FiscalityONE Case Study: EMCOR/GlaxoSmithKline (GSK)
- EMCOR Facilities Services is an Integrated Facilities Management (IFM) solutions provider, offering a comprehensive range of hard and soft services either as fully integrated solutions or any combination to best suit client’s needs. EMCOR was responsible for providing facilities management at Glaxo Smithkline’s large drug manufacturing and R&D site in Beckenham, Kent, England.
- GlaxoSmithKline plc (GSK) is a British pharmaceutical company headquartered in Brentford, London. Established in 2000 by a merger of Glaxo Wellcome and SmithKline Beecham, GSK is the world’s sixth largest pharmaceutical company.
- Due to the critical and potentially life-endangering nature of GSKs manufacturing and R&D, all systems with critical impact required thorough vetting and external audit.
- All of the company’s systems (computerised and otherwise) had to strictly adhere to a set of clearly defined standard operating procedures (SOPs).
- There were regular inspections from the FDA and its British equivalent.
- GSK has a number of critical manufacturing and R&D ‘Assets’ – Machines, Devices, Systems & Buildings that were managed and maintained by EMCOR.
- Assets comprised many parts and the majority were of critical nature.
- It was necessary to use the correct parts per the specification and certification – based on the part’s individual safety and compliance certificate.
- There were many parts, down to the smallest washer, o-ring or screw, that looked exactly the same but had different characteristics.
- Using the wrong part could be disastrous and life endangering.
- The system also required full paper and computerised audit trail for the maintenance stores, as in the case of problems, it would be possible to identify the part’s source, thereby enabling further investigation.
- Each manufacturing and R&D asset was subject to a specified maintenance schedule, requiring either partial or complete replacement of all its parts.
- Many parts had expiry dates on varying cycles of replacement, particularly perishable items (rubber flanges and o-rings etc).
- EMCOR were previously making use of an Access database application, but it was inadequate on a number of levels, causing the maintenance stores function to be more difficult to manage and operate.
- There was also an ongoing issue of managing the stock of many thousands of parts and their individual safety certificates.
- Issuing the wrong part to an engineer could be potentially disastrous, so it was necessary to put into place automated safety checks to ensure that this was impossible from a systems perspective, with full paperwork backup.
- The workload in the stores warehouse function had grown steadily to the point where it was becoming necessary to hire additional staff.
- FiscalityONE was promised to negate the need for hiring extra staff and we proved its 3 year TCO and ROI would be significantly less than hiring.
Compliance and Technical Audit
- Once it was agreed that the system would go ahead, the system had to undergo a thorough external technical and compliance audit, taking over 18 months & conducted by SciTech.
- During this process various template specification documents were required that met EMCOR/GSK standards at varying levels of detail – with full training manuals, detailed installation guides and significant bespoke customisation required to handle the advanced safety features required by GSK. We worked closely with EMCOR’s team and SciTech throughout the compliance process.
- The system passed and was accepted for installation and use.
Standard Operating Procedures & Critical Systems
- FiscalityONE was determined a ‘system with critical impact’ and therefore had to undergo the highest level of third-party technical audit and verification before it could be used.
- Any proposed system changes had to be first agreed by EMCOR and then by GSK, where necessary incorporated into revised SOP documents.
Data Migration and Setup
- We migrated the data from the old Access database application and setup a live data migration system.
- New functionality was added to individually track each part’s scanned safety and compliance certificate – required individually for each part issued and kept by the engineer.
- New functionality was added to manage Assets and Asset Parts, maintenance schedules, notes, together with automated stock re-ordering functionality as specifically required by EMCOR.
- Each physical stock location was setup in FiscalityONE so that parts could be easily found and stock-takes conducted.
- The migration routine could be re-run repeatedly during the audit and compliance phase.
Software and Hardware
- We custom programmed a heavy-duty Symbol scanner to exactly meet EMCOR’s requirements and installed an industrial Zebra label printer.
- Customised reporting was designed using FiscalityONE’s in-built SAP Crystal Reports software for Purchase Ordering, Stores Issue and summary reporting as required by EMCOR/GSK SOPs.
- FiscalityONE was installed onto the store’s PCs and in EMCOR’s office (within a heavily secured and restricted environment) and had to work within GSK’s heavily restricted computer security policy and environment.
- We individually labelled each part in the warehouse, either in bulk or singularly depending on the item’s characteristics, and during the labelling process, each part’s compliance and safety certificate was scanned into the system and linked directly to each record in the barcode database – with additional information about the part’s manufacturing date, batch number, expiry date and purchase information. This proved an invaluable system to know about the origins of every part, even down to a small bag of metal washers.
- Once all stock had been labelled, we performed a stock take of all parts, using the Symbol scanner, and updated the FiscalityONE database.
- We then set about scanning out all stores issues and matching to the engineer’s requirement sheets. Any errors or incorrectly picked parts would be highlighted and prevented from being issued to the engineer.
- Once an issue was made to the engineer, the relevant safety and compliance certificates were automatically printed and handed to the engineers for their own record keeping purposes.
We were able to fully customise our software to meet EMCOR’s challenging requirements and delivered the project at unbeatable cost and to great satisfaction. Shortly after the implementation was completed, FiscalityONE and the stores warehouse function was subject to a random internal SOP audit and passed with flying colours. The system was deemed as the best system in the group, with no SOP failures – an amazing achievement.
FiscalityONE was installed in a very challenging environment, requiring detailed internal and external audit, and compliance with existing standard operating procedure in a critical-impact role. There was no room for error and we were honoured to have been granted the opportunity of working with EMCOR and GSK, and a highly privileged opportunity to demonstrate Fiscality:One’s abilities in a world-class company.
- FiscalityONE brought with it a great deal of peace of mind, especially its ability to check stores issues for correctness and in automatically issuing the correct safety and compliance certificates to engineers.
- Another major benefit was automatically monitoring the expiration dates of parts, to ensure sufficient stocking and to control wastage.
- By being able to quickly order/re-order the parts required during regular scheduled asset maintenance, FiscalityONE saved huge amounts of time and the user only need to click on the asset to see all of its constituent parts and their stock levels, and then with one-click, create a supplier purchase order.
- The stores manager was able to function much more efficiently and managing the stores department become much easier, without having to hire additional staff, which would have previously tripled its operation cost – everything was treated as a cost-centre at EMCOR.
- FiscalityONE passed through the technical audit and certification process required for it to function in critical-impact roles with the pharma industry and we very much look forward to other opportunities in this sector.
Fiscality:One is a new bread of ERP system with incredible flexibility & is adaptable to almost any environment.