How OpenSpace Track Implementation Works

Overview

Setting up OpenSpace Track for a new project typically takes a minimum of four weeks, depending on project size and tracking scope, and follows a consistent set of steps.

Implementation phases

• Documentation collection: You’ll provide the project schedule, construction drawings, floor plans, and any BIM models. The OpenSpace team reviews these to understand the scope.
  • Project schedule—in a native format if possible (Microsoft Project MPP, Primavera P6, Asta Powerproject). Excel also works well. While you can use a PDF, it provides less precise data, and our platform cannot deliver an updated native schedule file back to you, and activity-level detail and dependencies may be lost.
  • Construction drawings/floor plans—the latest versions, including architectural, mechanical, electrical, plumbing, and fire protection drawings.
  • BIM models—if available. BIM models are especially valuable for MEP tracking, though not a requirement; our platform can track effectively without them.
  • Door schedules, equipment schedules—these help the design team understand specifications per room.
  • Sequence plans—helpful, but not required.
  • Shop drawings—useful for detailed MEP tracking.
  • Tip: Work with your OpenSpace Track Implementation Consultant to establish a consistent file-sharing process (e.g., via Autodesk, Box, or another platform your team already uses). Having a standardized process across all your projects saves time.
• Task breakdown creation: The OpenSpace team creates a detailed task breakdown—a spreadsheet listing every activity and component that will be tracked, organized by trade and construction phase. The task breakdown is the master list of everything OpenSpace Track will track on your project, organized by construction phase or trade.
• Task breakdown review: You review the breakdown with OpenSpace, including your OpenSpace Track Implementation Consultant. This is your chance to confirm terminology, add missing items, remove unnecessary ones, and adjust groupings.
  • The breakdown lists every task and its individual components—the smallest visually trackable elements. For example, under "Fire Protection Overhead Rough-In," the components might include sprinkler mains, sprinkler branch pipework, and insulation.
  • Key points about the task breakdown:
    • It should capture every piece or part you want tracked—the more complete it is, the better the data.
    • Terminology can and should be adjusted to match your team’s language.
    • A single subcontractor can be split into multiple "de facto trades" for more granular tracking (e.g., one drywall contractor shown as separate cards for Framing, Hang Drywall, and Finished Drywall).
    • Exterior scope (envelope) and interior fit-out scope can be separated into different tracking phases.
  • If an element isn’t documented in a drawing or model (e.g., conduit routing that the electrical contractor figures out on-site), it’s harder for the platform to anticipate how much should be installed in each room. In these cases, the QA team uses context clues—for example, if a schematic shows three data outlets in a room and cabling to only one outlet has arrived, they’ll estimate roughly one-third complete. Color-coding for cabling types can significantly help the QA team differentiate between power, data, fire alarm, and security cabling; communicate any color-coding conventions to your OpenSpace Track Implementation Consultant early in setup.
• Spatial setup: The OpenSpace team maps your floor plans and creates the spatial structure—floors, areas/zones, and rooms—that determines where each activity is tracked.
• Schedule integration: OpenSpace loads your project schedule, which is mapped against the task breakdown so the platform can compare actual progress to planned progress.
• Launch session: The launch session is led by your OpenSpace Track Implementation Consultant, who will walk your team through OpenSpace Track features. Invite everyone who will use OpenSpace Track day to day.
• Benchmarking: A few weeks after launch, we’ll hold a benchmarking session with you to compare the platform’s data against your team’s assessment and calibrate as needed.

Again, components are the smallest visually trackable element. Our platform tracks whatever is visible in the 360° images. For items that are not visually trackable (e.g., commissioning, programming), you provide the completion data and OpenSpace can include it as a non-visual task.

FAQ

Can I make changes to the task breakdown after launch?

Yes, but there are limitations on the number or frequency of changes. Adding a new component or task is generally simple and quick. Changing the spatial structure (e.g., how floors or zones are defined) is more time-consuming but possible. Combining or separating tasks can be done, but note that changing one task on one floor changes it on every floor, since the task structure is unified across the project. Changes are typically implemented within two to seven business days.

Next steps

• How Component Weights Work
• Portfolio View & Executive View
• Navigating the Building View & Site Plan

If you have any additional questions please reach out to your OpenSpace Track Implementation Consultant.