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It's All About the Data - What is the best software for data preparation?

March 2009 - In case you were wondering, yes this is the question I am most often asked. In case you are thinking about jumping to the end to see what software you should use for data, forget it, there is no clear answer. What I will do though, is provide you with my years of frustration, experience and wisdom with software.

First let me offer a disclaimer. I am not on the payroll of any company that produces, or distributes software. Maybe I should be, those folks dress a lot better than I do. When we talk about data prep software, it should not be too much to ask that the same program to do both takeoffs and data. That is not the case. We find that good takeoff programs can build basic data. This will be fine for most contractors. When you get to the hard stuff, really complex streets, and projects with numerous alignments controlling movement of the surface, it is time to move to software better suited to the task. For this article, we will deal with the 95% club, contractors who can use one type of software for takeoffs and data.

In all sincerity, software becomes the Ford Chevy debate. We always wish ours did a few of the things the other program does. No silver bullet here, just human nature that says the grass is greener on the other side. If you currently own software, it can do what you want, believe me. The only thing standing between you and good solid site models is training and experience. Guess what, training will get you experience. The best place to go is to the people who wrote the program. Get training, stay current, you will be much happier in the long run.

If you need to purchase software, the first question to ask is what basic type of software do you get, one that runs in Auto CAD, or one that does not. Here are the things you need to consider. Do you have AutoCAD experience? Can you get it at the local community college to give you a head start on the basics? If so, you may want to look at that type. If you do not have CAD experience, the choices become greater. Be sure the software you look at will easily import AutoCAD files, over 90% of your work will be delivered in that format.

Once you have made that decision, you now need to ask the following of the software vendor. These questions will help you to see how the software will work for you specifically.

Get an Auto CAD file. Best that it comes from a job you have already done, that way you know your way around the project.

Make your prospective software vendor import that file and work with it. Do not waste your time in some canned presentation if you are ready to buy. That is not the real world. You can email the CAD to the company, and they can do the demonstration on Goto Meeting or other type of online meeting service. They will work on their computer, and you can see what they do. Quick, cheap, and easy for all.

They do not need to build a full surface. You need to see how they make the following; converting contours to 3D entities, adjusting lines with varying elevations, (such as curbs), and spot elevations. If you do street work, you may also want to look at plan, profile and template placement on a job. Contours, 3D lines with varying elevations, and spot elevations are the 3 basic building blocks of a site job.

The next item is cost. Not the price of the software, but the cost of ownership. You can understand the analogy if you have purchased a printer in the last 10 years. Printer cheap, ink crazy expensive. Yearly maintenance, upgrade fees, and additional modules, can all greatly affect the cost of a program. Get it in writing and understand fully, the cost of ownership.

Ask for the name of 3 users outside your market area, you will get better answers from someone who is not your competitor. Ask about technical support, do calls get returned and questions answered?  Do you get someone on the phone that knows less than you do. What type of training is offered; is it good? Does the software perform well with AutoCAD? Does it crash often? Was it hard to learn? What do you like most and least about it?

When you finally get a decision regarding the type of software you want. Take it for a test drive. Virtually all software vendors have some type of demo for their product. Open and work with some files, call tech support. Call the salesman at home late at night. You need to know that you have software that will meet your needs, not an expensive door stop.

You can become proficient with any current takeoff/data software on the market. They all perform well. Do some research, see how they handle the type of work you do. Buy the one that suits your needs. Get training, keep the software updated, and don't look at other programs. Remember the greener grass thing? You may see bells and whistles at a trade show, but stick to your guns and become an expert with your chosen platform.

What software do I use? The short, and expensive answer, is most of them. We need to work with more file types than you may ever encounter due to the nature of our business. We have never been able to use one program from start to finish for every type of job. We like software that is native to AutoCAD, and types that do not run in it. Each has a specific set of advantages not shared with the other. 

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