Boston Light Source Drives Efficiency by 80% with Parspec, Allowing them to Take on More Projects

• Challenge: Boston Light Source’s submittal process was inefficient and prone to delays, bogged down by fragmented documentation and outdated tools. Managing submittals, O&M manuals, and project documents was time-consuming, leading to errors and missed deadlines.
• Outcome: With Parspec, Boston Light Source has reduced submittal preparation time by over 80% on non-Acuity BOMs, decreasing projects that previously took up to 4 hours to under an hour. This enhanced efficiency has allowed them to take on more projects and strengthen client relationships.  

Challenges

Before implementing Parspec, Boston Light Source faced several significant challenges in their submittal process:

• Inaccuracies in project data due to manual data input;
• Inconsistent document uniformity and usability;
• Challenges in collaborating with multiple stakeholders, resulting in delays and inefficiencies;
• Difficulty in maintaining an accurate and clean product catalog, with a cumbersome process for updating and integrating new information.

Chris Peffley, a Project Manager at Boston Light Source, detailed how the traditional methods of creating submittals and other project documentation were inefficient and error-prone. Chris mentioned, "Manually transcribing model numbers into a Bill of Materials (BOM) or adding comments to the wrong part on a quote lead to errors". 

The inconsistency in document navigation was a major concern for Boston Light Source. Each submittal had different formatting depending on the type of job or the products required, making it difficult for team members to find specific information quickly. As Chris noted, “When you have multiple sections of a larger submittal and no quick links to navigate between them, things can get messy and disorganized”. This lack of navigation tools made it challenging for clients and partners to efficiently locate and assess the necessary documentation.

Boston Light Source also faced challenges in maintaining a clean and accurate product catalog. As Chris explained, “One of the biggest issues is that we don't have a catalog of cut sheets. Every time we need something, we have to go out and find it, download it, and then keep track of it. We need to be sure they’re up to date when they're downloaded.” With manufacturers updating cut sheets more frequently due to luminous efficacy advancements or new product offerings, sourcing the most up-to-date cut sheets is critical. Boston Light Source’s current process was cumbersome and did not support smooth integration or updates, impacting overall operational efficiency.

These persistent challenges not only threatened the efficiency of their operations but also posed risks to client relationships and overall business success. Recognizing the urgency of addressing these issues, Boston Light Source sought a comprehensive solution that would streamline their processes, enhance accuracy, improve collaboration, and increase customer satisfaction—leading them to adopt Parspec.

Solution

To tackle their challenges, Boston Light Source turned to Parspec, receiving excellent support throughout the implementation. The team quickly integrated Parspec into their daily operations, benefiting from its intuitive features and dedicated assistance. 
"Parspec's automated datasheet search tool was the primary reason we made the switch," said Chris. "Even when the system doesn’t immediately locate a datasheet, I can simply drag and drop the correct PDF, and it remembers for the future." This feature greatly reduced the time spent on manual searches and ensured that the most current information was always accessible.

Parspec’s standardization settings and table of content hyperlinks also proved to be beneficial to BLS.  “I absolutely love the hyperlinked table of contents. The links save me time, especially if I’m doing a submittal that is 600 pages,” Chris noted. This not only made internal management easier but also offered a more professional presentation to clients.

The team utilizes the following key features from Parspec:

• Automated Cut Sheet Retrieval and Organization: Significantly reduces manual search time and ensures up-to-date information.
• Automated BOM Creation: Parspec allows the team to automatically generate a BOM from a schedule or quote, significantly reducing manual data input and minimizing errors. 
• Consistent and Professional Document Presentation: Allows the creation of uniform submittal packages with easy-to-navigate hyperlinks.

By adopting Parspec, Boston Light Source successfully addressed their previous challenges, setting a foundation for more efficient and effective project management.

Results

Since transitioning to Parspec’s submittal application, Boston Light Source has achieved an 80% reduction in submittal creation time for non-Acuity BOMs.

This significant improvement allowed the team to focus on more critical tasks, enhancing both project accuracy and overall productivity. “That same submittal that used to take 4+ hours can now be done in an hour or less,” said Chris Peffley.

The consistency and professionalism of their submittal packages also improved significantly. The ability to generate uniform documents with easy-to-navigate hyperlinks enhanced the overall presentation and made it easier for clients to review. While some challenges remained with clients who flattened PDFs, the improvements within Boston Light Source’s internal processes were clear. “It helps customer relations. I see it having a positive effect when we’re providing a cleaner bill of material, easy access, and just a much easier deliverable to navigate,” Chris mentioned.

The collaboration features of Parspec allowed Boston Light Source to work more effectively with multiple stakeholders. “We were able to send submittals out with shared links, which made it easier for everyone involved to access the most up-to-date documents,” Chris explained. This reduced errors and ensured that all parties were working from the same set of accurate information, helping avoid delays and miscommunications.
Overall, the implementation of Parspec has positioned Boston Light Source to operate more efficiently and effectively, allowing them to manage complex projects with greater ease and accuracy.

We appreciate Boston Light Source's participation in this case study and their commitment to excellence. Their success with Parspec is a testament to their dedication to continuous improvement and innovation in their field.