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COLLABORATIVE USAGE OF ICT DBMS IN CONSTRUCTION COST
CONTROL: THE POST CONTRACT PERSPECTIVES
SHAMSUL HADI BIN BANDI
UNIVERSITI TEKNOLOGI MALAYSIA
PSZ 19:16 (Pind. 1/07)
UNIVERSITI TEKNOLOGI MALAYSIADECLARATION OF THESIS/UNDERGRADUATE PROJECT PAPER AND COPYRIGHT
Author’s full name : Shamsul Hadi bin Bandi
Date of birth : 25 April 1981
Title : Collaborative Usage of ICT DBMS in
Construction Cost Control: The Post
Contract Perspectives
Academic session : 2007/2008
I declare that this thesis is classified as:
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__________________________ __________________________SIGNATURE SIGNATURE OF SUPERVISOR
810425-01-6409 Assoc. Prof. Dr. Abd. Kadir Marsono(NEW IC NO./PASSPORT NO.) NAME OF SUPERVISOR
Date: 6 May 2008 Date: 6 May 2008
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opinion this thesis is sufficient in terms of scope and quality for the
award of the degree of Master of Science (Construction Management)”
Signature : ....................................................
Name of Supervisor : Assoc. Prof. Dr. Abd. Kadir Marsono
Date : 6 May 2008
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i
COLLABORATIVE USAGE OF ICT DBMS IN CONSTRUCTION COST
CONTROL: THE POST CONTRACT PERSPECTIVES
SHAMSUL HADI BIN BANDI
A project report submitted in partial fulfillment of the
requirements for the award of the degree of
Master of Science (Construction Management)
Faculty of Civil Engineering
Universiti Teknologi Malaysia
MAY 2008
ii
“I declare that this thesis entitled “Collaborative usage of ICT DBMS in Construction
Cost Control: The Post Contract Perspectives” is the result of my own research
except as cited in the references. The thesis has not been accepted for any degree and
is not concurrently submitted in candidature of any other degree”.
Signature : ....................................................
Name : Shamsul Hadi bin Bandi
Date : 6 May 2008
iii
Proclaim! (or read!) in the name of thy Lord and Cherisher, Who created-Created man, out of a (mere) clot of congealed blood:
Proclaim! And thy Lord is Most Bountiful,-He Who taught (the use of) the pen,-Taught man that which he knew not.
Day, but man doth transgress all bounds,In that he looketh upon himself as self-sufficient.
Verily, to thy Lord is the return (of all).Seest thou one who forbids-
A votary when he (turns) to pray?Seest thou if he is on (the road of) Guidance?-
Or enjoins Righteousness?Seest thou if he denies (Truth) and turns away?
Knoweth he not that Allah doth see?Let him beware! If he desist not, We will drag him by the forelock,-
A lying, sinful forelock!Then, let him call (for help) to his council (of comrades):
We will call on the angels of punishment (to deal with him)!Day, heed him not: But bow down in adoration, and bring thyself the closer (to
Allah.!
Al-Quran (96:1-19)
iv
To:
Ashraf, S. Aiman, S. Aina, S. Amsyar, S. Aliff Eiffwat, M. Arshad Murshid, M. &Jaja, M.,
Victory at all costs, victory in spite of all terror, victory however long and hard theroad may be; for without victory there is no survival
Shamsul Hadi BandiUniversiti Teknologi Malaysia
6 May, 2008
v
ACKNOWLEDGEMENT
In preparing this project, I was in contact with many people whom I reallyadmire and respect. They have contributed towards my understanding and thoughtswith regard to the issue that I was studying and I realized that it was an impossibleduty to materialize this project without their earnest help and sincere support.
First of all, I would like to record my heartfelt appreciation and gratitude tomy wise and knowledgeable supervisor, Associate Professor Dr. Abdul KadirMarsono for his guidance, support and encouragement throughout my whole periodof study. I highly profess, without his continued support and interest; this projectwould not have been the same as presented here.
I am also indebted to International Islamic University Malaysia (IIUM) andThe Ministry of Higher Education (MOHE) for funding my study here in UniversitiTeknologi Malaysia (UTM) as well all friends and colleagues in the Department ofQuantity Surveying, Kulliyah of Architecture and Environmental Design (KAED) fortheir feedback and continuous support. Special thanks are also due to director andstaffs of Messrs. Pakatan International Md. Isahak dan Rakan-rakan Sdn. Bhd. whereI earned countless practical knowledge and experience in my great profession, aswell opening endless door of opportunity for me to expand my interest further.
