The client needed a centralized cloud-based platform to manage, track, and correspond with design and engineering subcontractors in order to further mitigate wildfire hazards. Additionally, they required the ability to report on the performance of users and sub-contractors, share large CAD files, and integrate with key systems such as SAP and Procore to align procurement and construction processes.

An envisioning assessment was the first step to better understand the customer’s business processes to ensure the end product accomplished their desired goals. This ultimately served as the foundation for successfully planning the best technological course of action. Our team developed a real time, up-to-date website that tracks sub-contractor submissions and reports on timelines, milestones and financials by harnessing the Microsoft 365 Power Platform: SharePoint Online, Power Automate, Power BI Dashboards with SAP & Procore integration.

From a Project Management perspective, the Bayen Group team met with Quality Assurance/Quality Control (QA/QC) program and project managers weekly to review contract status, performance, risk and budget spend as well as all support requests processed the week prior. The high level of engagement provided the customer’s program and project managers with an active pulse on our performance. We routinely met with the SDG&E Cloud Migration Change Board (CARB and CAB). As part of our collaborative process in working with the CARB and CAB, we successfully designed and deployed solutions to SDG&E’s AWS environment. A multi-year training and accreditation plan was created and managed jointly by our customer program manager and our project manager to track progress as part of their fire prevention objectives. Annual training continues to be provided to construction and engineering subcontractors as well as other SDG&E departments that the system eventually integrated with and supported. Training includes both technical information (new features of the system) and information provided by Corporate Communications.

The Bayen Group team designed and implemented a comprehensive, centralized cloud-based platform to meet the client’s diverse needs. This platform not only manages and tracks interactions with design and engineering subcontractors but also enables efficient communication and correspondence with them. Moreover, it provides robust reporting capabilities, allowing for detailed performance evaluations of both users and subcontractors. The platform’s ability to handle and share large CAD files seamlessly enhances collaborative efforts across various projects. A significant feature of this platform is its seamless integration with essential systems such as SAP and Procore. This integration ensures a cohesive alignment of procurement and construction processes, thereby streamlining operations and improving overall efficiency.

In addition to the primary technological implementation, several supplementary initiatives were introduced to enhance the overall functionality and integration of the system:

• A significant accomplishment was the creation and implementation of a Data Lake. This centralized repository collects, stores, and transforms data, facilitating improved visualization and seamless integration with other enterprise systems such as SAP, Procore, CORE, SharePoint, and ServiceNow. The Data Lake serves as a cornerstone for data management, enabling efficient handling and utilization of vast amounts of information from diverse sources.
• We also provided consulting services to support the QA/QC management team, particularly in the integration of corporate SAP and Procore projects.
• To improve collaboration, we developed a QA/QC collaboration site. This platform allows QA/QC team members to work more effectively with each other and facilitates cooperation with external parties involved in projects or tasks.
• As part of our commitment to continuous improvement, we provided support for the Corporate Procore Standardization effort. This involved updating our integration tools to align with evolving Procore standards, ensuring ongoing operability and efficiency.
• Furthermore, we developed a Post-Construction Auditing Tool to assist in the evaluation and analysis of completed projects.
• Finally, we committed to providing annual support to the QA/QC team. This ongoing assistance ensures that the team remains well-equipped to handle the system’s demands and any emerging challenges.

While the initial platform was developed and implemented in 2021, our ongoing contract includes continuous support services, training, and system enhancements through 6-8 subprojects approved annually. These efforts ensure that the system remains up-to-date and expands in both scope and reach, meeting the evolving needs of our clients.

The QA/QC system significantly enhances the operational efficiency and effectiveness of quality assurance and control processes. By providing a centralized platform for collaboration, the system fosters improved communication and coordination among team members and external partners, thereby reducing errors and ensuring compliance with standards. The integration with SAP and Procore ensures seamless data flow and alignment of QA/QC activities with broader enterprise systems, enhancing accuracy and timeliness of information. The Post-Construction Auditing Tool further supports thorough analysis and evaluation of completed projects, enabling continuous improvement and informed decision-making. Additionally, the annual support and continuous enhancements ensure the system evolves to meet emerging needs, maintaining its relevance and efficacy over time.