Strittmatter Boosts Operational Efficiency with M-Files
Construction gaining efficiencies using Content Management allows for faster access to mission critical documents
Highlights
- Designed, implemented, and continues to enhance a fully customized M-Files solution to replace a manual business process
- Implemented a centralized content vault with advanced workflow automation, including custom notifications and automated Excel data parsing into metadata
- Converted manual Change Order Requests (CORs) and spreadsheet-based Construction Submittals into structured M-Files objects with searchable metadata and dynamic views
- Positioned the solution for growth, with planned expansion into HR, dispatch, maintenance, and Accounts Payable invoice approval workflows
Customer Background
Strittmatter Companies (Strittmatter) is a family-owned and operated large construction company based out of Manassas Park, Virginia. They offer numerous construction-oriented services, including excavation, demolition, and equipment rentals for government, commercial and residential construction projects. With over 40 years of experience, they have provided timely, responsive and customer-oriented site work solutions.
Strittmatter is rapidly growing and needed to find ways to increase overall efficiency in back-office operations. To find a solution for this, they needed to provide a mechanism to find critical business content that was easy, accurate, and faster than finding documents and document information contained in paper documents. Project Managers and field personnel consistently needed information relating to construction jobs, including orders, bills, and invoices. Additionally, Strittmatter wanted technology that would allow individuals to be self-sufficient in finding the information that was needed without having to call or email another person.
Strittmatter was also using a paper-based process for Accounts Payable Invoice Approval. They used physical paper invoices, purchase orders, and daily receipts to ensure goods and services were received before sending payments to vendors.
Strittmatter made the decision to use M-Files, a metadata driven document management platform. It would serve not only as a repository for mission critical documents but also streamline processes by implementing Business Process Automation Workflows.
Project Details
TEAM IM was brought onto the project by Burger Consulting, a consulting group that has worked closely with Strittmatter. TEAM IM was asked to develop a solution for this manual business process, implement the solution and continue to provide ongoing Enhanced Development/configuration support for the system.
TEAM IM then implemented a content vault application in M-Files. This helped provide additional workflow automation to go along with the new business processes that are part of the solution. This involves anything from simple processes such as custom notifications to complex processes such as parsing and extracting data from excel files and making that extracted a part of M-Files metadata.
Currently, Strittmatter is using M-Files to store Project Management Documents, Orders, bills, invoices, and reports. They also use it to house IT documents and safety documents like videos for insurance purposes.
They are also using M-Files for:
1. Change Order Requests (COR) and making them objects within M-Files significantly simplifies the search for information on those documents. TEAM IM helped to create views where they can see pending and approved CORs as well as the different stages of a COR.
2. Construction Submittals that were previously done in Excel spreadsheets were imported into M-Files and converted into metadata. The previous process involved logging COR spreadsheets and constantly updating them, which was both tedious and error prone. M-Files provided access not only to the documents but also the powerful search capability for the information contained in those documents.
Strittmatter will soon expand the solution to include HR, dispatch, and maintenance areas of the company, as well as a workflow to approve Accounts Payable Invoices.
Strittmatter is pleased with the solution. They will provide ongoing training with assistance from TEAM IM for their users. They do agree that the overall solution allows them to grow the business with better efficiencies, especially as the volume of invoices and reports increase.
M-Files has given us the capability to quickly find documents, including reports and invoices that were previously on paper, eliminating our previous manual processes and allowing greater efficiency through the organization
Value Added
- Replaced spreadsheet tracking and manual updates with automated workflows and metadata-driven document management.
- Enabled powerful search capabilities and custom views for pending and approved CORs, invoices, reports, and other critical documentation.
- Streamlined document handling as invoice and report volumes increase, supporting sustainable business growth.
- Delivered continued Enhanced Development, configuration support, and user training to ensure long-term adoption and system optimization.
Software and Cloud Services Involved
- M-Files Online