The Tool Desk
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Start by deciding which problem is primary: governed engineering information and model coordination, construction document and field execution, or program-level schedule, resource, cost and risk control. Many organizations need all three, but one platform may be stronger in one layer than another. Shortlist products against the same scenario, verify integrations and governance contractually, and price the people and work required to operate the system—not just the subscription.
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1. Define the delivery outcomes before comparing products
“Project delivery software” describes several overlapping categories. An engineering consultancy coordinating complex models has different first-order needs from a contractor managing RFIs and submittals, while an infrastructure owner may prioritize portfolio controls, auditability and long-term information retention. Write the outcomes in operational terms before looking at product names.
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Engineering information and model coordination
Specify the authoring applications, drawing and model formats, reference-file relationships, revision rules and review gates that must work. A useful requirement is not “supports BIM”; it is “a revised discipline model preserves references, is visible to the authorized reviewers, records the review decision and remains traceable to the approved issue.” Include civil, structural, geotechnical, utilities, rail, building-services and GIS data where those disciplines participate.
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Construction administration and field execution
List the records that move between office and site: correspondence, RFIs, submittals, meeting actions, inspection evidence, markups, daily progress and approved drawings. Decide which tasks must work on a phone or tablet, what happens with intermittent connectivity, and how a field observation becomes an assigned issue, a formal RFI or a change.
Project controls and portfolio management
Make schedule, baseline, scenario, resource, cost, risk and earned-value requirements explicit. Clarify who owns updates, how often the baseline changes, which calendars and codes are mandatory, and which reports must reconcile with the owner’s financial or enterprise-resource-planning system.
Information governance
Define the required hosting region, identity provider, multifactor authentication, role model, audit trail, retention period, legal hold, export format and exit assistance. Treat these as acceptance criteria rather than assumptions about a product’s marketing description.
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2. Build a requirements model that mirrors your handoffs
Interview representatives from the owner, designer, contractor, project-controls team, site supervision, document control, IT, security and records management. Draw the current flow for one work package and mark every transfer, duplicate entry, approval and exception. The future system should remove avoidable re-keying while preserving accountability.
Questions for engineering and design teams
- Which desktop authoring tools and versions are in use, and can users continue working when disconnected?
- How are reference files, shared coordinates, naming conventions and revisions controlled?
- Can reviewers compare 2D, 3D and, where needed, 4D information in the same review?
- How are interdisciplinary issues assigned, escalated, verified and closed?
- What is the approved-information state, and who can publish or supersede it?
Questions for delivery and field teams
- Can an approved drawing or submittal reach the correct subcontractor and field user without an email attachment?
- Can a field user capture a markup, photo or progress update offline and synchronize it safely later?
- How are RFI dates, responsibility, status and links to source documents maintained?
- What prevents a superseded document from being used on site?
Questions for controls and management
- Can the system import or connect to the schedules your teams actually maintain?
- Can planners compare a current forecast with a baseline and a what-if scenario?
- Can resource constraints, cost codes, risk responses and earned value be reported at the required work-breakdown level?
- Which data must flow to ERP, GIS, analytics, asset-management or records systems?
3. Compare the three documented platform emphases
The following is a requirements-oriented comparison of capabilities described in official vendor materials. It is not a head-to-head performance test. Usability, implementation effort, service reliability, security controls, total cost and customer outcomes require your own validation.
