1. Project Management Control Software Evaluation Guidelines
Questions
Vendor Considerations
Years in business
Feedback from references
Financial viability
Vendor's vision of the future
Frequency of software updates
Number of staff programmers
Software platforms(s)
Cloud/Internet
PC based
Mobile iOS
iPad; iPhone; Android; Tablet?
Operational & Outage statistics
Access to technical support
Solid referential integrity to minimize double entry
Other Considerations
Ease of use (subjective)
System's overall speed
Security of data in the Cloud
Non‐disclosure requirements
Training philosophy, methodology and availability
Newly hired personnel
Field assigned personnel
New Vendors
Changes in the software
Importation/exportation of data into Excel
Data upload capabilities
e.g.‐ cost codes, submittals, drawing issues, etc.
Report writing/custom report writing
9. Consideration for a Pilot Project(s)?
10. Can we build into the "system" Best Practices?
‐All bid package scopes
‐All bid package bid forms
‐SWPPP template
‐Standard Logs and Lists (Concrete log,
5. Overall, how does the software function? What is the process for information Creation, Distribution and Storage?
6. What is the ability to search, filter, tag/categorize information for each project?
‐Checklists: startup; closeout; etc.
‐All cost codes
1. Have we "defined" what we're looking for? A repository of ALL project information.
2. How much project data will be duplicated on T drive versus only in software?
4. Software should have ability to set up a "standard" Stellar project when created. Some examples include:
‐All submittals plugged in
‐All prework meeting agendas
7. What are the touch points with JDE. To what extent do we want connectivity?
8. What processes has we put into a flowchart to understand the current process? What process improvements are
desired?
3. How much can we "plug" our best practices into the system for each new project?
File: Software‐Function Matrix_rev2 Page 1 of 6

2. Project Management Control Software Evaluation Guidelines
‐Take data entered into the system and create the Weekly and Monthly Progress Reports
Project Dashboard? What capabilities?
Customizable project workflow [how is an RFI processed?]
Ability to utilize system to create Monthly Progress Reports
Mark‐up tools
Extent of collaborative capabilities (may be too hard to sum up)
Standard reporting capabilities
What are capabilities for loading standard letters, templates, etc. for project use?
What Query capabilities does the program have? Search/Filter/Tag project data
Archival process. What do archived projects?
System Cost Considerations
What is in standard agreement; what is extra?
Cost by User
Cost by Company (unlimited users)
Cost for project data storage
Cost for Owners, subcontractors, others
Cost for training
Cost for archiving
Cost for technical support
Cost for version upgrades
Cost for maintenance
Accounting Interface
JDE Integration cost(s)
‐What is the scope of the integration
‐ Would a phased approach make sense
SO
PO
New Employees
Video Training by PMCS Company?
Existing Employees, how to get them together at one time; multiple times; Logistics!
Notice to Owner
Notice to Contractor
Requisitions for payment to Owner
FPO
Insurance management module (tracking capabilities)
CG&L certificate
Professional liability certificate
Notice of Commencement
Contracts
Owner Contract
Letter of Intent(s)
Subcontracts
PSA
Cost Control Log
Builders Risk Insurance certificate
Collaboration elements/interfaces
Functionality Notes:
Builders Risk Insurance application
Accounting
File: Software‐Function Matrix_rev2 Page 2 of 6

3. Project Management Control Software Evaluation Guidelines
Design Memos
Peer Review documentation
Project Observation Report
Owner Decision Log
Design Change Log
Email
How does the software interface with MS Outlook
Action Item List
‐Any items that need to be addressed would "hit" this list; a few examples include:
‐Submittals due
‐Quality deficiencies
‐Expiring insurance certificates
‐RFI answers
‐Change order pricing
‐Would need to be able to filter/sort/select items; otherwise list would be overwhelming
RFI
‐Ability to respond to an RFI from an email generated by the system
‐RFI ties to drawings/specs?
‐Subcontractor uploads to system?
‐RFI ties to PCO or other change mechanism?
