Client Name

Imdaad Group

Organization Size

10,001+ employees

Solution

PTW System

Imdaad is a Dubai-based group of companies providing integrated and sustainable facilities management services that enhance the operational efficiency of physical assets.

Our client presented a unique challenge: facility management operations required a different level of flexibility. Workers came from different backgrounds—sometimes directly employed by the client, by contractors, or in-house workers. This mix created challenges that a rigid, one-size-fits-all PTW system could not resolve.

Challenge

  • Projects involved different worker groups
  • “One-size-fits-all” PTW structure created operational bottlenecks
  • Need for customized workflows, checklists, and document management

When the client first approached us, their biggest hurdle was misalignment. The consistent PTW workflow worked well, but did not match the practical needs of day-to-day facility management.

For example, if the worksite and workers were entirely managed by the facility provider, the process was straightforward. But the scenario changed completely when the site belonged to the client, or when contractors brought in their own workers. Suddenly, the same PTW workflow needed to be changed or adapted to the client’s / third-party’s PTW workflow.

Another challenge was inflexibility. Facility management projects often involve activities like fit-outs, hot work, or confined space entry—each requiring unique safety checks. A consistent PTW system requires every activity to follow the same standard. External contractors also felt restricted because they were compelled to use the facility provider’s workflow, which didn’t always fit their own safety practices.

The client realized that unless they had a dynamic PTW system that could adapt to each unique site and workforce, efficiency and safety compliance would always remain at risk.

Solution

  • Customized PTW Workflows:

  • Workflow 1: Our site / our workers.
  • Workflow 2: Client’s site with fit-out sub-activity.
  • Workflow 3: Mixed workforce (internal + contractors/external workers).
  • Configurable workflows for different permits
  • Vendor-Friendly Design

Together, we envisioned and built our first-ever dynamic PTW system—a solution that allowed workflows to adapt fluidly to the situation at hand.

The starting point was creating three distinct workflow paths:

  • One for when the site and workers were entirely under the facility management provider’s control.
  • Another category for client-owned sites involves sub-activities, such as fit-outs, that require permits.
  • And a third for mixed scenarios, where both internal staff and external contractors shared responsibility.

From there, the system was made even more powerful. It allowed permits to be customized for different types of work—generic permits, hot work, cold work, and confined space entry. Instead of forcing all stakeholders into one rigid process, the platform gave them the freedom to create or adapt PTW workflows based on the exact needs of the site and task.

The client was especially pleased that external contractors could now choose: they could either adopt the internal PTW system or configure their own workflows within the same platform. Every detail—from checklists to document uploads—could be tailored case by case. What’s more, vendors and client partners had ownership of their workflows, creating accountability while reducing administrative back-and-forth.

The project didn’t stop there. With Phase 2 already in motion, we are now adding advanced role mapping, hierarchy structures, and deeper levels of workflow customization to make the PTW system even more dynamic.

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Outcome

The new system has completely transformed how the client manages permits. It is now flexible, collaborative, and inclusive. Contractors and client-side workers can raise permits and manage workflows as seamlessly as our client’s own employees.

The system has also redefined ownership. Each partner site can configure its own workflows, ensuring that safety practices are followed without unnecessary duplication or conflict. This has improved compliance, reduced delays, and created trust between all stakeholders.

Most importantly, the client now has a PTW solution that evolves with them. Instead of being bound by organizational limitations, they are equipped with a future-ready, dynamic system that adapts to any scenario—a true milestone for PTW in the facility management sector.

Benefits

Seamless Third-Party Involvement
Trackable Assessments
Customization at Scale
Improved Compliance
Improved Ownership
Future-Ready System