Spreadsheets stink for project management

Spreadsheets stink for project management

Part I

The larger a project, the more documents project teams need to manage. It’s plain fact. With a growing number of large projects, keeping track of documents becomes quite a chore. This chore becomes a burden for growing organizations, forcing many to implement a third party system. Evidence of this phenomenon is the flood of organizations turning to Google Docs, Share Point, base camp or thousands of others. With so many document management systems (DMS) available, I found myself asking: Why are so many growing organizations using excel spreadsheets to manage documents?

When I started marketing ProjecTools Documents, our DMS system, it seemed like a no-brainer. Who wouldn’t use a third party system instead of a spreadsheet to keep track of documents so integral to organizational functions? Especially engineering and construction firms where information accuracy could make or break a project. After some time, I found four common objections:

  1. Our spreadsheets have always worked for us in the past.
  2. We don’t trust a third party with our proprietary information.
  3. We don’t want to pay for something we already have.
  4. Our organization won’t change.

I’ll address these objections as we do with clients in the order listed above.

Objection #1 – Our spreadsheets have always worked in the past  Ok, document tracking spreadsheets worked in the past. That may be a true statement, but it may not be a valid objection. The reason it may not be a valid objection is that it worked in the past. The key here being past. To test the validity of this objection, I ask: Is it working now? To hash this out, I present a series of True or False statements to determine if the system meets simple DMS standards.

  • I know latest official review for each document.
  • I know who has checked out each document
  • I know the recipient of each document routing
  • There are zero duplicate documents in my system
  • There are zero ambiguously named documents
  • No documents have been lost or misplaced within my system
  • Employees are not permitted to delete files
  • My system holds my clients accountable

If an organization answers False to any of these statements, it renders the objection invalid because the system is not controlling documents, it is simply archiving them. Proponents of spreadsheets who answer False for the above statements about their spreadsheet document control may counter this claim by maintaining that all systems have shortfalls. Even though no DMS is flawless, any good document management system allows a document controller to answer ‘True’ to the above statements.

Part II

Last week, I posted the first part of this article about how spreadsheets stink for project management. In that entry I mainly addressed the common argument that document management spreadsheets have worked in the past. In that  post, I argues that spreadsheets may have worked, but they probably don’t work very well. Here are my responses to the next three objections.

Objection #2 – We don’t trust a third party with our proprietary information.

Fine, don’t trust a third party with proprietary information. Don’t route documents through external email servers.  Don’t allow employees to bring jump drives to work, and make sure the IT budget covers the cost of infrastructure and redundancies that third party providers employ. Moreover, make sure your IT team has the time and resources to test and secure the network to a standard that specialized DMS can. Please keep in mind that the DMS provider has to keep the client happy. DMS providers don’t retain clients by putting client’s information in harm’s way. Other things spreadsheeters should think about are: Which team members have read/write permissions to the organizational spreadsheets. Are any permissions assigned? What if a mistake is made? How would that be tracked? What if the spreadsheet is deleted? Is there a backup plan? What if the server crashes? Is everything backed up? How much downtime will a crashed server cause? These questions deserve answers.  If an IT department can’t give straight answers,  look elsewhere. Similarly, if a third party document management system seems shaky, has ill repute, or offers a vague security license agreement – find another provider.

Objection #3 – We don’t want to pay for something we already have.

You get what you pay for. If an organization keeps document management in house and manages its documents with spreadsheets, they pay for it. They pay in unachieved efficiency, duplication of efforts, excess IT infrastructure, labor, and/or lost opportunity for growth. The value of DMS boils down to doing more with less: more productivity with less infrastructure, less duplication of effort, revision control, and fewer mistakes. In short, using spreadsheets for document control may cost less up front, but spreadsheets cannot enforce workflow or hold team members accountable, which will save an organization time, money, and credibility (in the end).  The question becomes: What will not implementing a good DMS system cost you?

Objection #4 – Our organization won’t change.

An organization that refuses change for the better clearly is not looking toward the future for growth and scalable opportunities. A good DMS that will enforce workflow, increase accountability, and increase efficiency should be welcomed and championed. As sophisticated DMS becomes the norm, organizations employing the old spreadsheet method may be overlooked by clients, resulting in fewer awarded bids.

