Article #027 Can Digitizing Daily Construction Project Operations Enable Your

Organization to Reap the Many Benefits of Lean Construction Management,

Accountability, Transparency and Data-Driven Decisions?
On any given day, those involved in delivering a construction project will spend time on planning and scheduling the
many project schedule activities, preparing and submitting project budgets, reviewing and responding to RFIs,
technical queries, submittals among others, issuing site work instructions, preparing daily reports, reviewing bids
and preparing recommendation for award, reviewing and responding to potential change orders as well as change
orders, reviewing and approving progress invoices, managing site inspections, keeping construction site safe, issuing
and reviewing work permits and passes among many others.

Using a Project Management Information System (PMIS) like PMWeb is essential to digitize the daily construction
project operations to enable reaping the many benefits of lean construction management, accountability,
transparency and data-driven decisions.

Identify the Daily Construction Project Operation to Be Digitized

The responsibility assignment matrix (RAM) which is the document created to explain what entities and which
individuals will have a role in executing those many processes. The role of those individuals could be initiating the
process by submitting it, reviewing and responding by either approving, rejecting or returning what was submitted,
seeking support from individuals and keeping other individuals informed of the process progress.

PMWeb custom form builder will be used to create the responsibility assignment matrix (RAM) to the desired level
of detail to identify the daily construction project operations that need to be digitized. This enable having the
visibility and understanding of who is involved in each process and what are the forms and reports needed for each
process.
Create Value by Eliminating Wasted Effort by Digitizing Project Management Processes to Achieve Lean
Construction Management

For each process identified in the RAM, the project management team need to identify the different steps that need
to be carried out to execute the process. This will help to identify the non-value-added activities that not only
consume resources but create no value for the project which need to be eliminated. This will reduce the wasted
time and effort that the project team and other stakeholders spend in managing the hundreds of project
management processes and associated formal communications needed to deliver construction projects.

The Request for Information (RFI) process chart below details the eight types of waste that could be reduced from
each step to increase it is value as well as the overall RFI process value. Those are Defects or Errors for not doing
things right the first time, Overproduction when producing more than what is needed, Waiting for time lost when
project resources and/or information are not ready, Non-Utilized Staff by not leveraging project resources skills,
creativity and talents, Transportation when moving objects from one place to another, Inventory/Storage for
unnecessary storage of information or material and Motion for the unnecessary movement of project resources.

1 3
GC PE/SC/VN will use
RFI MS XLS/DOC
template
2 5
Identify Specs, Drawings
and Other Documents to
be Attached to RFI
4 6
GC Project Manager Print three sets of the
Reviews RFI to Approve completed RFI form,
Sending It Sign and Stamp
Print three sets of all
supportive documents to
be accompany RFI
7
GC Document Controller
Logs in the RFI detail in
the MS XLS RFI Log
Waste in Managing,
GC Document Controller
Monitoring,
Submits 3 Sets to PMC Evaluating, Reporting
Document Controller and Analyzing The
Request for
Information (RFI)
Process on
Construction Projects

12 11 10 9 8 24
Send to each intended PM Document Controller PM Document PM Document PM Document Controller PCS Engineer To Run
Reviewer the RFI and Decides who should Controller Sends Controller Logs in RFI Stamps RFI to Confirm Trend Analysis on
copy of Documents be involved in RFI review 3 Sets To Project Mgr Detail in MS XLS RFI Log Receipt Captured RFI Database

13 15 17 18 19 23
Assigned Consultants Collect Consultants If RFI Response Entails Yes PMC PM Reviews RFI Yes Start The Change Order PCS Engineer to Combine
Review RFI and Add Comment to Prepare RFI Time/Cost/Scope Change Time/Cost/Scope Impact Process Internally for RFI MS XLS Data With
Comments Consolidated Response Send to PMC PM If CO is Required Owner Approval Other Projects' RFI

14 16 20 No 21 22
Ask for the Input of Assigned Consultant No Print the RFI Reponse, PM Document PM Document Controller
Other Consultants if it's Type in RFI Response Sign, Stamp and Keep Controller Logs in RFI Sends RFI MS XLS to
Needed on the Received RFI Form One Set for Filing Detail in MS XLS RFI Log PCS Engineer

30 29 28 27 26 25
Forward RFI to GC PE/SC/ GC Project Manager GC Document Controller GC Document Controller PM Document Controller PCS Engineer to Use
VN who have Issued the Reviews Response for Submits Responded RFI Controller Logs in RFI Submit RFI to RFI MS XLS for Project
RFI Time/Cost/Scope Impact to Project Manager Detail in MS XLS RFI Log GC Document Controller Progress Report KPI

Defects Overproduction Waiting Non-Utilized Staff

Transportation Inventory/Storage Motion Extra Processing

For each project management process, PMWeb will be used to automate the process by providing the input form,
which could be one of the many ready-to-use forms provided by PMWeb or created using PMWeb custom form
builder, to capture needed data, attach all supportive documents and links to relevant records and emails, workflow
to automate the steps to submit, review and approve the process, produce the output form to formally
communicate the process and generate real-time log of captured information for each process.
 Use PMWeb Pre- Attach all Submit, review and Produce the output Real-time log of all
Defined Templates supportive approve the form form is the exact process transactions
or Custom documents, link using the pre- form and format with the option to
Developed Forms as other PMWeb defined assigned used in the project select, sort and
well as Letter records and Responsibility management group information
Templates To imported Emails to Assignment Matrix execution plan in any desired form
Capture The Right better understand (RAM) showing signatures and format.
Data in the Right the process. responsibilities. among other.
Format by the Right
Team Member.

