Holdfast Training Services Trial Blog

Having left my Phase 2 site last month I reflected on the number of IT systems used and wonder what the military should learn from rather than copy.   I observed the following:

1. Drawing Management. A single repository for all technical drawings that can be accessed by all stakeholders (Designers, T1 contractor, Client, Project Verifier and Sub-contractors) is an efficient way of ensuring all parties have access to the latest drawing versions.   The project used a web-based IT system called ACONEX which can be accessed from any internet-connected device (including mobile telephones and tablets on-site).  It has a good search feature that displays all drawing revisions so changes are easily identified.  Updates to drawings are notified as transmittals with all parties informed as automatically part of a mailing list.  The disadvantage of the system is that not all stakeholders are willing to use ACONEX to share information (external stakeholders often revert to email) which increased the burden on the on-site team to update the drawings stored within ACONEX to prevent information becoming outdated.  As the transmittals are not individually targeted or area-specific, it was easy to miss key information due to information-overload and the requirement to manage multiple IT system inboxes.  Overall, I believe ACONEX fulfilled the drawing management role well for large scale projects when it is used correctly by all stakeholders and appropriately resourced with a dedicated document controller.  For military projects, the same effect can be achieved via SharePoint and email.
2. Formal Messaging. ACONEX also has an email/messaging capability but unlike email, every message is serialised, cannot be deleted and is viewable to all project users.  These features are both advantageous and disadvantageous across a range of safety, legal, quality and commercial issues.  The system enables collaborative working as all staff have access to all information which is handy when individuals are on leave or out of the office.  For these reasons ACONEX messaging was accepted as the formal notification system within the project contract and is used for all formal correspondence, Requests for Information (RFIs) and recording key decisions.  Another disadvantage of the system is the requirement for individuals to manage an additional system to their email.  ACONEX is a good system for formal messaging on large scale projects however for military projects the same effect could be achieved via a formalised written letters/memos emailed to parties with pdf copies uploaded to SharePoint.
3. Collaborative Working. Every organisation involved within the project has their own data repository where information confidential to the organisation can be stored and accessed only by members of the organisation.  Examples of this include commercially sensitive information, interim programmes, work in progress (WIP) and interim quality records.  The project used SharePoint to enable collaborative working across the Alliance Partners as this avoided server access issues.  The software is fit for this role but the effectiveness of information access on-site was limited by the different companies’ technology hardware and individual user software licences.  SharePoint is already used by the military for in-barracks data storage.  Unfortunately, some deployable IT systems are dated and do not have this capability or lack internet access.  Where this is the case, files are shared via local network storage devices or transferred between individual computer storage.  In these instances, version control is essential; significant time and resourcing must be devoted to data management practices.  The user is responsible for the archiving of data beneficial to future business output but this vital step is easily missed; as highlighted by the 2018 TICRE data amnesty at 170 Engineer Group, which identified significant gaps between the data held by TICRE and the individual Works Groups.
   
4. Company Developed Software. The project used a JH online application (Project Pack Web) to record and track key project information useful to business output.  The application was used for procurement, risk management, environmental monitoring, and quality records.  The Client and Project Verifier had limited access to the quality record element for the notification and release of hold and witness points. The system allows JH’s regional business team to monitor key information required for business output in the same way that Brigade and Divisions can view Unit information within ODR and JAMES.  Work Lots were used to group all relevant information for a specific work activity into one record for ease of reference.  This included Activity Method Statements (AMS), ITPs, checklists, permits, defect lists, hold and witness point approvals, materials, sub-contractors and related works.  The Work Lots form the basis of the Client’s handover file at the end of the project.  The advantage of this application is that the regional business has visibility of project information, Work Lots are generated as part of day-to-day activity and in-house software can be adapted to meet the needs of the project.  The disadvantages are more bugs compared to commercial software and it can be clunky to use.  Unfortunately, the system was not used to its full potential and there are some areas that failed to provide adequate functionality resulting in duplication of data.  JH is currently involved in a number of JVs and partnerships where different IT systems are used.  This reduces JH staff familiarity with in-house software causing skill fade and additional training requirements.  For large construction projects, PPW type software has significant utility and if properly resourced and developed.  The majority of military infrastructure projects have simpler quality requirements and use existing defence procurement systems.  In the military context, it would be more cost-effective to identify appropriate Work Lots at the start of the project and use an electronic file structure to archive quality records.  The tracking of other key resources and data can be achieved via spreadsheets on SharePoint or a local area network.

What are your experiences from Phase 2?  Has anyone come across any better systems for use in a military context?