What five data points should every capital project dashboard track for compliance?

As a Building Owner or Owner’s Representative, you know capital projects are complex. They are expensive, long-term, and fraught with potential for delays and cost overruns. Most capital projects fail because owners can’t see the full picture, leading to reactive management. Robust compliance isn’t just about avoiding penalties, it’s about maintaining control, mitigating risks, and ensuring your investments deliver. This demands clear, actionable data.

Today, too many owners rely on fragmented spreadsheets and disconnected tools, making true compliance tracking a manual, error-prone exercise. An AI-native command center, like PRIVV, centralizes your project intelligence. It shifts you from piecemeal tracking to a unified dashboard, giving you real-time visibility. Here are five essential data points every capital project dashboard must track for proactive compliance.

1. Schedule Milestone Adherence

Every capital project lives and dies by its schedule. Compliance here means more than just hitting the final deadline. It means consistently meeting critical intermediate milestones: design approvals, procurement completion, foundation pours, and system commissioning. Your dashboard should clearly show planned versus actual dates for each major milestone, highlighting any variances immediately.

• Why it matters for compliance: Missed milestones often trigger contractual penalties, impact financing agreements, and can violate regulatory submission timelines.
• How PRIVV helps: PRIVV provides a single, standardized framework for schedule tracking across your entire portfolio, ensuring consistency in reporting and early identification of delays, boosting overall project efficiency.

2. Budget Adherence and Variance

Financial compliance is non-negotiable. Your dashboard needs to deliver a clear, real-time snapshot of your project’s financial health. This includes tracking actual expenditures against planned budget lines, committed costs, and forecasts to completion. Focus on significant variances that could signal underlying issues or potential breaches of financial agreements.

• Why it matters for compliance: Budget overruns can violate lender covenants, internal funding policies, or public spending mandates. Clear visibility prevents unauthorized spending and ensures financial accountability.
• How PRIVV helps: By consolidating all financial data into one platform, PRIVV offers unprecedented transparency into project spending. This eliminates double-data entry and helps identify discrepancies faster.

3. Change Order Log and Status

Change orders are a reality in capital construction, but unchecked change order chaos can derail budgets and schedules and become a significant source of disputes. Your compliance dashboard must offer a comprehensive log of all change orders, detailing their status, approval dates, financial impact, and reason for initiation. This includes pending, approved, and rejected changes.

• Why it matters for compliance: Untracked or improperly documented change orders are fertile ground for claims, litigation, and regulatory scrutiny. Consistent tracking ensures contractual adherence and dispute avoidance.
• How PRIVV helps: PRIVV provides a standardized workflow for managing change orders, ensuring proper documentation and transparent approval processes. This drives consistency and reduces the risk of costly disputes.

4. RFI and Submittal Turnaround Times

The speed at which Requests for Information (RFIs) and submittals are processed directly impacts project flow and compliance. Delays in these areas can stall work, lead to errors, and even trigger claims. Your dashboard should track the average turnaround time for RFIs and submittals, identifying bottlenecks and flagging items exceeding agreed-upon response periods.

• Why it matters for compliance: Timely responses are often contractually mandated. Delays can lead to schedule breaches, quality issues, or non-compliance with specifications, potentially causing expensive rework.
• How PRIVV helps: PRIVV automates repetitive tasks and streamlines communication, enhancing the efficiency of your RFI and submittal processes. Its AI capabilities can even help users find information faster to expedite responses.

5. Critical Document Status (Permits, Approvals, Inspections)

From zoning permits and environmental impact assessments to safety inspections and final occupancy certificates, a capital project generates a mountain of critical documents. Your dashboard must provide a clear, real-time status of all necessary permits, regulatory approvals, and inspection results. This includes expiration dates and responsible parties.

• Why it matters for compliance: Missing or expired permits can halt construction, incur fines, or invalidate insurance. Non-compliance with building codes or environmental regulations carries severe legal and financial repercussions.
• How PRIVV helps: PRIVV centralizes all project documentation, creating a single source of truth. This offers complete transparency and consistency in document management, ensuring nothing falls through the cracks.

Reclaim Control with Data-Driven Compliance

Tracking these five data points transforms your project oversight from reactive to proactive. It gives you the full picture, helping you prevent issues before they escalate. Most project owners grapple with disconnected tools and redundant manual workflows. PRIVV solves that by bringing every tool and workflow onto one connected, AI-native platform.

AI isn’t replacing people. It’s replacing inefficiency. Discover how to modernize your capital project management and gain unparalleled compliance visibility. Schedule a demo to see PRIVV in action.