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Date Created: 12/21/15
CASE STUDY FOOD SAFETY AUDIT PROVIDER MINIMIZES FOOD SAFETY RISK MetricStream AND ENHANCES OPERATIONAL COMPLIANCE Customer The customer is a leading provider of third-party food safety audit and ▯education services to broad segments of the food manufacturing industry including food, ingredients ▯and beverage manufacturing, packaging, production and distribution facilities. Overview Headquartered in the US, the company today is an industry leader in the areas of audit services▯ and food safety education. With major industry players as its audit clients, the company is committ▯ed to protecting the safety of the entire food supply chain. Many of the world’s largest food man▯ufacturers, distributors and food ONE OF THE TOP PROVIDERS OF THIRD-PARTY FOOD SAFETY AUDIT service operators, rely on the company’s audits. The company’s food safety audit services include Good Manufacturing Practice (GMP) inspection and audits for Global Food Safety Initiative (GFSI), customer audits and q▯uality system audits. Benefits Being in the business of building reputation and setting quality standar▯ds, efficient audit management Faster and more efficient audits: Along with for accurate evaluation of clients’ processes and products is of utmo▯st importance to the company. enhanced capabilities to plan, and schedule audits quickly and efficiently, the audit team at the company Challenge can now handle addendums, review and analyze the audit findings, initiate corrective/preventive actions Caught in the whirlpool of fast-paced, technology-driven business world, the company found itself as required and follow-up on these action plans, thus faced with challenges such as: conducting and monitoring the entire closed-loop audit process expertly and swiftly. Handling manual processes: With the expansion of operations in various countries, auditing Minimized error count: Systematic and workflow- facilities spread over thousands of manufacturing and distribution sites▯ worldwide, rapidly increasing driven audit process across the enterprise with clientele, and a huge auditor base to manage the company’s thousands of email-based manual audits standardized data collection, remediation workflows, were proving time-consuming, scattered and less effective. and time tracking has helped the company to minimize audit errors and inconsistencies in the audit Managing legacy applications: Multiple stand-alone legacy applications – home-grown as well process. as configured – were used to manage various processes. These needed a▯ huge amount of human intervention leading to duplication and inaccuracies. The management of ▯these applications was a Increase in staff efficiency: With automation and streamlining of the entire audit process, the herculean task, not to mention the time and cost metrics impacted. audit staff at the company now experiences higher Incorporating new quality standards: Constant changes with new and more stringent quality efficiency and can focus on value-oriented functions standards and regulations appearing in the food safety space posed anoth▯er challenge. The company such as analyzing and recognizing trends in the audit data. needed to easily integrate latest industry best practices in the food sa▯fety compliance space into its audit and inspection processes and keep up with latest developments. Clear visibility: The application’s powerful analytics and reporting capability with graphical dashboards Lack of single integrated system: Absence of a common integrated platform was affecting to track each audit from initiation to closure gives the company’s audit operations in terms of planning, scheduling inspections, resourcing, time the managers at the company a complete and real-time visibility into the safety, compliance the tracking, workflow management, handling customer specific addendums, to name a f▯ew. Inability to quality system. This bird’s eye view of the entire automatically aggregate the information for analysis, slow and laborious▯ manual aggregation with a audit process and metrics has led to better risk risk of inconsistency, lack of common approach for capturing data elements were some of the s▯pecific management and assured compliance for the issues the company was trying to resolve. company. Improved performance evaluation: Unifying all quality and compliance data into one central repository, the company has leveraged robust reporting capabilities. These coupled with dashboards and alerts to easily identify trends, overdue actions and other performance metrics have helped the company’s staff to improve their performance evaluation. MetricStream Solution The company needed to automate and streamline its food safety audits and▯ inspection services and sought a robust and comprehensive business process solution that would e▯nable the departments of the company’s food safety business to operate at optimum efficiency. After evaluating several audit management products in the market based on a variety of criteria, the company selected MetricStream’s Audit Management System as the best fit for its requirements. MetricStream’s Automated Quality management system (QMS): The system is a comprehensive, Web-based audit application deployed on MetricStream Governance Risk Compli▯ance (GRC) Platform and designed to manage a wide range of audit-related activities, data an▯d processes. The flexibility of the system supports all types of audits, including operational audits, s▯upplier audits, distributor audits, product audits and quality audits. The audit channels and the auditors h▯ave separate log-ins to the application enabling access and providing real time