Why “plan workflow” even matters
Every project lives or dies on information flow. If field crews build from an outdated sheet or a design team answers an RFI against the wrong revision, the result is lost time, wasted money, and frustration for everyone.
A plan workflow is the agreed path that drawings, models, and related documents follow from the moment they are created to the moment they are archived. Knowing that path is the easiest way to keep everyone on the same page, literally.
The four classic stages
Most US contract documents (NBIMS-US v4, AIA E203/G202) and international standards (ISO 19650) describe the same four information control checkpoints. Different companies may rename them, but the intent is identical.
| Stage | Plain-language description |
|---|---|
| Work-in-Progress (WIP) | The authoring team’s sandbox. Files change often and are visible only to that discipline. |
| Shared / Coordination | Drawings and models are posted so other trades can review, clash-detect, and comment. |
| Published / Issued for Construction | The official contract set. Field and purchasing teams build, buy, and schedule from these documents. |
| Archive / Record | A snapshot kept for claims, maintenance, and handover, no edits allowed. |
Seven Functional Stages – the Road Map
To give project teams a clear day-to-day playbook, we break the drawing journey into seven practical stages. Each stage sits inside one or more of the four information-control states (WIP, Shared, Published, Archive) that NBIMS-US and ISO 19650 call for.
| 7-Stage Function-Based Phase | Dominant 4-Stage State(s) | Typical promotion trigger |
|---|---|---|
| 1 – Concept & Feasibility | WIP | Internal go / no-go or concept approval |
| 2 – Schematic Design | WIP → Shared | Client sign-off on design intent |
| 3 – Design Development | Shared | Coordination sign-off, clash-free model |
| 4 – Construction Documents | Shared → Published | Issue for permit or IFC set |
| 5 – Procurement / Pre-Construction | Published | Contract award, site mobilisation |
| 6 – Construction & Field Revisions | Published ↔ WIP ↔ Shared | Weekly site sync or change-order cycle |
| 7 – Operations & Maintenance | Archive | Handover acceptance and asset register closed |
WIP = Work in Progress
• Shared = Controlled internal distribution
• Published = Issued for external use
• Archive = Permanent record
Rationalizing the canonical model (7 stages)
| # | Canonical stage (plain language) | Mirrors in AIA / RIBA / ISO |
|---|---|---|
| 1 | Concept & Feasibility | AIA Pre-Design · RIBA 0–1 |
| 2 | Schematic Design | AIA SD · RIBA 2 |
| 3 | Design Development | AIA DD · RIBA 3 |
| 4 | Construction Documents | AIA CDs · RIBA 4 |
| 5 | Procurement / Pre-Construction | AIA Bidding/Negotiation · RIBA 5 |
| 6 | Construction & Field Revisions | AIA Construction Admin · RIBA 5–6 |
| 7 | Operations & Maintenance | Post-Occupancy / Facility Mgmt · RIBA 7 |
Where We’re Headed Next
Over the coming weeks we will release a post for each of the seven functional stages, from Concept & Feasibility right through to Operations & Maintenance.
If you’d like those stage-by-stage guides delivered to your inbox, subscribe here. And if you’re curious how an interactive, large-format touch table can make the workflow even faster on site, book a 15-minute demo with Volanti Displays.
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