Do you need to implement construction software?
A definitive guide to selecting the most suitable software to manage your construction projects
21 min.What will this guide offer you?
Selecting a management system is one of the most relevant decisions you will have to make regarding
the management of your company. This is due to all the implications that this decision entails in relation to work culture, operational processes and communication between team members. For this reason we have created this guide, which will give you an overview of the options currently available and recommending criteria to help you select the best solution for your current and future needs.
How to use this guide?
Use this free guide to learn about different technology options so you can:
- inform yourself
- evaluate
- compare
- select
His includes:
- Tips so you can identify your needs
- Functional aspects that you should consider when evaluating
- What tools and features to look for
Why buy construction project software?
Construction projects are in constant motion with endless details to manage. At least that’s what it seems like when you look at it from the surface. However, from a certain height, the different parts of the project that are in motion become clear and evident, and can be managed and monitored more simply. From that height, budgets and benchmarks are clearly seen, dates are identified on a timeline, and financial uncertainty is reduced supported by reliable accounting. Clear numbers, controlled situation.
Project management (PM) software offers clarity of information, taking a higher level, putting the power in the right hands: those of the project teams.
Evaluate your needs
Before you begin exploring potential software solutions, you should analyze the processes you currently use to identify areas where software can help.
Use the following tips to identify your current weaknesses and needs:
Define the problems you want to solve
List your current and future needs, analyzing what priority each one has. Then define which are essential and which are desirable. This procedure will allow you to identify the main problems and align them with the system requirements that you are defining.
Example
If your problem is…
Inaccuracy or lack of project cost control, you must mark this characteristic as important and essential in your search.
Define what type of software you need
When it comes to managing construction projects, not all solutions are created equal. Typically, businesses rely primarily on one or more of the following management methods:
Papers and Excel
All companies start this way. Relying on manual processes and filling from multiple locations. In this case, communication between the construction site and the office is delayed and the documentation arrives sparsely and late. Not only is this method not mobile, but it has little interaction between team personnel, little document control, costs are inaccurate, and work progress control and poor budget.
Several separate systems
Data dispersed across individual, separate software solutions: one for cost estimating, one for planning, another for billing and accounting, another for payroll, etc. Worse yet, they are likely to have costly integrations between operations and administration management systems.
This method has the advantage that specialist systems can be used, but in addition to being very expensive, it does not guarantee the uniqueness of the data nor does it allow for a 360-degree view of the company.
A platform
A platform is a unified system that connects solutions in one place instead of fragmenting them. All project information is in one place.
Stakeholders, from the construction site or the office, have a single version of the truth, ensuring that information is accurate, up-to-date and efficient. Companies are more connected because they work collaboratively, have more control and reduce the risk of errors and reprocessing of projects. Operation, finance and accounting are based on a single data source.
Recommendation
Take into account the current moment of your company and where you want to go in the medium term. Many solutions are too simple and will not solve the problems you will have in a few years.
Select software that grows with you.
Enterprise Software Basics
In your research on solutions to manage educational centers you will see that there are several options to solve your problems that each one will have different characteristics. Each provider will try to demonstrate its superiority but only you can decide which one best suits your reality.
Here we will give you some tips so you can find the most suitable solution for you.
Simplicity of use 
Functionality
The goal of a management solution is to make your life easier, but ease should not be confused with limited or inflexible.
Try to select solutions that provide automation of the processes you use most and that give you the option to configure it according to your reality.
This will not only save you resources, but you will implement it faster and without errors.
Recommendation
It is important to find a correct balance between the simple and linear or the complex and variable. If your company manages projects sporadically or of small size or complexity and, for example, does not require control due to opposition of interests, a simple solution will be enough for you.
Software on own server
If the software is installed on your own company’s servers, it will be necessary to have the
necessary hardware and the operating system, which must be maintained by competent technical personnel.
The licenses in these cases are marketed considering the modules used and the total number of jobs, that is, they are hired according to the number of users who use each module (not nominated users).
Mobility
As construction work is primarily carried out outside the office, it is essential that the selected system can be used in full or reduced web environments, eliminating virtual private network (VPN) technology, a slow and obsolete, to collaborate
on construction projects. Project members can view, modify, and share up-to-date information about the project in seconds.
This allows your team to work in real time, in an integrated way and eliminate paper as much as possible.
Recommendation
It is important to find a correct balance between the simple and linear or the complex and variable. If your company manages projects sporadically or of small size or complexity and, for example, does not require control due to opposition of interests, a simple solution will be enough for you.
L O C A L S E R V ER CLOUD SYSTEM
Location:
The software and licenses are installed on a
local server.
Location:
Software is hosted on a central server, using only what is needed with the security of specialized cloud companies.
Adquisition:
Hardware must be purchased which implies
high costs.
