Webinar: How to turn inspections into an easy digital process
In this webinar series, you will learn how to easily turn your inspection checklist into a digital process.
Organisations that require frequent inspections need checklists that contain large amounts of data that could be handled more efficiently than unreliably, on paper.
Traditional methods used to carry out inspections, consist of papers, scanned documents, signatures, Excel sheets, emails and so on…
Kianda offers a no-code platform that allows you to create digital site inspection checklists and workflows. It organizes and stores data, generates documents and captures signatures on the go, digitally.
Adopting new technologies that serve to digitalise such processes will strongly benefit industries that conduct frequent inspections such as construction, engineering, manufacturing and others.
Don’t miss out!
Join our expert Osvaldo to learn about how you can digitalise inspection checklists.
Let’s take you through the content our expert will cover:
Quick intro to Kianda Platform
Demonstration of site inspection app
Key advantages of using digital inspection checklists
Osvaldo is the CEO of Kianda Technologies with almost two decades of experience in the IT industry has developed many successful enterprise solutions across a broad range of technologies. He is the subject matter expert in digital workplace collaboration solutions.
Kianda is a no-code business process automation and workflow software. It makes it easy for companies to automate complex business processes connecting people and existing company systems.
Kiandais headquartered in Dublin, Ireland, is being used by businesses across the globe. It is helping users to digitally transform core business processes improving compliance and enabling faster decision making, and higher productivity.
Quality management systems are widely used to ensure compliance. A quality management system is a set of integrated business processes. These processes are put into use in an organisation, to deliver quality in the production process, for instance.
A viable QMS (Quality Management System) should reflect the organisations’ vision, goals and objectives.
Why do quality leaders seek a viable QMS to ensure compliance?
Managers can be pressured to implement quality management processes. Reason being, are the following factors:
1- Compliance with existing laws, 2- Compliance with standards of production, and 3- Developing a quality conscious culture.
Today, leaders use technology and systems to improve data analysis. They use it to make informed decisions. In doing so, ensuring quality in the production process.
Furthermore, the organisation workforce strive now more than ever to transform goals and objectives into resources and policies. Consequently, the policies help every employee to follow standard operating procedures.
Above all, the quality management standard ISO 9001, advocates for strong leadership that impacts a quality-driven culture.
6 core elements to consider to improve quality management
Alignment of people, financial resources, and technology is a good combination. This will ensure that quality is maintained throughout the production life-cycle.
Meanwhile, here are 6 core elements that you should consider to improve quality management:
1- Data Managementis a technique to maintain quality.
Presence of real time data can go a long way. This can earn a company enormous profit. Further, modern organisations today, realize that data management is a great technique that can be arranged via quality management systems to ensure compliance.
Moreover, an organisation with long-term data management techniques can predict high profitability, good customer relations, efficiencies and consistency in product quality.
Certainly, you must go hunting data to implement, to ensure there is effective quality control.
With the help of a quality management software, you can address data collection, disposal methods, data source management and analysis.
2- Achieving customer satisfaction with product quality
The primary goal of QMS is to ensure that quality objectives are met. The quality management process involves describing product quality and setting up measuring tools.
Consequently, organisations should try to establish monitoring systems that can show if customer satisfaction is achieved.
3- Establishing a customer-mindful culture
Quality objectives are a tested and satisfied requirement of QMS. They are laid down to define strategic goals that will help achieve quality goals. To be precise, objectives address the link between customer expectation and specific measurable goals.
So, quality leaders should lead employees in establishing a customer-mindful culture. Therefore, to deliver quality goods and services, a company should address gaps such as staff training requirements, inadequate resources and use of over-aged data.
4- Continuous improvement of quality controls across departments
An organisation should improve its data and its methods of production. As a result, this will help to learn current trends and incorporate them into its production method.
In order to maintain a culture of quality, you should lead by being responsible, respecting the set quality standards and being accountable.
To design successful organisation processes, you should define a culture of clear documentation and improve quality controls across departments, for instance.
5- Communication and sharing of knowledge for the success of QMS
Reliable record keeping is essential to the success of QMS.
A quality-driven organisation must ensure that there is evidence-based data and a clear channel of communication.
To retain all supporting evidence, an organisation should look for digital quality management solutions. As a result, this will maintain transparent record keeping.
6- Defining organisational structure
A quality management system can ensure compliance y defining hierarchical order in an organisation. By doing so, the system should show what every employee is expected to do.
Automating Your QMS
All businesses are starting to adopt technology in various processes, more and more. To compete fairly, you should shun away from the error-prone and cumbersome systems that can increase risks and cost you money.
Traditional quality management ways such as using papers or Excel sheets to store your data are not only complicated and prone to errors but also expensive to maintain in the long run.
Why should you as well endorse digital QMS?
Organisations are looking to save costs and time by adopting quality management software. They simplify tasks. As a result, they save resources that can be used in other areas.
When looking for a viable digital system, you should focus on something that addresses your organisation’s business needs.
The system should be flexible, so that users can create digital processes via forms, workflows, fields, business rules and reports. The users should easily mould and shape it to fit business processes. By doing so, the organisation can use it to the best of their ability.
Here are several benefits your organisation will bring in from a digital QMS:
Latest technologies now allows you to move your business to cloud. In other words, this enables an organisation to store data in the cloud. Above all, it is time efficient and cost-effective.
Compliance to quality standards is necessary for every organisation. Therefore, companies should put some form of a system in place. In this way, it will help them manage and track quality.
With a cloud-based solution, companies can verify that all processes are accessible to everyone. Also, that they comply to industrial standards by instinct.
Continuous Employee Training
Human resource is the most vibrant resource in an organisation. Therefore, for consistency in quality, employees must for example, be trained continuously to adapt to changes in the market.
Once they are trained, the next big thing is motivating them to meet deadlines. Policies and procedures constantly change. It is wise to maintain highly trained staff who efficiently complete their tasks.
Improved Risk Management
With real time data, it is easier to identify potential threats that can primarily affect your organisation. Using a digital process management system as such, managers can delegate duties to employees and monitor their progress in respect to the timing.
Customer feedback is wisely used in making future business decisions.
