Managing Quality Control Through an Effective Corrective Action Plan

Quality control corrective action plan
Quality control corrective action plan

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.

Quality control procedure
Quality control procedure

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?

Benefits of digital CAPA workflow
Benefits of digital CAPA workflow

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.

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

Corrective action plan process
Corrective action plan process

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.

Quality audit process
Quality audit process

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!

Start your free trial

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.

Digital incident reporting in construction can save lives

Digital construction

Digital construction

Digital advances in the construction industry

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.

incident reporting system
Incident reporting system

Identifying Trends

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.

Penalties

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.

incident reporting software
Incident reporting software

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).

Software for construction processes
Software for construction processes

Good practices

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.

Start your free trial today at www.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.

RELATED ARTICLES:

https://www.kianda.com/blog/2019/06/19/digital-employee-onboarding-induction-for-construction/

https://www.kianda.com/blog/2018/11/06/benefits-of-digital-process-automation-in-construction/

https://www.kianda.com/blog/2019/05/29/according-to-forrester-report-22-of-companies-havent-begun-their-digital-transformation-are-you-one-of-them/

Why you should embrace digital employee onboarding and induction in construction

Digital Construction Onboarding Induction
Digital Onboarding and Induction for Construction

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.

Concrete Foundations

Construction BPM Software

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.

Enhance Safety

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.

Reduce Costs

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.

Construction Workflow Software.png
Construction Workflow Software

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

Digital Construction Process
Digital Construction Process

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.

Software for construction processes
Software for construction processes

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.

Continuous Learning

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: discover@kianda.com

Digital Construction Software
Digital Construction Process Automation

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.

START YOUR FREE KIANDA TRIAL TODAY!

 

Digital Construction Process Automation

Digital Construction
Digital Construction

CIF Digital Construction Summit 2019

We look forward to sponsoring in CIF Digital Construction Summit 2019 in  Dublin, 13th June. Come and talk to us to discover how Kianda can help you accelerate your digital construction journey with process automation.

DIGITAL… THE END OF CONSTRUCTION AS WE KNOW IT?

CIF Digicon 2019 will bring together developers, planners, architects, engineers, contractors,  and other key stakeholders in the construction industry to explore best strategies and solutions to embrace digital transformation focused on the road to Construction 4.0.

Kianda is a digital process automation platform helping companies easily automate and manage their business processes through digital forms and workflows.

Related Articles:

Case Study – Mercury Engineering Streamlines Project Approval with Kianda Forms and Workflows

 

How Construction Industry Can Benefit From Digital Process Automation

According to Forrester report 22% of companies haven’t begun their digital transformation. Are you one of them?

 

According to Forrester report 22% of companies haven’t begun their digital transformation. Are you one of them?

Osvaldo Sousa - Kianda Technologies
Osvaldo Sousa – Kianda Technologies

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, 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.

Workflow management
Process management

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 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, features below 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;

Quality processes for incident management, corrective action plans, inspections, document generation;

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.

Digital Process Automation ReasonsChart
Source: Forrester’s Q1 2018 Digital Process Automation Survey

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.

Digital Process Automation
Award Winning Digital Process Automation Platform

AUTHOR: Osvaldo Sousa CEO of Kianda Technologies
Digital business process expert  & No-code Platform Innovator

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.

START YOUR FREE KIANDA TRIAL TODAY!

 

Kianda – Digital Process Automation Platform – sponsored in the European SharePoint Conference in Copenhagen

Workflow automation
Workflow automation

We had 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.

Thank you all who stopped by our stand and showed interest in Kianda – digital process automation and application delivery platform.

If you would like to know more about nocode process workflow automation and applications with Kianda contact us at info@kianda.com for a quick one-to-one demo.

How Construction Industry Can Benefit From Digital Process Automation

Kianda – Easy digital process automation for construction

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

manual process

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 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 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:

construction-process-automation

  • Approval to start a project
  • ESHQ Management
  • Incident Reporting
  • Bid Proposals
  • Document Control
  • Action plans 
  • Administrative tasks
  • 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.

process-management-engineering

Read Case Study: How Mercury Engineering streamlined project approval process, enhancing compliance and agility with Kianda forms and workflows.