Last but not least, all learned lecturers and fellow friends from the Faculty ofCivil Engineering (FKA): Aniza, Thong, Atefeh, Taher, Wesam, Chong, Haq, Victor(naming a few), you guys are my great inspiration of all times, your courage,hardwork and determination are without equal and will always reside in my highestconscious mind and wits. Finally, inimitable composure to my beloved Ms. FarialHanum Nurul A’in Mohd Khalid, for her I am brave, valiant and determine for theuncertain future lay ahead.
To all, many thanks, forever blessing and cheers!!
vi
ABSTRACT
The purpose of this study is to facilitate the management of data and files in a
Quantity Surveying firm by way of developing an Integrated Database and
Information Management System (iDBMS). Findings from literatures suggest that,
Quantity Surveyors have been hampered with the difficulty of giving a good and
timely cost advice due to poor management of information and projects cost data
which eventually lead to an ineffective cost administration in a construction project
management. In order to develop the iDBMS, user requirements study has been
carried out to practicing Quantity Surveyors to solicit their needs for the iDBMS. It
was learned that respondents have rated two aspects of iDBMS features as vital in the
development i.e. (1) Searchable ‘search’ menu, and (2) New way to organize, sort
and group files based on files properties and not the current ‘dump in a folder’ files
arrangement. In addition to iDBMS that has been developed, sessions of trial run has
taken place, with respondents who had participated in user requirements study as
ways to gain their feedback on the iDBMS developed. The trial run sessions were
conducted in hands on environment; where respondents were given chance to operate
and explore functions that have been developed. Respondents were then given set of
questionnaires to be answered where likert scale with pre-determined evaluation
table was used to record their feedback. Results from the trial run questionnaires
suggest varieties of feedback where in most cases, further development of iDBMS
was very much sought after. To conclude, the study has suggested three
recommendations that were considered appropriate i.e. (1) Adding more features and
functions to iDBMS, (2) Adding more process flow model, and (3) Compulsory
implementation policy.
vii
ABSTRAK
Tujuan kajian ini dijalankan adalah untuk mempermudahkan pengurusan data
dan fail-fail di dalam firma perunding ukur bahan dengan cara membangunkan
Sistem Pengurusan Maklumat dan Pangkalan Data Bersepadu atau dikenali sebagai
Integrated Database and Information Management System (iDBMS). Dapatan
daripada tinjauan ke atas sumber pembacaan mencadangkan bahawa perunding-
perunding ukur bahan mengalami kesukaran untuk memberikan khidmat nasihat
berkaitan kos dengan baik dan cepat disebabkan oleh pengurusan maklumat yang
tidak cekap. Masalah ini telah menyebabkan ketidakcekapan terhadap pengurusan
kos dalam projek-projek pembinaan. Untuk membangunkan iDBMS, kajian
kehendak pengguna telah dijalankan ke atas jurukur-jurukur bahan yang sedang
berkhidmat untuk mengetahui kehendak sebenar mereka. Pendapat mereka amat
penting untuk menjamin penerimaan yang baik terhadap iDBMS. Hasil daripada
kajian kehendak pengguna mencadangkan bahawa aspek-aspek berikut sebagai amat
penting (1) Menu carian yang mudah dan (2) Cara baru untuk menyusun, menjilid
dan mengumpulkan fail-fail berdasarkan ciri-ciri fail dan bukan ‘simpanan dalam
folder seperti yang diamalkan sekarang. Sebagai tambahan terhadap pembangunan
iDBMS, sesi-sesi percubaan telah dijalankan dengan para responden yang telah
menyertai kajian kehendak pengguna sebagai cara untuk mengetahui maklumbalas
mereka terhadap iDBMS. Sesi-sesi percubaan telah dijalankan secara langsung di
mana para responden telah diberikan peluang untuk menggunapakai fungsi-fungsi
yang telah dibangunkan. Para responden kemudiannya telah diberikan set soal selidik
untuk dijawab dimana skala Likert dengan jadual penilaian yang telah ditentukan,
digunakan untuk merekod maklumbalas mereka. Keputusan sesi percubaan telah
merekodkan pelbagai keputusan di mana pada kebanyakan situasi, pembangunan
berterusan terhadap iDBMS amatlah diperlukan. Kesimpulannya, kajian ini telah
viii
mencadangkan tiga cadangan yang difikirkan perlu iaitu (1) Menambah lebih banyak
fungsi iDBMS, (2) Menambah lebih banyak aliran proses dalam iDBMS, dan (3)
Polisi mengwajibkan pelaksanaan iDBMS.
