The problem
A job or a client needs a form, a procedure or a checklist. Somebody opens the last one that looks similar, changes the name, the address, the dates and the details, and reads through it hoping nothing else needed changing. Sometimes it did. The part that is specific to this one is whatever it was last time, because the person filling it in has not seen the notes.
The person who has to check it or sign it off gets it at the last minute, reads it in a hurry, and signs it because the work cannot start otherwise. The document is right often enough that this keeps working, until the day it is not.
The cost is the time it takes each time, and the rush when the work comes in early. The part that is specific to this job, the part the document exists for, gets the least attention. RAMS and method statements are one sharp example, so parts of this page use them. The same applies to client intake forms, inspection checklists, onboarding packs and any procedure you rewrite each time.
Nobody rebuilds the document from the last one at 9pm. The draft is waiting, and the person checks it.
The gaps specific to this job are listed at the top of the draft, so the person signing knows what they are being asked to check instead of reading the whole thing to find it.
The document matches the record it came from, because it was filled from that record rather than from the last similar one.
What it does
Forms, process documents, procedures and checklists pre-filled from your records and your own templates, with the gaps listed first for the person who checks or signs.
When a job reaches the stage where a RAMS is needed, the build creates the job folder, takes your approved template for that kind of work, and fills in what changes for this job from the job record: client, site, dates, the people going, the access arrangements, the plant listed on the job. It inserts the site plan and the drawings that are already on file. It leaves your standard wording alone.
Anything the template needs that the job record does not hold is flagged, not guessed: a site-specific hazard from the site notes, the emergency arrangements for that site, a permit that the client requires. The draft goes to the person who signs it off with those gaps listed first, and the email to them is already written.
Who it suits
A business that fills in the same kind of form, procedure or checklist by hand more than once a month: a RAMS, a client intake form, an inspection checklist. The documents come from a small set of templates, and the same person or people write and sign them. It suits work where the job record already holds most of what the document needs.
It suits less well where each job is unusual enough that the method is written fresh each time, or where nobody writes the site visit down. The build can still create the folder and fill the routine sections, but the person is then writing most of the document anyway.
What it needs from you
Your approved templates, the current versions, which are not always the ones everybody uses. A handful of recent RAMS you were happy with, and a few you were not. Where the job details live and which fields are actually filled in, because a template can only be pre-filled from data that exists.
Two people will have two versions of the same template, each of them sure theirs is the current one. That gets settled before anything is built. The site notes are in a notebook, a phone, or an email to nobody in particular, and if the site-specific hazards are going to reach the draft, they have to be written down somewhere the build can read. That is a habit change for whoever does the site visit, and it is the part most likely to slip.
Signature to live: from 4 weeks, depending on the size of the job.
What it does not do
It does not sign anything, and it does not send a RAMS to a client or a site. It does not invent a hazard, a control measure or an emergency arrangement. Where the template asks for one and the job record does not say, the draft says so and a person writes it. It does not know that a site has changed since the site visit.
Where the document is a safety document, a RAMS or an inspection checklist, a competent person reads every draft before it is used, permanently. Version one will fill something in wrong, or leave a gap that should have been filled, in a way only the person who has written these for years will notice. The parallel run is where that is found, with the old way still producing the document that actually goes on site.
This is a Drafts build. It produces a pre-filled document for a competent person to complete and sign. It does not check a document somebody else wrote, and it does not assemble the whole job pack.
Drafts One route, signature to live: from 4 weeks, depending on the size of the job and the state of your data. We'll tell you on the audit.
Where it sits in the process
Forms and documents is one route, built on its own. The free 10-minute call tells you whether it fits and gives you a rough estimate: a range for the first route, not a quote. The paid audit looks at your real documents and your real data, works out what the work costs you a year in your own figures, and writes down what to build first. The fixed price for the build comes from the audit, with three options that cut scope rather than corners. Then the data check, the build, the parallel run, go-live and training, and monthly running. All nine stages are on the About page.
Related systems
Related reading
See it running: read the case study.