Case study / BIM Co-ordination
BIMcollab: Portfolio Design Coordination Intelligence for a Tier 1 Contractor
Background
165,000 coordination issues. No way to see across them.
BIMcollab is a leading design coordination platform used across major construction programmes to raise, assign and track coordination issues — capturing everything from design clashes and modelling errors to spatial conflicts between disciplines. On any active project it builds a detailed, structured record of every issue raised, assigned, resolved and closed. But the platform was designed to work project by project, and the reporting it provided natively reflected that architecture.
For a leading tier 1 contractor managing a large portfolio of live projects — with over 165,000 coordination issues recorded across 32 active programmes — this meant the data existed but the portfolio view did not. BIM managers, design leads and leadership had no consistent way to see which projects were carrying the most unresolved coordination risk, how the supply chain was performing on issue resolution, or which work packages were generating the most activity. The business engaged Acumine to build the reporting layer that made it possible.
No portfolio view of coordination issue performance
BIMcollab held detailed issue data across every live project — but it was fragmented across individual project environments. Getting a consistent picture of active, overdue and resolved issues across the portfolio required logging into each project separately and manually compiling the results, making cross-project comparison effectively impossible at the frequency the business needed.
Supply chain resolution performance invisible at scale
BIMcollab assigned issues to specific organisations — architects, MEP engineers, specialist subcontractors — and tracked whether they resolved them on time. But with no aggregated view across projects, there was no structured way to see which supply chain partners were consistently underperforming on resolution speed or close-out rates across the full portfolio.
Work package coordination pressure not visible
Coordination issues in BIMcollab were tagged to work packages — structural, mechanical, electrical, façade and others — but there was no way to compare coordination volumes and overdue rates across work packages at portfolio level. Understanding which disciplines were generating the most coordination risk, and whether that was concentrated on specific projects, required a manual analysis that was rarely done.
Platform adoption a blind spot
BIMcollab held user activity data — logins, access frequency, internal versus external users — but this was not surfaced in a form that gave the BIM team visibility of whether the supply chain was actively engaging with the platform. Projects where the supply chain was rarely accessing BIMcollab were indistinguishable from well-engaged ones without a manual audit.
What BIMcollab captures
Rich coordination data across issues, organisations and users — fragmented by project.
BIMcollab recorded a detailed, structured picture of design coordination activity across every live project — issues raised, assigned and resolved across multiple disciplines, with full lifecycle tracking and user engagement data. Acumine connected to the BIMcollab API, aggregated this data across all projects into a single governed model, and surfaced it in Power BI.
Coordination issues
Issue type, location, priority and lifecycle — every project, every discipline
Each coordination issue in BIMcollab was recorded with its type (design, modelling or spatial), priority, location (region, project, area, level, work package), assigned organisation and individual actionee, created and due dates, and full status history — active, resolved, closed, reactivated or reopened. This provided the structured issue-level data underpinning all portfolio, project and work package reporting.
Organisational performance
Resolution and close-out time by supply chain organisation and discipline
BIMcollab tracked which organisation each issue was assigned to and the resolution and close-out journey for each one — creating a detailed record of how each supply chain partner was performing across the portfolio. Combined with organisation group classifications (architect, MEP, structural engineer, specialist), this allowed Acumine to build a structured cross-project view of supply chain coordination performance by discipline and organisation.
User activity data
Login frequency, user classification and platform engagement by project and organisation
BIMcollab held user activity records capturing total users, login frequency and the split between internal and external users by project. This enabled the reporting platform to surface adoption analytics — identifying frequent, non-frequent, occasional and inactive users by organisation and project, and tracking how platform engagement was evolving month by month across the supply chain.
The solution
A nine-tab design coordination intelligence platform across the full portfolio
Acumine built a Microsoft Fabric and Power BI reporting platform that connected to the BIMcollab API, aggregated coordination issue, organisational performance and user activity data across all live projects into a single governed model, and delivered a nine-tab dashboard giving BIM managers, design leads and leadership a complete, always-current picture of coordination performance and platform adoption across the portfolio.
The dashboard was filterable throughout by region, project, CRM stage, design stage, issue type, priority, work package, area, level and organisation — allowing every view to be focused on the specific combination of projects, disciplines and supply chain partners relevant to the user's question.
01
Portfolio overview
A top-level summary of the portfolio coordination position — total issues, active issues, closed issues and percentage closed — with three KPI donut charts showing the breakdown of active issues (active, overdue, overdue more than 30 days), resolved issues (with resolution time bandings of under 3, 7 and 14 days) and closed issues (with close-out time bandings and percentage closed on time). Active issues by type and resolution and close-out time by supply chain organisation were surfaced as bar charts, giving BIM leadership an immediate picture of portfolio health and supply chain performance.
02
Project detail
A project-level view showing issue status breakdown (active, active overdue, resolved to close, closed) as a donut chart with counts and percentages, alongside issues broken down by level, area, type and assigned organisation. The 'issues by assigned company' view showed each organisation's open, overdue, resolved and closed volumes as a grouped bar chart — giving BIM managers a complete picture of the coordination position on any selected project with full filtering by work package, actionee and date.
03
Project activity
A monthly trend view showing issues created, resolved, closed and reactivated over time — with a toggle between an activity chart (absolute volumes by month) and a progress view (net movement). A monthly activity table below showed the same metrics broken down by project, month and issue type, giving the BIM team the ability to compare coordination throughput across projects and identify months where reactivations or closures were running significantly above or below the creation rate.
