Case Study

Digital forms case study: Saving £30,000+ p.a.

Written by Lee Glynn
September 8, 2023
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Read our digital forms case study about how TD Construction Testing saved over £30,000 per year, cut admin by 80% and sped up test results for clients with no-code data capture apps

From Paper Nightmares to Digital Dreams with forms2 digital forms – a digital forms and data capture app case study.

Imagine being a UKAS-accredited independent Materials Testing Laboratory, sending out 10,000 to 20,000 tests a year, and managing all of that with a paper-based system. Sounds like a nightmare, right?

That was the reality for TD Construction Testing.

In our latest no-code data capture apps and digital forms case study, we spoke with Liz Gaskell, HSEQ Manager at TD Construction Testing a UKAS-accredited independent Materials Testing Laboratory, about how they achieved substantial cost savings and operational efficiencies through the use of forms2 no-code data capture app builder.

Learn how this organisation saved over £30,000 per year and reduced administrative tasks by up to 80%.

“We did rough calculations based on the time that we’ve been using the system already, and over a year, it’s a minimum of £30,000 that we’re going to save. That doesn’t even factor in any sort of fuel costs because the technicians don’t need to return to the office as much anymore to bring back paperwork.

It doesn’t take into account any environmental impact that we’ve now reduced because of the less travel that the technicians have to make. Using forms2 digital forms is saving the technicians time in the respect that they also don’t have to go back to the site, or come back to the office. Using forms2, helps us save on everything. Admin costs and time, even down to the amount of paper that we have to buy. The shredding costs for disposal. It has impacted on everything.”

Liz Gaskell

Digital Forms Case Study Results Summary

The Challenge

TD Construction Testing, a leading materials testing laboratory in the UK, wanted to move away from an ineffeicient paper-based system. Managing and tracking between 10,000 to 20,000 documents and test worksheets, safety documentation, and risk assessments, was a drag on time. The costs associated with paper storage and shredding were substantial, and the risk of errors and outdated documents hindered efficiency. The need for a digital solution to streamline data capture and ensure accurate, timely testing results was evident.

The Solution

The forms2 no platform provided TD Construction Testing with the perfect solution – a no-code data capture app allowed Liz Gaskell, HSEQ Manager, to create multiple mobile forms in-house, ensuring fast and accurate data capture in the field. The platform’s flexibility and control ensured engineers could start using the forms fast, and stopped them from having to use bulky paper files. Digital forms were instantly updated, reducing downtime and ensuring compliance with UKAS standards. The secure cloud storage ensured all information was safely accessible.

The Results

After implementing forms2, TD Construction Testing reported saving over £30,000 per year and reduced admin time by 80%. Best of all, the new no-code data capture app facilitated almost instant reporting, meeting client demands for quick turnaround times. The environmental impact was also reduced due to less travel and paper usage and we were happy to find that the technicians appreciated the ease of use, and Liz found her job significantly easier, with all documents accurately managed and compliant.

In conclusion, we’re happy to say the forms2 platform alongside a skilled Citizen developer in the form of Liz Gaskell transformed TD Construction Testing’s operations, enhancing efficiency, compliance, and client satisfaction. This case study highlights the power of digital transformation and no-code apps in improving business processes and saving money.

For more information, download the digital forms and no-code apps case study HERE.

Digital Forms Case Study Results Expanded

The Challenge:

TD Construction Testing saved over £30,000 per annum and reduced admin by up to 80% with mobile forms and data capture apps from forms2mobile. Their commitment to high-quality materials testing, adhering to the highest standards in quality, health & safety, and the environment is a key reason for embracing digital transformation. Their goal: provide clients with accurate, fast testing results every time.

To achieve this, forms2 was asked by Liz Gaskell, HSEQ Manager at TD Construction, to help her develop a data capture app capable of creating multiple mobile forms in-house, which made data capture in the field must faster and way more accurate, eliminating unreliable paper processes, and delivering testing results in a tenth of the time, sometimes within the same day.

Our answer of course, was yes!

Formed in 2013 by directors Tom Robinson and Darren Ames, TD Construction Testing aims to exceed client requirements with an industry-leading, tailored service, offering a full ‘Materials Engineering’ service and routine testing to national/international standards, including UKAS. They go above and beyond for clients.

“Being different from other testing companies, by being more hands-on, and having a closer relationship with clients. Rather than just giving out test results, we try and guide clients on what the reason could be for test failures and how they can improve things on their sites,” said Darren.

TD Construction testing wanted to do what ALL our clients do – move away from a cumbersome paper-based system and costs associated with paper storage and shredding. Enter the forms2 platform! We knew we could help as our no-code data capture apps and digital forms cause minimal downtime and are easily adopted by field engineers.

Liz, Quality Manager at TD, managed quality issues, document control, auditing, and compliance, struggling to keep track of all site technicians’ files.

“I used to have to control every site technician’s files, making sure they’ve got the right version numbers, the right documents. They could be anywhere in the Northwest and beyond, at any given time. Trying to keep track was a nightmare,” Liz said.

