Business process insights
Ciphix business design workshops deliver valuable insights for precast concrete element supplier
Onboarding customers more efficiently
Voorbij Prefab in Amsterdam makes precast concrete elements for new homes used in large new construction projects. The company is part of TBI, one of the largest construction companies in the Netherlands. To further expand its services, Voorbij Prefab decided to place the window frames in the precast concrete elements for homes at the factory site. Previously, this was done at the construction site. In order to ensure that the right frames ended up in the right concrete elements and that they were easily retrievable, more insight into this process was needed. In addition to providing software solutions, Ciphix provided several customized workshops and organized three business design sessions. These provided valuable insights and formed the basis for improving this process.
- More insight into business processes
To make the process more efficient. - Window frames easier to locate
So that time is saved. - The right frame in the right concrete element
Allowing fewer resources to be wasted.
Challenge: Locating and inspecting window frames
When Voorbij Prefab chose to pre-install the frames in their concrete elements on the factory site, they ran into a number of problems. First, it was not clear where the frames were located on their site. These are delivered by outside parties and then installed on site. Because this was not a streamlined logistics process and the location of the frames was not tracked, it was sometimes unclear whether or not a frame had been delivered, or was simply untraceable.
In addition, it was not always clear which type of window frame belonged to which concrete element. As a result, window frames were sometimes placed incorrectly in the concrete elements. Moreover, some frames were damaged. It was then unknown whether the damage had occurred at Voorbij Prefab’s construction site or whether the frames had been delivered damaged.
Application for locating window frames.
Beyond Prefab wanted to improve this process and solve these problems. That’s why they contacted Ciphix. Two years ago, Ciphix implemented the “Flapp” project at Voorbij Prefab. They developed an application that could locate the metal frames (flats) on which concrete elements are transported to the construction site. With a similar problem, Ciphix was called in again.
Solution: start with business design workshops
Jan Boekel, scrum master at Ciphix: “Because of our previous project at Voorbij Prefab, we already knew each other well and had a fine collaboration. However, we know that with any new project, the preliminary process is essential. That’s why we started with the basics: business design workshops.
Three online workshops
Ciphix organized three workshops. Participants included the production manager, work planner and planner of Voorbij Prefab and three people from Ciphix.
During the first workshop, each step of the process surrounding the delivery of window frames was mapped out exactly. A Miroboard was used for this purpose, which makes it very easy to draw out business processes. In the second and third workshops, the impact of the problem and the consequences of automating or not automating the process were also carefully analyzed.
The workshops yielded a number of important results. By mapping out the current process step by step, Voorbij Prefab already gained more insight into how they could make the process surrounding the delivery of window frames less error-prone, more manageable and more transparent. But first an important decision had to be made on whether or not to integrate the functionality for window frames into the existing application.
Says Jan, “Thanks to the business design workshops, we found out that TBI might want to further integrate the process of delivering the frames and concrete elements in the future. This made it seem logical to build the functionality within one application. Moreover, we discovered that the employees who assemble the frames sometimes also work in ‘Flapp’ and therefore prefer not to switch apps. Therefore, we recommended integrating the functionality for scanning the frames into the existing application. That was a little more difficult for us to build, but a lot more user-friendly for the employees.”
Beyond Prefab on the digital solution for managing the logistics process
All data bundled in one place
The main advantage of the updated ‘Flapp’ application, a result of the findings of the business design workshops, is that all data for both the concrete elements and the frames are now bundled in one place. The entire process from drawing the frames to delivery and installation in the concrete elements is now tracked. All information such as the location and serial number of the frames and concrete elements is recorded and can be easily accessed. Employees can therefore react more quickly to a delivery with too many or too few frames and take immediate action on reported damage to the frames.
Because Ciphix looks beyond just building an application and is convinced that the core of a problem cannot always be captured in an application, but sometimes in another internal process or new agreements with a supplier, a number of changes have been made to the process. For example, the agreements with suppliers have been streamlined thanks to the workshops. From now on, they must always send a delivery note so that it is clear which frames will be delivered when.
Importance workshops business design
Lisa Rooijakkers, production manager at Voorbij Prefab: “Ciphix looks at the complete process and has given us excellent advice in this process. Because they have paid so much attention to the preliminary process, they can now develop solutions quickly and in a focused manner.”
Jan: “We have learned over the years that if you fully identify all essential information in the preliminary phase, you will benefit from this later in the process and avoid many problems. By spending sufficient time on this in the preliminary phase, we ensure that we start off focused and well-prepared from the first day of the actual project. The customer thereby saves costs because we do not build unnecessary functionality. As far as we are concerned, starting an automation project with business design workshops is an absolute requirement for successfully building applications.”
Related:
- All data bundled into one app
By applying insights from business design workshops. - User-friendly data entry
By adding new functionality within the existing app. - Efficient app building
By gathering the right information in the preliminary stages.
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