Implementation
4-Week Sprint — Kick-off to Go-Live
Mar 25 → Apr 22, 2026 · 5 sessions · Linh Ngo (CS Lead) + Lindsay (CS Associate)
MAR 25
Discovery
Workflow mapping, pain points, forms inventory, implementation plan locked
APR 3
Blueprint Review
Process flows validated, PIC matrix confirmed, data fields finalized
APR 7
Champion Session
Farah & Aslin briefed, live simulation with real project data from Aini
APR 9
User Workshop
All 10 users onboarded via Zoom. 5 workflows walked through hands-on
APR 22
Go-Live ✅
5-Day Challenge launched. Daily production use begins. Soft go-live confirmed
Session 1 · Discovery
Workflow Inventory
Mapped all 13 existing forms (A–M). Identified 5 core workflows. Pain points documented. Freelancer vs subcon payment logic clarified. Go-live scope agreed.
13 Forms Mapped
5 Workflows
Sessions 2–3 · Setup
Configuration & Champions
Custom fields built, permission matrix set (Workflow Owner / Stage Owner / Stage Worker). Aini sent real project sample. Farah & Aslin trained as champion users ahead of full workshop.
3 Permission Tiers
Real Data Sim
Sessions 4–5 · Rollout
Workshop & Go-Live
60-min Zoom workshop for all 10 users. Rework mobile app installed. 5-Day Adoption Challenge kicked off in WhatsApp group. Weekly commercial ops meeting cadence set.
10 Users Live
5-Day Challenge
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Work Ops Solution · Part 1 of 3
Tender & Work Order — Structured from First Touch
All project activity starts from a tender invitation. Once awarded, the project record flows directly into execution — no re-entry, no lost context.
Channel 1 — Tender Tracking
1
Receive & Log Invitation
IFA captures: client name, ref no., received date, channel (email / SMART GEP). Auto-generates Admiral Ref No. (ADM/CLIENT/YYMM-000).
2
Evaluate & Decide
Assess scope, capacity, margin. Participate → proceed. Decline → log reason (free-text field, not dropdown). Management sees all outcomes.
3
Prepare & Submit Bid
Estimated RM value, bid validity, scope, resource estimate. Submission platform logged. ⚠ 3-day auto-alert before closing date.
4
Award → Project Created
Won tender auto-converts to project record. Project code registered. PIC assigned. Work Order flow begins immediately from the same record.
Channel 2 — Work Order Execution
Tender Management — 5 stages, 20 live jobs, real-time tracking
1
Issue Work Order Confirmation (WOC)
WOC generated for freelancers only. Fields: inspector name, scope, site, rate, mobilization date. Subcons/partners go through PR/PO instead.
2
Execute & Document On-Site
Inspector logs work via Rework mobile app. Delivery Order (Form J) and timesheet attached. Field activity visible from HQ in real time.
3
Completion & Handover
Job Completion Certificate (Form E) uploaded. SC documents submitted. Project status advances to NTI stage — triggering the 10-day invoice countdown.
Form A — Project Code & NTI, digitized in Rework
⚠ Equipment Management
Equipment released to site is tracked by item, location, and assigned inspector. No more manually asking "where is the tube testing kit?" via WhatsApp.
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Work Ops Solution · Part 2 of 3
Payment & Finance — Zero Manual Chasing
Three distinct payment types — each with different terms, approvers, and document requirements — all handled through a single structured workflow in Rework.
TYPE 1 — FREELANCER
Payment Request (Form G)
Inspector submits PR after job completion. Aslin reviews against WOC and timesheet. 14-day payment terms. Released only when all documents complete. Auto-timestamped on submission.
TYPE 2 — SUBCON / PARTNER
Purchase Requisition → PO
PR raised, PO issued. Back-to-back terms: Admiral pays 30 days after receiving client payment. CIDB compliance documentation required. Completion certificate matched against PO before release.
Payment terms
30 days (B2B)
TYPE 3 — FIXED RECURRING
Standing Costs
Monthly fixed costs (vehicle allowance, SST, retainers) tracked separately. No per-job PR required. Finance logs recurring entries automatically each cycle. Full audit trail maintained.
Payment terms
Monthly cycle
Invoicing & Collection — Notice to Invoice (NTI) Flow
›
›
›
Finance issues via system
›
⚠ Business Rule Enforced
Invoice must be issued within 10 days of completion. Previously enforced manually — or forgotten. Now automated in Rework with no human dependency.
🔒 Payment Gate Rule
No payment can be released without a registered project code and complete documentation. The system enforces this — no exceptions, no workarounds.
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Work Ops Solution · Part 3 of 3
Workflow Design & Activity Architecture
Every project field, note, and document travels the full lifecycle — from tender intake through to cash collection — without re-entry or handoff loss.
Custom Fields Per Project Record
🏢Project Code (ADMyyXXX)
📍Location / Region
👤PIC / PM Assigned
💼Client Name & PO No.
