From Blueprint to Completion: Navigating Your Construction Project with Software

Let’s pump the brakes, quickly. Before we take a deep dive into how construction management software can help contractors, Designers, Owners, and subcontractors through the construction process, let’s look at what this powerful software really is. Construction management software is a tool that companies can use to streamline and optimize the tasks that they perform every day. It does nothing to help with any of the physical work, but it helps organize and improve the behind-the-scenes tasks and activities that the back office and administration teams handle. This includes the project management, accounting, marketing, and procurement divisions, and decision-making parties. These programs are a type of software known as “SaaS,” which stands for Software as a Service. Companies pay for a license to use this software, whether it be a one-time payment or a monthly subscription fee. In many cases, a one-time purchase requires purchasing updates or upgraded modules, while monthly subscriptions often include free access to updates. Additional modules may cost small additional fees, as well.

Construction management software has many functions. And, every individual software program has its own specialty or focus. But, overall, the goal of all these programs is the same. The following are some of the most common functions that customers will find from construction management software programs.

Project Management

The largest, catch-all benefit of using construction management software is that it provides an effective platform for project management. These programs allow users to plan the steps and schedule, organize the contracts and other documents, and allocate resources in the smartest, most efficient way possible. Many of these programs allow users to see their projects from a 30,000-foot view but also drill down into the different niche or nuanced aspects of the project.

Document Management

When managing all the paperwork on a construction project, management software is key. These programs allow companies to upload their documents, contracts, drawings, compliance documents, change orders, and other notes into the software where they are kept safe and secure. One of the benefits that drawing management offers is cloud-based access. Users can access drawings and notes from anywhere they have internet access, letting them stay up to date with the latest information and developments. Also, construction management software often catalogs and organizes these files and documents in the most intuitive ways possible, making it easy to find a specific document at any time.

Estimating and Budgeting

Estimation is how you plan for profits, and budgeting is how you ensure they happen, and construction management software can help with both. These programs help the back-office track actual expenses and costs and compare them against the remaining budget and project total. As a result, companies can identify any changes they need to make (which is inevitably the case) to ensure their projects remain on track. It’s also the case that with project management software, construction teams can connect the project management team with the accounting department on these matters. Both teams can analyze the current financial state of the project, communicate about concerns, and decide if taking on additional projects is in the company’s best interest.

Resource Allocation

With so many moving parts involved in the average construction project, ensuring that the available resources are accounted for and used wisely is critical. Construction project management software allows users to track the status of inventories, locations of equipment, labour force, and other important resources and compare them to their projects’ needs. It might not seem entirely obvious at first, but with streamlined resource management, construction firms can take on more projects. By minimizing equipment and labor downtime while also ordering the correct materials when they’re needed, construction firms can expand their project portfolio without necessarily increasing any of their costs. Construction management software makes this possible.

Communication and Collaboration

Teams that communicate effectively typically perform better and achieve more goals. But, even in today’s world of instant communication, there’s more to communicating effectively than texting or emailing. By using construction management software, communication is tied to the platform and custom workflows are created, streamlining the delivery process, and adding a layer of accountability that other construction software programs might not offer. For example, rather than sending an email that could quickly fall to the bottom of an inbox, construction management software allows users to “ping” each other on tasks and notes. Also, once that person responds, the person who generated the original note is notified immediately, allowing them to communicate back and forth. The system then logs the communication, giving users the ability to check back on a note or question within the platform rather than using a third-party software or email provider.

Risk Management

Construction project management software can also help companies reduce and manage risk. These software programs can be set to generate automatic alerts and responses, allowing companies to take action or plan for issues. For example, a construction enterprise resource planning software solution can be used to manage compliance documents. They can be used to track missing subcontractor compliance documents, alert to compliance and license documents that are expiring, and more. When these issues arise, the administrative staff can track down the subcontractor and work toward a resolution before the problem becomes severe. Similarly, construction project management software can automate invoices and payments. This helps ensure that the construction company’s cash flow remains intact while also preventing a potential payment issue with subcontractors. These are risks that every construction project must navigate, and construction management software can simplify them.