‐Open RFIs hit the Action Item List/Dashboard
File Collaboration‐ file sharing capability
Project Milestones
Functionality Notes:
Monthly Summary Cost Report
MSCR Cover Sheet
Labor Cost Report
Construction/Project Management
Design Focus
Functionality Notes:
Project Calendar
Permitting
Schedule
Master schedule
Certified payrolls
Owner Schedule of Values
Subcontractor Schedule of Values
Cost Projections
Joint Check agreements
Requisitions for payment
Cash flow
JAS
Cost Accounting Voucher (CAV)
Job Cost Transfer
Requisitions for payment
Check request form
JDE Reports
Partial Lien release management
Final Lien release management
Requisitions for payment from S/Cs
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4. Project Management Control Software Evaluation Guidelines
‐Schedule Updates are distributed to team
‐Upload Company "standard" submittals at creation of project
‐Subcontractor uploads submittals
‐Assign responsibilities to submittals
‐"Automatic" notifications
‐Software must have workflow capability
‐Software must have robust markup tool(s) within the program.
Quality
Quality Plan
Inspections
Independent Test Reports
Concrete test reports
Soil testing
Steel testing
Masonry testing
Deficiency Log
‐Assign responsibilities and issues notifications
Pre‐Work meetings
Pre‐Steel
Pre‐Pour
Pre‐Drywall
Pre‐EIFS
Pre‐Finish
Pre‐Asphalt
Pre‐Roofing
Pre‐Refrigeration Pull Down Mtg
Safety
Onsite Safety Manager Matrix
Safety Plan
Safety Audits
Cal/OSHA Safety Plan
Tool Box Safety Talks
Visitor sign‐in
Bi‐weekly safety inspections
Safety Violations
Employee warning notice
Accident Report
Meeting Minutes
Monthly Updates
Weekly Updates
Critical Material
Functionality Notes:
Submittals‐ D/B vs CMR vs DBB
Submittal routing (Who has the submittal?)
Copy to A/E
Copy back to S/C
Final Field Issue
Functionality Notes:
Functionality Notes:
ftp capabilities/collaboration
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5. Project Management Control Software Evaluation Guidelines
Kick‐off/Hand‐off Meetings
Construction Coordination Meeting
Design Review meetings
Weekly progress meetings
Coordination meetings
‐Assign tasks from meeting minutes?
‐Standard agendas setup at project inception
Transmittals
‐What is search/select capability?
‐Ability to Tag or Categorize the information
Record of Telephone Conversation
Potential Change Order
Change Order with Owner
Change Order with S/Cs and Vendors
Request for proposals
Backcharges
Change Order Estimates
‐Ties to Issue/RFI/Etc.
‐Cost Projections
‐Tracking log capabilities
Photos
‐Organize by date
‐Organize by location
‐Organize by issue
Closeout
Warranty
O & M manuals
Punchlist
Bacteriological report
Owner Training
As‐Builts
Commissioning reports
Test and balance
Certificate of occupancy
Final Surveys
Attic stock
Certificate of Substantial Completion
Subcontractor Evaluation form
Lessons Learned
‐Ability to create a summary Closeout Log
Field Focus
Construction Job Site Visit Report
Functionality Notes:
Correspondence
Functionality Notes:
Faxes
Changes
Functionality Notes:
Functionality Notes:
Functionality Notes:
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6. Project Management Control Software Evaluation Guidelines
Site Utilization Plan
SWPPP Plan and inspections
Observation reports
Superintendent Daily reports
Subcontractor Daily reports
Concrete log
Dumpster Log
Equipment rental report
Glycol report
Monthly Progress Report
Weekly Progress Report
‐ Software should have ability to create these reports
LEED management
Quantity takeoff
Pricing/Estimating
Cost History
Value Engineering
Vendor management capabilities
Vendor qualification form
Analysis of information provided
Publication of information
Transmission of information
Freshness date
Summary level buyout history
Bid invitation letter
Prequalification
Buyout Summary with (Over)/Under Variance
‐Gives running % of buyout complete & (over)/under
‐Ties to Schedule of Values
‐Ability to know what subcontractors have looked at the bid file(s)
‐Ability to know who is bidding and who is not
‐Each bid ties to bid tabulation process
‐Forms the basis of the project purchase control log
Tax ID
Bid/Buy
Scope of Work
Bid Form
Instructions to bidders
Drawing/Specification list
Addenda
Bid tabulation
W/MBE Participation %'s
Functionality Notes [in no specific order]:
‐Rolls into S/C; PO; etc.
ftp capabilities
Purchase Control Log
Estimating
Non‐Disclosure Agreements
Functionality Notes:
File: Software‐Function Matrix_rev2 Page 6 of 6