Hefei Kobayashi GMP Document Management (DMS) Project

I. Hefei Kobayashi Daily Necessities: A Digital Explorer in the Daily Necessities Industry

Hefei Kobayashi Daily Necessities Co., Ltd. (hereinafter referred to as "Kobayashi Daily Necessities"), a rapidly developing domestic daily necessities enterprise, focuses on the R&D, production, and sales of various daily consumer goods. Guided by the core values of "Innovation, Quality, and Service", the company is committed to enhancing its core competitiveness through technological innovation and management optimization. With the intensification of market competition and the increasing consumer demands for product quality, Kobayashi Daily Necessities realized that traditional document management methods could no longer meet the needs of its development. To achieve the digital upgrading of document management and improve the enterprise’s production efficiency and quality management level, Kobayashi Daily Necessities decided to introduce the advanced Hippocrates GMP Document Management System (DMS), kicking off its journey of digital transformation in document management.

II. Urgent Needs for Digital Transformation of Quality Management

Under the traditional document management model, Kobayashi Daily Necessities faced numerous challenges. Document records relied on manual paper-based filling, which not only made human errors more likely but also hindered quick retrieval and analysis. The efficiency of document circulation was low, and there were obstacles to communication and collaboration between departments. Furthermore, the irregular management of document changes meant that employees might mistakenly use outdated documents, posing risks to product quality.

To address these issues, Kobayashi Daily Necessities decided to introduce the Hippocrates GMP Document Management System (DMS), aiming to improve the efficiency and transparency of document management through digital means. The DMS integrates the enterprise’s document management processes, enabling real-time information sharing and collaborative management. Through data collection and analysis, the DMS can monitor document status in real time, optimize document processes, reduce operating costs, and bring comprehensive changes to the enterprise.

III. DMS Project: Phased Implementation to Steadily Advance Digital Transformation

(I) Overall Planning Blueprint

The DMS project of Kobayashi Daily Necessities adopted a strategy of "overall planning and phased implementation", gradually outlining a clear path for the digital transformation of the enterprise’s quality control.

1. Phase 1: System Planning and Infrastructure ConstructionThe project team conducted in-depth research on the digital construction of advanced enterprises at home and abroad, and formulated a detailed implementation plan based on Kobayashi Daily Necessities’ actual needs. During this phase, the enterprise built the infrastructure of the DMS and initially connected quality control equipment to the system, laying a foundation for the subsequent full-scale application.
2. Phase 2: Implementation and Optimization of Core ModulesIn this phase, the enterprise focused on implementing core modules such as quality data collection, automated traceability recording, and quality analysis. Through the DMS, quality data can be collected and recorded in real time automatically; traceability records are generated and stored automatically; and the quality analysis function provides real-time quality reports for the enterprise’s management. At the same time, the system optimized the quality control process, reducing waiting time and resource waste in the quality traceability process.
3. Phase 3: Full Integration and In-depth ApplicationThe DMS was fully integrated with other existing information systems of the enterprise (such as ERP and MES), breaking down information silos and enabling seamless data sharing. By in-depth applying the data analysis function of the DMS, the enterprise can grasp key indicators in the quality control process in real time, providing decision support for management. In addition, the DMS realized full-process traceability of quality control, ensuring transparency and standardization of operations.

(II) Innovation in Core Business Models

Centered on core modules including document collection, automated document recording, and document analysis, the DMS project promoted the comprehensive upgrading of the enterprise’s document management.

• Document CollectionThe DMS enables real-time collection of document data. Through seamless connection with production equipment and testing equipment, data is automatically transmitted to the system, reducing human errors and improving data accuracy and consistency.
• Automated Document RecordingThe DMS automatically generates document records, which include information such as production batches, raw material sources, key parameters during production, and test results. The system supports the export and printing of records, facilitating subsequent review and traceability.
• Document AnalysisThe DMS provides powerful data analysis capabilities, which can generate document reports in real time. This helps the enterprise’s management quickly understand the document status, identify potential issues in a timely manner, and take countermeasures. The system supports multi-dimensional data analysis, providing scientific decision support for the enterprise.

(III) Strong Technical Architecture Support

Based on an advanced digital platform, the DMS has high customization capabilities and efficient data access capabilities. Adopting a distributed architecture, the system optimizes data storage and access efficiency, and can quickly respond to users’ query needs. Meanwhile, the DMS supports integration with third-party systems, enabling data sharing and collaborative work across various business links within the enterprise.

IV. Remarkable Results: Comprehensive Improvement of Document Management Level

(I) Internal Transformation of the Enterprise

The introduction of the DMS has brought significant internal changes to Kobayashi Daily Necessities:

• Significant Improvement in Operational EfficiencyBy optimizing document management processes and monitoring document status in real time, the DMS has significantly improved the enterprise’s operational efficiency. The time for document data collection has been reduced by 50%, the time for document record generation by 80%, and the time for document management by 60%.
• Substantial Enhancement in Data Management LevelThe DMS realizes centralized management and real-time sharing of enterprise data, with data consistency and accuracy reaching 100%. Various departments of the enterprise can obtain the required data in real time, reducing decision-making errors caused by data inconsistency.
• Full Realization of Paperless OfficeThe application of the DMS has realized paperless document management in the enterprise, reducing the cost of using and managing paper documents. At the same time, the system improves data accuracy and security, avoiding errors in manual recording.

(II) Industry Demonstration and Social Impact

The successful implementation of Kobayashi Daily Necessities’ DMS project has not only brought significant benefits to the enterprise itself but also provided valuable experience for the digital transformation of document management in the daily necessities industry:

• Industry Demonstration EffectAs a digital explorer in the daily necessities industry, Kobayashi Daily Necessities’ successful case demonstrates the great potential of the DMS in improving document management efficiency to peer enterprises, encouraging more enterprises to actively engage in digital transformation.
• Cost Reduction and Efficiency ImprovementThe application of the DMS has reduced the enterprise’s labor and management costs while improving operational efficiency. The enterprise has invested the saved resources into technological R&D and innovation, further enhancing its core competitiveness.

V. Future Outlook: Continuous Innovation to Lead the Industry’s Intelligent Transformation

The successful implementation of the DMS has laid a solid foundation for the digital transformation of Kobayashi Daily Necessities. However, the enterprise is well aware that digital transformation is a continuous process, and there is still broad room for development in the future.

• Continuous Optimization of System FunctionsKobayashi Daily Necessities will continuously optimize the functions of the DMS according to the needs of business development. For example, it will further improve the data analysis module to achieve more accurate document prediction and issue early warning; and optimize the document management process module to enable quick location and processing of documents.
• Strengthening Data Analysis CapabilitiesThe enterprise will introduce more advanced data analysis technologies and tools to deeply mine the document data in the DMS. Through data analysis, the enterprise can predict potential issues in advance, optimize document management processes, and further improve operational efficiency.
• Exploring System Integration and CollaborationKobayashi Daily Necessities will actively explore the integration of the DMS with other digital solutions. For instance, integrating with the MES to achieve refined management of the production process; and integrating with the ERP to realize in-depth integration of document data and enterprise resource management.
• Through these continuous efforts, Kobayashi Daily Necessities will continue to move forward on the path of digital transformation, advancing toward intelligence and high efficiency. This will not only help the enterprise stand out in the fierce market competition but also provide richer and more valuable experience for the digital transformation of document management in the daily necessities industry, leading the industry toward a more brilliant future.

VI. Related Solutions

Solution 1: Hippocrates GMP Document Management System (DMS)

Solution 2: Hippocrates  GMP Training Management System (TMS)