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Cleangrad's leap into the digital future

About Cleangrad d.o.o.

Cleangrad d.o.o. is a market-leading provider of comprehensive solutions for designing and constructing cleanrooms that meet the most rigorous GMP and HSE standards. With over 20 years of experience and over 200,000 m² of completed projects, Cleangrad has established itself as a reliable partner for companies at home and abroad. Their success is based on a commitment to innovation, flexibility and an individual approach, which enables them to adapt to their customers' needs. Their excellence is also confirmed by their platinum rating and long-standing cooperation with major pharmaceutical companies. Furthermore, they have subsidiaries in Austria, Switzerland, and Serbia, as well as representative offices in several countries across Europe and beyond.

Cleangrad is not just a product provider; it is a partner that helps companies optimise their processes and increase their competitiveness. Their ability to produce bespoke solutions that incorporate cutting-edge technology and integrate doors, media, furniture, ventilation and other technologies sets them apart from their competitors, placing them at the forefront of the industry.

A new era of comprehensive digitization

As the company expanded and the volume of projects increased, Cleangrad encountered challenges in managing work orders in 2016. Prior to the introduction of digitalization, the majority of tasks were processed manually, resulting in delays, errors and inefficiencies. Furthermore, the manual processing of data resulted in significant time wastage for staff, with tasks such as copying, reconciling and tracking documentation requiring considerable attention. As the volume of data continued to grow, it became evident that a solution was required to facilitate faster and more efficient processing of work orders, enhanced data analysis and more effective tracking of data.

Cleangrad opted for digital transformation, which required a solution that would centralise data, automate processes and provide better control of the entire work order lifecycle, from approved quotation to the release of the final product.

The implementation of a digitized work order system

The Stroka Business Group is a partner of Cleangrad in several areas, including the PANTHEON business program, the development of dedicated software solutions, IT infrastructure and solutions for the digitization of job tasks.

In the field of digitization, we have provided technological support for a work order digitization project. This is the digitization of the entire work order process, from the initial quotation, through to preparation, production, and finally, warehouse management, and the subsequent release and dispatch of the finished product. The project involved input from a number of departments, including engineering, work preparation, production, warehouse, development, sales, marketing, accounting and administration.

The primary objective was to automate workflows, enhance task tracking and minimize manual input.

The Stroka Business Group was engaged as a technology partner for the implementation and upgrade of Microsoft SharePoint, PowerApps and PowerAutomate solutions, which were instrumental to the success of the project.

The project involved the following platforms:

1. Microsoft SharePoint served as the central platform for storing all work orders and related documentation. The implementation of SharePoint enabled the centralized management and access to key information, improving visibility of processes and facilitating collaboration between teams.
2. PowerApps was instrumental in the development of the primary user interface. This facilitated straightforward management of all pivotal stages of the workflow, including task delegation, status monitoring and the comprehensive oversight of tasks from inception to completion. PowerApps has played a pivotal role in enhancing transparency and optimizing workflows within the company.
3. Power Automate: Cleangrad has automated the work order process using this tool. The automation of notifications, changes to rights and access settings has reduced the potential for errors and increased efficiency. The implementation of automated data processing has enhanced the reliability and security of the project.

The project was completed in a series of phases.

1. Planning and needs analysis: The initial stage of the project involved a comprehensive examination of the existing processes and an identification of the areas where automation and digitization of the work order process would be most beneficial. Cleangrad was responsible for this aspect of the project. The outcome was a comprehensive plan that engaged all departments within the company, spearheaded by Mr Gorazd Kuhar, Automation Manager at Cleangrad. The team identified two key issues: the manual input and processing of data, and the lack of visibility over the status of work orders.
2. Platform choice: following an assessment of the available options, the decision was taken to retain the Microsoft SharePoint platform, which the company was already utilizing. The decision to use SharePoint was made easier by the fact that it already served as a centralized location for storing documents. The Stroka Business Group team put forward a proposal to upgrade SharePoint with PowerApps and Power Automate, which would allow for additional functionalities to automate and customize processes.
3. The implementation of PowerApps: PowerApps proved to be a valuable addition to the design of the user interface for work order management. By utilizing this tool, Cleangrad has developed a bespoke interface that facilitates the seamless transfer of work orders, status monitoring and comprehensive management of work orders from inception to completion. The interface enables employees to swiftly and clearly access information pertinent to their roles, while preventing the unnecessary dissemination of irrelevant data.
4. Automation with Power Automate: Power Automate has enabled Cleangrad to automate key processes, reducing the risk of errors and increasing efficiency. The automation of processes such as the notification of stakeholders of task status, the setting of access rights to documents according to project status and the synchronization of data with external sources has been implemented. This has enabled more reliable data traceability, enhanced security and the timely dissemination of information to all relevant parties.
5. Tailored rights and security protocols: the solution also included customization of access rights. Each employee is presented with only the information that is relevant to them and has access to only those parts of the system that are relevant to their work. This adaptation has helped to enhance data security and improve transparency of workflows.

Key benefits for Cleangrad d.o.o.

1. Significant time and resource savings: prior to digitization, manual processing of work orders was a lengthy and labor-intensive process. The new system has automated the entire process, resulting in significant time savings for over 40 employees. The new system allows employees to manage work orders much faster and with fewer errors, as there is no need for manual copying and consequent constant checking of data.
2. Increased efficiency and productivity: automated notification processes and rights adjustments allows all relevant parties to be kept informed of task progress without being burdened with irrelevant information.
3. Better visibility and control: the customized interface and automated processes allow the company to manage all phases of a work order, from start to finish. The system allows for the complete traceability of every order, thereby facilitating more effective planning, management and process analysis. The history of each job is meticulously documented. At any given moment, you will be aware of the status of a task and who is responsible for it.
4. Flexibility and mobility: due to digitization the employees are able to manage work tasks from any location. This is a particularly crucial aspect for Cleangrad, given the prevalence of employees undertaking projects abroad or working remotely. The new system allows employees to perform all tasks remotely, ensuring seamless operations even when they are away.
5. Increased data security: the automated assignment of rights and access to documents ensures that data is stored securely and that all changes are fully traceable, thus increasing data security. This enhances security and compliance with both internal and external regulations.
6. Reduction of errors: prior to the implementation of automation, the manual processing of orders was prone to errors. Following the introduction of automation, the number of errors has been significantly reduced.

Successful digital transformation

The project to digitize work orders at Cleangrad d.o.o. has yielded remarkable results. By implementing Microsoft SharePoint, PowerApps and PowerAutomate solutions, the company has automated and optimized key processes, maintaining a competitive, flexible and efficient position in the market. The digitization of work orders has reduced manual work, improved traceability, enhanced data security and increased productivity.