Case Studies
Introduction
At Edocuments, we are proud of the work we do, we have worked for clients large and
small across every business sector. Edocuments processes, knowledge and assistance
has helped over 10,000 users to solve problems such as:
- Inconsistent document structures
- Inability to access current documentation
- Documents incomplete and inaccurate.
- Documents difficult to update.
- Difficulty in finding and accessing the building information.
So here are a few examples.
Case Study : Local Authority
Edocuments have assisted multiple Local Authorities to take control of their entire
portfolio of properties, across a range of new build and refurbishment projects.
Goal : Improve document control, standardise content, and remove
repetition. Provide best value for documentation production.
At no cost to the Local Authority Edocuments provided advice, specific templates,
forms, workflows and reports to accommodate the end user and legislative requirements.
A specification clause was written identifying the standards and templates required,
and informing Contractors to use Edocuments or equal and improved to achieve the
standard.
Edocuments WorkFlow On-Line Managed Document Production has been used to author,
view and review all the project documentation. Edocuments significantly streamlined
the document commenting and approval process using our on-line tools WorkFlow and
Elements.
At no cost to the Local Authority monitoring of the progress and status of any building
or project was provided which included , KPI (key performance indicators) on all
professional teams, contractors, subcontractors and suppliers.
The only costs to Edocuments were from the contractors who allowed for the production
of manuals in their tenders, prices were calculated on a per project basis from
a price list pre agreed with the local authority.
Case Study : NHS Trust
One of the UK’s largest NHS Trusts approached Edocuments requesting advice on managing
updates to building record documentation.
Goal : Improve document control, remove generic content, and remove
repetition. Fix costs for documentation production.
Each building needed to gain a master Health & safety File, with master health and
safety information. Each project to be written as an update to its building manual,
and added to the health & safety file, as a sequential project.
All generic content was removed from the templates including removal of standard
catalogue literature. New specification clause written for inclusion into any new
specifications produced by the NHS Trust, this detailed the exact requirements of
the contractors and the timescales for providing their manuals. The NHS trust were
provided with online tools to monitor all the subcontractors and suppliers using
Edocuments WorkFlow application.
Case study : Science Laboratories
Laboratories are frequently undergoing re-development, and keeping control of the
assets within each laboratory is critical. A client specific asset database was
written to control all assets and the site locations. Edocuments WorkFlow was applied
to provide a transparent view of all projects and their status. All assets were
identified in the WorkFlow database, saving time and removing the need for repeated
data entry.
Case study : Data Centre Provider
Highly serviced new building, problem was to provide the client with highly technical
system descriptions, and to coordinate all the sub-contractors data. Technical authoring
was provided by Edocuments engineers using WorkFlow live onto the web for all parties
to review and comment upon. In use investigations led to various system changes
and all document changes were made directly into web based manuals keeping all parties
up to date with changes / revisions / comments and approved content.
Case study : Landlord with multiple blocks of apartments.
4 types of apartment, and the differences needed to be documented accurately. All
testing and commissioning needed careful correlation back to each apartment. Cost
was key and a solution was derived to produce a generic user guide for each type
of flat for hand over to each new tenant. Landlord areas were written up into individual
health and safety files for each block, which included the relevant testing and
commissioning for each block. All Health & Safety files were provided solely
electronically to reduce printing costs.
Case study : Investment Bank
The End User Required a consistent, and quality approach to the O&M documentation,
and it was imperative that a master set of documentation was kept up to date following
any construction works. New master templates were agreed, and legacy data and documentation
was imported into the templates by Edocuments. Subsequent projects generate their
own set of documentation, which effectively checks out and updates sections of the
master manuals.
Case study : Chain of Supermarkets.
New build and renovation works on over 300 stores nationally. The
Goal was to reduce costs, because the supply chain and types of materials used stayed
almost constant from one store to the next. Standard equipment pick lists were produced
so the contractors could quickly identify the correct equipment used. The pick lists
could then be imported into Edocuments document production database which automatically
assigned related information, and greatly reduced the number of users in the supply
chain that needed to be chased to provide equipment data, and literature.