Case study:
Robertson transform their digital systems across regions with Access COINS
Access COINS ERP helped Robertson reevaluate their digital business management systems, improving project efficiencies and setting them up for industry success.
Business size
Large
Industry
Infrastructure, Construction & Support
Product
Access COINS ERP
Challenge
- As a leading multi-regional UK business, Robertson needed to standardise their operational processes and adopt a growth-driven strategy by reevaluating their cost control and project efficiencies
Approach
- Roberston implemented COINS, the construction-specific ERP software to redefine their internal processes.
Results
- Since implementation Robertson have unlocked true efficiencies across the board, as well as given them more control over their costs supported by COINS’ cost value reconciliation (CVR) software.
Robertson is one of the largest independently owned construction, infrastructure and support services companies in the UK. With a host of award-winning and high-profile projects delivered by regional and specialist businesses, Robertson Construction has a lot to show for the 50+ years that have passed since its inception.
When Financial Director, Phil Talbot, rejoined Robertson in 2011, after previously working with them in 2002, he discovered the financial software they were using nine years earlier was still in use.
As well as having become outdated, this legacy system was used purely for financial purposes, mainly as a cost reporting and payment system, and they were not exploiting the full capability of a modern construction ERP.
Investment was required in a new construction solution, not purely a financial system but one which could be used across their multiple business, would kickstart them into redefining processes and would open up visibility of project information to a variety of users.
Phil Talbot, Financial Director, Robertson
Reducing Risk Through Increased Control of Costs
Budgeting was a key driver for Roberton’s digital transformation. It was vital that processes were put in place to limit spend within the estimated allowance.
The goal that Robertson wanted to achieve was groundbreaking. Using the original project estimate as a benchmark for performance, they required a granular level of detail, at commodity (unit rate) rather than a broader value-based analysis.
For COINS it became clear that improved governance and reduction of risk were key project outcomes for Robertson. With a system like COINS there is no hiding place - this results in lowered risk, increased visibility and clarity of figures.
Tim Allen, COINS Project Manager
An equally important driver was the need for a single source of truth: a single system into which information could be entered once then accessed, consumed and controlled by multiple users.
With the existing system being used purely by the financial teams Robertson realised that what they really needed was a construction solution which could be used across all areas of their business - not just by the accountants, but also by Quantity Surveyors, operational teams and management teams.
COINS ERP, The Construction Specific Software For Businesses
Robertson were not previously a Access COINS customer, but various members of the selection panel had used COINS in the past.
COINS were always going to be on the shortlist as we wanted a proven construction specialist. We knew what we wanted, and COINS delivered on everything.
Phil Talbot, Project Director and Financial Director, Robertson
Although they considered other construction software specialists Robertson’s decision was influenced by COINS’ impressive list of customers, which include some the world’s leading construction companies.
A Journey Towards Trust & Leveraging Data
Robertson had been quite upfront about the fact that this implementation was a huge learning process for them and their teams, as they had initially underestimated the scale of the implementation challenge.
We’re still on a journey with the COINS system in terms of user acceptance and leveraging the benefits. We’ve found that we’re undergoing a constant education process in order for users to both accept and embrace the change.
Phil Talbot, Financial Director, Robertson
With this being the first time that commercial, operational and management teams had been able to access key information through a construction solution like COINS, training was essential to ensure everyone completely trusted the data.
This responsibility fell to the core project team which includes a full-time project manager, Linda Heenan, with the support of Project Director Phil Talbot, alongside work leads from commercial, finance, procurement and payroll teams.
It’s not just about the technology, it’s the technology and processes and people; the blend of those three things is what makes a successful project.
Tim Allen, COINS Project Manager
Adopting A Phased Approach To Implementation
The implementation strategy was broken down into regional phases to make supporting this change more manageable.
The first two phases, for Eastern, Northern and Tayside businesses, central Scotland companies and Robertson Partnership Homes were completed first.
Phase 3, which commenced in August 2020, focused on its three English Construction businesses (North East England, North West England & Yorkshire / East Midlands) followed by Phase 4 in October, comprising their Specialist Division, Civil Engineering and Major Projects businesses.
One of the challenges with a project spanning a number of years is the inevitable staff changes, however Robertson never lost sight of what they were aiming to achieve.
What I have seen over the past 6 months is an improvement in mindset. People who were most resistant at the beginning and didn’t want to engage, are now both adopting and ‘flying the flag’ for COINS and developing stronger processes as a result.
Linda Heenan, Project Manager, Robertson
Regaining Control Over Costs & Improving Finances With Access COINS ERP
A key responsibility of any construction company is to monitor the financial performance of projects. Robertson’s existing Cost Value Reconciliation (CVR) process was disjointed and offline, a time-consuming dual-system approach which restricted the level of detail, information and analysis available.
It was also impossible to assess the true cost of projects as their existing spreadsheet-based purchasing process couldn’t facilitate automated invoice or Goods Received Notice (GRN) matching.
One of the problems that we used to have was that we would receive cost bursts too late, as a result of late purchase orders coming in and invoices arriving that were not forecast. Now we have the knowledge of a commitment as soon as it’s made – which is a huge benefit to managing costs.
Duncan Carmichael, Financial Project Lead
Following the implementation of COINS ERP, Roberston are now able to confidently assess the real-time value of each project, having complete visibility over what commitments have been made, and which costs incurred.
COINS has provided us with the ability to properly control our costs and produce a true cost and value report at each month end - it’s as up to date as the GRNs received and plant returns.
Phil Talbot, Project Director and Financial Director, Robertson
Improving Processes With Instant Information
Purchasing, financial and commercial processes have been reviewed and redefined as part of the implementation, which was always a core objective for Robertson.
From the outset one of our key objectives was to rationalise processes and we knew that COINS would force us to standardise these.
Phil Talbot, Financial Director, Robertson
One of the greatest benefits is easy access to a single source of information for a range of users.
The finance team can now view information across all the Robertson businesses and suppliers on a single platform, and as the data is consistent, can easily run reports.
Quantity Surveyors can access up-to-date details of all subcontract orders, deliveries and outstanding items for a project on a single screen.
Additionally, Robertson now have more control over managing supplier behaviour and adherence to contracts: they are easily able to identify differences between quoted prices and invoiced costs.
The Future Of Access COINS ERP & Roberston
Following completion of the final phases Robertson aim to fully embrace and make use of new construction technologies and techniques into the future, including the adoption of mobile technology and construction supply chain solutions.
With the scale and breadth of COINS, clearly they are always developing the software and we very much wanted a long-term relationship where we could continue to benefit from new developments as they arose.
Phil Talbot , Financial Director, Robertson
