Needed a solution for the overwhelming amount of paperwork that needed to be handwritten in the field. It was often lost or damaged and required manual, time-consuming processing.
Implemented GoFormz so that digital forms can be completed on tablets in the field within a familiar interface (looks just like the traditional paper forms), and instantly routed to teammates.
For over 70 years, Farrans Construction has provided building and civil engineering services to the UK, Ireland and Europe, with a consistent dedication to social responsibility and sustainability. The Belfast-based contractors have earned a plethora of awards and accreditations, many of which are attributed to their support of local communities and dedication to their employees' career development and advancement. Farrans has contributed to projects for clients within a variety of sectors (from education to marine).
With 70 years of customer satisfaction, admirable community participation and success across a variety of sectors, the Farrans team was growing… and outgrowing paper. From laying water pipes to prominent healthcare projects, the Farrans team was experiencing a growing demand of onsite information that paper forms simply couldn’t handle. Simon Aiken, of Farrans’ Business Improvement team, recognized his company’s need for a digital solution to paper forms.
“Being on site myself, I know exactly what it was like. You write on a remote site and all you have is a file full of paper. You had to take a blank template, go out into the pouring rain and fill it in, it gets ruined because of the rain and we would go for another form,” Simon explained, referencing his time as an engineer and Project Manager. “…Sometimes the form stays in your file… and other times they’re just lost or left on your desk, whereas with digital, you have it on your tablet and it’s always there with you.”
With over 200 onsite forms, many of which needed to be completed daily across all sites, Farrans was ready for a complete digital transformation of their job site data collection and form completion workflow. “Once we fill in the paperwork we have to give it to our document controllers and they have to scan it in, so that it becomes electronic… going electronic straightaway cuts out a step, so they can work on other things.” Thanks to a collaboration between the Farrans team and a seasoned GoFormz user, Simon was introduced to the GoFormz platform and recognized a solution with potential.
Simon and his team found adopting GoFormz to be simple. “It’s pretty straightforward. Just upload the PDF, drag and drop the relevant fields and that’s it. Simple.” Because the Farrans Site Engineers were already comfortable with digital products and tablets, and mobile forms looked identical to their existing forms, user adoption was also an easy task.
Now, armed with their digital collection of documents, forms can be completed in the field without fear of damage or negligence. Farrans form creators have leveraged Checkbox fields to simplify inspection and safety data collection, allowing users to simply check-off completed tasks. For example, ‘are all fences secure?’. With each Checkbox, users are also presented with an option to include an Image of site details, bringing further visual information and context to gathered data. Once onsite forms have been completed and signed-off by the onsite engineer, an automatic workflow triggers the delivery of the form to the Site Secretary for further review and publishing to Farrans’ management system of choice. Digital forms have also optimized Farrans client-facing operations, allowing the Farrans team to present their clients with documents detailing tasks completed faster and more professionally.
Before GoFormz, Site Engineers would end their day with a few hours of paperwork in the back-office, preparing their documents for the Site Secretary. Now that these forms can be completed accurately from the field and automatically routed to the Site Secretary upon submission, Farrans has witnessed an incredible time savings. With this demand alleviated across all Farrans job sites, Simon estimates a total time savings of approximately 60 hours a day.
Now that a majority of Farrans forms are digitized with GoFormz, Simon hopes to pursue opportunities for integrations and to expand their number of GoFormz users. As the Farrans team grows, so will their document generation… what would once have been an obstacle to document processing, is now an opportunity for further insights and communication.