Adquisition:
No purchase is made, the cost of the hardware is outsourced. Thanks to the cloud you only pay one monthly fee for what you use.
Maintenance:
Installation and maintenance of the system is
costly for the organization.
Maintenance:
At the provider’s expense, there are no hardware installation or maintenance costs.
Update:
Expensive upgrades.
Update:
Updates included, low costs
implementation.
Storage:
Limited storage depending on server
acquired. Increased server space
local means buying new
hardware.
Storage:
With the great speed of change frequent computer updates They are vital. Software as a service includes
Frequent updates at no cost.
Seguridad:
Seguridad depende de lo realizado localmente
por personal interno o tercerizado.
Un error puede dejar vulnerable a todas las
computadoras o servidores de su red.
Seguridad:
Es responsabilidad del proveedor del software,
normalmente al estar especializado
en la nube su seguridad será de buen nivel.
Sin costos extras.
Respaldos:
Respaldos realizados por personal interno. Se debe aplicar políticas de respaldar información que habitualmente son manuales.
Respaldos:
Es responsabilidad del proveedor. Normalmente contará con procesos automatizados con seguridad en varios niveles.
Almacenamiento limitado
Por lo general, los servidores locales tienen capacidades limitadas y no es sencillo incrementarla.
Almacenamiento limitado
El software y las licencias se instalan en un
servidor local.
Local Nube
A construction project moves forward at the pace of the team members’ decisions. Limited access to project data dramatically inhibits the communication and collaboration necessary to make decisions and develop opinions in a timely manner. Communication between the construction site and the office must be ensured to achieve maximum efficiency.
Recommendation
The physical security measures used in cloud-based systems are much stricter than those typically in place on local servers. Servers have multiple backups in geographically distributed locations that employ the same strict security measures. Additionally, these servers have special power supplies and backup generators that offer higher levels of security and stability in case of emergencies.
Security
Given the growing wave of attacks on business systems, it is important that you seriously consider the security aspects that each software offers.
We suggest you consider security from different angles, such as:
Security of:
-Network: Firewall type at the system location
-Data (Backups). Consider periodicity and verifications.
-Users. Possibility of auditing changes, defining Roles, etc.
-Access: Power outages, disasters, etc.
Recommendation
The physical security measures used in cloud-based systems are much stricter than those typically in place on local servers. Servers have multiple backups in geographically distributed locations that employ the same strict security measures. Additionally, these servers have special power supplies and backup generators that offer higher levels of security and stability in case of emergencies.
Data ownership
In cloud-based systems, it is important to ensure that you as the customer are the legal owner of your data and can obtain a copy of it at any time.
It’s also important to make sure the contract guarantees support or tools for properly downloading the data you need to migrate to another provider if you decide to do so in the future.
Cost
In order to understand and analyze different options, it is important to know exactly the differences between each of them to know what each offers and thus be able to make a more accurate comparison.
When we talk about cost, we must consider the Total Acquisition Cost , understanding that this varies depending on the provider’s licensing model as well as its support options . Among them we find:
- Hardware
- Hardware Maintenance
- Operating systems maintenance
- Management Software Licenses
- Academic Software Licenses
- Management Software Support
- Academic Software Support
- Notification Software License
- Human Resources Software License
- Human Resources Software Support
The total acquisition cost can vary considerably depending on how the software is implemented and the internal skills required to support it. It is important to understand the advantages and disadvantages of each licensing model. Each of them is explained in detail below.
Integrations
In today’s world, it is proven that integration is vital for the efficiency of companies. For this reason, the best project management platforms are not simple isolated and disconnected solutions but rather those that can be integrated with other systems that are used on a daily basis, such as:
Some examples:
- Project management systems MS Project, Jira
- Sending email to team personnel,
- Suppliers and clients
- Sending notifications by WhatsApp or Telegram
- Bank account reconciliations
- Massive payments through banks
- Electronic employee payroll receipts
- Electronic billing
- Employee time capture
Recommendation
We suggest you select open systems that are easily extendable with personal characteristics of your company. Avoid closed systems with difficult or expensive customizations.
Accounting as a management tool
Accounting is necessary to comply with tax obligations.
Now, but is it also possible to use accounting for more than just settling taxes?
The answer is yes.
By applying a correct accounting definition and using a system that allows it, these data become valuable information for analysis and making better decisions!
Systems that manage to account directly from the operations and have the capacity to generate accounting entries according to good practices of “management accounting”, provide additional value as they will generate reliable information that will help managers and directors to make strategic decisions, planning of investments and cost control, which will result in better profitability.
Software customization
Many times you will need to customize the solution due to cases exclusive to your educational center that are totally necessary for your way of managing and provide a differential added value to your institution.
