Governance, Risk and Compliance Blog

Implementing an electronic QHSE management system: A G Barr

Posted by Emily Hill on Mon, Oct 16, 2017

We recently caught up with John Thompson, Business Process Lead for Supply Chain management at A G Barr to find out why  the drinks manufacturer needed a centralised system for quality, health and safety and environmental management. Below you will find the interview and transcript.  

How have you found the project so far?

 
 
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The project has been very good. It has been a pleasure to work with Qualsys Ltd. We’ve been working on the project for a very long time and Qualsys Ltd have been very patient with us. It has taken us several years now to get to a point where we are at a point of putting the system into A G Barr. I’ve been really happy with all of the people I have been working with – Rob Oakley, Rob Needham, Steve and lots of other members of the team. They have all been very good working with us, they’ve been very patient with us to help us get to this point and to start getting the data from the system.

 

What is your role?

 

 
 
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IT wise, I represent business process. I’ve been working as a project manager in that and I have a strong responsibility for the IT systems at A G Barr. Setting up the IT Systems is communications, and making sure there is a secure platform to upload and download data and keep it secure on the cloud. It has been a really easy process. The Qualsys Ltd team have been really helpful. They have been really knowledgeable in telling us how we can connect our existing systems with EQMS and make sure the system is set up and configured properly. It has been easier than any other cloud-based system we have put in. It has been a joy.

 

What has been the best thing about working with Qualsys Ltd?

 

 
 
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Apart from the patience of the team at Qualsys, the thing that has struck me with EQMS is just how user-friendly the interface looks. I’ve been used to other systems like SharePoint but they can be extremely difficult to use for a non-technical person. EQMS actually has a really good handle on how to make that as easy as possible for an end-user to work with. I really like the system from that perspective. I know why it would appeal to the end-users. I support our position and it has the feel for our business so people are actually going to use this system. I’m sure they will be very happy with it.

 

 


 

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Tags: Case Studies

Global Compliance Management System: How BT Global Services use EQMS

Posted by Emily Hill on Fri, Jul 21, 2017

BT Global Services, who have used EQMS since 2001, considers Qualsys one of their strategic partners. 

Robert Oakley, Commercial Director at Qualsys, has managed the BT Global Services account for the past 17 years. "BT came to us with the requirement to share documentation with their customers in a controlled way," Robert says. "Key to this was making sure customers and internal employees only saw information they had permission to see."

The first system was implemented in 2001. That quickly grew to eight systems, then 16. Within a year there were 64 different EQMS systems within BT. Each EQMS had a separate database, which meant BT could segregate each of the contracts to prevent any from being shared incorrectly.

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By 2005, BT Global Services's procurement team were envisaging a future in which the system would expand much more widely across the business. They approached Qualsys for a strategic solution, and Qualsys put together a contract to enable BT to procure batches of 25 systems at a time. Now, in 2017, BT has over 500 systems.

EQMS at BT Global Services 

  • Over 16,000 users 
  • 6 audit management systems 
  • Microsoft Word, Excel and Powerpoint integrations 
  • 125 document management systems on BT Global Services Portal 
  • 6 training records systems 

Robert Oakley adds: "We see BT, like many of our customers, as a partner. We've shared ideas about how we provide solutions within BT, and the system has been propelled by BT over the years. They've had a big influence in driving EQMS forward over the years, and invested a lot to get EQMS to the high standard it's reached today."

"And that value has been passed on to our other customers. It's a true partnership, and our relationship goes from strength to strength. As we speak, a new EQMS system has been launched for a major European bank, and BT Contracting are managing the relationship there."

During the EQMS User Group, Carl Butler, Key Controls Manager at BT Global Services, spoke of how BT are using EQMS for compliance and how the system adds value to their business. Below, you can read the transcript of Carl's presentation. 

The 'cloud of clouds'

We made a strategic decision to silo our business into different divisions. BT Global Services looks after global customers.

My team of subject matter experts looks after heavily regulated pharmaceutical companies in North America. At the moment, the team is based in Canada and we look after both their document management and their training management.

One of our key drivers at the moment is the 'cloud of clouds'. While everyone knows what the cloud is, few organisations have the technology, human and financial resources to manage cloud-based information well. BT are great at this.

EQMS User group 2.jpg

[EQMS User Group]

EQMS has become embedded in BT Global Services 

Security is critical for us. We have the overarching administration system, EQMS, which determines who can administer and see certain documents. EQMS has become embedded in BT Global Services.

EQMS helps us to make sure our relationship with the customer is transparent and that we're sharing the right information at the right time. The customer always has access to their service level agreement, billing information and manuals.

There's always a record of activity, which is essential when managing heavily regulated contracts, such as global pharmaceuticals which are regulated by the FDA. As we're essentially an outsourced business service, the compliance burden falls on us, so EQMS helps demonstrate these compliance requirements.

[EQMS for document and policy control]

The EQMS team

BT Global Services have document control distribution. This is a subject matter expert who manages document control for many critical accounts. This subject matter expert is accountable for all document management. The subject matter expert controls who sees what, and whether a document should be seen by the customer or kept for internal use only. It's an incredibly important role.