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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.

5 Things to Look for in Cloud Software

Cloud software is a tough nut to crack. There are literally thousands of cloud applications vying for your business. Who should you talk to and who should you send packing?

5 Things to Look for in Cloud Software

There are many important things to consider when purchasing cloud software to run your business. The 5 things to look for in cloud software products are role-based permissions, configuration options, enforced workflows, accountability and scalability.

First, the software needs to support role-based permissions. The simple fact that the average user does not need access to all functions and configuration settings requires role-based permissions. Role-based permissions within the product should not limit productivity or visibility, but should preserve data integrity and protect organizational processes and controls from tampering. Furthermore, separating responsibilities can protect your organization from unnecessary liability and help maintain compliance with best practices and legal requirements.

When evaluating the configuration options offered by software, make sure you can accomplish your primary goals with out-of-the-box functionality. Implementing highly configurable software may seem daunting when facing implementation, but this investment in time and money is well worth the savings when compared to expensive software customizations down the road. Mature products often provide the flexibility to adapt to many organizations processes because they have been time-tested by many users in different environments. Organizations should leverage this experience for significant cost savings.

The software you buy should allow administrators to set enforced workflows that prevent your team from skipping steps in your process. Enforced workflows also contribute to producing consistent work and products that continually meet your standards.

The fourth thing to look for in a cloud software application is accountability. To hold your team accountable software should have excellent communication and reporting tools. The communication tools should be easy to use and should archive and organize correspondence for future reference. Reporting should provide management with actionable intelligence regarding breakdowns and root causes.

The final thing to look for in a cloud software product is scalability. To be a scalable cloud application, licensing should be flexible, training should be readily available, all information should be in one system and the software should be able to integrate with other systems.

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  • 545

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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

  • 492

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Document Management Software ROI

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

  • 1357

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ProjecTools Application Manages Over $25 Billion

ProjecTools Application Manages Over $25 Billion

graph2Hello all,

This is Jerry Morgan, ProjecTools CEO. Through our periodic examination of anonymous usage analytics, it turns out ProjecTools application manages over $ 25 billion dollars worth of projects. This means we have helped clients protect massive capital investments with many moving parts. I am very proud of this number because it indicates our clients are experiencing success and that they trust ProjecTools to manage their project information.

After learning we hit the $25 Billion dollar mark, I started looking around trying to wrap my head around the significance of the number. As it turns out, 25 Billion dollars can buy a whole lot. 12.5 Freedom Towers, 125,000 Homes, 550,000 brand new Chevrolet Corvettes, or 11.3 Million shares of apple.

As we have reached the $25 Billion mark and fix our gaze on $50 and $100, I’d like to thank our clients for trusting ProjecTools and our application. I’d also like to thank ProjecTools employees for building the application, client base, client usage, and the rapport that allows our clients to utilize ProjecTools as they do.

Thanks to clients and the team for helping us reach this important milestone.

Sincerely,

Jerry Morgan, ProjecTools CEO

jerry

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  • 1357

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Project Management Software Overload

Great strategies for separating the wheat from the chaff and moving past Project Management Software Overload.

Project Management Software Overload

Ever been tasked to find the right Project Management Software? If so, you probably realize how ridiculously broad the category is. Project Management Software could mean anything from Basecamp to AtTask, or Microsoft Project to ProjecTools. This is Project Management Software Overload. To illustrate my point; on Wikipedia there are ~150 entries under “Comparison of project management software.” Which leads us to the subject of this post – how does one separate the wheat from the chaff? My answer – by correctly defining the words “project”, “management”, and “software” for your organization.
So let’s begin:

