As-Built Documentation Manager

Business Case

Problem Statement

As-built documentation is often incomplete:

• Field changes not documented

• Drawings not updated consistently

• Missing documentation at closeout

• Difficult to verify completeness

Solution

Systematic as-built documentation tracking with drawing markup management, completeness verification, and handover preparation.

Technical Implementation

import pandas as pd from datetime import datetime, date from typing import Dict, Any, List, Optional from dataclasses import dataclass, field from enum import Enum

class DocumentType(Enum): DRAWING = "drawing" SPECIFICATION = "specification" SUBMITTAL = "submittal" MANUAL = "manual" WARRANTY = "warranty" CERTIFICATE = "certificate"

class MarkupStatus(Enum): PENDING = "pending" IN_REVIEW = "in_review" APPROVED = "approved" INCORPORATED = "incorporated"

class DocumentStatus(Enum): DRAFT = "draft" UNDER_REVIEW = "under_review" APPROVED = "approved" FINAL = "final"

@dataclass class Markup: markup_id: str description: str location: str marked_by: str marked_date: date status: MarkupStatus cloud_reference: str = "" notes: str = ""

@dataclass class AsBuiltDocument: document_id: str document_number: str title: str document_type: DocumentType discipline: str revision: str status: DocumentStatus original_file: str as_built_file: str markups: List[Markup] = field(default_factory=list) last_updated: Optional[date] = None verified_by: str = "" verified_date: Optional[date] = None

@property
def is_complete(self) -> bool:
    return self.status == DocumentStatus.FINAL and all(
        m.status == MarkupStatus.INCORPORATED for m in self.markups
    )

class AsBuiltDocumentManager: """Manage as-built documentation."""

def __init__(self, project_name: str):
    self.project_name = project_name
    self.documents: Dict[str, AsBuiltDocument] = {}
    self._markup_counter = 0

def register_document(self, document_number: str, title: str,
                     document_type: DocumentType, discipline: str,
                     original_file: str, revision: str = "0") -> AsBuiltDocument:
    doc_id = f"DOC-{len(self.documents) + 1:04d}"

    doc = AsBuiltDocument(
        document_id=doc_id,
        document_number=document_number,
        title=title,
        document_type=document_type,
        discipline=discipline,
        revision=revision,
        status=DocumentStatus.DRAFT,
        original_file=original_file,
        as_built_file=""
    )
    self.documents[doc_id] = doc
    return doc

def add_markup(self, doc_id: str, description: str, location: str,
              marked_by: str, cloud_reference: str = "") -> Markup:
    if doc_id not in self.documents:
        raise ValueError(f"Document {doc_id} not found")

    self._markup_counter += 1
    markup = Markup(
        markup_id=f"MKP-{self._markup_counter:05d}",
        description=description,
        location=location,
        marked_by=marked_by,
        marked_date=date.today(),
        status=MarkupStatus.PENDING,
        cloud_reference=cloud_reference
    )
    self.documents[doc_id].markups.append(markup)
    return markup

def update_markup_status(self, doc_id: str, markup_id: str, status: MarkupStatus):
    if doc_id in self.documents:
        for markup in self.documents[doc_id].markups:
            if markup.markup_id == markup_id:
                markup.status = status
                break

def upload_as_built(self, doc_id: str, file_path: str, new_revision: str = None):
    if doc_id not in self.documents:
        return
    doc = self.documents[doc_id]
    doc.as_built_file = file_path
    doc.last_updated = date.today()
    if new_revision:
        doc.revision = new_revision
    doc.status = DocumentStatus.UNDER_REVIEW

def verify_document(self, doc_id: str, verified_by: str):
    if doc_id not in self.documents:
        return
    doc = self.documents[doc_id]
    doc.verified_by = verified_by
    doc.verified_date = date.today()
    doc.status = DocumentStatus.FINAL

def get_completeness_report(self) -> Dict[str, Any]:
    total = len(self.documents)
    complete = sum(1 for d in self.documents.values() if d.is_complete)
    pending_markups = sum(
        len([m for m in d.markups if m.status != MarkupStatus.INCORPORATED])
        for d in self.documents.values()
    )

    by_discipline = {}
    for doc in self.documents.values():
        if doc.discipline not in by_discipline:
            by_discipline[doc.discipline] = {'total': 0, 'complete': 0}
        by_discipline[doc.discipline]['total'] += 1
        if doc.is_complete:
            by_discipline[doc.discipline]['complete'] += 1

    return {
        'project': self.project_name,
        'total_documents': total,
        'complete': complete,
        'completion_percent': round(complete / total * 100, 1) if total > 0 else 0,
        'pending_markups': pending_markups,
        'by_discipline': by_discipline
    }

def get_incomplete_documents(self) -> List[AsBuiltDocument]:
    return [d for d in self.documents.values() if not d.is_complete]

def export_register(self, output_path: str):
    with pd.ExcelWriter(output_path, engine='openpyxl') as writer:
        # Document register
        doc_data = [{
            'ID': d.document_id,
            'Number': d.document_number,
            'Title': d.title,
            'Type': d.document_type.value,
            'Discipline': d.discipline,
            'Revision': d.revision,
            'Status': d.status.value,
            'Complete': d.is_complete,
            'Markups': len(d.markups),
            'Verified By': d.verified_by
        } for d in self.documents.values()]
        pd.DataFrame(doc_data).to_excel(writer, sheet_name='Register', index=False)

        # Markups
        markup_data = []
        for doc in self.documents.values():
            for m in doc.markups:
                markup_data.append({
                    'Document': doc.document_number,
                    'Markup ID': m.markup_id,
                    'Description': m.description,
                    'Location': m.location,
                    'Marked By': m.marked_by,
                    'Status': m.status.value
                })
        if markup_data:
            pd.DataFrame(markup_data).to_excel(writer, sheet_name='Markups', index=False)

    return output_path

Quick Start

manager = AsBuiltDocumentManager("Office Tower")

Register document

doc = manager.register_document( document_number="A-101", title="Floor Plan Level 1", document_type=DocumentType.DRAWING, discipline="Architectural", original_file="drawings/A-101.pdf" )

Add field markup

markup = manager.add_markup( doc.document_id, description="Wall moved 6 inches south", location="Grid B-3", marked_by="Site Superintendent" )

Upload as-built

manager.upload_as_built(doc.document_id, "as-built/A-101-AB.pdf", "AB")

Verify

manager.verify_document(doc.document_id, "Project Manager")

Check completeness

report = manager.get_completeness_report() print(f"Completion: {report['completion_percent']}%")

Resources

• DDC Book: Chapter 5 - Project Closeout