CPD: Building a platform for construction efficiency

The CIOB requires members to assess and fulfil their own CPD needs. Members can therefore choose to study the CPD articles published in CM as a valid part of their personal record of CPD activity.

To complete the questionnaire, members should click on the link to the online questionnaire below. Select your answers, fill in your contact details then click “submit”.

If all five questions are answered correctly, you will be invited to download and print a PDF document confirming your successful completion of the questionnaire. If one or more questions is answered incorrectly, please reread the article and try again, 
pressing “submit” to resend the amended form.

Click here to be taken to the online CPD questionnaire for the March 2011 issue

We are no longer offering the facility to send questionnaires by fax or post. Please email any questions regarding this CPD service to cmcpd@atompublishing.co.uk. 

Continuing Professional Development

Online collaboration platforms

•  The benefits of online collaboration software
•  Integration with contract management
•  Overcoming security issues

Online collaboration platforms have come along way in the last decade, and now incorporate the full project life cycle, explains Clare Watson

The phrase “more for less” has become something of an industry mantra as all parties involved in a project look for cost savings throughout its life cycle. Online collaborative working is one tool that can drive down costs and improve process control.

This article looks at some of the IT infrastructure benefits of using remotely-hosted project collaboration via Software as a Service (SaaS), what is new within this sphere, and how the recent integration of contract management into the collaboration platform can increase savings.

Online collaboration software is not a new phenomenon — there are providers that have been working within the construction sector for more than a decade. Indeed, most of the top contractors in the UK now use a “construction extranet” as a collaboration platform for projects including infrastructure, school builds, commercial developments and even the Olympics.

Using a platform such as 4Projects for document control, communication management and process automation, is now considered best practice in
many quarters within the industry. The benefits include savings in time and money; delivery of projects on time and on budget; and reducing rework, risk and conflict.

4Projects is the main supplier to four of the top six UK contractors and is encouraging the use of collaboration software for the full project life cycle, from feasibility through to delivery and into asset management.

Integration with other software packages is also becoming more open and common. Most online collaboration vendors now offer a web services API (application programmable interface) which enables programmers and application developers to integrate internal IT systems and third party software with the extranet.

This allows your IT team to incorporate collaboration software functionality into your own applications and to work with your own and third-party data in one easy-to-use interface.

Integrated offering

In 4Projects’ case, its system development kit (SDK) utilises the Microsoft .NET platform, so that developers work with Microsoft infrastructure rather than building applications from raw code. 4Projects’ 30-strong team of developers can integrate clients’ own tools into the collaboration system, or provide an SDK “library” to enable clients’ software teams to complete the project.

As well as bespoke integration capability, 4Projects also has built-in integration with common software packages. Its communication tools are integrated with email programmes such as Microsoft Outlook, allowing users to create and reply to notification, tasks, requests for information (RFIs), and discussion boards via email. At the outset of the project, these communication folders can be enabled for email.

Mid-project, users can originate or reply to email enquiries or discussions without being logged in to 4Projects, in the knowledge that the system will capture the correspondence in the project audit trail.

4Projects’ document management tools offer “live revise” using Microsoft Office. This means you can edit files directly within 4Projects without having to download, save and re-upload, while still maintaining revision control.

Life cycle management

As online collaboration has developed over the past decade, its tools have developed to encompass the full asset lifecycle and now assist with additional management processes.

As well as document, communication and process control, 4Projects now offers E-Forms, Milestone Management, Tender Management and Contract Management:

• E-Forms allow you to create bespoke online forms from your company’s internal systems and protocols to facilitate data collection and administration, such as CAPEX sign off, holiday form approval, expenses claims and purchase requisitions.

The forms can have different sections allocated to different individuals or groups, or can be linked with workflows to trigger automated action, notifications, processes and reports. This can reduce administration time, and ensure compliance and standardisation.

• Milestone Manager was developed to track major milestones and the work package information associated with them. Automated notifications mean managers can keep track of what is due when and see what is outstanding.