If you detect this, find out carefully the possibilities of each provider to allow this configuration as well as its cost. Keep in mind that a good supplier will always first help you analyze whether it complies with good administrative practices, offering you the best alternatives.
Recommendation
We suggest you select open systems that are easily extendable with personal characteristics of your company. Avoid closed systems with difficult or expensive customizations.
Software features
A management system must accompany the company in each of its areas, allowing everything that is done today to be carried out, but also new ways of doing things, which will possibly make administrative processes more efficient. For this reason, it is very important to understand each of the functionalities that the system allows, not only looking at today, but also at a possible future.
Depending on the size and complexity of your projects, you will need systems with different characteristics.
Small companies
For those who only need to organize a small center, there are many systems available on the market that solve academic issues and can be used to issue monthly payment invoices.
These systems work well when you are small, as they are very easy to use, they are disconnected and usually do not count or control actions much.
Medium business
If you need to manage a larger center, with more students and educators, more need for collaboration and compliance control, you will need an enterprise-grade solution. In these cases, relying on massive processes will make repetitive tasks easier.
A suitable solution for medium-sized educational centers should offer the following characteristics:
operational management
basic
aspects
Control which projects each user can access.
Define and assign user roles.
Control access within a project.
It allows the client to control their projects in the construction company's project management system with visibility through permissions.
SYSTEM ADMINISTRATION
Role-based permissions, which can be configured at the level of each user per project.
A user can be assigned to more than one role.
Permissions can be managed at the project level.
Templates can be applied to new projects to streamline entry.
Project administrators can define what information each user can see based on their permissions.
FLOWS OF JOB
Predefined templates for the most common types of project execution processes.
Users receive notifications of information requests, change requests via emails, and easy-to-read dashboards.
Automatic sending of delay notifications to the parties involved.
Date, time and user stamps, as well as tracking and archiving of all actions performed in the software.
DOCUMENT management
Unlimited document storage.
Functions to make notes and comments.
Support for all file types and cloud viewer for PDF, DOC and XML files.
USER MANAGEMENT
Centralized contact database in which all suppliers and their contact information can be registered.
Import templates for current suppliers, customers, employees and contacts to the new system.
Send project information in bulk to multiple client contacts.
programming
Import from MS Project, Jira.
Check the updated schedule since the work.
Consult the program by day, by week, by month.
Sort tasks by status: completed, in progress, and critical.
ADMINISTRATION
SYSTEM ADMINISTRATION
Role-based permissions, which can be configured at the level of each user.
A user can be assigned to more than one role.
Administrators can define what information each user can see based on their permissions.
FINANCE
Selecting payments for invoices due.
Cash flow
Automatic bank reconciliation.
Mass payments to suppliers through transfers.
ACCOUNTING
Account for each transaction online.
Intelligence allows distribution to cost centers automatically.
Real-time access to accounting data and information on project costs.
Automatic accrual of expenses.
REPORTING
Reports in real time.
Scheduled reports with automatic sending by email.
Consultation of reports based on permission levels.
DASHBOARDS AND INDICATORS
Overview of the entire project portfolio (percentage of completion, identifier and start and end dates).
Project communications statuses.
Real-time notifications.
ATTACHMENTS
Upload and download photos or documents efficiently.
Secure, unlimited photo storage.
Capture, store and share photos from a smartphone, tablet or computer.
HUMAN RESOURCES
Staff Pick
Complete employee information and contacts.
Time worked and type of leave of absence.
Payroll calculation and issuance of salary receipts.
Issuance of payments integrated into treasury.
Taking time on the work clock.
Implementation and support
Implementation
Business systems are developed so that the business processes used are managed in the most efficient way, and have a parameterization layer that allows the system to adapt to the business flows of each company.
This parameterization is carried out by the provider’s consultants, who through meetings with the client verify or modify the system’s business flows. Depending on the degree of verticalization that the system already has included, the implementation time that each system will require will depend.
It is advisable to look for software that already has the processes parameterized and that has an implementation time of days instead of months.
Recommendation
We recommend a system that has a clear implementation strategy, with measurable timelines, that can be implemented quickly and that has an online learning platform, supporting documentation and live training sessions with a consultant.
Stages of an implementation
Survey of company requirements
The company defines its software needs related to each functionality so that this serves as a basis for how the system should function in each functionality.
Parametrization
The experts parameterize the required business flows in the system.
Functionality verification
Through use cases selected by the client, the behavior of the system must be verified, and the system’s strict compliance with the defined requirements.
Training
Training the team personnel who will use the system daily is vital to the success of the implementation.
Correct training is basically supported by 3 pillars:
- Live training with an expert
- Online audiovisual learning
- Supporting documentation in online learning system
Recommendation
Systems for medium and large companies have many functionalities and processes and require several training sessions with users. It is advisable to train trainers within companies so that knowledge remains within and that minor queries can be addressed internally.