The ROI of Construction Project Management Software Ebook.pdf

The ROI of Construction Project Management Software Ebook.pdf

The ROI of Construction Project Management Software Ebook.pdf

The Payback of Project Management Software

2

The Payback of Project Management Software

Table of Contents 3 Intro to The Payback of Project Management Software Ebook

4 Connected Project Management Workflows–RFIs

8 Connected Project Management Workflows–Submittals

12 Connected Project Management Workflows–Meeting Minutes

16 Connected Project Management Workflows–Schedule Management

20 How Using Digitally Connected Workflows Improves Five Essential KPIs

24 Conclusion

3

Intro to The Payback of Project Management Software Ebook Submitting RFIs, reviewing submittals, issuing meeting minutes, and schedule management are inevitable parts of every construction project, but these workflows can be inefficient and time- consuming. Teams have started to digitize their workflows, but systems and data are often not connected, and they’re frequently stored in separate locations. This runs the risk of incorrect or missing information, which can ultimately lead to rework and derailed workflows.

However, it’s not too late for teams to turn this around, and an ideal solution is the adoption of a single cloud-based construction management platform. A single platform lets project teams collaborate on coordinated, shared designs – regardless of location, role in the project, or stage of the project. Varying needs of teams and contract structures can be fully supported by digital project controls.

Whether team members need real-time access to shared workspaces, or more strict access control and permissions around specific files and versioning, cloud- based technology solutions give teams flexible yet strict permission levels to control those collaboration styles. Let’s specifically look at how the adoption of a cloud-based construction management platform can help teams optimize their project management workflows.

“With connected workflows, we can eliminate data loss and broken communication between one entity and the next. Technology is the glue that holds the project together and creates success by removing data silos and streamlining access to information in a central location.”

–Melissa Schulteis, Virtual Construction Specialist, Miron Construction

4

The Payback of Project Management Software

Requests for Information (RFIs) are a painful, yet contractually necessary part of any project. Whether you’re the one submitting or the one responding, without seamless workflows to account for them, your process will suffer without fail. RFIs are essential, of course, ensuring that the crew builds correctly, reducing rework and bad blood. But for all that they’re essential, RFIs are some of the biggest roadblocks of a project. Traditional RFI processes are disconnected, relying heavily on email to move items through the workflow. Not only does this run the risk of response delays and miscommunication, but once an RFI is submitted, the creator has zero visibility into the status of the item.

And when it comes to generating reports, it isn’t an uncomplicated process and is limited to the information captured in the RFI log. Instead of relying on

Connected Project Management Workflows–RFIs

manual, disconnected processes, teams can utilize a cloud-based construction management platform to automate and simplify the RFI process with standardized workflows that create clear accountability and maintain transparency while meeting contractual obligations.

Cloud-Based Platform Benefits for RFIs:

Manage RFIs in the Field and Office Seamlessly create construction RFIs on web and mobile and provide critical context for faster RFI resolution by posting to specific areas of any 2D document or 3D model, adding multiple pushpins or markups, and taking photos in the field and linking them directly to RFIs.

Configure RFI Workflows One size does not fit all. Customize your construction RFI workflow to meet your project or company needs with multi- step reviews. Designate RFI actions for individual users, roles or company including control over who can submit, create, respond to, and approve RFIs.

Connect RFIs Across the Project Lifecycle Streamline workflows and provide access to all critical information. Connect Issues, RFIs and Change Orders across the project lifecycle.

Avoid duplicate data entry by escalating Issues to construction RFIs or by linking Issues to existing RFIs. To track the origin of the Change Orders, create a PCO from an RFI, or link existing RFIs to PCOs.

5

“With seamless RFI management, project teams have access to the same dashboard and can track the progress of an RFI over the course of its life.”

–Weston Short, VP of Engineering and Innovation, Gaylor Electric

Provide Transparency and Create Accountability Quickly understand where the RFI is within the workflow, what the next steps are, and who is accountable.

View the status of construction RFIs with color-coded indicators, identify ball-in-court, and seamlessly progress RFIs through the process with the click of a button.

