case study

How we have helped an iron ore giant cut costs

Iron ore railway cuts costs using Proceduresync’s paperless document distribution system

One of Australia’s largest iron ore railway construction projects, operating in the Pilbara region of Western Australia, was finding it challenging to effectively communicate vital information between their sites.  

Due to the remote location and the vast scale of the project, workers were spread across various railway lines and ports where they often could not get phone coverage while working on their shifts. However, their jobs required them to be up-to-date with numerous procedures, notices, instructions and rules while on the job. 

To ensure that workers had the right information, administration staff would dedicate many hours of each day to manually printing, collating and distributing necessary documents to over 700 workers. And every time changes were made to existing documents, the administration staff would have to supply new documentation. 

Each worker was required to carry the document on-hand and manually sign an acknowledgement of acceptance so that managers and administration staff could track that the information was being received correctly.

Designed to cut costs and time of cumbersome paper-based systems

By switching to our paperless document distribution system, the company was able to avoid printing and distributing each document manually. Proceduresync’s online system made it easy to distribute vital information to all workers with the click of a button, so that it was always available and accessible to workers wherever they were working. 

Managers and administration staff were able to control mass-distribution via the web portal and ensure that all employees had received the information by reviewing automatic user read-receipts. 

Using Proceduresync® they were also able to save the project over $350,680 in costs.

How does paperless document distribution work?

As soon a new document is available, users receive notification on their mobile device or desktop. Once the user has read the digital copy, a digital signature is recorded and read-receipts are visible to managers and administration.  

Through administrative control, the system knows what documents are important to each user’s job role and automatically downloads these documents to their mobile devices for offline use. The information is then on-hand for users to retrieve when they need it, allowing them to work more productively. 

Using Proceduresync®, there is no longer any need for administration staff to spend hours printing and tracking documents, workers can progress with their work confident that they are operating with the most recent information, and risks associated with workers relying on outdated documents can be reduced.

Paper based document distribution

Printing Costs

Total Notices published in previous 12 months: 561 
Total Procedures published in previous 12 months: 365 
Average pages per notice: 1 
Average pages per procedure: 10 

Printing cost per page: $0.10 

Total printing cost per person per year: $421.10 
Average number of staff per month: 720

Total printing cost per year: $303, 000

Administration Costs

Average hours spent per week printing, collating and distributing documents: 80 
Total hours per annum spent for all Admin staff: 4160 hours 
Cost per hour: $53

Total Admin cost: $220,480

Total cost per annum distributing paper-based documents:  $523,480

Distributing Documents Electronically Via Proceduresync®

Cost per user per month: $20
Average users per month: 720

Total cost per annum: $172,800

That’s an annual saving of $350,680