Challenge
Since a company acquisition, we had been operating an IPW system divided into two separate quality management structures. Much was duplicated. The goal was therefore to build a uniform structure for both locations that was intuitive and could save us from double maintenance.
The system had also become complex. We worked in silos and needed a new structure that simplified workflows and consolidated documentation in one place.
Solution
We decided to shift focus from location to function. Our new IPW structure is built around three departments – fresh-cut vegetables, deli, and potato production – with overarching group procedures where relevant and department-specific procedures where necessary. Employees see a front page tailored to their department, while more technical documents are placed deeper in the system.
IPW supported us significantly in the preparation phase – especially in cleaning up user groups and profiles and optimizing existing forms. To ensure usability, we involved employees in shaping the new structure and focused on minimizing the number of clicks for production users.
Result
We have reached our goal with a new, future-proof system structure – but we are not finished. I believe it is important to regularly evaluate your quality management system: What creates real value, and is it user-friendly for those who use it?
Internally, the new system structure has been very well received. For our system administrators, IPW’s ERFA groups, Document Builder, and IPW Online Academy have been extremely valuable.
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Optimization and clean-up of workflows, forms, and user profiles – organized by function.
New procedures for document flow and version control – covering both controlled and non-controlled documentation.
The complaint and non-conformity reporting is user-friendly and positively recognized during audits.
Hanne Plaudan, Head of NPD & QEHS
Flensted Food Group