CASE STUDY
OGV Nordbaden eG saves more than 50% of time in supplier data management using Simvia
OGV Nordbaden eG is a company focused on supplier compliance management, collecting and maintaining key supplier certificates like IFS, QS, organic certifications, and regional quality marks to stay audit-ready and compliant.
Challenge
The challenge of using spreadsheets in managing supplier compliance data
"Before implementing Simvia, we collected and managed information on our suppliers' compliance using Microsoft Access and Excel spreadsheets. This process was extremely time-consuming and cumbersome, as it required manual requests and reminders. Manually requesting certificates such as IFS, QS, regional quality marks, organic certifications, and other supplier documents like compliance and supplier declarations via email was a major challenge."
Additionally, using Microsoft Access was neither user-friendly nor intuitive, which meant that only one person in the company was able to program the database when changes were needed. This dependency on a single person posed a significant risk, leading to bottlenecks and delays.
"The decision to consider Simvia was driven by several challenges. The lack of user-friendliness and the complexity of Excel spreadsheets and Microsoft Access made it difficult to work efficiently. Visualizing supply chain structures was impossible, and maintaining the data was tedious and prone to errors. It became clear that a more modern and intuitive solution was needed to meet the growing demands of our business."
Before Simvia
“Before Simvia, we were heavily reliant on manual processes, which were time-consuming and prone to errors. With Simvia, we have not only optimized our processes but also significantly improved the security and accuracy of our compliance data. Simvia is intuitive to use, which has greatly simplified our team's workflows. The platform has helped us manage supplier data more efficiently, saving us at least 50-60% of our time.”
Solution
"A key factor in choosing Simvia was the wide range of specific features the platform offers. The compliance overview, which provides significant added value, is especially important as it allows for quick and accurate supplier searches. The ease of use of the search function and the database connections to QS and GLOBALG.A.P. have made our work much easier. Moreover, Simvia enables automated email requests, the creation of sub-suppliers, and the mapping of supply chain structures, along with their compliance checks, and allows for simple queries of upstream suppliers from direct suppliers."
"These features significantly simplify and speed up our processes, resulting in substantial time savings. Before deciding on Simvia, we considered other solutions, but they did not meet our specific requirements. Simvia offered an optimal solution that combined all the necessary features while remaining cost-effective and user-friendly."
"The implementation and onboarding of Simvia went smoothly. The system was quickly integrated into our daily workflow, and the Simvia team provided excellent support. The intuitive user interface and clear instructions made the transition easier, allowing employees to quickly adapt to the new system."
Result
"One of the main advantages of Simvia is the increased security during the audit process. With the platform, all relevant documents can be accessed quickly and easily, greatly simplifying the audit process. This not only reduces stress and uncertainty during audits but also ensures that the company remains compliant at all times. Our auditors were also very impressed with the platform, providing positive feedback regarding our supplier management."
The compliance overview, the efficient search function, and the database connections to QS and GLOBALG.A.P. have proven to be particularly helpful. These features allow for quick and precise management of supplier data and compliance information. The ability to easily filter and search various document types and supplier information increases flexibility and efficiency in data management.
"We recommend that other companies use the Simvia platform for upcoming audits by ensuring that all relevant documents and information are current and complete. Using the search and filter functions can save a lot of time during audits. Additionally, it's advisable to take advantage of regular updates and training to use the system optimally and stay up to date."
"Overall, Simvia has significantly improved our operational efficiency, simplified work processes, and made compliance management easier. The platform not only saves us at least 50-60% of our time but also offers greater data security and user-friendliness, making it an essential solution for our company."