We have a number of subject matter experts for whom this is their sole responsibility. We're now in the phase where we're developing the team, whereby the back office are the subject matter experts for the whole team.

My team are being retrained to be more consultancy-based. This means they'll spend more time with the customer, capturing client information and ensuring we deploy EQMS to the best of our ability. If our sales team need any consultancy, the subject matter expert will be able to provide value to the customer.

Great for careers

We're upskilling our team. This is great for their careers because if you've been doing document management or training management for several years using EQMS, the organisation can use your knowledge as a value-added service.

[EQMS Training Matrix]

The value of EQMS at BT

One of the things we've been discussing with Qualsys is what is the value of EQMS?

If you look at all of the industry sectors – banking, aerospace, gas, pharmaceuticals the unit I work for goes right across the organisation. We're growing rapidly and that means we have lots of new recruits. It's critical that behind all of that is EQMS. Without the automation of EQMS, we couldn't cope.

Before EQMS, it would have been spreadsheets. For BT, managing training records on a spreadsheet when there are hundreds and thousands of employees is impossible. To be a 'qualified person' such as a project manager, technician or Cisco computer expert in a heavily regulated organisation, you have to have a valid training course to work on the contract. With EQMS Training Records Manager, it makes it much faster to manage, retrieve and update training records. 

Everything is documented. So when we're audited by the FDA, or another regulator, we can quickly answer questions such as "What kind of network do you have?" and "Who looks after it?". EQMS gives our customers confidence that we're compliant.

Business case for EQMS Tool

Going forward

In the future, EQMS is only going to grow within BT Global Services. For example, we have a customer who wants to share the risk of the system. There is a lot of trust involved in that.

Value-added services

In all large organisations, stakeholder management is a minefield. With Qualsys, we're currently getting results by articulating the value of the system very well.

To give you an idea of the scale of the operation, Heinz, Mars, Barclays, Deutsche Bank, Microsoft and BMW are all using EQMS. Each of those systems is shared with BT. We can provide further value to our customers by encouraging them to use the system internally and up their supply chains. 

 

What you should do now 

If you need a business management system, EQMS is a proven solution not just for large global organisations, but for hundreds of medium-sized organisations. Start by requesting a call back below. One of our team will call you to learn a bit more about your objectives. We have a "fail-fast promise" – so if EQMS is not a good fit for you, we won't continue to contact you. 

Request a call back here:

 

Tags: Case Studies

Controlling Documents and Managing Audits with EQMS – Yazaki Case Study

Posted by Emily Hill on Mon, Apr 24, 2017

Yazaki Europe Ltd are a global tier 1 supplier in the automotive industry. They have many suppliers, sites and customer service centres which must comply to a number of different standards and regulations. 

Seeing a need to consolidate and integrate their documentation and auditing processes, Yazaki Europe Ltd procured Qualsys's enterprise quality management system, EQMS.

In this interview, Harish Gohil, European Quality Systems Manager, and Valère Vastmans, European Lead Auditor, talk about how and why Yazaki selected EQMS and outline their vision for the system in the future.

  

 
 
 
 
 
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Wistia video thumbnail - Yazaki Europe Ltd
 

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Qualsys: Why did Yazaki Europe Ltd need EQMS? 

Valère VastmansIt started off in our department, Supplier Development. We were looking for a solution to support us with supplier auditing activites. We didn't have software in place, so everything we did was manual. 

We were looking into EQMS as it would give us the support we needed. We then had to convince Harish to look for software which would support activities across Europe. After we had a demonstration of EQMS, we also started looking for a document management system. We then started the tendering process.

Yazaki has been in Europe since 1984. We've grown so much, we now have 22 sites and many customer service centres interfacing with customers across Europe.

Each location has its own way of managing and doing their own thing. We need EQMS to consolidate these activities – get everything in a form and manage documents and suppliers in the same way.

Harish Gohil: We're certified to ISO/TS 16949 (now IATF 16949) and we operate a corporate certification scheme. If we can have all of our sites managing the documentation and audits in the same way, we can substantiate that in our auditing certification requirements.

What challenges did Yazaki Europe Ltd face before EQMS? 

VVAs a global tier 1 supplier in the automotive industry, you need to comply with a lot of different management standards and legislation. We had many isolated systems which are now going to be consolidated using EQMS. At present, generating reports is a manual, time-heavy process. EQMS will help us to automatically generate reports.

HG: By having a standardised system, everyone can now manage everything in the same way. During our audits, we can now see and compare across all locations. Before we didn't have any way to check this. Everyone was doing everything differently. Now, by having EQMS to manage the documents and audits, we can compare eye-to-eye. 

Valère Vastmans and Harish Gohil discussing the challenges before EQMS

 

How will EQMS help you achieve your objectives?

HG: Having EQMS across all locations means we have European-level quality objectives and targets which we can manage using EQMS.

EQMS Audit Manager will support us for all internal audits, as well as supplier and customer audits. It's user-friendly for our end-users, which means it'll be easy to get all of the data into one system and really start using it.

