Session Objectives. Inspections Completed to Manage Risk. Session Objectives. Risk Management Motivators

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1 Session Objectives Gain insight from the session on how mobile inspection systems can be used to reduce risk. Share ideas from experience in implementing mobile technology based systems. Present a comparison of paper-based systems and mobile inspection systems. Session Objectives Attendees will be able to transfer knowledge and implement best practices from a case study Attendees will gain knowledge and confidence to lead the change initiative at their company to eliminate paper from processes in the food industry. Inspections Completed to Manage Risk Inspections, audits, observations are vital in the food industry. Food companies can ill-afford the risk of incomplete or inaccurate inspection data, can you? What are the potential costs to your company from noncompliance, and exposure to financial loss when issues are undetected or unreported? Paper- Based Risk Management Motivators Excessive time requirements 8 Hours 192 Mobile Solution and associated labor costs of paper based inspections Data accuracy issues resulting from illegibility and usability of the inspection data Timely access to data Expansion of verification requirement for compliance with regulations and 3rd party certifications. Risk Management Motivators Management want timely access to inspection records. Inspection and observation data used to initiate corrective actions and mitigate the exposures to risk Data used to manage customer complaints and potential loss of business 1

2 A Mobile Inspection and Audit System WHAT IS A MOBILE INSPECTION AND AUDIT SYSTEM? is a tablet computer, preprogrammed with customized, inspection templates with location graphics, used to collect, store, and upload inspection or audit results. Paper-Based Systems Data Collection Data Entry Report Generation Corrective Action WHY SHOULDN T YOU KEEP USING PAPER AND CLIPBOARD INSPECTIONS? Data Storage Business Issues What are the biggest issues companies face when completing paper based audits, inspections and observations? 1. Time and Labor Required 2. Accuracy of data collected 3. Transferring data and accessing results 4. Volume of paper 5. Compliance/Regulations/Certification requirements What is the highest priority issue you would you like to change or improve about your current data collection practices? Let s Compare- Data Collection Data collected via pen and clipboard Legibility is important but not always possible Can be labor intensive Meets all compliance requirements but must be manually converted to useful information Data recorded with tablet or touch screen on pre-programmed screens Inspector can attach pictures or videos Inspector can access relevant information from tablet Saves up to 8% in inspection labor Can be used for training and recording observations 2

3 Let s Compare- Conversion to Usable Information Let s Compare- Organizing and Storage of Data Paper records available in file cabinets To upload into the company s database requires typing data into spreadsheets when staff is available Once in database, data is a digital version of the pen and clipboard data Inspection data is uploaded through Wi-Fi Customized reports of the most important information are available to all stakeholders right away Problem situations and alerts are immediately shared with the right departments Primary storage is paper and file cabinets High inspection and audit frequencies requires an equal amount of transcription Can be stored in a database, once transcribed Retrieval of original information can be time consuming System manages inspection schedules Primary storage is the company s database Information retrieval is through standard database searches Meets all QA and inspection documentation requirements Contributes to a paperless workplace Let s Compare- Inspections Results Communication After manual transcription, data can be put in traditional report format and sent to stakeholders Inspection results available immediately after inspection Automatic alerts for missed or incomplete inspections Automatically sends critical problem alerts to the right department, e.g. maintenance, engineering, for immediate action SO, WHAT DOES THIS COMPARISON REALLY SAY? It tells us the benefits of tablet-based inspections and audits vs. pen and clipboard: Make the operation more safe and productive Through real time availability of important inspection and audit data Make the operation more efficient and cost-effective Through work process streamlining and inspection/audit schedule management Improve communication and collaboration Real time data gets to management and support departments for quick action It tells us the benefits of tablet-based inspections and audits vs. pen and clipboard: Improve inspection quality More complete and accurate data, available faster, in the digital format of the future Reduces inspection cost 8% less inspection cost that contributes to a paperless office 3

4 Food Company Safety Inspections Food Company- Safety Hazard Inspections Completed 35 to 4 safety-related inspections using a paper-based system System required manual data entry of inspection data into spreadsheet or database Time delay in access to inspection reports FOOD COMPANY CASE STUDY SITUATION Food Company Safety inspections Food Company Safety Observations Food Company- Safety Hazard Inspections Accuracy and legibility were concerns Paper forms filed in storage cabinets making retrieval difficult and time consuming Paper-based system required significant time allocation 4 team leads and 12 to 2 employees 725 to 1,5 hours per month Food Company- Safety Behavior Observation Was completing employee-driven peer-to-peer behavior safety observations using a paper-based system with generic questions Each employee was completing a behavior observation each month Unable to quickly identify failures from observations Food Company administration was spending 24-3 hours per month manually entering data Food Company QA Inspections Food Company QA inspections Food Company- Quality Assurance: Was completing quality audits using a paper-based system Wanted a customizable solution for their specific audits and inspections Previous system required valuable time to complete manual data entry to produce useable reports Food Company- Quality Assurance: Paper-based system required significant time allocation 3 non-value hours per month to complete only glass and hard plastic portion of audits 6 plus hours for additional GMP, quality systems and daily audits 4

5 MOBILE INSPECTION SYSTEM USE RESULTS Safety Inspections Experienced Labor Reduction 4 employees, 48 hours each for 192 hours per month Savings of: 533 to 858 hours per month 7 to 8% reduction in labor costs of inspections Hours Paper- Based Mobile Solution Safety Inspections Access to results of data is immediate Filing time has been eliminated It is easier to quickly manipulate data, produce valuable reports and search for data trends Safety Observations Mobile System saves about 25-3 hours/month Before Mobile System Support staff spent 3-45 minutes per day entering data Inspections updates required additional time Data wasn t available until a month after it was captured Minutes per Day Paper- Based Mobile Solution Safety Observations Mobile System saves about 25-3 hours/month With Mobile System Maximum of 1-15 minutes per day updating and managing system Data is available real-time Minutes per Day Safety Observations Mobile System allows for faster reporting and response to concerns Response to concerns are easier to act upon Data reports show more worthwhile results quicker, versus corporate sending results after-the-fact Paper- Based Mobile Solution 5

6 Safety Observations Was able to develop new zone-based observation system Employees are able to observe behaviors and answer questions the relate specifically to the zone Helps proactively reinforce job safety analysis/job expectations Zone-based questions provide more relevant data Quality Assurance Mobile System has eliminated / reduced redundant work, allowing more to be done with less 3 non-value added hours required to print copies, hand write deficiencies, enter data and produce reports has been eliminated 3-5X more hours expected to be saved as use of system expands Quality Assurance Mobile System assists with audit documentation System can require audits regardless of deficiencies Online questionnaire assures that audits are completed to specific required criteria (the correct audit is completed) Visual mapping helps create landmarks for auditor Uploadable signature ensures data and signature are kept intact for greater accountability and verification Quality Assurance Mobile System helps maintain document control The most current audit is always used, regardless of changes and updates being made to the form Results are then easy to find and access All Inspections Visual mapping allows for quicker inspections Inspectors can walk to location, push a button and get started without having to search for the right inspection document QUESTION AND ANSWER SESSION 6