Success Story – Global Food Group

The challenge

Elise: “Initially, the quality management process was maintained manually and was entirely paper-based. When processes, standards, or procedures changed, the original documents had to be modified on the central computer, reprinted, and made available at five locations.

Then, you still had to ensure that production employees were working with the most up-to-date version. Of course, that was easier said than done in practice, and employees often had no idea where to look for information or who to turn to.

All in all, it was quite chaotic and we all spent a lot of time trying to find information. Even as a quality manager, keeping track of things with 120 forms in circulation took great effort.

With the growth of the factory, the increasingly strict regulations of the food industry, and the ever-changing requirements of annual certifications, it was clear that we were ready to move to a digital quality management manual.”

The solution

“The starting point of the digitization project was to review the existing quality guidelines. Certain procedures were no longer up to date and we also needed to ensure that the handbook matched the company's ambitions.

Scienta is a very easy-to-use system, which means that everyone is able to get start working with it fairly quickly. Because of that, the level of involvement from employees is very high. That kind of company-wide support for quality management, is ultimately what you're after as a company.

As a second step, we started looking for a quality management system that suited our needs. In any case, we were looking for a system that:

• is cloud-based
• easy to implement
• is user-friendly and intuitive to use

We ended up requesting demos of five different systems. Scienta emerged as the winner because it best met the conditions mentioned. Moreover, the choice was actually made together with our management.”

The result

“We are still partly in the implementation phase, but we already see that documents are easier to find. In addition, you also notice higher employee engagement.

We chose Scienta because it is a cloud solution, easy to implement, user-friendly, and intuitive to use.

The lines within our organization when it comes to quality are shorter. If someone sees an error somewhere, it is noticed more quickly and I am addressed immediately. Previously, employees were quick to think ‘never mind’ because it took too much effort to get the changes in the right place.

We experience WoodWing Scienta as a very easy-to-use system that is quickly understood by everyone. Not too much fuss, just what you need. For example, we are very happy with:

• the online forms of which the data is recorded directly in Scienta
• the ability to easily upload and record PDFs and other external documents
• the comprehensive access management, allowing you to quickly and easily determine who can view and/or edit which information
• the option to create flow charts.

The fact that you can link to other documents in Scienta is also very practical. For example, to include a link to instructions in a form. Both for our staff and myself, during checks and audits, it means you have all the documents together and don't have to look any further.”

The Scienta team is customer-oriented and proactive. They think along with you and make sure you're working with a system that suits your organization's needs.

We regularly work with freelancers and temporary workers. These people are used to working with other quality systems and regularly comment on how easy they find Scienta to use. Such an intuitive and logical system is an enormous advantage for a temporary workforce – it beats going on a three-day training course to use the system for three months, and then moving on to your next assignment.

In terms of organization, Scienta is a super-approachable company. A quick call is all it takes for them to shift gears. Scienta is very service-oriented and proactive, they think with you. The team works hard to create something that really fits your organization. I also find the fact that it is a Dutch company speaking our language in our time zone, a great advantage.”