Work Tracking Made Easy on BaseStone

Whether it’s design changes or snags, there are many things that need to be tracked in construction. Usually trackers come in the form of an excel spreadsheet on a shared drive which is the primary source of information for a number of different people. Read on as we reveal how to use BaseStone as a tracking tool and how we’ve made this easier in the latest release.   We found that many construction teams were using BaseStone as an information tracker (or alongside an existing tracker). They told us that it would make their lives a lot easier if they could view, search and filter issues across all of the projects.

New Issue Tracker Tab This is exactly what we’ve done in the new ‘Issue Tracker’ section which you can access from the main menu bar. Use the filters, search, tag and sort functions to display what you need. Clicking an issue will open it on the relevant drawing.

Using BaseStone as a Tracker : Case Study To highlight how to use BaseStone as a tracker, here’s an example of how the Costain Skanska Joint Venture (CSJV) track Field Change Requests (FCRs) on Crossrail’s C405 Paddington project. Using BaseStone as a tracker, the right people have access to the most up to date information including their designers, WSP, and subcontractors Fourway and SRW. Firstly, when a Field Change Request is raised by the site team, a new Issue is created on BaseStone. The drawing is marked up to show where the FCR is, the title of the issue is set to the FCR number and a description is added in the description field.

The FCR form is scanned and attached to the issue so that all of the information is in one place. Photos and additional sketches are also attached to the issue. Next, the FCR is assigned to the responsible designer from WSP to review. The assignee will receive an email notifying them the details of the issue. The designer will add a comment to the issue if they have any questions.

Fourway keep an excel spreadsheet of the FCRs outside of BaseStone for their own assurance process. As the project is in the later stages, they are working to close out the FCRs and need to locate them quickly on BaseStone to then mark them as closed on the system so that everyone can see the status. This is where the new Issue Tracker feature comes into play as the FCRs are across multiple project folders, set up by location and discipline. The Issue Tracker lets you search and filter across all issues in the organisation.

When all of the assurance information is attached to the issues, each FCR is exported in the form of a BaseStone report which includes the photos, comments and marked up drawing. This is given to the main contractor’s assurance team to sign off.

Implementation Manager, Malcolm Simpkin from the CSJV team said ‘finally a joined up way of working for the construction industry to emerge from the dark ages. Easy to use but powerful and effective project management collaboration tool’.

The importance of trackers in construction cannot be understated. As a common point of both information collection and retrieval for multiple parties, they have big part to play in the progress of the project. Trackers are most commonly held in Excel spreadsheets which can cause problems around versioning. Using a technological solution like BaseStone eliminates the risk that people are using outdated information and is the best alternative to using Excel trackers.

As well as tracking FCRs, BaseStone can also be used as a:

NCR Tracker (Non-Conformance Reports)

TQ Tracker (Technical Queries)

ITP Tracker (Installation Test Plan)

The new issue tracker is now in the web application. It will be available soon in the iOS app in the next release (3.7). We will be working to make further improvements to BaseStone’s tracking functionality. Please do let us know if you have any suggestions on how we can make your life easier.

You can sign up for BaseStone for free, just click on SIGN UP, and if you have any questions, please don’t hesitate to CONTACT US.

BaseStone reporting features for handover

At BaseStone we focus on delivering what the construction industry needs. Recently we have been improving our reporting functionality to help streamline the handover process for our users.

We heard many horror stories about how handover was dragged out over months, even years sometimes, because documentation was all over place and in paper form.

So we added more functionality to our reports to make them more customisable and hence more applicable to the varying handover processes. We would love to hear your feedback and more about your handover requirements – please get in touch!

Create reports with issue selection

You can now select issues across the project to be included in the report. Select the individual issues and then create either a PDF or CSV. This is available from both the mobile and web application.

You can also use tags to group issues and then create reports based on tags.

 

Multi-drawing reports

You can now create reports of issues across multiple drawings. Just use the issue selection function (see above) and create either a PDF or CSV report. The PDF report will include a snapshot of each of the drawings referenced as well as the issue details.

 

Report Options

We recognise that everyone has different requirements for their handover and reporting.

You now have many more options when creating reports – customise the content by including/excluding attachments, comments, callouts (on the drawing), photos and signatures.

Signatures in reports

When an issue is signed off on BaseStone, the signatures are included in the PDF reports along with a timestamp. We hope this will help to streamline the sign-off process during handover.

We hope you find the new features useful.

Product Update: Reporting Special

Creating reports is a necessary but time consuming task. At BaseStone we believe that engineers shouldn’t have to spend half of their time creating reports. Our latest reporting features help to reduce the admin burden by letting you generate bespoke reports in one click.

New features:

  • Timestamped photos on reports (web & mobile)
  • Report options to include/exclude (web & mobile):
    • Attachments
    • Comments
    • Callouts
    • Photos
    • Signatures
  • Select issues across multiple drawings to include in report (web & mobile)

Here’s how to create a typical report on BaseStone with our new reporting functionality:

  1. Create issues on BaseStone
  • Open the BaseStone mobile app and record snags, site observations or notes from the site
  • Add tags and photos to the issues. Mark up the drawing to show the location
  • If needed, assign the item to a team member
  • Use our signature functionality to sign off the item
  1. Select the issues to include in the report
  • Navigate to the project and ‘Issues’ tab
  • Use the tags/filters to select the issues to include in the report (e.g. select the high priority and ‘open’ items, or select all items tagged as a ‘snag’). Or select the items using the tick boxes on the left to include (web only).
  • Click ‘Create Report’
  1. Customise the content of the report
  • Choose whether to create a CSV report (to be imported into excel) or a PDF report
  • Customise the content by including/excluding attachments, comments, callouts (on the drawing), photos and signatures

Download this example report created on BaseStone

Have a more productive day with BaseStone! We hope you enjoy using our new reporting functionality, let us know if you have any feedback.

Contact us here

Use the BaseStone web application

Download the BaseStone mobile app

 

Introducing Electronic Sign-off

Assuring quality and resolving issues are critical to the delivery of any successful project. At BaseStone, we want to help engineers be as productive as possible, using our digital platform to record and assist in achieving your deliverables.

That’s why, in support of this, we’re proud to announce our latest feature: “Electronic Sign-off”.

With Electronic Sign-off, any number of engineers, managers, or construction professionals can now sign-off against any issue within BaseStone, with full date and time stamp auditing to show exactly when they gave their “seal of approval”. To streamline the sign-off process, any user within the account can “sign-off” an issue and they will receive a receipt of their signature to their email address.

 


Compared to traditional paper-signatures, Electronic Sign-off provides a permanent record, not only on the issue, but also on reports created. Any revoked signatures are also fully date and time-stamped against the issue providing protection against the risk of forgery.

Our Electronic Sign-off, as well as any other attachment to an issue (such as file, photo, or comment), is now also highlighted upon the closed issue card, providing engineers with an at-a-glance summary of the contents of that issue, without the need to open it.


The same is true upon the issues page of a project, where issues across all drawings within the project can be seen.

We have plans to add further functionality to our Electronic Sign-off but first want to hear back from our users!

If you want to be involved within one of our User Groups and input into the future developments and future plans for the BaseStone platform, get in touch using the link below!

Contact us