construction project management information systems

Microsoft 365 for Construction Management Case Study Part 2: Project Online

Case Study | November 7, 2022

This article is part two of our case study examining how we helped one of our clients manage their construction projects better with Microsoft 365. If you have not read the first installment, you might want to check out part one of the case study before proceeding.

The client in this case study contracted Lydon Solutions to develop a Microsoft 365 project management solution for a multi-billion-dollar program with over eighty active projects. In our first post, we outlined the client’s project needs, including how they currently handled these tasks and how we planned to help them improve their workflows with Microsoft 365 and its related applications.

One primary requirement of our client was integrating Microsoft Project into their overall project management solution. This article will detail our approach to creating a solution centered on Project.

A quick primer on Microsoft Project

Before we get into our client’s challenge, it might be helpful to review the evolution and status of Microsoft Project since the nuances affect the solution you can implement.

Microsoft Project is several different applications rolled into one:

Microsoft Project desktop application

The desktop version of Project is the application we all have used for years. Most construction companies have Project Standard or Project Professional installed locally on their computers.

The desktop version of Project is the most feature-rich version of the application but is not connected to the internet unless you pay for a Project Online subscription (see below). You need the more robust Project Professional to create complex schedules (beyond predecessor logic) and assign organizational resources and custom fields. You can do project-specific reporting in either desktop version of Microsoft Project.

Microsoft Project Online (Project Web App or PWA)

Microsoft Project Online is the web-enabled version of the application. With this version, you can manage a portfolio of projects, create Microsoft Project and SharePoint templates and sites, create and share company resources and custom fields, implement timesheets, and connect to the desktop Project application.

You can update schedules in PWA, but the functionality is limited to predecessor logic. You need Project Standard or Professional for more complex scheduling, organizational resource management, custom fields, and project-specific reporting. Note: PWA schedules do not integrate with Project for the Web (described below) since the app stores schedule data in SharePoint sites. You need Power BI to do multi-project reporting.

Microsoft Project for the Web (PFTW)

Microsoft Project for the Web is a more flexible, dynamic, and modern scheduling version of Microsoft Project. PFTW appears to be the future of Microsoft Project, but the development roadmap has been moving at a glacial pace.

Organizations trying to use both PWA and PFTW can confuse users since PFTW is a lightweight scheduling tool that looks and behaves differently than PWA, but both are considered Project Online. PFTW has similar functionality as PWA, but it does not integrate with PWA schedules or schedules made in the desktop version. PFTW is a stand-alone modern application that stores data in the dataverse, not SharePoint. You need Power BI to do multi-project reporting.

Now that we got that out of the way, you can see why the complexity of the Project ecosystem and how the various features and differences between the versions can create additional challenges when trying to develop a solution.

How our client used Microsoft Project

Our client was using Microsoft Project Online (PWA) to manage their portfolio of projects. The other factors we had to consider included the following:

The client’s project managers (PMs) did not want to use Project to update their schedules and instead leveraged construction coordinators to provide schedule updates on their behalf. Management wanted to change this behavior so that PMs were responsible for their updates but the solution needed to be as easy as possible.
The PMs did not have the desktop version of Microsoft Project to update schedules.
The PMs wanted to use Project for cash flow forecasting across projects.
The PMs wanted weekly reporting on all scheduled milestones and late tasks by Project but had not set up zero-duration milestones in their schedules.
There were over 80 active projects in their Project Online project center

Our approach to making Microsoft Project the core of the client’s solution

From experience and discussions with the client, we knew that email was the easiest way for PMs to update schedules.

We designed a solution to aggregate project schedule and task data across all projects from PWA into a centralized SharePoint list daily. We developed a Power Automate workflow to send emails with adaptive cards to the PMs when their tasks were due so that they could update them in Outlook without having to go into Project. The SharePoint list received the task updates, and another Power Automate workflow processed the updates back into PWA. Other parts of the solution leverage this same SharePoint list, providing a single source of truth for projects without users needing to interact with the Project application. We will explain further in a future post.

Next, we needed to use Project schedules for cash flows. For this, we had to be able to assign a cash flow resource to the schedules. Doing so would allow the schedules to drive the cash flow amounts. So, we created new cash flow enterprise resources for the organization in the PWA resource center. We created both budget and generic resource types. We established cost budget resources as the overall project budget at the project summary level (task 0) in Project. We used cost generic resources to assign the cash flow amounts for cash flow milestone activities at the task level.

We then created new cash flow milestones in Project with the schedule logic of how pay apps would be submitted and approved. Since cost generic resources represented our budget at the task level, the actual cost would update automatically when a user marked a cash flow milestone task as 100% complete.