Consequently, when complaints emerge, automated notifications are sent to respective employees to inform them to take corrective action. Taking the best approach to risk assessment can help filter critical events from non-critical events. In this regard, making sure that critical ones are the first priority.
Lack of organised data can make it daunting to account for primary activities. Above all, organisations receive loads of information every day. This is challenging to analyse manually. With the help of a digital quality system, one can report on any department within the system and thanks to that, make more meaningful information.
Furthermore, a digital QMS gives you all the features needed to abandon stressful and tedious manual tasks. All your documents are stored safely and ready when you are.
As a conclusion, a cloud-based process automation solution can be used as your digital QMS. Allowing you to create workflow apps and better quality management processes.
In case you need an efficient QMS to manage your quality processes, visit our website to learn more: kianda.com
About Author: Osvaldo Sousa – Digital process automation expert with almost two decades of experience in information technologies. He is the CEO/Co-founder of Kianda Technologies.
Great to see our expert Osvaldo Sousa featured in the TechPro Magazine December 2019 Edition focused on Business Automation.
Osvaldo explains how Kianda process automation software takes a fresh approach to process automation, allowing users to move in a more agile manner.
Rather than going through the big cycle of diagrams where you spend months and months trying to refine shapes, Kianda can take clients straight into interactively building what is to become end to end digital solutions.
“We achieved this through simplified interfaces that are attractive, familiar and intuitive. We started with a modern approach, a modern interface so it makes everything familiar to users.
Drawing on our industry experience, we created ways of turning those mapped processes into automation systems, but in a simplified manner, hiding the complexity, so that beautiful front end allows you to leverage all the functions behind it. ” adds Osvaldo.
“What we really see as our strong suit, is that in the words of our customers, we are a true no-code platform, meaning they can build processes and systems without writing a line of code.”
Discover Digital Workplace revolution with Kianda.
10 times faster implementation with intuitive workflow software, driving digital transformation across the workplace and operations.
In this webinar you are going to learn how to create a dynamic business app without coding.
As companies deal with the trends of an increasing mobile workforce and a limited supply of competent software developers, no code platforms have increased in popularity in the recent years.
No code platforms allow any user to build business apps through graphical user interfaces and configuration instead of traditional programming. They are designed to ease and speed up the application development process.
Last week, we hosted this webinar for you to see how easily you can create dynamic business apps using Kianda platform. Kianda focuses on business functions such as data capture, workflow automation and integration with your existing ERP tools.
Don’t miss out – find out how to build business app – Training Record – in 10 minutes.
In this webinar our expert Osvaldo demonstrates an example Training Record Form, using some of Kianda’s capabilities.
By the time you are finished watching this webinar, you will know how to:
– Create a dynamic business app to capture Training Record details
– Produce cascading lists that can read data from SharePoint
– How to capture an employee’s signature – digitally
Osvaldo is the CEO of Kianda Technologies with almost 2 decades of experience in the IT industry has developed many successful solutions across a broad range of technologies. He is the subject matter expert in digital workplace collaboration solutions.
This webinar was recorded on the 11th Dec 2019 10:00 AM UTC. Recording duration is 24 mins.
To learn more about Kianda visit our website kianda.com
Are you managing your site inspections with Excel sheets?
Then it is time you consider digital site inspection checklists to ease this process for you.
Many inspectors, auditors or site managers use traditional ways to run their inspections jobs. Hard to manage paper forms, emails, scanned documents with signatures can easily become a cumbersome work…
Modern technologies that are available today, have made it far more efficient to capture and track site inspections. From scheduling a visit, sending automated alerts to capturing information and pictures and generating rich PDFs on the go…
First of all, let’s have a look when site inspection checklists are used?
Construction, engineering and industrial companies are required to keep sites, staff and assets safe and make sure they are working according to regulations. For this purpose, an inspector visits a site and runs inspections to go through defined checklists to assess risks and to report their observations.
These checklists are defined based on the type of an inspection. Such as is it an internal inspection or an external one for a client? Or is it a scheduled or emergency one and so on…
What are the current challenges companies are facing today when it comes to managing their inspection jobs?
There are three main challenges companies are facing regularly:
1 – Managing inspections with paper forms
Main challenge here is to manually complete large numbers of questions in paper checklists… Scanning these checklist paper forms or re-typing into a spreadsheet, uploading and emailing them, back and forth.
If an inspector has to rely on paper forms and documents for their job, then this becomes a complicated process that can increase compliance risks.
An inspector needs to make sure that they have all the right tools and documents they need before their visit. During their visit they need to make notes of all their observations.
Using paper forms means when they go back to the office they have to scan documents, and sometimes re-type all the info. And, all of this take up a lot of valuable time.
2- Document management and unreliable reporting
Pulling together an inspection report can be extremely time consuming. Conventional ways require an inspector to re-type the captured information in spreadsheets and reconcile them, which can take long time and effort.
In addition, this data will need to be transformed manually into graphs and charts to achieve insights, which is not ideal…
One of the key aspects of managing inspections is making sure that there is accuracy on reporting.
It can be frustrating for everyone involved in the process if the reports are not reliable.
3- Not being able to handle pictures and signatures on the go
Traditionally, an inspector would take pictures on site, then go back to office download these pictures and store in company systems.
It can be time consuming trying to attach the right pictures to the right logs within inspection reports.
Simplify site inspections by taking as many pictures you need on the go.
In a similar way when signatures are required from clients, subcontractors or owners, they are often taken on papers, then scanned back in the office. This whole process can be slow, error-prone and not easily accessible for searching.
To modernize your site inspection checklists, you should consider going mobile and paperless for higher control, compliance and simply for faster outcomes.
Here are 4 important tips on how you can transform site inspections and ease the process
1- Digitalise your inspection checklist and eliminate paper
After all, it is not efficient to rely on papers, emails, phone calls when the most important aspect of inspections is to ensure that work is being done properly to the highest quality.
Digital site inspections can be achieved with an online forms and workflow management software.
This speeds up the entire procedure. Inspections can be scheduled on a regular basis and automatically assigned to inspectors.
Automated notifications and reminder alerts can easily be sent to inspectors to remind their schedules.
