Overview

For companies managing billions in construction projects across hundreds of sites, operational efficiency is not just a goal—it’s a necessity. One leading construction firm, with over $50 billion in active projects and more than 300 concurrent job sites involving up to 30 subcontractors each, faced a daunting challenge: managing and tracking thousands of project documents in real time while ensuring accuracy, compliance, and team-wide visibility.

The Challenge

The company’s existing paper-based system was no longer tenable. Every RFI, transmittal, submittal, meeting minute, and action item had to be manually created, faxed or mailed, and then independently tracked by each stakeholder. This approach introduced numerous problems: lost documents, errors in version control, poor communication, delayed responses, and time-consuming administration.

In short, the absence of a centralized, secure, and standardized project documentation platform was directly impacting project timelines, accountability, and profitability.

The Kolaco Solution

Kolaco was engaged to design and implement a comprehensive digital Construction Project Management System. The goal: eliminate paperwork, accelerate communication, standardize workflows, and improve collaboration across all levels of project engagement—from field engineers to subcontractors to executive leadership.

Key components of the solution included:

• Secure Web-Based Platform: Each user accesses a secure portal tailored to their specific role and project assignments. The system displays projects they’re participating in, along with outstanding tasks and document actions due that day.

• Centralized Document Management: All documents are created online with the ability to save as “Draft” or finalize and distribute with one click. Access permissions and routing workflows are automatically pre-configured based on the project’s contact database and team structure.

• Intelligent Workflow Automation: The platform incorporates advanced features like “ball-in-court” tracking for RFIs, ensuring accountability by routing tasks to the appropriate next stakeholder based on request type and status.

• Persistent Meeting Minute Tracker: Action items from meetings remain open and visible in subsequent minutes until explicitly resolved, closing a common gap in accountability and follow-up.

• Standardized Form Libraries: Every project-related form is standardized, pre-filled with relevant project data, and designed with dropdown menus to minimize data entry time and ensure consistency.

The Role of WIP (Work-In-Progress) Analysis

To support financial visibility and job performance evaluation, the Kolaco system also integrates seamlessly with WIP analysis workflows. Depending on the company’s size and project scope, WIP reports can be generated weekly, monthly, or quarterly. This ensures:

• Accurate recognition of earned revenue vs. project completion

• Identification of potential budget overruns before they escalate

• Real-time visibility into job profitability across the portfolio

• Better forecasting for cash flow and resource allocation

In a company managing over $50B in construction value, WIP analysis is not optional—it’s mission-critical. Kolaco’s system ensures these reports are automated, consistent, and aligned with field progress updates, eliminating guesswork and ensuring financial stakeholders have the insights needed to act swiftly.

Results and Benefits

After full deployment, the company experienced immediate gains:

• 75% reduction in administrative time spent on form creation and distribution

• Standardization of documentation across all projects and divisions

• Enhanced communication and real-time collaboration with subcontractors and vendors

• Improved document traceability and accountability using automated workflows

• Greater transparency into project financials through embedded WIP analytics

• Stronger corporate reputation as a tech-forward, agile construction leader

Conclusion

For construction firms operating at scale, digital transformation is not a luxury—it’s a competitive imperative. By partnering with Kolaco, this $50B+ construction firm modernized its project management infrastructure, enabling faster execution, better collaboration, and smarter financial oversight.

In the high-stakes world of construction, the right system doesn’t just improve performance—it transforms it.