6

The Payback of Project Management Software

Traditional RFI Workflow Time Consuming • Manual • Higher Risk for Miscommunication • Siloed • Restricted Visibility

Email RFI to Contractor

NO

Receive And Review RFI

Is The RFI Compliant?

Can You Answer The

RFI?

Add RFI To RFI Log

Prepare RFI Request

Prepare Request for Clarification

Prepare RFI Response

Email RFI To Reviewer

Email Reviewer

Update RFI Log And Markup

Drawings

Request More Information

Prepare RFI Revise RFI

YES

YES YES

NO

NO

Email Official Response To Contractor

Compose Official Response And Attached New

Documents

Solicit Additional Responses From

Co-Reviewers

Receive And Review RFI

Email Response To Appropriate

Parties

Receive And Review Response

Prepare Request for Clarification

Proceed With Work

Update RFI Log And New Documents

RFI Response Accepted?

Response Accepted?

NO

YES

Email Response To Appropriate

Parties

SUBCONTRACTOR

GENERAL CONTRACTOR

SUBCONTRACTOR

7

Cloud-Based RFI Workflow Streamlined • Controlled • Clear Accountability • Real-Time Status Visibility • Collaborative • Instant • Automatic Audit Trail

SUBCONTRACTOR

GENERAL CONTRACTOR

SUBCONTRACTOR

Submit RFI To Manager

Close And Distribute RFI

RFI Response Accepted?

NO YES

YES NO

Create RFI Link Drawing or

Model

Submit RFI To Manager

Is The RFI Compliant?

Submit RFI To Reviewer

Reviewer Composes Official

Response

Submit Additional Question To

Reviewer

Solicit Additional Responses From

Co-Reviewers

Create RFI Link Drawing or

Model

START Edit RFI

As Needed

8

The Payback of Project Management Software

Submittal management is one of the most important construction workflows to start off a project on the right foot, and one of the most time consuming. Typically, the Submittals review process is long and brutal. Stakeholders need to aggregate them from all engaged contractors, ensure they cover each aspect of the project, and input them into a system–often manually, which introduces mistakes and omissions. This can take weeks or even months, and as the project grows in size and scope, so do the errors.

The process can be improved by using a cloud-based construction management platform. Teams can efficiently create, coordinate, and manage all aspects of Submittals in a single document library. Initiate requests, manage reviews and approvals, and sync critical information to mobile devices for offline access.

Connected Project Management Workflows–Submittals

Cloud-Based Platform Benefits for Submittals:

Simplify the Construction Submittal Workflow Easily create and organize individual submittal items and move submittals through the review process efficiently with actionable and conflict-free responses.

Streamline review process by adding co-reviewers during reviews to ensure all necessary team members have an opportunity to review and comment.

Start the Project Faster Leverage an automated submittal log to get the project started faster. Understand your construction submittal project requirements in finer detail when you have all of your action submittals, products, closeout submittals, QA/QC requirements, and more at your fingertips.

Provide Real-time Visibility Into Submittal Status Seamlessly track and review submittal progress. As submittal items move through the workflow, the system automatically tracks and displays transition dates.

Easily track submittals assigned to you or the entire project and see recently closed construction submittals in an activity log.

Seamlessly Annotate Submittals Reduce the need for additional software with process with project management software that allows you to markup and annotate submittals directly. And with Built-in Stamps, quickly create stamps with custom text to clearly convey your feedback.

9

“The ability to go to one place to get my plans, my submittals, my RFIs … it is going to save a lot of time.”

–John Mack, Virtual Design Department Manager, Dome Construction

Share Submittals Instantly As soon as a submittal is approved, it’s immediately accessible in the mobile app, ensuring field teams have the more most up-to-date information to build accurately.

10

The Payback of Project Management Software

Traditional Submittal Process Complex • Lengthy Process • Siloed • Limited Visibility • Higher Risk of Missing Data • Restricted Visibility

Create Submittal Log

Prepare Submittal

Item Request Email Request

Receive And Review For Compliance

Receive And Review Information

Request A Revision

NO

NO

Log Information

Correct?

