project collaboration: navigating the data-sharing maze · project collaboration: navigating the...

Project Collaboration: Navigating the Data-Sharing

Maze Andrea Bell Dan Leighton

AC5384: You are on a complex multi-team project. Some groups have AutoCAD®, but others don’t.

What is the best method to share data and incorporate edits without losing all the drawing intelligence and hard work? What about the contractor who uses Google SketchUp™ and the engineer who uses TurboCAD®—how do you share drawings with them? In this class, we will explore the challenges project teams often face in trying to share engineering drawings with other engineers, non-CAD personnel, and field staff. We will start with an overview of the most common file exchange formats and provide suggestions on their appropriate uses. We will then investigate free DWG™ viewer options, including Autodesk Design Review, Autodesk DWG TrueView™ and AutoCAD WS. We will also look at what is needed to share files with other software such as Google SketchUp, MicroStation®, DesignCAD®, TurboCAD and SolidWorks®. Finally, we will offer practical suggestions on what to use when and with who, based on a project case study.

Learning Objectives At the end of this class, you will be able to:

• Review drawings using DWG TrueView

• Increase efficiency and streamline workflows for sharing data

• Evaluate the optimum exchange format for a particular recipient

• Edit drawings using AutoCAD WS

About the Speakers

Andrea is a 10-year geospatial professional with extensive experience in consulting, training,

implementation, and migration services utilizing a variety of AutoCAD®-based tools including AutoCAD

Map 3D, Autodesk® MapGuide® and Autodesk Utility Design. Andrea has worked with many

organizations across multiple industries over the last decade, including Oracle® Corporation, AECOM,

SDI Enterprises, and Agilent Technologies. Most recently, she has been the CAD manager at Medtronic,

Inc. where she has lived the challenges involved in project collaboration everyday. Some may remember

Andrea from when she started her career at Autodesk, as a technical support analyst.)

Dan has spent over 25 years doing CAD, GIS, and analysis work. For the past two decades, Dan has

also served in various project management, project marketing, and director roles in the CAD, GIS, and

database industries. Most recently, Dan has been providing customized consulting, training, and

implementation services to organizations using a variety of Autodesk® products including AutoCAD®,

AutoCAD® Map 3D, Autodesk Vault Workgroup, and Autodesk Utility Design.

Project Collaboration: Navigating the Data-Sharing Maze

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Introduction There are so many options for sharing data in today’s world; how do you choose the right

method for your project team? How do you even find out about all the options out there? It

really can feel like a maze you somehow have to navigate. This class will help guide you

through that maze.

What this class is ….

In this class, we’ll tackle the challenge of sharing CAD data within a project team. We’ll first

describe a few key data sharing challenges and then talk about those challenges within the

context of specific data sharing scenarios. For each scenario, we highlight key questions to

consider which will help guide you to the final decision. We then provide an overview of

various software and format options including demonstration of 2 simple work flows using DWG

TrueView and AutoCAD WS. The main goal of this class is to provide guidance on how you

can make informed decision about what solutions to use – that is, guidance on how to navigate

your path through the data sharing maze

What this class is NOT…..

We think it’s just as important to outline what this class is NOT about, as it is to outline what the

class is about. This class is not a technical training on how to import/export files with other

CAD programs, nor is it a detailed training on exchanging data with non-Autodesk CAD

applications. This class is not a turn-by-turn instruction manual on how to get through the data

sharing maze. Instead we’ll help you narrow down the paths that are viable to you and your

projects.

NOTE: Throughout this class we use the term design to describe any AutoCAD DWG;

conceptual design, engineering drawings, detailed plans, 3D models, etc..


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Data Sharing Challenges

Anatomy of a typical project

We all know that every project is different. However there are certain common challenges that

you will likely encounter in some capacity. Since this is Autodesk University, we’ll consider the

AutoCAD designer as the center of the universe (ok, maybe just the center of the project). At

some point in every project, the AutoCAD designer needs to share his/her designs with a variety

of folks. Each of those data recipients has different responsibilities and goals on the project as

well as differing CAD knowledge and experience.

