AEC ROI of Construction Project Management Software eBook
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 Requests for Information (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 digitise their workflows, but systems and data are often disconnected, and frequently stored in separate locations. This can result in project teams working with incorrect or incomplete information, ultimately leading to rework and derailed workflows.
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. The 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 optimise their project management workflows.
“Previously it was a huge chore for people to complete checklists and take photos back into the office. Now, documentation and quality checks can be completed digitally, providing us with information in a standardised format. It’s much easier for the team, and we’re benefitting from a higher quality of information and traceability.”
–Paul Lynch, Director, Eamon Costello Ltd.
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The Payback of Project Management Software
RFIs are a painful, but obligatory part of any 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. Whether you’re submitting RFI’s or responding to them, without seamless workflows to account for them, your process will suffer. Effective RFI management is essential to ensure that the crew builds correctly, reducing rework and animosity.
When it comes to generating reports, it’s a complicated process and is limited to the information captured in the RFI log. Instead of relying on manual, disconnected processes, teams can utilise a cloud-based construction management platform
Connected Project Management Workflows–RFIs
to automate and simplify the RFI process. Standardised workflows can be created that have clear accountability and maintain transparency while meeting contractual obligations.
Cloud-Based Platform Benefits for RFIs:
Manage RFIs on Site and the 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 on site and linking them directly to RFIs.
Configure RFI Workflows One size does not fit all. Customise 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.
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 colour-coded indicators, identify who is responsible for the next action, and seamlessly progress RFIs through the process with the click of a button.
5
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
MAIN CONTRACTOR
SUBCONTRACTOR
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The Payback of Project Management Software
Cloud-Based RFI Workflow Streamlined • Controlled • Clear Accountability • Real-Time Status Visibility • Collaborative • Instant • Automatic Audit Trail
SUBCONTRACTOR
MAIN 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
7
Submittal management is one of the most important construction workflows at the beginning of a project and one of the most time consuming. Typically, the Submittals review process is long and arduous. 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 can 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. Requests can be initiated reviews and approvals managed and critical information synced 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 organise 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 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 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.
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The Payback of Project Management Software
“It’s now very easy for us to share documents with our subcontractors and supply chain partners in Autodesk Construction Cloud. Prior to using ACC, we really had no overview on the health of our projects as we lacked the information and data we needed about our projects.”
–Roger Feste, BIM Coordinator and IT Manager, POB
Share Submittals Instantly As soon as a submittal is approved, it’s immediately accessible in the mobile app, ensuring site teams have the most up-to-date information to build accurately.
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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
MAIN CONTRACTOR
SUBCONTRACTOR
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The Payback of Project Management Software
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
11
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 common 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- based construction management
Connected Project Management Workflows–Meeting Minutes
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 organised and easily accessible history of all meeting records.
Cloud-Based Platform Benefits for Meeting Minutes:
Centralise Meetings Improve team coordination and project tracking. Whether its design collaboration, model coordination, or construction, using a cloud-based platform centralises meetings and minutes.
Create agendas, schedule follow-ups, send email notifications, integrate virtual meetings, and provide an organised 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 items through to completion.
Increase Access to Critical Meeting Information Bring attention to the items 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.
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The Payback of Project Management Software
“Using a common data environment like ACC meant all project collaborators had access to real-time project data from anywhere.”
–Michal Zając, Senior Architect/ BIM Manager, Blue Projects
Access Meetings on Site and in the Office Keep critical meeting information at your fingertips on site 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.
13
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)
ORGANISER(S)
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The Payback of Project Management Software
Cloud-Based Meeting Minutes Workflow Effortless Management • Standardised Format • Centralised • Connected Data • Accessible • Automated Follow-Up Creation
Review Agenda in Meetings
Create a New Meeting
Record Meeting Attendance
Add Invitees & Additional Organiser(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)
ORGANISER(S) (optional) Export Agenda to PDF
(optional) Export Minutes to PDF
START
15
Construction projects are getting more and more complicated. Tight margins, resource constraints, and labour 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 construction site.1 With centralised 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 site.
