Engie Germany’s aim was to record the entire Construction documentation history of major projects running over several years, including photos of the respective project statuses . The colleagues involved were to be informed promptly about the current status and be able to call up the history at any time in the event of queries. In addition, the aim was to document tasks, defects, file notes, impediments, performance assessments and supplements and to initiate the corresponding measures digitally.
Learning from the experience of others
As a subsidiary, Otto Building Technologies GmbH, was already working with the software tools 123onsite and 123quality, it was possible to draw on their experience.
The decision was quickly clear
Ines Müller, responsible for the coordination and support of subcontractors, explains: “After an intensive exchange with our subsidiary, we were convinced by the software products, so we decided to use them at the beginning of 2020.”
The company now works with 170 licenses of 123onsite and 200 licenses of 123quality. Both solutions are available via app, so that users can record data such as tasks, defects, file notes, obstructions, performance assessments, supplements and remaining services directly on site and transmit them to the office. At the same time, the entire process of Construction documentation including photos and the digital recording of defectsand the digital recording, tracking and rectification of defects is standardized, clearly documented and leads to significantly better quality in execution. All information is in one place and does not have to be collated.
Systematic introduction
Ines Müller was trained in the use of the software by the subsidiary and, in consultation with the commercial manager, created a training concept including handouts for the use of the software by colleagues in the various branches. The commercial manager then gradually trained the construction and project managers as well as the technical system planners. The subcontractor coordinator continues to be the contact person for the programs.
Ines Müller
Subcontractor coordinator
The good thing about 123onsite and 123quality is that we, as users, can help to shape and implement user-specific requirements.
Ines Müller
Subcontractor coordinator
Engie Germany GmbH
Plant manufacturer
Together with the software company, it creates a template for a letter to the subcontractors. This corresponds to Engie Deutschland’s corporate design and will contain the relevant VOB text module as well as the deadline for rectifying defects.
Locate photos on plan
The site managers on site use the 123quality app on their smartphone or tablet or work with the system on their computer. They use it to create tickets for the elimination of defects and obstructions or supplements and record the remaining work. Everything is located on the plan with photos. The site managers then send the tickets to the project manager or the technical system planner for internal review and further processing. After approval, Ines Müller forwards the tickets with the photos located on the plan to the relevant subcontractors for processing. Once the defect has been rectified, the supplements processed or the remaining work completed, the site manager sets the corresponding tickets to “completed” and all parties involved are automatically informed.
You can now find the functionalities of 123quality in the module quality module.
Improve the quality of documentation
In the meantime 123quality is now the daily working tool of the entire project team. Depending on the size of the project, these teams comprise an average of ten people. Ines Müller comments: “The quality of the documentation has improved enormously, as it is easy to quickly take a photo with the cell phone app and assign it directly to the project with the corresponding title.” The clients receive the documented obstructions or concerns with the photos located on the plan for documentation purposes. This means that they are always informed.
Disagreements are a thing of the past
This procedure is transparent for the subcontractors, as they know exactly what they have to do, when and where. The construction and project managers save an enormous amount of time, as the flow of information is digital and they do not have to meet the subcontractors in person on the construction site. The transparent procedure also eliminates the need for inquiries.
The large-scale projects sometimes extend over several years. Today, thanks to the exact documentation, the TGA specialists are able to trace the processes precisely when queried, even if they are far in the past.
Time and cost savings
In the meantime, 123onsite and 123quality have become strategically and commercially important for Engie Deutschland GmbH. Digital communication ensures efficient, smooth processing and the desired quality of execution for the TGA experts, as well as saving time and money. Everything is also always properly documented with regard to the warranty.
Ines Müller explains further:
“We are seeing potential savings, from digital Time tracking and personnel planning to automatically generated daily construction reports instead of the classic Construction diary. By using 123quality, we achieve maximum time savings and thus reduce personnel costs.”
About Engie Deutschland GmbH
Cities, municipalities, industrial companies, hospitals, universities and university clinics commission Engie Deutschland to plan and manage technical building services such as ventilation, air conditioning, refrigeration and heating technology, I&C and building automation, electrical engineering, safety technology and fire protection throughout Germany. The company supports its clients in making buildings, systems and core processes more efficient in order to ensure increased availability and reliable operational readiness. The engineers and business people not only optimize the client’s core processes, but also their own.
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Picture credits: 123onsite/Timo Lutz Werbefotografie.
