2. SYSTEM-WIDE REQUIREMENTS
2.1 Platform Architecture
REQ-SYS-001: The system shall provide web-based access through modern browsers (Chrome, Firefox, Safari, Edge) without requiring plugins.
REQ-SYS-002: The system shall provide native mobile applications for Android devices.
REQ-SYS-003: The system shall support offline functionality with automatic synchronization when connectivity is restored.
REQ-SYS-004: The system shall maintain data consistency across all access points (web, mobile, offline).
REQ-SYS-005: The system shall support multi-language interfaces for international deployments.
2.2 Performance Requirements
REQ-SYS-006: The system shall support concurrent access by unlimited users without performance degradation.
REQ-SYS-007: Page load times shall not exceed 3 seconds under normal network conditions.
REQ-SYS-008: Mobile app synchronization shall complete within 5 minutes for typical daily field data.
REQ-SYS-009: The system shall support projects with up to 1 million documents without performance impact.
REQ-SYS-010: Real-time dashboard updates shall reflect changes within 30 seconds.
2.3 Data Security & Privacy
REQ-SYS-011: All data transmission shall be encrypted using TLS 1.3 or higher.
REQ-SYS-012: All data at rest shall be encrypted using AES-256 or equivalent.
REQ-SYS-013: The system shall maintain comprehensive audit logs for all data access and modifications.
REQ-SYS-014: Audit logs shall be immutable and retained for a minimum of 7 years.
REQ-SYS-015: The system shall support GDPR, CCPA, and other relevant data protection regulations.
3. COMMON DATA ENVIRONMENT (CDE) MODULE
3.1 Document & Drawing Management
3.1.1 Central Repository
REQ-CDE-001: The system shall provide a centralized, cloud-based document repository accessible to all authorized project participants.
REQ-CDE-002: The system shall support storage of all common file formats including:
CAD drawings (DWG, DXF, DGN)
Documents (PDF, DOC, DOCX, XLS, XLSX, PPT)
Images (JPG, PNG, TIFF, BMP)
Models (IFC, RVT, NWD, NWC)
Videos (MP4, AVI, MOV)
REQ-CDE-003: Individual file size limits shall be minimum 2GB per file.
REQ-CDE-004: Total project storage shall scale to accommodate projects of any size.
3.1.2 Folder Structure & Organization
REQ-CDE-005: The system shall support hierarchical folder structures configurable by:
Project
Discipline (Architectural, Structural, MEP, Civil, etc.)
Document type
Contract package
Custom taxonomies
REQ-CDE-006: The system shall support multiple folder structure templates that can be applied to new projects.
REQ-CDE-007: The system shall allow folder structures to be modified during project execution without breaking links.
REQ-CDE-008: The system shall support bulk folder creation and copying between projects.
3.1.3 Drawing Registers
REQ-CDE-009: The system shall maintain automated drawing registers with metadata including:
Drawing number
Drawing title
Discipline
Revision number
Issue date
Status
Author/originator
Scale
File format
REQ-CDE-010: Drawing registers shall be automatically updated when new drawings are uploaded or revised.
REQ-CDE-011: The system shall support custom drawing numbering conventions per project or organization.
REQ-CDE-012: Drawing registers shall be exportable to Excel, PDF, and other standard formats.
3.1.4 Version Control & Comparison
REQ-CDE-013: The system shall automatically version all documents, creating new versions on each update.
REQ-CDE-014: The system shall retain all previous versions with full metadata and content.
REQ-CDE-015: Users shall be able to view any previous version without overwriting the current version.
REQ-CDE-016: The system shall provide a side-by-side comparison of document versions.
REQ-CDE-017: For drawings, the system shall provide visual markup showing differences between versions.
REQ-CDE-018: The system shall prevent accidental overwriting of documents by concurrent users.
REQ-CDE-019: The system shall support check-out/check-in functionality for controlled editing.
REQ-CDE-020: Version history shall include metadata: who, when, what changed, and why (if provided).
3.1.5 Markups & Annotations
REQ-CDE-021: The system shall provide built-in markup tools for PDFs and drawings without requiring external software.
REQ-CDE-022: Markup tools shall include:
Text annotations and comments
Cloud/callout shapes
Arrows and lines
Highlighting
Stamps (approved, rejected, custom)
Measurement tools
Freehand drawing
REQ-CDE-023: Markups shall be saved as separate layers that can be toggled on/off.
REQ-CDE-024: Multiple users shall be able to add markups to the same document simultaneously.
REQ-CDE-025: Each markup shall be attributed to the user who created it with timestamp.
REQ-CDE-026: Markups shall be exportable as a flattened PDF or as XML for import to CAD systems.
REQ-CDE-027: The system shall support markup sets that can be applied to multiple drawings.
3.1.6 File Transmittals
REQ-CDE-028: The system shall support creation of document transmittals for formal document exchange.
REQ-CDE-029: Transmittals shall include:
Transmittal number (auto-generated or manual)
From/To organizations and individuals
Subject and description
Document list with purpose codes
Required actions
Response due dates
REQ-CDE-030: The system shall support standard transmittal templates per organization or project.
REQ-CDE-031: Recipients shall receive notifications of new transmittals via email and in-app.
REQ-CDE-032: Recipients shall be able to respond to transmittals directly within the system.
REQ-CDE-033: Transmittal status shall be tracked (sent, received, acknowledged, responded).
REQ-CDE-034: The system shall maintain a complete transmittal register with search and filter capabilities.