For reporting, we leveraged Power BI to provide cross-project cash flow reports. There is a Power BI web app connection that you can leverage to access PWA data. This connection includes the Microsoft Project data lists so you can generate reports in Power BI. We’ll get into the details of how we developed the reports in a future post.

Do more with Microsoft 365 and Project

Find out how to take Microsoft 365 and Project to the next level by submitting a free consultation request. If you prefer a turnkey project management solution powered by Microsoft 365 and SharePoint, check out Construction Viz and our extensive lineup of construction apps.

A Case Study on Using Microsoft 365 for Construction Project Management

Case Study | September 21, 2022

Many organizations want to use Microsoft 365 to manage their construction projects. Unfortunately, figuring out where to start and how to bring all the Microsoft applications together into a cohesive solution can be overwhelming. We posted a three-part blog a little while back that includes some tips and considerations to help you on your way. You can check out that series here:

Starting with this new post, we are kicking off a new series to describe a case study of a real-world implementation of Microsoft 365 for construction project management. We will detail the challenges, explain some of our decisions, provide sample deliverables, and reiterate critical takeaways that might help your organization develop its construction program management solution in Microsoft 365. In this first post, we will discuss the client’s challenge and then provide a detailed analysis in follow-up posts.

The client’s challenge: How to use Microsoft 365 for effective project management

The client in this case study contracted Lydon Solutions to develop a Microsoft 365 project management solution for a multi-billion-dollar program with over eighty active projects. Meeting the client’s requirements required re-engineering their current processes and tools to deliver a solution using out-of-the-box Microsoft 365 applications effectively.

Below are the requests by the client, the systems they were using, and the Microsoft 365 applications and approaches we are implementing to solve their unique challenges.

Request	Current Applications	Microsoft 365 Applications & Approach
Scheduling in Project Online with schedule updates possible via email	Project Online	Project Online with resource management and schedule updates via Adaptive Cards.
Cash flow forecasting driven by Project Online schedule activities	Excel	Resource loaded scheduling with payment milestones in Project Online. Power BI reports by period and cumulative cash flows.
Document management migrated into SharePoint	External file share	SharePoint Online sites for each project with permission-managed document libraries and lists.
Forms (issues, risks, etc.) that are responsive across devices with data stored in SharePoint	Excel, Word, and PDFs	Power App forms connected to Project Online and SharePoint data and stored in a centralized SharePoint location.
Automated approval workflows	Email	Power Automate workflows, Power Apps for approval signatures, and Adaptive Cards for approvals via email.
Internal project communication	Email and voice	Teams with tabs for SharePoint sites and Power BI reports.
Reporting project statuses weekly, monthly, and quarterly	Excel, Word, and PowerPoint	Power BI reporting utilizing Project Online, Power Apps, and SharePoint data. Reports include data across all disciplines with a rollup and drill-down capability depending on the report.

Diagram of the applications with Project Online at the core of the solution

Before we dive into the solution space, we cannot stress enough the importance of collecting requirements. Without detailed requirements, it’s like building a house without a design. In many cases, we don’t have the luxury to perform a complete requirement gathering session since clients want a solution sooner rather than later, don’t have the resources to support the effort, and often see requirements gathering as unnecessary costs. Fortunately, we have the experience to work with whatever clients can provide and fill in the gaps where needed. But if you use a third-party vendor without this type of experience, you will end up with a disjointed solution that costs an arm and a leg to build.

In the next post, we will discuss how we approached and implemented a Project Online solution.

About Us

Lydon Solutions has been developing and implementing construction management solutions in Microsoft 365 since its inception way back in 2011. We also provide a turnkey construction management product called Construction Viz that can be quickly deployed into a client’s Microsoft 365 or hosted externally. You can check out a video of the CMAA product demo here.

Welcome to Microsoft 365 for Construction. Where We Are Going, There Are No Roads

How-To | March 30, 2022

Microsoft 365 is a powerful suite of applications that can empower companies to become world-class organizations. You can securely manage every aspect of construction projects in Microsoft 365 with the familiar tools you already use daily. That is the good news.

The less good news is that there is, unfortunately, no Microsoft 365 color by numbers, how-to book, or cheat sheet for setting up your construction projects. So, although Microsoft 365 includes everything you would need, it can be challenging to get the platform configured to meet your requirements without the right expertise.

You may be wondering what the challenge is since construction is construction, right? Well, not exactly.