🔧Scope of Work
📅Mob / Demob Dates
💰Contract Value (RM)
📄Sub-Project Code
🏗️Division (NDT / DOSH etc.)
📝Status / Next Step Notes
Permission Architecture
WO
Workflow Owner — Aini: full admin, field config, user management
SO
Stage Owner — Farah, Aslin: manage their BU stage, assign tasks
SW
Stage Worker — Selvam, Wan, field team: execute and submit
⚠ Delete = permanent. Use "Failed" or "Archive" status instead. 120-day auto-archive active.
Logged Activities Per Project
📧 Email (Gmail Synced)
Sent & received emails linked to the project record. Open tracking enabled. No inbox archaeology needed.
📅 Meetings (Google Meet / Zoom)
Weekly Commercial Operations Meeting (Mon 11am) managed in Rework. Submit agenda 5 hours before. TLDV AI note-taker planned.
📋 Requests (Internal)
Freelancer web registration forms published publicly — no Rework account needed to submit. Export to Excel → import to database for bulk onboarding.
📱 Mobile App (Field Use)
Rework Work Ops app installed on inspector phones. Log work orders, attach photos, submit timesheets from site. HQ sees updates in real time.
WEEKLY CADENCE ESTABLISHED
Every Monday 11am: Commercial Operations Meeting
Report format: Progress · Blockers · Forward Plan · Highlights
Submit via Rework 5 hours before the meeting. BD client tracking included.
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End-User Adoption
Built for the Team — Handcrafted Enablement Materials
Three dedicated resources delivered before Go-Live — so every user could launch with confidence, not guesswork.
Deliverable 01
Work Ops Design Blueprint
Pre-config discovery document: data architecture, all 5 process flows mapped, forms inventory (A–M), and PIC matrix. Used in champion sessions before any configuration began.
Deliverable 02
Workshop Playbook
System owner guide for Aini and Farah — permission setup, stage ownership, field configuration, deletion policy, and go-live checklist. Built for self-management after handoff.
Deliverable 03
User Manual
Step-by-step guide covering all 5 core workflows: Tendering, Work Order, Payment Request, Invoicing, and Purchase Requisition. Daily reference for all 10 users across both sites.
5-Day Adoption Challenge — Apr 9–16
Day 1
Log in + Pin your apps
Day 2
Create first test job
Day 3
Move job + tag team
Day 4
Send a direct request
Run in WhatsApp group with screenshot accountability. Points leaderboard tracked daily. Completion = Soft Go-Live confirmed. Apr 22 → Hard Go-Live.
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Best Practices
Work Ops Implementation Playbook — For O&G Inspection & Engineering Services
8 lessons distilled from the Admiral Quality Tech deployment — applicable to any project-based services company with subcontracted workforces and compliance-heavy operations.
Data First
01
Map your forms before you configure anything
Inventory every paper form (Admiral had 13: A–M). Understand what data each captures and where it travels. Build your Rework fields from that map — not the other way around.
Process Design
02
Separate freelancer and subcon payment flows from day one
They have different terms (14-day vs 30-day back-to-back), different document requirements, and different approvers. Forcing them into one flow creates confusion. Design separately from the start.
Compliance
03
Encode business rules directly into the workflow
Don't rely on people remembering the 10-day invoice rule or the "no payment without project code" policy. Build those gates into the system — then they're enforced automatically, every time.
Adoption
04
Appoint champions by role — not seniority
Farah owns Tender + Execution. Aslin owns Finance. Designate champions based on workflow ownership, not hierarchy. They become first-line support for their BU — not just power users.
Multi-Location
05
Standardize across locations before go-live — not after
Two sites = two sets of habits. Agree on naming conventions (project codes, stage labels, PIC roles) before users start. Post-launch cleanup of inconsistent records is expensive.
Change Mgmt
06
Run a structured adoption challenge, not just training
A 5-day challenge with a WhatsApp leaderboard creates social accountability that training sessions alone never achieve. Peer pressure, visible progress, and a small prize outperform any workshop deck.
Institutional Knowledge
07
Digitize the process knowledge, not just the data
Admiral's workflows lived in people's heads and scattered Excel files. If one person left, that knowledge left with them. Rework preserves the logic — stage rules, approval gates, SLA expectations — permanently.
Long-Term
08
Set a weekly management review cadence from day one
The Weekly Commercial Operations Meeting (Mon 11am) was established before go-live. A consistent cadence forces the system to stay updated — because there's a meeting every Monday where the data gets reviewed.
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Conclusion
Admiral Quality Tech didn't just get a platform.
They got their operations back.
15 forms, 14 projects, 40+ freelancers, and two locations — all managed in scattered Excel files and WhatsApp threads. Resolved in 4 weeks. For the first time, management can see exactly where every project stands, who owns it, what's been paid, and whether the invoice is on time.
4 wks
Kick-off to Go-Live
Powered by Rework.com · Work Ops · Malaysia · April 2026
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