Masterformat Divisions Canada

[Cary Polachek]

Thefive-digit numbering system used in MasterFormat 1995 and previous versions of MasterFormat, and how it compares with the six-digit numbering system in MasterFormat 2004, is described in the following example:

MasterFormat 1995: 07500 - Membrane Roofing: The first two digits ("07") indicate the Division, Level 1 of the organizational scheme. Each of the next three digits is taken individually and represents Levels 2, 3, and 4 respectively. Typically in MasterFormat 1995, the last digit, the Level 4 number, is left unassigned, represented by a zero, to provide more flexibility for individual users.

MasterFormat 2004: 07 50 00 - Membrane Roofing: The first two digits ("07") still indicate the Division, or Level 1. The next pair of numbers, in this case "50", represents Level 2, and the third pair, "00", represents Level 3. Since in this case Level 3 is unassigned, represented in MasterFormat 2004 numbers by a double zero ("00"), it means that this is a Level 2 number. And since a pair of digits represents each Level of classification, there is room to address more than ten times as many subjects at Levels 2 and 3 than there was in the 1995 edition, providing more flexibility and room for future expansion than the five-digit system was capable of supplying. In some cases a Level 4 pair of numbers has been added to give further uniform definition of the subject matter. Unlike previous versions of MasterFormat, where any work result has been defined in MasterFormat 2004, a specific number has also been assigned to facilitate improved consistent communication about more detailed subjects. The following illustrates example Level 2-4 titles and numbers for Membrane Roofing:

In a joint venture with CSI, Building Systems Design, Inc. has developed a new version of BSD SpecLink that incorporates MasterFormat 2004. Released in September 2004, the relational data base system has a new global switch which allows users to change the MasterFormat arrangement of any project's specifications to either the 1995 or 2004 edition of MasterFormat at any time automatically.

The costs which the owner absorbs or passes on, Rauscher points out, can be considerably greater for technology-rich facilities such as hospitals and hospitality and entertainment facilities which have elaborate systems for intercom, paging, closed-circuit television, and public address/audio applications.

A number of major public and private construction organizations, including the U.S. Army Corps of Engineers (USACE), the U.S. Navy Facilities Engineering Command (NAVFAC), and the Sweets construction products catalog, are making the transition to the 2004 edition.

The Army's and Navy's decision to use MasterFormat's new edition is in conjunction with an update of their Unified Facilities Guide Specifications (UFGS), the specifications used by all the armed services' construction branches. Plans call for organizing them according to MasterFormat 2004 by early 2006. The decision will eventually impact U.S. military construction projects worldwide worth approximately $22 billion per year. That includes construction of U.S. Air Force buildings, nearly all of which are built, under federal law, by USACE or NAVFAC.

The National Aeronautics and Space Administration will also be using the MasterFormat 2004-based Unified Facilities Guide Specifications. The federal Department of Veterans Affairs, meanwhile, is studying whether to do so.

Construction product information firms already deciding to transition to MasterFormat 2004 include the 2006 editions of McGraw-Hill Construction's Sweets construction products catalog and Reed Construction Data's First Source, and the 4Specs.com directory of construction products manufacturers.

The new edition has earned accolades from one of the world's largest professional liability insurance underwriters, Victor O. Schinnerer & Company, Inc., which found the revisions "are needed, are logical, and are beneficial to architects and engineers." "Any time there is a change there is a possibility of missed communications and missed communications can lead to professional liability claims," writes Frank Musica, Assoc. IAA, a risk management specialist at Victor O. Schinnerer & Company, Inc. "However, we see the change in the MasterFormat to be not really different from the AIA issuing a new edition of A201. A201 is the major communications tool between the owner, the architect as the owner's agent, and the contractor. When the 1997 edition was issued many architects and contractors ignored the changes and some claims resulted. In fact, we still find architects and contractors who do not understand their duties under A201. So it is likely to be with MasterFormat 2004. There will be a learning curve and problems are bound to surface. For the most part, however, we feel that the changes are needed, are logical, and are beneficial to architects and engineers."

