With the adoption of the SharePoint 2010-based WorkPoint
solution developed in Denmark, Dansk Standard annihilates an array
of extremely time-consuming, paper-based procedures and processes
while sharing information across the organization.
A far more efficient application of the resources of the employees
results in an increase in productivity. This efficiency-increase
makes Dansk Standard able to pick up the gauntlet and stand tall
against much bigger, international certification
One of the primary tasks of Dansk Standard is to certify
the products and processes according to international quality
standards on a vast array of parameters. Until the adoption
of WorkPoint, the subsidiary, DS Certificering - DS Certification -
has suffered from a somewhat inherit slowness, as Gert Steffensen,
CEO of Dansk Standard, and responsible for the IT in the
- A lot of our processes has been manual to an extraordinary
degree. The certification department's case files has, literally,
been carried cross country to make sure all signed documents and
audit reports where kept together, Gert Steffensen explains.
- Of course, that meant delays were inevitable. In
order to be able to work on the project in Copenhagen, you had to
wait for a colleague to travel from the Aarhus branch to Copenhagen
with the folder, Gert Steffensen adds.
A report estimated yearly savings of a minimum of a 1000 man
hours - the equivalent of between US$
200,000 and US$ 400,000 - by digitizing the case files. On top
of this, Dansk Standard had not organized its knowledge and
document sharing of the already digitized information.
It took several years of research to find an IT solution
to alleviate the problem of wasted man hours. Common to most of the
solutions was the high initial costs and the fact that they were
custom made to completely different sectors. Gert Steffensen
systematized the search, and the answer came in form of the Danish
WorkPoint solution, based on SharePoint 2010.
- WorkPoint made a convincing case for their SharePoint-based
solution, and how it could integrate seamlessly with the rest of
our infrastructure, says Gert Steffensen.
After the lengthy elucidating work, the WorkPoint consultants
expanded on which elements were included as standard or in
SharePoint and which elements had to be developed specifically for
Gert Steffensen adds, that "the WorkPoint consultants
demonstrated an impressive awareness of our business and needs -
and when that happens, you're much closer in the search for the
The implementation of WorkPoint at DS Certificering does away
with the rule of paper. DS Certificering is now able to sign
certifications and audit reports digitally.
- I have no doubt we will be saving a lot of time and a lot of
money, even if we only consider the digitizing of our processes. In
that context, those 1000 man hours - the equivalent of about
US$200,000 - is a good estimate, says Gert Steffensen.
Simultaneous to the general digitizing of documents, shared folders
were introduced, making it possible for the 60 employees in DS
Certificering to share not only documents but mails and so forth
pertaining to each individual case.
Just short of 30 implemented workflows ensures that the
certification employees comply with the applicable standards and
can be guided through the various processes.
- We used to spend the equivalent of a full time employee to
keep our quality manual up-to-date and to ensure that all relevant
employees were informed of changes to the rules, practices,
deviations and so on. From now on, everything will be accessible in
the system, which also keeps the employees informed automatically
whenever the quality manual is amended, Gert Steffensen
- The auditors at DS Certificering are, by the very nature of
their jobs, trained to find flaws in any system. That's one of
their core competencies. Yet, they were impressed by WorkPoint
going back to the introductory pilot presentations. Not only by the
user interface, but by the numeral options to improve our
processes. It's quite telling that instead of the usual
negative murmurs about new IT systems, people have typically
responded to this with comments like "How come we didn't do this
ten years ago?"
Without having the data in, Gert Steffensen still estimate the
advantages to be significant:
- I'm fairly certain we're going to reap the benefits in a lot of
different areas by this. Both measure on economy, productivity and
time. As a result, we will be able to compete from a much stronger
position against the really big, international certification
organizations. And, that even if their custom document management
systems cost them tens of millions of US$, and ours a mere fraction
He adds that when the system is up and running, DS will expand on
it even further. The expansion will include two-way integration
with the Microsoft AX-based ERP-system. Further down the track, the
idea is to file reports and data directly through a Windows 8
- As WorkPoint is SharePoint 2010 at the core, the system is
very flexible. We can even adapt it ourselves to a degree, since we
have the know-how about the various web parts in-house. This makes
us independent and in a better position to keep the consultancy
hours under control - something which would not be possible with a
through-and-through custom solution.
here to find out more about WorkPoint.
WorkPoint are already
signed up as a Platinum Sponsor for the ESP Conference 2013. Why
not join them?
or call +353 91 514501 to learn more about sponsorship &
Stay tuned for more content by joining our community or by
following us on twitter or facebook!