Lydon Solutions

Construction Project Management Software Solutions

Construction Software

How Adaptive Cards Can Turbocharge Your Construction Project Management Processes

How-To |

Wouldn't it be great to get more of your project management workflow done in Microsoft Outlook and Teams without needing to log into other enterprise systems? Adaptive Cards technology enables you to do just that by providing an open, lightweight, and flexible framework to integrate user experiences into other applications, including Outlook, Teams, and more.

Technology is changing at a fever clip, and construction organizations are having to adapt to survive. Owners, contractors, and construction management organizations are all scrambling to implement the latest whiz-bang IT solution for managing their projects. Unfortunately, project managers and users are often left having to learn and navigate many different systems and processes on top of just trying to do their job. So how can you move the technology forward without leaving your team in the technology wake?

Adaptive Cards are a JSON-based and platform-agnostic way to deliver app data into a native UI. We use it to extend the functionality of Construction Viz, our turnkey construction project management solution, into Microsoft Outlook and Teams. With Construction Viz and Adaptive Card technology, organizations can collect data from users via email (e.g., filling out an RFI or managing approvals) without requiring them to log into another system. We also leverage Adaptive Cards to enable Construction Viz users to share dashboards and reports via email or Teams, again without needing the recipient to log into any other system.

Check out our blog describing how Construction Viz takes advantage of Adaptive Cards. You can also learn more about Adaptive Cards here and here.

Adaptive Card approval embedded in Email from Construction Viz

Why Adaptive Cards matter for construction projects

The number and complexity of systems in construction will only continue to increase. Adaptive Cards take away the training, double-entry, errors, and inefficiencies that can come with multiple systems and new technologies. It allows your team to focus on what is essential for them to do their job and provide the data you need to manage your project's success.

So, no matter which systems house project-related data at your organization, you can flatten the IT learning curve by using Adaptive Cards to provide your end-users with a streamlined and simplified way to get their job done.

Learn how Adaptive Cards can streamline your projects

Find out more about our Adaptive Card technology 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.

How Microsoft Delve Can Help with Your Construction Projects

Consulting News |

You've probably seen the Microsoft 365 Delve App in your Microsoft 365 navigation menu and wondered what is it and how you can use it to be more productive within my construction organization?

Microsoft 365 all apps
Microsoft 365 all apps

Webster's Dictionary defines the word delve as "to make a careful or detailed search for information." Microsoft Delve does precisely that. Delve, released in 2015, is included with some Microsoft 365 subscriptions depending on the plan you have.  Delve aggregates relevant files from across Microsoft 365 and displays them in an easy-to-understand content card. Delve provides robust search across Office documents, PDFs, OneNote sections, images, and videos from OneDrive and SharePoint.

Delve navigation
Delve navigation

Delve uses Microsoft Graph's machine learning capabilities to determine which content to present to you. The more frequently you modify the content, the better odds that it will be displayed higher in the list of available cards. Only content that you have access to will be displayed, and although your personal files might show in Delve, they will not be visible with others in the organization unless you choose to share them. To help with searching and organizing, you can add tags, either as boards or favorites, to your cards.

In addition to presenting Microsoft 365 content, Delve is also an employee directory of your tenant users. By default, Delve displays the Microsoft 365 user profiles of all organization members, including phone numbers, email, and locations. You can add additional metadata to your profile, such as which projects you are currently working on, your skills and expertise, and education. All of the other metadata you add is also automatically searchable across your organization.

Delve profiles
Delve profiles

Using Microsoft Delve for Construction Projects

How can you use Microsoft Delve for a construction organization? Here are a few ideas:

  • Suppose you need to get to a file as fast as possible without going into a specific application such as a Teams site, SharePoint, or OneDrive. In that case, you can use Delve as your Microsoft 365 landing page and see all of your relevant files in one place.
  • You may need a better way to organize relevant files. Unfortunately, files might have odd file naming conventions, reside in hard-to-find nested folders, or existing in many different file formats.  This situation could occur when preparing a proposal or a bid package where you may need to aggregate multiple files into a single presentation. With Delve, you can add tags to organize their associated cards in a more intuitive manner that best suits your work style and the deliverable, so the users don't have to save their files into another separate location.
  • If you are looking for a specific skill set or experience on your team, Delve can give you a quick and easy way to search the entire organization. With the additional metadata that users can add to their profile, you can turn Delve into a searchable database of employee skills and experience the next time you have to put together a proposal or build project teams.

