Background

Integration was the driving force behind VDM Consulting initiating this project. The need for collaboration between offices to enable cross office/discipline VDM Consulting personnel to manage and co-ordinate projects with large volumes of documentation, whilst having appropriate fences between discipline data was the objective.

Assessment

The Group’s growth by acquisition has been huge over the last couple of years. The Board and its Senior Management has, this financial year, set an objective to integrate the Group. VDM Consulting Chief Operating Officer, Mr Bob Gregg, realised the limitations for his division, which is represented in 16 locations across Australia and internationally in Vietnam and Dubai. A review of existing systems and identifying requirements was initiated.

Many document management systems were evaluated, but the requirement for a secure, versatile and robust Information Management System with capabilities extending beyond the systems currently available saw VBM continually rate at the top of assessments. VDM Consulting selected VBM.

Integration

A detailed process analysis was undertaken with representatives from each area/company of VDM Consulting contributing to the agreed processes and common file structure.

The strong templating and configuration flexibility of VBM enabled the system to be integrated with the company’s existing world-best business processes. External Auditors commented on the VDM Consulting Business Management System, incorporating VBM as follows:.

Deployment

VantageKey’s technical team and VDM Consulting implemented VBM completely configured to the common file structure deployed throughout the Consulting Division via the Business Management System. This system was rolled out to 13 sites around Australia and to Dubai within a 3 month period. During which time the system has been supported and adapted based on feedback from a number of the 295 users.

The project was well planned by VDM Consulting who, in addition, has followed the process discussed with them by VantageKey to ensure a successful business system implementation.

Outcomes - Issues Resolved for VDM Consulting

The project although challenging was well engineered and managed and has received an excellent user response. VBM will become an integral part of the daily workflow of the VDM Consulting workforce. The objectives of the project were achieved and the system has addressed the requirements of the VDM Consulting Division.

Benefits: 

1. Providing a vehicle that will assist with obtaining and maintaining ISO accreditation;
2. Providing a system to implement the BMS, associated business processes and best practices;
3. Easy and quick access to a standardised formal suite of document templates;
4. QA Dept can deploy approved forms and templates with immediate effect;
5. All users will work from a common file structure across discipline;
6. All documents are easily audited;
7. Limit VDM Consulting exposure to legal disputes;
8. Remote access to other offices;
9. Collaboration across the division;
10. Productivity improvement once team members become familiar with standard filing system, especially when deployed across different projects;
11. Time Management;
12. The management of email – the focus is on work rather than the inbox;
13. Allows projects to be easily audited by managers, Clients and QA;
14. Delivery traceability with automated transmittals;
15. True revision control with drop-down access to previous revisions;
16. Variant creation, management and control;
17. Automated transmittals;
18. Can import our own data with the tool supplied within VBM save extending the project and costs to specifically tackle data migration.