Construction Tech Review: Top 10 Construction Management Providers
May 20/24
by Construction Tech Review
Nestled in the serene Muskoka region of Ontario–known for its captivating freshwater lakes and streams–stands Statslog Software Corporation, a prominent player in the construction contract management software industry. With its flagship product, FIVE, the company has carved a niche as a purveyor of a purpose-built tool tailored for the nuanced needs of construction contract management.
Nestled in the serene Muskoka region of Ontario–known for its captivating freshwater lakes and streams–stands Statslog Software Corporation, a prominent player in the construction contract management software industry. With its flagship product, FIVE, the company has carved a niche as a purveyor of a purpose-built tool tailored for the nuanced needs of construction contract management.
Michael Copas, a visionary and founder of Statslog Software Corporation, contemplates his company’s journey spanning four decades in construction management. The seasoned veteran of the corporate world recognizes the inevitability of change, comparing it to the perpetual movement of water. His belief in adaptability as the cornerstone of success has ingrained a culture of resilience and innovation within Statslog.
Under his astute guidance, Statslog has exemplified the essence of adaptability, continually evolving FIVE to meet dynamic industry needs. Developed with flexibility and user-centricity at its core, the platform provides unmatched transparency and efficiency. It enables seamless management of contract adjustments while upholding strict compliance standards. In a forward-looking strategic move to embrace technological evolution, Statslog has entered a new partnership to enhance its desktop-based software with cloud-ready features, aiming to streamline third-party interactions and expedite approval processes.
“Since the beginning, Statslog has listened to its clients. When new contract types came about, we incorporated them. When the industry changes, so do we,” says Michael.
As Statslog commemorates its 40th year of excellence, it is undergoing a significant transformation, with Michael stepping into a well-earned, partial retirement. His legacy of insightful leadership and dedication to innovation continues under the stewardship of Elizabeth Steinebach, the acting managing director. His transition also begins a period of mentorship, where his knowledge in contract administration—a cornerstone of Statslog’s foundation—is imparted to the next generation of leaders. This leadership evolution signals a commitment to sustained growth and innovation, ensuring that Michael’s vision endures and propels Statslog forward.
Enhancing Management Efficiency with FIVE
In the construction management sector, a common pitfall involves the misinterpretation of contracts as malleable documents, leading to ad-hoc adjustments that complicate contract interpretation and obstruct effective post-project evaluations. This error often results in missed opportunities for learning and progression. To address these bottlenecks, FIVE ensures consistent data entry, adherence to the principles of the 5W’s —what, where, why, when, and who—and 100 percent completion standard, approval before progression, and seamless sorting by owner, builder, and designer.
“By applying administrative discipline to management, we empower contract managers to efficiently navigate contract corrections, revisions and adjustments while ensuring compliance,” explains Michael.
FIVE streamlines contract management by functioning as a centralized document repository. This eliminates the inefficiency of multiple platform use and ensures a unified, accessible repository for all relevant documents, including versions, amendments, letters from various disciplines and jurisdictions, and permits. Its foundation is built on Statslog’s miMO— minimum input for maximum output—design philosophy that not only minimizes errors and omissions compared to spreadsheets and word documents but also saves users up to 25 per cent of their time in repetitive data entry tasks. Through single-point entries, optimized workflows and bulk action capabilities, it encapsulates the essence of efficient contract administration, maximizing productivity with minimal manual intervention and allowing for long term project document storage, all in one place.
It is the only software with unparalleled accuracy, efficiency and a comprehensive suite of functionalities. As a one-stop application, FIVE facilitates correspondence management, particularly emails, provides templates for forms and reports, and allows clients to generate their own forms through FormMaker. Additionally, it facilitates data collection for analytics and offers customizable workflows. Its centralized nature mitigates common pitfalls such as data transfer errors and duplicated entries, enhancing document accessibility and retrieval while minimizing errors, saving time, and making every aspect fully searchable.