  1. We need to define “project.” If the project is simple, a simple application getting everyone on the same page and tracking input/change will be enough (think Asana, Basecamp, Trello). What about IT Project Management though? Totally different. Complex capital construction or EPC (Engineering, Procurement, Construction) project? Once again, there’s an entirely different set of criteria that should be considered. These complex construction project solutions require significantly more powerful software to manage all of the moving parts. Even after defining the project though (for this post: EPC projects), one is left with a staggering array of software options. Which leads us to the second criteria – defining “manage.”
  2. too many project management software optionsWe need to define “manage.” What part of the project is most important to you? Simple projects have fewer moving parts and stakeholders – they’re relatively simple to manage and you may be able to manage many aspects of the project with relative ease. But if we’re talking EPC projects you must be much more deliberate; there is Scheduling, Document Management and Collaboration, Cost Control, Procurement, Engineering and Commissioning, and often there are multiple projects going on simultaneously (PPM). Of course these aspects are all important and different organizations place emphasis on different parts of project management – complicating the issue even further. Luckily there are tools that manage multiple pieces of these complex projects, but even the most comprehensive tools can’t tackle everything coherently. For instance, ProjecTools is arguably the most comprehensive Project Management Software tool (for EPC and Oil and Gas projects) covering Document Management and Collaboration, Cost Control, Procurement, and Engineering and Commissioning. That said, we realize there are other aspects of project management (scheduling especially), and rather than try to re-invent the wheel – we believe integration is stronger that competition (we integrate with scheduling leaders like Primavera). So now, if you’ve defined what you want to manage – we only need to decide what “software” means to you.
  3. We need to define “software.” To be clear, we’re not interested in the technical definition of “software”, instead I’m working to define the category of things that are typically described as software. Let’s start with the basics: deployment options, purchase options, how it’s supported, and standalone or integrated.
    1. Deployment options are a point of contention, but the writing is on the wall: cloud is here to stay (see my presentation on the subject at PMI here).
    2. On purchasing – is it a CapEx or OpEx and can you fit it in your department’s budget? If you’re buying traditional on-premise software or deploying a private cloud, you’re looking at a significant capital expenditure and a significantly prolonged installation/implementation. On-premise can mean as much as a 10X increase in budget, the addition of IT support personnel, a decrease in redundancy, and 3-4X increase in the implementation timeline (which means less project-oriented work gets done). Good luck (and I’m not the only one who feels this way).
    3. How’s it supported? Having someone standing by to take your calls and correctly handle and escalate issues is something that really, really matters. Like anything, you may not realize how much it matters until you really need the support, but don’t dismiss this when you define what software means to you. And please don’t confuse “maintenance plans” for support; a maintenance plan is a poorly-disguised profit-generating mechanism – while support is designed to help clients and customers when they need it.
    4. Standalone or integrated? Everyone is talking about Big Data, but what they’re finding is Big Data Silos. Collecting data is an exercise in futility if it sits within a single application and isn’t used across the organization to make better decisions. Whether your chose multiple “best-in-class” systems and integrate them, or choose a comprehensive solution – you should understand the importance of integrated systems. At ProjecTools we fall into the “comprehensive solution” bucket but we also integrate with other applications to offer our clients a better control and decision-making platform and that’s important. Why is integration important? Because integration saves double-entry, preserves data integrity, allows for better decision-making, increases adoption rates, and leads to dramatically increased success in deployment and operation. But just because a company claims their software products are “integrated” doesn’t mean it was built together – be wary of larger vendors that “integrate” multiple products through acquisition of (once) entirely separate companies.

If you’ve followed this post so far, your needs in Project Management Software should be fairly clear. By defining what you mean by “project”, “management” and “software” you will be better equipped to make a purchasing decision, specifically as it relates to complex capital construction and EPC project management. Of course we’d love to answer any additional questions you have – feel free to send them to me personally.

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  • 545

Security and Reliability

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  • 492

Construction Project Management Services

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  • 1357

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February 15th, 2016|0 Comments

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

  • 1631

Document Distribution and Access for EPC and Construction

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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.

3 Ways to Treat Project Chaos

Get a grasp on how project devolves into chaos and see 3 sure fire ways to treat them and defeat project chaos.

3 Ways To Treat Project Chaos

Oil & Gas Construction GuyIn large Oil & Gas and EPC projects there is a ton of money on the line. The difference between a successful project, and an unsuccessful one is often the effective organization of the projects from FEED to Handover. The right project management infrastructure can help teams deliver capital projects with normal amounts of cost growth and schedule variance (typically ~10%). Alternatively, there is project chaos.  And in an industry that has a median cost growth of 24% and median schedule slip of 20% – this is the most common scenario. Effective project management requires the right systems and infrastructure to support it but that’s just a drop in the bucket.  Effective project management can reduce cost growth by 58% and schedule variance by 50%. Yes, project chaos is avoidable.

