Digital Transformation with FlowForma
Challenge
Coinford’s site and office teams relied on paper forms, emails, and spreadsheets for key operational processes. This created slow approvals, duplicate data entry, limited visibility, and inconsistent compliance across projects. Managers lacked real-time insight into workflow status and trends, making it harder to spot issues early and standardise best practices.
Solution
We implemented FlowForma process automation platform and delivered a phased rollout for Coinford focused on quick wins and adoption. 50 automated processes delivered: including Quality Assurance, Plant & Equipment inspections, Defect Management, Pre-Qualification/ Supplier onboarding, Procurement Approval, Training booking & certification, H&S submissions and inspections, site observation and incident reporting and with more in the pipeline.
How we helped Cornford on their digital journey:
- Process discovery and standardisation
- Mapped current (“as-is”) processes through workshops and shadowing.
- Scoped, specified, and designed improved (“to-be”) workflows to simplify steps, clarify roles, and remove handoff friction.
- Standardised templates, fields, and rules to boost data quality and reporting.
- Build and automate in FlowForma
- Digitised high-impact forms and workflows (e.g. Plant & Equipment Inspections, H&S submissions, Procurement Approvals, Quality Assurance reporting).
- Configured role-based routing, validations, dynamic filing and audit trails to reduce missing documents and improve compliance.
- Created joined up business processes, not just digital forms: We didn’t stop at digitising paper. We wrapped forms into end to end, connected business workflows.
- Example: Defect and Variation Management
- Client raises defect: Defect administrator raises the issue in one simple form.
- Route to the right owner to assess: If it’s a genuine defect:
- Resolve the defect, track progress, and close out with evidence — notifying the Client when resolved.
- If it’s not a defect but a variation: Route to Commercial to price; get client approval; create tasks to deliver the work; on completion, trigger invoicing; then notify the initiator that the original issue is closed.
- Throughout, statuses, timestamps, and ownership are captured for full visibility and audit. Live power BI Dashboard for monitoring Defects and Variations KPI’s.
- Dynamic project filing and single source of truth
- Automatically file, uploaded documents, images, and generated reports (PDFs, photos, evidence) into the correct SharePoint project folders—driven by project, process, and status—so everything lands in the right place, every time.
- Result: No more misfiled documents, inconsistent naming, or incomplete audit trails — instead, automatic dynamic, project / process-driven filing that keeps everything accurate and in the right place.
- Leverage data for decisions and control
- Structured digitally captured information for analytics from day one. Enabling real-time reporting and Power BI dashboards using FlowForma/SharePoint & other data sources for KPIs, bottlenecks, and exception trends.
- Enablement and adoption
- Built the ecosystem to support digital transformation, guided change management, produced clear user guides, delivered role-based training, and provided hands-on support from scope through design and rollout for each process.
- Supported stakeholders with continuous improvement — encouraging “is there a better way?” thinking and helping teams use their data to spot opportunities, refine workflows, and raise performance over time.
Guiding principle: keep it simple. We focused on clear forms, practical rules, and minimal clicks so site teams could work faster without extra admin.
Outcome
- Faster cycle times: Approvals and submissions completed in hours instead of days; fewer email chasers.
- Better data, better decisions: Real-time visibility of statuses, bottlenecks, and exceptions; dashboards for managers.
- Consistent compliance: Standardised fields and automatic audit trails reduced variance and improved quality.
- Less admin, more value: Reduced manual entry and rekeying data; clearer ownership and handoffs across teams.
- Scalable foundation: Workflows that scale with demand with fast project start and supporting growth handling higher volumes without extra overhead
Tools Used
- FlowForma Process Automation (forms, workflows, rules, audit trails)
- SharePoint Online (document management, storage, permissions)
- Microsoft 365 (Teams for comms; Excel/Power BI for reporting)
Client Feedback
“Digitising with FlowForma has made our processes faster and more consistent. Our teams can see exactly where things are, and managers get the data they need to make decisions quickly. PBCP kept it simple and focused on what works on site.”
Suzy Pinsent Peter Banister