3.1.7 Access Control & Permissions
REQ-CDE-035: The system shall support granular permission controls at folder, document, and field levels.
REQ-CDE-036: Permission levels shall include minimum:
No access
View only
Download
Comment/markup
Upload
Edit
Delete
Manage permissions
REQ-CDE-037: Permissions shall be assignable by:
Individual users
User roles
Organizations
Project teams
REQ-CDE-038: The system shall support temporary access grants with automatic expiration.
REQ-CDE-039: Permission changes shall be logged in the audit trail.
REQ-CDE-040: Users shall only see folders and documents they have permission to access.
3.1.8 ISO 19650 Compliance
REQ-CDE-041: The system shall implement the ISO 19650 information management workflow with distinct containers:
Work in Progress (WIP)
Shared
Published
Archive
REQ-CDE-042: Document status transitions shall follow ISO 19650 defined workflows.
REQ-CDE-043: The system shall enforce suitability codes according to ISO 19650 standards.
REQ-CDE-044: The system shall maintain the Common Data Environment (CDE) as defined in ISO 19650.
REQ-CDE-045: The system shall support ISO 19650 Level 2 and Level 3 (BIM Level 2 and 3) requirements.
REQ-CDE-046: The system shall generate ISO 19650 compliant naming conventions and metadata.
3.1.9 Audit Trail
REQ-CDE-047: The system shall log all document activities including:
Uploads
Downloads
Views
Edits
Deletions
Permission changes
Status changes
Transmittal actions
REQ-CDE-048: Audit logs shall capture: user, timestamp, action, affected items, and source (IP/device).
REQ-CDE-049: Audit trails shall be searchable and filterable by date range, user, action type, and document.
REQ-CDE-050: Audit logs shall be exportable for compliance and legal purposes.
REQ-CDE-051: The system shall prevent users from modifying or deleting audit log entries.
3.2 Document Workflows
3.2.1 Review & Approval Process
REQ-CDE-052: The system shall support configurable multi-step review and approval workflows.
REQ-CDE-053: Workflows shall support both sequential (step-by-step) and parallel (simultaneous) approval paths.
REQ-CDE-054: Workflow steps shall include:
Review and comment
Revise and resubmit
Approve
Reject
Conditional approval
Information only
REQ-CDE-055: Each workflow step shall allow comments and attachments.
REQ-CDE-056: The system shall support workflow templates that can be applied to document types or folders.
REQ-CDE-057: Workflows shall support conditional routing based on document attributes or previous responses.
REQ-CDE-058: Users shall be able to delegate workflow tasks to other users.
REQ-CDE-059: The system shall maintain complete workflow history for each document.
3.2.2 SLA Tracking
REQ-CDE-060: The system shall support Service Level Agreement (SLA) tracking for workflow steps.
REQ-CDE-061: SLA targets shall be configurable by:
Workflow type
Document type
Priority level
Organization or role
REQ-CDE-062: The system shall calculate and display time remaining for each workflow task.
REQ-CDE-063: SLA compliance metrics shall be visible on dashboards and reports.
REQ-CDE-064: The system shall identify overdue and at-risk workflow tasks.
REQ-CDE-065: SLA performance shall be tracked by user, team, and organization.
3.2.3 Automated Reminders
REQ-CDE-066: The system shall automatically send reminders for pending workflow tasks.
REQ-CDE-067: Reminder frequency shall be configurable (daily, every 2 days, weekly, etc.).
REQ-CDE-068: Reminders shall escalate to supervisors or alternate users if tasks remain incomplete.
REQ-CDE-069: Users shall receive reminders via email, in-app notifications, and optionally SMS.
REQ-CDE-070: The system shall send advance warnings before SLA deadlines are breached.
3.2.4 Status Tagging
REQ-CDE-071: The system shall support standard document status tags including:
Work in Progress (WIP)
Shared (for review/collaboration)
Published (approved for use)
Archived (superseded/obsolete)
REQ-CDE-072: The system shall support custom status tags per project or organization.
REQ-CDE-073: Status changes shall be controlled by workflow completion or manual override with permissions.
REQ-CDE-074: Document lists and searches shall be filterable by status.
REQ-CDE-075: Status changes shall trigger notifications to relevant stakeholders.
REQ-CDE-076: Only the latest "Published" version shall be visible to field users unless they specifically request historical versions.
4. PROJECT EXECUTION & FIELD MANAGEMENT MODULE
4.1 Daily Site Operations
4.1.1 Daily Logs
REQ-FIELD-001: The system shall provide mobile-optimized daily log entry forms.
REQ-FIELD-002: Daily logs shall capture:
Date and weather conditions
Manpower by trade and hours worked
Equipment on site and hours operated
Work activities and locations
Visitors and deliveries
Progress achieved
Issues and delays
Safety observations
Photos and videos
REQ-FIELD-003: Daily logs shall support offline entry with automatic sync when online.
REQ-FIELD-004: The system shall support multiple daily logs per project (by supervisor, area, or trade).
REQ-FIELD-005: Daily logs shall be time-stamped and locked after submission to prevent alteration.
REQ-FIELD-006: Historical daily logs shall be searchable and viewable by authorized users.
REQ-FIELD-007: The system shall generate summary reports from daily log data across date ranges.
4.1.2 Weather Tracking
REQ-FIELD-008: The system shall allow manual entry of weather conditions including:
Temperature (high/low)
Precipitation type and amount
Wind speed and direction
General conditions (clear, cloudy, rainy, etc.)