| Platform | Documented emphasis | Potential fit to investigate | What your proof of concept must establish |
|---|---|---|---|
| Bentley Infrastructure Cloud ProjectWise | Engineering-application integration, managed workspaces and reference files, multidisciplinary design and constructibility reviews using 2D, 3D and 4D models, and support for more than 50 formats. Bentley distinguishes ProjectWise capabilities from broader Connect capabilities. | Teams with complex engineering information relationships, governed design reviews and many authoring applications. | Your actual files, references, revisions, review permissions, issue closure, web/mobile access, offline behavior, integrations and the exact subscription entitlements required. |
| Autodesk Forma workflows | A platform spanning project management, design management, field workflows and other construction modules. Described workflows include schedules, correspondence, RFIs, submittals, meeting records and mobile field access; infrastructure material discusses combining BIM and GIS information. | Organizations seeking connected design, construction-document and field processes, particularly where Autodesk workflows are already established. | Current product names and entitlements, document-control configuration, issue-to-RFI flow, schedule exchange, mobile use under site conditions, BIM/GIS handoff and named integrations. |
| Oracle Primavera Cloud | Delivery-team materials emphasize critical-path-method master scheduling, field task management, baseline and scenario management, resource and cost management, risk registers and earned-value management. | Programs where integrated planning and project controls are the dominant selection driver. | Schedule import and update ownership, calendars and codes, scenario comparison, resource and cost calculations, risk workflow, earned-value reporting and connections to design and field records. |
Autodesk’s construction pages now place Autodesk Construction Cloud within Autodesk Forma and use labels including Forma Build and Forma Data Management, while other materials use BIM Collaborate Pro and Docs terminology. Confirm the current name, package and entitlement for your geography before writing requirements into a contract. The Oracle delivery-team datasheet available for review does not make its publication or version date clear, so obtain the current edition during procurement.
4. Test the capabilities that determine real delivery risk
Engineering data, models and references
Load a representative model or drawing set from each major discipline, including a revision and its linked references. Ask the vendor team to show the complete path: upload or synchronization, permission inheritance, federation, review markup, issue assignment, response, approval and publication. Bentley states support for more than 50 formats and application/reference-file integration; that claim does not guarantee that your particular versions, custom objects or coordinate systems behave correctly. Test them directly.
Document control and formal handoffs
Configure a common data environment with draft, shared, approved and superseded states. Create a transmittal, route an approval, reject a revision, and retrieve the audit history. Verify that a design-to-construction handoff carries the right metadata and that downstream users cannot accidentally select an obsolete file. Autodesk describes Docs as providing document control, approvals, issue tracking and transmittals; your test should confirm the configuration and permissions needed for your organization.
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Interdisciplinary reviews and issue management
Use a real coordination problem, not a prepared “happy path.” Assign the issue to a discipline outside the person who created it, set a due date, add evidence, revise the affected model, verify the fix and close it. Then convert one issue into a formal RFI or equivalent record. Check whether links, responsibility, response dates and approval status remain intact across modules.
Schedule, cost, resource and risk controls
Import a current schedule and test calendars, codes, actuals, forecast dates and baseline comparison. Create a scenario that changes a constraint, assess resource impact, record a risk response and produce the management report that your governance board uses. Autodesk says schedules from Primavera P6, Microsoft Project or ASTA Powerproject can be brought into Forma Build; verify which direction the exchange works, what data is lost and which license tier is required. Oracle lists CPM scheduling, resource and cost management, risk and scenario functions and earned value; verify formulas and reconciliation against your established controls.
Field and mobile use
Have a supervisor retrieve an approved drawing, add a markup, capture an observation and submit progress using the device and connectivity available on site. Repeat with the device offline or on a constrained connection, then synchronize and inspect conflict handling. Autodesk describes mobile access to submittal information and field-progress markups. Bentley product material describes web and mobile access, including offline access. Treat those statements as starting points for a site test, not proof that your chosen devices and policies will work.
Interoperability and surrounding systems
Write down every named connector you need: authoring tools, GIS, ERP, document archives, identity, analytics and project-controls systems. Test an actual exchange with production-like data, including error handling and retry behavior. Autodesk reports more than 400 prebuilt integrations on its workflow page, while Bentley describes third-party connections and broad design-application compatibility. A count of integrations does not establish that the exact connector, direction, data object or license you need is included.
5. Run a repeatable proof of concept
A proof of concept should answer “Can our people complete our work with our information?” rather than “Does the demonstrator know the product?” Use the same script for every shortlisted platform and record evidence.
- Select one representative work package. Include an engineering model or drawing set, a revision, a cross-discipline review, an issue that becomes a formal RFI, an approval or submittal, a schedule activity, a field update and a controlled handoff.
