How Eptisa Achieved Paperless Collaboration with Construction Document Management Software

Founded in Spain in 1956, Eptisa is an international consulting, engineering, architecture, and information technology company with a presence in 55 countries. Eptisa applies their expertise in sustainable development and technical know-how to carry out complex projects in the transportation, infrastructure, energy, industry, health, architecture, IT, and public administration sectors. The company employs more than 1,800 professionals on over 100 projects globally.

In their home base of Spain, Eptisa has taken on a number of high-profile projects, including construction designs for train stations in Tenerife and San Sebastian, the expansion of the Renault assembly workshop in Valladolid, and a new waste management plant in Gipuzkoa. With business booming and Spanish Construction Industry Awards under their belt, Eptisa’s flagship Spanish company decided to utilize construction document management software to take their processes to the cloud.

 

Being Proactive, Not Reactive

In 2016, Eptisa got a BIM analysis taken of the company, and the results led management to conclude that investing in a cloud-based construction software solution could tackle their areas of concern. Like many companies, Eptisa wanted to become more competitive and develop better processes, as well as keep up with changing technological trends. They also wanted to make sure they were compliant with new BIM standards, which are increasingly becoming adopted globally. With the UK’s PAS 1192 framework as a guide, Eptisa knew they wanted to use a cloud-based tool that would fill these requirements. If BIM were to become mandatory with similar standards adopted in Spain, they wanted to be ready for it.

Eptisa wanted to tackle two common problems on modern job sites: the costs of printing documents, and the difficulties of collaboration and communication with stakeholders. As their first goal, Eptisa decided to smoothly transition from paper to digital-based processes. To ensure this required a holistic approach coordinating all of their departments, especially Construction, Quality, and BIM Design. They took a step-by-step approach. First, they worked to identify possible tools, then mapped them to their current processes that could be digitized, before deciding how to move forward.

 

Construction Document Management Software For Quality, Collaboration, and Approvals

eptisa-construction-document-management-software-body-1Every drawing, model, and document can be delivered in real-time to the right hands, wherever they are.

 

In 2017, Eptisa decided to engage Autodesk BIM 360 as a tool to meet their goals. As a smaller enterprise, Eptisa was able to quickly adopt the technology on the majority of their projects to manage design review, improve collaboration with stakeholders, and utilize Approval workflows. They were able to quickly drive improvements on KPIs on collaboration and quality performance, as well as KPIs related to supply chain performance and defect management.

Moving their design review process to the cloud allowed for a quicker process thanks to collaboration tools that support viewing, commenting, and comparing design versions. Every drawing, model, and document can be delivered in real-time to the right hands, wherever they are, ensuring the documents are complete and accurate before construction begins. This allows projects to get off on the right foot from the start.

The process of moving from a paper-based to a digital-based project documentation system has also resulted in clearer and more concise documentation for tracking issues, which is then linked to a project’s Inspection and Test Plan. Inspection and Test Plans are important for quality management, and increased detail and documentation helps address particular project risks. Cloud-based mobile access to inspection documents has also allowed for faster and more efficient inspections.

The Issue Management section of BIM 360 Docs is used as the site diary by all teams to document and log daily on-site activities to one central system. Using this data, weekly reports are delivered to Quantity Surveyors and Superintendents, who analyze site conditions, project progress and root causes of site issues, and check the location of the concrete placed in the previous week.

Eptisa has had great success utilizing Approval Workflows in BIM 360 Docs in order to internally verify documents and to externally submit and verify documents with clients, ensuring project information is correct and up-to-date and all project stakeholders are on the same page. With BIM 360’s Document Management tools, Document Managers can facilitate, control, and automate the review and distribution of project drawings, models, and other documents. Project team members can easily review, comment on, and approve project documents.

 

Collaboration with a Common Data Environment

By moving project documentation to the cloud, Eptisa has been able to reap the benefits of a true common data environment (CDE), while also being compliant with BIM Level 2 standards. All project information is in the same place, accessible to project team members anywhere at any time. Information sharing and collaboration is done easily; both 2D and BIM construction documents are accessible via mobile devices. When information is up-to-date, easily accessible, and in the right place, everyone on the project, from subcontractors to supply chain partners, can deliver more quickly.

The improved communication and collaboration has a ripple effect across each project, from reducing rework and improving quality control, to saving time and speeding up project delivery. You can ensure everyone has access to the correct documents, and trades and subcontractors are working with the correct versions.

 

“The use of BIM 360 Docs has with no doubt facilitated communication and increased collaboration within all stakeholders involved in the different project since it has been implemented.”

- Gorka Villelabeitia, BIM Project Manager & Project Director, eptisa

 

Success Leads to Rapid User Growth

With no legal mandate, adoption of cloud construction technology within Eptisa has been driven from the ground up. Project managers have directly experienced the benefit of working with the technology, and championed technological change as a means to improve project effectiveness, not for its own sake. With improved information flow saving time and reporting tools helping QA processes, adoption is growing.

The work of internal champions of technological adoption, combined with on-site training, has resulted in a remarkable 400% growth in Monthly Active Users of BIM 360 in just over 11 months. Eptisa is now in the process of contractually offering the use of BIM 360 on all supply chain projects. To help foster adoption, Eptisa has established a program for onboarding new supply chain partners and project managers, which includes training sessions with examples and best practices. During the training, Eptisa works with team members on-site to foster wider adoption and optimize project flow.

As cloud technology is utilized by all project stakeholders, both internally and externally, more data can be captured and connected, leading to better project outcomes.

 



 

Learn how to measure the success of your organization and exceed in the industry with

construction document management software.

 

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