REQ-FIELD-009: The system shall optionally integrate with weather data services to auto-populate conditions based on location.
REQ-FIELD-010: Weather data shall be associated with daily logs and available for reporting.
REQ-FIELD-011: Weather history shall be exportable for claims and delay analysis.
4.1.3 Manpower & Equipment Logs
REQ-FIELD-012: The system shall maintain manpower logs capturing:
Trade/classification
Number of workers
Hours worked (regular, overtime)
Tasks performed
Associated cost codes
REQ-FIELD-013: The system shall maintain equipment logs capturing:
Equipment type and ID
Hours operated
Operator
Tasks performed
Fuel consumption
Maintenance alerts
REQ-FIELD-014: Manpower and equipment data shall integrate with cost tracking modules.
REQ-FIELD-015: The system shall support crew composition templates for recurring work teams.
4.1.4 Site Photos & Videos
REQ-FIELD-016: The mobile app shall provide direct camera access for capturing photos and videos.
REQ-FIELD-017: Photos and videos shall automatically capture metadata:
GPS location
Timestamp
The user who captured
Device information
REQ-FIELD-018: Users shall be able to add descriptions, tags, and location references to photos/videos.
REQ-FIELD-019: Photos and videos shall be organized by:
Date
Location/area
Activity type
User
Custom tags
REQ-FIELD-020: The system shall support photo markup and annotation.
REQ-FIELD-021: Photos and videos shall be linkable to inspections, tasks, RFIs, and other records.
REQ-FIELD-022: The system shall support time-lapse photo sequences of construction progress.
4.1.5 Offline Functionality
REQ-FIELD-023: The mobile app shall allow all daily logging functions to work fully offline.
REQ-FIELD-024: Offline data shall be stored securely on the device with encryption.
REQ-FIELD-025: Upon reconnection, the app shall automatically synchronize offline data to the server.
REQ-FIELD-026: The system shall detect and resolve conflicts if multiple users edit the same records offline.
REQ-FIELD-027: Users shall receive confirmation when offline data has been successfully synchronized.
REQ-FIELD-028: The system shall allow selective sync (e.g., sync logs first, then photos) for bandwidth management.
4.2 Quality & Safety Management
4.2.1 Inspections & Checklists
REQ-QS-001: The system shall provide customizable inspection templates and checklists.
REQ-QS-002: Inspection templates shall support:
Multiple question types (yes/no, pass/fail, numeric, text, dropdown, multiple choice)
Conditional questions based on previous answers
Required vs optional fields
Photo requirements
Signature capture
GPS location capture
REQ-QS-003: The system shall support inspection scheduling and assignment.
REQ-QS-004: Inspections shall be performable offline on mobile devices.
REQ-QS-005: Inspection results shall automatically calculate pass/fail status based on defined criteria.
REQ-QS-006: Failed inspections shall automatically generate tasks or NCRs for resolution.
REQ-QS-007: The system shall maintain inspection history linked to locations, activities, and contracts.
REQ-QS-008: Inspection reports shall be automatically generated and distributable via the system.
4.2.2 Non-Conformance Reports (NCRs), Defects & Snag Lists
REQ-QS-009: The system shall support creation and management of non-conformance reports (NCRs), defects, and snag items.
REQ-QS-010: NCR/Defect records shall capture:
Description and location
Severity/priority
Responsible party
Due date
Associated costs
Photos and attachments
Root cause
Corrective actions
Status
REQ-QS-011: NCRs/Defects shall support workflow routing for review and approval.
REQ-QS-012: The system shall track NCR/Defect status (open, in progress, resolved, verified, closed).
REQ-QS-013: NCRs/Defects shall be linkable to inspections, drawings, specifications, and contracts.
REQ-QS-014: The system shall generate snag lists by location, trade, or package.
REQ-QS-015: Snag lists shall be exportable and suitable for handover documentation.
REQ-QS-016: The system shall track NCR/Defect metrics (count, resolution time, repeat occurrences).
4.2.3 Safety Observations & Incidents
REQ-QS-017: The system shall support safety observation reporting including:
Safe behaviors (positive observations)
Unsafe conditions
Unsafe acts
Near misses
Hazards
REQ-QS-018: Safety observations shall capture:
Type and category
Location
Personnel involved
Photos
Immediate actions taken
Follow-up required
REQ-QS-019: The system shall support incident reporting for:
Injuries (first aid, medical treatment, lost time)
Property damage
Environmental incidents
Security breaches
REQ-QS-020: Incident reports shall capture:
Date, time, and location
Personnel involved
Witnesses
Description of incident
Injuries sustained
Treatment provided
Property damage description
Photos and diagrams
Immediate response actions
REQ-QS-021: Incident reports shall trigger notifications to safety managers and designated personnel.
REQ-QS-022: The system shall support injury classification per OSHA or local regulatory standards.
4.2.4 Root Cause & Corrective Actions
REQ-QS-023: The system shall support root cause analysis workflows for NCRs and incidents.
REQ-QS-024: Root cause analysis shall include:
5 Whys methodology
Fishbone/Ishikawa diagrams
Failure mode categorization
Contributing factors
REQ-QS-025: The system shall support corrective and preventive action (CAPA) tracking.
REQ-QS-026: Corrective actions shall include:
Description of action
Responsible party
Due date
Implementation status
Verification method
Effectiveness review
REQ-QS-027: The system shall link corrective actions to the originating NCR or incident.