Inspector can complete the checklist on a tablet or smartphone on site, attach photographs, media evidence and annotate them when needed.
Then, final reports can be shared and made available in real-time to anyone who needs to see them.
2- Use data reporting to increase quality and compliance
Data gives us the ability to see and understand progress of things. There is no doubt that it is crucial to provide clear overview of the job progress to project managers or other decision makers.
It is important that inspector flags issues on time to avoid any project delays.
With the right digital solution, data can help you with your inspection strategy and make better decisions.
By using real time reporting not only data can be shared easily, also any delays, bottlenecks can be spotted and dealt with in a faster manner.
Working with a digital solution means the records of site inspection tasks and results are saved for future reference and auditing purposes. And it can be very valuable when a hand over to another inspector is needed.
Ultimately, you will be able to manage tasks in real time and review progress from your browser, tablet, or mobile device at any time.
You will store the key data, not just scanned documents, while optimising the process and collaboration between the teams.
Reacting fast can be a major advantage for companies of any sizes to save time and resources immediately.
3- Attach pictures and signatures on the go
Mobile forms that allow you to take pictures, annotate and attach them to the form instantly is a must have. This eases the way pictures are attached to the reports.
They can also, capture digitally client’s and inspector’s signature, generate a PDF report instantly on the go.
4- Look for flexible inspection checklist solutions
When you are looking for digital solutions to manage site inspections, you must consider solutions that allow you to customise checklists, flow, rules, alerts and more. Nowadays only capturing data is not enough.
You can always start with a template but it is vital to have the ability to make changes… big or small depending on your own needs.
With a tailor-made approach, a comprehensive site inspection delivers a better user experience.
Also, reporting should be provided in a flexible way. Different managers might have different needs.
Flexibility around reporting dashboards, exporting data into a format you need are important to help you achieve business goals and save time.
At Kianda, we build modern process apps that are both flexible and user-friendly.
Are you using traditional ways to manage your procurement process? If your answer is yes then, it is time to boost your buying steps.
The digital revolution has started to disrupt procurement processes in the last couple of years like many other business processes. 85% of executives believe that digital transformation will alter the very fabric of their purchase process. Yet, only 32% have a digital strategy in place.
In the past, the procurement process only took care of the nuts and bolts of resourcing. But latest process management technologies and automation have made it a profit-pushing strategy that empowers C-suit decision-makers.
Procurement process managed effectively can create market visibility, minimise supply chain risks, and deliver substantial cost savings.
In the simplest terms, it’s the buying of goods and services. However, it includes all processes from purchase planning to value analysis.
The procurement management must achieve a profit on resale. And to do so, it must source finance cheaply and negotiate intelligently.
The old incarnation of procurement management could succeed simply by operating more cheaply than the average business.
Today’s standards are higher. Although world-class procurement departments operate 20% more economically and employ 27% fewer employees, that’s no longer enough.
What does procurement mean in the modern era? Sometimes, intelligent spend management; often supplier sourcing; but always digital strategy.
What are the steps in Procurement Process Flow?
Procurement process flow can be broken down into: procurement process, systems, people, and paperwork.
Overall procurement process entails broader tasks like ordering, payment fulfillment, and receiving.
Procurement Process flow includes eight purchasing steps:
Requesting for a service or product
Procurement Analysis to evaluate request
Forward a request for proposal to suppliers
Procurement Manager evaluation and approval
Approving the request with a purchase order
Sending the purchase order to the supplier
Receiving the product and confirming the delivery of services or goods (Three-way matching)
Approve the invoice and forward it to payment processing
Recording the transaction for the company’s records
Why Automate Your Procurement Process?
Excel spreadsheets and emails belong in the old age with paper procurement documents. Automated workflows that a procurement software can provide allow organisations to automate everyday tasks without human intervention. Repetitive events in procurement software can be scaled up automatically.
The procurement cycle can, and should, be digitalised, not only to help you refine your strategy, but to automate it and generate a set of analytics to assess its efficiency.
Procurement software can include all the steps you’ve always used in your purchasing process. There is no difference in procurement meaning whether you’re using digital or manual processes. Only its efficiency and transparency changes. It cuts the risk of human error by automating repeatable tasks.
It can also cut steps out of procurement process flow and speed up real-time interactions. But you remain the brain behind your strategy. You make the rules, editing your workflow according to your decisions.
Another important reason why to automate your procurement is to gain visibility of your procurement process. It can help to track the way your buying department manages their part of the process.
As a result of digital procurement in business, the procurement meaning has evolved to include intelligent spend management.
Intelligent spend management is more transparent than ever before thanks to digital workflows.
Collaboration with suppliers is as important as ever, automation can make certain steps that they should be involved accessible to them.
This way, everyone from the procurement team to suppliers can give you input on a single platform, helping to give you full visibility of process progress easily.
Using a digital procurement system contributes to your paperless office, keeping your documents in one place. Procurement documents define contractual relationships, and automation helps to prevent important losses, keeping all your contracts in the digital sphere.
Procurement Software and Tail Spend
Small purchases tend to go unmanaged thanks to the resource-heavy manual work required. To fix the problem, the procurement process must engage suppliers, amplify transparency, and optimise inventory.
Monitoring key performance indicators, risks can be identified and procurement process strategies can be refined.
The procurement management system should monitor:
Compliance rates that increase spend and lead to invoice disputes.
Supplier defect rates, which cause unreliability.
Supplier lead time, which improves delivery time
Purchase order cycle time
Purchase to pay time
Cost per invoice and purchase order, which tends to suffer when there are invoice disputes
Spend under procurement management
Procurement procedure return on investment
What to look for when comparing Procurement Software
Digital procurement process can be efficiently achieved with a process automation software. Digital process automation is the obvious driver of improved metrics, but the analytics themselves are still a crucial ingredient.
They can be used to forecast future crises and optimise vendor evaluation. They can also improve invoicing procedures and predict demand.
Process automation software gives you full flexibility in terms of tailoring process according to your organisations unique needs.
Regardless of whether you’re handling the procurement of services or product procurement, there are several features you should be looking for when comparing procurement software options.