While Delve seems like one of those apps that you might want to investigate further, unfortunately, some black clouds are on the horizon. Microsoft has removed the Windows 10 Delve app and has announced at Ignite 21 that it will also be removing the Delve iOS and Android mobile apps in June of this year. In its place, Microsoft is directing users to the Outlook mobile, which includes similar features to Delve. This move could signal that the end of days for Delve, which is a shame because it does have some potential for enhancing your productivity. It might also be Microsoft's intention to release an updated app that could consolidate Delve into the new Project Cortex, which utilizes Microsoft Graph as well. We will have to wait and see. Until then, give Delve a try and let us know your thoughts.

Get Expert Help Using Microsoft 365 for Construction Projects

If you need any help with Microsoft 365 for your construction organization, check out our managed services and sign up for a free consultation. If you are interested in our prebuilt and enterprise-ready project management information system (PMIS) for your Microsoft 365, visit our catalog of available Construction Viz apps and submit a demo request.

How to Start Managing Construction Projects in Microsoft 365 – Part 1

How-To |

This is part one of three in a series of blogs called How to Manage Your Construction Projects in Microsoft 365.

More and more construction organizations are moving to Microsoft 365 to manage their businesses and provide their employees with the tools they need to get work done. Logically, one of the first questions in a construction company is: "Can we run our construction projects from Microsoft 365?"

The good news is that Microsoft 365 has many features that are ideal for managing projects. The not-so-good news is that identifying the right mix of Microsoft 365 tools for your organization to use for projects can be overwhelming with so many service options available.

So, where do you begin? In this first installment of our latest blog post series, we will help you navigate your way into managing construction projects in Microsoft 365. In future posts, we will dive deeper into your options.

Five tips to get started managing construction projects in Microsoft 365

Do these things first to manage your construction projects with Microsoft 365 successfully:

  1. Start small and build on wins

We recommend starting small in your approach and focusing more on upfront planning. It's best to pick a pilot project and phase the work as much as possible.

  1. Plan, plan, plan

We always recommend spending as much time as you can in the "planning" phase before moving forward with any real development. If you have not already, check out our four-part blog series on implementing a Project Management Information System (Planning, Evaluating Technology, Implementing, and Supporting) to get the big picture.

To get started, consider the following:

    • Define the problem. Make sure to clarify what problems you are trying to solve. By documenting and agreeing to a problem statement, you will keep the team focused on solving that problem. You will also be able to develop a cost-benefit analysis for implementing a solution.
    • Establish the budget and schedule. Before embarking on your journey, make sure to set aside a budget and a deadline as to when you would like to have this solution in place.
    • Assemble your team. Identify and build a team of subject matter experts who will use the solution. It would be best if you involved this team to some level throughout the entire process, from requirements gathering to implementation.
    • Define your requirements. This step is the most critical in any software implementation. Take the time to document your as-is business processes (what you are doing now) and your to-be processes (what would you want to do). There are multiple ways of collecting requirements: interviews, surveys, use cases, etc. Check out our blog posts on requirement gathering in general, as well as how to use case studies.
    • Develop document controls processes. Invest in developing your document controls processes to ensure that you standardize the data you collect and how you use it for reporting and search.
  1. The best way to signup for Microsoft 365

If your organization is already using Microsoft 365, you are all set. If not, be wary of reaching out to third-party Microsoft 365 licensing providers to set up your environment. We have seen some providers lock down their clients' tenants and restrict access to many services available in Microsoft 365. Our recommendation is to contact Microsoft directly to set up your own Microsoft 365 company tenant. If you need help, check out our Microsoft 365 managed services.

  1. Research your options

Depending on your license, there are many tools and services available in Microsoft 365 (e.g., Teams, Planner, To-Do, etc.), some of which provide overlapping features and functionalities. If your organization prefers to work in one service over another, that service should be central to your design. For example, if your team likes to work in email, then explore forms, reports, workflows, and so on that can be made available within Outlook.