ix
TABLE OF CONTENTS
CHAPTER TITLE PAGE
DECLARATION OF THE STATUS OF THESIS
SUPERVISOR’S DECLARATION
DECLARATION ON COOPERATION ANDCERTIFICATION OF EXAMINATION
TITLE PAGE i
DECLARATION OF ORIGINALITY ANDEXCLUSIVENESS ii
DEDICATION iv
ACKNOWLEDEGEMENTS v
ABSTRACT vi
ABSTRAK vii-viii
TABLE OF CONTENT ix-xv
LIST OF TABLE xiv-xv
LIST OF FIGURES xvi-xviii
LIST OF APPENDICES xix
1 INTRODUCTION
1.1 Introduction 1
1.2 Problem Statement 1
1.3 Aim and Objectives 4
1.4 Scope of Study 4
1.5 Brief Methodology 6
1.6 Report Outline 10
x
2 DATABASE MANAGEMENT SYSTEM (DBMS)
AND POST CONTRACT COST CONTROL
Database Management System (DBMS) in
The Construction Industry
2.1 Introduction 12
2.2 Development of Information and
Communication Technology (ICT) in Construction 13
2.3 User Acceptance of Information and Communication
Technology (ICT) in Construction 16
2.4 Information and Communication Technology (ICT)
Application and Construction Organizational
Productivity and Efficiency 20
2.5 Development of Database Management System
(DBMS) in Construction 26
2.5.1 Database Design 28
2.5.1.1 Sharing 31
2.5.1.2 Retrieval 33
2.6 Review on software for IDBMS development
framework 34
2.6.1 Files and documents management 35
2.6.2 Files retrieval 35
2.6.3 Access to file 35
2.6.4 Validation function 36
2.7 Conclusion 36
xi
3 DATABASE MANAGEMENT SYSTEM (DBMS)
AND POST CONTRACT COST CONTROL
Database Management System (DBMS) in
Post Contract Cost Control
3.1 Introduction 38
3.2 Cost control in construction 39
3.3 Purpose and importance of cost control in construction 42
3.4 Post contract cost control in construction 44
3.4.1 Interim payment certificate 46
3.4.2 Statement of financial statement report 53
3.5 Roles of DBMS in post contract cost control 57
3.6 Conclusion 60
4 RESEARCH METHODOLOGY
4.1 Introduction 59
4.2 Research process 59
4.3 Research design 63
4.3.1 Interviews 63
4.3.2 System development 64
4.3.3 Trial run 64
4.3.4 Questionnaire survey 64
4.4 Data collection 65
4.4.1 Sampling 65
4.4.2 Sample size 65
4.5 Data analysis 66
4.5.1 Average Index Analysis 66
4.5.2 Relative Index Analysis 68
4.6 Conclusion 69
xii
5 DEVELOPMENT OF INTEGRATED DATABASE
MANAGEMENT SYSTEM (IDBMS)
Data gathered from the user requirement study
5.1 Introduction 70
5.2 Methodology for conducting the user requirement
Study 71
5.2.1 The structured interview 72
5.2.2 Limitation 73
5.3 Findings 73
5.3.1 Demographic information 73
5.3.2 General perception on computing services 75
5.3.3 Rating of options 78
5.4 Conclusion 80
6 DEVELOPMENT OF INTEGRATED DATABASE
MANAGEMENT SYSTEM (IDBMS)
Development of IDBMS
6.1 Introduction 81
6.2 Configuring the IDBMS site 82
6.2.1 Administrative website 82
6.2.2 User websites 84
6.3 Administrative and user websites arrangement 84
6.4 IDBMS users and associated permission level 88
6.4.1 Permission level 88
6.4.2 Defining user group and their permission
Level 89
6.5 IDBMS Document Management System – Storing 93
6.5.1 ‘Uploading’ or storing documents 94
6.5.2 Adding custom file properties 96
6.5.3 IDBMS integration with MS Office 2003 98
xiii
6.6 IDBMS Document Management System
– Files Searching and Retrieval 99
6.6.1 IDBMS search features 100
6.7 Conclusion 102
7 FINDING AND ANALYSIS
7.1 Introduction 103
7.2 The trial run 104
7.3 The questionnaires 105
7.4 Measurement and evaluation 106
7.4.1 Frequency analysis 106
7.4.2 Average Index Analysis 106
7.5 Findings 108
7.5.1 Demographic data 108
7.5.2 Storing function 111
7.5.3 Retrieval 114
7.6 Conclusion 118
8 CONCLUSION AND RECOMMENDATION
8.1 Introduction 119
8.2 Aim and objectives revisit 119
8.3 Evaluation on objectives and aim of the study 120
8.4 Recommendations 122
8.4.1 Adding more features and functions 123
8.4.2 Adding more process flow model 123
8.4.3 Compulsory implementation 123
8.5 Limitation that affect the result of the study 124
8.6 Conclusion for the overall study 124
8.7 Conclusion 125
9 REFERENCES 126
10 APPENDIX 132
xiv
LIST OF TABLES
TABLE NO. TITLE PAGE
2.1 Barriers to the implementation of ICT in
Construction firm 15
2.2 Percentage of turnover spent on IT by industry
sector (1985 – 1990) 19
2.3 Use of computer services (by industry) 2002 19
2.4 Organizations Performances and ICT Adoption 21
