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
In terms of contract management, there was no standardlised 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 other parties.
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 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-an-drop documents directly into the platform;
-Apply mandatory document meta-tagging for easy retrieved of data;
-Search for documents using a powerful se arch 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.
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:
"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."
"Using Asite Workspace has been of great benefit to Grosvenor. It has given us easy access to our project data and we can clearly see what and where progress is being made. It has helped communication between all our project delivery partners"
"Over the last year Asite has delivered significant time and cost benefits to BAA's projects, typically reducing out-turn costs by 2%"
"Asite Collaboration was voted as "Top added value tool to take to the next project."
"There is less rework as people use the right information, first time. There is no argument as to whether a document is the latest, and the one which should be used."