Irish Engineering company introduced Kianda to simplify and improve their project approval process called “Authority Matrix”…

Learn more about digital process automation solution that can help you achieve greater outcomes, eliminate in-efficiencies for construction and engineering.

About Author:
Osvaldo Sousa – Digital process automation innovator with almost two decades of experience in information technologies. He is the CEO/Co-founder of Kianda Technologies.

Start your IT process optimisation with prebuilt workflow templates

IT process workflow management
IT process workflow management

Today’s IT departments are crucial for business continuity and efficiency in operations. They face countless issues raised by users on a daily basis. Dealing with these over and over again without any standard system, creates frustration and difficulties in tracking and communicating for any IT team.

Technology is here to help organisations to solve these challenges. However while adopting a new technology to help you, you should not be limited to what off-the-shelf solutions can offer.

Why does this matter?

Every organisation operates in its own way. Operations evolve as the company grows, people move across departments and requirements change due to the market changes. A technical solution you are adopting today should be able to evolve with you tomorrow.

IT departments who adopt to workflow automation, achieve efficiency, reduce workload and increase productivity to provide better service levels.

NO-CODE development solutions such as Kianda Forms and Workflows platform can allow you to transition in to Digital Business more effectively.  No-code means anyone in an organisation can build technical solutions without having the coding skills.

With easy-to-use development interface, any employee can help drive change, not just those with technical skills.

How can you actually use this?

Your team with or without coding skills, can build process automation and workflow applications meeting your organisation’s unique needs for IT processes such as IT Helpdesk, Asset management, Change request management, Incident management  and more. All integrated with your current systems.

That’s not all…

We have designed IT workflow templates to give you a hand when you are designing your own. But that’s not all.

Check out Kianda Template Store when you sign up. There is a lot more we believe you can use. These workflow templates will be a starting point for you to build great workflow solutions meeting your organisation’s unique requirements.

 

 

Travel Request Workflow Template

Travel request template

Any type of approval process that uses emails, spreadsheets is not efficient.  It causes lack of visibility and compliance. With workflow automation you will free-up valuable time and achieve efficiency. It is important to centralise and digitalise these type of requests to ensure there is visibility overall and avoid delays in the approval process. 

A travel request review and approval process is essential for every business. it is a procedure regularly used by organisations for their employees to request arrangements for a business trip. 

Travel-request

This template handles travel requests and approvals for employees. It allows selection from travel types such as flight/ferry/train/etc. The different travel types present differing information requirements, therefore form displays fields according to the user selection dynamically. Also approval process can easily be extended to have multiple approval levels depending on conditions such as the value, type of travel mode, reason for traveling etc.

Overall, template workflow starts with employee requesting for travel tickets and accommodation arrangements while providing purpose of the travel and passenger details. The travel department or HR review the request and make the necessary arrangements. 

In addition, the workflow can easily be expanded to allow employee travel document validation or adjust fields and settings based on employee’s profile.

When an employee starts a request, their profile including the passport details can be pre-populated based on the data stored in your IT systems.  Kianda system issues an alert notification to traveler if their passport has expired/is due to expire. When passport is expired system can flag to the travel team; and if required it can prevent submitting travel requests for flights.

Also, final cost reports by business unit, cost centre, department or individual can be achieved via reporting dashboards.

In addition, you can make this workflow visible to all employees whether they are in your IT systems are not. By using Kianda anonymous (public) forms you can share forms publicly and let your remote staff submit requests from anywhere.

Don’t forget to explore Kianda template store when you sign up and check out all other templates designed to help you to get started.

Get started with this template now!