communication to eve▯ry user involved in the audit process. Auditors at the company use MetricStream’s Automated Quality Management System to conduct audits and inspections at numerous manufacturing and distribution facili▯ties worldwide. The applica- tion provides workflow, collaboration and reporting capabilities to allow the auditors, manage▯ment and support staff at the company to efficiently plan and schedule audits▯, establish inspection criteria, execute audits, submit and collect audit results, track findings and iss▯ues, create audit reports and streamline inter-departmental coordination. Email based notifications and alerts allow th▯e company to integrate the industry best-practices into audit management system. The application provides an exhaustive audit view. A click on any higher level audit element on the portal drills-down to the lower level audit elements, giving the user a complete view ▯of the audit and its results. Users have a role-based portal access with options required for initiating actions, respo▯nding to events, managing checklists and assigning tasks, viewing reports and das▯hboards, limited to their roles. The application includes an offline functionality which allows the compa▯ny’s auditors to conduct audits at remote field sites with limited or no access to the Internet. “MetricStream provides a holistic view for critical decision making –▯ and we believe the solution has greatly strengthened our food safety initiatives while impr▯oving our overall goal of seeking operational efficiencies that will secure customer confi▯dence and satisfac- tion,” articulates the spokesperson of the company. Roles and functionalities: The application portal is designed for the following roles: Scheduler, Audi- tor, Report Coordinator, Report Processor, Director, Administrator, and Customer. Using MetricStream’s QMS system the schedulers at the company can set up audits, manage▯ audit accounts and check auditor’s availability. Schedulers can create audits for as long as five years period. They can modify audit dates with the modification getting reflec▯ted in the entire system and communicated to the relevant staff members via email. Apart from executing the audits, Auditors can view their calendar, unscheduled audits, rejected audit reports. Auditors can organize an audit in a logical structure and hiera▯rchy with detailed audit tem- plates and work orders. In case of audits at remote field sites, checkli▯sts can be downloaded and used offline using the MetricStream’s Briefcase feature. Auditors can maintain detailed scorecards for both suppliers and individ▯ual stores or outlets. The report data identifies stores, outlets and suppliers who display poor pe▯rformance consistently. Auditors can examine the responses given by the channel for which the audit was conducted, approve Why MetricStream or reject the same and track all issues identified and recommendations m▯ade as a result of the audit. The company selected MetricStream for this engage- Report Administrator can create audit efficiency report, discrepancy repo▯rt, closed business report, ment based on the following qualities: and auditors score trend. Audit reports are assessed in real time while▯ simultaneously a repository of previous results is maintained, giving the auditors and managers a compl▯ete trail of events – an audit MetricStream has relevant experience and deep understanding of subtle nuances specific to the food trail. safety audit and compliance segment. Directors can review all reports using the application. Administrators c▯an create and upload check- MetricStream’s all-encompassing approach is pro- lists, create and manage addendums, create auditor profiles, manage cust▯omer reports. jected through its integrated platform with a complete workflow automation of the entire closed-loop audit Customers can view audit instance reports, score reports, performance re▯ports using the Metric- process. Stream application. Alternatively, these reports can also be sent to the customer via email. MetricStream solution offers advanced built-in func- tionalities to ensure integration of the audit process Deployment model and customization: MetricStream carried out a hosted deployment of the solu- with the risk and compliance management system. tion saving the company the administrative and implementation costs asso▯ciated with installing and managing an in-house system. MetricStream has the ability to support large orga- nizations in the areas of integration, configurability, Taking into account the requirements of the company and the size of opera▯tions, MetricStream team scalability and security. configured its Audit Management System to include all the nuances of the▯ company’s business. MetricStream also performed data migration for a huge amount of informat▯ion from various legacy systems and excel sheets at the company into MetricStream Application. T▯he data included details of over 12,000 customer organizations of the company, over 18,000 audit templates used by the company for assessments, and over 28,000 records of customer contacts in▯cluding their log records – notifications, certification history. MetricStream’s Automated Quality Management System replaced a number of legacy ap▯plications at the company and integrated a few into the MetricStream system platform. During the deployment, MetricStream followed the timelines of the origin▯al plan very strictly as the company’s audit schedules were planned based on the deployment completion da▯te and the auditors’ training time on the MetricStream application. For more information, visit www.metricstream.com Copyright 2011. All Rights Reserved.
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