Figure 1.Anatomy of a typical project

Let’s start in the upper left of Figure 1 above – that is the non-Autodesk CAD software users.

These users are your colleagues that are most likely producing designs but in another CAD

application; not AutoCAD (SolidWorks, MicroStation and TurboCAD as examples).

Referring back to Figure 1, let’s move to the right – that is other AutoCAD users who may either

be using a different version of AutoCAD or they may be using an AutoCAD-based product such

as AutoCAD Architecture, AutoCAD MEP or AutoCAD Civil 3D. Again these are likely other

designers that need to share data back and forth with you.


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Continuing to move to the right we have the users who need to review and mark up CAD

drawings. Typically these are non-technical users i.e. those with little or no previous CAD

experience. These could be project managers, financial stakeholders or even the client.

Looking down in the lower left of Figure 1, we have a similar user who we describe as just a

non-technical user who needs to view CAD drawing. This person may or may not need to add

mark ups. Again project managers, equipment installers, and clients are typical persons in this

category.

In the very bottom right of Figure 1, we have a category of users we’re calling tool-specific

users. These are users who have to use a specific application or format for sharing data. Often

these users are part of large companies or government agencies that restrict usage and/or

mandate use of certain technologies.

Lastly we have the field worker in the far right of Figure 1. These are the users who need to

view the CAD designs in the filed; such as construction personnel, installers, auditors or project

managers.

Summary of common challenges

Below is a simplified list of the common challenges found on many projects which we’ll be

considering throughout this class:

• Different versions of AutoCAD • “Tool specific” users

• Non-Autodesk CAD software • Users working remotely / in the field

• Non-technical users who need to view CAD designs • Mark up of CAD files


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Key Questions

Context for all Questions

Before you share any design data, asking a series of questions upfront regarding the data and

the recipient will help determine the optimum format and application.

Figure 2. Context for all questions when sharing data

Imagine again, we start with the AutoCAD Designer. This AutoCAD Designer needs to send the

AutoCAD design to ‘someone else’. Exactly who that someone else maybe, is irrelevant at this

point. Anytime data will be exchanged, you’ll want to keep the basic questions of “what

information?”, “what’s the goal?” and “what’s important?” in mind. As you continue to ask more

targeted questions based on who the ‘someone else’ is, ask them within the context of these 3

questions.

This is true whenever data is exchanged; whether it’s a one way exchange, a 2-way exchange

of whether the design data will be passed along a series of project members.

Figure 3. Context questions apply every time


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Generic Questions

Before we consider some specific data sharing scenarios, there are some more generic

questions that are useful to ask no matter who the data sharing is between. These are great

basic questions to help trigger more detailed questions for your specific data sharing scenario.

Below is a small list of basic generic questions:

� What format is the data in?

� Is it 2D only or 3D?

� Does it need to be in ‘read-only’ format?

� Is there an existing standard or preferred tool?

� What is the user’s CAD experience level?

� Does it need to be ‘to scale’?

� Many more……….

We’re sure as you’re reading this you’ve probably already thought of other questions that would be specific to your project team. The bottom line to remember is to continually ask “what problem are you trying to solve” by sharing this data?


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Technical options There are plenty of solutions available for sharing design data. We’ll start with an overview of

free viewers and editors of DWG/DXF, DWF/DWFx and PDF formats:

• DWG TrueView • XPS Viewer

• AutoCAD WS • Adobe Reader

• Design Review

Autodesk DWG TrueView

Autodesk DWG TrueView software is a free stand-alone DWG viewer. Built on the

same viewing engine as AutoCAD software, DWG TrueView enables you to view

the latest DWG and DXF files, just as you would in AutoCAD.

Key features/properties

• Open any version of any AutoCAD drawing in it’s native format (DWG & DXF) • Take accurate distance, area & volume measurements (utilizes object snaps) • Control object visibility with basic layer control (on/off, freeze/thaw, color override) • Publish sets of drawings or sheets to a plotter, DWF, DWFx, or PDF files • Installation required (Windows-based operating systems only: available for 32 & 64-bit) • No edit capabilities • Convert DWG files from one AutoCAD version to another (individually or in a batch

process)

How to get it?

