CASE STUDY: How Medlock FRB automates subcontractor management with DocuWare

Fit-out and refurbishment specialist Medlock FRB faced a common construction industry challenge: a paper-heavy, labour-intensive subcontractor vetting and management process. By partnering with Keeley Travis to implement a DocuWare automated workflow solution, Medlock has digitised compliance, eliminated manual data entry, and ensured airtight management of subcontractor insurance and eligibility.

The Challenge

For Medlock FRB, managing the vetting and tracking of subcontractors was a laborious administrative task. The process relied heavily on physical documentation, requiring the manual collection and checking of information forms, certifications, and crucial insurance documents.

Tracking expiry dates for insurance was a manual process performed only when a subcontractor was needed for a specific project. This reactive approach made the system difficult to audit, time-consuming to manage, and prone to human error. Medlock needed a solution to streamline this lengthy process and provide total visibility over compliance.

The Solution: An End-to-End Digital Workflow

Medlock engaged Keeley Travis to deploy a DocuWare solution designed to address specific pain points at every stage of the subcontractor lifecycle.

Streamlined Onboarding

The manual intake process was replaced with a digital DocuWare web form. Subcontractors now enter their own company details and upload supporting documents directly into the system.

• Automatic Indexing: The system automatically assigns a unique Subcontractor Number.
• Intelligent Routing: Based on the data entered, approval tasks are automatically routed to Admin, Health Safety, and Finance teams.
• Status Control: Subcontractors are automatically tagged as "Approved" or "Unapproved" based on the completeness and validity of their submission.

Smarter Project Management

To prevent administrative errors, Medlock moved project creation to a digital environment.

• Project Assignment: Subcontractors can only be assigned to active projects within DocuWare.
• Workflow Automation: Project Managers receive automated notifications regarding completion dates, with tasks generated to either confirm completion or extend timelines, ensuring data accuracy.

Automated Compliance Assignment

The solution digitised the documentation required for specific jobs, including Site Induction forms and signed orders.

• Digital Signatures: Documents are sent and received automatically for digital signature, drastically reducing turnaround times.
• Risk Reduction: The system ensures that only eligible, approved subcontractors can be assigned to a project, eliminating the risk of using uninsured labour.
• Project Packs: Automated creation and distribution of "Project Packs" ensures Project Site Managers (PSM) and Quantity Surveyors (QS) have instant access to all relevant information.

Proactive Ongoing Management

The system removed the need for manual tracking of document expiration.

• Expiry Workflows: DocuWare tracks insurance dates and automatically triggers notifications to subcontractors and Medlock staff when renewals are due.
• Dynamic Eligibility: If a document expires, the system automatically updates the subcontractor's status, preventing them from being assigned new work until valid documentation is uploaded via a dedicated web form.

The Benefits: Efficiency, Compliance, and Confidence

The implementation of DocuWare has transformed Medlock FRB’s operations, saving staff countless hours previously spent on manual data entry and mundane administrative chasing.

Key Benefits Achieved:

• Zero Manual Data Entry: By utilising web forms, data is captured at the source, eliminating transcription errors.
• Paperless Operations: Physical storage requirements have been removed, with all documentation digitised and securely stored.
• Instant Retrieval: Contracts, insurance certificates, and site forms are searchable by Subcontractor Number, Company Name, or Status in seconds.
• Airtight Compliance: The risk of employing subcontractors with expired insurance is eliminated through automated status updates and eligibility checks.
• Enhanced Visibility: Stakeholders across the business—from the Finance team to Site Managers—have a clear, real-time view of subcontractor status.