- Prepare test data and roles. Use sanitized but structurally realistic files, naming conventions, permissions and schedule codes. Include at least one owner or client user, designer, contractor or project-controls user and field participant.
- Define acceptance checks before the demonstration. Examples include preserved references, visible revision history, correct reviewer routing, complete audit trail, successful offline synchronization, reconciled schedule dates and a retrievable approved handoff.
- Let users perform the tasks. Vendor staff may configure the environment, but your participants should create, review, approve, update and retrieve the records. Capture every workaround, duplicate entry and permission intervention.
- Measure consistently where measurement matters. If you record completion time, use the same starting data, role and endpoint for each product. Record errors, training prompts, support interventions and data loss; do not infer productivity improvements from a scripted vendor demo.
- Repeat failure paths. Test a rejected approval, late RFI, superseded drawing, disconnected device, failed import and user without the expected entitlement. Document recovery steps and who can perform them.
- Score evidence and risk. Mark each requirement as demonstrated, partially demonstrated, not demonstrated or not applicable. Attach screenshots, configuration exports, test files and open questions to the procurement record.
Invite occasional users and partner organizations into the test. A system that works for a full-time administrator may be impractical for a subcontractor who logs in once a month. Verify guest access, identity provisioning, language and device requirements before treating a workflow as complete.
6. Evaluate governance, security and exit conditions
Ask for written answers and contract language, not only a security slide. Confirm data location and selectable hosting regions, tenant isolation, encryption, identity integration, multifactor authentication, privileged-access controls, audit-log retention, backup and restoration objectives, incident notification, legal hold, records retention and deletion. Establish who owns project data and which export formats are available at termination.
Bentley describes dedicated environments and selectable data-storage location for its bundle. That description does not establish compliance with your owner, jurisdiction or sector requirements. Make each required control a pass/fail item and require evidence from the vendor’s current security and legal documentation.
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7. Calculate total cost and implementation effort
Subscription price is only one line in the business case. Model the cost of tenant or project setup, integrations, data cleansing and migration, identity administration, configuration, templates, training, support, super-user time, device management, partner onboarding, renewal and exit. Include the internal effort to govern naming, permissions and approved information.
Bentley’s product page showed a starting price of USD $960 for a 12-month Virtuoso subscription with one license, and a ProjectWise Bundle at USD $10,440 including 15 Connect subscriptions, six ProjectWise subscriptions and one preconfigured tenant. These are vendor-listed offers that may change and are not an estimate for your organization. Confirm currency, geography, tax, renewal, user limits, storage, implementation services and current package contents directly.
Autodesk’s account and product packaging, and Oracle’s licensing and implementation terms, should likewise be quoted for the exact roles, regions, modules and project duration you need. Do not compare a single named license from one product with a multi-role bundle from another.
8. Use a weighted decision framework
Set weights with the steering group before seeing final scores. A controls-heavy program might weight schedule, cost, risk and integration more heavily; a design-led alliance might weight model coordination, references and review governance. Keep commercial risk and usability separate from feature presence.
| Decision area | Evidence to score | Suggested scoring question |
|---|---|---|
| Engineering and model coordination | Real files, references, revisions, 2D/3D/4D review and issue closure | Can every discipline complete its review without losing context or traceability? |
| Documents and approvals | States, permissions, transmittals, audit history and handoff | Can we prove which information was approved and who received it? |
| Field execution | Mobile retrieval, markup, offline synchronization and progress update | Can site users complete the required task under actual connectivity? |
| Controls | Schedule exchange, baselines, scenarios, resources, costs, risks and earned value | Do outputs reconcile with our established control accounts and reports? |
| Interoperability | Named connectors, data direction, error handling and license scope | Does information move reliably through our existing stack? |
| Governance | Hosting, identity, security evidence, retention, export and exit | Does the contract satisfy owner and jurisdiction requirements? |
| Adoption and operations | Partner access, administration, training, support and recovery paths | Can our team operate it after implementation consultants leave? |
| Commercial risk | All roles, implementation, renewal, migration and exit costs | Is the five-year cost understandable under realistic user growth? |
Record mandatory requirements separately from weighted preferences. A platform that fails a legal retention or data-location requirement should not win through a high usability score.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.9. Avoid common selection mistakes
Choosing by brand category
Calling one product “design software,” another “construction software” and a third “controls software” can hide overlap and gaps. Map each required handoff and test it end to end.
