Pinsent Banister Consulting Partners
Coinford Ltd
Case Study Summary
Coinford has partnered with Suzy Pinsent and, more recently, PBCP for almost two decades to support its digital evolution across training, workforce management, information governance, reporting, cloud technology, and process automation.
What began as a programme to improve user adoption and document control developed into a long-term digital transformation partnership. Over years, multiple business-critical systems have been implemented, integrated, and optimised to improve efficiency, strengthen compliance, and provide greater visibility across the organisation.
- ✓ 20 Years of Digital Transformation Support
- ✓ Multiple Business-Critical Systems Implemented
- ✓ Centralised Information & Governance Framework Created
- ✓ Cloud Migration & SharePoint Transformation
- ✓ Automated Workflows & Digital Processes
- ✓ Long-Term Strategic Technology Partnership
These initiatives have helped Coinford establish stronger information governance, modernise operational processes, and create the digital foundations required to support continued growth.
The Client - Coinford Ltd
Coinford is one of the South East’s leading specialist contractors, delivering groundworks, concrete frames, civil engineering, and associated construction services.
Through continued investment in its people, processes, and technology, Coinford has grown into a highly respected business with a long-standing commitment to quality, safety, and operational excellence.
Recognising the importance of digital innovation, Coinford embarked on a long-term transformation focused on improving productivity, strengthening governance, and creating greater visibility across the organisation setting a benchmark for modern construction practices.
The Challenge - Supporting Long Term Digital Growth
As Coinford continued to grow, the business faced a number of operational challenges:
- ✗ Information was stored across multiple systems
- ✗ Key processes relied heavily on manual administration
- ✗ Valuable business data was segmented making it challenging to access and analyse
Over time, the business required solutions that could improve information governance, streamline workforce management, enhance reporting, and create greater visibility across operations while maintaining compliance & supporting continued growth.
Coinford recognised that achieving these goals would require more than individual software implementations.
It requires a long-term approach to digital transformation that aligned technology, processes, and people.
Project 1 – Establishing Digital Foundations (2006–2010)
The Challenge
At the start of the engagement in 2006, Coinford was investing in new systems and technology, but the business was not seeing the expected productivity benefits.
At the same time, critical business information relating to HSEQ was stored across multiple disconnected folders & formats. With no centralised document control system in place, resulting in inconsistent access to information and a lack of a single source of truth.
The Solution
A structured programme of training and information governance was introduced to address both the people and process challenges within the business.
Full analysis of training needs was carried out across key teams to identify gaps in system usage and confidence levels. Bespoke training materials were then developed to support users in applying technology effectively in their day-to-day roles.
Alongside this, a controlled document management system was implemented to:
- ✓ Consolidate fragmented information into a single structured environment
- ✓ Standardise key business documents to match corperate identity
- ✓ Improve access, version control, and document governance
The Result
The introduction of structured training and centralised document control significantly improved system adoption and user confidence across the business.
Enabling staff to use existing systems more effectively, increasing productivity and reducing reliance on manual workarounds. Whilst the organisation gained a single, controlled source of information for key business documentation, improving visibility and consistency across departments.
This established Coinfords unified approach to people & technology laying the foundations for more advanced digital initiatives in the years that followed
Project 2 – Modernising Workforce Management (2008–2016)
The Challenge
As Coinford expanded its operations across multiple construction projects, managing workforce attendance and timesheet data became increasingly complex.
The business relied heavily on manual timesheets and paper-based processes, which created delays in payroll processing and introduced a risk of data entry errors & inconsistencies.
In addition, Coinford lacked the internal technical expertise to design and implement a more integrated and automated approach to workforce management.
The Solution
Mitrefinch a mobile-based biometric clocking solution was introduced to enable reliable workforce time capture across remote construction sites, including locations without fixed connectivity.
The introduction of Mitrefinch was paired with bespoke logic & integrations to ensure the data collected could be seamlessly & securely fed into the payroll system. Stakeholders were also brought in to ensure all system requirements were exceeded.
Rollout was supported through structured testing, staged deployment, and on-site training for both payroll and operational teams. Supporting documentation and user guides were also produced to ensure a swift adoption across the business.
