ChromaScape Deploys eWorkplace Apps Quality Management Suite for Acumatica

Lack of Automated QC Orders

ChromaScape operated the third-party application , which was integrated with Acumatica for a year. The previous solution came with the challenges of creating QC orders manually and generating tests on QC orders manually. "We had a previous solution that was an add-on to Acumatica and we would have to create the quality work order manually, says Robert, Director of Supply Chain, ChromaScape."

They did not generate QC orders and had to manually add the associate tests. "We would have to manually put the tests on the QC order by looking at the quality profile, he adds."

ChromaScape faced significant inefficiencies due to the absence of an automated quality control operations process previously. Quality control technicians had to manually verify test results, leading to inefficiencies and potential delays. "It was just more of a manual process. If we focus on the QA part of it, it was more of a manual process where we would have to manually create the work order and manually add what tests we wanted to test for that item, Robert says."

To update expiration dates, the team had to manually make multiple inventory adjustments—first adjusting the material out of the system and then adjusting it back in with the updated expiration date. ChromaScape had to make repeated adjustments that created unnecessary complexity and added extra work for the team. It impacted the finance department, hampering overall efficiency and productivity due to the manual transactions.

"Previously, what we would have to do is we would have to test the product outside of the system, and then we would have to make an inventory adjustment to adjust out the material and then adjust it back in with the new expiration date so a lot of adjustments., says Robert."

Decentralized Data

In the past five years, ChromaScape has acquired multiple businesses, and therefore, data storage was in various locations and disconnected systems became a challenge due to the lack of easy accessibility.

"ChromaScape has acquired multiple businesses over the past five years. So production sites were doing everything differently, from using spreadsheets to using a third-party software. eWorkplace is really going to be able to allow us to have all the data in Acumatica for easy access , and it's not like we have to go to a SharePoint site or, to another software so that is, I think what our pain points were, and now we have the ability to have it all in one central place, says Robert."

This explains the vital information was scattered across various systems and spreadsheets, making it difficult to consolidate, analyze, and access accurate information promptly. It somewhere hindered the company's smooth operations and workflows.

"The problem with keeping Excel spreadsheets is trying to find it. Some people struggle to find where other people put data at, so now that it's in Acumatica through eWorkplace. It's helpful that anyone that has security access to see the data, can review it, and doesn't have to go searching for it, says Robert."

ChromaScape Selects eWorkplace Apps Quality Management Suite for Acumatica

ChromaScape was looking for a new quality solution, the Acumatica VAR partner, Copious Solution provided the recommendation to them to use eWorkplace Apps Quality Management Suite for Acumatica. "It was more because of the guidance that we received from Copious. That led us to go down the path, and then once we started using eWorkplace, in the sandbox. I knew it was going to work, says Robert."

Operating and functioning with multiple add-on(s) made ChromaScape look for a better solution to manage their business. They lived with such limitations for a year which were not needed in business. "The previous solution, had other add-ons besides the quality solution and those other add-ons that we were using just were not what our business needed, says Robert."

They decided to move to robust Acumatica ERP software for MRP and production and quality management solutions. "So, we decided that we could use out-of-the-box Acumatica for MRP and production, that other solution didn't allow us just to have a quality solution. It was kind of an all or nothing, says Robert." "So, we knew that we didn't need all the extras, he adds."

ChromaScape needed a quality-only solution with no extra add-on(s)to track and manage its quality process and operations. "All those extra add-ons that they offered, so that's what kind of drove us to look for a new quality solution and just one that was focused on quality only."

"The seamlessness of the add on is just so efficient of automatically creating control orders, and also we were able to customize an issue for us which was being able to look out and extend the expiration date, Robert says" he adds "that made us go with the eWorkplace" explaining the seamless connectivity of eWorkplace with Acumatica and ability to achieve the automation in the quality system with their specific customer requirements made them select eWorkplace Apps.

Acumatica Connects Seamlessly With the Quality Management Suite  

The Quality Management Suite, natively built within Acumatica ERP using the same database makes it a seamless and easy-to-operate solution for manufacturers and distributors. "That's the thing is for most people at our company that are working with Acumatica, they would not know that the QMS module is an add on, says Robert" explaining how seamlessly the solution connects with Acumatica making it easy for ChromaScape team to operate.

The solution seamlessly connects with Acumatica's manufacturing and distribution editions. It provides end-to-end quality testing to meet quality and compliance needs. Acumatica allows third-party apps to connect and provide a comprehensive solution to meet the needs of manufacturers and distributors.

