Project Overview
We worked with a project delivery team to transform and digitise their manual and paper-based method for distributing and collecting worker Health and Safety briefing packs on site.
Microsoft Services
Requirement
Replace outdated pen and paper-based process
Seeking to modernise and streamline operations, our customer aimed to replace the cumbersome paper-based briefing system with a digital solution. The transition was driven by the need to reduce administrative burdens and improve efficiency in project delivery.
- Administrative overhead: The manual process of distributing and collecting forms was labour-intensive and prone to loss of documents.
- Operational delays: Engineers often faced hours of waiting due to the complexities of printing and distribution of Health and Safety packs.
- Pandemic challenges: COVID-19 exacerbated the situation by necessitating safe distancing and minimising physical contact with shared items.
- Digital transformation: The move towards a digital platform was essential to manage Health and Safety briefs more effectively.
- Enhanced efficiency: A digital solution promised to transform site management, ensuring timely briefings and secure document handling.
Solution
Mobile solution to digitally transform the process
After engaging with project admins, managers and engineers we designed a mobile solution based on the Microsoft 365 platform to address the customer’s needs.
- The solution leveraged Microsoft SharePoint, OneDrive and Power Platform tools to create:
A digital database of metadata-rich Health and Safety brief packs (documents) stored in SharePoint Lists and grouped per project - Power App that engineers could use on site to search for, save and submit completed Health and Safety documents
- OneDrive mobile app that engineers could use to update and save their documents for offline use
- Power Automate workflows that managed the employee file request and submission, as well as project admin notifications
- Power BI reporting toolkit that enabled admins to keep track of Health and Safety packs available, vs. requested vs. submitted/completed.
Outcome
Streamlined process and better user experience
Our solution improved all aspects of the previously manual process whilst resulting in a better user experience for front-line workers.
- 40% increase in the total number of completed documents submitted within a year
- Savings from printing ranging from £1,000 to £10,000 per project
- Time spent for managing packs reduced from 150 to 1500 man hours per project
- Reporting data accuracy reduced to 24 hours down from 1 week
- Safety packs available within 5 minutes on site via the app vs. several hours in the past due to preparation and distribution of paper method.
“eDocs is outperforming SharePoint on site – we can open documents, zoom in and out and mark up what we need.”
Liz, Project Support Manager