VV: It's the same for EQMS Document Manager. When we have all of the data in one system, we can manipulate the data in lots of different ways so we can report on anything.

Document control process with EQMS

 

How will you and your customers benefit from using EQMS? 

HG: Having consistency means we can manage our customer satisfaction levels. We can compare how different locations are using the system and how this is having an impact on customer satisfaction. With EQMS, we can monitor the data from the system to evaluate and analyse the performance of the quality and audit management system in each location. This means that we can compare and improve. 

From a business point of view, EQMS will generate a lot of cost savings as we'll minimise the amount of time we have to spend managing everything manually.

VV: EQMS should improve overall business improvement. It'll increase efficiency. It'll decrease administration work. We won't need to spend lots of time generating reports.

What's your long-term vision for using EQMS?

HG: At the moment, we're implementing EQMS in Europe. But we have our sister companies in other regions of the world so we'll want to roll out EQMS to other areas if the pilot is successful.

VV: After our pilot has been successful, we'd like our suppliers to use EQMS for compliance. We'll also link EQMS Document Manager to our business management system.

EQMS KPI Dashboard

 

Why did you choose EQMS by Qualsys? 

HG: One of our plants in Turkey was already using a similar software solution. But that software wouldn't meet the requirements for the whole of Europe, so we looked for other software providers. Having evaluated a lot of other software providers, we found EQMS met most of our requirements.

VV: The tendering process meant reviewing our internal systems and external ones. We found EQMS was the best one to use.

 

What you should do now

Actively get your stakeholders engaged in quality management and understand the value of EQMS. Download our Stakeholder Engagement Planner below.

 

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Tags: Case Studies, IATF 16949

FCA & PRA Management with EQMS: Thomas Miller Case Study

Posted by Emily Hill on Wed, Mar 15, 2017

Thomas Miller are an independent and international provider of insurance, professional, and investment services, regulated by the Financial Conduct Authority (FCA) and Prudential Regulation Authority (PRA). 

Most of the businesses Thomas Miller own or manage are acknowledged leaders in their chosen market. Their extensive portfolio includes mutual organisations and, increasingly, specialist privately-owned businesses.

Their document management system has become a key tool for gaining consistency and structured policies and procedures across all business and clubs worldwide.

Sarah Oliver (Quality Manager) and Ines Cebrián (Quality Department Technician) talked to us about their journey with Qualsys's electronic quality management system EQMS, and how they're using EQMS Document Manager to deliver continuous quality improvement.

Why an electronic document management system?

Inside Thomas Miller's offices on Fenchurch Street, London

Thomas Miller was using Lotus Notes to store all its documentation. But as the company grew, they wanted greater control over their documents, as well as being able to integrate quality management and drive stakeholder engagement. As a result, they opted for EQMS.

We chose EQMS because it gave us a lot of flexibility to configure the system exactly the way we wanted it, there was a lot of support, and the system did everything we needed it to.
Sarah Oliver, Quality Manager


Implementing EQMS

Ines Cebrián, Quality Systems Manager at Thomas Miller

Because Thomas Miller are a mature, global organisation, migrating their documentation to EQMS was a significant project. Around 6,000 documents needed to be extracted from Lotus Notes, then verified and approved before they could be transferred to EQMS.

Migrating all the documentation from Lotus Notes took me about a year! But it was well worth getting it right.
Ines Cebrián, Quality Department Technician

This migration project gave Thomas Miller an opportunity to cleanse their documentation and set document control types and approval workflows. When it came to introducing EQMS to their employees, Thomas Miller decided on a phased roll-out to make sure each site had the right level of training.

Simon Wells, Qualsys's Training Manager, was always very well-prepared and gave us all the support we needed during the implementation process.
Sarah Oliver, Quality Manager 


How EQMS is being used

EQMS is very easy to use, especially for an administrator. And it gives us enormous amounts of flexibility: when we need some new functionality we can ask Qualsys and they'll make sure it happens.
Sarah Oliver, Quality Manager

Thomas Miller staff working in different businesses and different parts of the world use EQMS to read policies, check procedures or download different standardised pieces of text. Everything is stored in a structured system that follows common criteria and is controlled centrally by the company's quality team. 

Thomas Miller are currently working hand-in-hand with Qualsys to develop a new regulatory system through EQMS Supplier Manager. Financial returns, tax return forms and other regulatory reminders will all be accessible and managed in EQMS.

Everyone knows where the forms are, from anywhere, at any time. And they can be sure that all the information they need is up-to-date and ready to use.
Sarah Oliver, Quality Manager

Thomas Miller use EQMS Audit & Inspection Manager to plan, schedule and manage their audits. The module has been configured to manage all internal, risk-based, quality, claims and process audits.

The company also give their external auditors access to EQMS so the auditors can prepare in advance. This has proved beneficial for both the auditors and the company, and the auditors have appreciated having a structured, organised and targeted view of the whole system.