Get the template

 

Purchase Order Approval Workflow Template

Pruchase Order Management

Purchase Order Approvals template can be used to control the purchasing of products and services from external suppliers. Optimisation of this process will allow you to maintain control over the entire purchasing process from requesting a PO to paying the supplier. Using manual  processes (like Excel, spreadsheets), may put your company finances at risk caused by lack of visibility and error-prone results. 

Automating this process is not only going to save you time, but also will help you to put a structure to your purchasing process to avoid unexpected expenditure and its disappointing results. You can include multiple layers of approvals based on a threshold so that high volume purchasing can be approved by multiple managers.

Template workflow starts with requester providing vendor information, prices and description with a couple of clicks and submitting for approval. Manager/s receive notification and approve request or deny based on the criteria provided.

In addition, this process includes supplier’s invoice payment step to allow end-to-end optimisation of Purchasing Process. When manager approves the purchase, supplier can be notified and their invoice or any other quote document can be stored in the workflow.  This triggers notifications to the Finance team to proceed with the payment according to the payment terms. agreed.

Don’t forget to explore Kianda template store when you sign up and check out all other templates designed to help you get started.

Get started with this template now!

Get the template

 

Change Request Management Workflow Template

Change request form template

Is your organisation managing change requests with emails, sheets and paper forms? Does it cause difficulties when tracking the requests, approvals, their status and storing this information online?

Digitising this process not only will save you time and paper but also will allow you to have full visibility of the process and collaborate in a more efficient way with your team.

A change request is a documented proposal for an alteration to any configuration item, product or a complete system. In project management, a change request regularly emerges when the customer needs an expansion or modification to the agreed-upon deliverables for a project.

In this template we gathered business rules, steps and fields that are commonly used in organisations when managing a change request workflow.

Someone who is documenting or reporting the procedure starts the request. A user or a group who is responsible for the approval of change request gets notified and decides whether Change Approval Board (CAB) meeting should be scheduled. Schedule, review and implementation are all managed step by step in the same workflow. Business rules and actions allow you to have a clear definition of your change strategy and risk assessment.

In addition, this template can be used together with IT Helpdesk Template. A ticket raised by an end user or a customer via IT Helpdesk workflow may require a change in a project or a system. In this case to facilitate the flow two processes can be connected together and let one process start after another depending on the outcome of the first one. And you can carry the information between processes.

Benefits of automating Change request management process are many:

  1. You will achieve faster deployment times and lower the risks associated with the changes.
  2. You will have a standard way of handling and storing the information related to the process.
  3. You will avoid unnecessary email communications, paper work.
  4. As a result digital process will bring productivity with faster resolution times and efficiency for auditing and reporting purposes.

Don’t forget to explore Kianda template store when you sign up and check out all other templates designed to help you get started.

Get started with this template now!

Get the template

 

Security Incident Management Process

Security-incident-management-dashboard

IT Security incidents can come with high costs and damages to an organisation who is not prepared for them.

In their simplest way, they can cause downtime, impact business productivity and damage the employee or customer experience. Security is only as effective as the response it generates.  An incident that is not responded to in a timely manner can expose your organisation to many issues.

Security Incident Reporting
Security Incident Reporting

When organisations implement right strategies to cope with these incidents, they achieve faster detection and investigation process. With a well-structured incident management process, even in critical and emergency situations organisations can achieve better results while minimizing possible damages.

By having a structured and formalised process in place to respond to internal and external information security incidents demonstrates that you are taking corporate and legal responsibilities seriously.  This positive security position ensures that your organisation can deal with security incidents quickly, efficiently and effectively.

5 Benefits of having a structured security incident reporting process:

  •  1) The rapid and accurate assessment of security incidents and the most appropriate response
  • 2)  Shortened recovery times to incidents
  • 3)  Minimised business disruption
  • 4)  Ensures that your organisation complies with local legal, regulatory and industry requirements
  • 5)  Accurate reporting and statistics to continuously improve the security of the information

Automating this process helps you to manage, record and analyse security warnings or incidents while giving you a clear view of the issues and how they are resolved.