Submittal Complete?

YES

YES

Distribute Official Item

Review Specifications

Receive And Review Submittal

Request

Gather Requested Information

Prepare Response And Attachments

Email Response

Receive And Review Official

Response

Log Status And Email For Final

Review

Request Revision

Receive And Log Request

Email Official Response

SUBCONTRACTOR

GENERAL CONTRACTOR

SUBCONTRACTOR

11

Cloud-Based Submittal Process Automated • Clear Accountability • Improved Accuracy • Automatic Date Tracking • Real-Time Status Visibility • Collaborative

RESPONSIBLE CONTRACTOR

SUBMITTAL MANAGER

REVIEWER

Submit to Manager

Close & Distribute

Is item approved? YES

NO

Create Submittal Item

Assign to Responsible Contractor

Upload Submittal Item Attachment

Designate Official Response

Create Revision

Markup & Respond

START Submit Item for Review Review for Compliance

Submit to Manager

Optional - Add to a Package

12

The Payback of Project Management Software

In all phases of construction, meetings are critical to the success of a project. They provide a time to collaborate by bringing multiple team members and stakeholders together to check in on action items, coordinate activities, and bring up issues to establish a plan for resolution. The decisions and plans made during the meeting must be accurately documented as meeting minutes serve as a record in case of future cost impacts or litigation. But without a standard agenda and meeting minute format, it’s not uncommon for note-takers to miss something.

If official minutes are only distributed via email, you run the risk of critical decisions going unseen, which can lead to delays in critical, actionable information being made available and solutions not being implemented during construction. Adopting a cloud-

Connected Project Management Workflows–Meeting Minutes

based construction management platform can help teams keep effective meeting minutes. Robust meeting minute toolsets can help make meeting management effortless, provide clear visibility into the commitments made, and offer an organized and easily accessible history of all meeting records.

Cloud-Based Platform Benefits for Meeting Minutes:

Centralize Meetings Improve team coordination and project tracking. Whether its design collaboration, model coordination, or construction, centralize meetings and minutes.

Create agendas, schedule follow-ups, send email notifications, integrate virtual meetings, and provide an organized history of all meeting records.

Document Key Decisions Make decisions actionable and accountable. Capture decisions made during meetings and create next steps by assigning individuals, roles or companies to specific items.

Open action items will automatically populate in follow-up meetings, making it easy to track action items to completion.

Increase Access to Critical Meeting Information Bring attention to the things that need it most. Increase accessibility to information by linking Documents, Sheets, Issues, and RFIs directly to meeting items.

Team members can easily find all information with search and filter functionality.

13

“With the ability to link and assign attendees to meeting items with due dates, we can keep track of information in real-time instead of circulating a word document 24 to 48 hours later. Having all of the historical project data in one location creates transparency across project teams and minimizes the risk of miscommunication.”

–Kaitlin Frank, Superintendent, Dome Construction

Access Meetings in the Field and Office Keep critical meeting information at your fingertips in the field and in the office.

With Meeting Minutes on mobile, access meeting agendas and records, view linked items, and search meeting titles to quickly find the information you need.

14

The Payback of Project Management Software

Traditional Meeting Minutes Workflow Manual • Risk of Information Loss • Risk of Lost Records • Tedious Meeting Follow-Up Creation • Not Easily Accessible

Receive And Review Agenda

Prepare Meeting Agenda

Access Information To Review

Record Attendance

Record Meeting Minutes

Attend Meeting Receive And Review Minutes

Follow-up meeting needed?

Meeting Occurs

Resume Work

YES

NOEmail Agenda To Meeting Invitees Review And

Approve Meeting Minutes

Email Official Minutes To Attendees

Add Open Items To New Agenda

MEETING INVITEE(S)

MEETING ORGANIZER

15

Cloud-Based Meeting Minutes Workflow Effortless Management • Standardized Format • Centralized • Connected Data • Accessible • Automated Follow-Up Creation

Review Agenda in Meetings

Create a New Meeting

Record Meeting Attendance

Add Invitees & Additional Organizer(s)

Record Meeting Minutes

Attend Meeting

Review Minutes

Follow-Up Meeting Needed?

