Online Project Management Platform

Customer: South East Conservation Limited

South East Conservation like many other similar companies were struggling to keep a good grasp of their projects administration-wise. Each project requires digital storage for all the paperwork and documents that are created as part of it. Things such as:

  • Diagrams
  • Receipts
  • Photographs
  • Documents
  • Drawings
  • Materials
  • Expenses
  • Labour
  • Units of Work
  • Change Requests
  • Tool Hire
  • Invoices
  • Quotes
  • etc.

All these require storing and sorting for quick access all throughout the project. South East Conservation were inundated in Excel Spreadsheets, Folders, and so on. It was difficult to keep track of it all. Also, granting access to different parties to specific documents only was very difficult. Change auditing was difficult to trace and human error was prevalent. Plus, there was the backup management and data storage issues. All that and more would result in additional admin work and, over or under estimatimations erroneously made. The final result was repetitive work and lost money.

The Requirements

The requirements we simple. An accessible, central project management platform that would grant granular role-based access to different parties to just the information or functionality required by them. It should have all the information pertaining to a given project together and easily accessible. Invoices and Quotes should be generated at the click of a button. And must be secure.

The Solution

The solution was the an online, web-based Project Management Platform. The platform is hosted in the cloud and hence it runs on the best technology the world has to offer. Since it is web-based it is accessible everywhere: smartphone, tablet, computer, etc. It is username and password protected and built with the strictest security best practices in mind.

Since Poole Software offered to maintain the system, South East Conservation does not have to worry about backups and any other day to day maintenance requirements. The platform was easy to learn and easy to configure.

The Results

The results speak for themselves:

  • South East Conservation do not have to spend time visiting their accountant since the accountant has his/her own account on the platform and is able to collect all the information online.
  • No human error in calculations since the system does all the calculations.
  • All users have role-based access so South East Conservation can now grant just the privileges required to each system user.
  • All receipts are scanned and uploaded into the system which prevents permanently losing them.
  • Reports such as Cash-flow, VAT, etc are available now, so no need to spend time generating them manually.
  • All the information is central and organised which saves time looking things up.
  • The Invoices and Quotes are automatically generated which saves time and errors.
  • Managing Payment Certificates for labourers is much easier now with automatic Payment Certificate (PDF) generation.
  • Manage your company price-list and services inventory whithin the platform. Also per-project price-list.

South East Conservation have saved on average 1 full day a month since switching to the platform. There are no longer Spreadsheet calculation/human errors. Overall, they are very pleased with the results.