Download Autodesk DWG TrueView directly from Autodesk website:

www.autodesk.com/dwgtrueview

System Requirements

64-bit operating systems: Windows XP Professional (SP2), Windows Vista (SP2), Windows 7

32-bit operating systems: Windows XP (SP3), Windows vista (SP2), Windows 7

Memory: 1 GB RAM

Hard Disk: Installation 1GB

NET Framework: To install DWG TrueView 2012 you must first install Microsoft .NET

Framework 4.0 on your system. Microsoft® .NET Framework 4 required.


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NOTE this is only a portion of the full system requirements. Always verify the detailed list of

system requirements before installing any software. Full detailed system requirements at:

www.autodesk.com/dwgtrueview

Learning DWG TrueView

The primary learning resource is the Help file contained within the application. The Autodesk

Knowledge Base and the DWG TrueView Discussion Group are also very good resources for

learning and support

TIP: Always use eTransit when sharing DWG files. When you select a set of drawing files in a

transmittal package, it automatically includes all related dependent files such as Xrefs and font

files.

AutoCAD WS

The AutoCAD WS Web and Mobile are free applications that allow viewing

and editing of DWG’s online (via a web browser) or on a mobile device such

as iPad, Anroid or iPhone.


AutoCAD WS Web

AutoCAD WS is a Web application that lets you view (share) your drawings over the internet.

Since AutoCAD WS Web is a web-based application, it not installed on your computer. You

upload your drawings to the AutoCAD WS online workspace (drawings are stored in the cloud)

and then you can view those drawings from any computer that has an internet connection. In

addition, you can make basic edits to those drawings online. Each drawing version is stored

online for access by the entire project team and you control the access.

AutoCAD WS Mobile

AutoCAD WS Mobile is an app that you install on your mobile device that allows you to view and edit

DWG’s on the mobile device. Just like AutoCAD WS Web, you can access your DWG’s online if you

are connected to the internet or view and edit the drawings on the mobile device and sync with the

online drawings later when you are disconnected from the internet.


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Figure 4.AutoCAD WS product Comparison

How to get it?

Go to www.autocadws.com to create an account and/or download mobile apps.

System Requirements

Use of the AutoCAD WS web application requires an Internet connection, Adobe® Flash®

Player 9.124 or higher, and JavaScript® cookies enabled. AutoCAD WS web application is

compatible with all major web browsers, including Internet Explorer®, Firefox®, Safari™, and

Google Chrome™.

AutoCAD WS Mobile: iPhone, iPod touch, and iPad iOS 3.0 or later), ANDROID (2.1 and up)

Learning AutoCAD WS

The primary learning resource for AutoCAD WS is the online tutorials:

http://www.autocadws.com/tutorials

In addition, read posts on new features along with tips and tricks on the AutoCAD WS Blog

http://www.autocadws.com/blog

TIP: As with all Autodesk products, follow AutoCAD WS on Facebook, Twitter or YouTube; all

available at http://www.autocadws.com


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Additional Features/functions

In addition to online viewing and editing of native DWG fie, AutoCAD WS has a few other

functions to ease collaboration:

• Allow multiple people to work on the same DWG file online, in real time.

• Record changes to designs in a timeline for version control and auditing

• Store drawings and project related documents online, eliminating the need for redundant copies,

backups, or archiving solutions.

• Alternatively, access drawing files already stored online with services such as Box.net, Dropbox,

Buzzsaw, Egnyte, SharePoint or MobileMe

Autodesk Design Review

Autodesk Design Review is a free stand-alone program used for reviewing, printing,

and marking up DWF (Design Web Format) files. The DWF format is an open,

published, and secure file format developed by Autodesk. Much like Adobe® PDF

files, DWF files are no more alterable than printed paper copies. DWF files retain

detailed design information and scale, and are therefore more suitable for design

and engineering data.


