Migrating to a new construction resource planning tool may seem daunting, but with modern technology, implementation can be straight forward. Optimizing your workforce planning processes and gaining an operational edge compared to your competitors will set you up for long-term success.
We’ve put together this three part guide on migrating to a construction resource planning tool – from what you need to iron out before the migration begins, to what items you should check off during the software implementation, and what processes to put in place once the migration is done.
Before the migration to your new construction resource planning tool
Construction resource planning tool research and sales process
Before you even begin the migration process, you’ll research the different construction workforce management tools and go through the respective vetting and sales process. Here’s a list of 8 items you’ll want to ensure you ask about before signing on for a new resource planning tool:
Is the tool easy to use?
Where is the project and people data stored?
Does the tool integrate with my existing construction tech stack?
Who will help with my integrations during the migration process?
What features differentiate your tool from its competitors?
How long is the migration process?
How does the migration process work?
How will I be supported from start to finish?
These questions will help you iron out any issues or challenges before getting into beginning the migration. Review some additional best practices.
So, what happens once you sign the agreement for your new resource planning tool?
Review your current construction resource planning process
Let’s take a break right here. Before going any further – know that this is the perfect time to review your existing workforce planning process and either change it or improve it. You should think about things like:
What is working in my existing process that I want to continue doing?
What isn’t working in my existing process that I want to stop doing?
What isn’t optimized in my existing process that I think the new tool could help with?
Is there data I’d like to be tracking that I’m not capturing in my existing process?
Here’s your chance to go back to the vendor and ask what the resource planning tool can do to improve these processes. There could be something that you’ve missed, or a different way of handling that process in this new tool.
In terms of data tracking, make note of the data you would like to track moving forward. You should let your vendor know of any new custom fields you’d like created in the next step of this guide (see below). See if you can add these fields as either private or public fields – depending on if they’re confidential or not (like salary, upcoming promotion, and more). For more information about resource management, check out our guide to construction resource management.
Define and communicate the needs of your construction resource planning software
This is the part of your migration where you’ll want to define and outline the needs of your resource planning tool to your vendor. This is the most important part of your migration, so take the necessary time to plan it out. And don’t worry – you can always make tweaks and changes later on in the migration process as well.
We’ll break this section up into 5 parts: resource planning tool, users of the tool, frequency of manpower meetings, construction KPIs, and any integrations you’ll need.
What does your current process look like? What changes do you want to make to your existing process?
Manual – using whiteboards, spreadsheets, or a mix
Existing tool – using an internally built software or a third party tool
How much time does this current process take? Think about it on a:
What is your current satisfaction with this process?
Where does your data currently live?
In the cloud
How is your workforce plan and data shared?
Who will be the primary user or contact for your resource planning tool?
Who will require access to our resource planning tool?
What levels of access or permissions will your users require? You can break them up by:
Does your team run manpower meetings or resource planning sessions?
If yes, who is included in these meetings?
If yes, how often? Are they:
What KPIs would you like to improve with your resource planning tool?
What does success with a resource planning tool look like for you?
What integrations will you require?
Timelines and deliverables
Once you’ve laid out the needs of your resource planning tool, you’ll want to agree on the timelines and deliverables for the migration.
How long will the migration take – from sending your data into the vendor to getting your team access to the tool? This should give you a good idea of when you’ll begin using the resource planning tool in your day-to-day.
From here, confirm what deliverables are required from your end, and what deliverables the vendor is accountable for.
Hint: Now is a good time to begin collecting and cleaning up your workforce data (for example: projects, people, staffing plan, phases). Two additional tips:
Be consistent in how you format numbers (from project amounts to salaries)
Eliminate abbreviations (from certifications to job titles)
During the migration to your new construction resource planning software
HOST A PROPER KICK-OFF CALL
Double check that your vendor has booked a kick-off call. This is where you will determine your ideal resource planning tool setup, confirm the process moving forward, and ask or answer any questions that might be remaining.
SEND YOUR DATA TO THE VENDOR
Hopefully by this stage, you’ve had a chance to collect and clean up your workforce data. If not, this is when you’ll need to do it.
Make sure you also ask the vendor if they’ll check the data for you before uploading it to the tool. It’s always a good idea to have someone double check your workforce data for any inconsistencies that may have been missed.
Here are some examples of data you could include:
Dollar amount value
Stage (like awarded, pursuit, lost)
Region or office
Position strength (scale of 1-10)
Willingness to relocate
Allocation start date
Allocation end date
Whether or not you want to add these phases to all new projects moving forward by default
ESTABLISH ACCOUNT CREATION AND ACCESS
After you send the data to the vendor, they’ll begin uploading that data and getting the resource planning tool set up so that it compliments your current processes.
Once the software is set up, the vendor should give access to the admins on your team. This way, a select group of people from your organization can review the build of the resource planning tool and confirm if it is set up correctly.
HOLD THE APPROPRIATE TRAINING SESSIONS
Training sessions are crucial to ensuring that not only your team is set up for success, but that you get buy-in from your team. Most organizations will also bring on additional teams, like HR, IT, and executive leadership, once the tool has been set-up correctly and data has been uploaded.
Training sessions are where you can go over how to use the resource planning tool. Depending on the size of the team, it may make sense to break this into smaller sessions. You could also see about creating different sessions depending on user permissions and access in your new resource planning tool (for example, one session for administrators, and one session for view only users).
Hint: Ask the vendor if they offer live training sessions. Live training sessions will increase engagement and ensure you have a resource available to answer any questions that may arise.
These sessions are also another opportunity to confirm that the account has been set up correctly, and that there’s no more kinks to work out.
After your construction resource planning migration is complete
HAVE A PLAN FOR CHECK IN CALLS
Formalize a schedule for check in calls, especially in the first couple of months following your construction software implementation. This will help you ensure that the tool is set up the way you like it, that you’re taking advantage of all resource planning tool features, and that any questions get answered on the spot.
From here, you can either continue with monthly or quarterly check in calls, depending on how comfortable you and your team feel with the tool.
DETERMINE YOUR PREFERENCE FOR CLIENT SUPPORT
Check with your vendor in terms of what support channels are available to you once the migration is complete. Everyone is different – which means not everyone prefers online videos or reading support articles to get their answer. Having a mix of support channels available to your organization will help ensure your team is set up for success.
USE AND INCORPORATE PRODUCT FEEDBACK
Your workforce is constantly changing. And the construction industry is always on the move. This means your resource planning tool should be too! See if your vendor has formalized processes around giving and providing product feedback and how you can get involved, like in-app surveys, feedback sessions, and more.
Migrating to Bridgit Bench for construction resource planning
We believe in making construction less complicated, and that goes without saying for migrations to our resource planning software as well. Bridgit will provide the following during and after the Bridgit Bench migration process:
Dedicated Implementation Manager to work with you from start to finish (and beyond).
Regular touch points before, during and well after the migration process
Free, live, and unlimited training sessions for you and your team
We also have an online support portal to help you troubleshoot issues quickly
Opportunity to weigh in on new features, design, and usability
Plus, we’ll get you up and running within 2 weeks
Your workforce is your most valuable asset, which means you shouldn’t be left to figure out migration on your own. Let Bridgit work with you to get you on the way to optimizing your workforce management and gaining an operational edge. For more information about workforce management, check out our guide to construction workforce management.
Still have questions about migrating to Bridgit Bench? Contact us.