2.5 Constraints associated with IT determent by
knowledge workers 23
2.6 Solutions in identified constraint areas 24
2.7 Advantages and Disadvantages of DBMS 28
2.8 Files organization methods 34
3.1 Detail of workflow depicting responsibility and
activities at each stage. 51
3.2 Detail of workflow depicting responsibility and
activities at each stage. 56
4.1 Level agreement of Average Index Analysis (A.I)
by Abdul Ghani N. (2006) 67
4.2 Level agreement of Average Index Analysis (A.I)
by Madon (2005) 67
5.1 Division of the structured interview questions 72
5.2 Dependency towards computing services 75
5.3 General rate of satisfaction 76
5.4 Rank of MS Office application 77
xv
5.5 Rating and ranking on IDBMS features offered 78
5.6 Aspect ID and associated description 78
5.7 Rank/position of IDBMS features 79
5.8 Average Index and associated description 80
6.1 Level of permission given to IDBMS users 88
6.2 Permission level for identified group of users 89
7.1 The level of agreement and evaluation for average
index analysis by Madon (2005) 107
7.2 Respondent’s participation in the trial run 108
7.3 Part 1 (Storing) – Storing function 111
7.4 Part 2 (Storing) – Accuracy of the service 112
7.5 Part 3 (Storing) – IDBMS Format 113
7.6 Part 4(Storing) – IDBMS ease of use 113
7.7 Part 5 (Storing) – IDBMS Timeliness 114
7.8 Part 1 (Retrieval) – Retrieval function 115
7.9 Part 2 (Retrieval) – Accuracy of the service 116
7.10 Part 3 (Retrieval) – IDBMS retrieval format 116
7.11 Part 4 (Retrieval) – IDBMS ease of use 117
7.12 Part 5 (Retrieval) – IDBMS timeliness 117
xvi
LIST OF FIGURES
FIGURE NO. TITLE PAGE
1.1 Summary of Research Process 9
2.1 Diagrammatic approach on the relationship
between ICT innovation, ICT diffusion and
user acceptance 17
2.2 Constraints and productivity improvement 22
2.3 Database design steps 30
3.1 Workflow for the preparation of interim payment
Certificate 50
3.2 Workflow for the preparation of financial
statement report 55
4.1 The research process (Source: Tan, 2004) 60
4.2 Summary of research process develop for research
particularly in the area of ICT in construction 61
5.1 Distribution of respondents according to their
highest academic qualification 74
5.2 Distribution of respondents according to their
working experience (in years) 74
6.1 Process of creating top site for IDBMS 82
6.2 Process of creating a new user website 83
6.3 Process of inviting new user 83
6.4 IDBMS general arrangement 85
6.5 Site content and structure of the IDBMS 86
xvii
6.6 Detail IDBMS site arrangement 87
6.7 Administrator may edit the permission
level set for different user group 90
6.8 Editing the group permission level 90
6.9 (a) User login as administrator 91
6.9 (b) Available function to administrator 91
6.10 (a) User login as user (other than administrator) 92
6.10 (b) Available function to user (other than administrator)92
6.11 (a) and (b) Show a user who log in as idbms_payment
(4.13 (a) and administrator – idbms_admin
(4.13 (b). IDBMS administrator has the ability
to create, edit page and set the site setting of
IDBMS. 93
6.12 (A) Process of creating new library. (B) ‘Shared
Documents’ created by default and new added
document library – Interim Payment Certificate
and Financial Statement report. 95
6.13 (C) The process of uploading files/documents
into document library. In this example, Interim
Payment Certificate files are uploaded to Interim
Payment Certificate document library. 95
6.14 (D) Besides uploading individual files, IDBMS
also permit the creation of folder for grouping
purposes. 96
6.15 (E) Process of creating new data column. 97
6.16 Information for the new data column 97
6.17 (F) Integration capabilities within the IDBMS
system. 99
6.18 The ‘search’ interface 101
6.19 The ‘Advanced search’ interface 101
6.20 The search result 102
7.1 End User Computing satisfaction (EUCS)
Instrument by Doll and Torkzadeh 1988. 105
xviii
7.2 Distribution of respondents according to their
highest academic qualification 109
7.3 Distribution of respondents according to their
Age 110
7.4 Distribution of respondents according to their
working experience (in years) 110
xix
LIST OF APPENDICES
APPENDIX TITLE PAGE
