Peritas Group is a structural and civil engineering company with headquarters in Perth and a recently-opened office in Melbourne. The Group is involved in major projects from residential estates and apartment towers to theme parks and ports.
To maintain ISO certification, engineering firms need to document quality assurance processes, including peer review of technical documents. These important documents require sign-offs from all key personnel before implementation, with bottlenecks forming if anyone is taking too long to review and approve.
Chasing up people to sign off on documents was a time-consuming task and the opening of a second office on the other side of the country also necessitated a more sophisticated document sharing system.
Bremmar’s IT Consultant for Engineering and the Microsoft 365 Productivity Specialist met with key stakeholders from the Peritas Group. We then began carefully investigating processes and requirements in detail with the Peritas project champions, Karen Jordan and Kim Stanes, to identify the important wants, needs and pain points.
Our solution involved a combination of Microsoft 365 apps, including setting up advanced document management and cloud-based collaboration on the Microsoft SharePoint platform, and automation of the document review process using Power Automate, previously known as Microsoft Flow.
Bremmar migrated Peritas’ Project Delivery and Document Management Library to SharePoint. We worked with Karen to develop a relevant meta tagging solution for a more intuitive approach for staff to search and find useful documents.
Power Automate was also integrated to automate the approval/edit requests for document templates.
Power Automate sends automated alerts and reminders to action approvals, which saves the Peritas team a lot of chasing-up time and keeps projects moving swiftly.
By automating several workflows, Bremmar removed as many manual processes as possible to save time and minimise human error.
Karen Jordan commented, “The automation has significantly cut our workload in the whole review process. After some hands-on brainstorming sessions with Bremmar, they also showed us how to tag documents, which makes searching much more intuitive and so much faster.”
The SharePoint solution has increased data retention for Peritas and has improved version control within the organisation. As SharePoint uses meta data to help people find the file they seek instantly, it allows Peritas staff to be more productive and collaborate on the same documents simultaneously.
Karen added, “I found Matt (IT consultant for Engineering), Karl (Microsoft 365 Productivity Specialist) and the rest of the team a pleasure to deal with. As a bonus, Bremmar hosts free Brekkie Power Hour demonstrations to show how other Microsoft Suite solutions integrate with the SharePoint platform. Very handy to see how these could be adapted for our business.”
How can we help you?
If you’d like to know more about SharePoint, automation and productivity solutions, or to get a better understanding of our specialist experience in the engineering and mining industries, why not set up an introductory chat? Call us on 1300 991 351 to arrange a chat or email firstname.lastname@example.org
On Wednesday 14/08/19, we had our Brekkie Power-Hour event called: Office 365, OneDrive and SharePoint, your cloud platform for the future which was focused on the Engineering and Mining industries.
We had a full house with many different companies getting together to explore how to get the most out of their Office 365 subscription.
The goal of the event was to present the main features within the Intranet and Document Management components of SharePoint. Eloise Claffey, our SharePoint and Power Platform guru, nailed it and got the information across through demos and real industry examples.
If you missed out or it was a lot to take in, it’s OK! We’ll dig into the main points covered today.
What is SharePoint?
SharePoint is not a single application that performs a primary function, like Dropbox. It is a powerful platform, providing many different and complex functions in a similar way that Google does. Some businesses use it for their website, for intranet, for their document management system, for their business knowledge base and so on.
At its heart, SharePoint is a website, or portal. It could be a single site with a homepage that links to different areas for documents, news or communications. It may be a site collection with several child sites underneath a parent site for separating the different areas of a business. In our experience, SharePoint works best when it reflects how your business works now or intends to work in their planned future.
Very often, staff will start their day at the intranet homepage. This landing page can be very simple, perhaps showing a search box and navigation to particular documents. Or it might provide company-wide information and communication, as well as commonly used links to things like policies and procedures, or web-based resources such as AutoCAD.
A good SharePoint design should be intuitive to move around and find things within. If it’s not easy to use, people will find a way not to use it. If it is well designed, it can also help staff, particularly new starters, understand the shape of your business, and how areas interact with each other.
What can I store in SharePoint?
SharePoint can store many different and complex types of information, such as office documents, images, audio, videos and links that are stored elsewhere on the web.
As you can see from the example above, there’s a Word document, A PowerBI report, a Visio diagram, a PDF, an e-mail and so on.
