During the past year, the gap between the look and feel of desktop applications and online services has become smaller, making it easier for construction professionals to work online as much as they work on the desktop.
This is mainly the result of new Web 2.0 technologies that eliminate screen flicker, which used to occur every time a web page reloaded. This subtle improvement means people can work online with the speed and ease they now enjoy with desktop applications.
Here are some of the important ways this plays out for construction professionals who need to manage documents and collaborate online.
Transmittals and Form Letters
Processing transmittals and form letters on the desktop often requires writing the document with word processing software, looking up information on the log and opening a contact manager to get the contact information.
This process is expedited online. Much of the information for transmittals, form letters and email alerts is stored when the submittal or RFI is logged. With that information immediately available, preparing transmittals and other forms is easy. The documents display quickly and accurately because information does not need to be re-input. And people can easily search for, edit and email documents from the website.
Calendar
A calendar within an online construction management system can direct a user’s attention to the most current information and tasks without scrolling through extensive logs of information.
The online calendar simultaneously displays document due dates, milestones and scheduled events. Alternatively, users can turn different views on or off, choosing to look only at a single item (e.g., pending approvals) or a combination of items (e.g., due dates and milestones).
The display makes it easy for users to compare due dates for documents (e.g., RFIs and submittals) with schedule milestones. Each due date can be linked to a response or comment page, making it easier to send information.
The online calendar supplements the traditional document log, which is still useful for archival information.
Progress Payments
Many contractors use Excel to manage their payments and payment applications. Developers and architects also use spreadsheets to update cost reports for comparison with project budgets each time a progress payment is completed.
Now, contractors can prepare and update payment applications using an online interface that retains the look and feel of a spreadsheet. As new information is entered, the updated line item can scroll upward, giving the user a view of each completed entry.
Amounts from previous applications can be brought forward with each new application, and approved change orders can be added automatically to the schedule of values for billing purposes. Amounts for completed and stored, percentage complete and balance to finish can be calculated automatically.
Also, information from architects and engineers that affect final payment amounts can be obtained online, reducing delays due to unprocessed progress payments.
Using electronic signatures, these progress payment applications can be finalized, reviewed and approved by the owners, borrowers and lenders before processing. Lenders and borrowers can discuss payments without meeting each month, dramatically speeding up the process and reducing travel costs.
Change Orders and Cost Reports
Change order requests also can be processed online. When several items are consolidated into one change order, the different items can be identified online and automatically grouped together for final processing, reconciliation and approval. The same online information then can be used to update the total costs for the project.
Developers and architects easily can study the impact of new change orders and soft cost expenses on the total cost of the project. As the cost of a change order is refined, the impact of the change becomes immediately apparent.
Simultaneous Storage
Some people are concerned about only storing data online and fear what would happen if they could not access the information while traveling.
Quality online construction management software regularly backs up data and makes copies available for weekly or monthly downloads. Typically, the data also is copied to a CD for archival purposes at the end of the project.
Advanced online construction management software also provides the option to simultaneously store the information online and to a hard drive for future access. This provides immediate access to information when an Internet connection is not available, as well as an added level of security. The data automatically is stored in real time.
Due to new technological advances, construction professionals can enjoy both the familiarity of desktop applications and the easy collaboration and real-time access of the web. Construction professionals should take a fresh look at online construction management software, which is even more useful today than it was just a year ago.