We give external auditors access to EQMS so they can see all the information there beforehand. It really helps them to quickly and efficiently review our processes.
Sarah Oliver, Quality Manager

 
The results

 Inside Thomas Miller's offices on Fenchurch Street, London

Qualsys recently analysed Thomas Miller's user activity as part of their annual health check. This report shows who logged in to EQMS and when, sets out what's been done on each module, and identifies opportunities for improvement.

It's very encouraging to know how actively the system's used, and the data analysis showed great engagement with EQMS. Through training and regular support we encourage all our staff to use EQMS as part of their daily working lives.
Sarah Oliver, Quality Manager

The health check demonstrated that the system was being used significantly across multiple sites. However, it also showed that employees in some of Thomas Miller's newer businesses were not currently using the system, highlighting areas for improvement. 

 

What you should do now 

If your documentation is chaotic, download the EQMS Buying Toolkit for hundreds of useful resources to help you put together a business case for a document management system. 

Or, for more information specifically about optimising your document management processes, see EQMS Document Manager in action here.

business case

Tags: Document Control Procedures, Case Studies

Four ISO Management System Standards in One Year! – Aberdein Considine Case Study

Posted by Emily Hill on Tue, Mar 14, 2017

Greig Robertson, Project Manager at Aberdein Considine, has co-ordinated the successful implementation of four ISO management system standards in the past 12 months.

In this article, Greig tells us how the company integrated its compliance initiatives to reduce their administrative burden.

About Aberdein Considine 

Aberdein Considine advise and support thousands of private and commercial clients, including estate agents, letting agents, lawyers and independent financial advisers. They offer a comprehensive blend of services across the property, legal and financial sectors and operate from a network of offices in Scotland.

With many sites spanning across Aberdeen, Aberdeenshire, Glasgow, Edinburgh, Perth and Stirling, implementing a centralised management system was vital for the organisation to ensure quality and compliance.

Watch the video interview below or read the transcript that follows. 

 

 
 
 
 
 
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Wistia video thumbnail - Aberdein Considine Explains Why EQMS (External)
 

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Qualsys: Why did Aberdein Considine choose EQMS?

Greig Robertson: Aberdein Considine chose EQMS because we needed a document management system to control document versions across the firm. At the time we had two ISO standards, and we were embarking on another four at once.

Due to the way that the ISO standards work, there are a lot of overlaps in terms of documentation, so we wanted to have one central place for all six standards to go to prevent duplication of documentation, to keep a strict version control in place and a control path. 

Which EQMS modules does Aberdein Considine use? 

We use EQMS Document Manager, EQMS Audit and Inspection Manager and EQMS Risk Manager. We started introducing EQMS Audit and Inspection Manager at the beginning of last year.

We found that by using EQMS, it's a much more streamlined process. Rather than writing down audits on paper and then typing them up later, we now go with an iPad, take photographs and videos as evidence and upload it straight onto the system.

The findings of the actions for an audit are now all centralised in EQMS. It makes life much easier.

Does EQMS save Aberdein Considine time or money? 

We've found introducing EQMS has saved us both time and money. In terms of my time, I used to manage all of the documentation just in files and folders on my desktop.

We've got a team of people here now working on ISO standards and documentation review. We used to try and time our documentation review process so that it could be done once or twice a year, but now as we upload documents to EQMS we are setting review dates in the system and we get automatic reviews through the system to get us to renew documents. This means we know what needs to be done. The document history is all there and we can go back to older versions of the document if we need to. 

What standards and regulations are you working to? 

At the moment, the firm's working towards ISO 27001, the information security management system standard, and ISO 50001, the energy management system standard. And hopefully we'll have ISO 9001, the quality management standard, ISO 14001, the environmental management system standard, ISO 22301, the business continuity management and OHSAS 18001, the health and safety management system standard. 

We're also hoping to achieve ISO 37001, the anti-bribery management system standard, and Lexcel, excellence in legal practice management and client care. 

Lots of standards! So it's really good to have it all in one place. 

Did you have any challenges procuring EQMS? 

We didn't have any trouble at all procuring EQMS. When we investigated document management systems there were a couple of other products we looked at which were quite expensive. 

We heard about Qualsys from your blog, and did some enquiries about costs and had some demonstrations. From the feedback we gave the Managing Partner and how much time and money EQMS would save, we got approval straight away. 

We extended our licence to include EQMS Risk Manager at the end of last year, as the costs to add that module weren't that much. Again, we got the approval straight away. 

What are your favourite EQMS features? 

My four favourite features are:

1.  Version control and being able to go back through the history of a document. 

2.  Search functionality. With EQMS, you can search by title, keywords, content, metadata. That was one of the big complaints with the firm's previous document management system on the intranet. You couldn't search the content of the actual document, which made it really difficult to retrieve critical information. 

3.  Audit Manager. Being able to use the iPad auditing application to do the entire audit. iEQMS creates a report for you at the tail end of an audit, including all of your photos, videos and audio recordings.

4.  To-Do List. The EQMS To-Do List gives me a list of reminders of when everything needs to be renewed and reviewed if anything is outstanding. 

