Pioneer Pole Buildings

Pioneer Pole Buildings is a full-service design and construction company that specializes in post-frame buildings. The company provides expertise, materials, and on-site management for the construction of a wide range of buildings, from barns, garages, and sheds to complex facilities such as production farms, manufacturing plants, and free-standing retail shops. The Pennsylvania-based company, which operates in seven Mid-Atlantic states, typically completes up to 800 projects each year.

Since its founding in 1998, PPB relied on paper-based processes for managing projects. Every project-related document was printed or photocopied, placed in a three-ring red binder, and passed between departments using hand-to-hand delivery as each step in a project was completed. Employees were allowed to use their own preferred methods of filing hardcopy quotes,contracts, permits, material lists, invoices, and other project-related documentation and communication.

“After 10 years of doing it this way, it became clear that the traditional methods for managing our documentation were having a negative effect on our business,” says Scott Schwalm, Purchasing Manager of PPB.

The lack of a unified filing system put stress on employees when documents were needed. Files were sometimes lost or put in the wrong place, and it was often difficult to track all the documents related to specific projects. Company executives were concerned about the security of customer and financial information, as well as the need for greater controls for regulatory compliance. Plus it affected employee productivity, which had a direct impact on PPB’s bottom line.

PPB discussed its needs with Stratix Systems, a technology company specializing in strategic document and information management solutions. Stratix had already helped PPB install an enterprise-level multifunctional system for printing, copying, faxing, and scanning. PPB asked Stratix for additional help in developing a comprehensive enterprise content management solution that would improve internal communication, enable employees to collaborate seamlessly, protect important data, and streamline workflow processes.

Deploying the KnowledgeLake technology and Windows SharePoint Services helped PPB attain significant benefits for its daily operations and business growth. The multitudes of documents related to every project are now organized and easy to find. Collaboration between project leaders and other employees is greatly enhanced. The company has also enhanced the security of confidential information. “Internal and external communication is an integral part of our business,” says Bob Greene, President of PPB.

Better organization of documents

The enhanced search capabilities provided by the automated indexing of documents helps PPB employees rapidly locate company files with simple searches. This lets them quickly access project information that, in the past, would have taken much longer to find - if found at all. “The KnowledgeLake enterprise content management solution allows us to quickly and easily index project-related documents for instant search and retrieval, and then make them available on the SharePoint-based network,” says Greene.

Easier employee collaboration

PPB project leaders, who frequently oversee multiple jobs at multiple sites, can access essential project and client information at anytime from anywhere they are online, enabling easy collaboration. “With the KnowledgeLake and SharePoint technologies as the foundation of our enterprise content management system, our employees can collaborate far more effectively than in the past,” says Beth Blankenhorn, Human Resources Manager of PPB. “This is a major benefit considering that a given project can involve the creation, revision, and forwarding of numerous documents among dozens of people.”

Increased security for confidential information.

 Access to PPB content, including project documents, client information, and intellectual property, is controlled and protected using authentication methods and well-defined policies and permissions.

“We deal with a lot of sensitive information including design work, bids and estimates, legal documentation, banking and financial data, and so much more,” says Gerry Keszczyk, Controller of PPB. “It’s reassuring to know this information is protected as it travels between people and departments within our organization.”