The notification or identification that an information security incident is occurring can happen in many different ways. Two main of these are;

1) Automatically from specific devices such as an alert from a firewall, automatic review of system or security log files on network. These systems can then notify a mailbox. Kianda platform scans the mailbox and when there is an alert, platform starts the workflow automatically to notify required people and take certain actions.

2) Staff noticing unusual or suspicious activity on the computer system and raising an report via the Kianda platform. This flow starts with a staff raising a security incident when there is a risk of data or security. Following this, system immediately sends alerts to the responsible departments to act upon it. The reason of the incidents, threats or violations, can be distinguished by staff providing required details.

Management Dashboard that is provided with this application, provides you visibility of detailed analytics and reporting to aid tracking of the current issues in the system.

This workflow application is designed as a starting point for you to tailor it according to your organisation’s unique requirements.  Kianda provides a NO-CODE development interface, meaning if you do not have programming skills, you can still build spot-on solutions.

Don’t forget to explore Kianda App Store when you sign up and check out all other apps designed to help you get started.

Get started with this application now!

Get the app

 

IT Support / Helpdesk Template

IT Support Dashboard

Get started with IT Helpdesk Template right away!

Today’s IT departments face countless issues raised by users on a daily basis. They can be anything from “I forgot my password”, “My internet is slow”, “My computer is slow”, “Opps! I deleted my files” to “Can’t connect to printer”. Dealing with these over and over again without any standard system, creates frustration and difficulties in tracking and communicating for any IT team.

Technology is here to help organisations to solve these challenges. However while adopting a new technology to help you, you should not be limited to what off-the-shelf software solutions can offer. Every organisation operates in its own way. Operations evolve as the company grows, people move across departments and requirements change due to the market changes.

A solution you are adopting today should be able to evolve with you tomorrow… Grow when you grow and adjust to your current and future challenges.

IT helpdesk

We designed this IT support/helpdesk template to serve you as a starting point and saves you time. It simplifies end-user support with an automated workflow allowing teams to resolve helpdesk tickets quickly and efficiently by automating routine tasks and providing transparency. Reporting dashboard that comes with the template enables IT support team to track, prioritize support tickets in a queue and solve them rapidly.

This workflow template provides you a single platform to help, answer, track and solve problems of end-users. It can manage entire ticket life cycle, from capturing issue details to automating routine tasks and sending notifications. It can also handle integration to your current IT systems such as SharePoint, AD, 0365, Oracle to retrieve and syncronise information.

IT departments who adopt to workflow automation, achieve efficiency, reduce workload and increase productivity to provide better service levels.

Don’t forget to explore Kianda template store when you sign up and check out all other templates designed to help you get started.

Get started with this template now!

Get the template

 

Check out more IT workflow templates:
Change Request Management to keep IT all running smoothly
Security Incident Management for full control and visibility

Employee Onboarding Process Template

HR Employee onbaording dashboard - min

Get started with Employee Onboarding Process Template and Welcome new hires PAPERLESS!

Eliminate the need for paper rapidly by setting up your digital workflows for capturing new hire data, manager approvals and digital signatures.

This workflow template will help you effectively manage onboarding workflow and will allow team members and new hire to collaborate in a single place.

This template helps the HR team effectively coordinate the Employee onboarding process. It can integrate to your business applications.

Most importantly automated workflows with Kianda is in compliance with GDPR regulation as it reduces risks while handling sensitive data across different departments. You can also save candidate CVs for later audits and compliance purposes.

An employee must be aware of workplace rules, policies, procedure and it all can be managed from day one and beyond. Most of these tasks in any employee onboarding process are repeated for each new hire over and over again.

This gets more complicated and worrisome when you don’t have an easy solution available to automate some of these repetitive tasks. An automated process assures the step-by-step tasks are efficiently carried out and valuable time is not wasted.

“You don’t want to be one of those companies that is not prepared for the new hire and let them down in their first day”.


Employee onboarding template

This important process should not be time-consuming, should be more manageable and smoother.

