CASE STUDY
Customer Story Biofrusan
Biofrusan manages complex supplier compliance information across large producer cooperatives with many subcontractors, relying on certifications like BRC, GlobalG.A.P., IFS, organic and Fairtrade to stay audit-ready.
Challenge
The biggest challenge was the time-consuming email correspondence and the regular manual review of compliance documents. Losing track of long supply chains with numerous manufacturers and constantly searching for missing or expired documents was frustrating. Manually searching external databases for up-to-date supplier information was an additional burden. In this context, the introduction of Simvia offered a transformative solution to these compliance management challenges.
Before Simvia
Before implementing Simvia, we faced challenges with compliance management. Managing supplier compliance information proved complex. Using Excel spreadsheets to track expiration dates was inefficient, as was a proprietary quality control platform that proved too complex and confusing. Documents were stored on disk drives, and certificates were manually collected via email. This not only led to a loss of oversight but also to significant time loss and uncertainty, especially in the administration of large producer cooperatives with numerous subcontractors. Once the responsible person was on vacation, document collection was no longer entirely secure. The replacement had to be updated each time, which was also time-consuming.
Solution
Simvia's excellent solutions include the integration of database connections such as BRC and GlobalG.AP, resulting in comprehensive and automated data management. The system automatically and in real time retrieves all BRC and GlobalG.AP certification statuses from suppliers to verify compliance with Integrated Farm Assurance and GRASP requirements, for example. The platform's ability to automatically collect supplier questionnaires, supplier declarations, compliance statements, product and packaging specifications, as well as IFS, organic, and Fairtrade certificates and other documents has not only minimized manual effort but also resulted in consistent and reliable data collection.
Simvia's automated requests and notifications have significantly simplified the entire information gathering process. Previously, documents had to be collected manually via email, resulting in a high margin of error and inefficient communication. With the Simvia platform, this is done automatically, which not only saves time but also guarantees the accuracy and completeness of the collected information.
The Simvia dashboard provides a clear and comprehensive overview of compliance status. This enables effective self-monitoring and minimizes the need for time-consuming manual checks. The ability to store product and packaging specifications further helps consolidate all relevant information in one central location and maintain an overview. Thanks to Simvia's flexibility, we can make individual adjustments and respond to changing requirements. This is crucial not only for meeting current needs but also for monitoring future developments.
Result
The introduction of Simvia has brought significant improvements in compliance management for our company. Before using Simvia, we spent a lot of time manually checking documents and communicating with suppliers. These time-consuming processes are now a thing of the past, as Simvia saves us approximately 70% of our time. The platform allows us to check the dashboard daily in just a few minutes, resulting in significant time savings and increased efficiency.
We feel more secure with Simvia, especially during audits. Having all the necessary documents at a glance shortly before the audit not only improves audit preparation but has also generated positive feedback from IFS Broker auditors and EU organic auditors. The platform has also significantly improved communication between the various departments. Automated requests and the ability to leave messages facilitate the transparent exchange of information. This not only promotes internal collaboration between quality management, sales, and purchasing but also improves flexibility and adaptability to changing requirements.
Another important advancement is the retention of knowledge and the possibility of covering absences. Simvia has made it possible to better document knowledge about compliance requirements. The platform is seamlessly accessible during absences, resulting in improved continuity.
The platform also makes it much easier to meet customer demands. Even in the absence of the primary responsible person, automatically requested documents can be quickly found and passed on to customers.
Our tips for companies that want to use the Simvia platform:
Use the trial version extensively to understand all the features.
Actively involve different departments in using the platform.
Explore the automated requests and notifications features to get the most out of them.
Encourage the team to actively explore the platform to better understand its capabilities and benefits.
Overall, the Simvia platform has not only optimized our compliance management processes but has also led to increased efficiency, improved audit security, and enhanced customer service. Biofrusan found the implementation and onboarding process of Simvia pleasant and easy.
All questions during the introductory phase were clearly answered, and the user interface proved to be very intuitive. The trial version allowed me to thoroughly explore the features, which facilitated understanding and acceptance. Even for less tech-savvy users, Simvia was easy and effective to use. Moreover, the platform is constantly evolving, making it increasingly user-friendly. Customer support is also worth highlighting, as Simvia employees are always ready to help with questions or if anything is unclear.