Resume Work

YES

NOBuild the Agenda Mark as Official

Minutes

Generate Follow-Up Meeting

MEETING INVITEE(S)

ORGANIZER(S) (optional) Export Agenda to PDF

(optional) Export Minutes to PDF

START

16

The Payback of Project Management Software

Construction projects are getting more and more complicated. Tight margins, resource constraints, and labor shortages are forcing companies to get creative to keep projects on track. Add to that every trade involved on a given project. It’s no wonder construction schedules get extremely complex and consist of thousands of schedule activities.

68% of trades point to poor schedule management as one of the key contributors to decreased labor productivity on the job site.1 With centralized project schedules, you can collaborate, integrate, and connect the schedule with the rest of the project and keep the stress of schedule changes to a minimum.

Connected Project Management Workflows–Schedule Management

Cloud-Based Platform Benefits for Schedule Management:

Share the Schedule, Instantly Eliminate delays, reduce miscommunication, and share the schedule with the ones that need it most. Update the schedule from headquarters and instantly get it to the field.

Connect the Schedule to the Entire Project Link critical construction documents like Files, Photos, Issues, Sheets and Assets to schedule activity items. Integrate your schedule with cost management software to connect the project schedule to budget to plan time- related costs and to establish cash flow.

Find What You’re Looking For, Quickly Save time and get information faster. Search thousands of schedule items or filter by date, resources or status and sort to quickly find the critical schedule information.

Access Construction Schedules, Anywhere Stay updated on schedule activities in the field and in the office. With your schedule on your mobile device, view activities happening that day, week, or month. Use the search to quickly find the exact activity that you are looking for.truction RFIs with color-coded indicators, identify ball-in-court, and seamlessly progress RFIs through the process with the click of a button.

17

“Distributing schedules across the team and ensuring everyone is on the same page is often time-consuming. Traditional and siloed schedule management requires updating spreadsheets, publishing them as PDFs, and emailing them around to the team. By automating schedule communication in cloud- based schedule management technology, we save valuable project time and keep our team updated on the latest, while remaining in the same solution that houses our other critical project information.”

–Bryan Nuckolls, Project Manager, BOLDT

18

The Payback of Project Management Software

Traditional Schedule Management Workflow Lengthy Process • Siloed • Higher Risk of Outdated Information • Not Easily Searchable

YES

YES

Can issue be mitigated?

Are changes required?

NO

NO

Create Master Schedule

Email Schedule to team

Review PDF of Schedule

Collate suggestions

Review Suggestions

Send to HQ Split schedule into

relevant parts

Review with trades

Notify team of resolution

Update Schedule & Publish to

Autodesk Build

Create Look- Aheads & Execute

Work

SCHEDULE MANAGER

PROJECT MANAGER

SUPERINTENDENT/ PROJECT ENGINEER

START

Print & Distribute Schedule

Annotate PDF schedule with suggestions

19

Cloud-Based Schedule Management Workflow Instant• Streamlined • Real-Time Status Visibility • Collaborative • Easily Searchable

Review Suggestions

YES

YES

Can issue be mitigated?

Submittal Complete?

NO

NO

Create Master Schedule

Publish Master Schedule to

Autodesk Build & Share

Review Schedule Details

Notify team of resolution

Update Schedule & Publish to

Autodesk Build

Create Look- Aheads & Execute

Work

SCHEDULE MANAGER

PROJECT MANAGER

SUPERINTENDENT/ PROJECT ENGINEER

START

Add Comments

Suggest Schedule Update

Add References

✓ Files ✓ Photos ✓ Issues ✓ Sheets ✓ Assets ✓ Forms ✓ Submittals ✓ RFIs ✓ Cost

Optional If Needed

20

The Payback of Project Management Software

To truly improve project performance, it’s essential to track leading indicators, or predictive measurements2 —and that’s where using technology to create connected workflows3 comes in. What are the specific outcomes you should think about as you leverage construction technology and build out your workflows internally?

