Program Management

Overview

The Program tool is used for managing and communicating the construction program - uploading, syncing, distribution, task assignment to roles / resources and lookaheads.

Objectives

Configuring the Program Tool
Loading your Program into Procore
Creating Lookaheads in the Program
Configuring Program automated emails
Editing and Updating your Program

Things to Consider

All programming work / adjustments / updating needs to be completed in your dedicated programming software (e.g., Microsoft Project) – The native file will be housed in Procore’s Program tool but will always need to be opened (from Procore Drive), updated using Microsoft Project, then closed and synced back in to Procore. The updated data is then simply communicated through the Procore platform, allowing all Procore users visibility to the Program without needing to have a Microsoft Project licence.
To allow “Resource Email Notifications” through Procore:
- The Microsoft Project file must have Resources assigned to each task; and
- Each relevant Procore User must have a “Role’ assigned to them.

Procedure

Detailed Steps	Support Link
Configuring the Program Tool Prior to creating using the Program tool, and ideally at the start of project, you should review and adjust as needed to the Program tool configurations. Using the settings cog in the Program tool (requires Admin access to Program tool) adjust the following to align with your requirements: Program Settings Email Settings (see more below on Configuring Program emails) Select “Update” to finalise. Refer to listed support articles for more information. Follow the listed support articles for detailed steps	Configure Advanced Settings: Project Schedule
Loading your Program into Procore Loading your Program into Procore can be completed via the following options: Via Procore Web Application Via Procore Drive (recommended) Note – Procore Drive is a Windows utility that can be downloaded for free from Procore support: Procore Drive.	Upload using Web Upload using Procore Drive
Creating Lookaheads in the Program Once your Program is loaded into Procore, you can create granular level site-based program’s called ‘Lookaheads’. These are very useful, especially for Works Supervisors to complete the level of detail needed to manage site works that may not be in the main Program.	Create Lookaheads View Lookaheads Manage Subtasks
Configuring Program automated emails While having the Program in Procore makes it easy for internal and external team members to access the current schedule of works, it is also very useful to push out weekly updates automatically to your project stakeholders. Procore allows three types of automated ‘lookahead emails’: Weekly Project Program – full program to all users marked for this email Weekly Resource Programs – filtered program based on user resource assignment for all users marked for this email Weekly Lookahead email Notes: For Weekly Resource Program emails, you need to ensure users are assigned resources. Recommended that the “resource” column in your programming software (e.g., Microsoft Project) uses generic terms for resources (e.g., “Concreter”, “Electrician”) as opposed to specific company names. Recommended the Weekly Project Program is sent to your internal team member only.	Send Weekly Project, Resource, and Schedule Lookaheads Emails Assign Resources to Microsoft Project Users
Updating the Program Prior to a formal Program update, team members can request certain tasks they are responsible for be updated to reflect their progress. There are two option for this: 1. Update % Complete of a task using the Mobile App -or- 2. Request a change using Procore Web	Update % Complete Request Schedule Change
Whoever is responsible for approving and updating any program changes (typically the Project Manager) can use the “Review Schedule Change Requests” to assess what tasks the team have updated before updating the file.	Review Schedule Change Requests
Formal updating of the Program file will need to be completed in your native programming software (e.g., Microsoft Project). To complete this process, in the Schedule tab in Procore Drive: Launch > Modify > Save	Update and Upload a Project Schedule File

Detailed Steps

Support Link

Configuring the Program Tool

Prior to creating using the Program tool, and ideally at the start of project, you should review and adjust as needed to the Program tool configurations.

Using the settings cog in the Program tool (requires Admin access to Program tool) adjust the following to align with your requirements:

Program Settings
Email Settings (see more below on Configuring Program emails)

Select “Update” to finalise. Refer to listed support articles for more information.

Follow the listed support articles for detailed steps

Configure Advanced Settings: Project Schedule

Loading your Program into Procore

Loading your Program into Procore can be completed via the following options:

Via Procore Web Application
Via Procore Drive (recommended)

Note – Procore Drive is a Windows utility that can be downloaded for free from Procore support: Procore Drive.

Upload using Web

Upload using Procore Drive

Creating Lookaheads in the Program

Once your Program is loaded into Procore, you can create granular level site-based program’s called ‘Lookaheads’.

These are very useful, especially for Works Supervisors to complete the level of detail needed to manage site works that may not be in the main Program.

Create Lookaheads

View Lookaheads

Manage Subtasks

Configuring Program automated emails

While having the Program in Procore makes it easy for internal and external team members to access the current schedule of works, it is also very useful to push out weekly updates automatically to your project stakeholders.

Procore allows three types of automated ‘lookahead emails’:

Weekly Project Program – full program to all users marked for this email
Weekly Resource Programs – filtered program based on user resource assignment for all users marked for this email
Weekly Lookahead email

Notes:

For Weekly Resource Program emails, you need to ensure users are assigned resources. Recommended that the “resource” column in your programming software (e.g., Microsoft Project) uses generic terms for resources (e.g., “Concreter”, “Electrician”) as opposed to specific company names.
Recommended the Weekly Project Program is sent to your internal team member only.

Send Weekly Project, Resource, and Schedule Lookaheads Emails

Assign Resources to Microsoft Project Users

Updating the Program

Prior to a formal Program update, team members can request certain tasks they are responsible for be updated to reflect their progress. There are two option for this:

1. Update % Complete of a task using the Mobile App

-or-

2. Request a change using Procore Web

Update % Complete

Request Schedule Change

Whoever is responsible for approving and updating any program changes (typically the Project Manager) can use the “Review Schedule Change Requests” to assess what tasks the team have updated before updating the file.

Review Schedule Change Requests

Formal updating of the Program file will need to be completed in your native programming software (e.g., Microsoft Project).

To complete this process, in the Schedule tab in Procore Drive:

Launch > Modify > Save

Update and Upload a Project Schedule File

Handy Tips

Once the Program is loaded, it will pre-populate into the Site Diary for each day, against which the site team can confirm attendance and make notes against work completed (note: this will not update back to Program file)
Once the Program is loaded it will show in the Project Home for tasks and Milestone
Procore will automatically save a copy of each Program update in a system folder in the Documents tool in your project.