IBS Formalizes Business Processes, Mitigates Risk


Client

Enerfab, Inc. is a Cincinnati-based supplier of construction equipment and management and maintenance materials. For over 100 years, they have utilized industry-leading engineering and workmanship in a safe environment to serve the energy industry.

As one of the largest Union contractors in the United States, Enerfab is capable of maintaining all facets of a power plant. They have served seven of the nation’s Top 10 plants and are committed to providing their customers with superior safety, quality, expertise, and delivery to produce the best end result.

Challenge

Although Enerfab had an informal, manual change order request process in place, it lacked efficiency and often led to miscommunication. The company received change order requests every day, and the requests were sent off to various individuals throughout the organization via email. This made it impossible for everyone to stay up-to-date on the order’s status. Furthermore, the process exposed the client to potential risk that could cost them time and money.

The requests often missed deadlines or were delayed because it was impossible for everyone to keep each other informed on what was going on with the change order. Since Enerfab’s projects mostly deal with industrial construction, having a method in place to efficiently manage the change order requests is critical to the business.

Enerfab’s Director of Process Engineering decided to bring in IBS to create a change order system in SharePoint. Having worked with IBS before, the client knew they could depend upon the Solutions Group to quickly deliver a solution that would formalize the change order process.

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Technologies

Technologies used:


    • HTML
    • CSS
    • JavaScript (REST API)
    • jQuery
    • Moment
    • Lodash
    • PowerShell
    • SharePoint 2013 Workflow


Solution

IBS began by performing an analysis of Enerfab’s current change order request process. Once this was completed, the Solutions Group worked with the client to gather requirements and figure out what exactly the new process needed to include. Enerfab also asked IBS to pull project data from SAP daily which is done via a Task Scheduler. IBS also utilized the REST API to create custom forms for each phase of the process. Complex workflows were implemented as well to ensure the change orders were routed to the appropriate individuals and the status of each change order was easily identifiable.

The new SharePoint application has a feature that allows Enerfab employees to create a new project. Once they select a project number, the customer, customer purchase order number, and sales order value fields are automatically populated with corresponding project data from SAP.

SharePoint manages these fields using lists, which allow the client to easily control the available options for each role on the project.
Internal Project Form (click to enlarge)
Internal Project Form (click to enlarge)

Clicking the “create change order” button generates a complex workflow to route the change order to the appropriate individuals associated with that particular project, and (if required) submits the change order for approval based on the monetary value associated. Each stage of the change order process has its own form associated with different fields for the users to populate.

Results

All of Enerfab's change orders are processed now through this new custom SharePoint application, which allows management to view the exact stage of each process for each request, as well as who was responsible for the change orders at any given time. Enerfab no longer has to worry about whether or not change order requests will be processed on time or overlooked due to miscommunications. The SharePoint application significantly mitigates risk and fulfills all of the client’s present business requirements. They hope to continue their relationship with IBS and engage the Solutions Group for future projects.
Create Change Order (click to enlarge)
Create Change Order (click to enlarge)

download pdf


Technologies

Technologies used:


    • HTML
    • CSS
    • JavaScript (REST API)
    • jQuery
    • Moment
    • Lodash
    • PowerShell
    • SharePoint 2013 Workflow