USE CASES / CONSTRUCTION MANAGEMENT

USE CASE · CONSTRUCTION MANAGEMENT

From first request to the end of warranty.

One chain of documents for a residential general contractor on OYO AI: order intake, a schedule with critical path and hold points, daily reports, change orders, monthly acts, procurement with three-way match, handover and warranty. In Armenian, Russian and English.

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85 tables in 13 modules253 forms built without code25 document types on one approval engine197 test scenarios run against the system

Where it stands. Built and running on staging with a demo company and 11 demo projects, from interviews with two residential general contractors. Pilot deployments with construction companies are the next stage.

Cover of the OYO AI use case: From first request to the end of warranty

THE PAYOFF

What a general contractor stands to gain.

Two figures are industry benchmarks with their source. Two are what this build enforces. No customer results yet: those come from the pilots.

48%

of rework traces to poor communication and poor project data

Every document has one record, one route and one current revision. Nobody works from an old version, because past revisions are frozen and the current step is on the document.

Source: FMI and PlanGrid, Construction Disconnected, 2018. A self-reported survey of about 600 construction leaders.

14 h

a week, per team member, lost to conflict, rework and low-priority work

One worklist instead of chasing signatures. Each step has an owner and a deadline in working days, and an overdue step is red on the document itself.

Source: FMI and PlanGrid, Construction Disconnected, 2018. A self-reported survey.

document types on one approval engine

From the estimate to the warranty letter, the same rules apply: amount thresholds, four-eyes control and a route frozen on submission. An administrator edits a route as data, with no release.

In the build: 30 route templates with 98 steps, on staging.

3-way

match before a supplier invoice goes to payment

Order, receipt and invoice are compared, stock moves at moving-average cost, and every budget line shows what is committed, actual and forecast.

In the build: one of 17 calculations configured, each with a worked example.

And the rules that make the numbers stick

1 approval engine for 25 document types
1 stock ledger at moving-average cost
Hold points stop the next package until the act is done
Each change that moves dates freezes a new baseline
A route is frozen when a document is submitted
4-eyes control on approvals
3 languages across the interface
Daily reports: dated corrections only, once acknowledged
Construction starts by itself on the planned date

ON SCREEN

Open the system and it is all there.

Eight screens from the staging system: the schedule a project runs on, the document routes, the supply board and the health check that guards the configuration.

Schedule map. Work packages, links, critical path and float computed by the platform, with the forecast drawn against the frozen baseline. — **Schedule map**Work packages, links, critical path and float computed by the platform, with the forecast drawn against the frozen baseline.

Project passport. One ribbon from intake to warranty, with contract value, approved changes, invoiced and paid, and who the project is waiting on. — **Project passport**One ribbon from intake to warranty, with contract value, approved changes, invoiced and paid, and who the project is waiting on.

A change order on its route. Six steps, each with its owner and a deadline in working days. The overdue step is red on the document itself. — **A change order on its route**Six steps, each with its owner and a deadline in working days. The overdue step is red on the document itself.

Supply board. Every open requisition line across projects, with stock, last price and urgency against the need-by date. — **Supply board**Every open requisition line across projects, with stock, last price and urgency against the need-by date.

Supply and cost. On-time deliveries, money committed against budget, waiting time and spend by material category. — **Supply and cost**On-time deliveries, money committed against budget, waiting time and spend by material category.

Project types and WBS. A new project copies its type’s structure, durations, links and hold points, including the hidden-works forms. — **Project types and WBS**A new project copies its type’s structure, durations, links and hold points, including the hidden-works forms.

The same map in Armenian. Armenian, Russian and English across the interface, with the language switch on the page. — **The same map in Armenian**Armenian, Russian and English across the interface, with the language switch on the page.

Configuration health check. Roles, routes, thresholds and workflows checked on the live configuration, so a gap shows up before a document gets stuck. — **Configuration health check**Roles, routes, thresholds and workflows checked on the live configuration, so a gap shows up before a document gets stuck.

Screens from the staging system, with a demo company and 11 demo projects. Every company, person and amount is demo data.

BEYOND THE USUAL

Where typical software stops, and where OYO AI keeps going.

Construction suites are strong on drawings and field apps. Accounting systems are strong on ledgers. The chain of documents between them usually stays in e-mail. This is the difference, area by area.

AreaTypical solutionsOYO AI

ApprovalsTypicalA fixed flow per module, or a configuration project to change one.OYO AI30 route templates as data, with thresholds and a deadline per step, edited by an administrator and effective on the next submission.

ScheduleTypicalA separate scheduling tool, updated by hand and exported as a picture.OYO AICritical path and float computed on the platform. Each change order that moves dates freezes a new baseline.

Hidden worksTypicalInspections as a checklist beside the schedule.OYO AIA hold point blocks the next work package until the act on Form N1, N2 or N3 is done.

Acts and moneyTypicalA spreadsheet per month, then re-keyed into accounting.OYO AIActs by line, previous, period and to date, with advance offset, retention and VAT computed.

ProcurementTypicalOrders tracked apart from the budget and the site’s need-by dates.OYO AIOne supply board across projects, quote comparison, budget check on the order and three-way match on the invoice.