Here is a list of what to look for:
User-friendly customisation and scalability
Accessible data and analytics
Available in multi-devices
Automated reminders and notifications
Easy, multi-layered approvals
Providing suppliers instant access for their input
Data integration with existing systems
The modern process of procurement no longer fears risks – it predicts them.
Procurement is a constantly evolving organism, and metrics help it to advance. Procurement software de-clutters your purchasing process steps and improves its transparency, giving you control over the entire procurement lifecycle.
As a result of using digital procurement systems like Kianda, the procurement business definition has transformed from a transactional task to a transformational one.
Procurement in business has become more complex, but that’s a boon rather than a bane. Procurement procedure has never been this scalable or innovative thanks to digitalisation, and it’s put CTOs on the map.
Are you looking to boost your procurement process?
Why not start a Kianda free trial and discover how you can reduce risks and bring efficiency to your purchasing. Kianda Procurement Process App is designed with our experience and best practices in mind.
Good news is that you can tailor all the pieces of the app to fit what your organisation needs. And remember you do not need to hire developers to manage the app. Anyone with or without programming skills can create business process apps with Kianda.
Our CEO Osvaldo Sousa had the pleasure to present Kianda to an audience of government leaders in digital services at the Ireland eGovernment Awards ceremony on 11 September 2019 in City Hall, Dublin.
“It was fantastic to have the opportunity for us to present Kianda to such a prestigious audience and talk about how we help organisations to accelerate and simplify their digital journeys with our innovative process automation platform Kianda.” says Osvaldo.
He also mentions a common use case for public sectors that process automation platform can be a benefit “Often use case of our platform with public sector is online application forms or public queries that require some sort of background process to get resolved after they are submitted.
They usually end up in a mailbox or get printed out to travel from department to department until there is a resolution. What Kianda does is that it transforms these interactions to an entirely digital and traceable process from the beginning until the end, not just the first online form. This brings huge savings and eliminates inefficiencies for organisations.“
The Ireland eGovernment Awards and Summit, recognise the innovators and forward thinkers who are pioneering changes and helping deliver better online services on the island of Ireland today.
Kianda is a process automation platform that allows companies like yours to automate and streamline business processes with easily build online forms and workflows.
To discover how Kianda can help you, start your free trial today!
All quality engineers and compliance managers face the need to correct some part of their process or quality management system from time to time.
Given that many businesses regardless of their industry, face increased regulatory pressures, internal quality initiatives that require companies to take a more proactive and automated approach to their corrective and preventive action processes.
This might come about because of an unforeseen fault that has developed in a product or component that, consequently, requires a form of remedial action to put right.
As well as taking corrective measures, possibly as a result of a product recall. It is imperative that corrective action is taken with regard to currently manufactured products.
This is where an effective corrective action plan can be so effective in managing ongoing quality assurance. What is it and how do you go about implementing one?
What is an action plan for corrective procedures?
Corrective action examples include things like applying modifications to existing work processes, perhaps strengthening a weakened component on the production line.
Other corrective action examples include better in-house testing before products are shipped to their customers or a list of remedial actions for whatever has gone wrong during construction project.
When quality processes have been found to be not up to scratch in the past – usually because of an upturn in warranty returns, product failures or non-conformance – a corrective action report will be put together by members of the quality control team.
This is to ensure that future failings are minimised or, ideally, gone away completely.
What should be included when thinking about corrective action planning?
Any plan to correct a quality issue should not be rolled out without a thorough understanding of the root causes of the failures in question.
Without collecting data on non-conformance reporting and generating a non-conformance log, it is impossible to know whether the corrective action procedure scope you come up with will adequately address all of the quality issues.
In the absence of the correct sort of non-conformance reporting, you may fix one problem but not address another one, thereby putting your quality processes out of kilter.
Indeed, your QHSE workflows may end up being interrupted, slowing the entire process down unless the root cause of corrective action has really be bottomed out.
How Corrective Action and Preventive Action (CAPA) can help
When it comes to corrective and preventive action, a CAPA system can be indispensable.
Only by a systematic approach that investigates faults properly across the entire scope of your design, manufacturing processes or on-site operations you will be able to come up with a corrective action plan that truly works.
You can think of a CAPA system as one that diagnoses faults as well as delivering a corrective action procedure for each of them it finds.
Of course, it is possible to go about this work in a number of ways.
Many quality control professionals will be aware that CAPA usually requires expertise drawn from a wide range of individuals working within an organisation to come up with corrective and preventive action that really works.
Some rely on spreadsheets to collate the relevant inputs from various departments, some focusing on QHSE workflows, others on incident reporting guidelines and other still on corrective action procedures for different situations.
A workflow software can simplify the entire approach to CAPA quality, can reduce the administrative burden by transforming the processes into digital forms and workflows.
The truth of the matter is, that such approaches to CAPA can become overly complex and may be susceptible to quality issues in their own right.
To put it simply, such an approach can be needlessly hard to manage. However, a digital business workflow software can simplify the entire approach to CAPA quality, can reduce the administrative burden by transforming the processes into digital workflows.
What does it do and what advantages will such workflow software offer your quality assurance teams?
Continuous Improvement in CAPA Quality
In order to come up with a corrective action process for each of your production failures or non-conformities on site, you need to collate large amounts of data.
Commonly, the larger an organisation is and the more product lines it has, the more onerous such a task becomes.
Without great accuracy in your quality process management, action plans may even make your quality issues worse, not better.
That is why investing in a workflow software system that is dedicated to assisting in process management is so useful.
Make the improvements last
By integrating your incident reporting workflows into a software platform that also helps you to engineer a suitable corrective action process, you start to tie up all of the contributing factors.
Reduce risks and admin tasks
Of course, using a paperless incident reporting workflow system helps everybody involved to share their knowledge in the most up-to-date manner.
Defects and faults can be tracked with the help of software which not only highlights particular areas of processes, but could also help to audit why and when such faults occur.
For example, studying the visualisations available in such a digital platform may mean that you alter your incident reporting guidelines so that you can more quickly establish which suppliers’ components have been used in a product that has failed, potentially allowing you to identify the root cause of the problem.
