Guest writer feature from Luke Allen, Managing Director of eviFile.
The rail industry has reached a turning point. Organisations are recognising that traditional approaches to project management – those reliant on messy, paper-based records – may no longer be fit for purpose. Indeed, non-digital data collection methods can make it hard (or even impossible) to find valuable data.
Change is challenging. However, we believe that if the industry is to manage projects effectively and create that critical ‘golden thread’, the move to digital must happen soon. Asset owners and engineers need a clear, consistent way to manage data – and, with the right approach, they can save money, improve data accuracy, and make better-informed decisions.
In a recent white paper, we looked at the barriers to digital transformation – and explained how the rail industry can overcome them. Below, I’ll outline these challenges, before introducing 10 best practices for the move to digital.
The pitfalls of a traditional approach to project management
But first, why is the move to digital necessary?
In an already complex industry, diverse data collection and management technologies, siloed platforms, traditional practices, and time pressures make project management even more challenging. Organisations need processes and technologies that support data-driven decision-making, seamless communication, and efficient workflows. Technological systems must be fully integrated, and every task flawlessly executed – which makes precise, reliable data management a necessity.
Traditional project management methods often rely on paper documents and spreadsheets, which are filed in physical folders or dispersed across multiple online platforms – leading to auditing issues and making data-gathering a time-consuming process. Coupled with inadequate pre-project planning and differing reporting competencies, these challenges create inconsistency. And inconsistent data doesn’t just affect ground supervisors – it has an impact on all stakeholders.
We believe that the rail industry must embrace more holistic, technologically advanced systems. These systems should optimise data management, bolster oversight, and ultimately improve project delivery.
The need for change
And consistent, reliable data doesn’t just enhance project delivery and workflow management – it sets teams on course for future success.
Just as importantly, it also helps engineers and asset owners to comply with strict safety regulations and quality standards. We believe that this isn’t possible without a digital data and reporting platform, which allows for the seamless collection, management, and sharing of critical data – and ensures that all stakeholders are complying with safety requirements.
Barriers to digital transformation in the rail industry
While the right technology can be transformative, integrating it into everyday operations often proves challenging. The barriers range from ease of use to logistical constraints and even workforce attitudes.
Many organisations notice a generational divide. Younger professionals are often familiar (and therefore comfortable) with new tech, while seasoned employees may be more at ease with traditional, non-digital methodologies. The implementation process should be inclusive and nuanced to reflect this.
Timing is also key. Organisations should avoid introducing new technologies or processes during peak periods. Doing so can overwhelm teams and lead to resistance. Instead, it’s best to implement change during quieter periods, giving employees time to focus and adjust.
10 steps to digital transformation
These barriers make the process of adopting new technologies a challenging one. However, by following 10 key steps, organisations can overcome them – and set their teams up for success.
Agree on management standards: If data is inaccurate or inconsistent at a project’s outset, problems will arise further down the line. Teams must discuss the ‘data dictionary’ before a project begins, considering naming conventions and formats, unit measurement, rules for validation, data schemes, data quality control, and timings. Agreeing on these factors in advance will ensure consistency.
Consult key users for their input: In order to optimise adoption, organisations should involve end-users in the set-up process. Their knowledge and firsthand experience will prove invaluable, supporting the development of user-centric, easy-to-understand workflows.
Ensure buy-in for effective deployment: With their stakeholders on the same page, organisations can ensure agreement across functions and create an atmosphere in which everyone takes responsibility for the project’s success. As James Connolly, Head of Client Partnerships at eviFile, states, “focus on adoption first, and then engagement.”
Emphasise the strategy: A successful digital transformation isn’t just about introducing advanced tools. For technology to be truly effective, it must be applied consistently. To achieve this, organisations should partner with technology providers that champion and support a collaborative approach. The result will be a seamless, and truly beneficial, digital transformation.
Maintain data governance: Effective data governance is key to a project’s success. Organisations should regularly monitor and enhance governance structures, deliver onsite training on data tools, ensure accountability via contractual mandates, and manage the service desk as efficiently as possible. Keeping meticulous change/risk/issue logs, carrying out multi-project reporting, and visually verifying work with geo-tagged photographs is also advisable.
Choose the right technology partners: We believe it’s advisable to choose a software vendor that can work collaboratively and integrate data using open standards. eviFile collaborates with businesses to design customised processes and interfaces that align precisely with their needs. Our onboarding team ensures that the solution is easy-to-understand and more likely to be adopted by all users.
Understand the power of effective reporting: Setting clear reporting standards and templates from the outset is key. Think standard templates, which can be easily filled with data from various sources to ensure consistency and quality. This approach allows for a multi-vendor strategy and simplifies the data extraction process, ensuring that high-quality data is always at hand.
Automate reporting: Automated reporting provides a singular view of the truth and facilitates multi-layered insights that cater to a diverse set of stakeholders, from engineers and managers to designers, planners, clients, and contractors.
Share successes early: It’s crucial to highlight early wins, big and small, in the first few months, while teams are still experiencing the growing pains and frustrations. Show them that there’s light at the end of the tunnel and that the new technology does what it promised to do.
Continually improve processes: While initial implementation sets the stage, businesses must continuously review and refine the adopted systems to truly reap the benefits.
And as the organisation continues its digital journey, it should celebrate key milestones – all while working to understand and rectify any missteps.
eviFile has helped organisations like Network Rail, Alstom, and SPL to undertake their own digital transformations, supercharging project efficiency and safety.
