How to improve RFI management across your projects

How to improve RFI management across your

projects

With:

Agenda

IntroductionIndustry SuccessLive DemoQ&A

Janet Poses, Aconex Mikko Leppänen, GrahamJared Rastegar, AconexAll

• Project complexity • Contracting models• Risk profiles• Regulatory requirements• Value engineering• Learnings from past projects

Trends for contractors

Alternative delivery increases contractors’ complexity

• Alternative delivery on the rise

• Driving complexity

• Impacting technology needs

Schedule and budget overruns are pervasive

Dodge Data & Analytics SmartMarket Brief Optimizing the Owner Organization: The Impact of Policies and Practices on Performance

Dodge surveyed executives responsible for construction at over 170 commercial and institutional owners• 93% of owners reported exceeding the

schedule established for their projects.

• 85% of percent reported that projects exceeded budget.

Mikko Leppänen Design Manager / BIM Manager17+ years industry experience

“Effective management of project communications is crucial to project success”

Graham

• Established in 1926, celebrating 90 years of business

• 14 branch offices: Canada and the United States

• 6th largest contractor in Canada • Revenues in excess of $2.0B

Buildings Industrial Infrastructure Development & Investment

Company culture

• Client partnerships built on honesty and accountability• Innovation, safety and continuous improvement • Early adopters of innovative information technology• Culture of caring and teamwork in communities• Safety is a core value and focuses on continuous

improvement• At the leading edge of environmental and sustainable

construction practices

Process management at Graham

• Company-wide tools• Continuous improvement• Best results for clients• Standardize when possible• Configure when needed

About North Island Hospitals project (NIHP)

• $600M project on Vancouver Island• 2 acute care hospitals for Island Health• Concrete construction + structural steel• 153-bed facility (Comox Valley), 95-bed facility (Campbell

River)• Total 776,531 sq.ft.

Project location

Our Public-Private Partnership (P3)

• Public Health Authority + Private Consortium

• 30 year contract to design, build, maintain and finance

• Graham owns schedule and design risk

Challenges to address

• Very fast schedule - procurement and construction began during design

• Many organizations to manage - 170• Complex model - Public-Private

Partnership (P3) • Stringent requirements due to acute

care facilities• Designed to LEED Gold• Building two hospitals as one project• 2 rooftop heliports• Effective management of project

communications was crucial to project success

Challenges of the RFI process

PMFM

• Volume of information• Multiple organizations involved• Different flows required for different

disciplines• Time sensitivity• Assurance of correct information

and back up information• Visibility into due dates and status

needed

Health AuthorityHealth Authority

Design Builder

DesignBuilder

Automated RFI process

• Raise within Aconex from field or office

• Link to supporting docs, drawings• Issue the RFI• Track progress• Receive response• Proceed with work

Why Graham selected Aconex

• Meets internal and client requirements– Secure and neutral– Cross organization access– Flexible – all project processes

• All project information in one place• Visibility and tracking• Reporting • Environmental – reduce paper,

printing• Using one system provides

opportunity to access data and learn from past projectsGraham team insists on Aconex for all of our

projects

Best practices/lessons learned

• One system all project team members use• Ability to set and track due dates• Ability to link supporting documentation• Visibility into status of all reviews – status

and due dates• Accountability from that visibility• Easy configurability for each process and

discipline• All project documents and correspondence in

one system - all organizations - no Outlook - no FTP sites

• Configurable workflows to manage all processes.

- shop drawings - RFIs - defect tracking

Graham standardizes on Aconex Mostly design-build and P3s

Challenges Aconex Solution Results

Sharing data between Design-Builder, Lenders, Facilities manager, & Client Collaboration

Requires many drawing reviews that are constantly updated Tracking revisions Managing RFIs through email Lost information

All parties, one platform 18 projects total. 1 project: 500 individuals and 100 organizations

Version control Supersede & transmittal ensure everyone sees the same version

Central processes & historyRFIs + responses + tasks all threaded in Aconex so nothing gets lost / deleted

Consistency & knowledge sharing across projects

80% reduction in time todistribute defects captured on-site

50% reduction in RFI turnaround time

Results

How BIM can accelerate project-wide review cyclesImproving RFI management across your projects

Jared RastegarProfessional Services Manager

Field Inspections

Connecting teams project-wide

OperateConstructDesignBidPlan

Document Control

RFIs & Change Orders

Bidding & Tenders

Workflows &

Approvals

BIMCollaboration

Submittals Handover to Operations

CostManagement

Dashboards & Reporting

In projects executed

on the platform$1+trillion

Documents managed

with complete auditability

1.2+billion

User organizations

Interfacing efficiently

60+thousand

Connected Departments

Design

Cost

Schedule

Safety

Contracts

Project performance depends on connected teams

Connected Field & Office

Subcontractors

Connected Organizations

Owner

General Contractor

Workflow configurability and flexibility

Design Review

Sub-Workflow

Parent Workflow

PM approval

Consultantreview

Streamline processes between and within companies

Spot delays and bottlenecks – outside your own company

Easy to create - drag and drop

Architectreview

TechnicalApproval

Inconsistency makes planning difficult

Year 1 Year 2 Year 3 Year 4 Year 50

2

4

6

8

10

12

14

PROJECT DURATION (YEARS)

PROC

ESS

TURN

AROU

ND T

IME

(DAY

S)

Insights at every level

24

Process

Tasks

Project

Portfolio

Takes action as required

Clarification required on thickness of steel for structural welding

Take control of your processes

Sample RFI workflow

Raises RFI to GC

Requestsengineers

input

Responds with site

instruction

Provides consultants

advice

Connected cost management

Subcontractor RFI with cost

impact

GC raises potential

change order

Forecast includes early

warning

Approve contract

change order

RFI captures

cost impact details

Change order status

Cost impact amount

Point-and-click report

builder

Approved & pending contract changes

captured

A single view across every change order status & the ability

to take action

Manage upstream & downstream contracts, changes, & pay apps

How to improve RFI management across your projects

OverviewRFIs Field changesInsights and reporting

We presented a live Aconex demo. Please get your demo please visit aconex.com/Demo.

Efficient RFI management

• Central system• Configurable workflows• The right info to the right people• Visibility• Easy tracking and reporting

$5M in labor savings over 4 years

75% reduction in payment processing time to contractors

75% reduction in design review cycle times

80% reduction in change request cycles times

C$798K projected savings from doc control costs over next 5 years

50% Decreases in RFI turnaround times

50% decrease in document processing times

30%Reduction in time to import handover information

C$4M Savings from printing costs

Leading Organizations Are Seeing The Results Of DigitizationSignificant efficiency and productivity gains from automating key project processes

Delivering your projects with confidence

Client-centered innovation• Product roadmap shaped with industry experience • 200+ strong product development team

Proven engagement model• Global team of industry experts that understand your business• Consistent approach and quality with rapid deployment and scale

The leader in online collaboration• Purpose-built solutions• Proven success delivering projects and programs around the world

Nine of the top 10 global EPCs

23 of ENR’s top 25 global design firms

Every Fortune 500 construction and engineering firm

More successful projects delivered than any other platform, industry-wide

Our thanks to Graham

Learn more at aconex.com/

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