Another kind of information you can store in SharePoint is lists, so pieces of information that are not attached to a document file. A simple example is an asset register for the company or a specific project. Lists can also be used as calendar events or companies’ directories.
Tailored document management
There are two common ways to handle documents; using folders or moving towards flat files with metadata.
Folders are a familiar and traditional way to group and organise documents and they can be replicated in SharePoint libraries.
For business users, this makes it easy to look down into the deeper levels and find what they are looking for. However, it can also present a challenge for people from other teams, or new starters. They may not know the common paths or understand the meaning of the folder names that they are searching, and Windows Explorer can be slow and not produce the expected result.
In Bremmar-led projects, we have found that folders are more successful in the following situations:
When a business has a well-structured folder system where it is already very easy for everyone to find documents
When a business uses very few documents and it is suitably efficient to look through folders manually for information
When a business can adequately find their documents searching on well-structured title or filename
Folders can also be used as a temporary measure when:
Moving away from aging on-premise servers immediately to avoid an expensive replacement.
When taking an incremental approach to change because the business operations cannot support major change and training without affecting output. This is recommended for companies whose users can handle a healthy amount of technological change and adaptation, as this continuous change is spread over a much longer period of time.
A more powerful way to use SharePoint is through metadata. By taking your files out of folders, you can label each document with extra information (metadata) to classify them instead of only having folder and file names. This approach gives you a lot of flexibility in seeing your information, whereas folders is a set configuration.
The pieces of metadata are not a part of the document content but are extra pieces of information that provide more clues on what the document is about and relates to.
Besides making documents easier to find, the real value of metadata comes from combining different data to improve the overall experience for users and making document search a more intuitive task.
In the example above, the metadata is the HSEQ Topic, the Document Type, date Modified and Modified By as they explain what the document is about.
SharePoint can help your business with governance and document compliance.
SharePoint permissions can be set up so that the staff are able to view all public information, while any sensitive data can be organised and locked to specific groups of people
You may want to provide or restrict user access to the site or its contents. For example, you might want to provide access only to members of your team, or you might want to provide access to everyone, but restrict editing for some.
The most common permissions model is an open model which all staff are able to view all public information such as the homepage and common libraries. Any sensitive data, like Payroll and employee personal information, can be separately stored and locked to specific groups of people.
Some companies prefer a closed model, where most data should not be viewed by everyone. This could be true of a joint venture that is running several projects, but with different companies and stakeholders. Letting all users see all the content could be a conflict of interest, so a closed model is appropriate here.
SharePoint will by default keep versions of your files. This allows you to track the history of a version knowing when a file has been changed and by whom; restore a previous version if you made a mistake or prefer what you had before; or simply view a previous version without overwriting your current version.
You can track Major versions, identified by whole numbers, like 1.0 onwards or can include minor versioning, identified by decimal numbers, such as 1.1 and so on.
Minor versioning is most often used when an approval workflow is needed, such as updating a policy for staff. The published last major version is what the majority of staff sees. A couple of people might edit the document and collaborate, creating versions 1.1, 1.2, etc as they make changes and review. These draft versions are only visible to the people who have access to edit this. Once ready, they pass the document to their manager to approve. If it is approved, the document is published as a major version 2.0 and this is the document now available to all staff.
In more advanced situations, alerts and delegation of tasks in this approval workflow might be automated with Flow, sending emails to the right people at the right time with relevant information.
This is done in SharePoint through Microsoft Flow which automates workflows across different apps, such as automatically copy folders added to Dropbox to OneDrive, Save your Tweets with specific hashtags to a SharePoint list, approve a document with your manager and so on. Read more on flow here.
In SharePoint, co-authoring enables multiple users to work on a document, at any time, without interfering with each other’s changes. You can co-edit documents in:
The productivity gains and efficiencies of the collaboration process when multiple people are working on a document are huge. Imagine removing the need for the person to save the file, make changes, attach it in an email, the recipient opens it, makes changes, saves it again, attaches it, send it back.
With co-authoring, you speed up that process, minimise room for errors and the risk of duplication.
Ask yourself the following questions:
how much effort and time does it take to work together on a file? • time spent for a whole process of collaboration – sending emails back and forth. • how easy is it to find the latest version?
