The management system went from a paper-based product to value-adding with CANEA Docpoint

Pergo's management system has become a business-critical system and the natural source of information for employees.

In many businesses, the management system is just a paper-based system that is dusted off immediately before the auditor comes for a visit to establish requirements regarding customers or standards. To create the benefits that a well-designed management system can give, it is important that the whole business is covered and that it is perceived as a natural part of the employee's daily life. Together with CANEA Docpoint, Pergo have succeeded in creating a system that gives the employees security in their work tasks, reduced costs and a better-quality end product.

Background and needs

For Pergo, as for all manufacturing companies, it is important that a management system is in good condition. In 1998, Pergo had already begun to work with tools for handling the management system, then in a Lotus Notes environment. But the solution was cumbersome and only a few users exploited the system fully. So a process-orientation of the company began in 2007. The business was mapped and the necessary documentation was drawn up. In some areas, support was provided by CANEA's operational consultants to get the work done more quickly. Pergo obtained a perfectly functioning management system, but just when it was finished the company management changed - then it was 75% English speaking, and the management system was 95% in Swedish! "We thought that all of our work had been in vain", says Peter Ringö, Quality Manager at Pergo. "Certainly the project was a success to the extent that we obtained a well-constructed management system, but the major benefit was almost entirely lost because we were losing commitment from the new management team!"

Procurement and introduction

During 2009, Pergo decided to transfer entirely to the web-based application, CANEA Docpoint, and to both develop and read documents with the system. An important criterion when they chose the system was the user interface. A system without a user-friendly and attractive interface will never be accepted in a business and will therefore not be used in the way that is desired. CANEA Docpoint really met the customer's demands on this point. Peter Ringö explains: "The graphical navigation in CANEA Docpoint is an intuitive and simple way for the user to find the information for which he or she is searching at the same time as it displays our processes and gives the user an overall understanding".

Another important criterion in the choice of tool for Pergo was that they wanted to be able to adapt the system themselves; something that the flexibility in CANEA Docpoint enables in a straightforward fashion. "We wanted a system that is easy to handle both for users and administrators, where we can act and change the configuration of tools without needing consultant-input", Peter continues.

The project started with a two day training session on all parts of the system. After that, Pergo took responsibility for the configuration of the tool, with CANEA providing support. Something that shows how simple and intuitive CANEA Docpoint is. In connection with the introduction of the system, Pergo carried out translation of the management system's "upper parts" into English – "And just like that we had an enthusiastic management team on board again".

Benefits and advantages

Today the system is an active part of Pergo and is used by practically everyone in the company. The system, which is central to the business, was later renamed to ORIGO. The system has created security among the employees; they always know where they can find information about the work they are to carry out, datasheets, routines or policies. Peter Ringö: "Since the introduction of the system, we have seen that mistakes in the business have become fewer and that ultimately we save a lot of time and money. The management use the tool to steer the business increasingly and despite some reorganisations - processes and routines are practically unwavering. More and more interested parties are coming into the system and the next step will be to manage all of our contracts in Docpoint. During spring 2011 we have also installed CANEA Improof to completely integrate management and improvement operations in a single tool."