REQ-QS-028: The system shall track repeat issues and patterns requiring systemic changes.
4.3 RFIs & Submittals
4.3.1 RFI Management
REQ-RFI-001: The system shall provide request for information (RFI) creation, tracking, and management.
REQ-RFI-002: RFI records shall capture:
RFI number (auto-generated or manual)
Subject and description
Drawing/specification references
Cost impact (yes/no/unknown)
Schedule impact (yes/no/unknown)
Priority
Requested by
Assigned to
Required response date
Attachments and photos
REQ-RFI-003: RFIs shall support workflow routing for review and response.
REQ-RFI-004: The system shall track RFI status (draft, submitted, under review, answered, closed).
REQ-RFI-005: RFI responses shall capture:
Response description
Attachments and sketches
Cost implications
Schedule implications
Responder and date
REQ-RFI-006: RFIs shall be linkable to drawings, specifications, submittals, and change orders.
REQ-RFI-007: The system shall maintain an RFI register with search and filter capabilities.
REQ-RFI-008: The system shall track RFI metrics (response time, open count, cost/schedule impacts).
REQ-RFI-009: RFI responses shall be automatically distributed to relevant stakeholders.
4.3.2 Submittals
REQ-SUB-001: The system shall provide submittal creation, tracking, and management.
REQ-SUB-002: Submittal records shall capture:
Submittal number
Specification section reference
Type (shop drawings, product data, samples, etc.)
Description
Submitted by
Required action (review, approval, etc.)
Required response date
Status
Attachments
REQ-SUB-003: The system shall maintain a submittal register/log.
REQ-SUB-004: Submittals shall support workflow routing for review and approval.
REQ-SUB-005: Submittal responses shall include:
Action taken (approved, approved as noted, revise and resubmit, rejected)
Comments
Marked-up documents
Responder and date
REQ-SUB-006: The system shall track submittal status through multiple review cycles if needed.
REQ-SUB-007: Submittals shall be linkable to drawings, specifications, contracts, and RFIs.
REQ-SUB-008: The system shall track submittal metrics (response time, approval rate, revision cycles).
4.3.3 Linking to Project Information
REQ-RFI-010: RFIs shall be linkable to specific drawings with location markup.
REQ-RFI-011: RFIs shall be linkable to specification sections and contract documents.
REQ-SUB-009: Submittals shall be linkable to specification sections and related drawings.
REQ-SUB-010: When viewing drawings or specifications, users shall see all related RFIs and submittals.
REQ-RFI-012: The system shall display RFI/submittal markers on drawing views showing their locations.
4.3.4 Response Time Tracking
REQ-RFI-013: The system shall track time elapsed from RFI submission to response.
REQ-RFI-014: The system shall identify overdue RFIs based on required response dates.
REQ-SUB-011: The system shall track time elapsed from submittal submission to response.
REQ-SUB-012: The system shall identify overdue submittals based on required response dates.
REQ-RFI-015: Response time metrics shall be available on dashboards and reports by project, responder, and time period.
5. TASK & WORKFLOW ENGINE MODULE
5.1 Task Management
REQ-TASK-001: The system shall provide comprehensive task creation and management capabilities.
REQ-TASK-002: Task records shall capture:
Title and description
Assigned to (user or role)
Created by
Priority (low, normal, high, critical)
Due date
Status (not started, in progress, completed, on hold, cancelled)
% complete
Actual start and finish dates
Estimated hours
Actual hours
Location/area
Cost code
Tags/categories
REQ-TASK-003: Tasks shall support file attachments and links to project documents.
REQ-TASK-004: Tasks shall be linkable to:
Documents and drawings
RFIs
Submittals
Inspections
NCRs/Defects
Contracts
Schedule activities
Cost codes
REQ-TASK-005: The system shall support task dependencies (predecessor/successor relationships).
REQ-TASK-006: The system shall support parent-child task hierarchies (subtasks).
REQ-TASK-007: The system shall support recurring tasks (daily, weekly, monthly, custom).
REQ-TASK-008: Tasks shall be viewable in multiple formats:
List view
Kanban board
Calendar view
Gantt chart
Map view (location-based)
5.2 Role-Based Assignment
REQ-TASK-009: Tasks shall be assignable to:
Individual users
Roles (e.g., Project Manager, Site Engineer)
Teams/groups
Organizations
REQ-TASK-010: When assigned to a role or team, the system shall notify all members.
REQ-TASK-011: Team members shall be able to self-assign tasks from their team queue.
REQ-TASK-012: The system shall support task reassignment with notification to previous and new assignees.
REQ-TASK-013: The system shall track task workload by user and team for capacity planning.
5.3 Escalation Rules
REQ-TASK-014: The system shall support configurable escalation rules based on:
Time overdue
Priority level
Task type
Assigned user or role
REQ-TASK-015: Escalations shall automatically reassign tasks or send notifications to:
Supervisors/managers
Alternate users
Project leadership
REQ-TASK-016: The system shall log all escalations in the task history.
REQ-TASK-017: Users shall be notified before escalation occurs (configurable warning period).
REQ-TASK-018: Escalation rules shall be configurable at organization and project levels.
5.4 Notifications
REQ-TASK-019: The system shall send notifications for task events including:
New task assignment
Task due soon
Task overdue
Task status change
Task comments added
Task completed
Task escalation
REQ-TASK-020: Notifications shall be delivered via:
Email
In-app notifications
Mobile push notifications
SMS (configurable)
REQ-TASK-021: Users shall be able to configure notification preferences by event type and delivery method.
