Casper365 – Office 365, Azure & SharePoint Automation Platform

Adcock Refrigeration and Air Conditioning

Document Management Solution Partner Case Study

Casper365 and Adcock

About Adcock

Adcock Refrigeration and Air Conditioning Ltd is an award-winning family business founded in 1964. Adcock operates from 12 fully serviced centres and employs over 230 people, over half of which are highly skilled engineering staff. Adcock has a wide and varied client base including commercial buildings, health, public sector, education and manufacturing and delivers unrivalled expertise in air conditioning, ventilation and heating systems for all environments.

Summary

Adcock self-adopted Office 365 and quickly found Yammer being the tool of choice for local and national communication with Engineers and office staff alike. The teams quickly found that Yammer was not going to work well as a Document management solution and when they identified the need for SharePoint Online, they reached out to Business Cloud Integration for help.

Challenge

It was quickly identified that the key challenges were accessing and locating current document versions, branch specific document management to replace SANs and some business process automation. In addition, the information on installation projects and service and maintenance documents needed to be accessible by the groups engineers who were not currently licenced to use Office365.

Strategy

With help and guidance from Business Cloud Integration the following was designed and the deployed using Casper365 Office 365 and SharePoint automation platform.

Architecture & Design – an Intranet was designed using modern hub sites, specific branch pages and private working site collections. Project work needed a specific templated approach, as well as document availability across different types of users. In addition, group services and functions are controlled centrally and needed a simple permissions model to prevent access to confidential documents. The key to the design was scalability with new branches designed to be re-deployable template sites to allow the group to expand without further development.

SharePoint Online – Yammer data was exported to a secure site collection using PowerShell for the internal team to further relocate to the appropriate sites. SharePoint Modern sites were used to provide simple to use and user-friendly pages which were co-created with the Adcock team to best use the page features without a heavy dependency on copywriting. SharePoint Site Collections were used for each branch with Custom SPFX webparts deployed into the App catalogue and the Casper365™ automation service used for future branch deployment of sites, assets and styling.

PowerApps – a sickness and return to work app was developed to manage the whole groups attendance and enable reporting on it. This replaced a pdf form simplifying the process of reporting sickness and increasing the early notification of it to allow for contingency planning.

Microsoft Flow – Approval and sickness PowerApp notification processes were deployed in Microsoft Flow. In addition, Flow was used to automate the correct filing of incoming documents from engineers using the groups GreenTree ERP system which saved documents to local file systems using a known naming convention.

Results

Adcock now have a full Intranet solution as well as replaced NAS storage drive in SharePoint Online. IT time is reduced in managing NAS drives, information is easily located, and the business can operate and collaborate better than ever before. Engineers are now licenced users able to access installation and maintenance documents remotely as needed.

As the business grows additional branches can easily be added and project sites deployed by the internal team using Casper365™ without further intervention from a SharePoint admin or development team.