IDEA Construction Dashboard — Requirements Questionnaire

1

About You & Your Role

How many active construction projects are you currently overseeing?

1–5 projects 6–15 projects 16–30 projects 30+ projects

Who are the primary audiences for this dashboard?

Select all that apply

IDEA Board / Trustees

VP / C-Suite Leadership

Finance / Treasury Team

Facilities / Construction Staff

Regional Leadership

Grant / Philanthropic Partners

External Owner's Rep (PMSI)

2

Current PM Weekly Reporting

What PMs submit today

✅ Already Known — PMSI PM Weekly Report Fields

Reporting Date

Project Name & Type

IDEA Region & Address

Project Manager

Regional Manager

General Contractor

Architect

Civil Engineer

MEP Engineers

Materials Testing Lab

Square Footage & Lot Size

Construction Cost

Ground Breaking Date

Contract Completion Date

Projected Completion Date

Permit Status

Schedule Status

% Complete

Rain Days Allowed & to Date

Key Milestones (Break Ground → CO)

Key Achievements / Highlights

Upcoming Work

Progress Photos

Source: IDEA Henry Phase 1 Construction Status Report — PMSI standard template

How many total PMs will be submitting weekly reports? (IDEA + PMSI combined)

Do IDEA's internal PMs currently use the same Excel template as PMSI, or do they report differently?

Same Excel template — no difference Similar but a different version of the template Completely different format IDEA internal PMs don't submit a weekly written report Not sure

If IDEA internal PMs use a different format, are there fields they report on that PMSI's template does NOT include?

Leave blank if the same or unknown

Are there any fields you wish PMs reported on but currently don't?

This helps identify gaps before we finalize the form PMs will submit

3

Dashboard Features & Priorities

Rate each feature 1–5 stars

Rate how important each feature is for your dashboard (1 = Not needed, 5 = Must have)

📅 Schedule Status per project (Green / Amber / Red)

★ ★ ★ ★ ★

—

📊 % Complete progress bar per project

★ ★ ★ ★ ★

—

🏗 Key milestone timeline (Break Ground → CO)

★ ★ ★ ★ ★

—

📸 Weekly progress photos in the dashboard

★ ★ ★ ★ ★

—

💰 Budget tracking — GC contract only (contract value, spent, remaining, contingency)

★ ★ ★ ★ ★

—

💰 Budget tracking — Overall project budget (GC + architect + civil + MEP + owner's rep + FF&E + all soft costs)

★ ★ ★ ★ ★

—

🏛 Funding source tags (2024 Bond / 2025 Bond / Philanthropic)

★ ★ ★ ★ ★

—

🗺 Map view showing all project locations with RAG pins

★ ★ ★ ★ ★

—

🔍 Filters by region, bond series, status

★ ★ ★ ★ ★

—

📋 Monthly PDF bond report for board / leadership

★ ★ ★ ★ ★

—

📱 Mobile-friendly so leadership can check from their phone

★ ★ ★ ★ ★

—

📝 Change order tracking (count + dollar impact)

★ ★ ★ ★ ★

—

⚠️ Contingency tracking — CSP (GC contract contingency + overall budget)

★ ★ ★ ★ ★

—

⚠️ CMAR contingency — Owner contingency vs. GC contingency tracked separately

★ ★ ★ ★ ★

—

🏗 Delivery method tag on each project (CSP vs. CMAR)

★ ★ ★ ★ ★

—

Is there any feature not listed above that you'd want in the dashboard?

4

Regions & Project Scope

Please attach your active project list to this questionnaire when you send it back.

Any format works — Excel, Word, or PDF. We just need the project name as you'd like it to appear on the dashboard. For any projects managed by IDEA internal PMs (not PMSI), please also include the PM name next to the project.

📎

Attach Project List

Excel, Word, or PDF — any format is fine
Include PM name for IDEA internal PM projects

Is there anything specific about the project list you want to flag?

e.g. projects that are on hold, projects near closeout that should be excluded, any with unusual naming conventions, etc.

