Walgreens, JLL, BVNA & Quandary Redesign ProTrack to Modernize Multi-Site Retail Capital Improvement Management

The Solutions

Redesigning ProTrack Around the Walgreens Store Refresh Process

Quandary redesigned the Quickbase-powered ProTrack environment to better reflect how Walgreens, JLL, BVNA, contractors, vendors, and internal stakeholders actually coordinated capital improvement projects.

Instead of forcing users to adapt their work to the structure of the application, the redesigned system was structured around the operational relationships between sites, projects, scopes, milestones, stakeholders, vendors, budgets, documents, approvals, and closeout activities. Quickbase remained the foundation because its low-code architecture could support a highly configurable environment while maintaining role-based access, automation, integrations, and portfolio-level reporting.

The ProTrack platform itself was designed to support configurable user privileges, vendor and stakeholder task management, milestone tracking, automated notifications, integrations, and site- and program-level reporting and Quandary used those capabilities to create a more intuitive operating model for Walgreens' programs.

Creating a Single Source of Truth for Every Walgreens Location

One of the most important architectural principles was establishing the store or site record as the operational center of the system. Rather than information being scattered across spreadsheets, email threads, individual project trackers, and departmental systems, stakeholders could work from a common record connected to the broader history of the Walgreens location.

This aligned with ProTrack's site-management model, where site records can centralize approvals, project milestones, recurring services, documents, assets, planning information, and project communications

Connecting Interdepartment-Specific Workflows Without Creating Departmental Silos

A major design consideration was recognizing that different departments needed different experiences and the answer was not to force everyone into the same dashboard. Quandary designed ProTrack so users could interact with the information most relevant to their responsibilities while still contributing to a common operational dataset.

• Project managers could focus on schedules, milestones, dependencies, and exceptions.
• Construction teams could focus on active projects and field execution.
• Facilities teams could track site conditions and required improvements.
• Procurement and vendor-management stakeholders could manage contractor information and purchasing activity.
• Financial stakeholders could monitor budgets, approvals, and spend.
• Executives could view portfolio and program performance.

The underlying information remained connected even though the user experience changed based on role.

Managing Hundreds of Milestones Without Hundreds of Follow-Up Emails

Walgreens' own ProTrack use case demonstrates the scale of the scheduling challenge: the environment supported a 700-line schedule managed and reported in real time through ProTrack. The Walgreens program included multiple remodel programs, new-store and program rollouts, permitting, scheduling, budget management, contractor management, and closeout management.

Quandary's redesign focused on making that complexity manageable: Milestones could represent critical steps across the refresh lifecycle, allowing teams to understand what had happened, what needed to happen next, who was responsible, and whether the broader project remained on schedule.

ProTrack's milestone functionality supports status updates, notes, delivery dates, assignments, role-based notifications, and drill-down visibility into individual milestones; the operating model could move toward: Milestone Updated → ProTrack Updated → Stakeholder Notified → Next Action Triggered

Improving Portfolio-Level Visibility

Individual store refreshes matter, but Walgreens, JLL, and BVNA also needed to understand the program as a whole. Quandary redesigned reporting and dashboards so stakeholders could move between portfolio-level visibility and individual store-level detail.

ProTrack's reporting architecture was already designed to provide real-time operational visibility across multiple units and allow users to drill from summarized program information into the corresponding site or project.

The redesigned environment could therefore help answer questions such as:

• Which stores are currently under construction?
• Which projects are behind schedule?
• Which scopes have not started?
• Where are approvals outstanding?
• Which contractors are responsible for delayed work?
• Which refreshes are approaching completion?
• Which locations have unresolved punch-list items?
• Where is budget at risk?
• Which stores require immediate attention?

Instead of leadership requesting status updates from multiple departments, the system could increasingly provide those answers directly.

Connecting Budgets, Vendors, Approvals, and Construction

Capital improvements are not simply construction workflows. They are also financial workflows. The redesigned ProTrack environment helped connect the operational side of a Walgreens refresh with the financial activity surrounding it.

ProTrack's underlying procurement functionality supports vendor management, bid management, milestone tracking, purchasing, invoices, approvals, document management, and automated workflows; which, allowed Quandary to design processes where budget and procurement information remained connected to the store and project it supported.

Rather than separate teams maintaining separate versions of the project, the resulting operational chain could look more like: Scope Identified → Budget Established → Vendor Selected → Approval Received → Work Scheduled → Work Completed → Invoice Approved → Project Closed

Building Accountability Into the Workflow

A large multi-site capital improvement program cannot depend entirely on people remembering to follow up. Quandary incorporated automation and structured workflow logic throughout the redesigned application to help surface responsibilities and exceptions.

ProTrack supports role-based workflows, automatic notifications, reminders, approval routing, permissions, and alerts when tasks are due or projects are at risk of falling behind and this allowed the redesigned environment to move beyond simply recording what happened and could actually help coordinate what needed to happen next, for example:

• When a milestone changed, the appropriate stakeholder could be notified.
• When an approval was required, the request could move to the appropriate person.
• When work fell behind, project teams could identify the exception.
• When documentation changed, stakeholders could work from the latest version.

When one department completed its portion of the process, the next team could gain visibility into the handoff.

Standardizing Store Refreshes Without Making Every Store the Same

Walgreens' scale created another challenge: standardization, a capital improvement program needs repeatable processes, but individual stores can have different conditions, scopes, contractors, schedules, permitting requirements, and operational constraints and Quickbase gave Quandary the flexibility to balance both requirements. Common project templates, milestones, workflows, fields, and reporting structures could establish a standardized operating model while still allowing individual locations and projects to capture their unique requirements.

Which meant that rather than building an entirely different process for every project, this created a framework for: Standard Process + Store-Specific Execution

Creating a More Structured Project Closeout Process

Completing construction did not necessarily mean completing the project, teams still needed to manage inspections, outstanding issues, punch-list items, documentation, approvals, warranties, and final closeout.

ProTrack's closeout capabilities support punch-list management, mobile field updates, photographs, task assignment, automatic notifications, approval tiers, warranty tracking, and standardized punch-list templates and Quandary incorporated these concepts into the broader redesign so project completion could become a defined workflow rather than an ambiguous status: Construction Complete → Punch List → Corrections → Verification → Documentation → Approval → Closeout

Once complete, the project information remained connected to the Walgreens store record, helping create a long-term history of improvements performed at the location.