Cloud-Based Planning: Virtual Planning Software Digitizes Sticky Notes and Spreadsheets

BY DEBRA WOOD

Newforma Lean Planner Software allows people in the construction industry to visually plan deliveries and schedules.

 

"We’re using LeanPlanner to create some interproject organization," says J.T. Sherrell, superintendent at Turner Construction in Nashville, Tennessee, a member of multiple AGC chapters. "It keeps us in check internally. We are also using it for subcontractor and trade coordination."

 

In addition, Sherrell has employed Newforma LeanPlanner for communicating with the client to notify the jobsite team of electrical shutdowns, site logistics  and deliveries. On Sherrell’s current hospital renovation project, LeanPlanner helps coordinate the handoff of tight spaces between trades. He also finds it cuts down on telephone calls to remind subcontractors about commitments.

 

"We help people schedule their near-term tasks," says Susan Parker, product manager at Newforma in Manchester, New Hampshire, an AGC of California member.

 

"Teams generally hold pull-planning sessions every six to eight weeks to develop a strategy for meeting the next big milestone. LeanPlanner enables the same visual planning traditionally organized by using sticky notes on a wall."

 

Contractors can complete Lean planning directly with Newforma’s software by creating virtual sticky notes on a cloud-based card wall. However, some teams, including Turner, continue to place sticky notes on a wall while pull planning.

 

Those notes are later imported into Newforma LeanPlanner, and daily changes are updated in the software.

 

"LeanPlanner creates a digital audit trail of all the changes to a specific activity card," Sherrell says. "As a group, we can update directly in our daily meeting and get a digital confirmation from the team. I love that aspect. Subcontractors make a commitment in the meeting, and we can immediately record the dates for the whole team to see."

 

If a subcontractor reschedules a commitment date, Sherrell receives a notification from LeanPlanner. Project delays are now recorded and shared immediately, well before the next daily meeting. Sherrell said his team’s in-person scheduling meetings are now shorter, running only 30 or 45 minutes, rather than several hours.

 

"We feel face-to-face discussions and having people in a room is critical; we are not trying to replace that," Parker says.  We are trying to make sure that information is accessible, visible, has an audit trail and can be updated anywhere these people are working." 

 

Newforma LeanPlanner also enables contractors to generate reports, which allows managers to track data and analyze successes and problems. They can implement fixes when setbacks are identified. The software can produce trade-specific planned percent complete reports, exception reports and constraint logs. Teams can also add valuable context to work activities. For example, the comment thread feature facilitates discussions between team members, and attached photos captured on-site with the mobile app reinforce the visual nature of the information.

 

Subcontractors with Wi-Fi can see what work they have completed and what future tasks are planned without returning to the job trailer, because the information is safely stored on the cloud.

 

LeanPlanner software runs through a browser on individual computers and large touchscreens. Mobile apps are available for tablets and smartphones using either the iOS or Android operating systems. Customers of Newforma have used the software on more than 2 million projects. 

 

Newforma LeanPlanner costs $300 per year, per user. Usually, the general contractor pays for the software. Discounts are offered for multiple users. "You would want all of the major trades to have at least one license," Parker says. With meetings being shorter, "you can get that money back in one or two meetings."