DWF files are typically published from within AutoCAD (although DWF files can be published

from just about any application) and provided to the review team to begin the digital design

review process.

• Direct read of DWF - Reviewers get the DWF file from the publisher and open it in Design

Review to verify the contents (a 2D drawing, 3D model, or image).

• Mark up - Reviewers can add digital comments and mark ups to the DWF file using callouts,

text, shapes, dimensions, stamps, and custom symbols

• Direct write to DWF - Digital comments and mark ups are saved directly to the DWF file.

• Integrated with AutoCAD - AutoCAD retains the link between the published DWF and

original DWG file. The original publisher can easily refer to markups directly in AutoCAD

and edit the DWG accordingly.

How to get it?

Download Autodesk Design Review directly from Autodesk website:

www.autodesk.com/designreview


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System Requirements

Operating Systems: Microsoft® Windows® 7 (Professional), Windows Vista® (Enterprise, Business, Ultimate or Home Premium SP1), Windows® XP (Professional or Home Edition SP2) operating systems

Processor: 800 MHz 32-bit (x86) or 64-bit (x64) processor (faster processor recommended

Memory: 1 GB RAM (2 GB RAM or more recommended)

Hard Disk: 170 MB free disk space for installation (supporting components, including .NET and DirectX, may require more than 1 GB free disk space)

NET Framework: Microsoft® .NET Framework 4

NOTE this is only a portion of the full system requirements. Always verify the detailed list of

system requirements before installing any software. Full detailed system requirements at:

www.autodesk.com/designreview

Learning Design Review

The Help file contained within Design Review is a great learning resource. Additionally, the

Learning Path link at http://www.autodesk.com/designreview offers many other learning and

reference resources. Here you can link to YouTube training Videos, the Design Review

WikiHelp, the Design Review Reference Guide and many other learning resources.

Figure 5. Design Review Learning Path resources

Additional Features/functions

Other file formats

Besides opening DWF/DWFx, Design Review can open other file types for viewing, markup and

saving as a DWF file.

• Adobe PDF files • MicroStation DGN files (requires plug-in to import DGN files)

• Image files • JT files (requires plug-in to import JT files)


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Plug-ins are small programs that provide Design Review with additional features. Each plug-in

must be downloaded and installed after Design Review. Once a plug-in has been installed,

restart Design Review to enable the new functionality.

2D Compare

Design Review can be used to compare differences in vector content (geometry) between two

2D sheets in separate DWF files that have the same sheet size and unit settings. Any changes

between the 2D sheets are identified as separate markups, one for Additions and one for

Deletions, in the open DWF file. The Additions markup identifies the geometry that would need

to be added to the original sheet to make it match the second sheet. The Deletions markup

identifies the geometry that would need to be deleted from the original sheet to make it match

the second sheet.

TIP: Adoption of DWG TrueView, AutoCAD WS and Design Review are most successful when

there is an “owner” of the product. Treat the introduction of the application as a mini project.

Assign a CAD Manager or other project team member to create a cheat-sheet specific to your

project/project team to focus new user learning efforts. Alternatively, record a mini demo or hold

a 30 minute in-person training. This person could also assist/push onsite installations and/or

support remote installations. This person would be the first pint of contact for all user questions

and issues. As such they build up their knowledge and become an expert for the team.

XPS Viewer

XPS viewer is a free stand alone XPS document viewer from Microsoft. An

XPS document is any file saved to the XML Paper Specification (.xps file

format). DWFx files are the newest version of the DWF file format, which is

based on the XML Paper Specification.


� Open DWFx directly from Windows Explorer

� Uses XML Paper Specification (.xps file format)

� Pre-installed component (started with Vista)

� DWFx writer included in AutoCAD (DWFX ePlot)

� XPS viewer is read only. No drawing, no redlining

How to get it?

The XPS Viewer comes pre-installed with Windows Vista & Windows 7. For Windows XP, download from Microsoft: http://www.xpsviewer.com


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Adobe Reader

Adobe Reader is a free stand alone PDF (Portable Document Format) viewer

From Adobe. The PDF format is ‘read-only’ in that it is not easily editable.