If you are on Office 365, you probably already have access to all of the features shown. Everything covered on the event was only the foundation for future cloud opportunities, as we haven’t yet touched on Power BI, PowerApps, Dynamics 365 or even the many other features in the SharePoint space itself.
If you would like a more personalised introduction to SharePoint or the Office 365 suite, here some of the areas we can help with:
Demos:Personalised demos & intro workshops related to your industry and business reality – Click here to read more
Small consultation sessions: Together, we’ll prepare a feasibility/business case to help you get started
Expert for a day: Get specific expertise from “SP Implementation Expert” pay per day block
Managed services support to apps: Full user support on the Office 365 stack and productivity apps like SharePoint, OneDrive, Teams, etc.
User training: We can teach your staff on how to use newer technology to perform daily tasks and help with overall business adoption
The whole lot: From consultation to planning, implementation and support, we can help with your entire project requirements.
If you would like to discuss any of the topics above, please call us in for a chat on 1300 991 351 or fill in the form below and our consultants will get in touch with you!
The construction industry is ripe with new technologies such as daily reporting and time management apps, BIM modeling, project and resources scheduling, construction management workflows – and so much more. These technologies are allowing construction companies to do business faster, more accurately, and with better distribution of resources – even raising revenues.
You’re enthusiastic and ready for the change, but are your team? They know it’s coming, but they might be dreading it instead.
Where are your employees and contractors on the technology skill continuum?
In Protivivi’s 2019 Executive Perspectives on Top Risks report, resistance to change comes in at the #5 most common company risk. As they put it, “Whether covert or overt, resistance to necessary change spawned by disruptive innovations that alter business fundamentals can be lethal.”
While you may have a great vision, it’s your managerial team and staff on the ground that will be utilising this new technology.
In construction, your managers might be people who’ve been in the industry 10, 20 years, still more comfortable with paper-based processes. These people aren’t typically new technology adopters, they’re more hands on.
You may find younger hires more difficult to come by – as they are typically tech-lovers and construction isn’t exactly known for a tech-first environment.
Problem 1: They don’t see how a technology could make their life much easier
The US Commercial Construction Index Report (via Workyard) indicates that “74% of contractors expect the emergence of tech in construction to grow considerably in the next three years.”
For tech-resistant people, sometimes resistance to change is due to not seeing the benefits of the technology, and there’s no curiosity to explore, due to an underlying tech aversion in general.
To be curious about a new technology is some realisation of how it can make life easier. Your employees may use apps like Uber, UberEats, and Tinder. They’ve made transport, food, and dating that much easier for their lives, and were probably convinced to try them out long after early adopters of these apps.
Think about the tech that you want to implement in the workplace, and how it draws parallels to your employee’s adoption of these type of apps.
First, sit down and write up all the ways why it’s so good for them to use. Then, think about the ways in which it makes their work lives easier. Your technology provider will often be able to help out with this process.
You need to convince your team that this technology is as beneficial from them as it is for you.
Then, it’s time to start the conversation about this new technology and start getting influencers or tech-savvy people in your workplace to begin trying it out. By starting roll-out or test first with this unique group of people, you get to have the trickle-down effects to others that they would experience in their regular lives: it’s normalising the process for them. This is also an intrinsic part of creating a technology culture within your workplace.
Problem 2: They know they aren’t great at technology and think it will take too long to learn
For tech-resistant people, even if they know all the benefits of using a specific technology and it sounds amazing, they still may not want to give it a try. You can liken it to smoking, smokers know all about the health benefits of quitting, but it’s just too hard – so they keep smoking.
How do you break down these sorts of barriers? By making it easier for them – holding their hand every step of the way.
There are numerous ways to tackle this problem however, they will take time and investment. If you want to affect change, you’ll need to write it into your budget and schedule.
Offer multiple different ways of learning. People have different learning styles which means that not every method will work the same for everyone. To accommodate for this, you can offer workshops, workbooks, one-on-one sessions, and more. Have meetings where common issues are aired and solutions are given.
Give them time. Allocate plenty of time to properly learn new technology: everyone learns at a different pace. This can be achieved by earmarking lead-up learning time, a long changeover period with both systems in place, and ongoing support, even after the changeover.
