Client
Our client is a prominent player in the construction industry, operating across multiple branches and utilizing specialized software for project and equipment management. They are committed to operational excellence and continuously seek innovative solutions to enhance efficiency and data accuracy.
Challenge
The client faced significant hurdles in their data management, primarily due to manual processes and disparate systems. Data related to job records, progress, customer invoices, project transactions, and equipment was either manually keyed into multiple systems (UnitsPro and IFS) or transferred through manual exports and uploads, often supported by Robotic Process Automation (RPA). This approach led to:
- High data error rates and rework.
- Increased manual data entry effort.
- Limited data auditing capabilities.
- Inefficient and time-consuming data synchronization between critical business systems.
Solution
Dispatch Integration partnered with the client to design, build, test, and implement a comprehensive suite of integrations between their UnitsPro and IFS systems. This initiative focused on automating the flow of critical data, eliminating manual intervention, and leveraging API-driven communication to enhance efficiency. Key integrations included:
- UnitsPro to IFS:
- Job Records: Automated creation and updates of project records in IFS as jobs are created and updated in UnitsPro, with IFS IDs written back to UnitsPro. This integration runs every 15 minutes.
- Job Progress Records: Automated creation and updates of job progress records in IFS from UnitsPro, replacing manual CSV exports. This integration runs weekly.
- Customer Invoice Records: Automated creation of invoice plans in IFS from UnitsPro invoices, with UnitsPro invoice IDs written as external IDs in IFS. This integration runs daily.
- IFS to UnitsPro:
- Project Transactions: Automated creation of Job Cost records in UnitsPro from Project Transactions in IFS, running weekly.
- Equipment Records: Automated creation and updates of equipment records in UnitsPro from IFS “Tool / Equipment” entries, running every five minutes. This also included logic for handling equipment movement between different branches.
- IFS to Sharepoint:
- AP Invoices: Automated the upload of invoices from IFS to SharePoint, eliminating the manual need to transfer over 700 invoices to SharePoint monthly. This integration runs hourly.
Value Delivered
The implementation of these integrations delivered substantial and measurable value, transforming the client’s operational landscape:
- Reduced Data Error Rates and Rework: By automating data transfer, the risk of human error was significantly minimized, leading to cleaner, more reliable data across both systems.
- Significant Labor Savings: The elimination of manual data entry and file handling resulted in substantial time savings, freeing up valuable human resources for more strategic tasks.
- Enhanced Data Auditing Capability: Automated processes with built-in notification systems for unsuccessful processing improved transparency and traceability of data movements.
- Improved Operational Efficiency: Real-time or near real-time data synchronization streamlined critical workflows, accelerating decision-making and project execution.
- Future-Proofed Infrastructure: Transitioning from manual file transfers and RPA to API-based integrations established a more robust and scalable foundation for future growth and system enhancements.
Summary
This case study highlights how a leading construction firm, in collaboration with Dispatch Integration, successfully tackled complex data integration challenges. By strategically automating the flow of information between UnitsPro and IFS, the client achieved significant improvements in data accuracy, operational efficiency, and resource utilization. This project stands as a testament to the power of intelligent HR and IT automation in driving business transformation within the construction industry.
Jason Jones
Jason Jones is the Chief Revenue Officer of Dispatch Integration, bringing a proven track-record of aligning enterprise technology solutions with business-growth strategies. With a background in leading go-to-market teams, channel partnerships and customer-success functions across the services and software sectors, he has deep expertise in translating complex integration services into commercial value for clients.
