Site Mobilisation App
A UK facilities management business was struggling to mobilise sites for new projects. The existing process was manual and fragmented, spread across multiple spreadsheets and documents with no central visibility. We built a Site Mobilisation app that brings client management, site setup, task workflows, RAMS, COSHH, equipment tracking and documentation into one governed platform, with automated task assignment, notifications, SharePoint integration and live reporting.
Site Mobilisation was running across spreadsheets, documents and email
The client’s Site Mobilisation process was manual and fragmented. Site numbers lived in one system, mobilisation tasks in a Word document, RAMS in one Excel spreadsheet, COSHH in another, and client information in a separate workbook again. Mobilisation managers spent their time collating data from these sources and emailing administrators to chase progress. With no central system, mobilisation status was almost impossible to see, and inconsistencies and delays were baked into every project.
RAMS (Risk Assessment Method Statements) and COSHH (Control of Substances Hazardous to Health) documents were the worst of it. Files were scattered across multiple folders with no clear organisation. Managers could not see at a glance which RAMS applied to which sites, and there was nothing tracking expiry dates or flagging renewals. Every request became another email to an administrator to dig out the right document, costing time and creating compliance exposure.
The client needed a Site Mobilisation platform that consolidated clients, sites, tasks, RAMS, COSHH and equipment into one place, with consistent workflows that ran the same way every time and ensured every step was followed before a site went live.
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Multiple disconnected systems
Site numbers, tasks, RAMS, COSHH and client data tracked in separate spreadsheets and documents with no integration.
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Disorganised RAMS and COSHH
No clear visibility of which documents applied to which sites, and no tracking of expiry dates or renewal requirements.
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Manual administrator dependency
Mobilisation managers relied on administrators to update spreadsheets and dig out documents, creating constant bottlenecks.
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No visibility or task tracking
No central view of mobilisation progress, outstanding tasks or compliance status across the live site portfolio.
A complete Site Mobilisation platform on Power Platform
We designed and built a Site Mobilisation platform as a model-driven app on Microsoft Dataverse. The platform replaced eight separate spreadsheets and a stack of manual processes with a single integrated system managing clients, sites, mobilisation tasks, RAMS, COSHH, equipment and documentation. Tasks are assigned automatically based on site type, mobilisation progress is visible in real time, and SharePoint integration handles structured document storage. The build sits behind the same patterns we use across our wider Power Platform consultancy work for facilities management.
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01
Client and site management as a centralised CRM
Mobilisation managers create sites directly in the app, capturing client details, site information, delivery instructions and notes in one record. Client contacts sit alongside the sites they relate to, and every piece of site data is reachable from a single screen. The Site Mobilisation app effectively acts as the business’s operational CRM, with sites, clients and equipment interconnected and visible under related records.
Model-Driven AppCRMClient ManagementSite Records -
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Automated task assignment with configurable workflows
When a site is created, mobilisation tasks are generated automatically based on site type. Each task is assigned to the right user, including the site manager, with due dates and notifications handled by Power Automate. Super users configure task templates without developer involvement, adding or removing questions and setting default assignees. Once tasks are completed in the app, a PDF summary is produced showing every step of the mobilisation.
Auto Task CreationConfigurable TemplatesNotificationsPDF Reports -
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RAMS and COSHH management tied to each site
HSSEQ managers upload RAMS and COSHH documents and assign them to specific sites. Site managers are notified when documents are updated and can print them straight from the app for on-site use. The platform tracks expiry dates and flags renewals before they lapse, removing the back-and-forth with administrators and turning compliance from a chase into a routine.
RAMS ManagementCOSHH TrackingExpiry AlertsSite Assignment -
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Equipment tracking with SharePoint integration
The app tracks every piece of site equipment, from phones and tablets to specialist tools, showing exactly what is assigned where. SharePoint integration creates a site folder structure automatically when a new site is added, so mobilisation documents, RAMS and COSHH end up in the correct place without anyone filing them by hand. The data is interconnected with other model-driven apps across the business, making the Site Mobilisation platform the operational hub the client was missing.
Equipment TrackingSharePoint IntegrationAuto Folder CreationIntegration
Sixteen weeks from discovery to go-live
An intensive programme replacing eight fragmented systems with a single Site Mobilisation platform. Delivered through iterative sprints with weekly client demos, comprehensive testing and phased rollout, following Microsoft Power Platform ALM guidance across Dev, Test and Production environments.
Enterprise-Scale Platform
This was the most complex Site Mobilisation system we have built, effectively a full CRM and operational platform for the client. The app manages client relationships, site setup, RAMS compliance, equipment tracking and document management. Integration with SharePoint and the client’s other model-driven apps puts it at the centre of day-to-day operations.
🏗Platform Capabilities
- •Client & contact CRM
- •Site creation & management
- •Automated task workflows
- •RAMS & COSHH tracking
- •Equipment management
- •SharePoint integration
- •Cross-app integration
Site Mobilisation rebuilt from the ground up
Mobilisation Time
Sites mobilised significantly faster with automated task workflows, removing manual coordination and administrator bottlenecks.
Systems Replaced
Eight separate spreadsheets and Word documents consolidated into a single integrated platform with full data visibility.
Admin Time
Administrators no longer manually update spreadsheets or chase documents. Time reinvested into higher-value work.
RAMS & COSHH Visibility
Managers see exactly which documents apply to which sites, with automated expiry tracking and renewal alerts.
SharePoint Filing
Site folders created automatically with mobilisation documents, RAMS and COSHH filed in the correct structure.
Operational CRM
Full visibility of clients, sites, equipment and compliance in one platform, integrated with other business systems.
Got a manual process you want to replace?
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