How a construction project manager structured their audits to plan work efficiently
From Excel audits to field dashboards: complete maintenance data organization to optimize work planning.
167
Structured buildings
668
Work item lines
7 yrs
Planning horizon
BCS, the construction project manager in charge of maintenance for the RSMA de Guyane, needed to process a technical audit covering 167 buildings across 4 trade categories. We transformed these scattered Excel files into a structured Notion system, enabling 7-year work planning with immediate field visibility.
A complex Excel audit
to transform.
The RSMA de Guyane encompasses more than 160 buildings spread across several sites. BCS, responsible for construction project management and maintenance, received a technical audit covering 4 trade categories: HVAC-Plumbing, Electrical, Structural, and All Trades (TCE).
This audit came in the form of Excel files with 668 work item lines to be planned over 7 years. The data was technical but hard to use: no link between work items and their source buildings, no consolidated view by priority or by year.
The challenge for BCS: transform this mass of information into an operational management tool, usable both in the office and in the field.
Structure, migrate,
visualize.
We first analyzed the structure of the Excel files to understand the implicit relationships between the data. Each work item needed to be linked to its source building, with categorization by trade type and planning year.
The migration to Notion was automated via n8n to ensure data integrity. The goal: create a system where every work item is contextualized, filterable, and accessible from any device in the field.
What we deployed
for BCS.
Buildings database
The entire real estate portfolio structured with its characteristics: location, type, surface area, and association with the various audited trade categories.
Work register
Nearly 700 work item lines categorized by trade type, planning year, and priority. Each work item is linked to its source building for complete traceability.
Per-trade dashboards
Dedicated views for HVAC-Plumbing, Electrical, Structural, and All Trades. Filter by year, site, or priority for precise intervention planning.
Field access
System accessible from mobile and tablet. On-site teams can consult and update data in real time, without returning to the office.
2 tools
to centralize everything.
Notion
n8n
Actionable data
in the field.
4 trades
unified
HVAC-PB, ELEC, Structural and TCE in one coherent system
0 Excel
Full migration
Data structured in Notion, accessible in the field
100%
Linked data
Each work item linked to its source building
BCS now has a management tool adapted to field constraints. Teams can filter work items by site, year, or trade type in a few clicks, directly from their mobile phone.
The 7-year planning becomes readable and actionable. Each intervention is contextualized within its building, facilitating coordination between the different trade contractors.
Client testimonial
Nothing to fault: clear method, real impact, solid support. Overall, genuine added value.
Benoit
Director, BCS
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