The Kianda workflow template comes with an easy-to-manage and understand dashboard that provides an overview of the progress including how many requests have been completed, how many are in progress and what are the bottlenecks. Also, these Kianda dashboards are easy to customise to adapt your unique needs.

Workflow starts with HR capturing candidate details and Kianda updating current IT systems with these details and continues with assigning tasks to managers for approvals, IT team for providing devices and right access and so on.

It also can be expanded to send an anonymous form to the new hire to capture their digital signature for contracts (Kianda also provides easy integration to DocuSing) and capturing their information such as bank information before starting in the company.

Overall the workflow template contains forms assigned to each department or individuals involved in the process, facilitating the communications between team members and even the new hire, allowing them to interact, digitally sign and collaborate.

Don’t forget to explore Kianda template store when you sign up and check out all other HR templates designed to help you get started.

Get started with this template now!

Get the template

 


 

Check out more HR workflow templates:

Easy-to-manage Travel Request workflow template
Say goodbye to papers with Holiday Approval  workflow template
Employee performance review is not a hassle any more with Employee Appraisals workflow template 

 

 

Workflow automation software Kianda sponsors European SharePoint Conference – as featured in The Record Technology Magazine

Kianda BPMWe talked about our Kianda journey to date to The Record Technology Magazine and about our sponsorship in the upcoming European SharePoint Conference #ESPC18.

Workflow automation software Kianda was launched in 2017 in European SharePoint Conference in Dublin.

“We are thrilled that, since our launch last year, more than 5,000 enterprise users are now building cutting-edge digital process automation solutions across several industries using Kianda,” said Derya Sousa, the company’s co-founder and commercial director.

To read the full article click here Record Magazine

 

How to optimise Per Diem Management for Aviation

Aviation per diem management
Aviation per diem management

What is Per Diem anyway?

Per Diem means Per Day. It is also referred as daily allowance.

It is a particular measure of money an organisation provides for an individual, frequently a representative of the organisation, to cover everyday costs when travelling for work. A per diem can incorporate part or the majority of the costs acquired. Most companies pay the government rate, which is based on the cost of living in the location being visited.

In aviation, it is usually available to a pilot, flight attendant, crew member or office staff who are travelling for business. It is the reimbursement for his or her meals and incidental expenses. Every airline pays differently per diem rates.

Read – How an aviation company streamlined their HR and Finance processes

One method is employees request the actual cost of meals, lodging, and incidental travel costs may be deducted, subject to certain limitations, providing the invoices and receipts. The other method is the allowance method, which employee is only required to be able to prove where they were, and that they were travelling as a requirement of their work. Generally, in the aviation industry, most employees and independent contractors use the allowance.

How to optimise per diem management

A per diem request workflow designed with a process automation platform like Kianda Forms provides a single platform for flight personnel or office staff to make a request before or after they travel.

This automated process empowers personnel to do their per diem calculations and request as quickly and easily as possible. It is presented as a simple digital form where employees can consult what is available to them.

They can submit their request even when they are off-line during a flight.

Employees can easily reach the information they need and submit their requests without any delays or unnecessary email communications. Information related to the submissions can be stored in the company’s existing data systems so that this all can be tracked ensuring regulations and compliances.

If you are planning to streamline your organisation’s per diem management and eliminate the errors to bring consistency then talk to us.

Discover how Kianda Forms can allow you to achieve great results and take your operations to the next level within Aviation industry.

Kianda aims to streamline business process – as featured in The Irish Times

Kianda
Kianda

We are thrilled to be featured in The Irish Times Business today.  Our founders explained how Kianda differs from other BPM (Business Process Management) platforms and how it can bring in-house control to organisations over their IT solutions and help them bring efficiency in their operations.

“There is some debate as to whether Albert Einstein actually defined insanity as doing the same thing over and over and expecting a different result, but the sentiment certainly struck a chord with tech entrepreneur and software developer Osvaldo Sousa, who spent 17 years pounding the same ground building similar automated process solutions for different companies.