Reporting and Analytics

Data makes the world go ‘round (at least, it makes the decisions that make the world go ‘round easier to make). A management software solution allows users to analyze the latest data and use it to make better decisions. How? Through real-time reporting and analytics. When project management or back-office staff update values such as project budgets or progress, the data is updated across the entire program instantly. Any issues this might cause will render an alert, but also ensure that all the latest data is available to generate reports on the spot. When decision-makers take these reports into board meetings and other conferences, everyone involved knows that they’re discussing and working with the latest information available. These reports can be generated moments before the meeting using the software, rather than spending multiple days compiling data that’s already outdated and obsolete.

Secure Remote Access

The best construction management software programs are cloud-based, which means the company uses a third-party cloud for document storage and access. This does two things: It ensures that the data is secure, as the cloud provider chosen must provide the highest level of data security. It also ensures that the data, while secure, is available from anywhere in the world. With remote access, project management teams can log into the software program and access all the drawings, reports, and notes necessary to do their jobs. This ensures everyone can communicate, work on the latest revisions, avoid mistakes and rework, and deliver the best possible product. This connection between the back office, project team, and crew removes barriers and hurdles that have kept these parties from working seamlessly together in the age of modern contracting.

Construction project management software is flexible, and the entire construction firm can use it to streamline and simplify their everyday tasks throughout the life cycle of the project.

• Project Managers: Project managers use construction management software every day. They use these tools to schedule the phases of construction, subcontractors, and materials deliveries as well as track the project’s progress and ensure that it's under budget and on target for delivery.
• Owners and Representatives: Owners and their representatives appreciate access to project management tools because they can track the project’s progress. They can also observe budgets and projected timelines, keeping them in the know without constantly reaching out to the general contractor for updates.
• Estimators: Real-time data, past project reports, and other information are critical for estimators. They’re able to look back at similar projects to determine materials and labor needs, find areas where estimates should’ve been higher as well as determine where they can cut costs to be more competitive. Subcontractor estimators can also use the software to submit RFIs and proposal packages.
• Design Personnel: While the actual design work performed happens in CAD and BIM programs, Designers do use project management software. They can communicate with project staff, review submittals, respond to RFIs, and leave notes on drawings for crews in the field to review.
• Administrative Staff: Administrative staff will use construction management software regularly to check the progress of jobs, run reports, and make decisions based on the available data. Since there is often a lot of money tied up in these decisions, it’s critical that these folks have the very latest information, and they trust project management software to provide it.
• Field Supervisors: Field supervisors and foremen will log into management software from the job site. They can use the cloud-based mobile access to review drawings, report progress, make requests, and ask questions to the design or management team when issues come up.
• Subcontractors: Construction management software is key for subcontractors, as they often use a general contractor’s program for their everyday tasks. For instance, rather than dealing with paper invoices, the subcontractor can submit an invoice or pay app online. Similarly, they’ll find scheduling information, change order requests, and progress reports available through the management software, making their job easier and more straightforward.

Obviously, there are a lot of uses for construction management software. And as a result, almost everyone involved in a project can benefit from some of the features or capabilities. However, many construction software companies only issue a set amount of license keys for each subscription. This limits who can use them, often resulting in shared passwords and reduced levels of accountability. When implementing project management software, consider looking for a software program that allows unlimited users. Not only does this provide more value for the company, but it also allows admin staff to create individual usernames for each employee, adding a layer of security and accountability. For example, if a staff member notices a line item is going to go over budget, they can propose a budget shift to account for the overage. This will require approval, but if the request is coming from a general username shared between the accounting or project management staff, there’s no accountability or tracking as to who requested the shift.

Navigating a construction project takes attention to detail, good decision-making, and seamless communication. The following are some examples of how different roles use project management software to steer the ship from the pre-design phase to completion.

Pre-Design

Pre-design is all about determining whether the project is feasible and planning. At this point, the project owner, Designers, general contractor, and other parties work together to create the vision, determine a budget, and identify the project’s requirements. Site selection and a conceptual design are also parts of the pre-design phase.

