Do I Really Need All This Stuff?

I’d like to preface this article by saying I’ve been around engineering long enough that I know how to use a slide rule and a Leroy machine (I’m sure some of you can relate).  I can still remember the time that I dropped my stack of data cards and spent a whole day getting them back in order.  And I remember getting my first word processor (actually the secretary, I mean administrative assistant, got it) and how I thought that I now had everything an engineer needs.  Today, engineers and surveyors are bombarded with new software, super computers and GPS survey equipment that can do everything us old timers used to do and in a fraction of the time.

This article is geared toward the small firms.  I have worked in both large corporations with seemingly unlimited IT budgets and small firms that must struggle everyday with their IT spending.  A small firms IT budget is second only to their payroll and if not managed properly can destroy the firms bottom line.  In 2003 I was brought into one of these small firm in Las Vegas that was struggling to make a profit in the middle of the biggest building boom in history.  As a small firm that had been in business since 1954, they hadn’t made the effort to keep up with technology because they didn’t see the benefits.  They were still using AutoCAD 12 when the standard in the industry was already at version 14.  Their idea of a computer network was putting a zip drive in each computer and then passing the discs around.  And calculations for hydrology, hydraulic and traffic studies were still being done the old fashioned way (although they at least were using calculators, most of the time).  Within 2 weeks of being there, I approached the owners with a (wish) list of what was needed to become competitive in the market.  That was when I first heard the question “do I really need all this stuff?”  After getting schooled in budgeting, I have to admit my answer to them was no.  The network was a resounding yes but it became apparent to me we didn’t need all the latest technology, just the appropriate technology to be efficient and make money.

All firms must have enough copies of the latest drafting software, be it AutoDesk™ or some other vendors.  But don’t be drawn in by all the modules they provide.  For example, in place of the hydrology module, can you do the same job using HEC (my favorite because its free) or one the programs provided by Haestad Methods™ (CivilCAD, StormCAD, Culvert Master, Flow Master, etc.) at a cheaper price.  Next you will need software to create models for hydrology, water/wastewater, traffic, etc., depending on the services that your firm provides.  There are several products available to you at various costs.  Warning, make sure that the permitting agencies you work with will allow output from the software you choose (learned that one the hard way).  Finally, and completely unrelated to engineering, make sure your bookkeeper has a good financial program like Quickbooks™ to keep an eye on your cash flow.  Project managers may not care, but I guarantee the owner does.

Spend your IT budget wisely.  Make sure that your work station computers are sufficient to do the job they need to, but don’t buy addons you don’t need.  Don’t by more licenses or modules than you really need.  Draftspersons don’t need hydrology or sewer modules.  And if you have 2 engineers, see if they can share the license on one copy of the module efficiently.  Take advantage of the free software available to you.  Do you really need to buy an expensive copy of a hydrology modeling program when the Army Corp of Engineers provides free copies of HEC.  And OpenOffice™ from Sun Microsystems is a free program that provides you with the same capabilities and compatibility as Microsoft Office™.  

In conclusion, don’t become a slave to technology.  Evaluate your needs carefully and thoroughly, and then set your IT budget accordingly.  By doing this, you can become more efficient and increase your bottom line.