REQ-TASK-022: Notification frequency shall be configurable (immediate, daily digest, etc.).
REQ-TASK-023: The system shall support @mentions in task comments to notify specific users.
REQ-TASK-024: Unread notifications shall be visible in a notification center accessible from all system views.
6. COST, CONTRACTS & COMMERCIALS MODULE
6.1 Cost Management
6.1.1 Project Budgets
REQ-COST-001: The system shall support creation and management of project budgets.
REQ-COST-002: Budgets shall be structured by:
Cost codes (hierarchical)
Contract packages
Project phases
Work breakdown structure (WBS)
Custom categories
REQ-COST-003: The system shall support multiple budget versions (original, revised, approved).
REQ-COST-004: Budget line items shall include:
Cost code
Description
Quantity
Unit of measure
Unit cost
Total budgeted cost
Contingency
Notes
REQ-COST-005: The system shall support budget imports from Excel and other systems.
REQ-COST-006: Budget modifications shall require approval workflow if configured.
REQ-COST-007: The system shall maintain complete budget change history.
6.1.2 Cost Codes
REQ-COST-008: The system shall support hierarchical cost code structures (CSI, custom, or hybrid).
REQ-COST-009: Cost codes shall be applicable across all cost transactions:
Budgets
Commitments
Change orders
Invoices
Time and materials
Actuals
REQ-COST-010: The system shall support master cost code libraries that can be applied to multiple projects.
REQ-COST-011: Cost codes shall support multiple levels of detail (summary to granular).
REQ-COST-012: Users shall be able to map external cost codes to internal codes for reporting.
6.1.3 Commitments
REQ-COST-013: The system shall track commitments (contracts and purchase orders) against budget.
REQ-COST-014: Commitment records shall capture:
Commitment number
Vendor/contractor
Description
Cost codes
Original commitment amount
Approved change orders
Pending change orders
Revised commitment amount
Invoiced to date
Retainage held
Amount remaining
REQ-COST-015: The system shall prevent commitment creation if budget is insufficient (with override permission).
REQ-COST-016: Commitments shall be linkable to contracts and subcontracts.
REQ-COST-017: The system shall track commitment status (draft, approved, in progress, completed, closed).
6.1.4 Variations / Change Orders
REQ-COST-018: The system shall support creation and management of change orders for all contract types.
REQ-COST-019: Change order records shall capture:
Change order number
Related contract/commitment
Description
Reason for change
Cost codes
Amount
Schedule impact
Status (draft, pending approval, approved, rejected)
Approval chain
Backup documentation
REQ-COST-020: Change orders shall support multi-level approval workflows.
REQ-COST-021: The system shall track change order status through approval process.
REQ-COST-022: Approved change orders shall automatically update commitment and budget values.
REQ-COST-023: The system shall maintain a change order log/register per project.
REQ-COST-024: Change orders shall be analyzable by reason code, cost code, and contractor.
6.1.5 Forecasting
REQ-COST-025: The system shall provide cost forecasting capabilities.
REQ-COST-026: Forecasts shall include:
Committed costs (contracts + approved COs)
Pending costs (pending COs)
Estimated cost to complete
Total forecasted cost at completion
Variance to budget
REQ-COST-027: The system shall support multiple forecast scenarios (optimistic, expected, pessimistic).
REQ-COST-028: Forecasts shall be updatable based on actual progress and trends.
REQ-COST-029: Forecast assumptions and basis shall be documentable in the system.
REQ-COST-030: The system shall track forecast accuracy over time against actuals.
6.1.6 Actual vs Budget Tracking
REQ-COST-031: The system shall provide real-time actual vs budget reporting by:
Cost code
Contract
Phase
Time period
Custom groupings
REQ-COST-032: Cost reports shall display:
Original budget
Revised budget (with approved changes)
Committed costs
Actual costs (invoiced and paid)
Forecasted final cost
Variance (amount and %)
Budget remaining
REQ-COST-033: The system shall provide earned value management (EVM) metrics:
Planned value (PV)
Earned value (EV)
Actual cost (AC)
Schedule variance (SV)
Cost variance (CV)
Schedule performance index (SPI)
Cost performance index (CPI)
REQ-COST-034: Cost dashboards shall use color coding to highlight budget issues (green, yellow, red thresholds).
REQ-COST-035: The system shall provide trend analysis showing cost performance over time.
6.2 Contract Management
6.2.1 Main Contracts
REQ-CONT-001: The system shall support management of main/prime contracts with clients/owners.
REQ-CONT-002: Contract records shall capture:
Contract number and title
Client/owner
Contract type (lump sum, unit price, cost plus, GMP, etc.)
Contract value
Start and end dates
Retainage percentage
Payment terms
Insurance requirements
Performance bond details
Contract documents (uploaded files)
REQ-CONT-003: The system shall support contract amendments and modifications with version control.
REQ-CONT-004: Contract values shall integrate with project budgets and forecasts.
REQ-CONT-005: The system shall track contract status (draft, executed, active, completed, closed).
6.2.2 Subcontracts
REQ-CONT-006: The system shall support management of subcontracts and purchase orders.
