Finalist: 2024 Best Run Digital Supply Chain
UGL: Enhancing on site efficiency and future readiness with SAP Field Service Management by adopting SAP Field Service Management (FSM) has significantly improved on-site efficiency by providing real-time updates, reducing administrative tasks, and enhancing documentation processes. Download the DocumentSAP Australia and New Zealand
Best Run Awards 2024
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Industry WebsiteProduct and Services Featured SAP Solutions
Engineering,
Construction,
and Operations
https://www.ugllimited.com/End-to-end engineering SAP Field Service Management
UGL has a history of shaping Australia for more than 125 years. Today, we are a leader in the provision of industrial services and operations for the energy,
transport, resources, Defence and technology sectors. We’re experts in what we do, and our in-house engineering team ensures we can provide a true end-to-end
outcome for our customers.
With more than 200 projects, operations and offices throughout the country, our 11,000+ people and our footprint means we are involved in communities across
Australia, providing expertise for our customers and employment and career opportunities for all Australians.
Our drive towards improving on-site operations led us to adopt the SAP Field Service Management (FSM) tool. This innovative tool transforms our on-site efficiency
by providing an end-to-end solution for information gathering. With SAP FSM, our rail and technology systems teams can now send, store, and access critical site
documentation directly from their mobile devices, paving the way for a more connected and efficient future. This strategic implementation reflects our ongoing
commitment to cutting-edge technology and its ability to refine the most complex parts of our operational capabilities and support our broader business objectives.
Enhancing on-site efficiency and future readiness
with SAP Field Service Management
UGL
Digital Supply Chain
Industry WebsiteProduct and Services Featured SAP Solutions
Engineering,
Construction,
and Operations
https://www.ugllimited.com/End-to-end engineering SAP Field Service Management
UGL has a history of shaping Australia for more than 125 years. Today, we are a leader in the provision of industrial services and operations for the energy,
transport, resources, Defence and technology sectors. We’re experts in what we do, and our in-house engineering team ensures we can provide a true end-to-end
outcome for our customers.
With more than 200 projects, operations and offices throughout the country, our 11,000+ people and our footprint means we are involved in communities across
Australia, providing expertise for our customers and employment and career opportunities for all Australians.
Our drive towards improving on-site operations led us to adopt the SAP Field Service Management (FSM) tool. This innovative tool transforms our on-site efficiency
by providing an end-to-end solution for information gathering. With SAP FSM, our rail and technology systems teams can now send, store, and access critical site
documentation directly from their mobile devices, paving the way for a more connected and efficient future. This strategic implementation reflects our ongoing
commitment to cutting-edge technology and its ability to refine the most complex parts of our operational capabilities and support our broader business objectives.
Enhancing on-site efficiency and future readiness
with SAP Field Service Management
UGL
Digital Supply Chain
Challenges
Like many in the construction and installation sectors, UGL faced significant challenges in obtaining real-time,
accurate information from our on-site teams. It’s vital that we understand the specifics of on-site activities – what’s
being installed, by whom, and at what rate. This data was essential not only for maintaining accurate costs but
also for promptly addressing any deviations from our planned schedules.
Our primary hurdles included:
Communication barriers: The nature of our projects, often in remote or difficult environments like tunnels,
compounded the difficulty of obtaining timely updates. The lack of connectivity in such locations meant that
traditional communication methods were ineffective.
Technical diversities: Our workforce displayed a wide range of technological knowledge, which made the
adoption of any digital tool a considerable challenge. Even basic interactions with technology, such as logging into
system, needed to be straightforward to ensure widespread adoption and
Manual processes: Prior to implementing SAP Field Service Management, site diaries and timesheets were
mostly manually recorded – occasionally inaccurate – leading to administrative errors and delayed reporting. This
not only slowed down problem resolution but also affected our ability to claim costs accurately during the
monitoring of disruptive or varied works.
Ultimately, the above challenges, the complexities of our work environments, and the mostly manual nature of our
previous systems often resulted in additional administrative overheads, which were not only costly but also
impacted our operational efficiency and client relationships.
Like many in the construction and installation sectors, UGL faced significant challenges in obtaining real-time,
accurate information from our on-site teams. It’s vital that we understand the specifics of on-site activities – what’s
being installed, by whom, and at what rate. This data was essential not only for maintaining accurate costs but
also for promptly addressing any deviations from our planned schedules.
Our primary hurdles included:
Communication barriers: The nature of our projects, often in remote or difficult environments like tunnels,
compounded the difficulty of obtaining timely updates. The lack of connectivity in such locations meant that
traditional communication methods were ineffective.
Technical diversities: Our workforce displayed a wide range of technological knowledge, which made the
adoption of any digital tool a considerable challenge. Even basic interactions with technology, such as logging into
system, needed to be straightforward to ensure widespread adoption and
Manual processes: Prior to implementing SAP Field Service Management, site diaries and timesheets were
mostly manually recorded – occasionally inaccurate – leading to administrative errors and delayed reporting. This
not only slowed down problem resolution but also affected our ability to claim costs accurately during the
monitoring of disruptive or varied works.
Ultimately, the above challenges, the complexities of our work environments, and the mostly manual nature of our
previous systems often resulted in additional administrative overheads, which were not only costly but also
impacted our operational efficiency and client relationships.
Solution
UGL's strategic adoption of SAP Field Service Management (FSM) was driven by its seamless integration with our
existing SAP systems, facilitating rapid adoption and reducing administrative efforts. We customised FSM to meet
the unique challenges of managing time on large-scale construction projects.
Daily notifications from FSM guide our site teams on tasks, enabling them to maintain detailed site diaries and
complete inspection checklists directly on their devices. This information is immediately integrated into our
central SAP system, speeding up the delivery of critical on-site information and improving operational efficiency.
