Case Studies

the client Monadelphous

the solution Controlled Document Management System (CDMS)

Monadelphous provides construction, maintenance and industrial services across the resources, energy and infrastructure sectors.

With large, distributed project teams and frequent collaboration with external partners, they needed a modern way to manage documents efficiently, securely and consistently. Sharing the wrong document, following the wrong procedure or being unable to collaborate freely are risks that can have a high cost.

The Challenge

Prior to working with us, Monadelphous’ document management processes were limiting their ability to collaborate effectively on shared projects. Productivity was being affected by:

Manual creation, duplication and editing of documents.
Multiple versions stored locally, compromising document integrity.
Difficulty maintaining brand consistency across teams and partners.
Manual controls restricting access for external collaborators without exposing the entire document library.

These challenges created risks around accuracy, consistency and efficiency, particularly on joint venture and multi-organisation projects.

The Solution

In partnership with the Monadelphous team, we designed and implemented an automated, secure and easy-to-use Controlled Document Management System built on Microsoft 365 and SharePoint allowing them to leverage the full potential of these platforms.

Key improvements successfully:

Replaced manual processes with automated workflows for reviews, feedback, approvals, publishing and archiving.
Enabled fast, controlled and automated re-branding of documents on demand.
Allowed users to subscribe to documents and receive notifications when updates occur.
Introduced a user-friendly classification schema to improve search and retrieval.
Provided subsites with tight access controls to ensure only relevant documents were shared with partners.

Our approach provided both internal teams and external collaborators with the tools and knowledge to work confidently with controlled documents without compromising security.

The Benefits and Impact

The system delivered measurable time and cost savings while promoting shared learning, consistency and better project outcomes.

Monadelphous now benefits from:

Staff are able to confidently find and choose the correct document versions, improving productivity.
Partners and joint ventures re-branding documents quickly and easily, maintaining efficiency and consistency.
Clear channels for document feedback, supporting communication.
Automated, standardised processes for creation, approval and archival, preserving integrity and reducing manual effort.
Automated risk controls that replaced earlier manual processes and protected confidential information.
Productivity improvements eliminated 2 FTE positions and allowed staff to be redeployed to other more essential responsibilities.

Our broader goal was not only to modernise document control, but to help Monadelphous unlock more value from the Microsoft 365 tools they already owned. The solution has proven highly practical and scalable for any organisation requiring streamlined processes, secure collaboration and automated workflows.

When teams have the right tools at their disposal and are confident that they always have the correct information when needed, they can spend more time and effort on their core purpose. The systems that we have created for Monadelphous does just that.