Would you recommend EQMS? 

I would recommend EQMS for any firm looking for a quality management system. It's somewhere you can centralise all of your documentation. I've worked with other providers in the past and found that EQMS has always been really helpful. The staff have been very helpful and are always quick to respond to any problems. 

 

What you should do now 

If you're looking for an integrated, modular quality management system, you can learn how to use EQMS in your organisation by requesting a 30-minute demonstration here.

Or, if you'd like to read more about how Qualsys customers have configured EQMS to meet their needs, download the Business Case Toolkit here

 

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Tags: Case Studies

What our customers say about using EQMS

Posted by Emily Hill on Mon, Feb 20, 2017

It can be very difficult to choose an electronic quality management system. Each system is different. Pricing models are difficult to compare. And it's not always easy to get a real understanding of how good the service will be after you sign up. 

We talk to a lot of quality professionals, and the ones who have the most success are those who seek out more information. They might talk to people already using the system, or even visit them to learn more about their experiences. 

To help you get started, we've put together 10 customer reviews with links to detailed case studies. 

Or, click here to read our reviews on the third-party reviews site, Capterra

 

 

#1 – Sodexo

Rob Gibson, Sodexo

 "In an IT career spanning over two decades, I've never come across a software supplier who is so determined to see you succeed with their product as Qualsys." 

- Rob Gibson, EQMS Manager at Sodexo 

Read the Sodexo case study here

 

 

#2 – University of Leeds  

Jo Firth, University of Leeds

 "We chose EQMS because of its user-friendly interface. We use the system to manage our EMS and QMS for the facilities directorate where we have over 1,000 employees." 

- Jo Firth, Head of Facilities Directorate at University of Leeds

Read the University of Leeds case study here

 

 

#3  Diageo

Diageo

"EQMS is a brilliant user-friendly system for the end user. It can be a bit time-consuming doing the work and getting it right in the background, but it is all very much worth doing at the beginning to ensure you have the best system possible for years and years to come."

- Product Manager at Diageo 

Read the Diageo case study here

 

#4 – Aberdein Considine

Greig Robertson, Aberdein Considine

 

"EQMS is the central system for all our ISO policies, procedures, records and training and awareness materials which is accessible by all staff within the firm."

- Greig Robertson, Project Manager at Aberdein Considine 

Read the Aberdein Considine case study here

 

 

#5 – BT

BT

"You are not only able to answer any question, teach us and provide training, and establish the system as we jointly designed, but it's your professionalism, excellent customer service, openness and flexibility that really impresses me."

- Ellen Boone, Transition Director at BT Global Services 

Read the BT case study here

 

#6 – W. E. Rawson Ltd 

Lee Clack, W. E. Rawson

 "EQMS is simply the best solution on the market. It is cost-effective, modern and user-friendly."

- Lee Clack, Quality Assurance Site Manager at W. E. Rawson 

Read the W. E. Rawson case study here

Read Qualsys's blog on how W. E. Rawson implemented EQMS 

 

#7 – Diageo

Diageo

"Qualsys are demonstrating real engagement with its customer base developing and progressing proposed changes from the user group. EQMS development appears to picking up real pace."

- Douglas MacFarlane, Process Improvement Specialist at Diageo

Read another Diageo case study here

 

#8 – Sodexo

Carl Stanbridge, Sodexo

 "On a recent audit I conducted, I estimate that I saved around 60% of my time through using the EQMS app when compared to conventional ways of working. I believe that once people use the application the first time, they will use it every time."

- Carl Stanbridge, Global Quality and Compliance Director at Sodexo

 Read another Sodexo case study here

 

#9 – Guinness Supply & European RTD

Guinness Supply & European RTD

"EQMS provides the ability to adapt the quality management system to rapidly changing business needs and thus keeps pace with practice on the ground." 

- Laeona McGrath, QMS Manager at Guinness Supply & European RTD 

Read the Guinness Supply & European RTD case study here

 

#10 – Carillion Direct Sourcing 

nigel_gemma_cropped.png

"With EQMS, I receive an audit report at the end of the day once quality engineers can get back on to WiFi. The data is available, clear and correct. EQMS copes with the whole audit. I was surprised about that."

- Nigel Mangnall, Head of Quality and Compliance at Carillion Direct Sourcing 

Read the Carillion Direct Sourcing case study here

 


 

What you should do now

Download the EQMS Buyer Toolkit for free templates, guides and project planners to help you put together a business case to impress your board of directors. 

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Tags: Case Studies

Reducing the Cost of Compliance – Sodexo Case Study

Posted by Emily Hill on Mon, Feb 06, 2017

The pharmaceutical industry are increasingly required to meet new mandatory regulations. It's often a race to keep pace in these ever-evolving environments. 

Staying on top of these new requirements means making sure processes, procedures and policies are updated and communicated across the entire organisation efficiently and effectively. Without strong systems in place, you face growing overheads and a huge administrative burden. 

In this interview, quality manager Rob Gibson talks about how EQMS has helped his organisation Sodexo to reduce the cost of compliance at one of the world's largest pharmaceutical sites.  

