Uncover the hidden costs of construction administration

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As we head into a new year, a review of construction administration processes may reveal opportunities to reduce hidden project costs. Some of the most overlooked areas include team communication, training, and manual data entry processes.

The cost of too much or too little communication

Many project teams outline communication procedures for meetings, but fail to meet communication requirements for notifications during the review process. There are generally two schools of thought around email notifications: let everyone know about everything, or send email notifications only when needed. Over-communication by email notification is very common. For example, should the structural engineer receive email notification for all interior design submissions? And should the contractor receive an email notification each time a bid or RFI is forwarded from the design team to an engineer or consultant? If a team member’s inbox is flooded with automated email notifications from the software application, chances are they will miss the notifications most important to them. On the other hand, emails sent purely on a “need to know” basis can be misdirected to the wrong person, delaying communication. Or the people who need the information are completely excluded from the distribution list.

Jump formation

Software application training is an area that is often overlooked or rushed. Although many project teams view training as unnecessary, when errors occur due to a lack of training, more time is wasted correcting the issues. Additionally, the training also allows the entire team to discuss and agree on the people and components of the process, including communication protocols and workflow. Training sessions where the contractor and design teams can discuss and jointly agree on workflow, organization and communication provide an additional opportunity for everyone to be on the same page .

Manual processes for exchanging information between systems

Another often overlooked area is the manual processes of transferring data between different building administration systems. Contractor teams and design teams usually have a preferred software application for construction administration because CA solutions are designed to support a particular role or function. When multiple systems are involved, administrative teams must manually upload, download, and enter information between systems. These manual processes add time to the project, but they also introduce human error.

How Moseley Architects simplified their building administration

Architecture and engineering firm, Moseley Architects grappling with the complex landscape of construction administration solutions required by owner and contractor teams. Over the past few years they have seen some consolidation on the contractor side with Procore’s construction administration software, however, the Moseley Architects team still struggles with duplicate data entry.

They use Newforma Project Center as their primary project information management system and wanted to streamline the exchange of bid and RFI information and eliminate duplicate data entry.

By implementing the Newforma Project Center connector for Procore, an additional layer of complication has been removed from the build administration process by eliminating duplicate data entry with the automated workflow. In addition to reducing the time spent on data entry, Moseley Architects also saved time by eliminating the need to train new staff in the double entry process. By freeing up time spent uploading and downloading files between systems, the team was able to spend more time reviewing content.

Moseley Architects currently has 28 projects using the Procore connector processing over 3000 submissions. By using the Newforma ROI Calculator for the Procore connector, this equates to a savings of 600 hours and $30,000 for the company.

Redesign of current construction administration processes

Automated construction administration solutions are designed to reduce administrative burden, improve productivity, reduce errors and proactively manage risk. By planning, organizing and dealing with the human and process aspects of construction administration, project teams can take full advantage of the software.

Click here to learn more about getting a return on your investment in construction administration software.

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