Context
Prayon, a global leader in phosphorus chemistry, faced time-consuming and inefficient manual processes for document approval and management. These processes included handling documents related to industrial regulations and compliance with quality and safety standards, such as ISO 14001, ISO 22000, ISO 45001, ISO 9001, and FSSC 22000.
Due to the critical nature of document management, ensuring compliance with these standards was complex, and tracking processes was difficult. Prayon also faced challenges with meeting approval deadlines and facilitating audits efficiently. To address these challenges, the company decided to implement a digital solution based on SharePoint and the Power Platform (Power Automate and Power Apps) to automate and centralize its approval workflows.
Proposed Solution
We designed and implemented a comprehensive automation solution for Prayon’s document approval and management processes. This solution used SharePoint as the backend information management system, while Power Platform (Power Automate and Power Apps) handled workflow automation and user interaction.
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1. Solution Architecture
- SharePoint serves as the centralized repository for all documents, ensuring secure file management, seamless collaboration between departments, and clear visibility for stakeholders.
- Power Automate was used to create customized approval workflows, automating every step of the document approval process.
- Power Apps provides an intuitive user interface, allowing employees to easily submit and manage documents
2. Compliance with International Standards
The approval workflows were specifically designed to comply with the requirements of the following certifications:
- ISO 14001 (Environmental management)
- ISO 22000 (Food safety management)
- ISO 45001 (Occupational health and safety)
- ISO 9001 (Quality management)
- FSSC 22000 (Food safety certification)
This ensured that Prayon adhered to international standards across its document-related processes, a critical requirement for a key player in the chemical industry.
Results and Benefits
1. Reduced Approval Times
Automation allowed Prayon to significantly reduce the time required for document approval by eliminating manual interventions and streamlining communication across departments.
2. Improved Traceability
Every step in the process is recorded and accessible through SharePoint, offering complete traceability from submission to final approval. This ensures full transparency for internal and external audits.
3. Simplified Audits
With automated document management and centralized archiving, audits have become simpler and quicker. Auditors can easily access all documents compliant with ISO and FSSC standards from a single interface, reducing the time needed to prepare for audits.
4. Reduced Risk of Non-Compliance
Structured approval workflows ensure that every document follows a defined path, minimizing the risk of non-compliance with industry standards and regulations.
5. Increased Productivity
By digitizing and centralizing processes, Prayon’s teams were freed from repetitive administrative tasks and could focus on higher-value activities, thereby increasing overall productivity.
Conclusion
The full automation of Prayon’s document approval and management system, using SharePoint and Power Platform, streamlined operations, improved regulatory compliance, and simplified document management. This digital transformation not only made internal processes more efficient but also enhanced Prayon's competitiveness by improving traceability and operational efficiency in a highly regulated industry.