More transparency and synergies with QM software

Integrated management system - more transparency and synergies

Integrated management system for everyone: ConSense IMS Professional is used both at PC workstations and in departments such as assembly, warehouse or production. © Hans Maschinenfabrik

The project to completely convert the QM system started in April 2019 and was coordinated by Dominik Backert. Once the basic concept had been drawn up, the basic system was first set up with the involvement of the department heads. To this end, pilot departments such as Purchasing and Service were integrated into the new system and then the other departments were gradually integrated. The software offers an easy-to-use and interactive process and document management system that allows Weber's processes to be mapped quickly and individually - exactly as they are in reality.

Before being entered into the new system, all processes at the mechanical engineering company were put to the test. "We really looked at every process, remodeled it and, above all, mapped the core processes across all interfaces. This initially involves a certain amount of effort, but it was the right approach: we now always have up-to-date process data that we can access at the touch of a button if required. Our quality management is embedded in the integrated management system, which also organizes our energy management. By linking the various standards and regulations, we can exploit synergies in this way."

According to Dominik Backert, a major added value of the new system lies in the automatic workflows that can be created. Previously, document approvals at Weber required a great deal of organizational effort: for example, if there were new specifications for machine approvals that had to be approved by people from the QM department and assembly management, documents were printed out in the specialist departments, distributed to the recipients via internal mail, returned by them after signing and then revised. ConSense IMS Professional now controls these processes automatically. Digital documents pass through the company via the specified route and are also released digitally. Each processing step is linked in the system to the relevant person responsible. This is not only faster, but also easier to control: At any point in time, it is possible to track the current status of a document and whose response may still be outstanding. "We no longer lose any time, and there is no risk of a document slipping through the cracks: the system reminds the relevant employees, for example, to take note of new forms, to carry out approvals and when deadlines are exceeded," says Dominik Backert.

With the modeling tool, processes can be mapped quickly and easily - as they actually take place. © Hans Weber machine factory

All of the approximately 500 employees at Weber, including a high proportion of trainees, now use the new system - at their PC workstations, at central PC workstations in departments such as assembly, warehouse or production, or even on the move: because Weber has opted for the web-based ConSense portal in addition to the desktop application, employees can also access the content of their management system regardless of device or platform. "One advantage is that we can use the portal to access the system from anywhere. For example, if one of our employees is currently in production and needs to issue a quick approval, the relevant documents are available on their smartphone and the approval can be carried out immediately on site without any unnecessary loss of time," says the QM manager happily.

Modular system allows step-by-step expansion

As the ConSense software for management systems is modular, it can be expanded step by step and grows with the requirements of an organization. Now that the basic system at Weber is equipped with the necessary information, Dominik Backert is working on the module extensions for the software. The action management and audit management modules are already in use. Action management centrally records and manages all actions that arise. These are assigned to the responsible employees or organizational areas for execution. Complete and timely completion is tracked in the system, transparently documented and prepared in clear reports. The audit management module supports the planning, preparation, execution and follow-up of all audits in the company. It supports deadline monitoring with clear schedules and automatically notifies those responsible in the event of delays or deviations in results. Planning, results and evaluation can be called up in structured lists and clear diagrams.

Measures management module: All measures arising at Weber are recorded centrally and assigned to the responsible employees or organizational areas for execution. © Hans Weber machine factory

The planning, implementation and documentation of the tasks arising from the audits are controlled and monitored by linking them with the action management module. Dominik Backert explains: "We have already successfully completed several audits with the new system. The various evaluation options help us a lot here: Our company divisions are very diverse and stand for high quality, so we want to know exactly where we can improve in each division. This involves large amounts of data, which ConSense IMS Professional is very helpful in analyzing. For example, if we notice that a supplier is moving in the wrong direction, we can now take countermeasures in good time. In the past, it was always very time-consuming to track who was involved in the processing of necessary measures. Now we can find out who is working on each task at the touch of a button. And all employees know exactly which measure they are responsible for."

The head of quality management is currently in the process of filling the hazardous substance management module with life with the help of the responsible persons. In future, it will regulate the handling of hazardous substances in the company so that health and environmental protection measures are followed in the prescribed manner. All hazardous substances used in the company are recorded, cataloged and managed in the module in a structured manner. The use and storage location of a hazardous substance as well as the quantity ranges can be stored. Automatic archiving of the entries ensures complete traceability. Dominik Backert explains: "We used to manage our hazardous substances using Excel lists. The module offers the advantage that all hazardous substances are recorded centrally in one place. We have direct access to all information and therefore know, for example, when a hazardous substance was released. Our aim in future is to use the system to automatically create our safety data sheets, operating instructions and other documents relating to hazardous substances in order to save a lot of time." In the next step, the management system at Weber will be supplemented by the complaints management module.