REQ-CONT-007: Subcontract records shall include all elements of main contracts plus:
Scope of work description
Schedule of values
Insurance certificates
Bond information
Licenses and qualifications
Safety compliance requirements
REQ-CONT-008: Subcontracts shall be linkable to cost commitments.
REQ-CONT-009: The system shall support subcontract close-out workflows.
REQ-CONT-010: The system shall track subcontractor performance metrics for future selection.
6.2.3 Payment Applications
REQ-PAY-001: The system shall support creation and processing of payment applications (progress claims).
REQ-PAY-002: Payment applications shall include:
Application number and period
Schedule of values with line items
Work completed this period
Stored materials
Total completed to date
Retainage held
Amount due this period
Change orders included
Supporting documentation
REQ-PAY-003: For subcontractor payments, the system shall support review and approval workflow.
REQ-PAY-004: For owner payments, the system shall generate standard forms (AIA G702/G703 or equivalent).
REQ-PAY-005: The system shall track payment application status (draft, submitted, under review, approved, paid).
REQ-PAY-006: Payment history shall be maintained and accessible for all contracts.
REQ-PAY-007: The system shall reconcile payments against contract values and commitments.
6.2.4 Retentions (Retainage)
REQ-PAY-008: The system shall automatically calculate retainage based on contract terms.
REQ-PAY-009: Retainage rates shall be configurable per contract and may vary by milestone.
REQ-PAY-010: The system shall track:
Retainage withheld to date
Retainage released
Retainage remaining
REQ-PAY-011: The system shall support partial or full retainage release upon contract completion or milestones.
REQ-PAY-012: Retainage release shall require approval workflow.
6.2.5 Certificates
REQ-CERT-001: The system shall support upload and tracking of certificates including:
Insurance certificates
Payment and performance bonds
Professional licenses
Safety certifications
Quality certifications (ISO, etc.)
REQ-CERT-002: The system shall track certificate expiration dates.
REQ-CERT-003: Users shall receive alerts before certificates expire (configurable lead time).
REQ-CERT-004: Expired certificates shall be highlighted in contractor records and reports.
REQ-CERT-005: The system shall maintain certificate history for compliance audits.
6.2.6 Claims Management
REQ-CLAIM-001: The system shall support creation and tracking of contract claims.
REQ-CLAIM-002: Claim records shall capture:
Claim number and title
Claimant and respondent
Contract reference
Basis of claim (delay, disruption, extra work, etc.)
Amount claimed
Time extension requested
Description and supporting narrative
Documentation (schedules, correspondence, photos, etc.)
Status (draft, submitted, under review, negotiating, settled, disputed)
Resolution and outcome
REQ-CLAIM-003: Claims shall support attachment of supporting documents, schedules, and cost breakdowns.
REQ-CLAIM-004: The system shall track claim negotiations and responses.
REQ-CLAIM-005: Claims shall be linkable to related RFIs, change orders, and correspondence.
REQ-CLAIM-006: The system shall maintain a claims register with search and reporting capabilities.


7. PLANNING & PROGRESS CONTROL MODULE
7.1 Program of Works (Schedule)
REQ-PLAN-001: The system shall provide integrated scheduling capabilities with Gantt chart visualization.
REQ-PLAN-002: The system shall support import of schedules from MS Project, Primavera P6, and other scheduling tools.
REQ-PLAN-003: Schedule activities shall include:
Activity ID and name
Duration
Start and finish dates (planned, actual, forecasted)
Predecessors and successors
Calendar and working days
Resource assignments
Cost codes
Location/area
% complete
Float/slack
Critical path indication
REQ-PLAN-004: The system shall automatically calculate critical path based on activity relationships.
REQ-PLAN-005: The system shall support multiple schedule baselines (original, approved, current).
REQ-PLAN-006: Schedule changes shall be tracked with history and comparison to baseline.
REQ-PLAN-007: The system shall support resource leveling and workload balancing.
REQ-PLAN-008: Schedules shall be exportable in standard formats (MPP, XER, PDF, Excel).
7.2 Milestones
REQ-PLAN-009: The system shall support creation and tracking of project milestones.
REQ-PLAN-010: Milestones shall include:
Name and description
Target date
Actual date
Status (not started, in progress, achieved, missed)
Responsible party
Dependencies
REQ-PLAN-011: Milestone achievements shall trigger notifications to stakeholders.
REQ-PLAN-012: Milestones shall be displayable on project dashboards and timelines.
REQ-PLAN-013: The system shall track milestone performance (on-time, delayed, early completion).
7.3 Look-Ahead Planning
REQ-PLAN-014: The system shall support short-term look-ahead planning (typically 2-6 weeks).
REQ-PLAN-015: Look-ahead plans shall include:
Activities planned for the period
Resource requirements
Material requirements
Constraints and dependencies
Prerequisite completions
REQ-PLAN-016: Look-ahead plans shall be updateable weekly or per configured period.
REQ-PLAN-017: The system shall compare look-ahead plans to actual execution for reliability tracking.
REQ-PLAN-018: Look-ahead plans shall integrate with procurement and resource planning.
7.4 Progress Tracking
REQ-PLAN-019: The system shall support multiple methods of progress tracking:
% complete (manual entry)
Units completed vs planned
Start/finish dates
Earned value
Physical measurement
REQ-PLAN-020: Progress updates shall be capturable on mobile devices from the field.
REQ-PLAN-021: Progress shall be updateable at activity level and roll up to summary levels.
