From fragmented spreadsheets to complete compliance confidence
Fairhive replaced fragmented electrical compliance data across multiple substreams with one controlled system, improving reporting, visibility and confidence in data accuracy.
Introduction
Fairhive wanted a more accurate, controlled and efficient way to manage building compliance.
Before working with True Compliance, the organisation was managing compliance information across a number of systems, too many spreadsheets and too many disconnected data sources. Information was siloed, reporting was manual and version control was difficult to maintain.
As part of a wider Agile IT project, Fairhive reviewed how it used systems and data across the organisation. They had a simple goal – to reduce the number of systems, remove unnecessary spreadsheets and improve the reliability of compliance information.
True Compliance was selected through a formal tender and procurement process. The platform is now helping Fairhive reduce risk, improve reporting, and bring compliance data into a single central system.
The Challenge
Fairhive’s compliance data was spread across multiple systems, inboxes and spreadsheets.
This created several concerns for the team. Information was challenging to access, difficult to update and hard to trust. Some spreadsheets were password protected, which meant the right people could not always get to the data they needed. In many cases, only one person could work on a file at a time.
Manual data entry also created accuracy risks. Typos in dates, addresses and other key fields made it harder to maintain confidence in the data. Reporting was time-consuming, and the team had to spend a lot of time tracking information down from different places. Fairhive had used temporary resources to try to cleanse data, including work to locate EICRs (Electrical Installation Condition Report). That approach however couldn’t resolve the underlying issue.
The problem was not just inefficiency. It was a vulnerability. Fairhive needed to reduce the reliance on spreadsheets for critical compliance activity. The organisation needed accurate reporting, stronger data control and a clear view of compliance across all required areas.
Why they chose True Compliance
Fairhive went through a tender and procurement process to find the right compliance software. The team created a requirements document and assessed suppliers against the metrics that mattered most to the organisation. True Compliance came out top across those criteria, with value being a key factor.
Seeing the system live also played an important role. Fairhive could see the technology working, and the platform was clear, straightforward and user-friendly.
For Fairhive, the priority was not simply moving data into another system. The organisation needed software that could also help flag errors and reduce uncertainty and areas of concern.
True Compliance gave Fairhive a way to move away from spreadsheet-based processes and towards a more controlled compliance model, with improved version control, clearer data ownership and more accurate reporting, built into the system.
“We had electrical compliance information sitting in different places, across multiple spreadsheets, and it was taking too much time to track everything down. True Compliance has helped us replace those spreadsheets with one system, improve certificate validation and see much more clearly what needs action.“
Trevor Bennett
Operations Business Manager - Electrical
Fairhive
Implementation
Fairhive started with electrical compliance. This was the right place to begin because electrical was one of the areas with the most challenges. It had the most spreadsheets, the largest data sets and the most information stored in different locations. The first phase focused on electrical and EICRs. The implementation had some challenges because of the quality and structure of the original data, but with the help of the onboarding team, they’ve since been able to load all of their historical certificates and validate them all.
Once the EICR stream was brought online, they implemented all 17 substreams. That work has replaced the electrical spreadsheets that were previously being used to manage the process. Fairhive is now in the process of moving all other ‘big six’ compliance streams into True Compliance, including asbestos, legionella and gas.
The Impact
True Compliance has given Fairhive much stronger visibility of its compliance position. Reporting is now quicker, easier and more reliable. The team can manage what is non-compliant without relying on manual spreadsheet checks or repeated report downloads. With widgets in place, key information is visible directly in the platform.
The quality of compliance data has also improved. Certificate validation, direct uploads and clearer system controls have reduced reliance on spreadsheets and helped Fairhive build greater confidence in the accuracy of its information.
True Compliance is also supporting more efficient working across contractors and internal teams. Contractors can load certificates directly into the system, reducing manual handling and helping keep information in one place.
Fairhive is also using ‘TC Go’ for smoke alarms and post-inspection of gas works. Work has started on gas service certificates and heat pump certificates, extending the value of the platform across more compliance activities.
“We wanted to manage compliance in a better way, improve reporting and move away from relying on spreadsheets for compliance data. True Compliance gives us better control, better visibility and more confidence in the accuracy of our compliance position.“
Laura Allen
Strategic Asset Manager
Fairhive
Summary
Fairhive chose True Compliance to reduce risk, improve reporting and move away from spreadsheet-led compliance management.
The organisation started with electrical compliance because that was the area with the greatest data challenge. Although implementation was more complex than originally expected, the process has helped Fairhive replace numerous electrical compliance spreadsheets and create a more reliable foundation for compliance management.
The result is better visibility, stronger data accuracy and more confidence in reporting. Fairhive now has a clearer view and can take action where it is needed.