With over 70 employees and projects in all phases of construction, Timberlake needed a solution that would meet their company goals. Having spent the past few years wasting countless hours tracking down the latest project information, spending too much money completing rework, and printing drawings, it was necessary to make the transition to a more efficient process.
Timberlake Construction has been able to continue to grow their project team and they've found a solution that scales with them. Turnaround time on RFI's and submittals has dramatically decreased, drawings are no longer manually updated, and workflows are streamlined.
Cale Lopp, Project Manager
Cale Lopp, Project Manager for Timberlake Construction, started working for the company as an assistant project manager in 2010 when the company was still using a more outdated system. In his early role, he spent most of his days tracking down information in an archaic system. "I was dealing with the RFIs and schedules which meant tracking a lot of back and forth between the architect and Timberlake. With our previous software, there was a lot of double entry and extra steps."
Not only was Cale forced to spend his time tracking down information, but he had to spend extra time tagging the information. "It was as archaic as working in Excel. I might as well have tracked my submittals in a spreadsheet, recording exactly when I got them and when I sent them out. There was no automation, everything had to be done manually."
When Timberlake started looking for a new project management platform, they knew they wanted something that would support their growing team. "Procore jumped to the forefront because it gave us a lot of flexibility and we knew we could get fast time to value from the software." Cale quickly noticed how easy it was to enter, track, and file information in Procore. "At the end of a job, I can print an RFI log and show a full document of everything that happened as well as attachments and how the progression of a solution to that issue came about. We had no way of doing that before. It took me a lot of extra time to send out emails and then take those emails and upload them into the system," says Cale.
Cale used to spend the majority of his time tracking down the information he needed, printing drawings, and then making sure all necessary parties had updates to those drawings. He was constantly in the system reviewing and checking to make sure his team stayed on top of everything. With Procore, he could stop managing information and start managing the project. "When we made the transition to Procore, it began to automatically track all of that for me. So now, I will get an email that will say, 'Hey, you've got something that should have been entered by now and it's going to be overdue.' Those are the things that help me be more efficient with my time–before, our manual process couldn't do that for me," says Cale.
Not only were drawings printed and marked up, but there was no communication tracking or documentation around discussions. "Almost all communication was done through email so it was really hard trying to backlog or load the information that was being exchanged through Outlook. With Procore, you get a question or an issue, you type it up and send it out, and all that information is automatically tracked."
Now that Timberlake is able to track communication, team members are held accountable for each and every interaction and document they edit or mark up. The turnaround time on email responses, RFIs, and submittals has significantly decreased. "We leverage Procore's email functionality to respond to an RFI or attach documents. Oftentimes we would see the architects using a full seven days, or sometimes even longer, to get a response back to us. Now, we're seeing one- or two-day turnarounds," says Cale
Prior to Procore, Cale and the Timberlake team would spend huge amounts of time hunting down prices, ensuring they were correct, and entering those into the budget. Cale explains, "Once we have an issue or a change from the architect, it goes out to the subs, then we get a price quote back, and then return the total price back to the owner and the architect. We're seeing that cycle drastically improve. Before, this process could take a month and now, we're able to do it in two to three weeks."
Before Procore, the Timberlake team had to print each set of drawings plus copies for each project manager, and then manually track all changes made to each drawing. "We always had to have a hard copy. We would have four sets of drawings in the job trailer at any one time. So one of my jobs as an assistant project manager was to print any changes that occurred that day and physically post them to the drawings. It was literally craft time: scissors, paper, and a glue stick. Having to manually update drawings leaves a large margin for errors and it requires twice the amount of work to maintain four different sets of drawings."
With Procore's Drawings Tool, Timberlake has been able to reduce the amount of time spent tracking down and printing drawing sets as well as their spend on paper. "With Procore, we've gone from an average of four sets of drawings in the job trailer down to one or two–cutting our paper consumption almost in half," says Cale.
Cale has started to notice the budget reflecting the decrease in paper consumption. "We carry a line item on our cost codes for reproduction and you can see the difference in how we budget our jobs now. With Procore, full-size sets have gone from a $5,000 line item to $1,000. That's one fifth of the cost in job site paper."
Cale recalls the difficult processes and the difference that Procore has made. "It used to be very cumbersome for anyone other than the project manager or assistant project manager to check out what was going on in the software. Now, I can pull up my job, look at the Procore dashboard, and see in a moment how many submittals we have, or view RFIs that have been out for too long. Procore gives me the ability to look at what's going on very quickly." So what is going on? Procore is eliminating the tedious hours spent collecting information and allowing Timberlake to focus on the job at hand.