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Intro to Construction Management
Online construction management software uses the Web to enable construction professionals to manage contract administration and control construction documents. The online systems allow users to exchange information with each other virtually anytime, anywhere.
The software maintains a date-stamped log of all contract documents such as Requests for Information (RFIs), Construction Change Directives (CCDs), submittals and Architect’s Supplemental Information (ASIs), eliminating confusion about whether (and when) users received the information.
Web-based construction building management systems transfer the responsibility for accessing documents to those who need to act on the information, rather than on those who send the information. The system replaces the “send-to-many, read-by-one” communication of email and fax with a “send-to-one, read-by-many” Internet approach.
All users see identical information, making it possible to resolve issues quickly. Decisions are automatically documented online, eliminating the problems that occur when written, faxed or emailed information is not delivered in a timely fashion.
Online construction management software also eliminates the need for the onsite staff to expand, reformat and re-send contract administration spreadsheets, a time-consuming and error-prone process. Users submit data on a simple standardized form. A superintendent, foreman or project engineer can directly input and send information in the field, without a high-speed connection or help from the support staff.
Benefits of Online Construction Project Management Software
Many construction managers and owners see online construction management software as a way to improve communication and increase productivity. These professionals recognize the benefits of the better systems:
Timesavings – The project team can get needed information faster, helping them to complete their work in a more timely manner. This reduces workloads and can help control costs.
Faster decisions – The amount of time saved with online construction management increases proportionately with the number of different users who have to jointly review, process and approve information.
Online “paper trail” – The entire cycle is documented on the Web. Questions and answers are input directly online, helping assure that both are clear. With its immediate access to information and electronic search capabilities, online construction project management software can significantly reduce the time needed to research previous communication and construction documents.
Automated email notifications - Automated email messages, with an active link to the appropriate URL, alert architects and others that new RFIs and change order requests have been posted online. This encourages people to use the system because they don't have to change their method of operation.
Current information – Because the information is updated online, there is no out-of-date version to confuse people.
Identical information – Everyone sees the same information. This can be particularly valuable in conference calls when people in different locations need to view information to make decisions. In such cases, new information can even be added online in real time, for everyone to see.
Detailed information – In-depth information is readily available. Better online construction project management systems allow users to easily toggle between a summary entry in the log and additional detailed information.
Project directory – Online construction project management software typically provides an up-to-date directory that identifies the appropriate points of contact among the project team.
Confidentiality – The most effective systems preserve the private exchanges of information between parties to sub-contracts, e.g., between the general contractors and subcontractors, or between the architect and consultants. The better online construction project management software also assures that the architect has approved the consultant’s responses before they reach the general contractor, helping to minimize unauthorized approvals.
Appropriate Applications
Most of the better-known online construction management systems are targeted at larger projects and bigger construction companies, where the scale of the project often justifies the high cost.
Unfortunately, much of this software is too complex, too difficult to use, or too expensive for many construction professionals, who need to focus on a few major processes, e.g., routine and repetitive transactions such as RFI, CCD and ASI construction documents.
There can be several hundred such questions and directives, which often involve design changes to solve urgent field problems. If the project is to move along smoothly, the architects and designers need to quickly respond to these questions. With the appropriate online construction management software, contractors can get the quick responses needed, keeping delays and cost increases to a minimum.
Good construction management software also makes it easy to monitor the cycle of approvals from the architect or designer to the contractor. This helps identify situations where information is delayed and makes the project team more accountable.
Additionally, online systems can store reports, memos and correspondence, although these items are normally secondary to the high-traffic communication areas (e.g., information requests) that keep a project on schedule and help control costs.
Selection Criteria
Three of the most important criteria in selecting online construction management software are ease of use, focus and flexibility.
Ease of use – The software must be intuitive and easy to use. It must mirror the way the construction team has communicated for years and not require the teams to learn a new way to communicate. It must employ familiar formats for presenting information.
If users can virtually teach themselves with little or no training, they are more likely to try a system and discover its advantages. With a complex system that uses unfamiliar ways of presenting information, team members are likely to reject the system and revert to more traditional, labor-intensive (and costly) methods.
Focus – Effective online construction project management software should focus on the areas where it can make the most difference (e.g., routine, repetitive tasks). A system that does a few tasks well is of much more value to the smaller construction team than one that attempts to do many things (and often does them poorly).
Flexibility – The Web-based system needs to be flexible enough to accommodate projects using the traditional structure (architect, general contractor and subcontractor) as well as jobs with multiple prime contractors who provide and receive information without overall control from a general contractor.
Summary
Construction personnel can gain a great deal by using the right online construction management software. By identifying the target processes and applying appropriate selection criteria, the team can use such a system to increase efficiencies, reduce workloads and lower total costs.
Interested? Try our interactive demo, or contact us to arrange an online demo or free test drive!
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