Construction Project Management Software seems to come in two varieties these days, either Web Based or company computer based. To some the idea of having your data on somebody else’s server, Web Based might sound a little risky. But, there are numerous advantages to Web Based software:

A)  Security It is not unlikely that you are already using web based software in your life, now. Yahoo mail, Google mail, You Tube, Facebook, Linkedin and Twitter are all web based. Web based software is pretty common these days. Software companies  recognize the need to keep your company data confidential and secure. They do that through redundant back ups, encryption and password access. Is it perfect?  Probably not. But having your data on a computer, in your office, vulnerable to theft, fire, malfunction or vandalism isn’t perfect either. It’s a risk/gain, trade-off thing. In my book, it’s probably the safer alternative.

B) Universal Access:  Management, design team, field guys, clients, office and construction staff can all access the same data base. Anywhere there is internet access, you can log-on. There are no multiple copies, integration problems. Everybody is working on the same data set. Access can be granted on a need to know basis. Clients can access client focused files, Field Staff can input documents, view/change the  schedule and review budgets. Office staff can enter accounting related information and the design team can access design, schedule and coordination files. Management decides who sees what. This brings a whole new level of integration possibilities. The design team will enjoy their integration in the development/construction process. Field staff productivity will be facilitated by having access to what they need.

C) Backup: By Storing your data on a central server, backup of your data and your programs is scheduled automatically. Back up occurs redundantly on geographically separated servers. You generally have the option of downloading a data set to your own computer for additional security. Chances are that no matter how you intend to back up your data on your own server on a regular basis, for many firms, it’s not really happening. Then when backed up, where do you put the backup data, where it is firesafe and burgler proof. Mine usually ended up in my briefcase, which wasn’t the most secure location.

D) Installation and Updating: Software companies develop and update their programs on an on-going, full time basis. When you install software on your company computer the responsibility for installing and updating the software often lies with your company staff or consultants. On a web based program that’s all done for you. You just sign up and log in. Updating occurs on a continual basis, not once a year. Do you want to add a module, no problem, it’s done for you. This saves your staff time and frustration.

E) Payment Plans:   Web Based software is often paid for with monthly, ongoing payments. Your management software expense becomes like a utility bill. You are paying for a service rather than a product.

Overall, if you have good internet access, I’d recommend the Web-based alternative. Your construction project management software data is more secure, less trouble, more integrated and readily accessible by those with you wish to include in the management circle.

You will see reference to On Site and to On-Line Construction Project Management Software. There’s two ways to store and access your construction data. On your own computer/server, On-Site or on a software company’s server, which is On-Line.

An example of other On-Line computer applications would be You Tube or Face book or Yahoo mail or Google Mail. On-Line applications are getting used all over the place.

Which is the best way to go?  It really depends on a couple of factors. The advantage of having your data On-Site is that you can feel that you have control over who can see that data and you can access it without having Internet access.

The advantages of having On-Line storage are numerous. The data is backed up and redundantly stored, so no worries about computer failure.  Your software provider updates the software automatically.  The data is accessible to employees regardless of where they are.

So, Your PM in San Diego can be entering information to the same database that you are using in San Francisco. There are no duplicated or non-current files. Everybody is working on the same database, the same page. Everything is on-line. Some programs allow you to scan and store hard copy on line. You can upload bids, estimates, documentation, and photos.

You can grant partial access to your customers to check job progress or see job photos, partial access to subcontractors for coordination or schedule issues and graduated access to employees depending on their level of management.

Data files are password protected, so the chances of your data falling into the wrong hands is more an issue of who has been granted access and who they have passed their password on to.

On-Line software really offers a lot. However it is limited by Internet access and speed. If you are working at a remote site, you may have to wait until you get back to Starbucks or the Internet cafe before you can access your database files.

Each Software package will offer different capabilities that you can access On-Line.  If you have a far flung operation. This approach to software could be a real advantage to you. Even if you are a smaller operation, the advantages can be well worth it.