What are the Most Important Features of Construction Project Management Process?

Marketing Team
Published on April 6, 2022

Every construction project, from a single room to tall skyscrapers contains a similar process of management. Every project necessitates preparation and design. You must also consider inventory, resources, and supply management; the project's actual construction must be managed. Construction management entails the integration of a variety of services during the project phases of construction planning, design, execution, and commissioning in order to meet project objectives such as quality, cost, schedule, and scope management. Projects are inherently complicated, with several construction management procedures occurring at various stages throughout the project. Numerous stakeholders, including senior management teams, planners, designers, construction managers, contractors, and suppliers, as well as site employees, must be managed during the project's various phases. While the size, number of stakeholders, budget, and the delivery date of construction projects may vary, one thing is constant: construction projects are always a long and rigorous process with many moving parts. That is why it is critical to have the correct project management tool on hand.

Construction Planning & Scheduling

Any construction project starts with the creation of a detailed construction phase plan that lays out the high-level goals for the teams to meet in order to execute the project on time, on schedule, and on budget. Even when the project's masterminds make elaborate construction phase plans, the majority of them fail due to the different problems and complexities involved, which vary depending on the project's scope.

The most common practice is Traditional planning which is also known as the Top-down approach where top management creates high-level estimates based on contractually specified milestones, which are then passed on to planners, who create specific construction estimates based on assumptions. This strategy is pushed to the contractors, who in turn push the expectations to the workers on the ground, who are continuously fighting to meet the top management's unrealistic targets with very little involvement in the actual production. Challenges with this conventional approach to construction planning are:

  • The project plans are impractical since they don't take into consideration any site conditions, buffers, or feedback from those who will be most involved in the work.
  • The work crew is under constant pressure as a result of the constant push.
  • Due to a lack of communication, many versions of building plans have been created with various suppliers and contractors.
  • Assumptions were used to plan in silos.

What is the solution for this?

The direct solution is to balance the push with the pull and look at planning through a bottom-up technique, where the inputs of workers and their ideas are considered to flourish more. This can only happen with improved visibility and communication provided by Project management solutions like Microsoft Dynamics 365 Project Operations. Project managers and stakeholders can use the integrated Dynamics 365 Project Operations to detect potential roadblocks so they can start planning solutions even before the project begins. It makes it easier to enter data agreed upon throughout the planning process and increases the accuracy and timeliness of data sharing. When all of the information from various stakeholders is centralized, the possibility of human error is eliminated, and the entire team is on the same page. Drawing out a schematic is a difficult task, but it is made easier when you have all of the relevant paperwork in one location.

Construction Project Monitoring and Reporting

The planning is then preceded by site execution. the next most important responsibility for all project stakeholders is to stay on schedule. D365 Project Operations can monitor the work being done and the individuals executing the duties, and generate numerous construction reports to track the progress and status of the project. The reporting plans and frequencies, the reporting mode, and the relevant papers are all well-planned in advance for submission to senior management.

Instead of spending time manually updating spreadsheets, Dynamics 365 helps you to set a workflow and automate the whole construction reporting process. Project stakeholders must be able to raise their concerns with ease, notify their teams, and have their questions answered as quickly as feasible. Because a significant amount of time is lost just reporting site issues to the office, it is critical that the construction project management technologies employed bridge this gap. At this time, poor scheduling is also a common issue. Because most physical construction is done in a straight line, one construction crew may have to wait for another to finish their share of the project. Each employee may also have their own schedule. Busy crew members can only guess what activities they should complete for the day if they don't have a good schedule. Delays and budget overruns can result from poor planning and scheduling.

Managing the Changes and Risks

Changes occur in construction projects for a variety of reasons, the most prevalent of which are changes in specifications, design, or execution. Client information is occasionally incomplete, design standards are sometimes missing, and some adjustments are due to changes in external site conditions, and so on. All of this has an impact on the construction project's schedule, cost, and overall flow, resulting in time and budget overruns. Although the causes for these adjustments and revisions cannot always be predicted, construction plans can be written in such a way that such buffers are taken into account. It is critical that construction project planning processes do not rely solely on assumptions, but instead engage all stakeholders.

Changes and dangers must be discovered, reported, and analyzed with dynamics 365 and appropriate steps must be implemented. While this is a typical occurrence, the overall management practices involved are the most important. The following are some of the most important aspects of the construction management process for most people to consider:

  • Processes for making decisions
  • The correct stakeholders are involved at the right moment.
  • To acquire better clarity and foresee risks and changes, avoid planning in silos and instead aim to combine them.
  • With the use of technology, try to avoid changes as much as feasible.
  • To deal with these changes, collaborate and build up communication plans with your staff.

Communication & Collaboration

One of the things that are overlooked in the industry is establishing clear communication and collaboration plans for efficient building project management. After spending hours putting together a building master plan, we seldom think about how we'll communicate within the project teams. Bringing the right people together at the right time with the proper construction management tools allows for collaborative planning. There are countless challenges in the construction phase, and the majority of them are foreseeable and easily rectified with the right software. Invoices or inventory lists may go missing, design or blueprint revisions may not be communicated to everyone efficiently, delays are not managed optimally, and there are countless challenges in the construction phase, and the majority of them are foreseeable and easily rectified with the right software. The bottom-up strategy of involving your site teams in your planning; provides clarity on the task, and allows them to examine the status, visualize milestones, and discuss difficulties. It is vital to streamline the construction management process and workflows by reducing obstacles and roadblocks that obstruct the flow of information and improving communication among all project stakeholders.

Adopting Lean workflows

Adopting Lean workflows guarantees that your construction management processes allow for the smooth execution of operations on-site with minimal resource waste, while also guaranteeing that the supply chain's needs are met at every level. This necessitates a thorough examination and refinement of current methods and workflows. We have to deal with the key manufacturing operations. Lean production management, for example, includes a dedicated make-ready procedure to guarantee that activities are checked for prerequisites such as material, space, and labor before work begins on-site. This significantly reduces unforeseen delays and complications throughout the work's execution, assuring production flow and smooth handovers. The emphasis is on providing value to the client by ensuring that information flows.

The Post-Construction/ Closeout Phase

Closeout is a critical phase during which all equipment and labor must be carefully handled to minimize costly delays. Construction projects leave a large amount of paperwork behind. One of the final tasks of the project management team is to assemble project-related paperwork and get it into the hands of the owner. Using a cloud-based document management system throughout the project is critical since paper-based document management can lead to a variety of errors and gaps in documentation.

Closeout can be accelerated by automating and tracking document collecting. Drawings, guarantees, pictures, and training films are just a few of the post-construction necessities. You can send critical information in a mobile-friendly style that can be accessible at any time and from any location with the Dynamics 365 Project Operations. During the closeout, document management takes center stage. The owner's team can use the documents developed during a building project for a variety of reasons, and they are a vital reference tool that the owner can refer to months or even years after the project is completed if needed. Delays and inaccuracies are reduced when all documentation related to each job is kept in one place.