Contra Costa College Saves Valuable Time by Centralizing Project Information in the Cloud
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Contra Costa College Saves Valuable Time by Centralizing Project Information in the Cloud - 1

CASE STUDY Project Summary Organization: Contra Costa Community College District Construction Manager: Critical Solutions, Inc. Design Firm: tBP/Architecture General Contractor: Lathrop Construction Associates Location: San Pablo, California, United States Project Objective: Construct a new, 108,379-squarefoot community college center Products used: EADOC Fast Facts • Contra Costa College needed to build three new buildings, totaling 108,379 square feet. • The project’s wide-ranging scope generated a large volume of RFIs and submittals. • EADOC saved valuable time by eliminating the manual processing and tracking of project information. Contra Costa College Saves Valuable Time by Centralizing Project Information in the Cloud EADOC Connects the Entire Project Team for Improved Collaboration, Faster Decision Making, and Increased Accountability Revitalizing the Campus A Centralized Database for Better Collaboration Contra Costa College is revitalizing the central core of its campus to better meet the needs of today’s students. The new USD $52 million, 108,379-square-foot Contra Costa College Center consists of three new buildings that will define three outdoor campus spaces—an amphitheater, an eating area, and a quad area for social activities. The project’s three buildings are the administration/student activities building to house administration programs, student activity programs, food services, and a bookstore; the Fireside Community Building, which provides flexible meeting space for campus groups; and a three-level classroom building, including instruction rooms, faculty offices, and a lecture facility. The Contra Costa project team is using EADOC to centralize project information for all team participants and save valuable time that used to be spent processing, tracking, and accessing project information. “EADOC benefits us by making it easier to collaborate with all the parties involved with our project,” said Shalilah Bess, assistant construction manager for Critical Solutions, Inc. “We’re using it as our centralized database for RFIs, submittals, inspection reports, requests, daily logs, memos and meeting minutes, as well as PCOs. The IOR uses it for their inspections, and the contractor uses it for their inspection requests, RFIs, and PCOs. We run reports from it daily and weekly, and we’re able to export from EADOC to Excel.” To manage the project’s wide-ranging program scope, the college district chose the EADOC capital project management system, as recommended by the construction manager, Critical Solutions, Inc. “EADOC is saving lots of time with the moving of information back and forth to the various entities involved with the project,” explained Alex Gourtzelis, senior construction manager for Critical Solutions, Inc. “You can actually spend that time dealing with other issues on the project, as opposed to paperwork.” • Fast, cloud-based document management allowed the team to spend time solving problems instead of processing paperwork. • EADOC’s automated audit trail improved team transparency and collaboration. Accountability and Transparency EADOC records all actions performed on each document with a time/date stamp and user details, so the status and history of all documents is always available to project managers. The system can identify any outstanding documents – and who has them – to help keep all team members on track. “We can check and see if somebody has opened a document that was sent to them,” explained Gourtzelis. “If you don’t have any record of when things were sent or opened, people will claim that, ‘Hey, I never got this information.’ But EADOC keeps track of that to the second. Also, there are notifications, so people immediately know that there is something in the system addressed to them. So they can quickly go to it.” Rich Data Links • Rich data links made project information easy to find, which saved time and increased the speed of decision making. • A complete, electronic project archive can be used in future operations and maintenance. EADOC’s submittal module with an open risk item. Another way that EADOC helps Critical Solutions save time, is through the ability to link documents – such as RFIs, submittals, and change orders – to other items like drawings, locations, and project assets. This creates a web of rich data relationships that make it easier to find relevant information quickly. “Having the ability to link multiple documents together is great,” explained Bess. If a user – such as someone from the owner’s side – wants to go in to see the history on a PCO or a change order, we can li

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Contra Costa College Saves Valuable Time by Centralizing Project Information in the Cloud - 2

“Having a system allows us associated with that change, and we can also link any ASIs or any supplemental drawings or instructions that were linked to it. So, you can keep everything all together, and someone can open up any one of those items and see everything else that is associated with it.” A Digital Project Archive at Completion project managers, construction managers, architects, the client, and the contractor— and we find that When the project is complete, EADOC maintains all the linked relationships between the project’s documents, communications, and costs—leaving a rich,...

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