REQ-PLAN-022: The system shall calculate schedule performance metrics:
Planned vs actual progress
Schedule variance
Activities ahead/on-time/behind
Critical activities status
REQ-PLAN-023: Progress shall be visualized through:
Gantt charts with progress bars
S-curves (planned vs actual)
Histograms
Trend charts
7.5 Integration with Other Modules
REQ-PLAN-024: Schedule activities shall be linkable to:
Cost codes and budgets
Tasks and workflows
Inspections and quality records
Submittals and RFIs
Progress photos
REQ-PLAN-025: Cost progress shall be comparable to schedule progress for earned value analysis.
REQ-PLAN-026: Delays captured in daily logs shall be linkable to schedule activities for impact analysis.
REQ-PLAN-027: Progress updates shall automatically update related tasks and notifications.
8. REPORTING & DASHBOARDS MODULE
8.1 Real-Time Dashboards
REQ-DASH-001: The system shall provide role-based dashboards with real-time data.
REQ-DASH-002: Dashboard widgets shall include:
Key performance indicators (KPIs)
Charts and graphs
Data tables
Maps
Activity feeds
Alerts and notifications
Quick action buttons
REQ-DASH-003: Users shall be able to customize their dashboards by adding, removing, and arranging widgets.
8.1.1 Project Health Dashboard
REQ-DASH-004: Project health dashboards shall display:
Overall project status (on track, at risk, critical)
Schedule performance (ahead, on time, behind)
Cost performance (under budget, on budget, over budget)
Quality metrics (inspections pass rate, defect trends)
Safety metrics (incident rate, observations)
Outstanding items count (RFIs, submittals, tasks)
Recent activities and updates
REQ-DASH-005: Health indicators shall use visual cues (colors, icons) for quick assessment.
REQ-DASH-006: Users shall be able to drill down from summary metrics to detailed data.
8.1.2 Cost Performance Dashboard
REQ-DASH-007: Cost dashboards shall display:
Budget vs actual vs forecast
Commitments and remaining budget
Cash flow (projected vs actual)
Change order summary
Cost variance by code/package
Top cost drivers
Payment status
REQ-DASH-008: Cost charts shall include:
Budget consumption curves
Cost breakdown by category
Forecast trends
Variance analysis charts
8.1.3 Task Status Dashboard
REQ-DASH-009: Task dashboards shall display:
Tasks by status (not started, in progress, completed, overdue)
My tasks and team tasks
High-priority tasks
Tasks due soon
Task completion trends
Workload by team member
REQ-DASH-010: Task visualizations shall include Kanban boards, calendars, and lists.
8.1.4 File Activity Dashboard
REQ-DASH-011: Document activity dashboards shall display:
Recently uploaded files
Pending reviews and approvals
Overdue workflow tasks
Most accessed documents
Storage usage
Document status distribution
Transmittal activity
8.1.5 Compliance Indicators
REQ-DASH-012: Compliance dashboards shall display:
ISO 19650 compliance status
Overdue submittals and RFIs
Expired certificates
Incomplete inspections
Open NCRs and defects
Safety observation trends
Audit findings
REQ-DASH-013: Compliance indicators shall highlight items requiring immediate attention.
8.2 Custom Reports
8.2.1 Report Builder
REQ-REP-001: The system shall provide a custom report builder with drag-and-drop interface.
REQ-REP-002: Report builder shall support:
Selection of data sources (documents, tasks, costs, etc.)
Field selection and ordering
Filtering and sorting
Grouping and subtotals
Calculated fields and formulas
Charts and visualizations
Headers, footers, and branding
REQ-REP-003: Users shall be able to save custom report templates for reuse.
REQ-REP-004: Report templates shall be shareable across projects and organizations.
REQ-REP-005: The system shall include a library of pre-built report templates for common needs.
8.2.2 Export Formats
REQ-REP-006: Reports shall be exportable in formats including:
PDF
Excel (XLSX)
CSV
Word (DOCX)
HTML
PNG/JPG (for charts)
REQ-REP-007: Exported reports shall maintain formatting and layout.
REQ-REP-008: Large reports shall support pagination and sectioning.
8.2.3 Scheduled Reports
REQ-REP-009: The system shall support scheduling of recurring reports.
REQ-REP-010: Scheduled reports shall be configurable for:
Frequency (daily, weekly, monthly, quarterly)
Specific dates/times
Recipients (email distribution list)
Format preferences
Filter criteria
REQ-REP-011: Scheduled reports shall be automatically generated and distributed at specified times.
REQ-REP-012: Users shall receive confirmation when scheduled reports are sent.
REQ-REP-013: Failed report generation shall trigger alerts to administrators.
8.2.4 Government & Client Templates
REQ-REP-014: The system shall support upload and use of custom report templates provided by clients or regulatory agencies.
REQ-REP-015: Template mappings shall allow system data to populate specific fields in external templates.
REQ-REP-016: The system shall include templates for common forms including:
AIA forms (G702, G703, etc.)
OSHA forms
Project status reports
Progress reports
Handover documentation
REQ-REP-017: Template-based reports shall be validatable before submission to ensure completeness.
9. USER & ACCESS MANAGEMENT MODULE
9.1 Multi-Project Support
REQ-USER-001: The system shall support unlimited projects per organization.
REQ-USER-002: Users shall have access to multiple projects based on their roles and permissions.
REQ-USER-003: Users shall be able to switch between projects without logging out.
REQ-USER-004: The system shall provide a project selector accessible from all screens.
REQ-USER-005: Users shall be able to set a default project that loads upon login.