• Tender Manager was developed to assist with the procurement process in the early stages of any project. It provides a space for bidders to be invited into their own secure location on the 4Projects extranet, giving them access to only the tender information they need.

It is integrated with the full document management platform so you can prepare tender documents and update in a secure and version-controlled way. Bidders always see the latest information and automatic notifications mean deadlines are not missed.

Contract management

Early in 2010, 4Projects launched a Contract Manager module which integrates directly with its core collaboration platform. As the use
of standard contracts is becoming more common, the complex administrative process of contract management was a natural candidate for incorporation. Specialist contract management providers exist, but the cost of administering two systems and transferring data between the two is considerable.

4Projects developed the module to be flexible, so that any type of contract could be incorporated into its collaboration platform, from NEC, JCT, GC Works and PPC2000 to firms’ bespoke contracts. The aim is to reduce the administrative burden by automating processes, communication, reporting and notifications.

In December 2010, after a 12-month process of assessment, the publishers of the NEC suite of contracts, Thomas Telford, selected 4Projects as one of two companies to be licensed to use the content of the NEC3 contracts. As a result, 4Projects has created a pre-populated contract manager module specifically for the NEC3 suite of contracts, which will include contract clauses, Guidance Notes and forms, both long and short forms of the Engineering and Construction Contract, plus the Term Service Contract and Professional Services Contract. With more and more projects turning to standard contracts like NEC3, this sort of contract management tool can help keep project costs down.

Since the publication of the 3rd edition in 2005, NEC3 has been endorsed by the Office of Government Commerce. Currently, the government’s recently formed Construction Clients’ Board is also recommending that public sector organisations use NEC3 contracts when procuring construction. Work is also under way towards issuing guidance that will enable NEC3 contracts to implement the OGC’s Fair Payment Charter, which is now mandatory on public sector projects. As well as establishing the requirement to pay Tier 1 contractors within 10 days, NEC3 also advises that users also adopt project bank accounts.

The recent British Construction Industry Awards points towards NEC3 becoming more prevalent with seven out of 14 winning projects using NEC3 contracts. Based on the principles of collaboration, compliance and time and cost savings, there is indeed a strong fit between NEC3 and collaboration platform vendors such as 4Projects.

Software as a Service

4Projects is an example of SaaS, where users are freed from buying software user licences to run on their own hardware: instead, the software tools they need are available online. Rather than the data sitting in the server room down the corridor, this essentially means that data is hosted in the internet “cloud”. Early concerns about the security implications of this have, in the main, been overcome as good providers invest heavily in secure, robust, reliable systems architecture.

An online cloud solution via SaaS also eliminates the risk of information loss through network failures, email viruses or server hardware faults. All information is fully available and backed-up in secure premises for the duration of the project — and for years post-completion.

The collaboration software provides either full open collaboration, tightly controlled security, or a balance between the two. Strict measures are in place to monitor and counter denial of service and virus attacks, and online authentication of users is highly sophisticated.

Protected data

To protect clients’ data, an absolute minimum of the application is available on the internet. The only parts of the 4Projects extranet available via the internet is the web interface. The login, communications and all data is kept on a totally separate and private location behind a multi-layer security gatekeeper.

4Projects also uses SSL (secure sockets layer) technology to ensure that data passing between the web browser and the server is encrypted. Every file uploaded to the extranet is checked by anti-virus software and is held in a read-only binary format to prevent tampering.

Another key benefit of some SaaS collaboration providers is the multi-tenant model, such as that operated by 4Projects. This involves one version of the software sitting on the provider’s secure servers. Each client’s extranet sits, securely separated, on this single copy of the software, each getting as big a slice as they need. With single-tenant SaaS the software is duplicated so each client has their own version.

The advantages of the multi-tenant model are that every time a bug is fixed, every user instantly benefits. All enhancements are also made just once, so clients know they will always have the latest version without additional costs. New developments and functionality are made available to everyone, even if not specifically requested by you.

