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ICL is a global company with their head office in Auckland which provides independent third party certification services to businesses requiring ISO and other business certification standards.
ICL are very customer focused and offer value-added service, as they believe that auditing should be for continual improvement rather than just a regular check to ensure that requirements are being complied with. ICL endeavour to give companies the true benefits of certification.
ICL have offices in 12 countries including, New Zealand, Australia, India, and USA. With 220 auditors worldwide auditing more than 2700 companies globally, there is a massive amount of documentation which is required and as such a complex business process which ICL manage from their Auckland office.
What Did ICL Need?
Oliver Evans, General Manager, became increasingly aware that they were in need of a global solution which could assist them in managing their Clients and their certification details.
ICL’s Head Office in Auckland did have an existing database, however as this was software located on their Auckland server, their international offices were unable to access it. This caused a lot of double entry for Head Office and frustrations for their international offices who could not easily see information for their clients.
To ensure Customer Service KPIs are met ICL must perform required audits on time. Therefore tight controls have to be in place to ensure that these audits are never missed under any circumstances. Even though each office had its own way of managing audits it was very difficulty for ICL to have a global view of their business and keep tight controls on their business process.
When a Client registers to be Standards Certified, ICL are required to ensure the correct auditing process is followed. The auditing process ensures that the Standards are adhered to and to the standard set by ISO. It is vital that ICL know what standards each of their Clients are to be certified. Information on whether or not the client passed the audit and when their next audit is must also be kept current. If the client fails an audit ICL ensures they take the required corrective action to get back on track.
As ICL increased their Client base and expanded into different countries the administrative process became more difficult to manage. With Clients relying on them to keep their audits up to date and on time, ICL knew that they could not afford to let their own standards slip.
The New On-Line System
Dynamic Solutions designed an online solution which is able to be accessed by all their offices globally. Now each office world-wide can manage their Clients effectively and in the way that Head Office specify.
The solution provided allows ICL Auditors to manage the auditing process easily because each Client’s certifications are listed with associated audit dates and expiry dates, along with full details about the Client’s business and the scope of the standard they are certified to achieve.
An important part of the certification process is reporting information to the JAS-ANZ register. A complex report is required by this body to ensure that their records are up to date of which companies are in compliance as a matter of public record. This report is able to be created instantly with the ‘press of a button’. The report is accurate and no double entry is required. In fact Head Office is now not involved in client data management for their international offices, as their Auditors can enter this information themselves.
A large part of this process is dedicated to ensuring their international Auditors were doing what was required – now the system is doing that for them.
No More Headaches for ICL
A huge benefit has been that they are now able to ensure that their global offices are complying to standards ICL have set for themselves, as a leader in the Standards Industry.
Also, now that ICL Head Office has access to real time information, they are able to get an accurate global view of their business.
With a central portal being used by all ICL’s Auditors, headaches caused by data entry, registration management and formal reporting to JAS-ANZ are now a thing of the past.
The solution provided has enabled self management of international offices by enforcing business processes.
Now that ICL has a central database they can leave the administrative side of auditing to their Auditors and save the cost of an entire administrative staff. They are able to concentrate on growing their business making the most of the systems they now have in place.
To find out how Dynamic Solutions can work with your business, fill in the contact form below:
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