REQ-USER-006: Project-specific settings and preferences shall be maintained separately for each project.
9.2 Role-Based Permissions
REQ-USER-007: The system shall support flexible, role-based access control (RBAC).
REQ-USER-008: Standard roles shall include:
System Administrator
Organization Administrator
Project Administrator
Project Manager
Site Manager/Supervisor
Engineer
QA/QC Manager
Safety Manager
Document Controller
Contractor/Subcontractor
Consultant
Client/Owner Representative
Read-Only User
REQ-USER-009: Organizations shall be able to create custom roles with specific permission sets.
REQ-USER-010: Permissions shall be granular, controlling access to:
Modules and features
View, create, edit, delete actions
Approval authorities
Report access
Data fields
Folders and documents
REQ-USER-011: Users shall be assignable to multiple roles per project.
REQ-USER-012: Role permissions shall be inheritable and overridable at project level.
REQ-USER-013: Permission changes shall take effect immediately without requiring user logout.
9.3 Organization-Level Access
REQ-USER-014: The system shall support hierarchical organization structures.
REQ-USER-015: Organization structures shall include:
Parent company
Divisions/business units
Project teams
Subcontractors
Consultants
REQ-USER-016: Users shall inherit base permissions from their organization.
REQ-USER-017: Organization administrators shall manage users within their organization.
REQ-USER-018: Inter-organization permissions shall control data sharing between companies on shared projects.
REQ-USER-019: The system shall support organization-level templates, settings, and standards.
9.4 Two-Factor Authentication
REQ-USER-020: The system shall support two-factor authentication (2FA) for enhanced security.
REQ-USER-021: 2FA methods shall include:
Authenticator apps (Google Authenticator, Authy, etc.)
SMS codes
Email codes
Hardware tokens (optional)
REQ-USER-022: Organizations shall be able to mandate 2FA for all users.
REQ-USER-023: Users shall be able to configure trusted devices to reduce 2FA prompts.
REQ-USER-024: The system shall provide backup codes for 2FA recovery.
9.5 Audit & Activity Logs
REQ-USER-025: The system shall maintain comprehensive activity logs for all user actions.
REQ-USER-026: Activity logs shall capture:
User login/logout
Access attempts (successful and failed)
Data access (view, download)
Data modifications (create, edit, delete)
Permission changes
Configuration changes
Report generation
Export activities
REQ-USER-027: Activity logs shall include:
User identity
Timestamp
Action type
Affected resources
Source (IP address, device type)
Result (success/failure)
REQ-USER-028: Activity logs shall be searchable and filterable by user, date range, action type, and resource.
REQ-USER-029: Activity logs shall be exportable for compliance and security audits.
REQ-USER-030: Activity logs shall be tamper-proof and immutable.
REQ-USER-031: Administrators shall receive alerts for suspicious activities (multiple failed logins, unusual access patterns, etc.).
10. INTEGRATION & INTEROPERABILITY
10.1 API Access
REQ-INT-001: The system shall provide a comprehensive RESTful API for external integrations.
REQ-INT-002: API access shall be secured using API keys and OAuth 2.0 authentication.
REQ-INT-003: API documentation shall be comprehensive, including endpoints, parameters, responses, and examples.
REQ-INT-004: The API shall support all major system functions including document management, tasks, costs, and reporting.
REQ-INT-005: API rate limits shall be configurable per organization and use case.
10.2 Common Integration Points
REQ-INT-006: The system shall support integration with:
Accounting systems (QuickBooks, Sage, SAP, etc.)
ERP systems
BIM/CAD software (Autodesk Construction Cloud, Revit, Navisworks, etc.)
Scheduling tools (MS Project, Primavera P6, etc.)
Document management systems
Email systems (Outlook, Gmail)
Single sign-on (SSO) providers
REQ-INT-007: Integrations shall support bi-directional data sync where applicable.
REQ-INT-008: Integration errors shall be logged and alert appropriate users.
10.3 Data Import/Export
REQ-INT-009: The system shall support bulk data import via:
Excel spreadsheets
CSV files
XML
JSON
REQ-INT-010: Import templates shall be provided for common data types.
REQ-INT-011: Import processes shall validate data and report errors before committing.
REQ-INT-012: The system shall support bulk export of all data types in common formats.
REQ-INT-013: Exports shall include all metadata and relationships.


13. COMPLIANCE & STANDARDS
13.1 Industry Standards
REQ-COMP-001: The system shall comply with ISO 19650 for information management.
REQ-COMP-002: The system shall support BIM Level 2 and Level 3 workflows.
REQ-COMP-003: Cost coding shall support CSI MasterFormat and UniFormat standards.
REQ-COMP-004: The system shall generate reports compliant with AIA contract document standards.
13.2 Regional Regulations
REQ-COMP-005: The system shall comply with data protection regulations applicable in deployment regions including:
GDPR (European Union)
CCPA (California, USA)
PIPEDA (Canada)
Other regional requirements
REQ-COMP-006: The system shall support data residency requirements (data stored in specific geographic regions).
REQ-COMP-007: The system shall support localized formats for dates, numbers, currencies, and measurements.
13.3 Security Standards
REQ-COMP-008: The system shall maintain SOC 2 Type II certification for security controls.
REQ-COMP-009: The system shall comply with ISO 27001 information security standards.
REQ-COMP-010: Regular security audits and penetration testing shall be conducted (minimum annually).