1 Sample of trial run questionnaires 133
2 Master Project Technical Paper 139
3 Paper submitted to International
Conference On Infrastructure Development
(InCID) 2008, organized by Kuala Lumpur
Infrastructure University College (KLIUC),
7 – 9 May 2008. 151
1
CHAPTER 1
INTRODUCTION
1.1 Introduction
This chapter will present an overview towards the whole content of the study.
It will include the problem statements, aim and objectives, scope of the study and a
methodology used for data collection and analysis. At the end of the chapter, a brief
report outline will be presented which summarize the whole content of the study.
1.2 Problem statement
The noble relationship between cost, time and quality in construction is an
inevitable need of everyone particularly those who holds stake in any construction
project. Many have commented and suggest various ways in which this relationship
can be improved (Morledge, 1996; Seeley, 1997). Often, however, inclination
towards an aspect of the triangular of cost-time-quality will likely to result a loss
which is considered normal in the industry.
In order to keep the loss below the margin of severity, Ashworth (1994a) has
suggested a wider role for Quantity Surveyor to play. Quantity Surveyor should go
2
beyond giving cost advice by venturing into wider aspects of the subject of
construction economics. Project cost control is the application of economic principles
to the construction project. It examines not only the costs appropriate to a specific
project, but also the factors and influences of the determinants of the cost (Ashworth,
1994b).
Over the past few decades, Quantity Surveyors have been hampered with the
difficulty of giving a good and timely advice due to poor management of information
and project cost data. The introduction of computer technology has eased the burden;
however, this technology was only used to do little more than a clerical assistant had
done for the manual system (Pilcher, 1985). Much of the problem still lies with the
method of storing information needed for certain tasks. In most instances, files and
information are kept in a separate folder for different and sometimes same functions.
This issue, according to Stephenson and Turner (2003) is like using the conventional
paper-based systems during the life of a project which leads to many documents
copies being produced for distributions, and consequently many duplicates stores of
the same information. Like records that were kept on paper-based system, digital
files stored in different folder may lead to time consuming record retrieval. Those
who are not used to certain project will inevitably spend a considerable amount of
time just to locate a file. This will likely to deter the firm’s approach for timely
delivery of cost advice to members of a construction project.
Another critical concern that underlying the study is the exaggerate use of
office resources for most tasks accomplishment. Cost advice by way of interim
payment certificate for example, is very much man-hour intensive and often use large
quantities of paper. Quantity Surveyors working for an interim payment certificate
need to follow various procedure and often large amount of draft papers are needed.
These drafts are not only meant for working but it sometimes used for validation
purposes. In essence, the Integrated Database and Information Management System
(IDBMS) developed will not totally provide solution for effective use of firm’s
resources, but it will promote ways which these resources can be utilized at an
optimum usage. A study conducted by Mitropoulos and Tatum (2000) suggested
3
reasons why organization within the construction environment adopt an innovative
approach to the application of information technology (IT). According to both
authors, market and technology push, key personnel attitude, organization culture
and availability of slack resources are among the factors which contribute to such a
development of IT in construction. Further study by El-Mashaleh et al. (2006) has
successfully demonstrated the positive correlation between cost and overall project
performance for firms which adopt IT in their businesses in which foster the purpose
of the study.
