Client Overview
A government agency responsible for the delivery of three major, separate, but interrelated, 5-year infrastructure and transport projects in South East Queensland required a robust Project Communication and Document Management solution. This solution had to manage all project communications between the agency, three major contractors and numerous stakeholders. The primary challenge was ensuring the solution was flexible enough to maintain the separation of the projects while still allowing for efficient interfacing between them.
The solution needed to meet the following minimum requirements:
- Secure mail client
- Transmittals
- Document management functionality
- Forms
- 2D and 3D capabilities
- Models and BIM capabilities
- Drawing mark-up tools
- Design package and Design lot functionality
- Numbering schemas
- Advanced metadata fields
- Advanced searching capabilities
- Cloud-based Software as a Service (SaaS)
- Advanced security capability
- Reporting capabilities
Time Frame: 6 months
Solution
Yoku Solutions worked closely with the client’s business areas and key external stakeholders to gather and develop the functional and non-functional requirements for the system. After completing this phase, Yoku Solutions facilitated a comprehensive procurement process, on behalf of the client, which resulted in responses from eight software vendors. Five companies were shortlisted to present product demonstrations based on specific scenarios related to the project’s needs.
After careful evaluation and consideration, InEight’s TeamBinder system was selected as the most suitable solution.
Once the procurement process was concluded, Yoku Solutions took the lead in implementing the software. However, due to pressing business requirements and the need to begin secure communications for an Early Works contract, the system was implemented in an agile manner, unlike traditional system rollouts. Within just two weeks, a baseline configuration was deployed and the platform was rolled out to one of the projects for immediate use.
Over the following three months, Yoku Solutions worked with the client to address a backlog of work, conducting a series of agile sprints to enhance the system’s capabilities and meet the evolving needs of the projects. The system was continuously built and refined, and by the end of the six-month period, the solution was fully implemented across all three projects. It was configured to meet all the original requirements, along with several additional requirements that arose as the client gained a deeper understanding of the system.
Outcome & Impact
Through the expertise and dedication of Yoku Solutions’ project management, business analysis and vendor management teams, the client now has a fully operational, secure and scalable system that meets the unique needs of their infrastructure projects. The solution was delivered on time and on budget, overcoming various challenges throughout the implementation process.
The successful deployment of the Project Communication and Document Management Solution has resulted in:
- Streamlined project communication and document management processes.
- Secure communication channels between stakeholders.
- Advanced document control and versioning capabilities.
- Improved decision-making through enhanced reporting and metadata functionality.
- Increased project transparency and collaboration between the agency, contractors and stakeholders.
Conclusion
Yoku Solutions’ agile approach to implementation, along with strong vendor management, ensured that the solution was tailored to meet the client’s evolving needs and delivered significant value across all three major infrastructure projects.