FIVE is designed to cater to a wide range of users, from entry-level professionals to senior management, owing to its intuitive and user-friendly interface. This adaptability extends across various design professionals, including architects, engineers, and interior designers. FIVE’s tabs can be easily customized to match the client’s language preferences, such as breakdown or contract, review or site. The platform adapts to users’ needs, ensuring a seamless experience for everyone rather than requiring clients to conform to it. Ease of use accelerates the execution of contract-related tasks, including the generation and publication of payment certificates. Certificates of payment can be generated in mere minutes, representing a substantial enhancement from its previous lengthy iteration. This improved efficiency optimizes time utilization and alleviates stress for clients who diligently maintain their data inputs. FIVE ensures meticulous tracking of all documents and compliance activities, fostering comprehensive oversight and adherence to regulatory standards.
Employing the 5W’s, FIVE captures essential project details, facilitating a rich data collection that leaves no aspect unconsidered. The platform challenges the notion that data reduction is cost-effective, highlighting instead the importance of thorough data collection in risk mitigation and legal compliance. Accurate data entry aids in project management and enhances bidding strategies, budgeting and resource allocation in projects. This capability enables swift retrieval and integration of relevant data from existing into new projects or for future reference, streamlining workflow efficiency and enhancing project planning processes.
Among its features, FIVE offers flexible workflows suitable for various contract types, including stipulated sum/fixed price and project management agreements. All data and emails are searchable, while collaboration among builder, owner, and staff can be managed with controlled access. Transparency is paramount with FIVE, which strictly adheres to a 100 percent completion standard for contractors. Any discrepancy beyond this threshold requires documentation, such as a change order. Moreover, the platform reinforces the requirement for approval before progressing with work. Backed by 40 years of rigorous testing, its mathematical calculations and formulas are reliable and time-tested, ensuring accuracy and accountability in every aspect of project management.
FIVE seamlessly handles tax amounts, holdback amounts, and currency adjustments while incorporating a flexible feature for managing pennies. Contractors often round dollar amounts, leading to minor discrepancies. FIVE simplifies the resolution process with effortless “pennies” rounding, saving valuable time and ensuring swift resolution. FIVE also provides read-only access for users who require information without editing capabilities. Auto-populating data across tabs and fields eliminates the need for redundant data entry, saves valuable time, and minimizes the risk of errors. The platform’s sleek and intuitive modern interface offers a seamless navigation experience, with self-explanatory tabs for easy access to various functions. The FormMaker feature allows for the customization and branding of forms and reports, ensuring consistency and professional appearance across all documentation. This essential functionality is integrated within FIVE, enabling clients to tailor forms to their exact specifications. Should clients require assistance, Statslog offers the option to create bespoke forms and documents for a nominal fee. The forms will align with clients’ existing formats, incorporating their logo, branding elements, and preferred layout, thereby ensuring a cohesive and branded presentation across all documents. Additionally, the platform hosts a range of productivity-enhancing tools, such as the magic wand tool for data updates, the Contact Picker for streamlined communication, and the List Picker for creating custom abbreviations and titles. The Date Picker simplifies date selection, while the Linked Data capability organizes documents effectively.
“We provide independent contract administration while collaborating within the construction management space as a vital service for project managers,” says Andrii Byndych, Client Service and Training Officer. “Statslog is a time-tested and on-stop shop for accurate, efficient, meaningful and data-rich administration.”
With its collaborative features, FIVE ensures that user permissions and access levels are appropriately managed, safeguarding project information while upholding the highest data security and integrity standards. It upholds the golden rule of integrity by preventing changes from exceeding 100 percent and ensuring that change orders undergo proper approval. Adherence to integrity, particularly in managing change orders, underscores its commitment to precision and legal compliance.