Clare Watson is marketing director at 4Projects

NEC3 Manager brings suite success

Using an NEC3 contract? 4Projects’ contract management module now integrates with its collaboration platform

Although the NEC3 contract has many benefits, there are downsides in terms of the administrative time needed to make it work. 4Projects’ NEC3 Manager is designed with this administrative burden in mind. It aims to give Clients and supply chain partners all the benefits of a collaborative contract, defining clear roles and responsibilities, but without the need for the dedicated administrative staff often needed to make the contract work properly, thereby reducing salary bills, as well as printing and distribution costs.

For the Client, Project Manager or Tier 1 contractor, NEC3 Manager’s simple templates mean you can set up and issue contracts within your 4Projects extranet within hours. Users first select the type of NEC3 contract they want to use and tick boxes to select the sections relevant to them, then add any bespoke clauses.

The contract data is filled out and the contractual roles — Client, Project Manager, main contractor, consultant etc — are allocated, many with the contact details of defined individuals. The contract can then be made live and rolled out down the supply chain to ensure that all tiers within it are working to the same objectives.

Once the contract is issued, all individuals who have been given roles will be able to see the contract in the system and have their own individual “dashboard” populated with the data they need. From that point forward, the system then manages the administration of all contract forms and communication according to NEC3-licensed flowcharts.

All NEC3 licensed forms are built into the system, such as Early Warning Notices, Project Manager’s instructions and Compensation Events. The system also tracks all activity to maintain transparency and reduce disputes.

The contract manager also has reporting tools for things such as project variations and risk registers of potential risks, all run from a single dashboard with clear visual indicators and required actions (see screenshots below).

Here’s an example. Due to thawing following heavy snow, the construction site is flooded. The ground works contractor raises an Early Warning Notice within NEC3 Manager. This then notifies the overall Project Manager, who then logs into their dashboard and can respond to the Early Warning directly, in this instance issuing a Project Manager’s instruction to get quotes for pump hire and an estimate of the delay to the project.

The contractor is automatically notified of the response and can reply with an estimate of cost and delay. Later, the Project Manager is automatically notified of the estimate in the system.

If accepted, this goes on the register of project variations and triggers the contractor to carry out the work and issue a Compensation Event.

Instead of this event being handled by an administrator sending emails back and forth, 4Projects NEC3 manager does it all automatically. The system knows what the next step in the flowchart is and automates the triggering of the correct form for the correct role. For example, it won’t let a contractor raise a Project Manager’s instruction.

At any time in the contract, individuals named in the contract can see all past events, report on project variance and see what actions they have outstanding against them and when they are due. Individuals can set up their own dashboard to show the information they need in tabular, list or graphical format.

All supporting contract information can be stored within the main collaboration system. For example, if a contractor is providing pictures, documents or copies of quotes, these can be attached from within the system, without the need to email evidence, new information or data separately.

CPD test paper

Online collaboration platforms

The CIOB requires members to assess and fulfil their own CPD needs. Members can therefore choose to study the CPD articles published in CM as a valid part of their personal record of CPD activity.

To complete the questionnaire printed below, members should log on to www.construction-manager.co.uk then click on this month’s CPD article. Scroll down to the end of the article, and you will find a link to the online questionnaire (see example pictured below) and the five multiple choice questions printed here. Select your answers, fill in your contact details then click “submit”.

If all five questions are answered correctly, you will be invited to download and print a PDF document confirming your successful completion of the questionnaire. If one or more questions is answered incorrectly, please reread the article and try again, pressing “submit” to resend the amended form.

The questionnaire for the March edition will be available on the website until June. We are no longer offering the facility to send questionnaires by fax or post. Please email any questions regarding this CPD service to cmcpd@atompublishing.co.uk. 

Complete your March 2011 CPD questionnaire by clicking on the link below:

www.construction-manager.co.uk/construction-professional/cpd-questionnaire/11/