Technicians carried files with blank test worksheets, procedure and safety documentation, including risk assessments and method statements. Three massive folders per job, at least. With 20,000 tests per year, job sheets became difficult to manage.

“Before we implemented forms2, it was pen and paper technology. We had problems with technicians not filling all the information that they should on paper,” said Darren.

Storage and shredding costs were in the thousands. “We have to pay for shredding. That’s a big cost,” Tom stated.

“As the company is growing, more clients, more tests, more space needed. Storing those requires more filing cabinets every year,” Darren explained. Minimal disruption was key. “We had concerns about changing over to a new system and revamping the whole admin side. Something that wasn’t too much of a disruption,” Darren added.

The Solution:

After consulting with several companies, forms2 emerged as a game-changer for TD Construction Testing. While cost wasn’t the primary factor, competitors were more expensive and lacked the control and ease of use offered by forms2.

“I asked the competitors a few questions and found we wouldn’t have had any control over the platform. They would have had to build all the forms. It would have probably set us back a good £50,000.” After a trial with a competitor, Liz Gaskell, HSEQ Manager at TD Construction Testing said “It wasn’t very intuitive at all.”

We pride ourselves on our exceptional customer service and support here at forms2, so we sprang into action to help educate Liz on building a cost-effective no-code data capture app with digital forms.

“I asked the specialists at forms2 questions like: can you transfer the forms from one group to another and back again? Can you do graphs? Most people said no. You didn’t, you said yes, of course, we can do graphs. Of course, you have full control over how things are built. You’re going to be able to do it yourself.”

Liz built the digital forms herself, making the transition smooth and easy. The platform’s flexibility and control were appreciated across the organisation. Now, Liz could ensure everyone had the exact information instantly via digital forms sent from the back office, eliminating the need for technicians to carry large files around with them – that’s a win!

“In terms of the documents I have to manage, it has taken away my most hated part of my job. Now I literally just upload technician files onto the platform and I know that everyone’s got exactly what they’re supposed to have straight away.”

“With forms2, I can make sure that all mobile forms are compliant in seconds rather than taking two months. Using forms2 makes things infinitely easier,” said Liz.

Forsms were also set up so with required fields so technicans had to put an entry in there to be able to submit the form and advance to the next stage. Cutting out downtime and ensuring compliance. No more half filled out forms.

All information was stored safely and securely in the cloud. “We found that with forms2, things don’t get lost. The system is secure. All the information you’ve got needs to be secure as part of our UKAS accreditation,” Darren explained.

The Results:

TD Construction Testing saved £30,000 per year and reduced admin time by 80% using forms2. We think that’s a great testimonial and result for digital forms and no-code apps!

“We did rough calculations based on the time that we’ve been using the system already, and over a year, it’s a minimum of £30,000 that we’re going to save. That doesn’t even factor in any sort of fuel costs because the technicians don’t need to return to the office as much anymore.” – Liz Gaskell

We’re happy to say that the forms2 no-code data capture app builder platform improved efficiency, reduced human error, and saved time, translating into real-world cost savings for the business.

“Using forms2 helps us save on everything. Admin costs and time, even down to the amount of paper that we have to buy. The shredding costs for disposal. It has impacted everything.”

The platform also reduced the environmental impact due to less travel and paper usage and the technicians loved the new system, which made Liz’s job WAY easier.

“The forms2 platform can do anything that we’ve needed it to do when pretty much every other company said it can’t do one thing or another,” Liz stated.

TD Construction Testing reduced the data entry admin assistant role workload by 80%. Darren Ames, Director at TD Construction Testing, explained,

“With forms2 now, we’ve reduced the data entry admin assistant role workload by 80%.”

Forms2 enabled almost instant reporting which was better for clients. Darren noted, “By using forms2, reports are almost instant. There’s been jobs where we’ve been out in the morning doing the testing and the clients wanted the results the same day, so we’ve been able to process them immediately and get the results sent to them by the end of the day.”

Tom Robinson, Managing Director at TD Construction Testing, emphasized, “Using forms2 speeds up getting the test results. A lot of sites want the results straight away. One of the benefits of the app is it works out the calculations for you.”

Thanks to embracing digital transformation and mobile forms, TD Construction Testing provided faster, more accurate, and compliant results for their clients.

The forms2 platform also facilitated compliance with UKAS. “Using forms2 helps us be compliant. UKAS like our forms because everything’s visible to them. You don’t have to go and hunt out a sheet or look through a filing cabinet for a report you did last year. This is easier on the tablet because it’s all easily accessed,” Tom stated.

Liz concluded, “Everything is traceable and it’s time stamped and it’s just good to know when things have been done, where they’ve been done, who’s done them. You don’t have to go chasing around for a piece of paper. You just find it instantly makes life so much easier.”

It’s safe to say that producing test results in a tenth of the time than with paper, saving over £30,000 per year and reducing admin by 80% is a great testament to the power of digital transformation and using digital forms with no-code apps in the construction industry.

Speak to us today or for more information, get the full mobile forms and business app case study!

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