The environmental team for the Takitimu North Link Project faced difficulties with on-site reporting when using traditional paper forms, which were neither efficient nor sustainable. The need for real-time reporting and photo documentation prompted the search for a mobile solution that could streamline their processes.
With GoFormz, the Takitimu North Link team can now capture data, take photos, and fill out forms in real time using mobile devices. This digital transformation not only eliminates the inefficiencies resulting from paper-based processes but also provides a streamlined and sustainable solution for their on-site reporting needs.
Various Environmental Forms
The Takitimu North Link Project a Waka Kotahi NZ Transport Agency Project, under construction in Tauranga, New Zealand is being delivered by a Fulton Hogan/HEB Construction Joint Venture to improve safety, access, resilience, and provide greater travel choice.
The Takitimu North Link Environmental Project Team completes an extensive amount of on-site reporting. “Paper didn’t fulfill our needs and it wasn’t sustainable. We were looking for a way to report on our phones, take photos, and fill out and complete documentation in real-time,” explained Blayn Fenwick, Environmental Advisor. “We had a paper form that we would report on, but it didn’t cater to our needs. We’d have to take photos, fill the report out on-site, and then digitally re-enter everything,” explained Blayn. Having experience with GoFormz in the past and knowing a digital solution was necessary, Blayn turned to mobile forms to capture data. “With GoFormz, we were able to develop our own processes and reporting for our project,” explained Blayn. “We’re big on not using paper, so any elimination of paper is great for us.”
The transition from paper to digital was seamless for the entire team. “When I approached my manager with the proposal for adopting GoFormz as a digital solution, she was very happy,” explained Blayn. “Over the last two years, it’s been nothing but great for us. GoFormz makes everything easy, straightforward, organized, and consistent.”
“Over the last two years, it’s been nothing but great for us. GoFormz makes everything easy, straightforward, organized, and consistent.”
– Blayn Fenwick, Environmental Advisor, Takitimu North Link
The Takitimu North Link Project Environmental Team leverages a variety of digital form features to optimize data capture in the field. “The forms that we use are very simple,” explained Blayn. “Having the Image field function with a Sketch field is really incredible for us because we have to do a lot of photo markups in our line of work.” Harnessing the capabilities of Sketch and Image fields in conjunction not only improves remote visibility into field team activities, but also results in more thorough documentation. Along with Image and Sketch fields, the team also leverages Drop Down menus, Table, Date and Time, and simple Text fields.
To streamline this elevated data capture experience, the Takitimu North Link Project team leverages automation to simplify collaboration. “Every time we complete a form, we receive an email with a PDF attachment of the completed form. That auto-email notification will be shared with the appropriate person,” explained Blayn. “Transferring forms this way is great because we share so much information, especially when forms are completed.” Auto-email notifications are simple to configure and customize, empowering users to ensure key stakeholders are notified when certain form criteria have been met.
Blayn implemented a group-based structure within GoFormz to cater to the diverse roles within their team. "I've placed everyone in different groups according to their needs and then restricted what forms they can use." This customization minimizes errors and ensures a streamlined experience for each team member.
The Takitimu North Link Project Environmental Team has achieved significant time savings through digital transformation. “Before GoFormz, we would have to take some paper, write everything down from the site, take photos, upload all the photos to a computer, drag them into a Word document, and sometimes that process wouldn’t even work quite right,” explained Blayn. “Now we can do all of our reporting on-site, in real-time, where we can capture the information right then and there. The photos and data are all captured in the app and attached to the same document when the report is submitted.” This streamlined approach adds a layer of consistency to the new and improved process for the Project Environmental Team. “With this new system, we have a sense of consistency and professionalism in place. Instead of using Word documents, that lack the consistent nature with each colleague creating their own version, the reports are all now the same.”
“With this new system, we have a sense of consistency and professionalism in place…”
– Blayn Fenwick, Environmental Advisor, Takitimu North Link