Founded in 2002, Commodore Builders is a veteran-owned, New England-based construction management firm on a mission to make the construction process easy for clients and partners. Their work is about more than excellent results; their team builds trusting relationships that last beyond project turnover. Their expertise spans the life sciences, corporate interior, commercial, institutional, and public markets.
Every year, an internal task was formed to revamp our closeout process because it was tedious, and inefficient. Each time, the team grew closer to solving their challenges, but ultimately lacked the technology they needed to support their processes. The closeout procedure was as good as they could get it, but there was little else they could do to improve with the tools they had.
Amanda Finnerty, Director of Technology and Process Improvement, expressed “The reason the processes weren’t working is that we never had a solution that could manage this process easily.”
They relied on spreadsheets to track closeout, which proved to be both time-consuming and prone to errors. Timeo Sequeria IV, an Assistant Project Manager at Commodore, expressed “Before Extracts Pro, I would have to go into each individual tool such as Submittals or RFIs and download individual files and then create a folder structure. After extracting all of those one by one, it would take an additional week to two weeks to format and organize the information in an efficient way for our clients to be able to use.”
Inefficient closeout is costly; the team is busy wrapping up construction, so Commodore tried having a closeout team step in to help, but new people completing closeout do not have established relationships with the client or the trades involved in the project, and they have to spend additional time familiarizing themselves with the organizational structure used to file the documents.
“Nobody calculates the cost of a slow and inefficient closeout,”Finnerty said. “So many unbounded labor hours go into that.”
Closeout needed to be standardized, automated, and connected to a single source of truth.
After evaluating other tools on the market, Commodore identified key criteria that the correct solution for them had to meet: seamless true integration with Procore, ease of use, ability to flex to diverse project needs, and be able to deliver immediate value. Upon seeing Extracts Pro and meeting the team, the decision to partner was a “no-brainer”. The deep integration with Procore combined with the immediate time-to-value enabled the Commodore team to produce a comprehensive closeout package, faster than ever before.
Unlike previous tools they evaluated, Extracts Pro finally enabled Commodore to streamline their document extraction process, seamlessly supporting their existing Procore workflows. This led to significantly reduced time to produce a closeout package, enhanced efficiency, and supported standardized procedures.
Commodore identified Extracts Pro as a great fit to meet their document extraction needs while seamlessly plugging into Procore. They saw three key enhancements to their business:
Extracts Pro sheds weeks of document compilation time and extracts closeout packages with the click of a button. Timeo Sequeria IV shared, “I was able to export all of the information that I needed for the client in a matter of minutes.. It shows up in my inbox formatted with a table of contents. Extracts Pro saved at least two weeks in time and gave me the ability to deliver a quality product to the client”
Extracts Pro plugs into Commodore’s existing workflows keeping their data and their teams inside Procore, their single source of truth for projects. By using data directly from Procore, the extraction process is streamlined because it doesn’t require another external system to store data, and it is easy to train and implement with project teams.
“I get amped up about this because we’ve been waiting for this product for so long,” Finnerty said. “And it’s so easy. I’ve trained multiple teams on Extracts Pro and every time they’re so excited by how easy it is.”
By implementing Extracts Pro, Commodore has introduced a new way to manage closeout procedures that ensures all necessary documentation is collected, organized, and formatted from the beginning of a project through its completion.
“Best practice for closeout is that it begins at the start of the project,” Finnerty said. “You should be building out your closeout log at the beginning of the project and collecting that information as you go.”
Extracts Pro enables this by compiling data in real-time, eliminating the end-of-project scramble. This ensures comprehensive and up-to-date- logs, making transitions between projects smoother for team members. Clients benefit from consistently formatted, organized and easy to find documentation, which enhances trust and reflects Commodore’s professionalism. Extracts Pro’s standardization reduces time, errors, and improves the overall quality of closeout procedures, aligning with Commodore’s commitment to excellence.
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