Superior Farms
- EcoDocs

Digitizing Quality Management Processes To Avoid Compliance Deviations

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Problem

Superior Farms wanted to improve operational efficiencies by eliminating paper-based forms as it was time-consuming, not actionable and delayed incident reporting that risked compliance deviations

Need

They needed a digital solution that could help them acquire, organize, monitor and use day-to-day records to ensure USDA standards compliance from their desks & smart devices.

Solution

The web and iPad application automated & digitized paper-based forms to save time and take preventive measures to violations. Superior Farms can have consolidated view of tasks and performance in real time.
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About

Superior Farms

A renowned market leader in the meatpacking industry with more than 1000 family ranch partners, Superior Farms is a lamb processing plant spread across four locations in the United States. Having recently unveiled the “greenest” lamb plant in the United States, it is known for being extremely vigilant about animal welfare, managing data efficiently, and maintaining traceability.

Understanding the Challenge

Manual Processes Causing Inefficiencies

With ever-growing business, manual processes became challenging for Superior Farms. Paper-based records were becoming increasingly difficult to manage, track, and maintain. This is because of several reasons:

  • Workers found it difficult to manage processes using paper-based forms, and there were higher chances of human error.
  • Managers had to conduct, track, and maintain daily, weekly, monthly, and annual tasks manually, which wasted a lot of time.
  • Reviews such as record reviews, and pre-shipment reviews were taking too much time and effort. This made decision-making extremely slow.
  • If a USDA compliance officer asked to see submitted tasks or reviews, the process would be long and cumbersome because QC techs would have to dig into old paper-based data to find records.
  • It was difficult to track violations because of manual processes.
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Why Digital Transformation is
Important?

Successful meat producers and processors in the 21st century need to be extremely productive, efficient, and resilient if they are to stand the test of digital, the data driven, revolution in the sector. It plays a pivotal role in driving optimum outcomes by controlling and managing data across the value chain.
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Enhanced Efficiency

Digital transformation facilitates the automation of workflow processes that help optimize internal workflows in an organization.

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Streamlined Data Management

With the use of automated data management tools KPIs can be tracked effectively for proactive decision making.

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Increased Productivity

Digital transformation helps increase employee engagement by forming a collaborative work environment.

Building The Solution

Automating Work Orders and Digitizing Workflows

Folio3 helped eliminate the paper-based processes and digitized the whole process and system for the client. The digital transformation not only helped save time, but also solved the data accuracy and transparency issues. The solution centered around digitizing their location, quality, and compliance management with USDA regulations.

Our Approach

  • Understanding The User Journey

    First, we identified the challenges being faced by the client. We dissected the problems, prioritized them, and identified the critical parts. We created user personas and identified the pain points for each persona.
  • Building Wireframes & Designs

    Since we mutually decided to customize an existing product, we built wireframes for the additional features and got them approved before creating designs.
  • Customizing The Existing Solution

    Our developers then incorporated the additional requirements of the client into the solution with the help of the wireframes and designs.
  • Deployment & Training

    After synchronizing and integrating the solution with the client’s data and requirements, the solution was implemented and training was offered, so the team could leverage it to the fullest.

The Solution

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Form Automation & Digitization

More than 300 forms were digitized so that relevant tasks could be automated, scheduled, and assigned to relevant QC techs and production supervisors.

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Compliance Related Documentation

All the documentation including program manuals as well as SOP-related documents were digitized and linked separately to relevant task forms to help compliance and violation management.

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Department Configuration

All five departments such as Animal Welfare, Fabrication, Case Ready, Shipping, and Receiving were configured separately so that department-wise performance can be managed and maintained.

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Location Configuration

Four different locations were set up with separate user management for each location. The forms were divided and organized by location, which helped the client in sorting the data by date as well as location.

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Missed Task Management

If a task is missed, it instantly appears on the dashboard of the manager concerned and helps him identify why it was missed and whether any corrective action needs to be taken. This helps the manager save time and manage tasks in a better way.

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Preventive & Corrective Measures

Preventive and corrective measures were automated. A rule-based violation management option was introduced, whereby they could set different rules for different situations. This helped the client be more proactive.

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Active Directory Integration

Enhanced the user experience with the help of active directory integration. This minimized the effort of remembering passwords.

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Digitized Reviews

Record reviews, pre-shipment reviews, and direct observations were all customized and set to automated scheduling, ensuring that none of them were missed and that a history of all reviews is maintained.

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Compliance Management

USDA resources are given their own account on the web application, and they can log in and keep a check according to their schedule. This reduces interaction and saves time.

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Offline Support

The mobile application was designed with offline support so that workers could still submit their tasks, and they would simply get synchronized later when internet connectivity was available.

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The Resulting Transformation

Increased Productivity & Efficiency

Folio3 automated the entire process for the client and facilitated them in the management and tracking of their daily tasks. Tasks were scheduled automatically, which helped them comply with the standard procedures. All four locations were configured, and the entire process was streamlined by location and user roles, which helped them organize their workflow.

19000 forms have been filled out in just the first three months of implementation out of the 300 forms that were digitized, which means 19000 tasks have been completed and documented.

The client has witnessed increased productivity and efficiency. Tasks are not missed, and workers can concentrate more on the task rather than juggling paper-based forms.

Quality control managers and technicians have the option to use desktops or iPads to view and submit tasks, which offers them convenience.
Digitizing the system has greatly minimized human errors as well as the number of violations.
There is increased transparency in the entire process. The directors and management heads have access to data for all locations, and they are able to review it in real-time.

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Who We Have Worked With

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Boehringer Ingelheim
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