04
Project targets
Four KPI gauges showing percentage of active issues, percentage of active overdue issues, percentage of issues resolved within 7 days and percentage of issues closed on time — giving leadership an at-a-glance view of whether portfolio performance was tracking within target thresholds. Below the gauges, a matrix showed the same indicators broken down by project and issue type, with average resolution and close-out times and trend indicators, enabling focused conversations about underperforming projects or issue categories.
05
Coordination issue log
A full searchable and filterable issue register showing every coordination issue across the portfolio — with columns for issue number, priority, created date, due date, status, status date, actionee, actionee company, overdue by (days) and a direct link back to the issue in BIMcollab. Filters by location, issue metadata, issue status and actionee allowed BIM managers to focus on specific overdue items, priority issues or supply chain partners without leaving the reporting environment. A summary row above the table showed counts across status, overdue and approval categories.
06
Coordination issues by work package
A work package level view showing active, overdue, resolved and closed volumes by work package as a grouped bar chart — with a matrix below breaking down active issues by work package and company. The matrix category could be switched between company owner, level, area, label and issue type, allowing the BIM team to analyse coordination pressure from multiple angles and identify which work packages were carrying the most unresolved or overdue issues and which supply chain partners were responsible.
07
Organisational performance
A supply chain performance dashboard showing resolution time and close-out time by organisation as a grouped bar chart across all supply chain partners — alongside a performance matrix showing issues assigned, issues resolved, percentage resolved, average time to resolve, issues closed, percentage closed and average time to close for each organisation by project. A separate chart broke down resolution and close-out time by issue type (design, modelling, spatial), giving the BIM and commercial teams the data to drive consistent performance conversations with architects, MEP engineers and specialist subcontractors.
08
Usage
A platform adoption summary showing total users, total frequent users and percentage of frequent users — with a donut chart splitting internal and external users, a login frequency breakdown (frequent, non-frequent, occasional, never accessed) and maximum user counts by project. Monthly login activity was tracked as a bar chart showing how platform engagement was evolving over time, segmented by SRM and non-SRM users. This gave the BIM management team visibility of which projects and supply chain partners were actively engaging with BIMcollab and where adoption was falling short of expectations.
09
Usage detail
A detailed adoption view showing login frequency over time as a stacked bar chart (frequent, non-frequent, occasional and never accessed users month by month) — alongside an activity-by-project matrix showing active users, frequent users, non-frequent users, occasional users and never-accessed counts for each project and month. An activity-by-organisation table extended this to the supply chain level, showing each organisation's user counts, frequent user percentage and frequent user ratio — making it straightforward to identify organisations where adoption was consistently low and where targeted engagement was needed.
Outcomes
Portfolio coordination intelligence that BIMcollab alone could not provide
A live portfolio view of 165,000 coordination issues
For the first time, BIM managers and leadership had a single, always-current view of active, overdue and resolved coordination issues across all 32 live projects simultaneously — without logging into individual BIMcollab environments or manually compiling reports. The overview and project target dashboards made the portfolio coordination position immediately visible at the start of every working day.
Supply chain coordination accountability made measurable
The organisational performance dashboard gave the BIM and commercial teams a data-driven view of how each supply chain partner was performing on issue resolution and close-out — by average days to resolve, percentage resolved on time and close-out rate. This turned supply chain performance conversations from anecdotal to evidence-led and made it possible to benchmark organisations consistently across the portfolio.
Work package coordination risk surfaced for the first time
The work package dashboard revealed which disciplines were generating the most coordination pressure and where overdue issues were concentrated — giving BIM managers and design leads the ability to direct coordination meetings and supply chain interventions to the packages and companies most in need of attention, rather than discovering issues through project walkthroughs.
Platform adoption tracked and acted on
The usage and usage detail dashboards gave the BIM team visibility of supply chain engagement with BIMcollab for the first time — identifying organisations and projects where login frequency was low, tracking whether adoption was improving over time, and providing the data to have targeted conversations with supply chain partners about platform engagement. Adoption became a measurable, manageable metric rather than a persistent unknown.
Technology
BIMcollab coordination data structured for portfolio management in Power BI
The solution connected to the BIMcollab API via a Microsoft Fabric data pipeline, pulling coordination issue, organisational performance and user activity data across all live projects and structuring it into a single, governed model. Power BI delivered the nine-tab reporting layer — with interactive filtering across region, project, issue type, work package, organisation and date, and regular refresh ensuring the dashboard always reflected the current BIMcollab position across the portfolio.
This challenge — a design coordination platform with rich project-level data but no portfolio view — is one Acumine encounters consistently across tier 1 contractors and major project delivery organisations. If your teams use BIMcollab and your BIM management and leadership lack a consistent cross-project picture of coordination performance, supply chain engagement and platform adoption, Acumine can build the same reporting platform for you.
Work with Acumine
Using BIMcollab and missing portfolio visibility of coordination performance?
If your projects are recording coordination issues in BIMcollab but your BIM managers and leadership have no consistent cross-project picture of active issues, supply chain resolution performance and platform adoption, Acumine can build the reporting platform that connects it — aggregating your BIMcollab data automatically and delivering the portfolio intelligence your business needs.