  1. Understand your licensing

Microsoft licensing is always changing and can be very confusing and potentially expensive. Ensure you have the right licenses to deliver all aspects of the proposed solution, from reporting to workflows. Make sure to monitor licensing continually to ensure you are paying for what you need.

One thing to note is that Microsoft 365 provides for guest licenses, which lets you provide limited access and share information with users outside your organization. Guest licenses can be handy when working with subcontractors that you wish to allow access to your projects. Allocating guest licenses does not incur a charge, but there are limitations to this feature. Also, make sure to document any access given using guest licenses to make sure internal or confidential information is not unwittingly shared.

Are you interested in managing your construction projects with Microsoft 365?

We will dig deeper into the Microsoft 365 services available to manage your construction project in our next blog post. Stay tuned!

If your construction organization needs help setting up your Microsoft 365 environment, you can request a free one-hour consultation. If you are looking for a turnkey construction project management solution or a specific construction app for Microsoft 365, check out ConstructionViz.com.

Check out more blogs from How to Manage Your Construction Projects in Microsoft 365

The FOCUS Methodology: A Solution-based Consulting Framework

Case Study |

Lydon Solutions developed the FOCUS methodology, a step-by-step approach for delivering information management solutions to our clients. Read on to find out how our FOCUS methodology helped one client ramp up their efficiency without increasing staffing or cost through the smarter application of information technology and streamlined business processes.  

The construction industry is undergoing a massive shift. Information management, both the technology and the processes surrounding it, are becoming critical for project delivery. We recently had a client that was ramping up a major maintenance and repair program, and their management tasked them with executing five times the number of projects while keeping their staffing level and cost the same.  A classic case of delivering more with less.

Helping this client meet their management's new goal involved more than just creating efficiencies through an improved business process. It required a holistic information management solution. We worked with the client to determine how they should collect, store, handle ownership, and report on their data while also helping them create the tools and processes required to support this new strategy. 

Delivering information management solutions like the above that work starts by following an established methodology. Lydon Solutions has been developing and implementing business solutions in and around construction information management for over eleven years. To tackle the challenges our industry presents, we developed the FOCUS methodology.

What is the Lydon Solutions FOCUS Methodology?

FOCUS is our custom step-by-step methodology applicable to any process but ideal for delivering information management solutions. As with the Project Management Body of Knowledge (PMBOK) approach, the FOCUS methodology is adjustable depending on the project's size, budget, and schedule. The steps, which are most effective when followed sequentially, include inputs, processes, owners, and outputs.  As we complete each step, results are reviewed with the client to ensure everything is in-line with their requirements.

Focus-Methodology_1

Here is a breakdown of the five steps in our FOCUS methodology:

  1. Formulate. First, we begin with fact-finding to gather high-level business requirements. This step helps us formulate the problem statement, provide a preliminary solution, and develop a rough order of magnitude (ROM) estimate and schedule.
  2. Organize. Once all parties understand the preliminary project scope, schedule, and budget, the next step is defining detailed requirements. Here we evaluate "as is" and "to be" business processes with the client (for more on this, see my blog post on documenting as-is processes). Taking the time to do this thorough assessment and documentation ensures that all requirements are well understood and expectations clear. At this point, we may need to revise the budget and schedule before building out the solution.

Together, the Formulate and Organize steps make up our envisioning process, which leverages our experience and a series of proven templates required to provide a business case. These templates include assets covering a project charter, risk assessment, governance, solution concepts, project staffing plans, and cost estimates.  Having these deliverables enables our clients to be more confident in the successful outcome of their project. They also demonstrate to their stakeholders and senior leadership that the requested budget is realistic with minimal undefined assumptions.

  1. Construct. Lydon Solutions takes the outputs from the previous envisioning process and moves into building out the solution. We hold bi-weekly review meetings with the client to go over status, monitor scope, address questions, and ensure the solution development progresses efficiently. We have found the agile development approach to be the most effective way to manage the build process since it provides the most flexibility to change due to shifts in scope and definition.
  2. Utilize. Once we complete the development of the solution, it then needs to be implemented. Implementation is more than just handing over the finished product; it entails training, knowledge transfer, effective communications, and regular follow-up meetings to ensure the deliverables meet the client's needs.
  3. Support. Once we complete implementation, we establish a feedback loop with a system or a process to ensure that the solution meets the client's expectations. Doing so allows us to manage issues, questions, updates, and requests for changes in a timely and efficient fashion. Having a support channel in place is essential to the solution's ongoing success as it becomes a mainstay for a client.