This will enable the project management team to automatically generate all forms and reports required for each
project management process. PMWeb provides the organization with the tools to design all project communication
output forms and reports to exactly match the organization’s branding and reporting requirements. Formulas and
other calculated fields can be added to those output forms and reports. The output form and reports can be saved
as a PDF file format so it can be digitally signed and shared.

Gain the Benefits of Enforcing Accountability by Automating the Distribution of Project Management Processes

By digitizing the project management processes, PMWeb workflow allows adding the approval authority levels by
adding those conditions to the visual workflow. This will ensure that project management processes are
automatically distributed to the intended authorized and accountable recipients. For example, a condition can be
added to the change order form where the condition is set to identify change orders that have a value that exceeds
US$ 50,000 and will result in “Increased Scope”.
PMWeb workflow allows mapping the submit, reviews, approve, final approve and kept informed steps as required
for each process and as per the responsibility assignment matrix. In addition, the workflow allows incorporating the
defined approval authority levels in the workflow. This will ensure that all project management processes are
automatically distributed to their intended and accountable recipients.

When any of the project management processes is initiated, the workflow tab for that specific formal
communication will detail the actions taken by those involved in the workflow so they are held accountable for their
remarks and actions.
Automated email workflow notifications will be sent to those individuals who are part of a workflow process.
Different email notifications templates can be designed depending on the workflow action type. Those for example
would usually include Submit, Approve, Final Approve, Reject, Return, Withdraw, Resubmit and Branch. The setup
allows also to select what documents should be attached and links to the email notification when it is sent to enable
viewing those documents even when there is no access to PMWeb.

By having details of all workflow review and approval tasks for every project management process transaction
managed using PMWeb, the organization can generate a consolidated report to monitor and identify delays in
reviewing and approving tasks assigned to the project team members. The report will highlight due as well as
delayed review and approval tasks which can be grouped by process, project team member among others. The
report can be designed to show delayed workflow tasks in red, while those that are most late in cyan and those that
are still within acceptable time frame in green.
Gain Benefits of Enforcing Transparency by Ensuring Real-Time Monitoring, Evaluating and Reporting Project
Performance and Status

The information captured and gathered across the complete project management processes will become available
to be analyzed to predict and constructively influence the time, cost and other important objectives of the project.
This information will also provide the project team and stakeholders with real-time single version of the truth of
projects’ performance status that can be reported on in the desired form and format. The dynamic dashboards will
be automatically updated with real-time data to provide a single version of the truth on the projects’ portfolio
performance. The user can drilldown to the data source to investigate the reported information when needed thus
ensuring the transparency at the desired granular level.

Enterprise or Portfolio Dashboard To Have A

Single Version of The Truth On Projects
Performance

Project Dashboard To Make Better and

Faster Informed Decisions

Management Dashboard To Better

Understand Achieved Performance Against
Target Goals

Manage All Project Transactions by

Accountability and Status

Capture all Project Data, Documents and

Collaboration Reviews on a Single Web-
Enabled Platform

The real-time transparency to all daily project management operations will enable the internal and external audit
teams to implement the needed measures to prevent fraud actions. PMWeb custom form builder will be used to
create the Capital Project Audit checklist which will have nine (9) categories with thirty (30) audit objectives. Those
categories are governance, procurement, reporting, financial, risk, communication, schedule, quality and closeout.
Each one of those nine categories will include its relevant objectives.
Gain the Benefits of Providing the Insight for Better and Faster Data-Driven Decisions

Project team members will have access to real-time critical project information that can provide critical business
insights to make better and faster data-driven decisions. Those could be decisions that will show what will happen if
we do not intervene and change what is driving the project’s performance today. Having access to reliable, relevant,
valid, accurate, legible and complete will ensure that all findings and decisions made will be backed by evidence. For
example, the RFI status report will provide the insight to better understand the reasons why RFIs were issued, what
impact they had on the project scope, budget and schedule, what specification section or contract documents that
caused those RFIs, the volume of RFIs issued among others.
About the Author
Bassam Samman, PMP, PSP, EVP, GPM is a Senior Project Management Consultant
with more than 35-year service record providing project management and controls
services to over 100 projects with a total value in excess of US $5 Billion. Those
projects included Commercial, Residential, Education and Healthcare Buildings and
Infrastructure, Entertainment and Shopping Malls, Oil and Gas Plants and Refineries,
Telecommunication and Information Technology projects. He is thoroughly
experienced in complete project management including project management
control systems, computerized project control software, claims analysis/prevention,
risk analysis/management (contingency planning), design, supervision, training and
business development.

Bassam is a frequent speaker in topics relating to Project Management, Strategic

Project Management and Project Management Personal Skills. Over the past 35 years he has lectured at more than
350 events and courses at different locations in the Middle East, North Africa, Europe and South America. He has
written more than 250 articles on project management and project management information systems that were
featured in international and regional magazines and newspapers. He is a co-founder of the Project Management
Institute- Arabian Gulf Chapter (PMI-AGC) and has served on its board of directors for more than 6 years. He is a
certified Project Management Professional (PMP) from the Project Management Institute (PMI), a certified Planning
and Scheduling Professional (PSP) and Earned Value Professional (EVP) from the American Association of Cost
Engineers (AACE) and Green Project Management (GPM).

Bassam holds a Masters in Engineering Administration (Construction Management) with Faculty Commendation,
George Washington University, Washington, D.C., USA, Bachelor in Civil Engineering – Kuwait University, Kuwait and
has attended many executive management programs at Harvard Business School, Boston, USA and London Business
School, London, UK.