• Administrative Staff: Despite the fact that the project hasn’t broken ground, there are already contracts in place during the pre-design phase. The administrative staff uses project management software to manage and oversee the execution of these contracts between the Designer, project management team, client, and other parties involved in the pre-design phase.
• Designers: The design team consists of Architects and Engineers, and these parties use several types of software to create the design, but they also use construction management software to coordinate and communicate with each other, as well as other parties on the project. They can share mock-ups, survey results, and other important information established early in the project. They can use the software to receive approvals and send notifications electronically.
• Project Management: Construction management software is the project management team’s main dashboard throughout the project. During the pre-design phase, these team members will use it to ensure that pre-design tasks, such as feasibility studies, document generation, and budget determinations are completed on time.
• Owners: Owners and clients are important throughout the entire construction project, but they’re most important during the pre-design phase. Here, they can use a construction management software dashboard to track the progress of the pre-design phase, respond to any communications that the project management or design teams send their way, and approve or deny any proposed documents or designs.
• Accounting: Construction accounting is starting to take a leadership role in some companies, and these folks can use construction management software to help analyze and determine budgets, identify risks, and aid in pre-design decision-making. Also, accounting staff should review contract terms, identify feasible pay schedules, and determine the cash flow outlook for the duration of the project. Construction management software can aid in all these tasks.

Design

When the design phase begins, the team moves toward finalizing drawings and designs as well as finding contractors. During this phase, construction management software plays a large role in maintaining the timeline, organizing documents, and ensuring any project challenges that come up are quickly addressed.

• Administrative Staff: The administration’s job during the design phase is to organize all of the contracts involved in the process. This means managing any contracts with design consultants and vendors. This team also needs to ensure that the terms in the prime contract are being met and that any compliance requirements are handled. Again, the project management software’s dashboard provides access to all of these aspects during the design phase.
• Owners: The Owner or their representative needs to be accessible during the design phase, which means the design team, administrative staff, and project management team need to be able to get approvals and signatures. Owners can approve, deny, or make notes on any proposals using the management software.
• Designers: Designers are hard at work creating the building plans and sharing them with the different consultants, admin staff, and Owners involved in the project. Rather than sending large emails or paper copies, Designers can use the document management feature baked into a project management system to distribute these plans electronically, with timestamps, mark-up capabilities, and remote access.
• Project Management: The project management team relies on construction software to coordinate and organize all of the different aspects of the design phase, as well as check on the overall progress of the project. They’ll compare the status against the timeline to ensure that the job is on track and communicate with the different team members over any potential project issues.
• Accounting: The accounting staff’s goal during the design phase is to watch the numbers and assess any potential risks. They can use the construction management software dashboard to follow budgets and line items to avoid overruns and create financial reports based on the current phase of the project. This allows the team to make smarter financial decisions when it comes to managing cash flow, paying subcontractors, and ensuring that pay apps are valid.

Procurement

Procurement can become challenging because it introduces many more parties to the construction project. Materials suppliers, subcontractors, and consultants might become part of the fray, along with the materials, tools, and equipment required to make the project happen. With so many moving parts, a project management software program can help keep things on track.

• Owners: Depending on how involved the Owner wants to be in the project, they might have several reasons to use management software. For instance, if they want to review vendor and subcontractor proposals, approve purchase orders, review line items, and track the overall process.
• Designers: The use of management software for Designers becomes incredibly important during the procurement phase. Subcontractors and vendors will be completing take-offs and submitting bids, which means they’ll also be submitting RFIs (requests for information) about the materials, components, and other aspects of the projects according to the plans. The Architect or Engineer needs to answer these requests so subs and suppliers can assemble accurate submittal packages, and construction management software makes this much easier—especially with drawing or document management capabilities.
• Project Management: The project management team’s role, again, is to ensure that everything is going to plan. But, it will also aid in selecting subcontractors, materials suppliers, consultants, and other roles at this stage. They can use the construction management software to distribute RFPs, or requests for proposals, to different contractors and subs, letting them know they’re taking bids for the different aspects of the project.
• Accounting: Once the number of moving parts grows on a construction project, so does the job of the accounting staff. These team members can use the management software to keep an eye on budgets, track compliance documents that could put the project at risk, and help the team identify areas to reduce costs
• Procurement Staff: The folks ordering the materials and equipment to make the project happen have a lot to manage. With the project software, they can organize and manage bids, vendors, costs, and compliance data when securing items.

