How bespoke management systems drive efficiency and enable regulatory compliance

Investment in digitally innovative solutions is critical for today’s construction industry. While the United States construction market has no shortage of off-the-shelf project management information systems (PMIS) designed to unlock digital benefits, bespoke, configurable systems are often necessary to ensure compliance with legislation shaping project and program delivery at the local level—and to support better decision-making.

In a rapidly evolving construction environment, it’s not just about steel and concrete—it’s about the tools and technologies that drive successful outcomes. In the wake of COVID-19, teams across the industry were pushed to find new ways to deliver publicly and privately funded projects. Now the industry is primed for the next step forward in information systems—driven by project management teams and the realities of how projects are delivered across the U.S.

Bespoke project management information systems: public versus private

A PMIS built for publicly funded versus privately funded projects can have very different performance measures and regulatory compliance requirements. While project management scopes are often similar, client requirements can vary significantly, and project success is frequently contingent on having a PMIS that fits an organization’s specific needs.

For public-sector clients in the US, customizing a PMIS to comply with local legislation is often required.

Our Oregon team has developed a PMIS to help mitigate Oregon-specific public procurement requirements and record retention and accessibility regulations (ORS 279C.525 and OAR 137-047-0560), two of the most common compliance issues under Oregon legislation. A customized PMIS allows clients to monitor contract values to ensure alignment with procurement law thresholds, while also ensuring documentation complies with public record retention and accessibility requirements.

“The success criteria for a custom PMIS for a private client is different.”

Teams often span multiple states and time zones, and with stakeholders frequently distributed, systems need to be designed for mobile collaboration and governance. That means providing a clear, efficient, and informed decision-making tool—while maintaining a user-friendly solution for collaboration across multiple companies.

Our team designed a PMIS that provides high-level dashboards and live information on all critical issues and enables owners to take action on items as needed. The approval process consolidates all required information for owner sign-off into one automated form that relays information back to the team immediately.

Building an integrated system for project success

Although there are clear differences between building a bespoke PMIS for both public and private clients, five key components are common across both sectors: 

1. Compliance at the core 

In today’s construction landscape, compliance is non-negotiable. A PMIS needs to integrate mitigation methods—such as procurement rule thresholds—and align with Generally Accepted Government Auditing Standards (GAGAS). A consistent commitment to legal integrity helps set projects up for success and builds client trust for future projects.

2. Meeting the net-zero challenge 

Carbon reduction is a central driver for clients across the construction sector. A PMIS that includes fully digital document control and an approval process supports a more sustainable approach over the long term, including tracking supply chain performance against key net-zero targets.

“Good data is imperative in driving decarbonization initiatives.”

Equally important, but often overlooked, is the need to align corporate commitments, net-zero strategy, and the measurement of on-the-ground activities. Implementing a PMIS creates a clear opportunity to standardize and establish a tangible link between strategy and action.

3. Accessibility from anywhere

Accessible systems are essential for business continuity. A PMIS should be accessible from anywhere while providing regular backups to help prevent data loss.

The PMIS should be built around collaboration and device-agnostic access that enables project managers to work seamlessly, including from the jobsite. It should make it easy to share photos, updates, and notifications, and allow for document markups so everyone stays aligned.

4. Fiscally driven

The precise tracking of funds is pivotal in construction projects. A PMIS needs to provide clear, traceable accounting, document access, approval pathways, and project reporting throughout the project lifecycle. It should also be cost-effective and sustainable—without requiring costly external licenses for each user.

5. Simplicity amidst complexity 

Many current systems can get in the way of project management best practices. A PMIS should be designed from a user-centered perspective and continuously provide added value to organizations and projects.

Investing in innovation  

A PMIS, along with other digital tools and technologies, creates opportunities for innovation across the industry, as well as the chance to

• improve efficiency

• enable better decision-making

• advance net-zero targets

• build trust with both public and private clients.

Those companies that take the step to invest in bespoke systems to support complex program delivery across public and private sectors will be well positioned to realize lasting benefits.