Traditional processes, like manual data collection on paper and spreadsheets, are inefficient and often lead to errors and budget overruns, which are only exacerbated by time pressures and inevitably lead to compromised quality of work. Therefore, the successful completion of large-scale projects relies on data-driven decision-making, seamless communication, and efficient workflows, all of which can only be facilitated by a centralised, reliable, and scalable digital project management platform. Contact us today
Our previous discussion highlighted the importance of digitisation in railway construction management and the challenges of transitioning to digital systems. Aggregating each piece of project data requires digitising each stage of the project, including all data collection, management and reporting, which is in itself a complex and time-consuming process. That’s why despite the fact that many project managers view technology as a solution to data management inefficiencies, many don’t know how to handle the enormous logistical challenges of adopting new tools and processes.
Therefore, In order to more easily overcome these obstacles to successfully digitising a project, we’ve documented the top 10 best practices for digitising rail projects. Here are the first 5 key steps in the process:
1. Agree on Data Management Standards:
Data integrity is crucial from the outset of a project, as inconsistencies or inaccuracies can lead to significant issues, particularly in reporting and project handover. To prevent this, it’s essential to align the data dictionary with pre-established data standards before the project begins. Key areas of focus include:
- Naming conventions
- Unit measurements
- Validation rules
- Data schemas
- Quality control
- Timings
Agreeing on these elements in advance ensures consistent meaning and quality across all data elements. Additionally, aligning these requirements with Building Information Modelling standards is vital for facilitating the easy connection and centralisation of data.
2. Involve End Users in System Set Up
End users of any new technology are often the ones who show the most resistance. After all, they are the ones who will need to change their day-to-day processes and ways of working. Therefore, in order to facilitate and expedite the adoption of a new system, it’s crucial to involve end-users from all levels of the organisation in the setup process, leveraging their practical knowledge to develop user-centric, logical and understandable workflows.
This approach aims to create a streamlined system that enhances efficiency rather than adding complicated processes that are only more likely to tempt them to revert back to using traditional, non-digital methods.
Additionally, enlisting industry subject matter experts and influencers, particularly those with rail or construction experience, can effectively promote the technology to the workforce. Their opinions are more influential than those of technology vendors and help bridge the gap between technology and its practical applications. Having these experts lead onboarding and training ensures a contextually relevant presentation of the technology, clarifying its benefits in familiar terms, thus facilitating a smoother transition and higher adoption rates.
3. Ensure Buy In from Key Stakeholders
When adopting new technology, it’s essential to secure buy-in from every level of the organisation to ensure that everyone, from the back office to onsite users and contractors, understands and agrees on the technology’s usage across all functions. This includes clarifying why and how each user will adopt the technology to maximise its benefits. Stakeholders must communicate their unique needs and deliverables to ensure optimal usage and platform adoption. Therefore, establishing non-negotiable requirements beforehand facilitates agreement across functions and cultivates a sense of shared responsibility for the successful integration of the new technology.
4. Don’t Lose Sight of the Strategy
A successful digital transformation not only depends on the adoption of new technologies but also on strict adherence to digital processes and data standards throughout the supply chain. Consistent application is the most important factor in the effectiveness of technology in operational strategies, so the adoption of proven technology solutions should be a non-negotiable mandate.
Partnering with technology providers who advocate a collaborative approach can also ensure a seamless and beneficial transformation. Additionally, appointing a lead user or champion who can serve as the primary contact for digitalisation ideas and addressing challenges or bottlenecks during the transformation process, is crucial for the consistent deployment of new strategies.
5. Maintain Data Governance
Once data management standards are agreed upon by all stakeholders, maintaining those data governance criteria is crucial in construction projects. This requires establishing and maintaining consistent data standards to ensure accurate insights for project progression. Having clarity in data governance aids in making more informed decisions, which can ultimately lead to cost savings and time management efficiencies. Key strategies for maintaining data governance include:
- Regular monitoring and enhancement of governance structures
- Onsite training for teams to optimise data tool usage
- Efficient management of service desks
- Maintaining detailed change, risk, and issue logs
- Multi-project reporting
- Using geo-tagged photographs for visual verification
- Engaging senior leadership and calculating ROI is also essential to ensure top-down commitment and measurable success across projects
As you can see, transitioning to advanced technological systems in the rail industry requires careful planning, inclusive approaches, and strategic implementation. For more information about how to execute these 5 best practices, along with 5 more important steps, download our whitepaper, The 10 Best Practices for Digitising Rail Projects or reach out to us directly to set up some time to discuss how eviFile can help with your digital transformation journey.