How Using Digitally Connected Workflows Improves Five Essential KPIs

❶ Winning Business Speed and accuracy are crucial in winning bids—and connected workflows yield both. For example, design- build projects are completed 102% faster than traditional design-bid- build projects, according to DBIA.4 Here are other ways connected workflows help win more business:

Increased Bid Efficiency Using technology and automation can dramatically increase efficiency in delivering compliant/innovative bids that differentiate the contractor from the competition.

More Successful Projects Using connected workflows helps projects stay on budget, on time, and incident free with high quality. But key project metrics must be captured to identify areas for continual improvement.

Better Stakeholder Engagement Technology enables visualization and other tools that get the client to actively participate in all phases. Measuring engagement through post bid surveys following successful bids will help identify what differentiated the contractor during the bid stage.

Higher Bid Win Rate Lost bids are a cost to the business. Using tech to monitor win rate is a key metric for bid teams.

Expanded Service Offerings Such services include self-perform, investment, facilities management, industrialized construction, using digital technology and BIM, and providing sustainability or post occupancy services. These are all opportunities to increase the profit margin or reduce cost or risk on a project.

21

❷ Cost Fully 69% of owners say poor contractor performance is the single biggest reason for project underperformance,5

yet only 23% of firms are taking steps to improve jobsite performance with lean construction techniques, tools like BIM, and offsite prefabrication.5 Connected workflows help contractors get a true picture of performance—and control costs—in the following ways:

More Accurate Forecasting Accurate and timely reporting that gives the true story of a project’s financial health is imperative. Staying true to forecast shows good management of the business in line with senior leadership and owner/shareholder expectations.

Better Cost Controls Cost management of change orders and pay application processes ensures sound cash flow management for project stakeholders.

Reduction in Nonrecoverable Costs Issues that can’t be contributed to a third party (such as poor or missing materials or lost time due to poor scheduling/delays) must be covered. Connected workflows show key value metrics, including actual profit margin versus project profit margin, percentage of contingency attributed to nonrecoverable costs, and amount of nonrecoverable costs per project value.

Improved Subcontractor Qualification Assessing subcontractor performance versus cost allows a contractor to mitigate costly risk. Technology shows key risk metrics, such as risk of subcontractor default and subcontractors with poor track records.

“Autodesk Construction Solutions give us visibility on risk and a higher degree of focus. Construction IQ is identifying the problems and constraints that now act as leading KPIs for BAM to identify hotspots, rather than relying on traditional construction intuition. We’re having less reactive conversations with more emphasis on KPIs that can drive continual improvement. The simple visualization of the challenge or the issue alone helps us bring that focus.”

–Michael Murphy, Digital Construction Operations Manager, BAM Ireland

22

The Payback of Project Management Software

❸ Quality In 2018, 52% of rework was caused by poor project data and miscommunication—the equivalent of about $31.3 billion in the U.S. alone.6 Here’s how connected workflows address those issues and reduce those costs:

Less Rework Technology brings together key workflows–fabrication planning, design detailing, visualization, site administration, layout, commissioning, quality management and document management–to reduce, and even eliminate rework.

Fewer Constructability Issues Incomplete design and lack of design review cause expensive field issues. Connected workflows ensure collaboration between all project stakeholders and a robust review process to manage all issues before they lead to rework on-site.

Reduction in Defects at Handover High aftercare (warranty) costs erode a project’s profit margin. With connected workflows, a data trail ensures that defects are addressed before handover.

Better Overall Handover Experience Warranty and poor handover experience impact worker and customer satisfaction. Enhanced digital documentation supports the customer in moving from construction to operations–and provides an opportunity to increase customer satisfaction and contribute to the contractor’s reputation.