Collaborate effectively with all your office and on-site teams
By investing in such a software platform, your entire organisation – not just your quality control department – can place itself on a footing for continuous improvement. Assign tasks and controls and track them using an easy workflow.
For example, it would allow technical sales representatives in the field, not just quality engineers at your head office, to input into the incident reporting workflow with your customer’s views also being taken into consideration, something that a conventional CAPA system simply cannot cope with.
This means that the corrective action procedure scope would be necessarily widened to take more fully into consideration how and when fixes might be conducted, whether in the field or back at your production facility.
Reliable reporting and tracking
In addition, digital business process automation software that offers quality management also allows you to inspect quality performance analytics.
You can use this to monitor in a fully audited way under what production conditions your system failings occur, for example, which production operatives tend to see the most returns.
Indeed, any quality management software worthy of the name should also be able to integrate fully with your back-end systems to help maintain and improve quality.
As such, establishing the root cause of corrective action is only one part of what digital quality management software offers.
It can lead to greater efficiencies not just with your in-house quality processes but drive-up customer satisfaction and provide improved efficiency in production processes as you learn more and more about your potential issues.
In other words, by automating your core business processes and by updating your document management activities, you can promote collaborative working processes among teams and improve management decision-making.
Further Reasons to Invest In Quality Workflow Software
Given that all manufacturers regardless of their industry – and many businesses that provide services to their customers, too – face increased regulatory pressures, internal quality initiatives are only more pressing, it requires companies to take a more proactive and automated approach to their corrective and preventive action processes.
If you are not investing in software that enables this to function accurately and in a timely manner, then you are in danger of losing out to competitors.
Today’s technology tools are intuitive and can work seamlessly with your existing processes without demanding big investments.
Furthermore, quality software of this type can be integrated seamlessly with all of the other apps and software systems you are currently using.
Automating CAPA quality means being able to produce data for national, regional and global regulatory inspectors as well as those all-important ISO auditors.
Not only will deploying one reduce audit times and time spent on gathering your findings but it will decrease business risks by helping you to identify the right preventive action to take every time.
Kianda is a workflow automation platform that allows companies like yours to automate and streamline quality management processes via easily built online forms and workflows.
To discover how Kianda can help you start your free trial today!
Digital construction is becoming far more ingrained in the built environment, with business process automation at the forefront of streamlined processes. QHSE workflows and management approval processes are utilised in many departments, including procurement teams issuing purchase orders, design teams automating the steps to approve drawings and quality control teams managing inspection and test procedures.
Health and safety naturally lends itself to automated business processes, with incident reporting and near miss, good catch practice forms being significantly improved through automation.
Safety and the construction industry
Construction is a high-risk industry. Busy construction sites are full of potential hazards. Over the past two decades, there have been vast improvements in the safety performance of construction companies. This has come from legislation, improvements in construction methods and an increase in internal health and safety management systems.
Implementing digital QHSE workflows
With more and more companies going digital, it is imperative to introduce automated systems and workflow software into your business processes to demonstrate current safety practices and keep up with competition.
Incident reporting guidelines and procedure
Traditionally, incident reporting was reactive and tended to use only prior incidents as the basis for review. The incidents may have only been recorded through phone calls or meetings and a note in the accident book, without any real health and safety quality control.
Standard industry guidance for managing health and safety sets out incident reporting guidelines to those implementing arrangements in their organisation. One of the common features of industry guidance is to ‘Plan, Do, Check, Act’ . This can be implemented through an automated construction incident reporting process.
Construction incident reporting tools
A standard incident reporting procedure will normally involve specific incident reporting tools such as a form to fill in and a process to follow to escalate the incident to management, depending on the severity. A digital workflow and process automation result in reduced process failure, as there is less reliance on employees to take positive action, such as making phone calls and sending emails.
Legislation and incident reporting
Legislation can vary from country to country, but generally places a duty of care upon those working in construction to manage their own health and safety and the health and safety of those around them so far as it is reasonable. More information on this can be found on the relevant government website for your region.
There are numerous regulations that you must be aware of, which include things such as lifting operations, personal protective equipment, control of hazardous substances and incident reporting guidelines. Compliance with legislation can be automated through online forms and QHSE workflows.
Forward-thinking companies use business process automation for effective audits of construction sites for compliance with laws, regulations and good industry practice. This can identify strengths and opportunities for improvement, which can improve overall health, safety and quality on construction sites. It can also highlight areas for immediate concern and expedite corrective action.
Why is your safety incident reporting procedure important?
Incident reporting workflow and procedure is incredibly important to any construction business from an ethical, statutory and profit point of view. Accidents are bad for business and most clients will ask for accident history when tendering for any work.
If there is no incident reporting system, it becomes difficult to learn from past mistakes and implement changes to avoid recurrence. This would be viewed adversely in any accident investigations or prosecutions.
The ‘Check’ stage is recommended when managing health and safety which requires measuring of performance and investigating accidents, incidents and near misses. Therefore, an incident reporting workflow needs to be in place for incidents to be reported, which captures the required details for escalation to the appropriate level of management.
The procedure must also be able to identify trends. For example, minor hand injuries may not require serious escalation, but a large number of reported minor hand injuries could signal a worrying trend and require investigation to understand if there is a pattern emerging.
What could happen if your safety incident reporting procedure isn’t working?
Many countries have strict rules on the reporting of incidents. For example, the U.K. has Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013, Ireland has Safety, Health and Welfare at Work (Reporting of Accidents and Dangerous Occurrences) Regulations 2016 and the U.S. has the Occupational Safety and Health Act of 1970 where reporting is detailed in Section 8.
Where regulations set out minimum reporting timelines for specified injuries, dangerous occurrences and occupational diseases, an effective safety reporting process is critical to ensure that these issues are captured and reported in the statutory timescales.
Kianda software is easily tailored to meet specific laws and regulations, and readily adaptable to any changes in legislation as they occur.
An example of an incident report required by these regulations would be if a scaffolding collapsed in Ireland, which must be reported to the Health and Safety Authority in ten days, or risk prosecution. In the U.K., an incident such as this would need to be reported immediately.
Inefficiencies and inaccuracy in safety reporting can be fatal.