Watch the 3-minute video interview below or read the transcript that follows.

 

 
 
 
 
 
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Wistia video thumbnail - Review of EQMS by Qualsys- Rob Gibson at Sodexo
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Qualsys: What's your role at Sodexo? 

Rob Gibson: My role at Sodexo is EQMS Manager. It involves working with the technicians at Qualsys to make sure we're getting the benefits of using the system.

EQMS KPI Dashboard

 

Prior to using EQMS, what were the main challenges Sodexo faced? 

The main challenge was reducing the cost of compliance in this heavily regulated market. There are a lot of regulations and standards that we need to comply with. That means having a lot of records, processes, procedures and policies. All of these were manual process with lots and lots of paper. Trying to keep on top of that is a major challenge. EQMS helps do all of that automatically and electronically.

EQMS also helps with our communciation. We're an international organisation, with subject-matter experts across the globe. Finding the time to talk to your colleagues across all of the different sites in itself is a challenge. 

And the volume of activity is so high, just trying to take a few minutes when everyone is so busy to refresh what we're doing and to get up to speed, EQMS helps us with all of that. 

Who benefits from using EQMS?

Sodexo's management team benefit in that they have more visibility and control over what's happening in the organisation.

We have our own local site managers where we know what processes are being improved. We're using iPads, which ensures that things are happening quickly.

We can get documents to people faster, we can update versions of documents faster, and all of that leads to our clients getting a better and faster service and a higher standard of work.

We have a lot of records, procedures and policies on paper, and trying to keep on top of that is a major challenge. EQMS helps do all of that automatically and electronically.


What's Sodexo's vision for EQMS? 

Our vision for EQMS is for the system to become ordinary. To have EQMS rolled out into all contracts for storing records, for managing training records, for new processes. My vision is for EQMS to become an everyday, run-of-the-mill activity which helps us to keep the costs down.

What are the long-term benefits of EQMS? 

The long-term benefit is that it reduces the cost of compliance with our international regulations and everything else we need to be compliant with. We have improved processes, better control, more visibility.  

We have fewer incidents, fewer accidents and a higher-quality service. We're able to keep up with innovation and best practice. When we have other new innovations and techniques, we're able to cascade them out through the organisation rapidly and effectively so everyone has access.

The long-term benefit of using EQMS is that it reduces the cost of compliance with our international regulations and everything else we need to comply with.


How have you found working with Qualsys?

In an IT career that spans over 20 years, I don't think I've ever worked with a supplier who's so keen for us to succeed with their product. The relationship we have with the team at Qualsys is outstanding. They're really keen to ensure that we get the system, that we're using it well and that we're keeping in touch with new innovations and ways of using the system. Qualsys makes sure that we're evolving the system to meet our needs and the needs of our client. We're very happy. We have a very healthy relationship.

 

What you should do now

Download the EQMS Buyers' Toolkit to read more interesting case studies about using EQMS. Or, request a demonstration to learn how EQMS can be configured to meet your unique needs. 

 

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Pharmaceutical Facilities Compliance Management with EQMS – Sodexo Customer Interview

Posted by Emily Hill on Fri, Feb 03, 2017

Here, Carl Stanbridge, Global VP of Quality and Compliance at Sodexo, talks about how EQMS helps his organisation manage quality and compliance and gain a competitive advantage. 

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Watch the video below or read the transcript that follows. 

 

 
 
Wistia video thumbnail

 

Qualsys: What's your role at Sodexo? 

Carl Stanbridge: My role at Sodexo is to look after quality and compliance globally. There are two main parts to my role. At the moment Sodexo has been through a fairly significant transformation, so we've re-organised ourselves across various geographies.

We're now looking at how we can implement a programme of quality and compliance across the whole Sodexo group. This is something that I've been leading on behalf of Sodexo. In addition to that, my main role has been to look after the pharmaceutical and consumer-health business.

Prior to EQMS, what were the main challenges Sodexo faced? 

The main challenges for us around managing and implementing quality and compliance before EQMS is that we had lots of legacy systems which were all decentralised. As we picked up new clients and we picked up new business, we inherited many different systems. There were lots of legacy IT systems, paper-based systems and processes and ways of working.

The challenge for us was how we could deliver something that was consistent where it needs to be consistent, but also recognise that there are different clients and different geographies that need different things. How can we do things that are right in terms of consistency when we have so many different processes that keep coming into the organisation? 

What led to your decision to get EQMS? 

The lightning-bolt moment for us was after I'd just been to see one of our very big and important clients and as part of that discussion we were talking about the next big steps for Sodexo. We talked about what else we can deliver around quality and compliance for our customer.

The discussion quickly led to us looking for an IT tool or an innovation of technology to support our quality and compliance processes. Quite a lot of work had been done up until that point to harmonise and standardise our systems. The next stage then was how can we quickly and effectively deploy this to the organisation? So I left that meeting and got in a taxi to go back to the airport. In the 10-minute journey of going back to the airport, I knew that we needed this system.

How does EQMS help Sodexo to achieve their objectives?