An advance state of the art computerized database and information
management system is therefore timely needed to improve the Quantity Surveying
firm’s delivery system. Since cost advice by any means are the pinnacles of Quantity
Surveying services, care need to be taken with information and project cost data as it
will provide an invaluable source for the purpose of the advice. On the other hand, on
time submission of cost advice to members of construction project is proved to be
necessary especially where decision need to be made for certain aspects of the
project. Change towards the approved design due to authority requirements for
example may involve an outstanding variation to the initial budget. At this stage,
important cost advice needs to be given by the Quantity Surveyors as to the marginal
degree of addition and/or omission involves. This is the time where information and
data handling proved to be crucially needed and an Integrated Database and
Information Management System (IDBMS) may help to work things out.
4
1.3 Aim and objectives
The study aim to promote the usage of selected software as a tool to integrate
information and project database in a single interface. Validation capability is
another aspect that will be emphasized and embedded in the system. The developed
system will combine two aspects of post contract cost control under studied i.e. 1)
The preparation of interim payment certificate, and 2) The preparation of financial
statement report. In order to achieve the desired aim, the following objectives have
been set:
1.3.1 To identify the process flow and approval through secondary data for two
aspects of Post Contract Cost Control under studied i.e. the preparation of
interim payment certificate and financial statement report.
1.3.2 To design an Integrated Database and Information Management System
(IDBMS) base on .Net framework which integrates aspects of Post Contract
Cost Control under studied by utilizing result on user requirements study.
1.3.2 To conduct a trial run in order to gather feedback of the IDBMS developed.
Observation result from the trial run will be recorded and reported through
the application of appropriate analysis technique.
1.4 Scope of study
The study will circulate on the application of ICT for the purpose of cost
control at the post contract stage. It will be pointing at the development of Integrated
Database and Information Management System (IDBMS) by utilizing methods of
post contract cost control practiced by Quantity Surveyors. According to Ashworth
5
(1994c) the following are the methods in which construction cost are controlled
during the post contract stage:
1.4.1 Interim valuations and certificates for payments;
1.4.2 Cash flow control and forecasts through budgetary control;
1.4.3 Financial statements showing the current and expected final costs for the
project;
1.4.4 Final account, the agreement of the final certificate and the settlement of
claims
The IDBMS that is to be developed will fulfill the objectives set by
integrating methods of post contract cost control mentioned above. The focus of the
application developed will centered at preventing unnecessary duplication and
storage of files by promoting integrated file sharing and retrieval among internal
staffs of a Quantity Surveying firm. It will be extended to provide access that can be
regulated and controlled in order to keep confidentiality level of certain documents.
Furthermore, the application developed will ingress the optimum usage of firm’s
resources by reducing dependencies toward draft papers and extensive use of man-
hour (project’s Quantity Surveyor and support staff).
However, it should be noted here that the study do pose few limitations due to
time and financial constraints. The scope of the study will only focus at two (2)
aspects of post contract cost control which are 1) Interim valuations and certificates
for payments (1.4.1) and 2) Financial statements showing the current and expected
final costs for the project (1.4.3) (stated above). It should be noted that the decision
to apply the abovementioned aspects are due to the author’s experience of high
frequencies of its preparation during a normal course of a project compared to the
preparation of projected cash flow (1.4.2) and final account (1.4.4). Besides, the
6
preparation of Interim valuations and certificates and financial statements involves
lengthy paperwork and procedures as what have been mentioned before. Thus, the
selection of the above will be timely suited in respect of its purpose in practical sense
and constraints stipulated above.
1.5 Brief Methodology
The research will apply the following methodologies:
1.5.1 An extensive desk research to identify the process flow and approval for two
aspects of Post Contract Cost Control under studied i.e. the preparation of
interim payment certificate and financial statement report. The desk research
which is equivalent with literature review will centered on books, online
journals, magazines, reports, white papers and unpublished masters and
doctoral degree theses as well Quantity Surveying firm’s work manual
collected by the author throughout his working. These sources are invaluable
as it gives the author a broad overview on the topic under studied.
