SHAREPOINT
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Automated and adhoc reports on system elements, KPI's, compliance elements, allocated tasks, jobs etc. to both internal and external parties
Contractor / client portals
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Provide automatic access to design drawings, ability to complete defects
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Client ability to approve variations
DESIGN & DEVELOPMENT
At Management and Compliance solutions, we work with you to understand your organisations requirements, workflow and strategic direction to develop a SharePoint scope that meets your unique needs.
The design could include access to other sites (e.g. project sites, branches), client portals (e.g. for approvals, communication, reporting etc) and contractor portals (e.g. contractor upload documentation, licences, SWMS etc) and, HR 'self service' portals for employee's.
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You approve all phases of the design, development and testing prior to implementation/roll-out. This is normally done in a manner not to impact current operations.
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Interfaces with other software packages can be developed (pending other software requirements) to replace manual data entry, uploads and downloads.
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We can train a select personnel to make changes to parts of your site (e.g. add items to drop down / choice fields, create views, add columns etc), or we can offer a fully supported environment with dedicated resources. We can offer individual, group or entire organisational user training, and can also offer on screen page by page user instructions, so you get the best out of your SharePoint development.
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We can offer the support that meets your individual needs, from adhoc, to monthly checks/maintenance to full time/dedicate resources for ongoing design, development and support.
AUTOMATION & 'PAPERLESS'
A significant benefit of a customised SharePoint development is to automate workflows and have a 'paperless' environment.
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Automation can come in the form of:
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emails/alerts for approve/reject (e.g. leave forms, purchase orders)
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emails/alerts for expiring/expired licences, training, tasks
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emails/alerts where items have been completed (e.g. daily pre-start etc)
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automated emails to contractors where items are relevant to them (e.g. updated construction drawing, defect, tasks are scheduled)
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emails/alerts where items are due/or completed relevant to a client (e.g. variation, request for information)
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Process changes (i.e. stage one is completed, therefore email/alert next stage)
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Update systems (e.g. where hours or kilometres are entered during a plant/vehicle pre-start, these details update the asset record, so progress towards servicing can be reported in real time)
(where these items are built into your SharePoint Site)
Whilst SharePoint supports a paperless environment, allowing users to work within lists and libraries, we are able to automate this further and automatically produce PDF documents of completed list entries (e.g. merge the SharePoint list entry into a word template of the form, producing a PDF) and automatically saving that PDF into a project or job file (SharePoint library), with template naming conventions, for organisations who have some people who like to view documents (a transition to a paperless environment, whilst not excluding workers who like 'paper').
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Further supporting paperless environment, we have the ability to capture signatures (where your organisation requires them), using tablet, smart phone, laptop/track pad or mouse. Examples here include:
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Variation approval (on site)
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Deliveries
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Leave apps
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Approvals
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Incident / witness forms
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Vehicle accident forms.
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Automation is 100% customised to fit your business process, not your your business process fit the software package.
Document Management
In built custom document management with automated approval workflow. We can also embed SharePoint details within the document (e.g. version number number, approval stat us etc.) with these details automatically updating within the document.
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Custom Forms
We can update the SharePoint standard form to a modern customised interface and embed elements such links, pop ups and tables from other lists/registers, making substantial time savings in navigation.
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Embed multiple tabs to other lists within forms
Pop ups within forms
Colour coding within lists/register to identify status (eg highlight not ok, overdue, due)
Entire Management System on SharePoint
We can put your entire business management system on SharePoint, introducing a new world of efficiencies and automation.
We have developed SharePoint site to replace existing Quality, Safety and Environmental management systems, that provide huge efficiencies for ISO certification. Each modification in a list is date/time stamped and contains the username of who added or modified the record.
An example of what we can develop within SharePoint:
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Tender register (with notification and tracking of when tenders are due)
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Project/job register (assign, track and manage project/jobs with notification and tracking of when projects/jobs are due)
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Libraries (HR, project/job files, working folders, construction drawings)
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Time sheets (linked to projects/jobs, which can have manager approval
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Payroll (utilising approved time sheet entries, incorporating tax tables, automatically produce payslips
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Site announcements (with tracking options to record if employees have read the notification)
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Plant and equipment pre-starts (with automatic notification or updates to other systems (e.g. Asset register for km's/hours, maintenance register for defects) including notifications/alerts of defective items)
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Risk register (with reminders to personnel when items are due for review)
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Training register (with reminders to personnel when items are due for review)
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Tasks (including capability for reoccuring items, reminders when due, notification to the creator once completed etc.)
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Incident register (with notification and tracking of when reports are due/have not been completed)
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Approved supplier list (with notification and tracking of when reviews are due)
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Subcontractor register (with notification and tracking of when PI, PL, WC, licences, contracts etc are due)
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Site inspections (plan, assign, schedule and notify and track of when audits are due)
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Inductions (track and manage people on sites)
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Audit register (plan, assign, schedule and notify and track of when audits are due)
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Customer Surveys (with notification when poor feedback is received)
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Invoicing register (create, produce and track payment details including days to pay, overdue invoices, with notifications and alerts)
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Asset register (track asset servicing, insurances, registrations, planning of maintenance, with notification due items)
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Project/job Scheduler (Microsoft Project like scheduler with gantt view, automatic daily, weekly, monthly etc notification of schedule/items due)
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Purchase orders (with in built approval routing - assist with cash flow forecasting)
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Visitor register (control who is accessing site - i.e. ensure they are inducted prior to signing in)
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Defects register (record, track, manage and instantly notify responsible person (internal or external Company's) of the defect)
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Variations register (record, track, manage and instantly notify responsible person (internal or external Company's) of the variations)
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Request for Information register (record, track, manage and instantly notify responsible person (internal or external Company's) of the RFI's)
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Construction Drawings/Plans libraries (record, track, manage and instantly notify responsible person (internal or external Company's) of changes to construction drawings) - no more managing document transmittal's
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Photo library's (manage project/job/construction photos in a central location from all sources)
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Project/site documents libraries (include daily pre-starts, inductions, risk assessments, site inspections etc) all in one location
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Project/job set up checklists (have standardised checklist for the creation of projects/site establishment/handover etc)
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Toolbox register (including signatures of persons attending)
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Inspection and test Plans (record, track, manage and instantly notify responsible person (internal or external Company's) of ITP items)
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Meetings (record minutes and assign actions within the meeting minutes assigning responsibility, due date etc)
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Automatic PDF/Mail merge of documents (with save to nominated libraries/folders with automatic/standard naming convention)
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Calendars (individual, team, branch, project, social)
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DASHBOARDS
A benefit of a customised SharePoint development is to display real time data to individual users, manager, group managers and corporate managers that is important to them. Dashboards can be developed for individuals, teams, per project/job to easily monitor progress/performance of that area.
For managers and corporate level managers, on a single view, they are able to clearly identify a level of compliance, up to a complete Company/organisational view on one page.
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Dashboards are 100% customised to your requirements. Colour codes below indicate status of relevant open items (red = overdue, amber = due within 7 days, green = not yet due (due date greater than 7 days from today - these can be modified to meet your requirements)
Example of an individual users dashboard, of a service type business/full management system
Example of a project specific dashboard - for a construction project (with links at the top to project items (e.g. project documents, site documents, site photos, construction drawings, and tiles with categories within them))