The objectives of Sodexo are to improve the quality of life of all the people that we serve. We're very proud that we interact with more than 75 million consumers and customers every day.

A big part of the business that we have in Sodexo is around ensuring that the services we provide are compliant to regulatory expectations and the needs of our customer.

The key way EQMS helps us to achieve our objectives is by making sure that we're doing things in the most efficient way. There's no wastage in our processes. We're delivering cutting-edge technology for the services that we provide. We're able to always comply with the regulations, client contract and their expectations.

This is an environment which is always changing. There are always new compliance requirements and we have to make sure that we're managing EQMS accordingly.

EQMS helps us to achieve our objectives by making sure that we're doing things in the most efficient way. There's no wastage in our processes.


How do your customers benefit from you using EQMS? 

Our customers benefit in a number of different ways. First and foremost is that we're able to do something that our competitors are not. In many circumstances, our customers are dealing with Sodexo and lots of other service providers, and what happens is that, by using EQMS, Sodexo are able to improve the level of compliance that the customer can expect. Whether that's the effective closure of corrective actions, the effective management of risk, making sure that training has taken place or having all the documentation available.

We have very tight key performance indicators, service level agreements and critical performance indicators. EQMS allows us to not only deliver against those KPIs, but it also allows the client to increase their demands on Sodexo. Pre-EQMS, we were able to deliver 95, 96, or 97% based on the tools we were using at the time. The customer will now demand of us 100%. EQMS is the key for us to deliver 100%. 

What's your long-term vision for EQMS?

Our long-term vision is that the pharmaceuticals customers that we have are continuing to grow. The EQMS product answers all of our needs in terms of functionality. But the critical thing for us in Sodexo with EQMS is that we've been able to validate the system to meet the very high demands of providing IT tools in a heavily-regulated pharmaceutical environment. So really, EQMS is a fantastic fit for our pharmaceutical business. EQMS is now part of the formal offer that we offer for our clients. 

Wider, outside of pharmaceutical, there are a lot of benefits. There are a lot of principles that we have in our processes that EQMS executes brilliantly. Right now we're exploring where else in Sodexo we can make use of EQMS. It could be used in healthcare, oil and gas, or energy and resources. Right now, EQMS is the best fit for pharmaceuticals, but our vision is to expand the use of EQMS throughout Sodexo.

EQMS answers all of our needs in terms of functionality. But the critical thing is that we've been able to validate the system to meet the very high demands of providing IT tools in a heavily-regulated pharmaceutical environment.


How's your experience with Qualsys been so far? 

In Sodexo, we've made it no secret that the tool is part of the solution. The rest is really about the type of organisation that develops the tool and provides us with the ongoing service for that tool.

Qualsys for us were a great fit. In terms of why we chose EQMS and Qualsys, the tool was there, and great functionality, but we also chose Qualsys because they fit our culture with Sodexo. At Sodexo, we encourage empowerment amongst our employees, so decision-making is at a very junior level.

So we wanted to choose a vendor that was open to that, who was very collaborative, very transparent, very open, very honest with their abilities of where they can deliver and where they can't deliver things.

When we were going through the process, it was as much about testing the product as it was about testing the vendor. For us, Qualsys have delivered time and time again. We're not an easy client to work with. We're a huge organisation. Some of the things we do are very complicated. Some of the demands we have are very high, as are our clients', and rightly so given the industry we work in, so we needed Qualsys to be quick, resilient, and effective with their communication. That's what we've got.  

What challenges does Sodexo now face? 

The challenge for us now is that we've just been through a major transformation. There are new departments and lots of people in new roles. 

We face challenges in terms of the ever-increasing demands of the client. It's right that our customers want more innovation, more value, at a lower cost. We are constantly faced with this challenge – we always want to deliver the very best for our clients, for the least amount of cost.

We face challenges in the general marketplace that we operate in. It's a tough economy in parts of the world where we're delivering our services. There's social media and lots of other new technologies, like EQMS, which we need to make the most of. 

 

What you should do now

For more interviews, articles and resources about why organisations choose EQMS, download the EQMS Buyers Toolkit.

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A Tool To Drive Continuous Quality Improvement for W. E. Rawson Ltd, a Non-Woven Textile Manufacturer

Posted by Emily Hill on Mon, Jan 30, 2017

W.E Rawson Ltd has been manufacturing and distributing Non-Woven Textiles from their site in Wakefield for 150 years. 

In this case study, you will learn more about the journey that Lee Clack, Quality Manager at W. E. Rawson Ltd, went through to get EQMS implemented.  

 

A Short Interview with the Client

 
 
 
 
 
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Wistia video thumbnail - Lee Clack Explains why EQMS
 

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A transcript of the video: 

 

Why did you need EQMS? 

We needed EQMS because we had internal systems which were mostly access based. What I wanted to bring in was a main driving tool for continuous improvement.

"A driving tool for continuous quality improvment"

With EQMS by Qualsys being module-based, it was very versatile and ticked all of the boxes for all of the business areas we needed to cover.  

