The project manager’s blueprint for leveraging data

By leveraging data effectively, construction project managers can make more informed decisions, optimise resource allocation and deliver projects on time every time.

But, faced with fragmented systems, outdated methods, and an overwhelming amount of data, where should you start? And how can you leverage all that data without extensive support from IT?

Find the answers in this comprehensive blueprint. We’ll walk you through the steps you need to take and show you a tool that makes the whole process easier.

1. Break down data silos

One of the biggest obstacles in construction project management is the fragmentation of data across multiple platforms, such as ERP, CRM, BIM, CMS, and project tracking tools.

When these systems operate in isolation, it’s difficult to get a real-time view of project performance; this leads to extensive manual data entry, reporting delays and increased chance of costly errors.

To overcome this, you need to unify and transform all of this data into a single platform. With 5Y, in a single, centralised dashboard you can:

• Oversee projects in real time without waiting for monthly reports.

• Boost collaboration across departments, reducing miscommunication and inefficiencies.

• Automate routine reporting and generate insights instantly for faster decision-making.

Many construction firms also struggle with poor data hygiene, meaning their records are incomplete, inconsistent, or outdated. A unified data platform not only gathers insights from multiple sources in real-time, but cleanses and standardises data to ensure that data is accurate, consistent and reliable.

2. Enhance understanding through visualisation

It can be hard to extract actionable insights from complex datasets. However, with a data platform like 5Y, you can transform raw data into visualisations to quickly grasp project status, identify trends, and spot potential issues before they escalate.

No longer will you have to rely on spreadsheets and raw numbers. With data visualisation, you can create graphs, charts, and dashboards in seconds. This means you can highlight project bottlenecks, budget deviations, and delays more quickly.

Incorporating real-time data visualisation tools can also support collaboration across teams. With visual representations, stakeholders can quickly align on project goals, track progress, and make informed decisions without sifting through dense reports.

3. Use AI forecasting to mitigate risk

With all your data in one place, you can begin to leverage AI forecasting models to make more informed decisions. Solutions such as 5Y use historical data and real-time inputs to help you anticipate issues such as:

• Delays due to procurement bottlenecks. For example, if data suggests a pattern of late deliveries from a supplier, you can make adjustments proactively.

• Budget overruns caused by fluctuating material costs. AI can analyse price trends to predict when costs will spike, allowing you to save by purchasing materials in advance.

• Workforce shortages that could impact project timelines. This means you can allocate labour efficiently to avoid delays.

4. Optimise resource allocation

Real-time data presents a huge opportunity for resource allocation, allowing teams to anticipate shortages and avoid over-ordering. Modern methods of leveraging data in resource allocation include:

• Hour estimations. 5Y uses historical data analysis to accurately estimate the required hours to complete a project.

• Live tracking of assets and materials. Combined with task data from field applications, IoT-enabled stock sensors and GPS-equipped plant equipment can provide real-time visibility into equipment usage and material stock levels.

• Workforce productivity analysis. By analysing work patterns and efficiency rates, you can ensure labour is deployed where it’s needed most.

5. Cultivate a data-driven culture

Transitioning to a data-driven decision-making culture involves more than just implementing new tools; it requires a shift in mindset across the entire organisation. Encouraging teams to use data more effectively means they can work more efficiently and respond proactively to emerging challenges.

A data-driven culture also promotes accountability and transparency. When project teams have access to real-time insights, they can make evidence-based decisions. This reduces reliance on gut feelings or outdated information, ultimately leading to more precise planning and execution.

To build a more data-driven culture as project manager, focus on ensuring teams have easy access to real-time dashboards and reports, enabling them to make informed decisions without relying on IT.

Traditional business intelligence systems often require technical expertise, creating bottlenecks when people need to access crucial insights. With a self-service platform like 5Y, every team member can generate reports instantly. 

Unlock data-driven project management with 5Y

5Y is a unified platform that integrates multiple data sources to ensure project managers and their teams have real-time visibility over key performance indicators. With predictive analytics and support for resource optimisation, 5Y acts as a business health monitoring system, helping construction firms stay on schedule, within budget, and ahead of risks.

Built on Microsoft Azure architecture, 5Y works with your existing tech stack, consolidating data from over 100 connectors including Microsoft Dynamics 365 Project Operations and Microsoft Dynamics 365 business central. This means that you can add and remove tools as you please down the line, without being held back by proprietary software.

Our capabilities include:

• Project budget reports. Get a complete overview of the financial health of previous and current projects.

• Project costs analysis. Analyse costs and benefits to understand the feasibility of current and future projects.

• Project hours analysis. Use historical data analysis to accurately estimate the required hours to complete every project.

• Project overview dashboard. See every project-related KPI and metric in a single place, identify issues and act accordingly.

• Estimated cost analysis. Effectively calculate demand and forecast the potential cost of each project so you can move forward with confidence.

80% of your reporting and analytics requirements will be ready out-of-the-box and, with over 30 predefined project management KPIs , you can start generating project management insights in 60 days—without relying on specialist IT support.

Download our guide to learn more.