of real-time collaboration tools you can use. These include:

1. Cloud-based CAD products
2. Construction project management software
3. Cloud-based common data environment (CDE) and building information modeling (BIM) solutions
4. Digital twin platforms
5. Product lifecycle management (PLM) and product data management (PDM) tools

Cloud-Based CAD Products

Cloud-based CAD solutions enable users to create, edit, save, view, and share CAD files, containing 2D drawings, 3D models, and other relevant design data, over the internet via a web browser or application. Additionally, professionals can leverage remote servers’ unlimited processing power to perform complex engineering analysis via these solutions. In turn, multiple benefits abound, including reduced cost, improved data security, enhanced productivity and speed, and better accessibility of CAD files, reliability, and innovation velocity. Another benefit lies in flexible collaboration.

Thanks to cloud-based CAD tools, users drawn from different organizations and geographically dispersed locations can work together. These solutions enable them to work collaboratively within the same secure cloud environment. They can create and edit shared files. They can also use built-in review and markup tools to add comments that can be actioned upon promptly. This helps avoid delays. 

Additionally, cloud-based CAD solutions automatically update data when changes are made. This feature ensures that everyone is working with the most recent versions of the CAD files. And given that offsite teams that collaborate on CAD projects can access these files from anywhere and at any time, collaboration on small and large-scale projects has never been easier. 

Some examples of cloud-based CAD solutions include AutoCAD Web, Bluebeam Cloud, 3DExperience CATIA, Siemens NX Cloud Connected, and more. 

Common Data Environment and Building Information Modeling Tools

Some cloud-based solutions focus on storing construction project data centrally, unlike cloud-based CAD products that generate such data. This category of collaboration tools provides a common data environment (CDE). This CDE enables teams to transparently share, track, view, and finetune project data in real-time. As a result, it acts as a single source of truth. Trimble Connect and Bricsys 24/7 are examples of CDE and collaboration solutions. 

On the other hand, building information modeling or BIM software is used to plan, design, construct, and maintain infrastructure and buildings. BIM, which differs from CAD, compiles data on every aspect of a building, from the architectural and structural design to HVAC, electrical works such as wiring, and mechanical elements like pumps. It enables users to access all this data within a single tool. As a result, it can be used to manage construction projects throughout the entire life cycle. From planning, design, and construction to operation, maintenance, retrofitting/modification, and, in some cases, demolition.

In an ideal collaborative setup, the BIM should work within or as a subset of CDE. This is because the CDE acts as the platform where the data generated by BIM software is stored. Such an implementation saves money in the long term. That said, some of the BIM software programs on the market include Vectorworks Architect, ArchiCAD, Autodesk Revit, and ALLPLAN.

BIM Model

Construction Project Management Software

Large-scale construction projects bring together multiple contractors, service providers, and professionals, each performing one or more tasks. As with the aforementioned project to upgrade the treatment plant, these tasks can run into the tens of thousands. Keeping track of such tasks to ensure the delivery of the project on time, within budget, and to the desired quality definitely requires the input of project managers.

Today, project managers use software like Bentley SYNCHRO and Autodesk Build to plan, track, and optimize projects. You can integrate 3D models into these tools. The software then uses these models to create advanced simulations of your project. These simulations, coupled with the models, help disparate teams review the designs, identify and resolve emerging issues, reduce project risk, and effectively manage the cost. 

Moreover, these project management software products create a single collaborative environment that acts as a secure source of project data and information about pending and completed tasks. Against this backdrop, these project management solutions are ideal for anyone looking to collaborate on CAD projects.

Digital Twin Platforms

Digital twin platforms create virtual replicas of physical assets that users can deploy in their projects. Not only do these replicas aid in predictive maintenance, but they are also key during the manufacturing or construction stage of a product’s or project’s lifecycle. Examples of such digital twin platforms include Ansys Twin Builder and Bentley Systems’ iTwin platform.

In the case of the Sacramento Regional Wastewater Treatment Plant, a contractor created a digital twin of the project. This twin enabled visual situational awareness and construction sequencing, allowing other contractors and stakeholders, who could access it in real-time, to plan and control the cost of various tasks. For instance, they were able to visualize the designs and models as well as the traffic generated during construction. The twin also allowed them to plan how to get equipment on site without impeding other operations. Overall, the digital twin facilitated the multi-project collaboration.

PLM and PDM Tools

Manufacturers, like professionals in the construction industry, also need effective collaboration. In fact, by its very nature, manufacturing requires the input of different people, including those responsible for design and engineering, customer service, and material sourcing, as well as manufacturers of raw materials. In today’s world, these parties can be located in different countries yet still have to work together. Manufacturers have embraced or are embracing product lifecycle management (PLM) and product data management (PDM) tools to ensure effective collaboration.

PLM solutions enable companies to manage products and processes across the entire value chain. They facilitate effective collaboration among multi-disciplinary teams located in different geographical areas. PLM acts as the foundation for what is known as a digital thread within an organization. 

This digital thread weaves through and connects the different stages of a product’s lifecycle. For instance, it links product design and development, engineering, supply chain and sourcing of materials, logistics, customer support, and more. This digital thread, supported by PLM, ensures smooth operation of all processes. Furthermore, it ensures that all personnel working at these different stages are evermore on the same page.

PDM tools enable companies and professionals that collaborate on CAD projects to securely share and access product data in real-time. The PDM tools capture the history and relationships of the various pieces of data. This means that they track the versions and revisions made. They also ensure that approvals are made where mandated. In practice, some software developers, like PTC with its Windchill product and Siemens with its Teamcenter solution, integrate PDM capabilities into their PLM software. Nonetheless, you can find standalone PDM tools, such as SolidWorks PDM.

Best Practices for Large-Scale CAD Collaboration

Working with colleagues, partners, clients, suppliers, and contractors has its fair share of challenges. And with teams now comprising globally dispersed personnel, these challenges are much more amplified than ever before. For this reason and to ease the struggle of collaborating on CAD projects as well as ensure everyone is on the same page, the following best practices often do prove handy:

1. Always securely share CAD files
2. Focus on organizing data to ensure easy access
3. Control file access, permissions, and privileges to ensure that only authorized persons can rework files once approvals have been given. This intervention can help limit the number of versions of a given file. At the same time, it is crucial to track all the changes.
4. Ensure non-technical teams understand the product or project from the onset, which can be instrumental in uncovering potential issues early
5. Use non-native CAD files for cross-platform collaboration with teams without access to certain software.

Conclusion

It goes without saying that large projects can be a nightmare if not well thought through and implemented. This is because such projects bring together hundreds or even thousands of personnel as well as tens of companies. They also comprise thousands of tasks. With all these parties needing to work together to achieve the set goals, failure to do so can be disastrous. Fortunately, the world is home to many successful large-scale projects that provide vital lessons. One such project is the upgrade of the Sacramento Regional Wastewater Treatment Plant in California, USA. Comprising over 100,000 tasks and activities, this project was delivered on time and within budget. 

This success relies on coordination and cooperation. This article delves into how parties can collaborate on CAD projects in a manner that ensures coordination and cooperation. It details the best practices for large-scale CAD collaboration. The best practices include version and access controls, data organization, data security, and cross-platform collaboration. In addition, there are plenty of real-time collaboration tools for geographically dispersed teams. These include cloud-based solutions, PLM and PDM tools, digital twin platforms, CDEs and BIM tools, and construction project management software. Beyond that, this article has discussed several crucial things you need to know to set up an efficient collaborative environment.