� PDF format is widely used in all industries – no learning required

� Viewable on multiple platforms (Windows, Mac OS, Android, etc.)

� Often included in standard Windows installations

� PDF writer included in AutoCAD (DWG to PDF)

How to get it?

Download Adobe reader directly from Adobe: http://www.adobe.com

Paper

Paper was invented by Chinese during the Han Dynasty – it has certainly stood the test of time

and always works. Sometimes, paper really is the best option for exchanging designs. Paper is

portable, support both reading and writing, and it works with low cost tools that are universally

understood.

Summary: Viewers and Editors

Below is a summary of the key features and file format capabilities of each of the viewer and

editor options we’ve reviewed.

Figure 6.Summary of free viewers & editors of DWG/DXF, DWF/DWFx and PDF formats


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Import/Export with other Design (CAD) Applications

Let’s now consider options in how we share designs with other CAD applications. Regardless

of which CAD application you need to share designs with, the same basic workflows apply.

Therefore, we will not call out each CAD application individually, but rather consider all ‘other

CAD applications’ as a single group.

The process of importing and exporting design data is the most common workflow when

exchanging designs with other CAD applications. However, it’s important to note that during the

import and exporting processes there is most often a loss of data integrity. This is because no

matter how good the conversion processes are, there is rarely a one-to-one relationship

between object types and/or object properties from one file format (or application) to another.

Therefore most often, objects loose integrity as they are converted to/from DWG and other

formats such as DGN, SKP, PRT or SLDPRT.

If an import/export process is being considered for your project, verify if AutoCAD can export to

the other CAD applications’ native file format. Likewise, verify if AutoCAD can import this file

format as well. While this may sound repetitive, the files formats AutoCA.D supports for export

are not necessarily the same file formats supported for import. Below is the list of both import

and export file formats support by AutoCAD 2012

AutoCAD 2012: Import Formats AutoCAD 2012: Export Formats

3D Studio (*.3ds) 3D DWF (*.dwf)

ACIS (*.sat) 3D DWFx (*.dwfx)

CATIA V4 (*.model, *.session, *.exp, *.dlv3) FBX (*.fbx)

CATIA V5 (*.CATPart, *.CATProduct) Metafile (*.wmf)

FBX (*.fbx) ACIS (*.sat)

IGES (*.igs, *.iges) Lithography (*.stl)

JT (*.jt) Encapsulated PS (*.eps)

Metafile (*.wmf) DXX Extract (*.dxx)

MicroStation DGN (*.dgn) Bitmap (*.bmp)

NX (*.prt) Block (*.dwg)

Parasolid Binary (*.x_b) V8 DGN (*.dgn)

Parasolid Text (*.x_t) V7 DGN (*.dgn)

Pro/Engineer (*.prt*, *.asm*) IGES (*.iges)

Pro/Engineer Granite (*.g) IGES (*.igs)

Pro/Engineer Neutral (*.neu)

Rhino (*.3dm)

SolidWorks (*.prt, *.sldprt, *.sldasm)

STEP (*.ste, *.stp, *.step)

All DGN files (*.*)


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If AutoCAD can import and export to the specific file format required then the AutoCAD designer

can complete all the file conversions to share with other designers; for example sharing data

with MicroStation. However, if AutoCAD does not support these formats or only supports the

format for import or export), the other designer may need to do the conversions whenever an

exchange is required. This is important to determine as you consider whether an import/export

process will be viable.

The key to successful import/export data sharing is to thoroughly test the conversion processes.

Determine what’s contained in the drawing, what’s important to share with others and what’s the

goal of sharing the data. Once you determine this, you can then determine what tests need to

be performed.

Sometimes there are 3rd party conversion tools that perform the conversion with less data

integrity loss than those built-into the CAD applications themselves. Depending upon the

testing results, a 3rd party conversion tool may be most efficient and cost-effective for the

project.

