On-site productivity increases by 12%

Villa World has built a value proposition on speed to market for well-executed owner-occupied homes. However, its document management processes were impacting the efficiency and bottom line of its construction projects.

Villa World’s workflow was based on siloed, manual systems, state-based document templates and no central common process for spreadsheets and document management. Project Manager for Operations, Ryan Taylor, was given the primary role to develop more robust Document Management and reporting processes for the business.

Villa World initially selected Procore for better document management and reporting. However, it quickly became apparent the platform’s Project Management Tools would provide additional benefits.

“Procore had the depth and support we needed to engage and manage the hundreds of stakeholders we have,” said Ryan. “It directly addressed the issue of errors in terms of rework - and reducing cost overruns, which increased the efficiency of our workflow in a single collaborative platform.”

“The technology benefit from moving to the cloud supported our vision to be more mobile and active on-site. There is no need to leave the field and head back into a site office to retrieve up-to date-information. It's now all on your phone.”

Villa World had grown with the state-based spreadsheet and document processes, with minimal workflow and visibility for the overall business. Projects had increased in size and hundreds of contractors across all of these sites needed to work together. Processes were highly manual, error rates were high, and collaboration was difficult. Site offices became daily printing and administration stations for site plans and documents for staff and contractors.

Hired to build the business case to source and select a better document management system, Ryan Taylor led the team in charge of finding a solution for three core construction projects the firm offered - townhouse, detached housing and mixed community.

Without a dedicated document management system, the Villa World team produced around 700,000 documents annually as part of its operations in three states. “We knew we were making expensive errors across the full spectrum of our project documentation, but we didn’t know where. It was death by a thousand cuts.”

Villa World planned to trial Procore across the three core construction project types. Within a matter of months, impressive early outcomes on the first project saw it rolled out across the entire organisation. Today, Villa World relies on Procore for more than document management, now leveraging drawings, RFIs, submittals, photos, emails, observations and inspections.

“The ability for site managers to use their phone to take photos and send them into a real-time core platform is not only convenient, but it has also reduced the costs associated with rework relating to documentation management errors. I can’t think of one piece of rework that has occurred as a result of someone having the incorrect version of a drawing,” he said.

Most recently, Villa World selected Procore’s latest Correspondence Tool to reduce manual documentation further. “The tool’s built-in dynamic workflow links all different types of correspondence and approvals together making everyone much more accountable.”

Ryan believes it is Procore's professionalism and in-depth expertise that will see a continuation of a solid partnership with Villa World.

“Procore knows how to manage their product and their partnerships very well. Efficiency is our output, and its productivity further differentiates us in the market,” he concluded.