‘The workflow system by Pimesoft is a simple tool to gather Quality information, analyse trends, identify problems and correct when neccessary. Enableing to continuously improve processes and raise quality standards..’Quality Manager in Lhoist Bukowa sp. z o.o, Marcin Cygan
Implementation goal: management and control of the the ISO quality system documents processing. Streamlined reporting and handling of compliance issues under applicable Health & Safety, Environment, Quality and Energy Efficiency systems
Solution: ArthurDoc as document generator, V-Desk system for process and workflow management with a digital repository, Scan&Paste – a mobile app for compliance issues reporting
Sector: lime production and processing
Lhoist Bukowa sp. z o.o.
is part of the international Lhoist Group. As an expert in the production of lime and lime products, it offers its products to customers in many areas of the economy. Thanks to the unique quality of its raw material deposits and strictly controlled technological processes, it supplies highly valued products and services in the areas of logistics, consulting and technological expertise.
Analysis of the situation
Maintenance of excellent quality in line with current standards means full control and improvement of procedures. The systematic supervision of the workflow has until now required manual control of the process. Documents were passed between employees by email or from desk to desk.
This approach lacked process control and documents circulated around the company exposed to loss. Task completion was delayed, there were difficulties in project delegating. There was deficiency in organisation and discipline of the process.
The solution introduced
V-Desk, ISO documentation management
A workflow module has been implemented as part of the V-Desk platform, which is used as a storage area, or digital repository. It is used to update existing instructions and create new ones. Documents are developed in the system, so as are verified and shared.
ArthurDoc, documents generator
In order to create and process new instructions, employees use ready-made letter templates. The intuitive application allows any template to be automatically generated..
One of the elements affecting quality improvement and the improvement of organisational performance is the swift response to the non-compliance.
Effective remediation depends on easy and fast reporting. A mobile application was therefore used, thanks to which anyone almost immediately activating a camera can transmit information directly to the system, and from there the follow-up procedure is initiated.
The main reason for launching the digital circulation of ISO documents in the System
V-Desk is to streamline the process of registering, developing, verifying, accepting and archiving documentation related to the creation of new procedures, instructions, forms, as well as updating existing ones. In addition, it is simple and intuitive to find documentation for the duration of an audit and to provide interested parties and use the most up-to-date documents available only in one coherent system during ongoing work.
The other objective was to streamline the registration process for workplace safety, quality and environment related notifications. The aim was to automate the registration stage and to route the report to a further step in the process, for appropriate action to be taken. The system thus ensures that the appropriate action is taken, confirming its effectiveness. An important part of the project is the tracking of notifications and the sending of alerts reminding of the passed deadline for handling notifications.
What has changed
- a shift toward digital solution
- full digitisation of the process
- automated notifications
- digital repository
Benefits from the usage
- reduced paper cost
- cut down on the cost of printing
- streamlined process
- automation of submissions
- automated registration
- close control of the workflow
- work orchestration and organizational order
‘With the system, subsequent stages of procedures are tracked, automatically assigning the relevant process participants. Distribution of documents and forms, management of their updates, easy access to the archives – all this is offered by the V-Desk System, increasing the accuracy of management based on quality.’Quality Manager in Lhoist Bukowa sp. z o.o., Marcin Cygan