"I imagine that our business is like many others where quality is a baked-in cost. You don't generate revenue from the quality department directly. So, we knew that making the business case for a QMS was going to be a little bit of a challenge, especially since we already had a piece of software. We needed to be prepared to answer questions like: why can't we just continue to use what we have? What are the opportunities to improve upon that? I would say that probably required the most effort, trying to make that business case why we needed to switch."
In our most recent webinar, we delved into the topic of purchasing software. For this engaging session, we invited Brad Crimin, IT Manager and previously Quality Manager at WL Plastics to share his experience. Together with host Nils Nugteren from AlisQI, Brad discussed how businesses can align IT and quality in their decision-making process. He also talked about lessons learned and challenges associated with choosing an integrated QMS.
This article summarizes the webinar's key topics. To view the session in full and access all the practical tips, sign up here.
Some manufacturers purchase a Quality Management System (QMS) to replace manual work and take the first step towards digitalization. Others see this as the next phase after digitalization; the software that allows them to leverage their data.
In the case of WL Plastics, Brad shares that as their organization expanded, their processes needed to be standardized and available into one system. Already past the digitization phase and with very good mature processes, the decision to purchase an integrated QMS solved the problem of scattered data. The quality department initiated the search for a QMS. But this quickly turned into a collaboration between quality and IT.
Having trialed multiple QMS platforms, Brad decided on AlisQI. "For us, the thing that pushed the AlisQI platform over the edge was when we identified early on that we could do more with the safety processes as well. Once we identified that and we tailored some of the demos to the different teams, that was really the main selling point - it was more than just quality. This could be a piece of software that could span a lot more of the business...This could be something that we could leverage across the world."
Making the business case for implementing a new Quality Management software was not an easy task - especially since the company was already using software. Brad recalls that showing AlisQI's potential beyond a single, siloed application exposed the limitations of the existing software and the need for a switch. The versatility of AlisQI also allowed them to achieve a broader business impact.
The tailored demonstrations helped in the evaluation process but also in determining requirements. The team at WL Plastics already knew the challenges that the existing software couldn't solve and that with the change, it was important to define as much as possible upfront. The takeaway from this was that flexibility is key. WL Plastics used an iterative approach that focused on implementing quick wins and adapting to changes rather than rigidly adhering to an initial grand plan.
Brad mentioned that while their initial objective was to focus on quality, early assessments indicated that the most immediate benefits would come from automating their safety processes. 100% of their key safety procedures are now integrated into AlisQI, covering incident recording, observations, and automated workflows. "For certain fields in our industry, we have what we call high potential incidents that require a certain type of investigation or follow up reporting. Anytime something is logged as a high potential, it (AlisQI) kicks off, other workflows, notifications, and action items."
On the quality side, managing incoming raw materials was a significant challenge due to a fragmented process involving SAP for ERP, and some offline management. A major improvement has been the successful transition of this process into AlisQI, providing complete end-to-end visibility. As a plastic pipe manufacturer, raw materials-delivered as plastic pellets via rail cars-can now be tracked from shipment to offloading and return. And while substantial progress has been made, particularly in raw material management, only around 70% of the quality processes have been fully developed. Further refinements are still needed to optimize processes, but the improvements so far have brought considerable value to the quality department.
Brad also added that all their 800 employees, spread across 10 manufacturing facilities in the United States have the ability to log in observations or incidents into the AlisQI system. About 100 unique people are using the QMS on a daily basis. "Once you get some of this stuff going and you get people working in these systems, they kind of have that aha moment that they can do more, right. So, we've done a lot more with our KPI reporting from safety. It's been very simple to do since we now have the data in a unified platform on the quality side."
Like any other project, switching to new software came with its challenges. The most unexpected one was the departure of some key personnel which created a significant knowledge gap and brought substantial delays.
Additionally, Brad mentioned the learning curve of using a new system. AlisQI was different than what the organization was used to. It was not an out-of-the-box piece of software that dictates direction but a system that could be molded to fit their business processes. "For us, it was the flexibility part and being able to design something that really captures the process to make it user friendly for our quality technicians, that I would say was the biggest deciding factor."
Brad also looked back at the lessons learned throughout this project and gave some examples of how an integrated QMS helped them close the gaps that came with implementation. He talked about getting the right people on the project team and the importance of testing early. Watch the full session of this Quality Talks episode to learn all about the recommendations and insights shared.
If you enjoyed this webinar, consider other presentations in this series. You can register for free and share your questions, recommendations, or suggestions on topics you'd like us to cover. We're excited to build a community and grow together in quality management!