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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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