MiCiM Delivers Multiple, Complex Data Centre Projects with Support from Procore

The Challenge

Data centre delivery is complicated with demand for new facilities outstripping supply. Successful delivery requires precise project coordination, real-time financial visibility and efficient cost management. Without the right systems, managing these fast-paced, high-stakes projects can become fragmented and inefficient.

MiCiM is a specialist in the construction and delivery of data centres, from design to project completion and aftercare. The company needed a solution to streamline operations, ensure consistency across projects, and set the business up for sustainable, well-managed future growth.

The Solution

To address these challenges MiCiM chose Procore after a competitive tender. The platform provided the integrated project and financial management tools needed to improve coordination, cost control, and visibility across all operations.

“We needed a system to manage our projects and our financial reporting,” says Lisa Taylor, Commercial Operations Manager at MiCiM. “But we realised that Procore could give us so much more, so we began to bring in more and more functionality to help us operate efficiently and scale with confidence.”

The Results

• Single source for project activity and finances allows more focus on on-site activities
• Hours saved each month on RFIs and submittal reports
• Reduced errors and improved reporting on variations

Streamlined Financial Reporting and Invoicing

Like many construction companies, MiCiM was heavily reliant on emailed spreadsheets and documents for financial reporting and invoicing, but as projects grew in number and complexity, that needed to change. The company turned to Procore’s Invoice Management and Project Financials to simplify invoice collection and approval and to manage budgets in one, accurate source of truth. 

MiCiM uses Procore to underpin its payment application process. “It makes it so much easier to audit our processes and the performance of our team,” says Taylor. “Our contractors are all used to submitting to the system. It streamlines the process, and it makes it easy for the quantity surveyors to collate all the details.” 

Procore also supports MiCiM’s change process and approval workflows to manage variations. With up to 30 subcontractors working on some projects, manually managing emails and spreadsheets could be cumbersome, time consuming and prone to error. Managing the whole process on Procore gives Taylor’s team a single location for finance control. “Procore has reduced the risk of errors, improved communications and saved time,” she says.

Project Management and 360-degree Visibility 

MiCiM used to rely on client systems for many project management functions, meaning the reporting process would vary for each job. Project managers would submit their reports via email on different templates and the process needed close administrative oversight. This was another area where Taylor and her team realised that Procore could support more efficient workflows. 

The Project Management tool helps MiCiM stay aligned on projects and work more collaboratively. “We’re heavily dependent on Procore for project management and document control,” says Taylor. The Project 360 Reporting tool lets the team build their own reports with data in the system and offers visibility into a project — and provides an accurate snapshot of what’s going on at any time.

Document Management in a Single Source of Truth

MiCiM set up Procore Document Management (PDM) with close support from the Procore team. “I was itching to get PDM set up before a new project landed,” says Laura O’Sullivan, Assistant Commissioning Manager at MiCiM. “I knew I had about 900 design documents incoming, so the system needed to be ready to manage them. They were all arriving in a two-week window and had to be assigned to different workflows, whether architectural, electrical or mechanical, to name a few’.”

O’Sullivan worked closely with the Procore implementation team to configure the system in time. “They were really responsive to the ideas we had for how to set up the system to suit our ways of working,” says O’Sullivan. “Now we have a single place for all our documents and we’re not having to navigate multiple tools anymore.”

PDM has also allowed the document control team to automate some regular but essential tasks. “I would always run weekly reports on submittals and RFIs,” says O’Sullivan. “Procore is a godsend for me. Now I can chase everyone to close RFIs that used to just sit in the system. It’s taken away a lot of the manual work and does the chasing for me.” 

Big Plans for the Future

MiCiM has grown with Procore and has big plans to use more functionality to help it deliver data centres more efficiently and profitably. “Procore is definitely one of our most valued tools in our business,” says Taylor. “It helps us deliver a quality product on time, safely and economically. And it helps us with all the governmental and reporting needs. It gives consistency across our entire project portfolio.”