Which IDEA regions are included in this dashboard?

Select all that apply

Should completed projects remain visible or be removed from the dashboard?

Remove completed projects — keep it to active construction only Keep completed projects with a "Complete" status tag Archive tab — separate view for completed projects

For the budget section, should the dashboard show the GC contract amount only, or the overall project budget?

GC Contract only — shows what the contractor was awarded, what's been spent, and contingency used. PMs can report this directly.
Overall Project Budget — shows the full bond allocation for that campus including GC + architect + civil + MEP + owner's rep + FF&E + soft costs. Requires data from the master report.
Both can be shown together with GC as a line item within the overall budget.

GC Contract only — keep it simple, PMs can report this weekly Overall Project Budget only — leadership needs the full picture Both — show overall budget first, GC contract as a line item within it Not sure — show me both options

For CMAR projects specifically — within the GC contract the contingency is split into Owner Contingency and GC Contingency. Should the dashboard show these as two separate tracked amounts?

Owner Contingency — controlled by IDEA. Used for unforeseen owner-directed changes.
GC Contingency — belongs to the GC. Used for cost overruns within the GC's scope.
These behave very differently when issues arise and affect who has control of the funds.

Yes — show Owner Contingency and GC Contingency as separate tracked amounts Show combined on the card, split in the detail view when you click in No — combined total contingency is enough for leadership

Should the dashboard show the project delivery method (CSP vs. CMAR) so leadership understands the contingency structure?

CSP projects have GC contract contingency + overall budget contingency. CMAR projects have owner contingency + GC contingency + overall budget contingency — three separate buckets.

Yes — show CSP / CMAR tag on each project card Yes — but only in the project detail view, not on the card No — leadership doesn't need to see the delivery method Not sure — show me both options and I'll decide

What bond series are currently active in the program?

2024 Bond

2025 Bond

Philanthropic / Grant funded

Operating / Non-bonded

Prior bond carry-forward

5

Data Management & Workflow

✅ Already Decided — PM Submission Process

Every PM will receive a link to a Microsoft Form each week. They fill it out in ~3 minutes and submit. Responses feed automatically into the SharePoint Excel backend. PMs never see the dashboard or each other's data.

PMSI PMs are already required to submit their weekly report by Friday morning. The form will align with that existing deadline.

PMSI PMs already submit by Friday morning each week. Do IDEA's internal PMs have an existing submission deadline, or should they be aligned to the same Friday morning schedule?

Align everyone — IDEA internal PMs will also submit by Friday morning IDEA internal PMs already have a different deadline — I'll specify below IDEA internal PMs don't have a set deadline yet — Friday works Not sure — need to check with internal PM team

Who should have access to view the live dashboard? (Leadership)

IDEA Board members

VP / C-Suite only

Regional leadership

Finance / Treasury team

Philanthropic / grant partners

Open to all IDEA staff

Where should the backend data (Excel workbook) live?

SharePoint — within IDEA's existing M365 environment OneDrive — your personal IDEA OneDrive Google Sheets — if IDEA uses Google Workspace Not sure — need guidance

6

Design & Branding Preferences

Should the dashboard use IDEA's official branding?

Yes — IDEA blue, yellow, and white (official brand colors) Yes — but use the Facilities department style if different No preference — whatever looks most professional

Should the IDEA logo appear on the dashboard?

Yes — header of the dashboard Yes — on the monthly PDF report only No — keep it internal / unbranded Need to check with communications team

What device will leadership primarily use to view the dashboard?

Desktop / laptop browser

iPad / tablet

iPhone / Android phone

Shown on a conference room screen

7

Open Feedback

What is the single most important thing you want leadership to be able to do with this dashboard?

What is the biggest pain point with how construction progress is reported today?

Is there anything about the prototype dashboard you've already seen that you'd change?

Any other notes, questions, or requests?