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Summary of the Online Icologiq Community Meetup

04-03-2021

While the corona measures make it difficult to physically meet, we at Icologiq believe it is important to stay in touch with our international customer base and pay close attention to their input and feedback. Therefore, the first Community Meetup of this year (2021) on Thursday 4 March 2021 was online and in English. 

Peer Reinhard (CEO) started the meeting by welcoming everyone. “I think before corona we weren’t ready to meet up online, but now that the old rules don’t apply anymore, this enables us to be more flexible,” he said. He welcomed the customers attending the session as well as the Icologiq colleagues that were present in the meeting. He explained the three major aims of the meetup: 

    ▪ To connect customers around process harmonization with Icologiq Elements 

    ▪ To share information and insight about process optimization 

    ▪ To look into the future direction and developments of Icologiq Elements 

Firstly, Bob Veenvliet, a senior business consultant at Icologiq, provided the guests with an overview of the updates of Elements 2020 and examples of new features like modified search, streaming video, configurable email footers and the intersect functionality. 

Then, the word was given to Matthieu Peney, QHSE Platform manager from HM.Clause. “HM.Clause operates all over the world. So many different languages are spoken”, Matthieu explained. “Therefore, each department of HM.Clause has to harmonize to ensure everyone understands each other.” The main question HM.Clause wants to answer is: how to standardize communication for all employees? 

In order to answer this question, HM.Clause has used Elements to design a new approach to standardization. One important change is the use of functional icons in the project map. This has multiple reasons. First, the icons provide HM.Clause with a whole new ‘look and feel’, giving the users a young and professional impression of the company. In addition, the icons are easy to understand for all users, even if they operate from different countries. Using icons lowers language barriers, they are easier to memorize than written texts, add personality to the platform and make navigation in the process much easier and more intuitive. Matthieu concluded with a compliment to Icologiq on the intuitive use of the application. 

The next speaker was Carl IJzerman, Global HSQA Manager from De Heus Diervoerders. Carl talked about how De Heus uses the Elements Reporting function. De Heus has been operating internationally for many years now. As a very decentralized company, the QA-responsibility takes place on a local level, giving great importance to transparency. Carl explained how the global QA/QC group sets out policies – not procedures – which have to be transformed into local procedures. Only when there is a global need, the company will act on a holding level. Only in 2014, a global need was identified to set up a global QHSE platform, for which the company chose Icologiq Elements. This need came from a demand to create a centralized reporting platform, in an easy and uniform way. 

Carl went on to explain the four steps of QMS reporting for De Heus, using non-conformities as an example. 

▪ The first step is called ‘Global View’ and involved making the design, for which it is important to analyze what kind of information people want to see. This data is defined on a global as well as a local level. 

▪ The second step is the Business Unit view, which has to do with the information displayed after clicking on the first graph.  

▪ The third level is the Business Unit view per user, which aims to define and solve bottlenecks. Clicking on the unit level leads users to a next graph, showing the total amount of captured non-conformities per user, per status and per period. This also enables the user to organize the cases from the highest to lowest priorities. 

▪ The fourth step involves the most detailed view: the information in this table shows a unit folder with the total amount of non-conformities, the status per NC, the total amount of users and tasks and more detailed information on the different non-conformities including the number, title, target date and priority. 

Then, Carl proceeded to talk about the biggest challenges in the execution of the business intelligence dashboard: a practical and especially a low tech approach! 

The final part of the meeting formed the interactive part. By means of four questions, the guests were asked to give feedback on how their colleagues and their organization are using Elements. Below is an overview of the questions and their most frequently named answers, along with other suggestions and a number of elaborations. 

1. What do my organization and my users currently need for optimal use of the Elements system? 

2. Which functionalities are most important for your users when it comes to Mobile? 

3. What do you consider important for a further development of the search function? 

4. Which subjects should we address in during a subsequent community meeting? 

To summarize the feedback we received, we will incorporate the following key points in future Community Meetups and development planning: 

1. On Elements Mobile| Dashboard | further standardization | local ownership | Elaborations: Elements Mobile is important 

2. On Mobile Capture non conformities and audit findings with a mobile device| access to instructions and documents | offline functionality/availability, easy navigation, Online inspections,| chatbox, complaints combining text and photo material 

3. On Search Personalization of search function | The many results could easily lead to confusion and for example, when someone searches for a document number, it would be helpful to show the document number rather than the number and all of its attachments. 

4. On subsequent Community sessions Training & Competence module | Datawarehouse | Exploring Elements functions in more detail | Standard reporting | | Short-term plans of Elements | more user stories