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16. June 2021

Aarsleff & WorkPoint 365

Aarsleff and WorkPoint

All project data at hand is a must for contractor Aarsleff

Large-scale construction projects with complex tasks require an overview. Implementation of WorkPoint 365 Document & Project management solution in Microsoft 365 by partner ProActive

Operating as a design and building contractor, Aarsleff Construction undertakes the overall coordination of small and large construction and infrastructure projects. The projects involve complex tasks and require overview as well as documentation in all phases.

Morten Neegaard Olesen, Head of the Cable & Pipe Section within Aarsleff Construction, explains,

”In our line of business it is important to document everything we do, and we operate with all kinds of document files from the initial tender material and drawings to offers, contracts, reports etc. It is not unusual that some projects involve maybe 100.000 emails. So we needed to renew our systems to handle the document flow and the increasing demand for controlling and sharing documents externally”.

Business Issue/Challenge

Aarsleff Construction was searching to replace existing systems with a more user-friendly system to handle the immense document flow, as well as creating an overview of the many tasks in a project.

The main challenges were:

  • How do we improve document and email management across projects?
  • How do we ensure user adoption based on easy archiving?
  • How do we govern external user rights?
  • How can we quickly get an overview of tasks and projects?

The Solution

”Most suppliers we talked with presented a solution based on SharePoint Online”,

– says Morten Neegaard Olesen.

”However ProActive showed us a solution with WorkPoint as the main database across everything, and a key selling point was the WorkPoint Express giving easy access to all project data from MS Office software. Another advantage to us was the fact that WorkPoint is based on SharePoint Online. With minor adjustments to fit our workflows, we knew that it was plug & play so we wouldn’t have to wait for special coding”.

Document & Project Management with WorkPoint 365 and WorkPoint Express
With the assistance of WorkPoint partner ProActive a document and project management solution was set up customized to the workflows of Aarsleff Construction. WorkPoint Express, a plugin for Microsoft for emails and documents was also implemented to support the writing of documents directly in the project file and for a quick overview when working in Office 365.

Outcome and benefits

Total document management

”We now have improved our control of our documents, and everything is easier to locate,”

– explains Morten Neegaard Olesen.

”A very important issue as we cannot close and hand-over a project without documentation.”

Controlled user management

”Former use of sharing documents by i.e. OneDrive or WeShare has been replaced by WorkPoint where it is easy to set up a project and provide access for external partners and sub-contractors without compromising data security”,

– states Morten Neegaard Olesen.

Integration
WorkPoint is integrated into a calculation programme and a PDF programme and forms the database of further integration possibilities.

Project overview
Depending on the project, various stages and documents are needed. With WorkPoint, Aarsleff can easily follow the stage of a given project and also gain a total overview of all projects.

Drag & Drop
The 400 current users are happy with the standard function of drag & drop when working with documents and emails in the Express.

User adoption

”We have gotten a more automated solution where archiving is easy. It is my experience that we’ve improved the available tools for our colleagues with a tool that supports their work processes better,”

– concludes Morten Neegaard Olesen.

Contact

Would you like to know more about WorkPoint, we urge you to contact us or one of our partners.

Michael Buades

Channel Sales Director

mbu@workpoint.dk +45 26851833