The bottom line is to do initial research on product capabilities, browse discussion groups and

blogs to learn from other’s experiences. Finally, test your designs, both as the data provider

and data recipient.


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Sample Data Sharing Scenarios

Now that we have an overview of the common technical options available to us, let’s consider a

few sample data sharing scenarios based on the user profiles described earlier in Figure 1. For

each scenario, we offer some sample questions to ask to help find the optimum data sharing

solution.

Sample Scenario 1 – Designer ��Field worker

In this sample scenario, we tackle the challenge of sharing

AutoCAD designs with field personnel. Remember that we

always keep in mind the context for all questions; What

information? What’s the goal? What’s important?

Here are some more specific questions to consider:

Q: Does the field worker have a mobile device (notebook

computer, iPad, etc.)? If so, what kind? Is there an

internet connection?

Without a mobile device, paper maybe the only option. Likewise, knowing the device type helps

narrow down the options (DWG TrueView is not available for iPad, iPhone, Android, etc. )

Similarly, knowing if there is a live internet connection determines whether online storage

options such as AutoCAD WS are viable.

Q: Need to review as a team or individually?

If a single user reviewing a design on an iPhone may very well be feasible, however, 5 team

members all trying to review that same design on a single iPhone is probably not feasible.

Q: Need to make markups?

If the field staff need to make markups, DWF or PDF are initial options to consider.

Q: 2D or 3D?

Remember AutoCAD WS does not support 3D geometry


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Q: Ability to plot drawings?

If paper is determine to be the optimum choice, do the field personnel have the ability to plot

from a digital file or should the AutoCAD designer provide paper directly to the field staff.

Sample Scenario 2 – Designer ��Manager/client

In this sample scenario, we tackle the challenge of

sharing AutoCAD designs with non-technical

users; whether they just need to view the

AutoCAD design or whether they need to review

and markup the design. Remember that we

always keep in mind the context for all questions;

What information? What’s the goal? What’s

important?


Q: User CAD experience/profile?

If the user has very little CAD experience, it’s best

to consider the simplest of options – perhaps XPS Viewer, PDF or DWG TrueView.

Q: Able to install applications?

Sometime corporate IT groups prohibit the installation of non-approved applications so knowing

if installing a new application such as DWG TrueView, Design Review are even options to be

considered.

Q: Need access in the field?

If field access is required, then we suggest reviewing the questions associated with the field

worker data sharing scenario.

Q: Make markups?

If markups are required or determined to be of benefit, then PDF and DWF are likely candidates

Q: Ability to plot?

If paper is determined to be the best option (mostly when field access is required) then is it best

for the AutoCAD designer to plot or will the recipient plot? Typically, non-CAD personnel (such

as managers and clients) do not have a plotter available; they can only plot to A or B size.


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Q: Compare designs side by side?

Should there be a need anytime during the design phase where 2 versions need to be reviewed

side-by-sie to determine differences between 2 versions; then utilizing the 2D compare function

within Design Review may be the driving factor.

Q: 2D or 3D?

Recall only certain solutions support 3D geometry

Q: Need accurate measurements?

If accurate measurements are required, the PDF may not be the optimum solution.

Sample Scenario 3 – AutoCAD Designer ��AutoCAD Designer

In this sample scenario, we tackle the challenge of

sharing AutoCAD designs with other AutoCAD users who

either have a different version of AutoCAD or who have

an AutoCAD-based product such as AutoCAD

Architecture, AutoCAD MEP or AutoCAD Civil 3D.

Remember that we always keep in mind the context for all

questions; What information? What’s the goal? What’s

important?


Q: Product name & version?

Of course without this, we can’t figure out where to even

begin

Q: What DWG file format? (2010, 2007, 2004, etc.)

Recall that newer AutoCAD versions can read older version DWG files, but older AutoCAD

versions can not read newer DWG files. Therefore, determine which DWG formats are in use

and is a conversion required?

Q: Version-specific objects?

If there are in fact 2 (or more) DWG file formats in use on the project, does the design contain

version-specific objects? If the answer is yes, consider the impact of losing those objects.