Lydon Solutions has developed and implemented Microsoft 365 solutions for many different construction organizations over the years. During that time, what we have found might surprise you: There is no single right way to use Microsoft 365 for construction projects because every client wants something different.

What makes an ideal construction solution in Microsoft 365

Microsoft 365's strength (and weakness) is its ability to be configured and customized. There are over 200M users of Microsoft 365 across every industry and in every part of the world. Microsoft does not focus on specific industries or verticals. They design their Microsoft 365 products to be generic enough to have cross-industry appeal, and it's up to IT specialists to tailor them to their specific organization. So, there is no "standard" Microsoft 365 path to follow for setting up your construction projects.

Your ideal Microsoft 365 construction solution depends on many different variables such as:

Size of your company
Your organization's IT experience and support
Maturity of your PMO/processes
Level of technology adoption (including Microsoft 365)
Other systems you may be using
Need for mobility (e.g., offline access to data)
Preferred Microsoft 365 applications
Amount of change your organization can embrace
Resource levels to support a solution
IT budget

For example, one of our clients with a limited budget wanted a daily report solution with a template that they could easily share with team members. Their Microsoft 365 application of choice was Excel, so we developed a solution where they could quickly get the latest daily report spreadsheet template from a centralized SharePoint site shared with the rest of the team. It was simple but effective.

Another example is a client who wanted to use Microsoft Project Online and SharePoint to manage all their projects. We developed standard Microsoft Project and SharePoint site templates that were easy to replicate and utilized Power BI for roll-up reporting.

So, while there is no "standard" Microsoft 365 approach to use for your construction project, all hope is not lost. The key is finding the right IT solutions partner with deep construction and Microsoft 365 platform experience to guide you in the right direction.

Learn more about Microsoft 365 for construction

If you are new to Microsoft 365 or looking to leverage all its functionality for your construction projects, Lydon Solutions can help. Click here for a one-hour consultation. Also, check out our blogs for tips on how to use Microsoft 365 for managing construction projects:

How to Start Managing Construction Projects in Microsoft 365 - Part 1 (lydonsolutions.com)
How to Start Managing Construction Projects in Microsoft 365 - Part 2 (lydonsolutions.com)
How to Start Managing Construction Projects in Microsoft 365 - Part 3 (lydonsolutions.com)

Got Microsoft 365? Use it to Manage Your Construction Projects

Construction Viz News | February 14, 2022

If you have Microsoft 365, it’s a no-brainer to leverage your investment to manage your construction projects. Unfortunately, most organizations don’t have the time or resources to build even small construction-specific solutions in-house, never mind a complete project management information system (PMIS).

Construction Viz makes it easy to manage projects in Microsoft 365

Construction Viz is a powerful and flexible construction project management software solution optimized for YOU and your workflows. We designed it to include everything you need to manage your construction projects, including document management, dashboards, reports, forms, workflows, and more.

Construction Viz features include:

Can be delivered as a hosted solution or deployed to Microsoft 365
Extensive catalog of construction applications for any size project
Powerful reports and dashboards
Responsive on any device
Offline capable
Built-in integration with Microsoft 365
Full construction document management

Construction Viz is available in the cloud, on-premise, or as à la carte apps for Microsoft 365 and SharePoint.

What makes Construction Viz different from every other PMIS on the market?

Construction Viz is an enterprise PMIS for Microsoft 365. It has all the features you need to manage your construction projects at less cost than competitors because it can be deployed into your Microsoft 365 tenant.

Construction Viz is all about providing organizations with the ability to choose where and how they want to work.

Construction Viz gives you the power to decide each of the questions below.

Where do you want to work?

Construction Viz empowers you to work where and how you prefer:

Construction Viz can be deployed to your Microsoft 365, on-premise SharePoint, or hosted in Lydon Solutions’ data center. We can even deploy your uniquely configured solution to other Microsoft 365 tenants (owners, contractors, etc.).
Want to work offline without an internet connection? Not a problem. Because Construction Viz is a progressive web app (PWA), the entire solution can go offline.
Want to work entirely in email or Microsoft Teams? We can extend the functionality of Construction Viz using adaptive cards, so you don’t even have to log in to the application.

What features do you want in your PMIS?

Construction Viz lets you decide which features you need:

Unlike most PMIS systems, where you only use 10% of the product but pay 100% of the cost, Construction Viz is app-based, so you only pay for the apps you need.
We have a full suite of construction apps for any size project, from an owner to a contractor across any sector.
Want a custom solution? We have you covered. Construction Viz is a framework designed to adapt to your processes. All our apps are configurable and customizable to your needs and are extendable with Microsoft 365 services such as Power Automate.

