Real-Time Site Operations Dashboard
From 7-day-old Excel reports to live project health across 18 active sites
38%
Fewer planning errors
Measured by rework incidents in first 6 months vs prior 6 months
100%
Real-time site visibility
All 18 sites reporting live — zero sites on weekly Excel cycle
The Challenge
The operations director was managing 18 active construction sites with no real-time visibility. Site managers submitted weekly Excel updates every Monday morning — by the time the board reviewed them on Wednesday, the data was already 7 days old. Two cost overruns in the previous year were discovered weeks after they became unrecoverable. Subcontractor status was tracked in a WhatsApp group with 23 participants. Material delivery confirmations were handled by phone. The company had won three new contracts and needed to scale oversight without adding project management headcount.
Existing Workflow
Site manager fills Excel template every Monday morning
Emails to operations director by 10am
Operations director consolidates 18 files into master spreadsheet (4h)
Finance team updates budget columns separately in Exact Online
Board receives PDF summary on Wednesday afternoon
Decisions made on data that is now 5–7 days old
Cost overruns discovered in next week's report
Subcontractor issues escalated via WhatsApp group
Material delivery issues handled by phone
The Solution
Real-time operations dashboard pulling live data from site reporting app, Procore, and Exact Online. Every stakeholder sees the same data — updated every 15 minutes. Automated alerts for budget variance above 8%. Mobile-first interface for site managers in the field.
Live project health score per site — updated every 15 minutes from field data
Budget vs actual tracking with automated alerts at 8% and 15% variance
Subcontractor status board replacing WhatsApp group — structured, searchable
Material delivery tracker with supplier integration and ETA notifications
Board-level summary view with drill-down to individual site data
Mobile PWA for site managers — replaces Monday Excel template
Automated weekly report generated in 90 seconds — no manual compilation
Microsoft Teams integration — alerts sent to relevant project channels
System Architecture
Frontend
Next.js dashboard · Mobile PWA · Board summary view
Backend
Supabase · PostgreSQL · Real-time subscriptions
Integrations
Procore API · Exact Online · Microsoft Teams
Automation
Budget alerts · Delivery notifications · Report generation
18
Active Sites
15 / 18
Sites On Budget
2
Budget Alerts Active
Activity (last 12h)
Implementation Timeline
Week 1
Discovery & Data Mapping
Site visit, process mapping, Procore API access, Exact Online data structure audit
Week 2–3
Dashboard Build
Core dashboard, project health scoring, budget tracking, real-time data pipeline
Week 4
Mobile App & Integrations
Site manager mobile PWA, Procore sync, Exact Online integration, Teams webhooks
Week 5
Alerts & Reporting
Budget alert logic, automated report generation, board summary view
Week 6
Training & Go-Live
Site manager training, parallel run with Excel, full go-live, Excel decommission
Integrations
Tech Stack
Timeline
6 weeks
Investment
€17,000 – €23,500
ROI
7.9× ROI in year one (client-reported). Two overruns caught early. Board reporting time reduced from 4 hours to 20 minutes. Operations director now manages 21 sites (up from 18) with the same team. Note: exact cost overrun figure pending owner verification.
Business Impact
Company took on 3 additional contracts without adding project management headcount
Board confidence in operational data increased — decisions now made on same-day data
Subcontractor relationships improved — structured communication replaced WhatsApp chaos
Insurance premium reduced 12% due to improved risk documentation
Operations director promoted to COO — dashboard was cited in performance review
Lesson Learned
Site managers initially resisted the mobile app — they were used to filling in Excel on Friday afternoon. We made the mobile form faster than the Excel template: 8 fields vs 34. Adoption was 100% by week three. The lesson: don't fight habits, make the new behaviour easier than the old one.
We used to find out about problems a week after they happened. Now we get an alert the moment a site goes over budget. That alone justified the entire investment. We've taken on three new contracts since launch and I'm not working any harder.
Operations Director
Operations Director · Construction Company, Brussels
Client name withheld at their request.
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