So how do you get from project chaos to order?  You’re in luck, this is our specialty, and there are 3 key ways to treat project chaos.

Stop using emails, spreadsheets and homegrown systems to manage projects. Have you ever wasted time digging through an email chain looking for critical information, or poured over somebody else’s spreadsheet trying to find what you need? Most folks have and those are just small examples of how ineffective spreadsheets, emails, and homegrown systems are. So quit using systems that provide little organization, accountability, and visibility – they allow project management chaos to flourish.
Get all of your teams working in the same system. Centralize. Collaborate. Have you ever been roadblocked by rouge teams, partners, or contractors using a different system? This happens in almost every project, and can be a tough situation to navigate. By implementing an effective, web-based project management system you can provide the most up-to-date data to all project stakeholders, in a single system. When the end game is reducing project chaos – you need to get everything in one place and everybody working in one system.
Enforce standardization. Ever encountered confusion due to multiple numbering systems or naming conventions? If you have, you know that this inconsistency makes it hard to track progress, report, and find the data you need. An effective project management system will allow you to track and enforce your numbering system, as well as partners, suppliers, or owners.  To prevent project chaos and enforce standards, start using an application that has defined numbering systems and naming conventions.  You might not realize how much project chaos is weighing you down.

If you, or someone you know is experiencing project chaos – please contact ProjecTools as soon as possible.  Symptoms include:  lack of reporting, cost growth of more than 10%, schedule slip of more than 10%, premature graying in management, lack of return customers, and many more.

The side effects of successful project management with ProjecTools include:  more sleep at night, promotions, an increase in profitability, more time, and more effective reporting.

ProjecTools Product Information

  • 817

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September 24th, 2015|0 Comments

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  • 568

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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

  • 545

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

  • 492

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

  • 1872

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.

  • 1811

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, [...]

  • 1716
  • 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.

  • 1357

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.

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  • 1519
  • Review and Approvals

Optimizing Review and Approval Processes for Engineering

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November 23rd, 2020|0 Comments

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  • 1716
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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.

  • 1631

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.

ProjecTools Client Spotlight

ProjecTools Client Spotlight

“I don’t see how companies can manage projects like ours without ProjecTools”
Carol Jones, Major FPSO Producer
“The staff at ProjecTools has been with us every step of the way. Their unrivaled customer service has been what my staff has needed.”
Madelaine Blair, Engineering and Construction Company
“ProjecTools cut the time it takes us to prepare a procurement package from six weeks to one”
John Mock, International EPC Company
“ProjecTools Engineering & Commissioning provides a smooth flow and saves a lot of wasted time”
Jennifer Roberts, Commissioning Services Company
“Our company realized early on that ProjecTools would be a great partner to assist us in growing and enabling our EPCI global management information systems.”
Bryan Foushee, International Offshore Engineering Company
“I have spent the last several months working with the ProjecTools product and team. I can easily say that both are “top-notch.”

The ProjecTools software impressed me most with how thoroughly thought out it is. Functionally, it is a powerhouse project management suite for capital projects. The workflows between each of the modules are tightly integrated and backed by some serious industry experience. Each action that is taken sets the dominoes for all needed future actions so that an entire project falls in to place. Furthermore, the software was developed with a high degree of standardization throughout the user interface which sharply decreases the time it takes to become proficient with the product.

What has struck me most, though, is the team behind the ProjecTools software. Everyone I have dealt with has shown a dedication to listening to the end-user and creating a high quality software offering. They welcome feedback, even (and perhaps more so) when it is critical. It is apparent that there is a pervasive culture at ProjecTools that is centered on building quality for the customer.

My hats go off to the ProjecTools team for both what they do and who they are.”