Client-Focused Innovation for Dynamic Product Development
Statslog recently collaborated with a new client to refine its desktop-based software, introducing cloud-ready functionalities for 24/7 access to contract management tools. It streamlines third- party interactions, expediting approvals, reviews and document submissions. Contractors now benefit from a dedicated web portal, enabling direct submission of RFIs, quotes, and shop drawings and significantly reducing manual errors and filing time. Subconsultants can initiate drawing reviews and upload marked-up documents. These streamlined, web-based workflows, or “webflows,” not only improve efficiency and accessibility, but they also mitigate the risk of errors and omissions. Administrators can request client approvals through the web, eliminating the need for clients to access desktop software.
“We continuously enhance our mobile accessibility and develop APIs with other applications to facilitate transparent communication for our clients,” says Jason Brown, Senior Software Lead.
While Statslog has traditionally catered to client preference for downloadable software programs, the shift to remote work due to the pandemic and the burgeoning popularity of mobile apps has catalyzed the necessity of the development of a fully functional mobile application for FIVE. Statslog’s impressive track record, along with FIVE’s monthly management of over $15 Billion worth of contracts, underscores its prominence in construction management. Michael illustrated how his company fosters collaboration between an architect and a project manager in Saskatchewan. In this scenario, the architect handles contract administration while the project manager ensures overall consistency for the owner. Customized interfaces cater to their specific needs, fostering a harmonious relationship and avoiding adversarial dynamics often seen in separate arrangements. Clearly defined roles contributed to the project’s success, mitigating potential contentious situations.
Commitment to customer satisfaction extends beyond product enhancements, which is evident in its personalized client support. Unlike impersonal chatbots and scripted call centers, clients have direct access to senior staff for personalized assistance with technical issues. This tailored support reflects the company’s dedication to nurturing long-lasting client relationships.
As Michael says, “We pride ourselves on measuring our relationships with clients not in years but in decades, fostering long-term partnerships built on reliability and personalized assistance.”
A Catalyst for Innovation in Contract Administration
Located in picturesque Kleinberg, Ontario, the McMichael Art Gallery symbolizes Canadian artistry and national identity. Originally a modest log cabin paying homage to the artistic heritage of the Group of Seven painter Franklin Carmichael, the gallery expanded into a significant structure. This growth, however, brought challenges, especially with the harsh Canadian weather posing risks to both the building and its precious artworks.
The government’s takeover marked a pivotal moment, with a comprehensive renovation initiative launched to preserve
the gallery’s legacy. This task, divided among seven general contractors, revealed a critical need for meticulous planning and coordination and highlighted the complexities of managing a multifaceted construction project. This period of transformation at the gallery proved consequential for Michael, who served as the contract administrator. Confronted with over 5,000 change orders that led to budget and timeline discrepancies, he recognized the transformative potential of digital technologies. This inspired the creation of Statslog, and the rest is history.
“Michael’s uncanny knack and acute awareness of market shifts keep Statslog ahead of the curve, always ready to navigate changing industry landscapes,” says Elizabeth.
The company has become synonymous with innovation and adaptability in the face of industry changes. Its evolution from DOS-based systems to its current version mirrors the resilience of the Canadian landscapes surrounding it. Under Michael’s leadership, supported by IT specialist Jason and paralegal expert Andrii, Statslog continues to evolve. Jason’s journey from a part-time assistant to a key figure in the software’s development, alongside Andrii’s emphasis on thorough documentation to mitigate legal risks in construction, underscores the team’s comprehensive approach to project management.
“Our focus extends beyond mere software redesign; we aim to enhance our offerings to encompass diverse-built environments, ranging from large-scale industrial complexes to process plants,” says Michael.
This diverse expertise, blending seasoned insight with fresh perspectives, ensures that Statslog clients are equipped with the knowledge and tools necessary to navigate the complexities of modern project management.
Embodying the enduring resilience of the Canadian Shield, Statslog offers a rock-solid foundation for contract management, symbolizing reliability and strength. With continuous improvement and innovation, it is poised to lead clients toward greater efficiency, competitiveness and success in an ever-evolving technological landscape.