This example illustrates how a construction company leverages a project management tool to manage projects through subprojects and tasks, assign teams, track time and budgets, and manage equipment.
Company Overview
ApexBuild Construction Inc. is a mid-sized general contracting company specializing in commercial and residential projects. Projects range from single-house builds to multi-story office complexes. The company adopts a digital transformation initiative by integrating a project management tool tailored to their operations.
Project Overview: Midtown Commercial Complex
1. Project Structure
The Midtown Commercial Complex is a large-scale construction project broken down hierarchically:
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Main Project: Midtown Commercial Complex
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Subproject A: Foundation and Earthworks
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Mini Project A1: Excavation
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Mini Project A2: Foundation Pouring
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Subproject B: Structural Framework
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Mini Project B1: Steel Structure Installation
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Mini Project B2: Concrete Slabs
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Subproject C: Electrical and Plumbing
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Mini Project C1: Underground Plumbing
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Mini Project C2: Electrical Conduits
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Subproject D: Finishing Works
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Mini Project D1: Interior Painting
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Mini Project D2: Flooring
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Each Mini Project contains multiple Tasks, which are the smallest work unit.
2. Team Management and Role Assignment
Each Mini Project has a team assigned, selected via the tool’s Team Assignment Module, which includes:
Team for Mini Project A1: Excavation
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Team Lead: John Reyes – Oversees work progress and coordinates with the project manager.
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Excavator Operator: Marco Santos – Operates heavy equipment.
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Site Engineer: Liza Dela Cruz – Ensures specifications and quality standards are met.
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Laborers (3): Assist in manual tasks, measurement, and on-ground support.
Defined Responsibilities (in the tool):
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Team Lead: Report daily progress, escalate issues.
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Operator: Operate machinery according to plan.
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Engineer: Conduct inspections, submit compliance reports.
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Laborers: Execute manual excavation, support operator.
3. Equipment Allocation
Through the Equipment Management Feature, the following resources are assigned:
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Excavator (CAT 320D) – Assigned to Marco Santos
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Laser Level Tool – Assigned to Liza Dela Cruz
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Shovels, Picks, Wheelbarrows – Assigned to laborers
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Safety Equipment (PPE) – Assigned to all team members
4. Task Assignment and Scheduling
Each team is assigned tasks within the mini-project. Example for Mini Project A1 – Excavation:
| Task ID | Task Description | Assigned To | Budgeted Time | Deadline | Status |
|---|---|---|---|---|---|
| T-A1-01 | Mark excavation area | Site Engineer | 4 hours | Day 1 | In Progress |
| T-A1-02 | Excavate to depth 1.5m | Operator + Laborers | 24 hours | Day 3 | Not Started |
| T-A1-03 | Check levels | Site Engineer | 3 hours | Day 3 | Not Started |
| T-A1-04 | Move excavated soil | Laborers | 12 hours | Day 3 | Not Started |
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Time Tracking: Each worker logs daily hours on the task.
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Budgeted Time Comparison: Tool highlights overruns or delays.
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Dependency Mapping: For example, Task T-A1-02 cannot begin until T-A1-01 is completed.
5. Time and Budget Tracking
Daily Reporting
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Every team member logs in via the mobile app.
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Reports time spent per task.
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Notes issues (e.g., weather delay).
Budget vs. Actual Analysis
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For Task T-A1-02:
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Budgeted Time: 24 hours
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Time Spent After 2 Days: 20 hours
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Estimated Completion: 28 hours → Overrun alert generated
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Tool flags the task and notifies the Project Manager and Team Lead for review and adjustment.
6. Real-Time Dashboard Features
The management tool includes:
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Gantt Chart View: Shows subprojects and mini-project timelines
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Daily Activity Feed: Summarizes time spent, status updates
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Equipment Usage Reports: Tracks usage hours, idle time
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Personnel Allocation Summary: Who is assigned where
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Budget Utilization Graphs: Actual vs. Planned time and cost
7. Results and Benefits
After using the project management tool for 6 months:
| Metric | Before Tool | After Tool |
|---|---|---|
| Project Completion Timeliness | 78% on-time | 92% on-time |
| Equipment Idle Time | 30% | 12% |
| Task Delay Detection | Manual & Late | Real-time |
| Labor Efficiency | Moderate | High due to task clarity |
| Communication Gaps | Frequent | Minimal via task-linked chats |
Conclusion
By implementing a structured project management system with subprojects, team management, task assignments, and real-time tracking, ApexBuild significantly improved project visibility, team coordination, and efficiency. The granularity of control (from project > subproject > mini project > task) helped isolate problems early and allocate resources effectively.
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