David DeArmond, OIL & GAS Technology Company
“I highly recommend that clients reach out to this company for innovative ways to improve project reporting and tracking.”
G. Matthews, International Engineering Company
“Our company chose ProjecTools over another application we were using because ProjecTools application is way more powerful and for our global teams working together better.”
Lori Lacey, International Supplier for O&G
“I know that ProjecTools will help to move our growth along.”
Olvie Beltran, Water Treatment Technology Company
“ProjecTools provides a single, convenient location to store pertinent project information that can be accessed from any location at any time and is extremely simple to use.”
Kaley Sandel
“ProjecTools time and stores all necessary project information in one spot”
Charles Baker, Engineering and Construction Company
“I am a new ProjecTools user, and so far my experience has been great. I would recommend this product to my colleagues working for other companies in the oil and gas industry.”
Katy Kovar, Oil & Gas Company
Air Liquide is an international company focused on supplying high quality gas and gas related technology to many industries.
Audubon EngineeringAudubon Engineering is a full-service project solutions provider for the domestic and international oil & gas, petrochemical & refining, and power generation markets. Audubon Engineering provides the power and flexibility of comprehensive engineering and service disciplines through a unique combination of in-house professionals, affiliate companies, and industry alliance resources.

ProjecTools engaged with Audubon Engineering three years ago implementing ProjecTools Documents. As a result Audubon Engineering reported a reduction in hours managing documents, audit times and time to transit on projects. Along with these impressive reductions came increases in document accuracy, accountability, consistency and overall quality of work. Audubon Engineering’s success with ProjecTools Documents inspired them to implement ProjecTools Cost Control and Procurement.

Audubon Engineering continues its aggressive growth using ProjecTools scalable applications.

Audubon Engineering has offices in New Orleans, Houston and Covington with a workforce of nearly 350 experienced professionals.

Visit the Audubon Engineering website for more information.

Houston Offshore EngineeringHouston Offshore Engineering provides expert engineering, procurement, construction, and installation services. They support offshore oil and gas and engineering projects. Houston Offshore Engineering projects range from conceptual studies, which help maximize value early in field development, to complete detailed design and construction support. Houston Offshore Engineering clients include major and independent oil and gas companies, drilling contractors, engineering contractors, fabricators, and transport and installation contractors.

Houston Offshore Engineering is also participating in four different approaches to alternative energy solutions. The projects include floating offshore wind turbines, an ocean thermal energy conversion device for offshore Hawaii and a confidential energy conversion device for the Gulf of Mexico.

Houston Offshore Engineering deployed ProjecTools Documents and Procurement to facilitate managing offshore engineering projects.

Visit the Houston Offshore Engineering website for more information

Water StandardWATER STANDARD is an award winning global water treatment specialist and recognized leader in delivering innovative desalination, water-based enhanced oil recovery and produced water solutions to the Water and onshore and offshore Oil & Gas Industries. The company uses proprietary designs and processes employing proven technologies incorporated into modular offshore and onshore customized water treatment systems. WATER STANDARD has recently been very active in the design and development of a number of groundbreaking offshore EOR projects.

WATER STANDARD’s H2OCEAN product line positions them as a global water treatment specialist committed to providing innovative solutions for the world’s growing water needs.

WATER STANDARD’s strategic partnerships and affiliations with leading marine, water technology, offshore services and chemical manufacturers provide superior products and services. WATER STANDARD provides products and services to super majors, majors, and national oil companies across the world.

Water Standard is based out of Houston, Texas.

Visit the WATER STANDARD website for more information

Arena Energy - Arena OffshoreArena Offshore was established in 2002 and has locations in The Woodlands, TX and Lafayette, LA. Arena Offshore is affiliated with Arena Energy which is located in the Woodlands, TX.

Arena’s expertise is oil production and recovery in mature fields of the Gulf of Mexico. Arena’s streamlined model has allowed them to reduce operational overhead while maintaining appropriate focus on safety and environment.

Arena Offshore uses ProjecTools online project management software for Document Management and information management for Arena Offshore projects.

Murphy Oil CorporationMurphy Oil Corporation is an El-Dorado, Arkansas based global oil exploration and production company with American onshore and global offshore exploration and production. Murphy is a growing worldwide producer of crude oil and natural gas in the United States, Malaysia, the UK, Republic of the Congo, among other places worldwide.