❹ Schedule Schedule slippage results in added costs from overtime/second shifts for more than 65% of general contractors, according to a Dodge/Autodesk report.7 Connected workflows address those issues in the following ways:

Optimized Schedule Identifying opportunities to reduce risk and optimize the schedule leads to potential savings for the client and the contractor. This optimization can also reduce the likelihood of claims if program dates/schedules aren’t hit. reduce, and even eliminate rework.

Improved Plan-to-Actual Ratio Improving plan-to-actual ratios in schedule builds floats into the program and provides the opportunity for contractors to deliver the project early and enhance their fee.

Better Schedule Control Schedule control is about how the master program is related to monthly, weekly and daily planning of tasks/ activities. Effective short-term planning (such as pull planning) can ensure correct discipline in scheduling.

More Efficient Resource Planning Correct allocation and planning of resources (labor, materials, etc.) are essential to ensuring that the master program is followed. The better resources and logistics are sequenced, the less chance there is of project overruns.

23

❺ Health, Safety and Environment Nearly 40% of firms aren’t using any technology to gain a strategic advantage.8 But 60% of general contractors and trades feel using software to manage safety and/ or inspections during construction is of high value to improving this process. Connected workflows are key to that goal in the following ways:

Better Safety Awareness and Education Using connected workflows gives construction teams better awareness of project risks with timely information based on real- time reported incidents–a proven method to reduce risk and increase hazard identification on projects.

Lower Insurance Premiums Demonstrating better working practices through robust processes/ use of digital technology can reduce a construction company’s exposure to risk. Demonstrating this ability to insurance providers can help reduce insurance premiums.

Fewer Work Hours On-Site Careful logistics, schedule, and process planning, together with the use of technology, can reduce the number of hours workers must be on-site. This can reduce the risk of being exposed to hazards that can cause harm.

Less Environmental Impact Connected workflows allow contractors to source materials and products with health and the environment in mind. Demonstrating a positive effect on the community and wider society can boost employee morale, attract talent in a labor shortage, lead to greater productivity and innovation, attract loyal customers with their own CSR requirements–all while delivering better project performance.

24

The Payback of Project Management Software

Conclusion Using manual processes and disconnected systems for RFIs, submittals, meeting minutes, and schedule management workflows is not only inefficient but runs the risk of error and data loss. There are several cloud-based tools available to help you streamline these processes. But to ensure you remove data silos, disconnection, and duplication, select a cloud-based technology solution that integrates seamlessly with other construction software.

Consider adopting industry-specific tools from Autodesk Construction Cloud™. Autodesk Construction Cloud combines next-generation technology, a robust network of professionals and firms, and powerful predictive analytics to help your business thrive across all phases of construction.

References

[1] 3 Ways to Avoid Being Overwhelmed by Complex Schedule Changes Autodesk Digital Builder Blog, 2022

[2] How Autodesk Build Will Deliver on Key Value Drivers in Construction Autodesk Digital Builder Blog, 2021

[3] Why Connected Construction Workflows Power Better Building Autodesk Digital Builder Blog, 2021

[4] There’s a better way to build DBIA, 2021

[5] Climbing the Curve: 2015 Global Construction Project Owner’s Survey KPMG International, 2015

[6] Construction Disconnected: The High Cost of Poor Data and Miscommunication Plangrid Blog, 2018

[7] The Key Performance Indicators (KPIs) of construction Autodesk, 2019

[8] JB Knowledge 2020 Construction Technology Report JBKNOWLEDGE

“The benefits associated with connected construction are having accurate information ready and available at any moment during the process for the client, the design team, and the construction team. Having the ability to adapt to unforeseen changes and have the information available in real-time helps deliver an efficient and quality project to the client.”

–Gilbert Garcia, VDC Engineer, Turner Construction

Ready to try out for yourself?

Start a free trial and streamline your RFIs, Submittals, Meeting Minutes, and Schedule Management today.

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While the industry experiences unprecedented transformation, our mission remains the same: to help construction teams meet the world’s rapidly expanding building and infrastructure needs while making construction more predictable, safe, and sustainable. And we’ve remained steadfast in our promise to deliver the industry’s most compelling solutions, connecting data, teams and workflows from the field. This is our commitment to connected construction.

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