"very versatile and ticked all of the boxes"

Continuous quality improvement journey

 

Image: EQMS Training Records Manager - the Training Matrix 

 

What were your main challenges before EQMS? 

Everything really. There were internal access based systems and databases which did not give me the reports I needed. Specifically, I wanted to look at trending in regards to customer complaints, non-conformances and other areas we want to drive continuous quality improvement.

"direction for continuous quality improvement"

Previously, there were no reports, documentation or solid data that we could collect which would point us in the right direction for continuous quality improvement. 

Continuous Quality Improvement

Image: EQMS KPI Dashboard

 

What is your vision for EQMS at W. E. Rawson? 

My vision for EQMS at W. E. Rawson is to firsly get EQMS fully utilised. I want to get every member of staff using the system. Obviously, EQMS will give us the knowledge and the data that we require to drive continuous quality improvement. 

"EQMS will help us to drive continuous improvements across the whole business"

 

The continuous improvements are not just in production, we are driving improvements now across the whole site in all of the departments - across transport, finance, sales. 

The vision is to put EQMS in at the other sites. It will help them to drive continuous improvement, so the business as a whole will improve.  

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Image: EQMS Document Navigator Tree

 

What do you want everyone at W. E. Rawson Ltd to do now? 

I want everyone to get familiar with the system. What we have found with the system is that it is very user-friendly.

"EQMS is very user-friendly and quite straightforward"

That is what ticked another box for us in chosing EQMS. This is because we have had people who have worked here for 30 years who are used to paperwork. The general feedback we've had on the system is that EQMS is very easy to use and quite straightforward.

The aim is that we will have everyone using the system on a daily basis. This means we will start getting the data and the information required. 

"We can now start getting the data and information required"

 

 

What you should do now 

 If you want to read more customer stories like this, sign up for the EQMS Newsletter or if you would prefer to see how EQMS can give you the insights you need to drive continuous quality improvement, request a free 30 minute demonstration here. 

 

 

Tags: Case Studies

A Journey to Continuous Quality Improvement – W. E. Rawson Ltd Case Study

Posted by Emily Hill on Mon, Jan 30, 2017

W.E. Rawson Ltd have been manufacturing and distributing non-woven textiles from their site in Wakefield for 150 years.

After six months of working closely with EQMS, W.E. Rawson have already started to make considerable savings in time and cost.  

In this interview, Lee Clack, W.E. Rawson's Quality Manager, recounts his journey towards implementing EQMS. You can watch a shorter video testimonial here

Qualsys: How did you recognise the need for a quality management system?

Lee Clack: We have around 250 employees across three sites in our Wakefield branch, and we faced three main challenges with managing quality.

Before we implemented EQMS, there was no easy way for us to record, track and escalate issues. This led to certain issues recurring because we'd put nothing in place to prevent them.

Another challenge was that our manufacturing facility operates 24 hours a day. With many different production lines to manage, it's vital that we have a member of staff on site who knows who's trained on what equipment.

And lastly, there was no quick way for us to see how the business was performing. We didn't have the trending or reporting tools we needed for continuous quality improvement.

We have three different businesses operating here. There were lots of issues which were never reported or documented, making it impossible for us to drive continuous improvement.


Tell us how you persuaded management that the company needed a quality management system.

Once I'd recognised the need for a tool to drive continuous improvement, I got the board and the other managers in the same room to scope the project.

During this meeting, it became clear that many of the other managers were facing similar challenges. A lack of transparency. A long, frustrating process of chasing people for information. Reacting to issues rather than being proactive. And finding that a lot of issues were being repeated instead of resolved.

This was impacting efficiency and resource across the whole company. So after the meeting I was able to get the buy-in I needed from the leadership team for an enterprise quality management system. 

Why did you choose EQMS?

I did some thorough research into quality management systems, then invited Qualsys to present to our board and general managers what EQMS could offer. We chose EQMS because it's versatile and the modules are fully integrated.

With Document Manager, we can control all 14,000 of our documents, and it means employees always have the right information when they need it.

We use Training Records Manager to manage 8,000 training records and make sure employee training is up to date. And we have another 20,000+ training records, which EQMS can handle with no impact on resource at all.

And with Issue Manager, any one of the 250 employees across the site can log an issue at any time using a simple form.

EQMS has really benefited us, and the system's fantastic! I've worked with so many systems and I've not come across one that's so versatile and that's the beauty of it – we've been able to configure it the way we wanted.

I've worked with so many systems and I've not come across one that's so versatile as EQMS. We've been able to configure it the way we wanted.


What are your plans for quality improvement in the future?

We have quite ambitious plans. We're transitioning to ISO 9001:2015 and we're looking to achieve BREEAM accreditation. We're also focusing on reducing waste and becoming more environmentally aware, and undertaking several continuous improvement projects across the site. 

 

What you should do now

If you want to read more customer stories like this, sign up for the EQMS Newsletter. Or, if you'd prefer to see how EQMS can give you the insights you need to drive continuous quality improvement, request a free 30 minute demonstration below. 

 

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Tags: Case Studies