At the local government level, chapters in CSI's Northwest Region that covers Washington, Alaska, Oregon, Idaho and Montana, have set January 2006 as their target date for implementing MasterFormat 2004. Members hope that setting a date will make it easier for the region's users to plan for the transition.

"Our decision as a region was that any project that goes out to bid after Jan. 1, 2006, will use the new MasterFormat," says Anne Whitacre, CSI, CSC, a member of the Institute's Certification Committee and chair of the Northwest Region's Planning Committee. "Large architectural firms in Seattle, Portland, and Anchorage use many of the same consultants. Our thought was that it would be easier on them if we had a standard turnover date."

With a date in mind, Northwest Region Director Tom R. Deines, CSI, CAA, is focusing on educating both CSI and non-CSI members. "The folks in CSI know it's coming, but there are folks who aren't members that will be facing a 50-division MasterFormat 2004 Edition they've never seen before. We need to reach them before January 2006."

For many specifiers, switching to MasterFormat 2004 Edition will take less time than previous editions required, states Karl F. Borgstrom, Ph.D., executive director of CSI. Depending upon their perspective, users will have different experiences adapting to the new edition. For manufacturer representatives, contractors, subcontractors, and suppliers, the transition should simply be a matter of learning the new numbers applicable to their product or work, while architects will find the divisions covering the products they specify comfortably familiar. In contrast, systems and building engineers will need to check the much expanded divisions of mechanical and electrical work for easy-to-find locations for the work they must specify.

The greatest beneficiaries will be building owners, who, for the first time, will have the comprehensive means to maintain project information, record documents, and other related data critical to facility maintenance and operation. Once in place, the expanded system will require less work on the part of those who prepare and disseminate construction information, and allow quick retrieval of information by users.

Any costs incurred for word processing, printed materials, or modifying electronic databases, will be more than offset by the long-term usability and expandability of MasterFormat 2004 Edition. The cooperation of those who provide construction information resources ranging from master specifications systems, manufacturer data and estimating tools is critical to the implementation of MasterFormat 2004 Edition.

Today's word processing software, which has a variety of powerful labor- and time- saving devices, will help users go a long way in automating the reformatting of content while maintaining consistency, including:

"If you're using the technology, it's going to be simple," says Toledo member Louise Schlatter, RA, CSC. She is architectural department manager and also a senior project architect at SSOE Inc. "For the primary users of MasterFormat in its previous versions, the change that they will have to make is extraordinarily small."

Lorenzini suggests that another aid to a smooth transition is to develop, use, and keep current a master specifications template instead of going to a previous project's specs to start a new project. Templates are special documents that can contain styles, macros, and other automated features to provide a customized basis for new documents. The customized features and automated routines in a template are available to all documents. Making changes to a template means those changes only have to be done once. Lorenzini estimates the conversion for most specifiers will be about an 80-hour task.

In order to ensure a timely and orderly transition, Hall Architects along with many of Charlotte's architectural firms has been discussing the implementation process of MasterFormat 2004 for several months. Based on these discussions, the firm will officially adopt MasterFormat 2004 for all projects that start after June 1, 2005. All consultants will be required to provide work compliant with MasterFormat 2004 on projects after this date.

In order to assist its clients and consultants with the transition, the firm is scheduling a series of training sessions on implementing MasterFormat 2004. It foresees three 3-hour training sessions beginning in the spring, facilitated by Dennis Hall. They will be accredited with continuing education credits.

Already the office has produced several project manuals using the new structure with great success. In one instance, the firm worked with the San Francisco Bay Area Rapid Transit District (BART) to produce a master guide specification using MasterFormat 2004, which is required on all BART projects.

CSI is launching an industry wide education initiative to support the transition to the new edition. Two types of programs will be offered for MasterFormat users and prospective instructors. For users, CSI will provide Customized Education Programs for groups at architectural, engineering and construction firms, government agencies, corporations, and national conferences. Sessions will address the differences between the 1995 and 2004 editions, best-practice concepts for the new edition, the use of its section and transition strategies.

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