“Construction workers engage in many activities that may expose them to hazards, such as falling from a height, unguarded machinery or being struck by construction equipment”
In order to reduce the number of accidents in the work-place, incident reporting should be prioritized and consistent with every incident.
Fatalities must be reported and even near-misses so that workers can implement different and new methods to reduce to likelihood of an accident in the future.
If you don’t report a reportable occurrence to the appropriate health and safety enforcement agency, there can often be a custodial prison sentence for the responsible person, or persons and a large fine for the business.
Learning from incidents reduces the risk of recurrence (and the severity if they do reoccur) and is key to keeping workers safe and incident free. This in turn contributes to keeping a business profitable and successful.
Why use digital workflows to manage incident reporting?
Digital workflow software can be used to implement incident reporting forms. An online form is used to simplify the reporting of incidents, provide visibility of incidents to management and provide key metrics related to the number of near misses and incidents.
It should also collect information about why incidents may have happened and suggested actions on how to prevent recurrence.
Effective use of an incident reporting form can reduce the time it takes for people to report incidents, reduce additional paperwork and track actions that have been identified to prevent incidents recurring.
It also allows for a high standard of quality control by setting mandatory fields for data input.
Management information and monitoring
Management can view weekly, monthly and yearly overviews of performance via dashboards. This means that decisions can be targeted at reducing the risk of future incidents.
There is also a track record of the steps that have been taken, to help demonstrate a company’s commitment and efforts to improve their health and safety record.
By reviewing health and safety performance, lessons can be learned and shared through several mediums, such as additional training, toolbox talks, changes to construction methodology, purchase of new equipment, or a review of approved sub-contractors.
Implementing effective construction incident systems
The end users of the system must be considered when implementing the systems, as well as those in the management chain. Barriers to reporting should be minimised, so employees should be trained and able to submit forms online or offline and capture data from the incident easily (such as pictures from a smart phone or tablet).
Effective incident reporting systems also have a focus on near miss reporting and good practices. Near misses are useful for looking at close calls where someone has been lucky and putting steps in place to ensure that luck does not play a part in people’s future safety.
An example of an incident report that involves pro-active management is good practices. Good practices look at what is going well and provide feedback to the teams to improve morale and belief in health and safety, whilst also allowing for these good practices to be distributed to other teams.
Kianda is a software platform that allows companies like yours to automate and streamline business processes such as incident reporting via easily built online forms and workflows.
Employers spend a lot of resources on recruiting the right talent but not enough on employee onboarding and induction. Over 20% of staffing turnover that companies suffer occurs in the first 45 days. Imagine the cost of recruiting, training and breaking in a new worker only to have to hire another one two months later. It means that when you don’t invest in an employee retention strategy your company can incur significant monetary losses by year-end.
HR employee onboarding process should be integrated into the recruitment plan.
Onboarding and induction are designed to minimise this risk by improving the competency, productivity and satisfaction of workers. This process is an opportunity to sell your organisation to an employee. It is why HR employee onboarding process should be integrated into the recruitment plan.
Construction sector is no different than any other sector. Companies in construction deal with people from professional employees to workers in the skilled labour trades. Onboarding of employees serves as a starting point to introduce a culture of the organisation. Trying to keep key employees has always been vital to the long-term success . Especially for construction sector not only onboarding but also properly managed and monitored induction is vital.
Employees without proper health and safety inductions tend to have a higher tendency for negligence to regulations.
Moreover, these workers are also prone to injuries and fatalities because of misinformation to properly deal with hazards in the workplace. Onboarding and induction processes ensure workers are fully informed about the organization and are aware of their responsibilities.
Technology and Onboarding
Over the years, technology changed how construction companies conduct their employee onboarding. The availability of the internet, for example, has changed how people communicate. People also have easy access to information.
Relationships are easy to manage now, and that is part of a great induction process. Digital construction onboarding relies on software and other tools to assist in the different elements.
The digitalisation of the employee onboarding process comes with certain benefits like cost-efficiency, reliability and speed.
Companies in the construction sector that lag on their employee induction process should understand the various benefits that it offers so that they can capitalise.
Initial experience that an employee has about your company is vital. It shapes how workers perceive their stay in the organisation. How you handle employees during the induction process will determine if they stick with you or not. A construction or engineering company can use onboarding to set up the foundation on which employees will develop their careers.
A rewarding onboarding and employee induction process should strive to mentor, educate and support individuals. Employees should see that their employer is interested in them as individuals, not only as resources to help achieve the bottom line.
Workers should have the fundamental basics of the duties that they are supposed to carry out. They must also know the company culture to make it easy to them to acclimate. All these elements contribute to a strong foundation that will give an employer confidence.
The construction sector has many health and safety requirements that employees have to meet. When bringing in new people for a project, a supervisor or project leader must ensure that each member is up to date on the latest safety standards.
The building industry has some of the biggest numbers of workplace injuries. Some of the accidents can be fatal. Failure to observe safety standards can cost a company millions in injuries and lawsuits. A good way to prevent that is to provide proper training and information for every work. Employee induction is one of the HR processes that offer this.
You can implement a digital onboarding and induction application in your business that helps workers learn different aspects such as project processes, equipment handling and safety protocols. Digital onboarding makes it easy for a company to track what employees are learning and prevent some things from falling through the cracks.
The expenses that come with the onboarding process is one reason a number of building companies don’t bother investing in it. Establishing training programs for different new hires and offering them the right resources can be expensive, especially for small enterprises. However, business process automation comes with enticing cost savings that make the investment worth it.
Unlike physical onboarding, you don’t have to rent training space, hire trainers or travel to remote locations to get the required information. Recruits can get when what they need from anywhere they are. Another way you reduce costs is by improving employee retention rate. A well thought-out employee onboarding process will help keep your workers loyal, which means you don’t lose money on recruiting new hires every few months.
Save Time and Boost Production
Business process automation means reduced paperwork for your staff. Admin tasks that several different departments are required to take action before a new hire can start can all be digitalised. This aims to transform paper forms, questionnaires to digital forms with automated notifications. This will enable better management for the entire process from pre-employment, onboarding to induction stages.