The Houston-based Murphy Exploration & Production Company uses ProjecTools document management application (ProjecTools Documents) to manage design and technical documents for the development and construction of Murphy’s exploration and production projects.

ProjecTools provides the software infrastructure to manage the engineering and design lifecycle with Oil & Gas-friendly workflows. Additionally, the ProjecTools application provides on-demand, cloud access to all project stakeholders (including partners, suppliers and other contractors).

Axon EnergyAXON Energy Products (AXON), through its subsidiary, AXON Rig Concept and Design, uses ProjecTools’ Engineering and Commissioning modules to manage the lifecycle of their design-built drilling package projects. AXON’s general scope includes the FEED phase to construction and final commissioning. The engagement between ProjecTools and AXON will likely expand as the company is rapidly growing its project list. Along with implementing ProjecTools Engineering and Commissioning modules, AXON has utilized ProjecTools’ Product Services Team for onsite consulting and training services.

AXON is a growing visionary in rig concept and design, specializing in engineering and project management services geared towards drilling package design and construction projects. The rig concept and design group is one of AXON’s six divisions, including Pressure Products, Well Intervention Products, Drilling Products, Downhole Products and Tubular Products. Specifically, AXON is well known for providing a wide range of oil and gas products and services, using its expertise and responsive delivery time. With a heavy presence in the Gulf of Mexico, AXON is a global company represented in countries such as North America, Western Europe, Asia and the Middle East.

Burrow GlobalBurrow Global, LLC is a full service engineering, procurement, construction, and facility services firm with specialties in process automation, industrial buildings, plant commissioning and start-up. Our premium quality, high value services and commitment to safety combined with our broad industry experience and comprehensive expertise make us the global provider of choice for many major companies.

Burrow Global Construction, LLC, has 30+ year tradition of high quality and safely executed projects by providing construction management, EPC and turnaround execution to industrial clients throughout the southern United States.

Burrow Global Construction includes:

» Procurement
» Fabrication
» Construction
» EPC Projects
» Industrial Buildings
» Turnaround Management & Execution
» Preparations for Operations

Burrow Global uses ProjecTools Document Management Software to centralize project documents, effectively manage revision workflows, and facilitate timely, secure document distribution. Burrow also uses ProjecTools Procurement Software and Cost Control Software to ensure construction teams have the proper equipment at the right time for the right prices.

ProjecTools Software Support

ProjecTools Software Support

Quality support can be a life saver. We get that, so e have a talented staff of support professionals that are ready to respond to client requests 24/7. It doesn’t matter if users email, call, text, or skype – the ProjecTools Support Team is ready to respond and solve in a timely fashion.

Email support@projectools.com to get in touch with a ProjecTools Software Support.

ProjecTools Software Support Team gives world-class technical assistance and personalized guidance to help you quickly resolve issues, optimize the effectiveness of your project management teams and tools, and maximize business impact. With a staff of highly skilled and dedicated support professionals, ProjecTools is dedicated to your satisfaction and helping you achieve the highest levels of efficiency and the pinnacle of success.

AEC PPM Software Buyer Guide

When low price is the primary factor in choosing an application, the old adage “You get what you pay for” usually rings true. It’s easy to approach software with a low price mentality. Don’t do it!

10 Fatal Mistakes of AEC/PPM Byuers

Shopping the AEC/PPM Software market is usually driven by legitimate, pressing problems that need to be solved. Schedule slippage, cost growth, and preventable stoppages in production may tempt you to settle for applications that look good but just don’t deliver.

Be the hero, not the goat, by avoiding these ten common mistakes buyers in the AEC/PPM Market make.

View PDF Version

Focusing on price rather than value

When low price is the primary factor in choosing an application, the old adage “You get what you pay for” usually rings true. It’s easy to approach software with a low price mentality. Don’t do it! Step back and make sure the application will solve your problems and add value to your company before signing a contract. After all, it’s easier to deal with price once than to suffer with poor quality forever.

Insufficient due diligence

Buying software that will change the way you do business is a big deal. Improperly vetting customer support, reputation, financial viability, innovative ability, and integrity of your software partner will lead to a painful (possibly fatal) software purchase.