Construction and Monitoring

When one thinks of managing a construction project with software, they’re usually thinking about the construction and monitoring phase. This is the phase during which all contractors, subs, suppliers, and other parties are on-site and building. They’re using materials, navigating project challenges, and working toward the deadline.

• Owners: The construction and monitoring phase is exciting for owners and clients because their idea is finally starting to take shape. They’ll often use software to check on the progress of the project, observe budgets, approve requests, and leave feedback for the project management team.
• Health and Safety Managers: Construction management software allows health and safety teams to track the project’s progress and plan inspections accordingly. Once inspections are performed, they can upload the documents into the drawing management software so it’s always available. They can also mark drawings for areas where violations occurred or are likely to occur.
• Contractors and Subs: The uses that contractors and subs have for project management software during this phase are endless. These companies will use the drawing management software to track the latest revisions and ensure they’re up to date. They’ll also submit compliance documents, pay apps, change order requests, RFIs, and other documents through the management software. The majority of their tasks involve management software at this point.
• Project Management: Project management teams must track the progress of the job but also navigate the challenges that might arise. For instance, they can use management software for scheduling purposes, document management, approvals, timeline accountability, budget tracking, and communication with the many parties on the project to ensure everything is on track.
• Designers: Architects and Engineers will still use project management software during the construction and monitoring phase. These professionals will often walk the site to ensure that everything is according to plan, requiring mobile access to drawings and documents. Similarly, subs may still be submitting RFIs or they may need guidance for change orders, drawing updates, and other plans, and project management software provides the ideal platform for maintaining that communication.
• Quality Control: Construction firms that employ quality control personnel can use construction management software for their tracking and organization. QC staff can walk the site using drawings and other documents as guidance, verify that completed tasks are in alignment with the drawings and code, and then submit these documents to the drawing management system for seamless and secure storage.

Post-Construction

The final stage of the project is the post-construction phase, and it includes wrapping up punch list items, any necessary commissioning processes, preparing the building for handover, and general buttoning up. Surprisingly, many roles on the project use project management software at this point to help navigate the rest of the process.

• Owners: The project is about to wrap, and the owners are excited. They’ll use project management software to track the progress of the punch list, make sure all of the milestones required are met, and collect the drawings and documents they’ll need should the building be put up for sale.
• Project Management: The project management team has a lot to process during the post-construction phase. It has to handle contracts, punch lists, inspections, repairs, requests, and a lot of other smaller items that come after the structure itself is complete. Project management software makes working their way through these items easier, allowing them to receive payment applications, review punch list progress, and maintain a better grasp on the overall project as it reaches close-out.
• Contractors and Subs: For these folks, post-construction is all about close-out and finishing the punch list items that need dealing with. They’ll use the software program to manage any change orders, communicate with the management team, and update any punch list items they rectify. They’ll also use the software to submit payment applications, including for any retainage that might’ve been held.
• Commissioning Teams: Commissioning teams must verify that the equipment within the building is ready to operate efficiently and safely, and they’ll need access to the drawings and other documents. They can access these documents through the drawing and document storage platform, as well as share updates and upload their commissioning reports as needed.
• Engineering and Design: The Engineering team has to create a set of as-built drawings that clearly explain how the buildings were actually constructed as opposed to the original plans. They’ll use the project management software to access and upload these documents to prepare the building for handover.
• Facility Management and Maintenance: The management and maintenance team will be taking over the project at this point, so they’ll need access to the project management software’s drawing and document storage system. They’ll need the as-built drawings, any engineering documents that were drawn up, and the manuals and documentation for any of the equipment in the building. They can then download these files and store them locally for later review.

Construction Project Management Software Simplifies Navigation

Keeping a construction project on track—with all its moving parts, variables, and phases—is an art form. It takes attention to detail, decisiveness, organization, and several other skill sets to make it work. But even artists use tools, and project management software is the perfect tool for simplifying the process of navigating one of these complex projects. By utilizing the different features, a project management team can improve communication, reduce risk, make better decisions, and keep the project on track and profitable. If you’re looking for project management software to help you bring better projects to completion, schedule your free demo today.