Onboarding alone requires employees to fill different forms that can take time when doing it the old-fashioned way. Digitally managed process saves time by making these available to employees anytime and anywhere.
Besides the paperless forms, the staff doesn’t have to travel for the induction procedure, and that saves time. The less time that workers spend on the onboarding process, the more time they have to dedicate to other duties. Time savings lead to enhanced productivity, particularly for a workforce that knows how to capitalise on every available opportunity.
Companies with poor retention rate lose a lot of time. Calculate the time it takes to recruit the right candidates for certain positions then train them. Imagine losing even a single employee after investing that time. The HR employee onboarding process, when done right, saves you this time wastage.
Reaching Workers Anywhere
Technological advances have allowed building companies to have projects across different regions. With digital onboarding, an enterprise can easily get to employees who are far away. Just because you have remote workers a thousand miles away doesn’t mean that they have to travel to the headquarters for induction or you have to incur extras costs to train them from where they are.
All workers will have access to the same quality of training.
Onboarding software allows regional and global enterprises to give their employees the training and support that they require. You only need the necessary devices for remote workers and employees in different parts of the globe to access the same material. Digital process automation ensures that you can give your company flexibility without letting some elements suffer. All workers will have access to the same quality of training.
Customisation of Induction Procedures
Enterprises have an easy time customising onboarding programs when using specialised software. Workers at a building company have wildly varying roles, which means that the induction processes are not always the same. Workplace-specific induction is a mandatory requirement in the building sector.
A company can go further and offer task-specific onboarding. For instance, employees at a site who have to work at heights might receive training on the use of fall arrest equipment. The engineering department can have different onboarding from the contractors. The advantage of this is that project leaders, managers and supervisors don’t have to spend time onboarding staff members for roles that don’t apply to them.
Employees should be able to keep up with the dynamic times in which they work. Various elements in the building sector change with time. One day a worker is using this machine, and next month a different type comes around. Digital employee onboarding makes it possible for an organisation to provide continuous learning to its people.
Onboarding is not a clear cut process and, therefore, some aspects will evolve with time. With technology, you can ensure that your company doesn’t miss any steps as it grows. You can reduce the risk of your employees getting left behind as other building businesses leverage evolving technologies. Besides making your company safe, you get to build its reputation. A company that is always updated in its business operations is attractive to employees and clients.
Onboarding is one of the HR processes that can shape or break your company. The induction procedure lets an enterprise show its support to employees through training, mentorship and education. Digital employee onboarding allows you to do this excellently.
If you would like to find out about how we help companies in construction sector to enhance their employee onboarding and induction procedures please get in touch with us: email@example.com
AUTHOR: Derya Sousa COO of Kianda Technologies
Helping companies to build custom business applications rapidly with no-code digital process automation platform Kianda.
ABOUT KIANDA: 5* rated, award winning, digital process automation and business application delivery platform for a greater control and agility. 10 times faster implementation with NO-CODE automation software.
A recent Forrester report shows that 22% of companies haven’t begun their digital transformation journey.
These organisations still use traditional methods to meet their business goals. As a result, they face many challenges and they get average results in their operations.
If you are one of them, not to worry. There are simple and small steps you can take to start your journey slowly but steadily.
Organisations who have realised the importance of digital business have started to embrace digital transformation. They’ve invested in business technologies that create value for customers and transform their businesses. They take different approaches to accomplish their digital transformation goals.
Some struggle and some succeed during their journey… However there are two important things I can’t highlight enough from my years of experience. These are:
1) Success ratio is a lot higher when companies start their digital journey with SMALL STEPS
2) It will be a waste of time and money if people don’t EMBRACE THE CHANGE
New technologies that are agile, easy to use and that can adapt to companies changing needs are the ones to look for. Digital Process Automation technologies are what I will be talking about. This is one of the core concepts of Digital Transformation.
But what is digital process automation? Why are we so interested in this?
Well, to find that out all the ins and outs of it, let’s start with the basic concept of it.
What is Digital Process Automation?
In easy words, transforming a business process into its optimised digital version is called Digital Process Automation.
As an example, take a simple approval process. To handle this, perhaps you use papers in folders that are kept in the shelves or perhaps you do manual entries into an excel spreadsheets when someone approves via email.
Digital version of this is a business application that is made of forms where users can access from anywhere to interact and consult information. The approval flow happens on a single place. It is managed via end-to-end automation with reminder notifications and reporting dashboards.
The difference between two versions of the same process is that digital one brings efficiency and most importantly consistency to the process. It gives easy insights to the data and eliminates the errors. Overall it provides better user experience with online forms, automated reminders and so on.
Some of the digital transformation initiatives that digital process automation covers are: using technology to solve existing business challenges, integration of new technology into company processes and transitioning from a non-digital business into a digital one.
In other words, this is an evolution of business process management (BPM). While managing business processes introducing integrated automation to optimize and digitalise processes from start to end.
Digital process automation solutions generally provide software platforms under the concept of integrated automation that not only focuses on Technology but also People and Process.
Most employees waste a lot of time searching for data. Sometimes to answer a simple query, they have to consult multiple systems. They are not given any other option rather than using emails to manage basic customer queries.
All of these can easily cause bad reputation, data loss and long resolution times. This drags down the productivity and companies miss out on valuable business opportunities.
A digital process automation technology helps companies to transition into a Digital Workplace by helping teams collaborate in a single place. It centralises the data for internal and external processes. Frees employees’ time to do more valuable work by simply removing repetitive boring tasks.
Some of you might be concerned about the investment you might have already done for your IT systems up until today. The good thing is that you don’t have to give up everything you have invested to start improving things.
There are ways to make legacy technology agile to make it easier to adapt to the coming changes. Most of the new technologies can integrate to your IT systems so that you can syncronise your existing users and data.
In addition, there are low-code and no-code platforms that you can opt for. They are here to lower the costs and enable faster application delivery.
Low-code or no-code concept is not only considered for cost reduction. It is for empowering users and accelerating digital transformation journey.
What are the core features of Digital Process Automation?
