Requirement
An analysis of the company’s business processes highlighted the need to digitalize the management of site reports, which was heavily reliant on manual activities, duplicate data entry, and limited real-time visibility into project costs and performance.
The goal was to create an integrated digital process capable of collecting information directly from field personnel, automating validation and approval workflows, and providing management with immediate access to operational and financial insights.
Additional project objectives included:
- Digitalizing the completion of daily site reports.
- Eliminating paper-based processes and duplicate data entry.
- Automating approvals through configurable workflows.
- Ensuring full traceability of user activities.
- Automatically calculating the value of site reports using financial data available in the ERP system.
- Providing an up-to-date view of estimated site activity costs.
- Improving operational oversight and decision-making through dedicated dashboards and reports.
Solution
The solution was developed using ARXivar Document & Workflow Platform NEXT, integrated with the company’s ERP database, which remained the single source of truth for master data and financial information.
A web application was built within the ARXivar platform, allowing employees to securely access the system through role-based authentication.
Thanks to the integration with the ERP database, the platform retrieves and uses master data in real time, including information related to employees, construction sites, vehicles, equipment, materials, and projects. This eliminates data duplication and ensures consistency across systems.
Field operators can complete daily site reports directly within the application, selecting the resources used and entering only the operational data for the day. Reporting activities include:
- Labor
- Vehicles and equipment
- Transportation
- Materials
- Time and materials work
- Additional operational information required by company procedures
As data is entered, the system automatically retrieves the related costs from the ERP and calculates the financial value of the site report.
Once the report has been completed, an approval workflow is automatically launched, notifying the relevant approvers according to the organization’s defined process.
Managers can review the information, approve the report, or request amendments while maintaining complete visibility and traceability throughout the authorization process.
After approval, the report becomes immediately available for administrative and accounting activities.
Monitoring and Control
The solution provides dynamic views and consultation tools that allow users to analyze reports using different criteria, including:
- Construction site
- Time period
- Employee
- Project
- Activity type
- Workflow status
Summary reports and operational dashboards are also available to monitor:
- Report completion status
- Approval progress
- Hours worked
- Vehicle and equipment utilization
- Financial value of recorded activities
- Estimated project costs based on collected data
Results
The implementation transformed the site report from a simple administrative document into a powerful operational control tool.
The integration between ARXivar Document & Workflow Platform NEXT and the customer’s ERP system enables information to be collected directly from site personnel and automatically enriched with financial data already available within the company’s systems.
As a result, managers gain immediate visibility into estimated activity costs during the reporting phase, without having to wait for final accounting processes.
Key benefits:
- Reduced time required to complete and manage site reports.
- Elimination of duplicate data entry activities.
- Improved quality and reliability of collected data.
- Automated approval and authorization processes.
- Full traceability of all operations.
- Immediate availability of financial KPIs for project monitoring.
- Better decision-making through real-time visibility into the operational and financial performance of construction sites and projects.
CHC Business Solutions
Where analysis meets innovation. Where every process becomes a competitive advantage.
In a constantly evolving business landscape, where simply digitizing is no longer enough, CHC Business Solutions stands out through a deep, analytical, and tailored approach to business process management.
We are more than technology implementers—we are strategic partners. We help organizations redesign their operational workflows by identifying real business needs, translating them into tailored digital solutions, and seamlessly integrating everything into scalable processes powered by ARXivar Next.
✅ Proven, Multidisciplinary Expertise
For over 20 years, we have helped organizations across industries:
- identify inefficiencies within internal business processes
- redesign operational workflows through a digital-first approach
- optimize time, resources, and business performance
Our team brings together business process consultants, functional analysts, and certified technical specialists, delivering practical, measurable solutions that create lasting value.