Accepting a format count as interoperability proof
“More than 50 formats” or “more than 400 integrations” is useful context, but it does not prove support for your file versions, custom attributes, coordinate systems, connector direction or entitlement. Load your own representative data.
Ignoring the partner experience
Owners, designers, contractors and subcontractors may have different identities, devices and license rights. Test invitations, guest roles, occasional use, mobile access and revocation.
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Leaving governance until after selection
Hosting region, audit retention, export and deletion terms can change the shortlist. Ask for contractual evidence before signing.
Confusing a case-study figure with a benchmark
An Autodesk infrastructure page displays customer-reported figures: DFW Airport “40 Hrs” saved in data entry per week, KTC “65%” reduction in RFI management and Fredon “AU$150” saved in administrative costs. The retrieved page does not show publication years. These are attributed examples, not market-wide results; your proof of concept should establish whether your baseline and process are comparable. No neutral, independently published, dated industry-wide impact statistic was established in the material reviewed.
10. Make the selection and rollout decision
Choose the platform that passes mandatory governance and interoperability checks and gives representative users a reliable path through the highest-risk workflow. Publish the decision record with tested scenarios, open risks, assumptions, license quantities, implementation responsibilities, acceptance criteria and a date for revalidation of product names and pricing.
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Frequently asked questions
Is one platform likely to cover engineering, construction and project controls equally well?
Do not assume it. The documented materials emphasize different layers: ProjectWise engineering information and governed reviews, Forma-connected design, construction and field workflows, and Primavera Cloud project controls. Use an integrated proof of concept to identify whether one platform meets all mandatory requirements or whether a deliberate integration architecture is safer.
How many users should participate in the proof of concept?
At minimum, include an owner or client user, designer, contractor or project-controls user and field participant, plus an administrator or document controller. Add an occasional partner user when external access is central to delivery.
Should schedule exchange be a pass/fail requirement?
Yes, when the schedule is a governing record. Test the actual import or connection, update ownership, calendars, codes, baseline and scenario behavior, and reconciliation with your reporting system. A product that merely displays a schedule may not satisfy a controls requirement.
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How should we handle changing product names?
Write requirements by capability and workflow, then map the current commercial SKU and entitlement at quotation time. Autodesk materials currently use Forma labels alongside older Docs and BIM Collaborate Pro terminology; confirm the package for your geography. Recheck all names and prices immediately before contracting.
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What evidence should a vendor provide for security and data ownership?
Request current contractual terms and security documentation covering hosting location, identity, audit logs, retention, export, deletion, incident response, subcontractors and exit assistance. Treat an unverified marketing statement as an open procurement risk.
Can a vendor testimonial prove that a product is the best choice?
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Frequently Asked Questions
Is one platform likely to cover engineering, construction and project controls equally well?
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Include at least an owner or client user, designer, contractor or project-controls user, field participant and administrator or document controller; add an occasional partner user when external access is central.
Should schedule exchange be a pass/fail requirement?
Yes, when the schedule is a governing record. Test the actual exchange, update ownership, calendars, codes, baseline, scenarios and reconciliation with reporting systems.
How should we handle changing product names?
Write requirements by capability and workflow, then map the current SKU and entitlement at quotation time. Confirm current packaging for the target geography before contracting.
What evidence should a vendor provide for security and data ownership?
Request contractual and security documentation covering hosting location, identity, audit logs, retention, export, deletion, incident response, subcontractors and exit assistance.
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No. A testimonial illustrates one customer’s view and is not independent comparative evidence.
The Bottom Line
Shortlist by workflow, not by feature count. Prove model and document control, interdisciplinary review, field use, schedule and controls integration, governance and total operating cost with the people and data that will use the system. Select the platform that passes your mandatory checks and produces the least risky, most traceable handoffs.
Quick Recap
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