Hogan Group faced significant challenges in managing their assets, which threatened their operational efficiency.
To address these challenges they sought a reliable solution to streamline their asset management, optimise resource allocation, and minimise downtime.
Introduction
Hogan Group is a multi-sector construction company specialising in quarrying, asphalt, concrete, and application for roadworks with local authorities.
This Case study explores how the adoption of Papertrail helped Hogan Group improve their asset management and simplify inspection checklists and certificates while reducing administrative burdens and costs.
Problem
Before adopting Papertrail, Hogan Group faced several challenges in document management and inspections.
Costs & Storage - Hogan Group printed roughly 150 checklists weekly, leading to significant printing expenses and storage issues. They needed a cost-effective, eco-friendly solution to reduce costs and simplify document management and sharing.
Inefficient Document Retrieval
The traditional paper-based system made it difficult to access documents, particularly during quality audits. Generating and retrieving certificates for completed checklists was complex and time-consuming.
Lack of Customisation
Hogan Group sought customised checklists to address specific inspection needs more efficiently.
Communication and Updates
Managing communication and updates across sites and teams and for audits was challenging due to the circulation of outdated paper checklists.
Solution
These challenges necessitated a solution that could streamline inspections, reduce administrative burdens, offer checklist customisation, and simplify communication and updates.
"Papertrail allows managers in our quarrying sector to conduct monthly stockpile inspections with ease. We can capture photos, complete checklists, and have everything compiled and completed. Streamlining our processes and improving tracking."
- Jamie Hogan, Production Director, Hogan Group.
Onboarding and User experience
Approximately 80 active users at Hogan Group currently use Papertrail. Onboarding new users is a quick process, and a software champion is designated to guide and support their colleagues. The flexibility of the system allows for different permission levels, enabling engineers, operators, and managers to have appropriate access.
Operators extensively use the mobile app, while back-office personnel primarily utilise the web application. Activity sharing across the application ensures real-time updates and provides everyone with access to the most up-to-date version.
"Papertrail is exceptionally user-friendly and intuitive. The software requires minimal training for our diverse team members, ranging from 18 to 79 year olds.
Its ease of use has optimised our processes and made it effortless for everyone, regardless of age or background."
- Jamie Hogan, Production Director, Hogan Group.
Cost Savings & Document retrieval
The transition to Papertrail has led to cost savings for Hogan Group by eliminating the need to print checklists. This shift not only reduced printing costs but also improved the efficiency in managing document records.
The software also enables efficient searching and access to necessary documents, simplifying quality audits and enhancing audit readiness.
One standout feature for Hogan Group is the fundamental structure of organising equipment pieces or checklists in individual folders, making it easy to track tasks performed on specific items. This structure allows for a quick review of the history and activities associated with each asset.
Audits Made Easy
With Papertrail, Hogan Group has witnessed a remarkable enhancement in their audit efficiency. The software's streamlined document search and access features have simplified the audit process and made sharing necessary documents with auditors a smooth task.
One feature that impressed Hogan Group is Papertrail's capability to generate certificates for completed checklists. This allows managers to search, filter and ultimately quickly retrieve the necessary documents for audits.
Gone are the days of scrambling to locate physical documents scattered throughout various offices. Papertrail has eliminated unnecessary delays and frustration during audits.
Customisation
Hogan Group benefits from easily requesting and adding new checklist items to the system, ensuring all team members have access to the latest versions.
Customising checklists to meet specific needs is made simple with support from the Papertrail Customer Success team. Increased efficiency in inspections has been noted, reducing administrative tasks and enhancing document management processes.
Ultimately digitising asset management has optimised workflows, improved tracking, and eliminated unnecessary work for Hogan Group.
Communication and Updates
Hogan Group implemented Papertrail as their asset management solution, effectively managing checklists for various equipment pieces and inspections conducted by different operators on a daily basis.
The availability of the mobile app played a significant role in empowering individuals who previously filled out paper forms. Operators can capture all the required information on-site, as they work across different locations and regions.
Papertrail Solution Offering
Papertrail provided a user-friendly asset management platform to tackle Hogan Group's challenges efficiently:
- Simplified Checklists Management Papertrail's mobile platform enabled over 80 users and 40 contractors to manage their checklists with ease..
- Automated Certificate Generation for inspections, simplifying compliance and audit evidence preparation.
- Customisable Checklists and User Autonomy Hogan Group could customise and update checklists as required, giving their team more control.
- Improved Compliance and Audit Preparation Papertrail helped Hogan Group meet regulatory standards, making it easier to submit documentation and comply with RBA and HSE regulations.
- Enhanced Data Organisation and Accessibility Improved organisation and accessibility of essential documents, equipment registers, and procedures.
- Advanced Analytics and Reporting Analytics insights supported informed decision making. User utilisation, inventory status, compliance reports, and competency management.
- Collaboration and Integration Effective operations collaboration and data sharing, enhancing communication and documentation processes.
Custom modules made for you
Papertrail's collaboration with Hogan Group showcases the power of the software platform in addressing specific industry needs. Through this partnership, Papertrail have and will continue to develop custom modules tailored to meet the unique requirements of Hogan Group's construction and maintenance projects.
By leveraging the flexibility and adaptability of the software, these customised modules will streamline processes, enhance efficiency, and provide tailored solutions for Hogan Group's specific needs.
This collaborative effort exemplifies the software's ability to adapt and evolve to meet the diverse demands of the construction industry, ultimately empowering Hogan Group to optimise their operations and achieve their business objectives.
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Hogan Group
Hogan Construction, a division of the Hogan Group, brings over 50 years of experience to the construction industry, specialising in highway-related construction and maintenance work, particularly in laying asphalt, concrete, and construction businesses.
With a focus on continuous investment and business expansion, Hogan Construction has built strong in-house capacity and capability to offer a professional, flexible, and fully integrated service. They work closely with clients in both the public and private sectors, delivering a best-value service within a safe and sustainable environment. Hogan Construction's skilled team is committed to client satisfaction, prioritising safety and sustainability in all their endeavours.
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