So what does the FOCUS process mean for you, a potential client? In short, it means if you work with Lydon Solution, there will not be any surprises. Because we focus on solutions and have a formal delivery methodology, you will have a better idea of what exactly you are getting, for how much, and when you can expect it.

Find out how Lydon Solutions can help your organization

Lydon Solutions has been delivering customized and compelling solutions for our clients since its founding in 2009. From integrating a range of technologies and solutions to providing rock-solid hosting in Microsoft Azure, all the way through to the development of our own React-based Construction Viz apps for Microsoft 365 and SharePoint, we strive to provide the best advice, direction, and strategy at every turn. We do not just do IT; we provide information management solutions. Our team knows the construction industry. We have boots on the ground, a can-do attitude to tackle big challenges and a commitment to delivering world-class solutions.

Let us help your organization take your construction project management to the next level. Schedule your free consultation today.

How to Successfully Manage a Construction Software Deployment

How-To |

This is part three of three in a series of blogs called How to Plan for a Construction Software Deployment.

We gave you five foundational steps to plan for a successful construction software deployment – along with several tips and best practices in our two earlier blog posts. Now we offer advice on managing the rollout of your construction software deployment.

The saying in construction is “plan the work and then work the plan.” Software product and project managers need to do more than just put together a plan and expect IT to follow it.  You need to manage scope, schedule, and budget just like you would for a construction project. Below is our advice on managing the process.

1) Keep the rollout small and focused

This was tip #2 on our list of best practices during the planning phase, but it bears repeating here. Resist the temptation or outside pressure to go for a big, top-down rollout.  We have seen too many software deployments fail when VP-level stakeholders get involved and push a mandatory new tool down to users.

Change is a big scary beast for most companies.  The more opportunity you give users to get their feet wet before jumping in will help build support. Stick to your plan for a small and focused rollout. Take a phased approach. Use early wins to build grassroots adoptions. Doing so will make your entire project smoother and more successful.

2) Leave room for customizations & enhancements

If you followed the advice from our earlier posts, you analyzed the needs of your stakeholders and documented your business processes as part of your planning process. But don’t assume your plan is final. It is important that you keep an open mind and listen to input. Let project teams shape the tool

Some of you may object and say that a project needs to be standard across your organization. Standard, yes. Rigid, no.

You want your users invested in the software you are deploying. The best way to do that is to give them the chance to make it their own. If a project manager cannot tailor a tool to their specific management needs, you will have a harder time getting your software deployment accepted across the organization.

And, assuming you did your homework during the planning phase, hopefully the system you are deploying is configurable and customizable down to the individual project manager level (like Construction Viz, our flexible construction project management solution powered by Microsoft SharePoint 2016).

3) Update your plan & requirements documents

Requirements are essential to building anything from an office building to an enterprise construction software solution.  But requirements are not a one-and-done deliverable at the beginning of the project.  They are living documents and are relevant throughout the entire life cycle of the system all the way through scoping, change management, testing, training, and implementation.

You should keep your planning documents up-to-date as scope changes occur. Use version control to ensure the developers and stakeholders are all working off the latest specification.

4) Plan for change

You will have changes.  There is no way around it.  Maintain a contingency allowance for changes. You can use an approach similar to the estimate contingency levels defined by AACE.  The more defined the scope, the better the cost and schedule.  Keep a change log and budget accordingly.

5) Schedule regular design reviews

IT developers often gather requirements and then go off to build in isolation.  The problem with this scenario is that most IT developers do not know construction. And they definitely do not know everything about your organization and your needs. They could therefore misunderstand requirements and spend countless hours on meaningless items. Do not let this happen with your project.

Maintain regular design reviews with your developers.  This gives you the opportunity to see what they have built to date, clarify requirements and questions, manage scope, and remove roadblocks as needed.

6) Don’t forget User Acceptance Testing

Software testing involves both Functional Acceptance Testing (FAT) as well as User Acceptance Testing (UAT).  Your IT provider should perform FAT. UAT should done by your users and include the project SMEs and Champions (functions described in Step 2 of the first blog post in this series).

