Transport For London case study

Enhancing a crucial, complex mission.

One of the key responsibilities for TFL is to engage with communities, business and stakeholders, and to commit to the continual improvement of their service. This means an ever-growing portfolio of construction projects, as well as the maintenance of existing facilities. Transport for London's delivery strategy also includes strong commitments to protecting the environment, improving air quality and engaging in responsible procurement, ambitions which legally extend to their many construction projects.

The Challenge

The challenges presented by TFL were twofold.
The first challenge related to the ability to retain, retrieve and share current project information.
The second related to the management of contacts, at
the procurement stage, throughout the project, and at
project end.

Project Information

Project information was being stored and shared in various forms: email, fax, phone, desktop, server, filing cabinet.
This presented several problems:

Improve project managment

Version control

There was little clarity of certainty around retrieving the current version of information. This was particularly pertinent when considering construction drawings, where using the wrong version could have expensive and dangerous consequences.

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Time wasting

Time was being wasted attempting to find information that could have been better spent on individuals carrying out role-related tasks.

Save time through automation

Staff turnover

The storage of information on desktops and individuals email, meant that annual leave cover and staff turnover could result in the loss of information.

Enhance financial control

Archiving

Legal requirements to retain deliverable project information for a number of years could not be met in any meaningful way.

Contract Administration

In terms of contract management, there was no standardised set of NEC3 contract forms. There was also no facility to live-track projects in terms of change, schedule or cost. This presented several problems:

Responsible Procurement - there was no meaningful way of engaging in, or reporting on, a responsible procurement process.

Change control - there was no meaningful way of engaging in, or reporting on, a responsible procurement process.

Accuracy - TFL could not guarantee that staff and contractors were using the correct forms in their correct format, nor that the information contained within the forms, was being accurately recorded.

Reporting - lack of visibility made statutory progress reporting time consuming, and risked inaccuracies.

Liability - lack of process and evidence meant that TFL may have found themselves liable for events that should have been the responsibility of other parties.

The Solution

Our challenge was to bring all information together and provide a single source of data, that could be easily retrieved, audited and reported on. Our solution was to implement the Adoddle Common Data Environment which delivers an integrated management system, offering transparency and security for the entire TFL enterprise.

Adoddle - Project Information Management

Adoddle provides TFL with a centralised folder structure to store and share documents. It automatically manages revisions to documents, making current information instantly accessible to other members of the workspace. It has the facility for discussion forums, notifications and the ability to map processes and workflows, all tracked within the system. It has allowed TFL to:

  • Create a centralised hierarchical folder structure to store and share documents;

  • Drag-and-drop documents directly into the platform;

  • Apply mandatory document meta-tagging for easy retrieved of data;

  • Search for documents using a powerful search facility including indexed content search;

  • Use Asite Upload Manager to share documents and .ifc models with other members of the workspace;

  • Notify workspace members of documents;

  • Manage revisions of documents and track interactions with the documents in an extensive audit trail;

  • Collaboratively review and mark-up documents;

  • Track additional information regarding documents such as titles, purpose of issue and status; and

  • Automatically track e-mails within Asite using email integration.

Adoddle - Contract Administration Management System (CAMS)

The Contract Administration App gives real-time visibility and control across the contract process. The tool provides TFL with a secure system to send notifications. BY assigning time-based actions it helps ensure that contractors reply within the agreed timescales. It also provides a centralised auditable view of all of notifications across all contracts, ensuring everyone is dealing with the same information. The CAMs app caters for many different contract types:

Improve project managment

The CAMs app caters for many different contract types:

  • - NEC3 Option A, C, and E

  • - Engineering and Construction Short Contract Option A.

  • - Term Services Contract (TSC)

  • - Professional Services Contract (PSC)

  • - Non-NEC Contracts

  • - Sub-Contractor Contracts and STAKE (Option G PSC variant)

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The CAMS app has also provided a suite of standardised forms, which allows TFL to:

  • - Securely manage from processes online within Asite.

  • - Quickly convert Paper / MS Office forms into Web-forms.

  • - Route and track forms within Asite to gain full control.

  • - Customise formatting and data collected using simple

  • - Use Asite form templates to quickly start managing industry standard processes.

  • - Customise templates to match TFL's culture & branding.

The Benefits

Improve project managment

All contract and project information is held in a single source.
The administration of NEC contracts has been standardised throughout TFL.
No changes, variations or compensation events will have meaning outside of the system.
All information will be available via a collaborative platform

Collaborate better in the cloud

TFL are able to report on the progress of any element of works.
TFL can confidently share current and approved versions.
Information is easily searched for and retrieved.
TFL now have the ability to live-track a project in terms of change, schedule and cost.

