Document management and standardisation of practices

ACP provides high-volume paper conversion services to companies looking to integrate coated and/or laminated products into their packaging solutions. BlueKanGo implemented a digital solution to help ACP harmonise its document management system and ensure compliance with ISO 9001 and FSSC 22000 standards at both locations.

What challenges were faced in document and operational management across the two sites?

ACP operates two plants: a 112,000-square-foot (10,400-square-metre) facility in Windsor, Quebec, and a 50,000-square-foot (4,600-square-metre) facility in Whitby, Ontario. The company maintained a quality system covering two standards, deployed in two languages. This configuration generated a significant amount of paper documentation across both sites, each of which had different management processes.

The client’s needs centered on two primary issues:

First, rationalising the document management system to eliminate all reliance on physical versions (paper, files, etc.).

Second, standardising and unifying processes across both sites to improve management quality and ensure compliance with both ISO 9001 and FSSC 22000 standards.

BlueKanGo was tasked with addressing these issues by providing a shared, single digital solution capable of centralizing data and standardizing processes across both sites, featuring high-performance integrated Electronic Document Management (EDM).

What solutions were implemented to meet the needs for data centralisation and process standardisation?

In collaboration with ACP, BlueKanGo designed a customised SaaS (Software as a Service) platform with multi-site functionality for integrated electronic document management. We implemented personalised applications to standardise processes at both locations.

Today, BlueKanGo’s SaaS software simplifies the daily tasks of Atlantic Coated Papers' employees and supports every organisational process.

ACP’s Quality Department uses the software for various quality controls, non-conformance management, and shipping and receiving logs. This dedicated digital support provides access to a centralised and shared Global Action Plan. Document validation by the appropriate stakeholders is streamlined through the document management module (EDM). Distribution to recipients is highly efficient, even remotely (receipt notifications, signatures, etc.).

Managers use the software for weekly, monthly, quarterly, and annual monitoring of hygiene and production quality processes, as well as for internal audits, providing true operational support.

For frontline employees (shipping and receiving clerks), the software is used for inbound and outbound inspections. Information can be reported without an internet connection using customisable digital forms on tablets or smartphones. They have saved time and improved data communication thanks to the integrated Automation module (workflows), which automatically transmits data.

What results were observed following the implementation of the solution?

The implementation of BlueKanGo software has allowed for the centralisation of all information on a single platform, regardless of which plant it originates from, and has eliminated paper documents from the quality process.

The centralised and shared Global Action Plan module facilitates remote monitoring of activity at each site without requiring a physical presence. This management style eliminates the need for time-consuming meetings between the two facilities. It is also now possible to delegate tasks to different users, who receive alerts for required inspections or documents awaiting validation.

The platform’s applications are adaptable to the company’s evolving needs, ensuring that data remains accessible and analysable even when business processes change.

The integration of various native applications into the BlueKanGo platform is another strength of this solution. ACP’s projected needs for continuous improvement are centered on production quality. The flagship application for the manufacturing sector in this regard is the "Manufacturing Checklist." This application collects data continuously to ensure operational efficiency through rigorous control, resulting in high-quality finished products.

Conclusion

While EDM was the primary motivation for ACP to adopt a digital tool, the Quality Director was surprised by the power of this tool in managing non-conformances!

The applications are configurable and adaptable to every need, an essential feature for standardizing processes across both sites to ensure compliance with industry standards (ISO 9001, FSSC 22000). The BlueKanGo platform enables better prioritisation and faster decision-making. The organisation has gained both time and efficiency!

ACP’s goal is to continue centralizing all Quality processes within the platform and eventually integrate human resources management to utilise BlueKanGo’s "Employee Training Path Management" module.