How to Justify Unlimited Licenses

Tuesday, June 14, 2022

More Hands on Deck Translates into More Accurate Project Documentation

With supply chain issues, schedule delays, and staffing shortages plaguing the construction industry and causing major delays or budget overages in capital projects, intelligent project owners have started taking precautionary measures to offset the effects. Many owners look towards proven digital construction management solutions, such as e-Builder Enterprise to properly track and document their ongoing capital improvement projects.

When an organization can effectively input data and reports real-time from various business entities in their respective appropriate digital ‘places’, more accurate project forecasts, budgets, and schedules can be generated. And as more stakeholders access the construction management solution, better collaboration and communication can be achieved—ultimately, enabling owners to make more informed decisions, enhancing productivity.

Co-workers

However, this increase in stakeholders results in the need for more licenses, and like most software solutions, there is a decision to be made around the number of licenses an organization or project will readily supply. There are two options that e-Builder provides to organizations who require licensing:

  1. Named user based on a specific count – an organization can procure a specific number of licenses in any quantity based on their forecasted use of the system by both internal and external users, or organization employees and consultants or subcontractors who would require access.
  2. Unlimited license – an organization can procure an enterprise license that provides unlimited users to access the system.

The first option applies when an organization agrees to a fixed cost that enables a certain number of licenses for those who need access to the system. For organizations not expecting a huge lift in their project workload or overall organizational growth, this is generally a suitable licensing model.

The second option supports an organization that requires flexibility in the number of licenses that are in circulation at any given time to account for changes in project workloads or organization growth. When it comes to seeking justification for purchasing an unlimited license model, the following are some of the benefits companies seek to and do achieve as it relates to their business goals.

Controlled Access to Information

A centralized construction management solution allows selected personnel access to information specific to their job or function. Different users, such as architects, general contractors, subcontractors, vendors or accountants, will have access to the information that a user requires to execute his or her job.

In addition to being beneficial in the role of job functions, e-Builder Enterprise also automatically provides an audit trail of a user’s interaction with the system. The more people accessing the system, the more complete a picture of what occurred on the project can be created through this audit trail.

e-builder user

Collaboration in Real-Time

Collaboration leads to overall project improvement – it is a well-known and promoted industry concept that improved collaboration is imperative to improving how projects get delivered. More collaborative teams yield better results. A construction management solution like e-Builder Enterprise enables and improves collaboration, particularly when licenses are not limited to certain personnel. Clients recognize that by increasing the number of people that collaborate using the system, the greater the benefits of having a construction management solution.

sharing information

Reducing Information Silos

Unlimited licenses create a way for data to be stored in a centralized location, eliminating data and information silos. With unlimited licenses, leaders do not have to choose which information stays in its separate system—giving the opportunity for each appropriate stakeholder to have access to the required information, data and reports.

By enabling e-Builder Enterprise Data Warehouse, a companion product to e-Builder, data across various data management systems, such as Viewpoint ERP can be compiled into one platform to produce customized reports, giving unique insight into organizational needs.

Productivity Increases

When unlimited licenses are in play, tasks that are typically done in-house, such as entering invoices or payment applications, can be outsourced to subcontractors or handled by your organization’s consultants. Productivity gains are realized when work is spread outside your organization, and in turn, tasks such as the time to process payments and payment applications are reduced significantly.

In the case of the Pittsburgh Water and Sewer Authority (PWSA), the time it took to process payments was reduced by half once they incorporated e-Builder Enterprise with unlimited licensing. In this video, the Pittsburgh Water & Sewer Authority shares how they are using e-Builder Enterprise to manage their $100M capital program which includes an initiative to replace lead service lines for the Pittsburgh community.

For the Miami-Dade Water and Sewer Department, e-Builder Enterprise was able to provide a comprehensive, centralized solution that could handle multi-regulatory agency approvals, while also remaining accessible to business owners, developers, and residents of Miami in support of the county’s water and sewer infrastructure projects. Upon integration with e-Builder, the plans review process was reduced by 3-4 months, and the workflow of processing agreements, design plans, and construction inspections was reduced by over 6 months.

Office Team

Reduces Licensing Tracking Costs

With a limited number of licenses, it requires effort and oversight to track who is using the licenses, when, and for what purpose. Upon purchasing unlimited licenses, the tracking effort is minimal, and the cost, overhead, and time it takes to track licenses is eliminated.

Summary

Ultimately, choosing the licensing model that’s best for your organization should be an easy one. If your organization is growing and the project workloads are abundant then move towards an unlimited licensing model and focus your efforts on other related operational efficiencies. Afterwards, it’s just a matter of leveraging updates shared by your customer account rep and the customer success stories shared here to continue advancing your best business practices.

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