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.

“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,” concludes Daniel Olesen.

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Being responsible for electricity and plumbing in up to 750 construction projects per year, the Danish enterprise Uggerly Installation needs constant overview and assurance that materials and manpower are in the right place at the right time. And that’s what they have today, where all processes are supported by automated flows and digital tools.

High complexity in daily operations – Project managemengt

Tight schedules combined with important material deliveries and ensuring that there are people to perform the job is a vulnerable combination. There was no room for getting lost in one of the often 7-8 spreadsheets per construction project or overlooking important changes. Fortunately, that’s exactly the kind of thing you can digitize yourself out of, and that’s exactly what Uggerly Installation chose to do.

Project management and digitalization made it simple

After a thorough market analysis, Uggerly Installation chose WorkPoint 365 as the primary document and case management system that will serve as the engine in their digital solution. In collaboration with digitalworkspace365, they built the foundation that will ensure simplicity and overview in their everyday operations.

“We began by mapping all our processes and the different roles involved. Based on that, the architecture was created. We chose to build our document, case, and project management in WorkPoint 365. WorkPoint 365 is the backend on top of SharePoint forms, while WorkPoint Express bridges our activities from SharePoint to Microsoft 365,” says Michael Seerup, Administration Manager at Uggerly Installation.

Supporting business goals with project management

A successful digitalization is not just a matter of finding the right supplier. A significant part of the responsibility rests on the company’s own engagement, and Michael Seerup has taken on the task. He continuously explores the possibilities and develops the tool to make everyday life easier for the employees and to support the business goals.

For instance, he has used Power Apps to build customized apps tailored to the needs of the field staff.

“Our employees can order all plumbing and electronic components on their phones and file them directly on the case,” says Michael Seerup.

Project management and digitalization have improved collaboration

Digitalization means that Uggerly Installation has improved collaboration both internally and with their primary partner, HusCompagniet. At the same time, the dependency on individuals has been significantly reduced since all information is available to everyone, anytime and anywhere.

Digital ambitions with project management

Now that the digital journey has begun, Uggerly Installation will continuously develop and optimize the solution to always support the business. The next step is to supplement with an HR tool, so that the administrative tasks surrounding the workforce also receive a digital boost.

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