Transport for London is an integrated transport authority responsible for delivering London's strategy and commitments on transport. As well as running the day-to-day operation of London's public transport network, it managers London's main roads. The services it operates include: London Underground, London Buses, Docklands Light Railway, London Overgound, TFL Rail, London Trams, London River Services, London Dail-a-Ride, Victoria Coach Station, Santander Cycles, and Emirates Air Line.

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Talk to an Expert?

Patrick Yung

Director, Arup Advisory Services

"Implementing Asite empowered our project management process through a custom-made and user-friendly digital platform. Apart from document management, Asite enhanced the work process in design, approval and construction management. By managing such a diverse and complex hospital project, Asite provided a traceable and secure environment for all project records. We highly recommend!"

Chris Hinton MA FCCA

Technology and Innovation Lead, University of Cambridge

"Asite have shown clear strength in the maturity and depth of capabilities of its system, particularly in the capital delivery aspects. Adoddle is providing our project teams with the capabilities to manage the coordination and dissemination of models, data, files and documentation to clear and industry recognised standards. Embedded and configurable workflow tools are supporting the management of key commercial processes and information exchange gateways. Asite continue to demonstrate a commitment to working with the University and our partners in helping us achieve higher levels of information maturity to match our vision."

Carrie Matthews

Head of Information Management and Application Support, Tideway

"Thames Tideway has been working with Asite for 4 years. In that time it has been a very effective and indispensable relationship. Asite’s Adoddle BIM solution has allowed us to work collaboratively with our main works contractors in an efficient and productive manner. On such a large and high profile project with multiple contractors, the ability to view real time dashboards of upcoming, completed and overdue tasks, assign actions and view deadlines is invaluable. The Professional Services Team has provided exceptional support to ensure the smooth running of the system, preventing any major issues."

Dwight Wilson

Digital Engineering Lead, Imtech Engineering Services London and South

"Asite provides a single point of access, validation and quality assurance of project information across our business. The mobile-first approach, smart forms and easy to use interface has transformed the way we collaborate with our supply chain on projects."

Daniel Pearce

Senior Document Controller, Westfield

"Asite covers all the Tender, Design and Construction modules; all on one impressive system, whether you’re in the office or out on site; Asite has the information, processes, and tools you require for any successful project delivery."

Vikramaaditya Radhu

General Manager, Wave Infratech

"Wave Infratech started utilizing Asite in 2016 and have successfully implemented 40 projects with Asite Adoddle. The enterprise partnership enabled us to bring all project participants on Asite, a Common Data Environment (CDE) without excluding anyone to keep the cost down.

We are using Adoddle’s Document Manager, Custom Forms, Workflows and Field Defect Manager to practice efficient information management and better collaboration amongst project participants. We can rest assured that all our projects run smoothly and are getting delivered on time.

Since implementing Adoddle and working closely with the Asite’s Professional Services team, we have seen a huge improvement and we now have a high level of traceability of decisions and agreements made throughout the project.

Adoddle’s streamlined processes, daily progress report custom form, and custom reports have had a major positive impact in capturing planned vs actual progress on site on a daily basis. Implementing Asite’s Adoddle has largely contributed to the success of our business and helped us continue to be the leading players in the real estate sector."

Sarah Blackwell

Business Support Director, PCE Ltd.

"Asite is a great tool that provides ‘one stop shop’, cloud-based management for all our projects. Like all software, there can be some glitches when you are adapting it to suit you and you have to be prepared to put some effort in to get the best out of it, however exploring the scope of what Asite has to offer and working with their support team to utilise it to its full potential definitely pays dividends for our business."

Sujatha Naren

Head of Operational Process, Synergy

We would like to thank Asite Solutions for their excellent support and professionalism during the implementation of Adoddle by Asite Solutions for Synergy projects. Synergy team appreciated:

  • The product Adoddle by Asite Solutions has been a good fit for our project management needs within Synergy.
  • Excellent support and customization by Asite, paying attention to all details during launch and implementation phase.
  • Post Implementation training and 24*7 support by Asite team made using Adoddle smooth and easy.

We congratulate Asite for their industry best product and implementation performance. we are looking forward for further improvement for our mutual co-operation and success.

Ash Bailey

SF Development Officer, Stoke on Trent City Council

"By using Adoddle across our programme, our teams were able to work collaboratively, which helped us to reduce error and risk, make time and costs savings and deliver more value. I would highly recommend the use of Adoddle for mission-critical corporate collaboration."