"The nice thing about Acumatica is you can get a sandbox. You can get these add-ons added to the sandbox, and you can try it out, so I think once someone tries out the add-on, they can quickly start to see the benefits with minimal testing, Robert says."

Quality Management Customizations

eWorkplace Apps provides a tailored solution to meet the customer's custom requirements. ChromaScape implemented decimal precision customization, which helped with accurate results. "That allowed us to accurately report our test results to our customers, so they're used to seeing certain tests with certain formats, says Robert."

Print COA (Certificate of Analysis) on shipment customization made their process efficient at the time of shipment and became a great time saver. "What's really great about that is it is a time saver, and it makes it really efficient because, especially if there is multiple items on an order, it's going to print all those COAs at that time versus having to go out find the COA report, print those, enter the information, and print them one by one. So, that's a time saver for our shipping team when they're getting all the paperwork ready, Robert says."

The most liked customization for ChromaScape, re-validation of lot/serial expiration date, provided the ability to extend the expiration date and gain greater visibility. "The other customization, which I would say is probably our favorite one is the, being able to extend the expiration date and then being able to have visibility. Quickly being able to identify what is expiring, then taking action on that is a great customization for us, says Robert."

Eliminated Manual Processes

The automation of quality control operations streamlined ChromaScape's quality management process. The QA team no longer has to create the orders and tests manually. It has been a great value add-on to ChromaScape. "Our QC techs, gives them the ability to see what quality orders have been started and easily enter them. They don't have to manually create them like they did in the past, so I think the efficiency comes really from our QC techs. They are going to see that improved efficiency, says Robert."

"When the QA technician goes in to do the quality control order. The tests are already there, and they're just entering the data and then processing through. That's one of the things we saw a big value with eWorkplace, says Robert."

ChromaScape streamlined its quality process with automated QC triggers from receiving, production to shipment. "The automatic control order being created. Depending on where it triggers, at the receipt, at the production order, or the shipment I think that has been the greatest feature, he says."

Enhanced Data Accuracy

By implementing eWorkplace Apps Quality Management, ChromaScape gained automated checks and balances that significantly reduced errors caused by manual data entry in Excel. The system now flags pass or fail results automatically, ensuring data accuracy and preventing inaccurate and miss-entered data. It allows QC technicians to take immediate action, such as quarantining failed materials.

"The thing about the QMS add-on - It's going to tell you if it's passed or failed, says Robert.”

"I think that's the biggest improvement. We have checks and balances with the system to make sure that entering the data properly. The data then cannot be changed after it's been entered, and then it allows us to then easily take action within Acumatica if something didn't pass, we can quarantine it, whereas, prior to eWorkplace, we would have to find someone else to tell them that this didn't pass, This allows us to help eliminate non-value communication, he says.”

Improved Traceability

The lot traceability feature empowered ChromaScape to perform forward and backward lot traceability. It enables them to react quickly to the issues and take action promptly to rectify them.

"Another thing that we like about eWorkplace is the lot traceability, being able to put in a lot and do a forward or backward trace so when the issues arise, we can quickly see what has been affected and quickly take action to fix it, says Robert."

Increased Visibility and Efficiency

ChromaScape gained visibility by having centralized insights into all the QC data within Acumatica itself. "Better visibility with having all the results in Acumatica, says Robert." The real-time visibility into the system provides greater visibility to their QC team. It makes it easier to enter test results efficiently. "More efficient from the QC lab, so they're able to efficiently enter and process results, says Robert."

"The expiration date extending is actually a big one for us. This allows us to test the product again, put in the new results, and extend the expiration date without having to do an adjustment, Robert says." ChromaScape now can extend and track lot/serial expiration dates, which becomes visible in real-time. They don't have to make inventory adjustments as they did with the previous solution.

"The customization of being able to have all the necessary information we need. And for the COA, being able to print on the COA at the time of shipment is a big win, Robert says."

Improved Product Recertification Workflow

Extending the lot/serial expiration date has improved ChromaScape's shipping and product recertification process. eWorkplace Apps Quality Management Suite enabled them to proactively identify and recertify the items before shipment and avoid delays due to last-minute recertification.

"In order to get those recertification results now, we can be proactive easily. See what items we need to recertify. We can look at what items we have open orders for and then look at those items to ensure that they don't need to be recertified before shipping, and so it lets us better service the customer, Robert says."