Sync software

Rethinking project management

The challenge: sparking a new approach to project management Trusted by the UK’s leading food retailers, AB Group designs and delivers complex construction and refurbishment projects. At every stage, effective project management is the difference between success and failure. In 2022, AB Group approached us to review, refine and reinvent its project management and finance system. Our shared goals included:

• Increasing internal efficiency across the project lifecycle
• Providing more effective tools to manage timelines and budgets
• Develop new workflows to increase accuracy, transparency and control

Workflow efficiency

Like AB Group, smart project management is in our DNA. We’re constantly looking for the most efficient – and impactful – way to deliver the results our clients need. So we led AB Group through a structured process to:

• Understand the real-world applications of the right tech
• Analyse the existing software tools and how they can improve
• Develop and deliver a new platform based on our insights

Crucially, our discovery process kept our new platform focused on the day-to-day tasks and frustrations of stakeholders across AB Group and its clients. From internal users to partners and suppliers, we went beyond reviewing existing code to understand how tech can empower people – not add complexity. These insights were used throughout our wireframing and prototyping process – a period of rapid design, demonstration, and iteration that allowed us to validate functionality before embarking on development using the TALL stack: a robust, secure, high-performing platform.

Building a sophisticated core platform

Using the TALL stack, we built a new project management platform for AB Group: Sync. Sync delivers all the functionality of the older system, but with new additions and a leaner, meaner code base. Crucially, Sync is significantly faster and more responsive. This blanket performance boost means daily tasks can be completed in record time. That goes a long way in removing the frustrations AB Group’s users felt and increasing efficiency. Enabling a more robust approach to safety and security Security, safety and compliance are key values for AB Group and were a vital part of our development process. In terms of security, we implemented:

• A granular permission system to control who can access, edit or delete information
• Two-factor authentication to protect accounts against phishing attacks and email fraud
• Detailed activity logging to make changes attributable to individual users

We also implemented functions to submit Health & Safety reports if incidents happen on-site, as well as a central store for all relevant safety documents, reports and policies.

Bringing quality and control to supplier management

Sync also includes more effective supplier management tools. As with any kind of construction, AB Group needs to keep records of suppliers and subcontractors, including certifications and insurances where relevant. We developed a certification management system to streamline this entire process and remove the risk of human error. If suppliers don’t have valid and up-to-date insurance or certification, they’re automatically restricted and can’t be hired. This prevents possible legal and safety-related issues, as well as non-compliance risks. To maximise the size and availability of the supplier pool, the system also prompts suppliers one month before credentials expire, giving them plenty of time to provide AB Group with updated details.

Empowering informed decisions

The Sync project management platform isn’t just about monitoring suppliers, timescales, delivery and budgets. It also provides a single pane of glass to monitor customers and their associated projects. Within Sync, AB Group can be proactive and predict when resources may be required based on historical data for each customer. The same interface also allows AB Group to track customer engagement, uncovering opportunities to strengthen relationships and improve collaboration.

Intuitive, integrated project management

Finally, every part of Sync was developed with a strong emphasis on usability and convenience. After all, nobody wanted to swap one unwieldy project management platform for another. For AB Group’s users, we implemented a multi-level custom filtering system. This allows them to create and save filters, so they only see the projects they need to prioritise. We also introduced deep integration with AB Group’s accounting system, automating some repetitive tasks while enabling more data sharing between systems. Purchase orders can be created and sent within Sync, then instantly reflected in the accounting system. We also added failsafe systems to limit purchase order creation by value or profit margin, bringing a new level of control and consistency to how orders are set up. Finally, we added an area for cost predictions so project managers can always anticipate final costs and profits. This includes contingency cost planning alongside expected, known costs.

The impact of your improvements

At Lightflows, we’re excited about the impact of tech – and there’s no bigger impact than rethinking a system that you use every day. With Sync, we were able to significantly improve the entire project management process. These efficiency gains delivered measurable value for the group from day one.

Sync is supporting faster, more straightforward projects where all the data is one place and every user can quickly access the insights they need to make good decisions.

The future: striving for efficiency

With Sync as a foundation, we’re now able to support AB Group with smart new ways to make processes even faster and more efficient.

One recent addition is a feature for site managers to verify subcontractor credentials when they arrive on site. When subcontractors are added to Sync, they’re sent a unique QR code. This can be quickly scanned when they arrive, instantly showing the site manager the relevant certifications from within Sync.
We’re also working closely with AB Group to further enhance day-to-day workflows and deliver more flexible ways of working.