The Result
- ✓ Accurate, auditable time capture across remote sites
- ✓ Dramatic reduction in payroll errors and reconciliation time
- ✓ Faster payroll processing and clearer labour-cost visibility for managers
- ✓ A sustainable process supported by documentation and training
Project 3 – Integrated Reporting & Data Visibility (2012–2019)
The challenge
As Coinford introduced additional specialist business systems for Finance (EVision), Time & Attendance (TMS), and plant (Syrinx), valuable information became increasingly fragmented across multiple databases.
Reporting often required manual exports, data manipulation, and reconciliation before meaningful information could be produced.
The Solution
To improve data visibility & reduce reliance on manual reporting processes, a number of database integrations and reporting automation’s were implemented.
The EVision Data Connector was introduced to facilitate reliable data transfer between multiple SQL databases, removing the need for manual movement.
A reporting framework was then developed using Jet Reports, enabling data from Finance, Time & Attendance, & Plant systems to be brought together into a single reporting environment.
In addition, recurring report generation and data feeds were automated, ensuring key stakeholders always had access to current information
The Result:
- ✓ Consolidated reporting across multiple business systems
- ✓ Significant reduction in manual data preparation and reconciliation
- ✓ Improved reporting accuracy and consistency
- ✓ Greater visibility of financial and operational performance
- ✓ Faster access to business-critical information for decision-makers
Project 4 – Leap to the Cloud: SharePoint & The Hub (2019–2020)
The Challenge
In 2019, Coinford’s technology infrastructure had evolved over many years and remained heavily dependent on on-premise servers and traditional file storage.
Accessing information remotely was often challenging, document ownership lacked consistency, and maintaining infrastructure created ongoing administrative overhead.
Coinford required a modern platform capable of improving collaboration, strengthening information governance, and supporting a more mobile workforce without disrupting day-to-day operations.
The Solution
A strategic cloud migration was undertaken to transition the organisation from its legacy server environment into Microsoft 365 & SharePoint.
A structured SharePoint and Teams architecture was designed to provide clear ownership of departmental & project documents whilst supporting future growth.
Alongside the migration, a central SharePoint Hub and company intranet was developed to act as a single source of truth for employees. Providing access to company news, procedures, guidance documents, departmental resources, project information, and key business communications through a single platform.
To ensure information published on the Hub remained accurate and compliant, governance controls were introduced including version management, approval workflows, retention policies, and content ownership processes.
The results have been immediate and impressive:
- ✓ Successful migration from on-premise infrastructure to the cloud
- ✓ Improved remote access to information across the organisation
- ✓ Centralised company documentation through a SharePoint Hub / Intranet
- ✓ Created stronger information control via document governance
- ✓ Reduced dependency on & administration of legacy infrastructure
- ✓ Improved collaboration across departments and projects
The migration established a modern digital workplace that continues to support operational efficiency, information governance, and future technology initiatives.
Project 5 – Process Automation & Digital Transformation (2023–Present)
The Challenge
Despite significant progress in previous digital initiatives, many operational processes still relied on paper forms, spreadsheets, email approvals, and manual administration.
Approvals were prone to delay, site teams couldn’t access information quickly, & managers lacked the real-time visibility required for fast decision-making and compliance.
The Solution
Working alongside the project team, we selected FlowForma to build bespoke digital forms that match Coinford’s specific processes.
Existing manual processes were reviewed and mapped to identify opportunities for improvement. Bespoke digital forms and workflows were then developed to reflect Coinford’s operational requirements whilst maintaining familiarity for end users.
By retaining all the data captured using the bespoke digital forms within their own SharePoint environment, we enabled a single dataset to feed Power BI dashboards and Power Query workflows – delivering live operational reporting & replacing manual spreadsheets.
Where required, Power Automate workflows were implemented to support notifications, approvals, & process automation across the wider Microsoft ecosystem.
The Result
- ✓ Replacement of paper and email-based processes with digital workflows
- ✓ Faster approvals and reduced administrative workload
- ✓ Improved compliance through enhanced digital audit trails
- ✓ Real-time operational reporting and performance visibility
- ✓ Full ownership and control of business data
Coinford continues to modernise business operations via digital innovation providing senior management figures the visibility, control, & efficiency required to support future growth.
The outcome
Over the course of almost two decades, Coinford has successfully modernised key areas of its business through a series of connected digital initiatives.
From information governance and workforce management to cloud technology, reporting, and process automation, each project has contributed to a more efficient, data-driven organisation.
The result is a strong digital foundation that drives operational excellence, improves visibility across the business, enhances compliance, & provides effortless scalability required to support continued growth.