1.5.2 Face to face structured interview with Quantity Surveyors from a selected
firm in order to gather data on user requirements. The Quantity Surveying
firm is selected base on the process workflow which has been adopted by the
author with their due concerned.
1.5.3 Development of Integrated Database and Information Management System
(IDBMS) by utilizing the .Net framework for two aspects of Post Contract
Cost Control under studied i.e. 1) Interim valuations and certificates for
payments and 2) Financial statements report which shows the current and
7
expected final costs for the project. The workflow design of the IDBMS
system will follow Quantity Surveying firm’s work manual collected by the
author throughout his working and user requirements collected through the
face to face interviews. It is important to point here that the decision to apply
the firm’s work manual has been made largely due to the author’s self
experience of preparing it before and limited and restricted access to study
other firm’s work manual. Though unstructured interviews has been done
with colleagues who works with other Quantity Surveying consultancy firms,
information collected were considered unreliable since no documentation are
presented before the author. Thus, the adoptions of workflow or work process
from the author’s personal collection are deemed to be the most reliable
information for the purpose of the study.
1.5.4 According to Pilcher (1985), the effectiveness of a system developed to
control management of information in construction can be measured by
comparison of the system output with the objectives of the system. In brief,
the IDBMS is developed to meet the following:
i) To integrate information needed for the preparation of 1) Interim
payment certificate and 2) Financial statement report.
ii) To facilitate record retrieval on any project by respective Quantity
Surveyor.
iii) To promote electronic data transferal and validation among internal
staff of a Quantity Surveying firm. This objective will help in
reducing the need for draft paper particularly during the preparation of
1) Interim payment certificate and 2) Financial statement report which
eventually optimize the office resources.
8
In order to gain the required data, questionnaire survey will be
applied to record and report the result of the trial run. The
methodology will comprise “tick-the-box” questions describing the
benefits of the IDMS function. Respondents will be asked to validate
the statements on the scale of:
i) Least agreed
ii) Fairly agreed
iii) Agreed
iv) Strongly agreed
v) Very strongly agreed
By the use of Five (5) point semantic scale, these five options
were represented by the scores of 5,4,3,2 and 1 respectively. The
scores are then subjected to frequency distribution analysis where
results will be presented as finding.
Detail explanations of the abovementioned research
methodology will be presented in Chapter 3 (Research Methodology).
Flowchart 1.1 will summarize the above process in brief.
9
Figure 1.1: Summary of research process
START
Defining research framework,identification of research
problems and formulation ofresearch aim and objectives
Workflow identification anddocumentation for:
1) Interim payment certificate2) Financial statement report
Interim Payment Certificateand Financial Statement
Report system developmentin DBMS environment by
using framework of selectedsoftware
Evaluation of thecollaborative process by
conducting a trial run
Analysis of result from theevaluation and reporting of
finding
END
Conduct user requirementstudy
10
1.6 Report Outline
The report will be divided into eight (8) chapters. The first chapter (Chapter
1) will explain the problem statement, aim and objectives, scope of study and brief
methodology that will be used throughout the study.
The second and third chapter (Chapter 2 and 3) will elaborate literatures
finding on Database Management System (DBMS) in construction. It follows by
presenting the development of Information and Communication Technology (ICT) in
construction, a review on the topic of user acceptance and the relationship between
ICT on productivity and efficiency. Chapter 2 will continue by outlining the
development of Database Management System (DBMS) in construction and end by a
brief review on the software framework that is planned to be adopted. Chapter 3 will
continues to elaborate literatures finding on DBMS and post contract cost control. It
will explain ‘control’ in the context of construction and well its purpose and
importance. Further, two function of cost contract cost control under studied i.e.
interim payment certificate and financial statement report will be explained and
conclude by the roles of DBMS in post contract cost control.
Chapter four (4) will elaborate the methodology used throughout the study
together with the structure and description of the questionnaire survey. The
questionnaire will collect data on demographic background of all respondents as well
as their feedback on the system developed.
The fifth and sixth chapter (Chapter 5 and 6) will explain the development of
the propose Integrated Database and Information Management System (IDBMS) by
utilizing .Net Framework as part of the finding. It includes the hardware and software
requirements, system architectural scheme and features in relation to information and
files retrieval in respect to the preparation of interim payment certificate and
financial statement report within the system developed. It follows by explaining