Concentrate on managerial training first. Your managers are who your employees look to when they’re having difficulties at work, and the same will go when they’re having difficulty with a new technology. By making your managers experts first, they’ll be able to provide employee support not only on a personal level, but on a technical level, too. A tech-support team may also be needed for guidance.
The problem: They already have a system they know well that works
This is perhaps the most difficult problem in the space in which to affect change. When your employees know an existing system inside and out and can complete tasks with it in their sleep, they won’t be keen to change. It’s easy, they like it, it works.
Resist the urge to take the old system away so they have no option but to adapt. This will only lead to resentment of upper management – something you do not want to (deliberately!) cause.
Getting your managers up to speed with the new technology so they are strictly using it instead of the old system is a good start. Change is good to implement from the top down. Reducing the level of support for your old system or making it slower or more difficult to access can be a small change that won’t draw too much ire but can help with adoption of the new system.
For all cases mentioned above, we recommend having technology ambassadors that will help you embrace and promote change. These are the people that share the vision with you and can see the benefits of getting others onboard. By having ambassadors that are not part of management you’ll ensure that change is not only happening from top down but spread across all levels.
Again, training is imperative, so employees learn the new system thoroughly – one day they’ll be able to use this without friction, too.
How Bremmar can help
As Stephanie Viers from Smartsheet (via Forbes) puts it, “We talk to hundreds of our customers in construction, and we hear the same story: it’s evolve or die. The competitive pressures are just too great to forego the advantages technology offers.”
If you’re looking to implement new technology in your workplace, we aren’t just the “tech people” who can help set it up for you. We’re also training and tech culture specialists, with deep experience in the Perth construction industry. We’re helping businesses just like yours to not only rollout new technology in the workplace – but to do it the right way, so you have happy, competently trained staff who understand and enjoy the value of their new systems. Let us make your tech rollout more effective – get in contact on 1300 991 351 to start the conversation.
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Mining has long been a driving industry behind Australia’s stability, global economic success, and low unemployment rates. Our abundant natural resources, spread across the vast land, also mean that massive infrastructure, workforce, and complex logistics and extraction processes have also been necessary to build up.
The mining industry in Australia, particularly in WA, has been early adopters of technology solutions that help businesses to become more efficient, effective, successful, and save on resources.
What does ‘Digital Mine’ mean?
The concept of the Digital Mine is about as far removed from original mining as possible. Hard labour, terrible conditions, and long trade routes are now a centuries-old practice.
Instead, the Digital Mine is designed to automate as much as possible, improve site safety and accountability, expedite logistics, and use interconnected systems, including autonomous heavy machinery, to run a well-oiled machine, with less help from human workers.
While this may not be great news for Dan the heavy truck driver, as he might have to switch up his current career choice, it is good news for mining companies.
Up until now, only the top dogs in the mining industry have been able to afford to start rolling out this end-to-end digital infrastructure.
Current Australian Digital Mine initiatives
Rio Tinto have dubbed their Pilbara operation the “Mine of the Future”. It even has a trademark it’s that futuristic. Beginning in 2008, the mining operations include a real-time operations centre based in Perth, plus autonomous haulage, drilling, and trains. With a program that has been running already for 10 years, this stalwart has been a key part of Rio Tinto’s mining operations in Australia.
This year, Rio Tinto in conjunction with the Australian government are introducing TAFE courses in automation technology to help students get into automation in mining. Just because some mining jobs will be replaced, doesn’t mean that there won’t be other jobs to fill in new niche mining careers. These skills will potentially also be translatable to other autonomous roles cropping up, including those in training, safety, health, and agriculture.
Over at Fortescue Metals Group’s Solomon Hub, also Pilbara-based, their autonomous haulage fleet has helped to increased productivity by 20% – significant gains.
BHP highlights a systems engineering approach as the key underpinning strategy for technology to enable the Digital Mine. Mining supply-chain and decision-making solutions have been rolled out to create less friction and optimization of resources across their Queensland and NSW railway networks.
The Digital Mine is here to stay
Mining has been perhaps one of the industries that has been on the forefront of embracing the digital revolution. With so much money to be made from mining and the gains that can be made from using automated, predictive, and self-servicing solutions in the industry, it makes sense that mining companies have been prepared to pour funds into these previously costly exercises.
Australia has been a clever market to start the rollout of these systems, due to our accountability and safety demands on site, plus the ease of doing business reliably in a stable region of the world.