Q: How many drawings?

If multiple exchanges between different version DWG’s throughout the project is likely, a batch

process may be most efficient (DWG TrueView)


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Q: Is there an object enabler?

If exchanging designs that originated from an AutoCAD-based product, there's likely to be

product specific objects included. Object enablers allow visualization of product-specific

objects.

Sample Scenario 4 – AutoCAD Designer ��Non-AutoCAD Designer

In this sample scenario, we tackle the challenge of sharing AutoCAD

designs with other designers who uses another CAD application;

perhaps Bentley MicroStation, TurboCAD, or Google SketchUp.

Remember that we always keep in mind the context for all questions;

What information? What’s the goal? What’s important?


Q: What is the file format?

Fundamental information required

Q: Can AutoCAD import this format?

As we’ve seen, importing/exporting is the most common method to

share designs with other CAD applications. However, AutoCAD can

only import certain formats.

Q: Can AutoCAD export to this format?

The formats AutoCAD can import is not necessarily the same as those AutoCAD can export to.

It’s good practice to verify these formats.

Q: Can other application save/export to DWG? DXF?

Likewise, verify if the other application can export or save to DWG/DWF formats.

Q: Can other application import DWG/DXF?

And of course if designs need to be shared back and forth, importing DWG/DXF format is

useful.

Q: 2D or 3D?

Some applications only support 2D


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Q: Need to edit?

Before deciding to import/expert designs with other applications, ask if editing is really required?

Sometimes, just viewing the design is sufficient for the project.

Q: Re-use data?

By re-use data, we’re asking if you can simply attach the data from other applications as an Xref

or do you need to incorporate into DWG format for re-use as AutoCAD objects?

Sample Scenario 5 – AutoCAD Designer ��Tool-specific User

In this sample scenario, we tackle the challenge of sharing

AutoCAD designs with other users who have a specific tool

they must use. This tool could be another CAD application, a

specific format or a viewer application. Remember that we

always keep in mind the context for all questions; What

information? What’s the goal? What’s important?


Q: Name and version of tool/application?

This is just fundamental…..

Q: What is the primary purpose/function of this tool/application?

Knowing this can help determine what data to focus our attention on and which other questions

to ask.

Q: What do you need to do with the data? (View, edit, markup, incorporate in designs,

etc.)

This is a critical question as it helps direct subsequent questions.

Q: What is the native file format?

Again, this fundamental information. If you choose to consider import/export – can AutoCAD

import or export to this format? What are the characteristics of the format? Does it support 3D

geometry?

Q: Is there a viewer available? If so, will this meet your needs?

If it is determined the user simply need to view the data, then perhaps a free viewer will suffice.

Q: Can the tool/application export to DWG?

If import/export is a consideration, verify if the other application can import/export DWG files.


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Case Study

Client overview

Medtronic, Inc is a global medical technology company with facilities world-wide of varying sizes

and capabilities. The larger campus-style facilities have a dedicated facilities engineering team;

which our case study location; Santa Rosa, California does. The Santa Rosa campus houses

office space, warehouse space, lab research space and machine shops manufacturing.

The facilities engineering team is primarily comprised of a project manager, an engineer and a

single, AutoCAD drafter (AutoCAD 2010) along various technicians who aid in projects and daily

maintenance.

The facilities engineering team relies heavily on contractors from a multitude of industries for

each project – be it combining 2 offices into a single room, building a cafeteria, designing a new

lab or re-configuring the manufacturing lines. Not only are there the typical local building codes

to adhere to, but since medical-grade equipment is used and manufactured along with specialty

chemicals, additional audits and approvals from the US FDA, etc are required.

In early 2011, the installation of solar panels in an otherwise empty field at Medtronic Santa

Rosa project was initiated. This is our case study project for this class.

The Problem

The issues regarding sharing of data all started when the in-house AutoCAD drafter received a

PDF of the initial conceptual design the solar company. He wished to incorporate the PDF into

the existing master Medtronic site plan (accurate plan proved by civil survey company).

