Document Management Software ROI

Document Management ROI – The right software makes a difference

See how to move past the smoke and mirrors and find concrete ROI and make the right decision about document management for engineering and construction projects.

Engineering and construction projects can be so massive, complex, and engineering-driven that poor document management leads to:

  • Poor document access
  • Fragmented teams and Siloes
  • Idle/Unsure Teams
  • Working from the wrong revision
  • Scores of overworked document controllers

The right document control strategy and software prevents each of these (frighteningly) common consequences of poor document management.

This mini white paper will detail some of the returns from using ProjecTools Documents. While this is not an exhaustive list of benefits, these are widely agreed upon by raving fans using ProjecTools Documents.

Poor Document Access. If your projects are like most, you have teams contributing from multiple locations. If each out-of-office team member has to rely on emails, FTP, thumb drives, or VPN to access documents – you are wasting massive amounts of time and money.

When compared to FTP and thumb drives, ProjecTools saves hours and days in just accessing documents. When compared to similar systems, however, ProjecTools was found to save 3-10 minutes per document access because the cloud based application is accessible anywhere and easy to navigate.

If you apply these 3-10 minutes saved to a single staff member being paid $1.00 per hour who accesses each of the 25,000 just one time we save you $1,250 – $4,165. At $10.00 per hour that’s $12,250 to $41,165 saved – for a single employee.  You probably pay your people more than $1.00 or $10.00 per hour, and you probably have more than one employee who needs your documents.  Do the math.  It’s okay, I’ll wait.

Don’t forget to multiply your total by the number of revisions for each document.

If your total isn’t at least twice the price of using ProjecTools, tell us.  We’ll give it to you at no charge until it is.

Fragmented Teams/Siloes. Most engineering and construction projects have multiple engineering disciplines, commercial groups, and management groups (PMs, HSE, etc.). Generally, these teams use their own processes and hope for the best. Integrating with other groups or providing transparency to management is too often an afterthought at best or seen as the workings of the devil at worst. This is what we call fragmented teams or siloes.

We are proud to tell you that we have solved that problem. A natural product of using ProjecTools documents is that documents from all stakeholders are in one location, trackable, and easy to find.

This simple phenomenon prevents costly miscommunications, misunderstandings, and mishaps such as sending the wrong revision to suppliers, misplacing markups, work packages falling behind schedule, etc.

Idle Teams/Unsure Teams. If any step in a process is ambiguous, that step will be incorrect or not taken at all. In the context of engineering and construction, if teams don’t have the right specs or drawings, they are either going to sit idle until they get what they need or proceed using incorrect or outdated information.

Obvious consequences of these are wasted time, money, materials, and setbacks. But there are deeper consequences still. Will these setbacks sink the project, hurt your reputation, or prevent you from winning repeat business in the future?

While it is hard to assign a concrete dollar amount to this, risk mitigation is a very important and often overlooked part of ROI. Fortunately, ProjecTools Documents mitigates the risk of inaction or misguided action due to lack of information. In ProjecTools all team members have instant access to the documents you need.

Teams Working From the Wrong Revision. We have all spent time working on documents and found out later that we were working from a superseded revision. It’s awesome to go back and redo the work, right?

And this is the best case scenario when teams don’t have real-time access to the latest revision. Among the worst case scenario is sending the wrong revision to a fabricator resulting in a $5 Million piece of scrap metal.

Solving the revision problem in one case saves some frustration and labor. Solving the revision problem in the latter case saves $5 Million, your reputation, and maybe even your job. Fortunately, ProjecTools Documents makes sure you can access the latest revisions.

Scores of Overworked Document Controllers.  A common misconception is that a more robust document control process mean you need more personnel to manage it.

ProjecTools users find that they don’t have to hire more document controllers until they experience a 5x influx of business. They also find that document controllers with the right tool perform vastly better.

Once scenario is paying $250,000 – $450,000/year for 2-3 document controllers and hearing them complain about workload and not having a system. The other scenario is paying less than $200,000/year for a good document controller and ProjecTools and hearing how much she loves her job.

Long story short – you can invest in a tool that offers control and savings, or you can roll the dice and hire a legion of people to do it manually and hope they figure it out.

ProjecTools Product Information

ProjecTools Client Spotlight

September 24th, 2015|0 Comments

ProjecTools Client Spotlight "I don't see how companies can manage projects like [...]

Standard Project Management Features

September 2nd, 2015|0 Comments

ProjecTools subscriptions provide valuable standard features that support projects. ProjecTools standard features are available to each user to complement core application functions and business processes. Utilize the modules below to increase top-down visibility, communication, accountability

Security and Reliability

September 1st, 2015|0 Comments

Users need a secure, reliable environment to access project information and perform work. All applications and client data resides in a private cloud network with data replication and failover to geographically diverse datacenter equipment. ProjecTools provides 99.5% Network Availability

Construction Project Management Services

August 31st, 2015|0 Comments

ProjecTeams is proven for flexible on-site or remote project deployments. Each ProjecTeam specialist has deep work history with a career of improving project execution, information management processes, with tools that make projects efficient, timely, and profitable.

ProjecTools Resources

Spreadsheets and Email as Project Management Tools

March 9th, 2017|0 Comments

Projects have too many moving parts and too many players to be trusting critical data to spreadsheets and emails. You need a spreadsheet reduction strategy.

Project Management Assessment

November 15th, 2016|0 Comments

Project Management Assessment Assess your project management practices against the best project execution teams in the Capital Construction, [...]

  • Review & Approvals

Document Management Software ROI

October 5th, 2016|0 Comments

Document management is massively important for engineering and construction projects. Take the approach and use the tools that add the most value.

Aligning Document Control and Cost Control

February 15th, 2016|0 Comments

Align Document Control with Cost Control and create seamless progress and earned value reports to stay on budget and improve cash flows.

ProjecTools Videos, Demos, and Webinars

  • Review & Approvals

Document Management Software ROI

October 5th, 2016|0 Comments

Document management is massively important for engineering and construction projects. Take the approach and use the tools that add the most value.

Document Distribution and Access for EPC and Construction

August 24th, 2016|0 Comments

Global projects have global teams that need to be in the loop. Cloud technology takes the pain out of giving teams on demand access to project data.

Supplier Document Management for Construction Projects

August 17th, 2016|0 Comments

Supplier document management is a vitally important component of design and build projects. Often times projects don't plan for supplier document management, so there is a scramble to process the documents, execute reviews, and provide feedback. The most common result of this scramble is throwing manpower and spreadsheets at the problem. Missing the mark in managing supplier documents leads to delays, shutdowns in operation, and upset investors and asset owners. The best way to hit the mark is planning for supplier document management alongside document management planning (preferably before the design phase).

  • Data Silos and Spreadsheets

How Data Silos and Spreadsheets Hurt Energy Projects

July 28th, 2016|0 Comments

...will give you a competitive advantage particularly on large complex projects and that managing those large projects with spreadsheets, email...