However, it’s not just large mining operations that can get in on the Digital Mine idea.
With the cost of ownership declining, commercial solutions becoming more available, and systems becoming more advanced, it means that everyone involved in the mining industry can start implementing their little slice of the Digital Mine.
In BHP’s Creating the Future of Mining article above, they also touch on the subject of strategic partners. Strategic partners include technology companies and institutions that can help with creating and maintaining the digital mine, whether you’re a small mining operation, an international corporation, or a mining industry affiliate, such as a catering services company.
Every company involved in mining needs to think strategically about how they fit into the Digital Mine ecosystem, and how their systems are fitting in (or going to fit in) to operations now and in the future.
As mentioned, the systems engineering approach will set you up for success in digitising operations and processes in your mining-related endeavours.
Now that you understand the Digital Mine and the importance of technology for the industry, stay tuned to the following articles. We’ll dig deeper into how companies in the Mining Services can start becoming more digitised and become part of the Digital Mine.
In the meantime, if you need any help to plan, review, and manage your systems or would like to have a chat about how we can help you to capitalise on the Digital Mine revolution, then make sure to give us a call on 1300 991 351 , or reach out via our online contact form below.
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Let’s talk about technology in the construction industry. And we’re not talking about the latest CAD tool or piece of equipment you’re using onsite that’s internet-enabled. What tech are you using to further your business? Do you have an overarching strategy in place to govern tech purchasing and decisions, or are you doing things on a case-by-case or ad-hoc basis?
Technology strategy is exactly that – strategic use of technology to conduct business better.
If you look at technology from the same point of view as your construction tools and equipment, you’ll be able to see the forest for the trees. Would you be using hand tools if you had access to an excavator and the funds to do so? Of course not. And how can you manage your equipment without a ledger and maintenance scheduling? You can’t.
Without similar procedures, processes, systems and upgrades to your business’s IT it becomes impossible to keep up with the competition.
A technology strategy for a construction business needs to be documented and deliberate, taking in consideration your business needs now, where the competition stands, and what is going to be needed in the near future. There is an abundance of tech available for the construction industry, so we’re going to break down some essential elements that should be included in your technology strategy as a starting point.
Business Process Automation
One of the core elements of your technology strategy should be business process automation (BPA). Business process automation is the automation of traditionally complex manual processes into something that’s done by machines.
You probably already have some BPA in your systems already.
Do you have an automatic invoicing and follow up system in place? That’s BPA in action. However, there are many processes in the construction industry that can be automated that you may not already have implemented.
Logistical tracking of company assets
Stocktake and reordering
Project management and updates to stakeholders
There are already ready-built solutions for the construction industry for various different business processes – all you need to do is pick the best one for your purposes and budget. There are also all-in-one options to choose from, for instance, the Procore platform offers a range of products including budgeting, inspections, and more.
Utilise cloud tools for smooth onsite workflow
Document management is typically complex in construction. On any one job you’ll have permits, checklists, safety documents, CAD designs, site photos and more to manage. Having all these resources available in the cloud, with careful access control in place, is essential in 2018.
You need to be able to bring up all your digital assets not only from your desk at the office, but while on the go, too. You may need clients to be able to access some of these documents without having to shoot you across an email. Cloud storage should play a part in any construction company’s technology strategy.
Not only do you want to be able to view these digital assets, you may want to change them, too. You might be surprised at the range of apps that are available for the construction industry, such as BIM 360, for project plans and models management.
Enhanced project and business intelligence and estimation
Imagine having a clear overview of how various projects are tracking, your financials, or human resource management – and even predictions for one month, three months, or a years’ time.
Business intelligence products work with your company’s data to produce a clear picture of where you are at currently, where you’ve been, and what’s ahead. Having this visual insight into projects and your business as a whole can help you better plan time and allocate resources, instead of running into trouble down the track.
Tools such as Microsoft’s Power BI transform your business data into visualisations and future estimations, instead of you trying to make sense of another Excel spreadsheet.
These are just 3 of the cornerstones that your technology strategy needs to address. You will also need to think about data and systems security, potential technology risks to business, which IT changes to prioritise, and how to encourage IT culture within your company for the changes to be implemented successfully.