The first issue encountered was that since the solar array design was provided in PDF format, it

is not to a specific scale and therefore could not be easily incorporated into to the existing site

plan. The secondary issue was even if the PDF was to scale, how to extract the solar design

data from the PDF into the master AutoCAD site plan without having to re-draw (trace-over)

each pint, line etc in the PDF?

Problem Analysis

A quick phone call to the solar design company gave us a key piece of information; the CAD

design was created in DesignCAD. So now it was time to start asking questions to narrow down

the options in sharing data back and forth.

Q: What is important?

A: Location, size & footprint of solar installation and ability to analyze impact on entire site

Q: What is the native file format of the design?

A: .DCD


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Q: Can AutoCAD import this file format?

A: No, but DesignCAD can save to DWG

Q: Is the design to scale (and is this required)?

A: Yes, the design produced in DesignCAD is to scale and yes, this is important to maintain.

Q: Is the design 2D or 3D?

A: 2D only

Q: Will there be other consumers of the design?

A: Yes, through the project life, the project manager who does not have AutoCAD or any other

DWG viewer and the engineer who has AutoCAD LT will need to view the designs from the

solar company as well as the various site plans from the in-house drafter.

Q: Are the designs need in the field?

A: No

Q: Will any of the project members need to mark up the designs at any point.

A: Possibly, but not likely.

What could we rule out?

� No 3D – life gets easier! This means we’re not limited to those applications that support 3D.

� Markups are not a priority – We had the option to rule out Design Review

� No field/remote access required – This means we’re not limited to certain mobile devices nor do we need to rely on internet connections in the field.

Possible Solutions

The answers provided by our problem analysis lead us to consider the following options:

� Conceptual design (.dcd) �� AutoCAD (drafter & engineer)

� Export to DWG from DesignCAD

� Import DWG into DesignCAD

One import item we had to verify at this point was whether or not the solar designer was willing

to export the DesignCAD designs to DWG format for sharing. The Design CAD designer was

willing to continually export to DWG and import DWG files as necessary throughout the life of


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the project. Had they not agreed to take on this task, an alternative solution would have had to

have been considered.

� Conceptual design �� Non technical user (PM)

� DWG TrueView

� AutoCAD WS

Time to get Technical

Now that we’d narrowed the viable options, we then looked at each option through a technical

lens to figure out what would really work.

Conceptual design (.dcd) �� AutoCAD (drafter & engineer)

� Test export to DWG & import DWG processes

Q: Any data loss?

Yes, but only to a single object which was deemed acceptable

Q: Any object property changes?

Yes, but they had a very small impact & could quickly and easily be edited in AutoCAD

Conceptual design��Non technical user (PM)

� User is always tied to desktop computer (no remote access)

� Slow network

� DWG TrueView meets all requirements (view & measurements)

Final Plan Selected

� Conceptual design (.dcd) �� AutoCAD: Export to DWG from DesignCAD

� Conceptual design �� Non technical user: DWG TrueView

Lessons Learned There are a number of lessons that we've learned in the course of doing project that involve

data sharing:

� Ask questions up front. There's nothing worse then getting half way through the project only to discover a new requirement. Come at the problem from several directions, and consider the perspectives of everyone involved.

� Figure out the real problem. Too often people will assume a solution and then try to force fit that solution to the problem. If you ask "what problem are you trying to solve" and get a technical answer, dig deeper; that's not likely the real problem!


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� Determine which requirements are critical (vs. nice to have). Not all requirements are created equal. More questions are needed here. Ask "why do you need that?" and " how badly do you need that?".

� Identify options that can be ruled out. It doesn't matter how much you like a given solution; if it fails to meet one or more critical requirements, it's not a solution.

� Determine what makes sense to test. You can always think of more things to try, so instead make a list of what you know you need to test, and the goal of each test. Be focused.

� Treat introduction of new tool as a project. All of the products discussed in this paper in detail are "small", but even small products can have a big impact on users. Identify who needs to know what, what training is required, what procedures should be established, and how the solution will be supported.

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