Change control is a critical aspect of any construction project, especially when it comes to Technical Information Delivery Plans (TIDPs). TIDPs are essentially registers that meticulously track all expected deliverables, past and future. Managing changes to these documents efficiently is key to avoiding errors, delays, and miscommunication. A client I recently worked with needed a better system for managing changes to their TIDPs, and here’s how we tackled it using the power of automation.

The Challenge: Manual TIDP Updates

The existing process was manual and cumbersome. Any change to the TIDP required a series of emails, manual updates to the document, and potential for version control issues. This was time-consuming and prone to errors. They needed a controlled process that ensured accuracy and accountability.

The Solution: A Microsoft Power Automate Workflow

To address this, I developed a comprehensive workflow leveraging Microsoft Forms, Power Automate, and Approvals. Here’s a breakdown of the process:

Change Request Initiation: The process begins with a Microsoft Form. Users specify whether they are adding new rows to the TIDP or editing existing content.
Template Selection: Based on their selection, the form presents a specific template tailored to the type of change. This ensures users provide the correct information in a structured format.
Template Upload: Users populate the template with the necessary information and upload it back to the form.
Approval Workflow: Once the form is submitted, Power Automate kicks in, routing the document through a defined approval process. This involves two key individuals: a checker and a reviewer. Microsoft Approvals makes this step seamless and trackable.
Automated TIDP Update: Upon approval, Power Automate automatically updates the master TIDP file with the approved amendments. This eliminates manual data entry and ensures accuracy.

Why This Works: Key Benefits

Controlled Process: Ensures all changes are formally requested, documented, and approved.
Reduced Errors: Automates data entry, minimizing the risk of human error.
Improved Efficiency: Streamlines the change control process, saving significant time and effort.
Enhanced Accountability: Provides a clear audit trail of all changes, including who requested, checked, and approved them.

Planning for Success: The Importance of Process Flow Diagrams

Before diving into the technical implementation, I always emphasize the importance of careful planning. I’m a big fan of Miro for this. Creating a process flow diagram is crucial for visualizing the entire workflow, identifying potential bottlenecks, and ensuring all steps are logically connected. This upfront planning saves time and prevents headaches down the road.

Actionable Advice: Document Everything

For any automation to be truly effective, thorough documentation and clear instructions are essential. I spent a significant amount of time creating comprehensive documentation for this TIDP change process. This ensures that users understand how to use the system correctly and that the process can be maintained and updated in the future.

Diving Deeper: Using Excel and Office Scripts for Enhanced Functionality

The client I worked with also needed a Master Information Delivery Plan (MIDP) that compiled information from multiple TIDPs. To create this, I used Power Query in Excel to automatically pull data from various TIDPs whenever the MIDP is opened. Furthermore, I leveraged Office Scripts (JavaScript files) to filter and format the data collected through the form, highlighting only the edits for the checker and reviewer. This made the approval process even more efficient.

Subtle Promotion: Custom Solutions for Your Unique Needs

This project demonstrates the power of custom solutions tailored to specific needs. If you’re struggling with inefficient workflows or manual processes in your construction firm, I can help. Whether it’s automating document workflows, digitizing QA processes, or building custom web apps, Construct Digitally can provide practical digital solutions that fit your team and your way of working. Let’s discuss how we can streamline your operations and help you ask, ‘What if we did this smarter?’

Want to learn more about custom construction apps and workflow automation? Visit Construct Digitally today to explore how I can help your team work smarter, not harder.

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