As-Built Documentation Tracker

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

import 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

from 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

summary = tracker.get_summary()
print(f"Completion: {summary['completion_rate']}%")
print(f"Overdue: {summary['overdue']}")

2. Contractor Report

status = tracker.get_contractor_status("ABC Architects")
print(f"Pending: {status['pending']}")

3. Forecast

forecast = tracker.forecast_completion()
print(f"On Track: {forecast['on_track']}")

Resources

• DDC Book: Chapter 5.1 - Documentation Management