Geia Food automates supplier audits and certificate retrieval

3. jan 2022

The desire for greater efficiency in everyday life was the reason for automating the supplier management process. Today, the entire Microsoft 365 toolbox is in play for ongoing optimization.

The Danish enterprise Geia Food develops and delivers food concepts to retail customers throughout Scandinavia. Geia Food’s network of food suppliers is extensive, and there are requirements for comprehensive documentation and high security from both authorities and customers.

As part of the company’s BSE certification, Geia Food needs to conduct ongoing supplier audits. In addition, there is a need to have an overview of suppliers easily and quickly.

FACT BOX

Supplier management from digitalworkspace365: Automated supplier audits with reference works, questionnaires & certificate management.
Standard tool in Microsoft 365: Configured in WorkPoint 365, Microsoft 365 (SharePoint Online), and the Microsoft Power platform.
100% ownership of own data: The business application is hosted in Microsoft Azure, and data is stored in the customer’s own SharePoint Online tenant.
Fully scalable: Supplier management is operated in the Microsoft Cloud.
Easy access: The tool can be accessed from a PC, tablet, or mobile phone.
Single sign-on: Easy and secure access control with Microsoft Authorization.

“We have much more work to do, both on our own and with the help of digitalworkspace365. The people at digitalworkspace365 know the Microsoft 365 platform inside out, and they have really opened my eyes to the many possibilities.”

“Everything is digital, and we can easily get an overview of all our suppliers because we can quickly retrieve the information.”

– Daniel Olesen, IT Manager, Geia Food

Time-consuming information gathering

Previously, Geia Food collected supplier information via Word documents, which were sent to the +300 suppliers in more than 25 countries. On a single supplier, it could result in up to 20 emails back and forth before all details were correct. Incorrectly or incompletely filled cells and other types of misunderstandings made the process time-consuming because the numerous opportunities for errors required follow-up.

Data was also difficult to access, which made it difficult to have a comprehensive overview of the suppliers. An overview that is necessary for Geia Food to quickly meet specific requirements from customers regarding the nature of the food, delivery methods, and similar factors. Geia Food’s quality department, in particular, was challenged by the “manual” solution, and the time was ripe for a better, automated, and more dynamic setup.

Comprehensive change in all areas

In collaboration with digitalworkspace365, Geia Food decided on a solution that combines a supplier portal based on WorkPoint 365 and a questionnaire for suppliers created using Power Apps. The path to the streamlined setup has required adjustment and adaptation.

“Several of our suppliers are small independent ones, quite old-school. All attachments are on paper, and new technology is uninteresting to them. For a small fisherman in a Norwegian village, it can be a challenge to report digitally, but with persistent effort, good help, and cooperation, it has been successful. Digital reporting is a requirement to deliver to Geia Food, and gradually everyone is joining,” says Daniel Olesen, IT Manager at Geia Food.

Correct supplier data in the system

Today, many of the key steps in a supplier audit are automated. When it’s time for a new audit, the system automatically sends an email to the specific supplier, who logs in and fills out the questionnaire that includes all the information previously collected in the Word document. Wasting time with emails and documents is a thing of the past.

“The form cannot be submitted until all information is in place. That means we get comprehensive data from the start, and the quality department saves a lot of time. Afterwards, we can easily get an overview and retrieve the information we need,” says Daniel Olesen.

Collective overview of suppliers

The overview of suppliers is much greater today, where the WorkPoint 365-based supplier portal makes it easy to access data. The ability to search for specific conditions among suppliers means, for instance, that Geia Food can quickly get an overview of which suppliers are affected when there are changed requirements from one of Geia Food’s customers.

“Everything is digital, and we can easily go in and get an overview of all our suppliers because we can quickly retrieve the information,” explains Daniel Olesen.

Online evaluation of suppliers also makes it easier for Geia Food to quickly identify and provide feedback if there are specific challenges in an area. This gives the supplier the opportunity to adjust the conditions to meet the expectations of retail customers regarding quality, production conditions, palletization, and other factors.

Power Apps is part of the plans for the future

At Geia Food, there are many plans for how the supplier portal should be developed over time. Product registration and extended supplier evaluation are the next tasks on the list, and skills in Power Apps weigh heavily when recruiting new employees.

Challenge

A system based on Word and email correspondence made it time-consuming for Geia Food to gather detailed information about suppliers. There was a need for dynamic data collection, streamlined processes, and an overview of supplier data.

Solution

Microsoft 365 is the foundation for a solution that collects and maintains data through a questionnaire in Power Apps, which is easily accessible on the comprehensive supplier portal built in WorkPoint 365 on top of SharePoint Online.

Result

Wasting time with emails and documents back and forth is eliminated because the questionnaire guides the suppliers to enter the correct information once and for all. At the same time, Geia Food can easily fulfill customer requirements with a quick overview of supplier specifications.