A thorough UAT will uncover issues that might not have been clear during requirements gathering or design reviews, so make it an integral step to both fixes and enhancements.

7) Avoid communication layers

There is a good chance you are working with different teams to build, host and deploy your construction software. For larger organizations, these can all unfortunately be different companies, a fact that can complicate communications and accountability. If you are not careful, it can even derail or delay your entire project and cause support nightmares down the road.

Mitigate this risk by ensuring that roles and responsibilities for the project are clear – especially if there is another company between you and the developer. Make sure you have a direct channel to those doing the work. Avoid unnecessary communications layers that can slow down information getting to those who need it.

8) Get a pulse from your users & stakeholders

Do not wait until the end of the project to survey users about their likes and dislikes of the system.  Getting their constant feedback – and letting them know you are listening to their concerns – is essential throughout the process. You want to make sure that your project is meeting the success criteria you defined in your business case.

Send frequent updates to the users about new features. Build a community of users that have influence over the direction of the system.  You will find that these engaged users may even help you uncover opportunities to solve challenges you did not initially foresee.

9) But they are still using Excel?!?

Here’s a common scenario: You roll out your new construction software system, but project teams are still using Excel. Don’t panic – your project did not fail. Let’s face it, Excel is not going away just because you roll out a shiny new enterprise construction management system.  There simply is no tool that gives users the flexibility they have with Excel. And it is hard to beat Excel for one-off analysis and reporting.

Ideally your construction management software will integrate with Excel (Construction Viz leverages SharePoint for deep integration with Excel, for example).   If you planned your construction software deployment following the steps and tips we’ve shared, your users should have everything they need to automate standard templates and track critical information.

Our advice: Embrace Excel instead of ostracizing it and your users will rejoice. Excel is a great proof of concept and prototyping tool.  Let users develop Excel solutions to supplement your offering so you can further understand how they work and what information they use to manage.  If your user base sees the value in their effort, plan for a future enhancement to your PMIS.

If you are just starting your planning for a new construction software deployment, be sure to check out part one and part two in this blog series. We invite you to let us know your organization’s experiences and share any advice in the comments below.

Thinking of deploying a construction project management solution for your organization?

We have helped our clients deploy Project Management Information System (PMIS) solutions to manage multi-billion-dollar construction projects. Our Construction Viz platform includes everything you need to manage your construction projects— document management, dashboards, reports, forms, workflows and more—in one place.

Contact us to get a free consultation to learn more about what Construction Viz can do for your organization.

Check out more blogs from How to Plan for a Construction Software Deployment

Come See Lydon Solutions at the CMAA National Conference & Tradeshow

Events |

Be sure to meet up with Lydon Solutions at the CMAA 2017 National Conference this month in Washington DC. We’ll be demoing the latest features of our Construction Viz project management solution (Booth 206).

It is that time of year again! The Lydon Solutions team is once more headed to the CMAA National Conference and Tradeshow held this year on October 8-10, 2017 in Washington DC. We’re proud to again be a Silver Sponsor for the event.

Read on for a preview of what we have planned for this year’s event.

Construction Project Management Perfected

Every company, project and PM is unique – and your construction project management software should be too!

We designed Construction Viz, our recently introduced subscription-based solution, to be the most flexible and easy-to-use project management information system (PMIS) available. Construction Viz is powered by technologies you trust (Microsoft SharePoint 2016, SQL 2016 and Azure) and built from the ground up to meet the specific needs of construction professionals. The platform includes everything you need to manage your construction projects—document management, dashboards, reports, forms, workflows and more—in one place.

We’ll be showing off several new and enhanced features for Construction Viz at the CMAA conference this year:

  • New project and program dashboards and tracking tools
  • Enhanced mapping capabilities and integrations
  • New mobile web form technology
  • Adobe Sign integration

We’re looking forward to the conference and hope to see you there.

Let’s Talk About Your Construction Project Management Needs

We welcome the opportunity to learn about your unique needs and to show you how Construction Viz can help your team save time, reduce cost and stay on schedule. Contact us to schedule a meeting at the CMAA Conference – or a free online consultation and demo if you cannot make it to the event.