Internet Based Collaborative Project Management
for Construction
Abstract: The use of internet based collaborative project management is presented as a method for improving the overall construction delivery process by effectively providing improved communications, coordination, and collaboration among project team members. The use of internet based technologies to address recently identified owner concerns is proposed as a viable justification for application.
Key words: collaboration, project management, construction, internet, communications
Introduction
Managing information has become a critical success factor for construction operations. Given the highly complex, fast-paced, and dynamic nature of construction it has become evident that in order to complete a project that meets the needs of the customer then all vital information (i.e., land acquisition, funding, programming, designs and engineering, specifications, decisions, budgets, and general correspondence) must be developed and maintained in a fashion to support effective development, utilization, and communication. Coupled with increased demands placed on all key parties to the building process (owners, designers, and contractors), the industry is at a critical juncture in addressing these problems plaguing our industry in an effective long-lasting fashion, many of which are not new to practitioners. One way to address this situation is via web-based project management systems (WPMS), otherwise referred to as Project Specific Web Sites (PSWS).
WMS and PSWS are web-based applications that take advantage of the Internet to perform typical project management tasks, such as store and manage project information. They allow all necessary groups of people such as contractors, engineers, architects, and clients, controlled access and automated distribution of information. The combination of the internet and project management systems has opened many new communication pathways. Through the integration of these two systems, tasks can be accomplished better, faster, and cheaper. Better project control, especially during project procurement, can significantly impact savings on construction projects. (McMaster, 2006)
Even with the availability of web-based project management and collaboration systems, many construction owners continue to be disappointed in their overall building experiences due to the under utilization or misuse of such technology. Based on the results of the Fifth Annual FMI/CMAA Owners’ Survey, this paper will discuss the use of WPMS and PSWS collaborative tools as the most effective management means available today in making long-lasting improvements to the overall construction delivery process. This discussion focuses on some of the problematic areas recently identified by construction owners as reported in the 2005 FMI/CMAA Owners Survey.
The author’s perspective comes from over 20 years of construction project experience and nearly ten years of utilizing a project specific website (PSWS) since its initial development and roll out in 1997. In addition, the author has provided feedback to the ASP, now referred to as software as a service (SAS), throughout this same time frame in the continuous improvement and implementation of this technology from both an academic and industry practitioner perspective.
Movement to the Internet
It has been over 11 years since the first project-specific web site went live. Highlighted by Engineering News Record in their June 24,1995 issue, the Washington Suburban Sanitary Commission made history by consolidating all their project documents and correspondence into one centralized Internet secured location, accessible 24/7 from anywhere in the world by project team players. (Antevy, 2006)
The applications available and the need for effective use of computer technology among construction management personnel have certainly changed over the past ten years. In a 1997 international study of 166 project managers, superintendents and field engineers it was found that the respondents’ perception of the importance of the internet in the completion of their daily duties rated only a 2.57 out of a 5.00, ranking it 7th in the top computer uses(Cox and Hampson, 1998).
If the same question of importance were asked today, the responses would be different. The daily use of computers is devoted to such applications as using an internet browser, secured networks, and/or most certainly e-mail. Recent studies also indicate an increase in e-Business usage within the construction industry, meaning that procurement of construction services is going more and more electronic. (McMaster, 2006; Treffinger, 2005)
This movement towards online communications and collaboration tools has been somewhat steady over the past several years. However, the catalyst behind adoption of such technology has shifted to where nearly a third of contractors (30%) reported that their adaptation was due to owner driven issues. While about a fourth of the contractors (23%) reported that they have been exposed to the technology through marketing and promotional demonstrations (Wesek, Cottrez, and Landler, 2000).
Owner Concerns
The results of the FMI/CMAA Fifth Annual Survey of Owners of approximately 200 construction project owners is conducted on a regular basis and includes both public and private owner repondents from general building, industrial, manufacturing, transportation, and water / waste.
The survey results indicated that owners continue to struggle with communication and collaboration issues. Specific project delivery concerns identified by the owners included schedule and cost issues. Schedule issues were raised with respect to the planned versus actual schedules for the time spent in the various stages of the project, as owners reported experiencing schedule overruns of 20 to 50% longer than planned. Top reasons for cost overuns were attributed to incomplete drawings, poor pre-planning process, escalating cost of materials, a lack of timely decisions by the owner, and excessive change orders. (FMI, 2005).
A few of the key owner concerns identified from the most recent FMI /CMAA Survey include:
- Challenges in effective coordination, collaboration, and communication
- Cost overruns due to incomplete drawings, poor pre-planning, and the escalating costs
- Insufficient time and funding for pre-design stage.
- Decline in the quality of design drawings and incomplete designs
- Architects need to be held more accountable
- Construction managers need to provide leadership in managing projects from beginning to end, including design, funding, scheduling, and construction.
Some of these concerns are discussed in the upcoming sections and how using a WPMS / PSWS can effectively address them is presented. Not all owner concerns are discussed due to manuscript limitations.
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