Automating and Optimizing Data for Capital Projects 

By

Tara Cohn

and Jonathan Greene

Last Updated Mar 9, 2026

By

Tara Cohn

and Jonathan Greene

This article is the second in a series focused on the need for a thoughtful implementation strategy for new digital solutions in construction management and execution. In the introduction, we outlined the four key components of implementation that can help owners minimize risk, maximize value, and improve quality across their portfolio.     

The first step of the digital implementation strategy focuses on analyzing what’s already been done, observing how it’s been done, and asking the question: Do those actions maximize opportunity, reduce costs, and minimize risks? The answer creates a guideline for this and subsequent steps. 

Reducing Fragmentation in Project Delivery

Most portfolios run multiple projects and phases at once. Without disciplined workflows, leaders drown in handoffs, rekeying, and mixed communication channels. That burden creates delays and assumptions that lead to avoidable costs.

Design and simplify workflows from day one.

Too many communication paths can be a liability. Automation consolidates activity into the system of record and synchronizes data across the technology stack, so teams aren't chasing the source of information. 

Automation simplifies the workflow by codifying and sequencing routine steps with the specific goal of improving collaboration and communication across the organization. It ensures that data is flowing between systems and teams effectively while also establishing that the right kind of communication is happening. 

When workflows are housed under a single technology stack, it gives owners and project leaders a much greater ability to cross the finish line successfully and stay aligned.

Once work is automated and visible, optimization provides an opportunity to analyze what actually happens, remove friction and redesign steps so people spend time on judgment, instead of data wrangling.

Keep teams in their native tools.

Owner-led integrations allow stakeholders to work in their native systems while data moves automatically between them. This reduces double entry and information silos that hinder productivity.

It also incentivizes teams to adopt new processes since they’re able to keep the tools they’re accustomed to. 

From a different solution perspective, you no longer have to go to so many places when you - ideally - can go to the one consolidated space, well built and improved by the tools that automate and optimize everything. It just makes life easier.

Tara Cohn

Director

Wipfli LLP

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6 Best Practices for Portfolio Automation and Optimization

1. Identify the top 5–7 repetitive handoffs (RFIs, submittals, change orders, photo logs, budget updates) and automate them first.
2. Keep stakeholders in their native tools. Integrate CPM ↔ ERP ↔ capital planning to reduce repetition.
3. Standardize core workflows across projects while allowing local flexibility at the edges.
4. Define adoption KPIs early and review on a regular basis.
5. Build an "exceptions path." Determine processes for issues that require attention when the automation flags a risk.
6. Assign an owner-side admin and integration partner to make sure support is available for field and office teams.  

Overall, automation and optimization are part of a holistic strategy designed to improve workflows by reducing confusion and redundancies. The result is an efficient model that mitigates risk and shortens delivery timelines.  

Automation and optimization are the first step in the process. Once these are successfully initiated, the next step can begin, focusing on giving teams easy access to project information.

Written by

Tara Cohn

Director | Wipfli LLP

Tara Cohn is a director with over 15 years of experience in providing healthcare data analytics services. She helps leaders improve decision-making and achieve success with the use of data analytics. Tara’s experience includes provider practice, hospital/health system and healthcare startup/technology. She is a healthcare subject matter expert and has supported initiatives across operations, clinical care, quality, compliance, patient experience, population health, marketing, strategic planning, finance, revenue cycle and human resources. Tara’s passion is in leveraging data analytics to help organizations achieve their full potential with a focus on transparency, optimization and automation via the power of data storytelling.

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Jonathan Greene

Writer

11 articles

Jon Greene is a freelance educator, writer, and award winning theater maker. As an educational writer he has created content, lessons, and led seminars for Young Audiences of Louisiana, Hynes Charter System in New Orleans, Centre Stage School of the Arts in Singapore, 'Friends of The Museum' Docent Workshop in Singapore, The Prague Public High School System, Moleac Pharmaceuticals, and with the Grand Portage Ojibwa Tribe. His work and writing for theater has been featured in Howlround and American Theater Magazine and he is the recipient of 2 regional theater awards in his home of New Orleans. He is a BFA Graduate of Boston University and a previous Kennedy Center Fellow.

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