Language and lawTypicalEnglish first, local forms added as custom templates.OYO AIArmenian, Russian and English on every page, written against 16 Armenian legal and regulatory acts.

Where it runsTypicalThe vendor’s cloud.OYO AIYour own installation, in the cloud or on premises.

Typical solutions are described by category. The analysis compared 10 products, including international construction suites and local accounting and ERP systems.

THE OPERATION

A building is a chain of documents.

We sat down with two residential general contractors: owners and directors, chief engineers, project managers and site foremen. They described the same thing. Order intake is a chain of documents that goes forward, comes back with remarks, is corrected and is sent again.

Construction is the same document work with more roles and parallel branches. The job ends with acceptance and handover, again on paper. Procurement runs beside every stage.

So the system is built on that chain. Five stages, each with one owner, and one approval engine underneath that carries every document from the estimate to the warranty letter.

THE SPINE

Five stages, one approval engine.

Payable = period works − advance offset − retention + VAT

One of 17 calculations configured with a worked example, alongside critical path, three-way match and moving-average cost.

Order intake

Client files, estimate, schedule, contract and advance. Each one reviewed, returned with remarks and sent again, on the record.

Ready to start

The start checklist completes and the baseline freezes. Construction then starts by itself on the planned date.

Construction

Work packages, daily reports, hidden-works acts, change orders and monthly acts, all on the schedule map.

Handover and warranty

Punch list, as-built package and handover act, then claims and repairs. Retention is released at the end of the warranty.

END TO END

The chain a project follows.

01Request and client files
02Go or no-go, offer
03Contract and advance
04Start checklist and baseline
05Work packages and hold points
06Daily reports and change orders
07Monthly acts
08Punch list and as-built
09Handover-acceptance act
10Warranty and retention release

WHAT IS COVERED

Eighteen use cases, in the order of the chain.

Each one has its main flow, the rules it enforces and where to see it on screen.

Order intake and start

UC-01Take an order from request to offer
UC-02Sign the contract and receive the advance
UC-03Get ready to start and freeze the baseline

Documents and routes

UC-04Route any document
UC-05Decide from one worklist
UC-06Change a route as data

Construction

UC-07Run the schedule map
UC-08Run a work package with a hold point
UC-09Keep the daily report
UC-10Raise a change order
UC-11Draft the monthly act of completed works

Procurement and warehouse

UC-12Request materials and work the supply board
UC-13Compare quotes and place the order
UC-14Receive and match the supplier invoice
UC-15Move stock through one ledger

Handover and warranty

UC-16Hand over the building
UC-17Handle warranty and release retention

Management

UC-18Read the business from the dashboards

WHO DOES WHAT

One owner per stage, and a role on every step.

Director / owner

Reads the owner cockpit and closes construction.

Approves: go or no-go on large orders, and thresholds on the route

Commercial manager

Owns the order from intake to signed contract and advance.

Chief engineer

Owns the start checklist and the baseline, and walks the punch list.

Approves: hidden works and work packages

Project manager

Runs the project during construction and warranty, and reviews on the route.

Site manager

Runs work packages, daily reports and material requests.

Supply and procurement

Works the supply board, compares quotes and places orders.

Warehouse keeper

Records receipts, transfers, issues, stocktakes and write-offs.

Accountant

Handles invoices, advances, supplier invoices and payments.

Technical supervisor and client

Take part in the route as external parties.

Approves: inspection acts and signatures

RULES, NOT REMINDERS

Eight rules the system enforces.

The route freezes on submission

A document keeps the route it was submitted with. A template edit applies from the next submission.

Approved means locked

An approved document is locked and its revision is frozen. Changes come as a new revision.

Hold points hold

The next work package cannot start until the hidden-works act is done.

Dates move only with a baseline

Every change order that moves dates freezes a new baseline version.

Four eyes

Approvals run by amount thresholds, under four-eyes control.

One ledger

All stock sits in one ledger at moving-average cost, and corrections go through a document.

Three-way match

A supplier invoice is compared with its order and its receipt on the way to payment.

Dated corrections

An acknowledged daily report is not overwritten. Corrections carry their own date.

WHAT WAS BUILT

Counted from the configuration, not estimated.

Every number here comes from the configuration export and the test runs. It is what exists today on staging.

Built	Count	Detail
Requirements	172 pages	123 requirements, 54 rules, 45 acceptance criteria
Data model	85 tables	13 modules, 1,578 fields, 213 relations
Forms	253	1,992 controls, 72 business pages
Workflows	4 + 30	4 BPMN processes, 30 routes with 98 steps
Rules	1,658	17 calculations with worked examples
Dashboards	5	61 charts and 9 report pages
Documents	22 + 15	PDF templates and mail templates
Tests	197	186 automated, emulator 37 of 37

Known limits today: server PDFs are in English and Russian, with Armenian through the browser print view, and hidden-works acts are to be confirmed by a practising technical supervisor before the first pilot.

THE FULL DOCUMENT · PDF

Get the full specification.

The complete document: all eighteen use cases with their main flow, flow diagram and rules, the five stages, the data model by module, what was built, how it is tested and its known limits.

All 18 use cases from order intake to warranty
The data model by module, and everything in the build
How a change is tested, and the limits known today

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From first request to the end of warranty · 23 pages · 2.1 MB · no sign-up

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