WPV Baubetreuung GmbH
FusionLive helps WPV Baubetreuung GmbH optimise its document management and achieve better collaboration, on-time project delivery and higher customer satisfaction

Background:

WPV Baubetreuung GmbH (WPV) is a German project control and project management company that has been organising, controlling, and monitoring complex construction projects in the Rhine-Main area, as well as across Germany, for over fifty years. The company’s competencies include project development, project control and management, construction support and client consultancy, project controlling and on-site construction management.

The company brings its years of experience to every project, delivering reliable services tailored to client needs and underpinned by innovative technical solutions and design. With its combination of qualified engineers, architects, real estate economists and supplemented by external specialists from its established network of trusted partners, the company has a reputation for working quickly and flexibly and persevering in finding solutions for complicated project developments.

Challenge:

As a project controller, WPV deals with complex data and documents as part of its project activities. Therefore, it needs the right document management system to manage and monitor projects, as well as organise and store contracts, plans, approvals, and other documents required for daily operations. In the past, all documents and data were handled manually – exchanging plans, sharing data, and reviewing processes were done by email, for example. However, this was an inefficient process that led to many duplicate checks and document revisions – resulting in duplicate tasks and wasted time. “Often subcontractors or partners did not receive their emails on time or at all, which led to project delays due to missing documents. So, the team had to spend a lot of time checking files and manually finding out which documents were the latest versions,” emphasises Susanne Seitz, Dipl. Dokumentarin (FH) / Dipl. Ing. Architektur (FH) – Team Leader at WPV.

Solution:

In 2015, WPV implemented FusionLive by Idox – a secure, cloud-based document management system that ensures the accuracy and integrity of information, promotes project collaboration, and enables the efficient delivery of complex engineering and construction projects. According to Mrs Seitz, “FusionLive is cost-effective and has a clear and unambiguous user interface that makes it easy to use – these are some of the reasons why we chose FusionLive over other solutions on the market. FusionLive is designed to positively change the way documents are handled and controlled, reducing document version errors, and accelerating efficiency by eliminating duplicate tasks and content. The software also incorporates established workflows so we can choose the best configurations for our needs.”

On average, WPV works with 30 to 50 planning and executing offices and companies on each project, including engineers, architects, project managers and contractors. Whether clients, partners, suppliers, or subcontractors – the company ensures that all project participants have access to the right documents and project-related information. The team needs to be sure that project information is up to date at all times. “We need to ensure that all data and documents related to a particular project are accurate, up-to-date and available, and this is easily achieved with FusionLive. Given the positive impact of FusionLive, we don’t accept any data or documents that are outside the system – it is mandatory that everyone uses FusionLive for document management and it is contracted as part of every project. That’s how important the system is to us as part of our workflow,” says Mrs Seitz.

The integrated reporting engine and powerful dashboards in FusionLive provide an overview of all activities, including the status of deliverables, providing real-time insights into each project. “The dashboards and reporting feature help us review documents accurately and efficiently, as well as monitor workflows and processes – making it easier to get projects off to a fast start, streamline deliverables and shorten overall project timelines. It also helps us with post-project reviews so we can quickly identify and implement process improvements for future projects,” adds Ms Seitz.

Outcome:

FusionLive has helped WPV increase efficiency by 10%. According to Mrs Seitz, “The document numbering option the system offers has been very helpful for us to improve document control. By assigning a sequential number to each document and displaying the date, title, author and department, the software helps to avoid confusion and save time in locating files.”

“With FusionLive, everyone involved in a project needs to upload each document to the system to ensure that all information is in one place
for everyone to access. This way, everyone involved in the project knows when a particular document was created, processed, changed, edited, and approved, resulting in greater clarity and integrity. The result is better clarity and integrity. All documents are now up to date and in the system, which helps us consistently meet project deadlines. And by having access to the right documents for better visibility and collaboration, our teams can avoid billing and accounting errors and payment delays, which makes invoicing partners and subcontractors much easier.”

On the overall experience of working with Idox, Mrs Seitz said, “Our relationship with the team has been smooth and straightforward. The team has always ensured that contract terms are aligned with our project requirements and is always on hand to answer technical questions and provide support services for the platform.”

As part of its commitment to supporting clients with innovative solutions and workflows, the UPU plans to introduce more modules of FusionLive, such as BIM and maintenance of supplies. “We believe in evolving according to customer needs and are therefore interested in new and innovative features based on customer needs and our own needs,” concludes Mrs Seitz.