To optimise our systems even further, FSM's integration with Cross Application Time Sheets (CATS) in SAP ECC
transforms timesheet data directly into payroll and project costing, eliminating the need for manual timesheets
and ensuring accurate and timely financial management.
Originally designed for smaller teams, FSM was adapted for our larger projects involving teams of 30 or more,
spanning several years. Despite initial challenges, full integration was achieved within three to six months,
aligning closely with our project needs and significantly reducing administrative burdens.
UGL's strategic adoption of SAP Field Service Management (FSM) was driven by its seamless integration with our
existing SAP systems, facilitating rapid adoption and reducing administrative efforts. We customised FSM to meet
the unique challenges of managing time on large-scale construction projects.
Daily notifications from FSM guide our site teams on tasks, enabling them to maintain detailed site diaries and
complete inspection checklists directly on their devices. This information is immediately integrated into our
central SAP system, speeding up the delivery of critical on-site information and improving operational efficiency.
To optimise our systems even further, FSM's integration with Cross Application Time Sheets (CATS) in SAP ECC
transforms timesheet data directly into payroll and project costing, eliminating the need for manual timesheets
and ensuring accurate and timely financial management.
Originally designed for smaller teams, FSM was adapted for our larger projects involving teams of 30 or more,
spanning several years. Despite initial challenges, full integration was achieved within three to six months,
aligning closely with our project needs and significantly reducing administrative burdens.
Impact
Achieved a 100% improvement in
reporting of on-site productivity,
streamlining operations significantly.
Greater than expected adoption rates
have drastically minimised
administrative tasks across all projects
where FSM has been implemented.
Cut timesheet management time by 50%
per person, saving 2 full days each
week.
The implementation and continued enhancement of SAP Field Service Management (FSM) at UGL has transformed our approach to managing
operations and administration, dramatically enhancing efficiency across the board. FSM has enhanced our site diaries, enabling team members to
quickly attach photos to specific issues, categorise them, and retrieve detailed entries within minutes – eliminating the previously labour-intensive
process of sifting through hundreds of PDFs. This improved documentation capability allows us to proactively manage contractual obligations and
entitlements, significantly reducing the need for post-project disputes.
Additionally, excessive administrative related tasks have been greatly diminished. Before FSM, managing documentation and conducting site visits
required substantial human resources, including safety inductions and training. Now, these tasks are efficiently handled by our onsite teams,
directly through FSM, minimising labour costs and interference with site activities. By digitising and streamlining our processes, we've reduced the
time spent on managing timesheets by approximately four days per month, freeing our teams to focus more on core project tasks.
FSM's robust offline capabilities are particularly valuable in remote or challenging environments where connectivity is limited. This feature ensures
that our teams can continue capturing crucial data, with automatic syncing once connectivity is restored, maintaining uninterrupted documentation
and compliance with business reporting standards.
We’ve also been able to integrate subcontractors into FSM quite easily, aligning them with our internal workforce, providing real-time insights into
productivity and resource allocation. This visibility has been crucial in optimising workforce productivity and boosting project management
efficiency across all teams.
Achieved a 100% improvement in
reporting of on-site productivity,
streamlining operations significantly.
Greater than expected adoption rates
have drastically minimised
administrative tasks across all projects
where FSM has been implemented.
Cut timesheet management time by 50%
per person, saving 2 full days each
week.
The implementation and continued enhancement of SAP Field Service Management (FSM) at UGL has transformed our approach to managing
operations and administration, dramatically enhancing efficiency across the board. FSM has enhanced our site diaries, enabling team members to
quickly attach photos to specific issues, categorise them, and retrieve detailed entries within minutes – eliminating the previously labour-intensive
process of sifting through hundreds of PDFs. This improved documentation capability allows us to proactively manage contractual obligations and
entitlements, significantly reducing the need for post-project disputes.
Additionally, excessive administrative related tasks have been greatly diminished. Before FSM, managing documentation and conducting site visits
required substantial human resources, including safety inductions and training. Now, these tasks are efficiently handled by our onsite teams,
directly through FSM, minimising labour costs and interference with site activities. By digitising and streamlining our processes, we've reduced the
time spent on managing timesheets by approximately four days per month, freeing our teams to focus more on core project tasks.
FSM's robust offline capabilities are particularly valuable in remote or challenging environments where connectivity is limited. This feature ensures
that our teams can continue capturing crucial data, with automatic syncing once connectivity is restored, maintaining uninterrupted documentation
and compliance with business reporting standards.
We’ve also been able to integrate subcontractors into FSM quite easily, aligning them with our internal workforce, providing real-time insights into
productivity and resource allocation. This visibility has been crucial in optimising workforce productivity and boosting project management
efficiency across all teams.
“”“UGL is a complex business, with more than 11,000 people working
across 200+ projects in every state of Australia and in New Zealand. This
complexity brings many challenges, including the ability to effectively
collect information and data from our projects in a timely manner.
Our innovative approach to implementing SAP Field Service
Management has meant that we’re able to confidently manage our
operations in close to real-time, enabling us to make informed decisions.
UGL is a leader in Integrated Digital Delivery, and with the
implementation of SAP FSM and other innovative solutions, we are able
to deliver projects effectively and deliver value for our clients.”
Doug Moss, UGL Managing Director
across 200+ projects in every state of Australia and in New Zealand. This
complexity brings many challenges, including the ability to effectively
collect information and data from our projects in a timely manner.
Our innovative approach to implementing SAP Field Service
Management has meant that we’re able to confidently manage our
operations in close to real-time, enabling us to make informed decisions.
UGL is a leader in Integrated Digital Delivery, and with the
implementation of SAP FSM and other innovative solutions, we are able
to deliver projects effectively and deliver value for our clients.”
Doug Moss, UGL Managing Director