JBS leads conversion of paper-heavy system to sleek framework application
FSC Constructon & Maintenance deliver constructon projects and maintenance services for industrial sectors where hygienic conditons and contamination prevention are vital for success.
Operating throughout the UK and Ireland, all their projects and maintenance contracts must conform to strict Health & Safety regulatons and extremely high standards.
Compliance and attention to detail are critical for timely completion of works and ongoing production for their clients.
The Challenge
Established in 2012, Food Sector Construction Ltd grew steadily over the years with ever-increasing demand for their specialized services, winning large-scale contracts with major companies like Greencore, Ryvita, Silver Spoon and Morrisons. In 2021, a new venture was launched trading as FSC Construction & Maintenance, providing bespoke contracted maintenance services for hygienic production plants resulting in a significant increase in paperwork and essential record keeping.
FSC realized their existing paper-heavy administration would not be fit-for-purpose as their contracted work became increasing complex. Without a suitably tailored system in place to record and track every task, decision and permit etc. in a timely manner, (many of which are legal requirements), FSC could foresee the potential risk of time delays and financial implications.
FSC staff on site need ‘real time’ support on location and from their colleagues in head office, therefore secure communications from various locations and head office are essential. The accurate and timely recording of information is critical, so too is swift retrieval of information to ensure the efficient and safe running of construction work.
As a family-centered business, FSC recognize the impact of inefficient systems on the well-being of their staff. Frustration-free administration keeps a team happy, motivated and loyal. FSC have made considerable investment in the recruitment of their highly skilled engineers, managers and staff, they are proud of their very low staff turnover rate and are committed to maintaining this status quo.
FSC has been a client of JBS for 10 years, ever since day one setting up Office 365 hosted email, office PCs and devices for the new venture. In addition to planned IT system projects and support, JBS have the expertise and resources to respond to urgent issues, such as when JBS was tasked to migrate FSC’s cloud-hosted file storage solution to Nimbox when the original provider only gave a weeks’ notice to cease their services. With an excellent track record of support, maintenance and problem-solving, JBS was engaged to streamline, automate, design and implement a modular system to take FSC’s contract management services successfully in to the future.
JBS has been working with us since day one, over a decade. Time has shown that JBS are experts in their field and that they understand the needs of growing businesses. During this particular project, it is clear that they have a systematic approach to cover all bases when it comes to information gathering. They already knew us, but they still listened to what we needed, offering a number of effective solutions. All communications and meetings were timely and productive – they are an excellent project partner.
Natalie Jewell, Finance & Office Manager
The Solution
The first task was to establish the facts and the desired end result. JBS consulted with FSC staff in administration, management and also with site workers to ascertain the work flow and environment in which all the information needed to be collated and recorded. This consultation and subsequent assessment resulted in the design and build of a framework application named ‘FSC Central’.
JBS started from the ground up designing a framework comprised of the following essential modules for FSC:
• Daily Diary (for Site Managers)
• Permits (for H&S compliance)
• Confirmation of verbal instruction
• Purchase Orders
Development & Implementation
Project management was conducted via MS Teams with project members throughout the process. The development strategy for each module was:
• Module specification
• Design phase
• Development phase
• Testing phase
• Release to production
FSC are now running FSC Central which has greatly improved communications, project and contract management. The design and strategy allows JBS to easily develop additional modules to streamline and automate any number of other business processes.
The Benefits
- Users have willingly engaged in the user-friendly interface, information is easy to find which has improved productivity all round.
- FSC Central is time efficient, nothing gets missed and FSC is proud of the professional way they can now present themselves to their clients.
- Both staff and clients have instant validation and updates on current project and maintenance works.
- Reduction in carbon footprint by reducing business miles and radically reducing physical paperwork