Hidden costs

You couldn’t see the hidden costs because they were… hidden. We get it.
These hidden costs can be avoided by proper due diligence. Take extra care to read the service agreement. Pick up the phone and call the references provided by the sales team. Heck, even call other users that aren’t on the reference sheet.

No roadmap or growth plan

If an application works like you need it to work, you will be solving real problems and creating real value for your company. Chances are you are going to want to roll it out to more divisions or company-wide. To avoid unexpected jumps in price, make sure to get pricing for plausible growth scenarios from years two through five.

Focusing on technology and features rather than solving business problems

Don’t let this be you. Always have your problems and objectives in mind. Don’t get distracted by bells, whistles, and unproven technology. This seems like a simple concept, but we hear of this mistake time and time again.

Settling for software that requires major customizations

A blank slate can sound nice, but not in the context of business-critical software. Extensive customization is expensive, time consuming, and slow to be delivered. If an application has your key functionality already – go with it. The customization route spells money, anguish, and uncertainty.

Lacking industry experience

There is great risk in being the guinea pig for any software vendor trying to branch into a new vertical where they have no expertise or experience. Your business is too important for that. Find a software application that is proven in your industry.

Overlooking integrations with other business-critical applications

If a software company can’t or won’t deliver a key product integration, whether the integration is with Dynamics, Salesforce, Oracle, SAP, or a legacy database from 1983, look elsewhere. This is not 1998 – your applications need to work together.

Underestimating training & implementation needs

Can your team leverage your new tools, without adequate training? Probably not. Is the software partner willing and able to thoughtfully map out and deliver meaningful training and implementation that will make your power users and your casual users successful? Do they offer a train-the-trainer approach, so your on-staff experts can bring your other team members up to speed?

Culture doesn’t change with the new application

Not everyone on the team will be in love with a new application, or welcome any change whatsoever. It’s important to recognize this. Nothing can rally a team around a new application like strong leadership and executive buy-in. Make sure your executive team will help lead the charge.

ProjecTools Product Information

  • 817

ProjecTools Client Spotlight

September 24th, 2015|0 Comments

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

  • 568

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

  • 545

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

  • 492

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

  • 1872

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.

  • 1811

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, [...]

  • 1716
  • 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.

  • 1357

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

  • 1519
  • Review and Approvals

Optimizing Review and Approval Processes for Engineering

October 14th, 2021|0 Comments

Let’s talk about review and approvals, and closed-loop systems, and how to execute the review and approval processes for engineering and commercial...

  • 1567
  • Document Management

The Keys to Successful Document Management

November 23rd, 2020|0 Comments

Let's talk specifically about document management software, and the key factors for clean and organized documentation, accessibility, finding a system...

  • 1716
  • 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.

  • 1631

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.

Document Management Software

ProjecTools Document Management Software

View PDF Version

ProjecTools Document Management Software resolves the problem of revision control, communication management and reporting. ProjecTools Supports Oil & Gas projects by providing industry-friendly workflows and reporting in an online system.

Document Manager

ProjecTools Document Manager brings together engineering design documents, distribution and revision control into a user-friendly interface. The intuitive, online review and transmittal process, complete with audit history in ProjecTools Document Management Software, ensures clients receive a quality product every time. Powerful reporting tools drive transparency and accountability to eliminate costly bottlenecks.

Supplier Data is maintained in a searchable register by PO or Project. Suppliers submit and receive transmittals online to greatly reduce the overall review time. Extensive reporting tools, including late action reports, maintain schedule compliance.

Correspondence Manager

Correspondence Manager captures and archives project communications, memos, emails, letters, etc. Achieve enhanced communication and accountability using ProjecTools.

Document Interface

Document Interface provides automated, rule-based integration with subs, suppliers or client document systems

* Additional implementation necessary to integrate

Home Page

The ProjecTools Home Page integrates Engineers, Partners, Key Subs, and Clients allowing each to complete tasks as well as submit files and participate in online markups and approval workflows.