If you would like assistance in drawing up and implementing a successful technology strategy for your construction company, then get in touch with us at Bremmar. We have experience in helping companies just like yours to streamline processes, save on resources, and outpace the competition, through designing and implementing a strategic technology roadmap.
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We can help with software, technology implementation, strategy and staff training.
The fourth industrial revolution is just getting started. A time when technology is almost biological in nature, allowing us to accomplish more than we ever imagined, with less effort. And the news is even better for construction, as the third-most likely industry beneficiary of this new revolution.
We’re already getting just a taste of what’s to come in the future. Here are the top 8 technologies that are ready now and accelerating the construction industry.
1. Specialty apps
Specialty apps have been a boon for the construction industry. Now, site plans, timelines, complex construction calculators, and 3D modeling is all available right there in your pocket. Apps like BIMx Pro allow you to present and share BIM content such as 3D plans with stakeholders in your project, no matter where you are. The Construction Master Pro App gives all the functionality of a traditional Construction Calculator (and more) in your pocket. And for those using AutoCAD, there’s the AutoCAD mobile app. For larger construction businesses, the opportunity to build an internal tailored app specifically for your needs can save resources, improve workflows, improve performance, and even help outshine the competition.
2. Cloud services
Cloud services allow the construction industry to concentrate on projects at hand, rather than having to manage IT products and services. Cloud computing allows people to store, access, and transform data offsite, rather than in-house. An internet connection allows you to do this from anywhere, no running back to the office required. The ability to collaborate whether in the office or onsite, as well as the ability to use cloud tech for management is now essential for those in the construction industry.
3. 3D Printing
3D printing within the construction industry has two distinct areas of application. The first is being able to create scale models of projects or certain elements of projects easily, and the second is actually being able to create components used in construction from a 3D printer. After all, we can now live in 3D printed homes and work in 3D printed offices, like Dubai’s “Office of the Future”. 3D printers can be used to create moulds for reusable components, rather than building specialty equipment or even be used to create individual components themselves, depending on the required material.
4. Autonomous vehicles
Autonomous vehicles are already transforming the mining and construction industry. Rio Tinto has already installed unmanned trucks and trains out in their iron ore ops in the Pilbara. The advantages of autonomous vehicles are three-fold: improved site safety, heightened efficiency, and reduction in FTE. While these sort of vehicles for the time being remain only in reach of uber-wealthy companies, as technology advances costs will reduce, making them affordable for SMEs.
Drones are already being used in construction for site surveys throughout the construction process, from assessing the site before purchase, all the way through to maintenance upkeep. After all, there’s nothing quite like a bird’s eye view of the action to properly bring project scope into (real) perspective.
6. IoT – Internet of Things
Internet-enabled devices are already core pieces of kit for many in the construction industry, and the possibilities are endless. IoT devices range from smart sensors like the ones from Pillar Tech that can monitor things like dust particle levels, smoke, humidity and temperature, to smart parking solutions for building parking lots, like the Libelium-Metiora Smart Parking Sigfox Kit. Anything that can be monitored and sensed with machines can be built with a custom IoT device!
7. Wearables for safety
Worksite safety is always an integral part of any construction project. Construction sites can be a dangerous place without the right processes, kit, and training in place. Not only can they reduce the risk of incidents and accidents, they can also help to improve employee confidence in safety on site. You can check out Redpoint indoor GPS solutions that track workers within the site and can alert employees when they’re entering different safety zones. Or how about the Myo wristband that can be synched to control heavy equipment?
8. AR and VR
The applications of AR and VR, or Augmented Reality and Virtual Reality, are going to revolutionise the construction industry, and we’ve already started. Augmented Reality is when you create digital overlays over the natural environment, like Google Glass. Imagine looking through your Daqri smart glasses at the wall that’s just gone up and being shown its composition, height, width, estimated lifespan, or even what the next step for the wall is, rendering, painting or sealing.
Virtual reality is a great way for stakeholders to be able to explore what the site will look like when it’s completed, through a device like the Oculus Rift: taking a stroll down walkways, stairwells, seeing how tall a building will look as if they were standing beneath it…
Bremmar can help construction companies organise their cloud services, IoT networks, and smart devices as an easy to manage, cohesive whole. Ask us for more info about how to put your business ahead of the competition with integrated tech solutions.
Get one of our consultants to get in touch with you today or call 1300-991-351.
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