Central project and documentation management system for an engineering company delivering infrastructure projects
AI and automation
More about case study Central project and documentation management system for an engineering company delivering infrastructure projects
Engineering companies delivering infrastructure projects operate in an environment of extremely high documentation complexity. Each project consists of hundreds of documents that go through multiple stages of preparation, review, revision, and approval. In practice, documentation, schedules, and project issue lists are scattered across Excel spreadsheets, local files, and point solutions that fail to provide a coherent view of project progress.
The Z3X Tech-Care Group team designed and tested a system prototype aimed at structuring project and document management while creating a single, shared point of reference for project and coordination teams.
Client
The client was an engineering company delivering infrastructure and installation projects in cooperation with multiple designers and subcontractors. The organization managed several projects simultaneously, each generating high volumes of technical documentation and numerous project issues requiring ongoing coordination.
Challenge
The main issue was not the lack of tools, but the absence of a unified system connecting documentation, scheduling, and active project issues. Project status was assessed manually, primarily based on Excel spreadsheets and periodic reports.
This made it difficult to quickly detect delays, assess designer workload, and analyze gaps between planned and actual progress. In practice, management effectiveness depended heavily on the experience of a few key individuals, limiting the organization’s scalability.
Solution
As part of the proof of concept, a centralized project management system was designed to integrate documentation, coordination views, and the foundation for managing project issues. The system enabled work within a single shared document base, including version history, comments, and attachments linked to specific document workflow stages.
A coordination view based on a Kanban board reflected the actual flow of project work. It was integrated with a simplified schedule and a management dashboard, enabling quick identification of delays, risks, and team workload levels.
At the same time, a foundation was built for a central project issue register, intended in future phases to replace dispersed control spreadsheets and support project timeline forecasting.
Challenge
- Fragmented documentation with no single source of truth
- Manual project status assessment and limited delay visibility
- Low scalability due to dependency on key individuals
Solution
- Centralized system integrating documentation, scheduling, and issues
- Kanban-based coordination view with management dashboard
- Foundation for a unified project issue register
Results
Even at the pilot stage, the client gained a unified working environment that significantly reduced the time required to assess project status and minimized manual reporting.
Transparency increased across documentation, scheduling, and delay risk dependencies, improving decision-making quality.
The system created a solid foundation for further process automation and the implementation of analytical and AI-driven tools in subsequent transformation phases.