What if you are already using Microsoft 365 and SharePoint?

If your organization already uses Microsoft 365 and SharePoint, Construction Viz can take your project management practices to the next level:

Already have a solution and only need a few apps? No problem. You can pick only the ones you need from our list of robust construction applications.
Want to leverage what you have developed in SharePoint or the Power Platform? Also, not a problem. We can bring your prebuilt functionality into Construction Viz.
Aren’t ready to deploy in your Microsoft 365 just yet? Again, no problem. Start with a hosted deployment, and we can move to your Microsoft 365 when ready.

Sounds great. Where do I start?

You can submit a free consultation and demo request here.

If we seem like a good fit, we’ll move into the Formulate phase of our FOCUS Methodology. As part of our FOCUS Methodology, we’ll evaluate your current Microsoft 365 infrastructure and determine the best approach. Construction Viz might not be the best fit at this time, and that’s OK. You might just need a tune-up of your Microsoft 365 with redesigned SharePoint project templates, or maybe a couple of Power Automate Flows, Power Apps, or some Power BI reports. Either way, we are here to help.

If you still aren’t ready, you can join our newsletter in the footer below. We mail out helpful Microsoft 365 tips and tricks, updates on Construction Viz features, and Microsoft 365 and Construction Viz news each month.

Using Microsoft Power BI for Reporting with Project Online

How-To | December 7, 2021

More than likely, your organization uses the project-specific reports available out of the box with the Microsoft Project desktop application. But as your portfolio grows, you may need to move to Microsoft 365 Project Online. Project Online offers many advantages over the desktop version, including enterprise resources and codes, permissions management, project templates, and integration with the Microsoft 365 Power Platform. Unfortunately, you will quickly realize that there are no canned reports in Project Online like those you are familiar with in the desktop application. So, what do you do?

Using Microsoft Power BI to create Microsoft Project Online reports

The “official” reporting solution for Microsoft Project Online is Power BI. Power BI is another Microsoft 365 subscription. If you are going to build custom reports, you may want to have at least one Power BI Pro license. Note: Power BI Pro comes with a Microsoft 365 E5 subscription or is available for $9.99/user/month for an individual license.

Next, you will want to install the Microsoft Project add-in for Power BI, which you can download here. The add-in includes some key data fields from Project and some visually appealing pre-defined dashboard report templates.

Project Online Add-In for Power BI

So, you are all set to create your custom reports across your portfolio! Well, not exactly…

You will find out pretty quickly that if you want to create a “simple” report like a monthly resource cash flow across all your projects in Power BI, it is much more complicated than you would think. The good news is that Lydon Solutions has built several configurable Power BI solutions that can generate monthly expenditures for any resource or activity across your portfolio. The report can be further customized to your organization’s needs and added to Teams or SharePoint.

Project Online Cash Flow Report for Power BI

Get Help with Microsoft 365, Project Online, and Power BI

As you know, setting up a portfolio cashflow report in Microsoft Project Online is more than just building a report in Power BI. Lydon Solutions can assist you with everything from Microsoft 365 configuration to delivering custom Power BI reports so you can focus on managing your construction projects. You can find out more by requesting a free consultation here.

Microsoft 365 Stream for your Construction Videos

Microsoft News | November 11, 2021

On most construction projects, there are a ton of videos from safety training to daily construction progress. Unfortunately, these videos typically reside on local computers or shared drives, making sharing extremely cumbersome via email due to the files' size. Microsoft Stream to the rescue!

Microsoft Stream is a video-sharing service for Microsoft 365 that was released in 2017. Stream allows you to save video files, add metadata, assign permissions, and share the videos with team members.

Videos uploaded from different Microsoft 365 services like Teams, OneDrive, and SharePoint are all available in Stream based on permissions. So, you no longer have to hunt for a video's save location to access it, and you only need to have one version of it in your Microsoft 365 tenant because you can manage all of your videos from within Stream.

Stream also lets you share videos across other Microsoft 365 services such as Teams, Yammer, SharePoint Online, OneNote, PowerPoint, Sway, and Outlook. There is even a Stream web part available for SharePoint Online that you can easily add to any page to display your videos. Lastly, Stream allows you to embed Microsoft Forms into your videos for conducting attendee surveys and questionnaires, which is helpful for online training videos.

If you are interested in Stream, it comes with most Microsoft 365 subscriptions. While there are many great features and services in Microsoft 365 for your construction projects, the challenge is always delivering turnkey solutions specific to your organization. Lydon Solutions can help. You can request a free consultation here.

Microsoft 365 for Construction Management Case Study Part 2: Project Online