FeatureBenefit
WorkflowsImprove oversight, prevent data inaccuracies, and duplicated effort
Routings & TransmittalsDistribute document packages for review and approval
MilestonesTrack progress consistently and get paid quicker
Online Supplier SubmittalsIncreases accountability
Late action reportsMaintain accountability
Batch Upload & ImportDrastically reduce resources needed to maintain documents
Document RegistersManage document revisions and metadata
Online MarkupsSimplifies and consolidates markups
Distribution MatrixProvides global teams access to the latest revisions

ProjecTools Product Information

  • 817

ProjecTools Client Spotlight

September 24th, 2015|0 Comments

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

  • 568

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

  • 545

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

  • 492

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

  • 1872

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.

  • 1811

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, [...]

  • 1716
  • 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.

  • 1357

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

  • 1519
  • Review and Approvals

Optimizing Review and Approval Processes for Engineering

October 14th, 2021|0 Comments

Let’s talk about review and approvals, and closed-loop systems, and how to execute the review and approval processes for engineering and commercial...

  • 1567
  • Document Management

The Keys to Successful Document Management

November 23rd, 2020|0 Comments

Let's talk specifically about document management software, and the key factors for clean and organized documentation, accessibility, finding a system...

  • 1716
  • 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.

  • 1631

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.

ProjecTools Products

ProjecTools software products are designed to work individually or as an integrated unit to bring together the EPC and capital construction disciplines such as document management, engineering, procurement, inspections, logistics, HSE, contract management, cost control, and completions & commissioning.

ProjecTools Products

View PDF Version

Documents

Manage project documents and communication while maintaining accountability, revision accuracy, and access to documents and all ProjecTools products through the web.

Document Manager

Centralize project documents and engineering data with advanced revision control. Maintain all information pertaining to suppliers, subs, and service firms involved in a project.

Correspondence Manager

Records project communication in an easily accessible, searchable register.

Document Interface

Integrates ProjecTools with other document systems

Engineering & Commissioning

Track equipment from purchasing through construction with comprehensive status and inspection reporting for on-time completion.

Equipment Manager

Track parts and equipment by tag numbers and manage requisitions in the equipment register.

Systems Completion

Complete commissioning management system to manage ITRs, create certificates, and report on project progress.

Construction Punch List

Track Punch list items. Relate them to ITRs in systems completion and report on progress.

Cost Control

Integrate with purchasing and accounting for efficient project cost/cash management with real-time tools and extensive reporting

Cost Control Manager

Allows cost controllers to set up detailed WBS and practice project cost accounting on very detailed levels using robust reporting.

Scheduling Interface

Integrates ProjecTools with other scheduling systems like Microsoft Project, Primavera, Etc.

Finiancial Interface

Integrates with accounting software to streamline key financial processes and real time exchange of data.

Procurement

Build and execute bid packages with definable workflows to ensure deliverables are delivered on time and built to spec.

Purchasing Manager

Conceptualize, develop, and issue requisitions and purchase orders according to set workflows in a paperless system with online bidding.

Mateials Manager

Provides expediting, shipping, and receiving management for multiple locations using real-time data.

Quality Surveillance

Simplifies defining, executing and reporting on purchase order inspections.

Supplier Manager

Manage supplier lists, commodity codes, and supplier performance.

ProjecTools Product Information

  • 817

ProjecTools Client Spotlight

September 24th, 2015|0 Comments

ProjecTools Client Spotlight "I don't see how companies can manage projects like ours without ProjecTools" "The staff at ProjecTools has been with us every step of the [...]

  • 568

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

  • 545

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

  • 492

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

  • 1872

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.

  • 1811

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, Oil & Gas, and EPC projects The [...]

  • 1716
  • 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.

  • 1357

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, & Webinars

  • 1519
  • Review and Approvals

Optimizing Review and Approval Processes for Engineering

October 14th, 2021|0 Comments

Let’s talk about review and approvals, and closed-loop systems, and how to execute the review and approval processes for engineering and commercial...

  • 1567
  • Document Management

The Keys to Successful Document Management

November 23rd, 2020|0 Comments

Let's talk specifically about document management software, and the key factors for clean and organized documentation, accessibility, finding a system...

  • 1716
  • 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.

  • 1631

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.