In today’s digital world, customers are forcing businesses to become more mobile and agile. Businesses must rapidly experiment new technologies to meet consumer demand and stay ahead of competition. With these trends, the following factors have become central features of digital businesses:
– Restructuring process workflows
– Automating and streamlining existing business processes
– Focus on data-driven processes
– Focus on the customer experience
Where to use Digital Process Automation?
This is something that I have been asked many times. Where can I use a process automation technology?
Well you can use it in several places. It can be for delivering any business applications that require interaction of people, systems and processes.
Examples of digital business processes are:
HR processes to manage onboarding, appraisals, holiday approvals, employee requests;
IT processes such as helpdesk tickets, asset requests, change management;
Finance processes such as budget approvals, project approvals and so on…
The important thing here is to define one area that needs your immediate attention due to the challenges you might be facing. Start with that to experiment new technologies… Map out how it is done currently. How you would like it to improve.
Two main reasons behind companies process improvement efforts are firstly cost reduction and secondly improve worker productivity according to a Forrester survey.
It is important to highlight here again that user friendly process development platforms that don’t require extensive technical knowledge can bring you a lot more benefits than the ones that require outsourcing of developers.
They can help you reduce costs significantly by fast delivering applications. Also engaging your team, keeping knowledge in-house to maintain your business applications will help improve workforce productivity.
It is also worth telling that digital business can always help grow a business. The marketplace is constantly evolving and the competition is getting harder and harder. Many businesses cannot expand just because they lack digital initiatives.
If you haven’t started your digital journey yet or have started but not satisfied, it is time to start looking at new technologies to help you boost your business.
ABOUT KIANDA: 5* rated, award winning, digital process automation and business application delivery platform for a greater control and agility. 10 times faster implementation with NO-CODE automation software.
We had a great time sponsoring in the European SharePoint Conference this year in Copenhagen. We met our customers, partners and had interesting talks about how empowering no-code solutions can be with many people from around Europe.
“It was the first time Kianda has entered to this competition and we are delighted to win such a prestigious award.” says Osvaldo Sousa – Co-founder of Kianda Technologies.
The prestigious black-tie Gala Awards Presentation Evening this year took place in the Crowne Plaza Dublin Airport in Santry on Friday, 9th November 2018. The event was sponsored by Fingal County Council and hosted by RTÉ’s Marty Whelan.
The Best Start Up/New Business award was open to entrants who could show how their start up/new business has been successfully established within the last 2 years. The judges were looking for evidence of strategically planned growth, clear vision for the future and current measurable achievement.
“Kianda identified a need to make digitalisation simple for businesses and have developed key points of differentiation to make them stand out in a space that is cluttered with bigger competitors. Resilience and commitment secured them significant contracts with two large corporations in Ireland. There is a strong plan on place for a sustainable future.” Judges from the competition.
Fingal Dublin Chamber organises this event every year to create awareness of, and highlight business excellence across all business sectors, private, public and charity within the Fingal Dublin Chamber region for their accomplishments in Business Excellence and Corporate Social Responsibility.
Digital Transformation in Construction and Engineering
Construction and Engineering industries are changing at a rapid pace. They experience a significant digital transformation in several areas.
Digitizing business processes is one of the areas that is expected to support companies in enhancing their processes and decreasing costs.
Technology driven innovation for construction has been delivering real benefits to the industry in the recent years.
And there is no doubt that the companies who adopt the latest technologies, software innovations, equipment and business process automation will be more likely to succeed.
Digital Process Automation solutions are technologies that help companies to run their operations smoothly. They minimize manual and time-consuming tasks with streamlined processes that reduce operating costs.
In a simple way, they provide ways to build online forms and automate workflows to handle certain actions such as capturing data, task assignments and scheduling notifications. This applies to any business process that is required to be digitized.
What’s in it for you?
As an example, you can have more time to spend on your valuable commercial relationships rather than chasing after manual project approval processes. Therefore, you can focus more on revenue generating activities.
Time-sensitive key commercial decisions should not be delayed due to inefficient communications
Today many organisations still use excel and email communications to manage their processes such as Bid Proposals and Contract Management. They store data in spreadsheets, print and approve manually and communicate via email.
This is mainly due to the lack of technical staff or amount of time that is required to digitize such processes. This laborious process can cost companies a lot of time and money when they grow beyond a small sized company.
Especially when companies are dealing with business-critical bid proposals or contracts. Time-sensitive commercial decisions should not be delayed due to manual processes and inefficient communications channels.
Most importantly, no company can ignore possible losses that can be caused by risk and error-prone manual processes.
Certainly, the level of transparency and efficiency that can be achieved via process automation software is significant. An online approval process can eliminate inefficiencies and become the central point for approval tasks and decision making.
New technologies can easily transform any manual processes from paper to digital.
Using new technologies to automate construction processes have many benefits in the long term. This is because they can easily transform manual processes from paper to digital. As a result companies generate less paper, manage their processes online and become more efficient.
Everyday chaos caused by piles of paper and manual work in the office or on the construction site can be minimized significantly.
What are the real benefits of digital process automation for construction?
Key business decisions can be made more efficiently and without any delays.
Digital documents / online processes are easier to track and manage.
Admin tasks can be automated, more work can be completed on time and budget.
Better project and data management.
Collaboration becomes easier between people involved in the workflow regardless of where they are.
Higher visibility of the progress and easier analytical reporting.
Construction processes such as:
Approval to start a project
Employee onboarding and induction
or simply sending automatic notifications on-the-go can all be digitized and improved. In addition, allowing web and mobile access to staff from any location becomes more important for companies with remote workers across different locations.
Clear understanding of company performance
Moreover, process automation solutions bring a very clear understanding of the performance of a company via detailed analytics and reports through customizable dashboards. These dashboards can be tailored based on each department’s requirements, helping them with their productivity.
Easy project management for construction
For instance, all necessary information about a project, communications between people involved in the process and live monitoring can be centralized in a single place. Even more, this can be made accessible online or offline from anywhere and any device.
Finally, new technologies are here to help organisations to spot bottlenecks faster, make decisions on time and operate efficiently.
Business process automation solutions can help construction companies to bring quality and standardize processes. Ultimately help them to increase their competitive advantage in business.