Summary
La Fondation Silo is a medical & social institution whose vocation is to take care of elderly persons by offering individual services in a warm, lively and open environment. Our aim is to keep our guests in a well-being physical, mental, social and spiritual state by integrating families and relatives.
BPA Quality & Risk management was selected among other software mainly because it was aligned with the client’s vision to have a global, evolutive and collaborative information system, and not just a quality software.
Challenge
The main goal was to replace a non-satisfying electronic document management software, numerous unrelated documents, spreadsheets and a heavy paper-based announcement process.
Fondation Silo was looking for an integrated solution to motivate process owners becoming responsible to manage their units. Also the project manager intended to have a process-centric solution, meaning that compliance documents, risks, announcements needed to be connected to a central process map (image above).
Strategy
The client decided to install Microsoft SharePoint together with BPA Quality to have a single technology for collaboration (intranet) and process improvement.
First, a tailor-made process map with related processes was introduced. New compliance document templates have been prepared, existing documents have been mass migrated into the system and attributed to process owners.
Silo’s announcement process covers many purposes, like improvement proposals, non-conformances, congratulations and audits. The existing paper-based announcement form was digitalized and automated with alerts.
ISO 9001 emphasizes the importance of risk management. Identified risks have been imported in the software. Residual risks are assessed each year and related actions are tracked in the system.
The project was completed in about 3 months with only 3 days of knowledge transfer.
Results
The system has been auditored twice in 2018 with auditors’ compliments.
As a measurable result, process owners start to be autonomous to pilot their units. A preventive mindset is emerging in the company. The goal to have an integrated management system has been reached, like required by ISO 9001.
The former time-consuming announcement process runs smoothly.
The software is used live during quality meetings to track related decisions and actions. BPA Quality is the unique tool to link our 2 geographical sites together.
