Overview
Procore has quickly become one of the most widely adopted project management platforms in the construction industry. From general contractors to owner’s representatives, its cloud-based suite promises increased collaboration, streamlined workflows, and improved data transparency. But how does it perform in practice — and what impact does it have on the broader industry?
This case study examines the implementation of Procore on a large-scale public-sector construction program, highlighting key benefits, challenges, and lessons learned.
The Challenge
Before Procore, project teams relied on a patchwork of tools:
- Email for RFIs and submittals.
- Shared drives for drawings and specs.
- Excel spreadsheets for cost tracking.
- Weekly meetings for updates and coordination.
The result was inefficiency, inconsistent documentation, and communication gaps between stakeholders. Owners lacked real-time visibility, while contractors and consultants struggled with version control.
The Solution: Procore Implementation
The program leadership team selected Procore as a unified platform for:
- Document Management (drawings, specs, submittals).
- RFI and Submittal Tracking with automated workflows.
- Change Management for CORs, PCOs, and CO logs.
- Daily Logs and Field Reports for on-site accountability.
- Dashboards and Analytics for owner-level visibility.
A phased rollout began with training sessions for PM/CM staff, contractors, and design consultants. The platform was customized to reflect Division 01 requirements, approval chains, and client reporting standards.
Results
Within six months of implementation, the program reported measurable improvements:
1. Improved Transparency
- Owners gained real-time dashboards showing budget exposure, schedule impacts, and open RFIs.
- Executives could log in anytime instead of waiting for monthly reports.
2. Faster Turnaround
- RFI response times decreased by 30–40%.
- Submittals moved more efficiently through automated approval chains.
3. Better Risk Management
- Centralized COR/PCO tracking reduced missed costs.
- Issues were flagged earlier, allowing proactive decision-making.
4. Field Integration
- Superintendents used mobile apps for daily logs, attaching photos directly from the field.
- Safety incidents were documented and escalated instantly.
Industry-Wide Impact
Procore is changing not just projects, but the construction industry at large:
- Standardization: More owners now mandate Procore (or equivalent platforms) as part of contract requirements.
- Collaboration Culture: Digital workflows reduce adversarial back-and-forth and foster transparency.
- Data-Driven Decisions: Industry leaders use Procore data to benchmark productivity, safety, and cost performance across programs.
- Adoption Curve: Smaller firms are catching up as clients expect Procore-level reporting and accountability.
Challenges and Lessons Learned
While the benefits are clear, the rollout wasn’t without friction:
- Training and adoption were the biggest hurdles — especially for subcontractors unfamiliar with digital platforms.
- Customization was essential; out-of-the-box workflows didn’t fit Division 01 specs.
- Data overload was a risk; leadership had to define which dashboards mattered most to owners.
The key lesson: technology alone doesn’t solve problems. Change management and clear standards must guide implementation.
Conclusion
Procore is more than software — it represents a shift in how construction teams collaborate, report, and deliver. For program managers and owners, its value lies in visibility and accountability. For the industry, it signals the move toward fully integrated, data-driven program and construction management.
As AI-driven tools continue to advance, platforms like Procore will increasingly serve as the backbone, feeding clean, structured data into predictive models and automation workflows. The result: a more efficient, transparent, and resilient construction industry.
Author: Terry Devlin
Program Director | Founder of AIPMCM
