Success Story – CuRe

The challenge

Angelique: “Besides meeting legal requirements and guidelines, we also need to register data for clients to justify that the products we manufacture for them comply with their own guidelines. This entails a lot of data to be documented.”

“Lists of samples, analysis reports, and overviews - for either the research or production department. In the latter, the nature of shift work makes a central source of information even more crucial. There was a maze of data spread across different systems or stored on individual PCs. There was no insight into who filled in what precisely, making it challenging to ensure compliance with the correct procedures.”

“This sometimes led to disruptions”, Cynthia adds. “If everyone does things their own way, it leads to problems. Reinventing the wheel, things going wrong - it all adds extra work and time. Moreover, the data for the pilot plant's samples needed to be filled in exactly the same every time. You simply cannot achieve that with Excel.”

“We really needed a good tool to help us organize all the information and make it available in one central place for everyone.”

The solution

“How did we start our search for a quality management system? By entering this term into Google! This revealed several players in the field of quality management, of which we eventually invited 5 to demo their systems. WoodWing Scienta emerged as the most user-friendly system. Both the front office our colleagues deal with and the back office where Angelique and I work. In addition, Scienta offered more functionalities than other systems without complicating matters. We also saw many possibilities in the digital forms you can create yourself.”

If a colleague searches for something and it's not in Scienta, you can be sure it doesn't (yet) exist.

“After selecting Scienta, we spent a few months populating the back office. This highlighted how fragmented the information we need as the 'raw material' for our production process was.”
Angelique adds: “Scienta provides various options for importing raw data, making the work easier. We tested, among other things, creating, modifying, and merging forms. This allowed us to gain firsthand experience and see what works best for everyone.”

"Of course, colleagues had to get used to the new system; it would be odd if they didn't. We received many questions about 'how does this work' and 'could that perhaps be different' - this is how you come together to create a well-functioning product. Ultimately, it must be workable for colleagues, or such a quality management system will never take off.”

The results

Angelique: “We can absolutely recommend Scienta to others. It is comprehensive, you can customize it as you like, and it is easy and clear to use. It has a very good search function that allows you to search in texts as well. I cannot quantify it exactly, but I know we save a tremendous amount of time with Scienta. Additionally, it alleviates the frustration from the past when we had to retrieve necessary information from SharePoint.”

If you want to record data easily and consistently, Scienta forms are your tool.

“Scienta forms are a lifesaver for us in terms of recording data from, for example, experiments conducted, even at night. You can make fields mandatory, ensuring you get all the data you need. Additionally, all data is recorded directly in the database.
The dropdown menus in the forms also make it easier for those filling them out and prevent errors and inconsistencies in data recording. This also makes filtering and analyzing data much more effective.”

Cynthia: “Recently, Angelique and I had a safety audit to assess our safety within the organization. The person accompanying us was immediately enthusiastic about how clear and professional everything is now recorded in Scienta. It gives much more of an impression than before that we have everything under control.”

“Not only does the software itself work well, but so does the collaboration with Scienta's people. We beta people are quite direct; we like short lines of communication and quick action - and it turns out that Scienta can do that too. Of course, you encounter limitations during system implementation, or things may go differently than expected. But when you discuss these, it's nice to see that the supplier is open to our suggestions, genuinely interested in our input, and actually acts on it.”

Next Steps

Cynthia: “The groundwork for ISO 9001 certification is largely done now. When we actually start, we want to use the free Scienta ISO 9001 Handbook. This ensures that we have everything set up correctly from the outset and can directly link to documents already in Scienta.”

Just get started with how you think it should be. Scienta helps you with what can and cannot be done and always collaborates to explore possibilities.

“In the future, we want to work more with labels, also in the context of various audits. This way, you ensure that you have all documentation on any topic at your fingertips with just one click.”

Angelique: “It's reassuring to see that we already have so much more control over what would otherwise be information chaos - with Scienta, Big Data becomes manageable in every aspect.”