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 on site 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.
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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
17
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
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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 visualisation 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 technology to monitor win rate is a key metric for bid teams.
Expanded Service Offerings Such services include self-perform, investment, facilities management, industrialised 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.
19
❷ Cost 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 construction site 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 by 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 visualisation of the challenge or the issue alone helps us bring that focus.”
–Michael Murphy, Digital Construction Operations Manager, BAM Ireland
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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, visualisation, 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 causes expensive site 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 main contractors, according to a Dodge/Autodesk report.7 Connected workflows address those issues in the following ways:
Optimised Schedule Identifying opportunities to reduce risk and optimise the schedule leads to potential savings for the client and the contractor. This optimisation 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 (labour, materials, etc.) are essential in ensuring that the master program is followed. The better resources and logistics are sequenced, the less chance there is of project overruns.
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❺ Health, Safety and Environment Nearly 40% of firms aren’t using any technology to gain a strategic advantage.8 But 60% of main 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 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 can boost employee morale, attract talent in a labour shortage, lead to greater productivity and innovation, attract loyal customers with their own CSR requirements–all while delivering better project performance.
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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.
“The time our team has saved using the solution already has been immense. Searching for documents is not only time consuming but also frustrating. The thinking that goes into this activity has also been removed.”
–Bas Spaan, Data and Information Manager, Lomans
Ready to try out for yourself?
Start a free trial and streamline your RFIs, Submittals, Meeting Minutes, and Schedule Management today.
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
https://construction.autodesk.com/trial/autodesk-build/ https://constructionblog.autodesk.com/managing-schedules-changes/ https://constructionblog.autodesk.com/managing-schedules-changes/ https://constructionblog.autodesk.com/autodesk-build-construction-value-drivers/ https://constructionblog.autodesk.com/autodesk-build-construction-value-drivers/ https://constructionblog.autodesk.com/connected-construction-workflows/ https://constructionblog.autodesk.com/connected-construction-workflows/ https://dbia.org/impact/ https://dbia.org/impact/ https://assets.kpmg/content/dam/kpmg/pdf/2015/04/global-construction-survey-2015.pdf https://assets.kpmg/content/dam/kpmg/pdf/2015/04/global-construction-survey-2015.pdf https://blog.plangrid.com/2018/08/fmi-plangrid-construction-report/?doing_wp_cron=1647370908.0108180046081542968750 https://blog.plangrid.com/2018/08/fmi-plangrid-construction-report/?doing_wp_cron=1647370908.0108180046081542968750 https://blog.plangrid.com/2018/08/fmi-plangrid-construction-report/?doing_wp_cron=1647370908.0108180046081542968750 https://bim360resources.autodesk.com/optimizing-your-construction-kpi/kpis-of-construction-report?_ga=2.267516750.1319067397.1624297739-1446767621.1623266741 https://bim360resources.autodesk.com/optimizing-your-construction-kpi/kpis-of-construction-report?_ga=2.267516750.1319067397.1624297739-1446767621.1623266741 https://contechreport.com/ https://contechreport.com/
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Our industry requires solutions that connect their information, teams, and technology —breaking down data silos and disconnected processes that hinder true transformation. As we navigate the ever-present push to do more with less, we need to uncover new ways of working, enhance connected digital workflows, and incorporate advanced analytics. To support us on this journey of transformation, we must lean into tools that connect construction — from design to plan, build, handover, and operations.
Built on a unified platform and common data environment, Autodesk Construction Cloud is a powerful and complete portfolio of construction management products that empowers main contractors, specialty trades, designers and owners to drive better business outcomes. Autodesk Construction Cloud combines advanced technology, a unique builders network and predictive insights to connect teams, workflows and data across the entire building lifecycle.
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