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Over the past few years, we’ve been evolving our project delivery approach by increasingly adopting our clients’ Common Data Environments (CDEs) and Document Management Systems (DMSs). This shift has allowed us to deliver projects directly through client platforms, resulting in significant benefits to our customers with collaboration, transparency, and efficiency.
Typically, we utilise our internal Matrix portal for managing and sharing project information, providing secure access to our Matrix system directly to Information Providers and Approvers. However, we’ve now successfully worked with clients using a wide range of systems, including but not limited to Viewpoint for Projects, Aconex, Dalux, A-Site, SharePoint, and Conject. Let's look at some of the key benefits:
A major challenge in many projects is the complexity of systems that stakeholders need to familiarize themselves with. Traditionally, supply chain teams and customers had to learn and operate multiple platforms, adding to the learning curve and the risk of errors. With our streamlined approach, we’ve eliminated the need for supply chain teams to adapt to a new system. Similarly, customers don’t have to learn an additional platform either. Instead, all information is approved within the CDE/DMS and is only taken once it reaches an approved status, ensuring both sides are working with reliable, accurate data from the outset.
One of the key advantages of our process is that it keeps the customer’s CDE rules and workflows intact. We understand that every client has specific procedures and compliance needs, and we’ve ensured that these can continue without interruption. By working within their existing systems, we avoid creating additional complexity and make the transition as smooth as possible.
In complex projects, keeping track of document versions across multiple platforms can become a nightmare. By eliminating the need for multiple uploads and maintaining a single source of truth within the CDE/DMS, we ensure that the latest versions of documents are always up to date. This helps to eliminate the errors that often arise when outdated versions of documents are mistakenly uploaded to multiple portals, which can have a significant impact on project timelines and accuracy.
The inclusion of Operations and Maintenance (O&M) manuals in various formats has always been an essential part of project completion. With our approach, not only does the CDE hold a record of all relevant information, but it also ensures that this valuable data is preserved for future use. This long-term accessibility is a crucial benefit for clients and teams who may need to refer back to project data long after completion.
To further enhance the process, we’ve developed an upload report that tracks the number of documents taken for inclusion in the manual. This report allows us to easily identify and address any discrepancies early on, ensuring that every document required for the project is accounted for. By having this additional layer of oversight, we can mitigate errors before they become a bigger issue.
One of the most gratifying aspects of this new process has been the positive feedback we’ve received from subcontractors. Many have highlighted how much easier it has been to navigate and access project information. Now subcontractors can access the data they need earlier than typically possible in standard projects, thanks to early access to the CDE/DMS.
We ensure that titles and metadata are inputted correctly for every document before delivery, adding an extra level of assurance. This attention to detail helps prevent misunderstandings and ensures that everything is in place for a smooth handover. Furthermore, we provide additional assurance after the client workflow, ensuring the integrity of all data and documents.
Through our enhanced processes, we successfully manage and deliver projects integrating a client's CDE/DMS, demonstrating the benefits of collaboration, quality and efficiency. The ability to work within client-specific systems and workflows has made a noticeable difference in both project speed and accuracy for our customers.
Our streamlined processes are transforming project delivery. By reducing redundancy, enhancing accuracy, and simplifying collaboration, we’ve successfully delivered projects faster and with fewer errors. The positive results from our successfully delivered projects has proven that smarter processes lead to better outcomes.
Read more about how COGNICA work with multiple other CDE systems.