Air Control Energy, are a leading provider of inspections solutions for the Energy sector providing drone (UAV) and rope access (RA) solutions as a cost effective and compelling alternative to traditional visual inspection methods. To comply with ISO Air Control Group required to create a platform to manage knowledge which would improve internal management of documentation and service to customers.
With no clear visibility of information, different sets of data and lots of duplication, key drivers included the need for intelligent document management, increased collaboration, a scalable platform in a company planning for rapid growth and the ability to reduce operational cost going forward whilst fully utilisiing their Microsoft Office 365 licenses.
SharePoint Online within Office 365 provided the perfect platform with which to develop this document management system. SharePoint Online not only meets the expectations associated with ISO compliance, but provided the users with a simple yet focused interactive experience. Furthermore, being built within Office 365, meant that users could access this information when working remotely, especially useful given the nature of their work. Management of the documentation was central to the success of the project, and this is where the biggest change lay to achieve ROI. By identifying a taxonomy that unified the global terms used across the business, a solution was built to manage content so it was categorized and easily findable for all employees.
The decision was made to adopt an agile approach, especially important given the need for flexibility and the ability to adapt as changes/alterations are requested. With a rapid deployment, the key to adoption was to make the technology work for them and not trying to force a change in behaviour to suit the technology.
Sub sites, document libraries coupled with taxonomy and custom content types, task lists, and calendars were incorporated into the build. Versioning (both major and minor), permission groups, content approval, check in/out, were all utilised to great effect. Furthermore, a custom search capability that allowed users to locate and refine documents and media files with relative ease was incorporated into the build.
Client sites coupled with document library templates and SharePoint workflows were created to provide a one stop shop for all things client related. As new business is won, new project sites are created at the click of a button, therefore providing an efficient and consistent approach to project delivery. Furthermore, the ability to share sub sites externally allows Air Control to invite clients into these client sites therefore providing a collaborative approach to project management.
Dedicated, security trimmed personnel sub sites were created, providing users with a personal area with which to store and access personal information such as; Flight Logs, CV’s and Certificates. Reminders provide users and system administrators with regular updates of any certificates that are approaching expiration so that necessary action can be taken to ensure all Air Control employees remain compliant.
The introduction of other 365 technology such as Delve, provides quick and easy access to personnel, their contact information, as well as specific information relating to their role and areas of expertise.
Storing all files and documentation in one central location, enhanced search and streamlined navigation has allowed users to save time and effort. Documentation is found easily and project work can be shared both internally and with external customers shortening the decision making cycle.
The new document management system achieved its objective in becoming a place where employees who are located primarily off site could come together to work and share knowledge. There is now one place to look for essential resources as well as a powerful search tool to help users gather the information they need. It has become a trusted and reliable resource that users can access anytime, anywhere, on any device.
Internally the team are now using the site as part of their everyday work. The new solution has also been popular with customers who now have a faster more time efficient way of accessing project updates.
“Sheryl and the team are one of those rare service companies, who keep their promises, provide excellent & flexible services, are professional and really focused on what the customer needs rather than wants. Their continued ongoing support and knowledge of Office 365 and the options available to us for futureproofing our system provides real comfort that we are in good hands…”
Kieran Hope, MD, Air Control Group