In July 2016 Sousa and his wife, Derya, (an IT consultant), decided to pool their skills and develop a solution that consigned this constant reinvention to history. They set up business process management and automation company Kianda, and have spent the last two years developing a cloud-based platform that enables users to easily build forms and workflows to streamline complex business operations.”

To read the full article click here Irish Times

 

 

See how automated workflows can help your organisation to improve workplace productivity

Kianda
Kianda

Repetitive tasks are the biggest motivation killers in workplaces. Who likes to do the same daily task, over and over again?

Motivation is the important element in ensuring productivity. When we are dealing with monotonous routines, we easily get bored and lose our enthusiasm to complete challenging tasks.

One effective way of motivating staff is through engagement. For better engagement and contribution their time needs to be freed to let them do more valuable work.

A workflow automation solution can bring productivity and efficiency to a workplace while eliminating repetitive, manual and paper-based tasks. It transforms manual operations to automated digital forms and workflows, cutting down the human error, increasing productivity and helping businesses to compete in this increasingly digital world. From simple to complex workflows can be automated with a few clicks.

This will allow staff to get more valuable work done and reduce the amount of time and money spent on unnecessary tasks.

 

Where you can benefit from automated workflows

Human Resources

If your HR department is dealing with paper-based documents, unnecessary phone calls and emails when a new hire starts, then it is a good time to start looking for a workflow automation solution that can eliminate unnecessary paperwork and repetitive tasks performed for each hire. In a way, this will allow you to cut down these manual tasks, let HR do their work and new hire be more welcomed when everything is well organised before they start.

Customer Services Solution

Customer Services

Take Customer Service department, agents spend more time on trying to access IT systems and ringing departments for resolutions than the time they spend on a call to help solve a customer problem. This is a common scenario that causes long waiting times. One of the most important aspects of customer services is time. Information must be easily accessible to agents so that they can answer customer queries in a rapid way.

An automation solution like Kianda can improve customer service operations by delivering one single platform to allow users to access information from multiple IT systems rapidly and log customer queries into the system while reducing waiting times.

With a streamlined process for handling customer queries and complaints, call centre staff can be more effective and productivity can be increases.

 

Marketing and Sales

Scenario for Marketing and Sales department is not too different. Workflow automation can improve the efficiency of marketing and sales teams. Marketing teams commonly use different applications to access the information needed to do their jobs for lead management, trade show materials, advertisements, website content approvals and more.

All of these tasks can be centralised on a single platform to enable full visibility and rapid outcomes, while making marketing sales operations move faster and easier.

It doesn’t matter whether you are a small business or a big one, if your employees are happy with their jobs, their productivity will increase, and that’s exactly what you need to help your business grow. Automated workflows diminish busywork, leaving the employee to tackle work that is most important to the job.

When it comes to achieving digital workplace goals, for the best results, sometimes the hardest thing is not choosing the right workflow automation solution, it is getting the solution to do what your business uniquely needs.

A process workflow automation solution like Kianda can adjust to your needs, giving you control over your IT solutions. It can bring productivity to a workplace while eliminating repetitive, and paper-based tasks. With Kianda’s NO-CODE workflow development approach, anyone in your organisation can easily develop IT solutions without technical expertise.

If you would like to learn more about Kianda, request your demo today.

Request a Demo 

Kianda BPM presented by Osvaldo Sousa won the pitching competition

Kianda

In the Shark Tank Pitching Competition, The LINC March 6th 2018

Kianda BPM presented by Osvaldo Sousa was the overall winner of the ‘In the Shark Tank’ pitching competition as part of Local Enterprise Week Fingal at the LINC Centre in IT Blanchardstown.

Start-up entrepreneurs faced up to the panel of business experts, the audience of entrepreneurs & the clock. They delivered impressive pitches & fielded a range of searching questions. This was followed by a Q&A session with the audience.

“Delighted to be the overall winner of the ‘In the shark tank’ pitching competition with our fast-growing technology Kianda BPM, as part of Local Enterprise Week 2018. commented Osvaldo.