Kelloggs Case Study

Kellogg had a requirement to migrate an existing Lotus Notes Quality Manual application providing document control, archiving and records management capabilities to the business.

The existing application uses Lotus Notes as a rich client application environment in order to manage the creation, review, publishing, and archiving of Quality Manual documents. Once approved, these documents can additionally be viewed over the intranet to anonymous staff members via a Lotus Domino internet server.

When a new Quality Document is created, the system asks the user to choose from a set of 19 Microsoft Word 2003 templates.  In addition, the document is requested to be classified according to a series of metadata fields that are requested from the user.  Once the user has selected a template from the list and has classified the document accordingly, a word document is created (based on the template selected) and embedded within the notes document, the system then used COM to push across the meta data field values selected to the header of the document via pre-created word fields in the templates.

Double clicking on a template enables the attachment of an updated template and additionally the specification of the approvers and reviewers.  These names are used as default values when the workflow is setup for the documents approval, but can be changed.

These capabilities needed to be provided by a replacement system, with the data in the existing Lotus Notes application requiring migrating across to the new platform. Kellogg’s Quality team selected SharePoint and RecordPoint as their compliance solution. The system fully addresses their regulatory requirements, including 21 CFR Part 11.

Built as a set of modular components, each controlled document process is built using a combination of Microsoft SharePoint and RecordPoint. This level of integration, combined with Microsoft SharePoint’s familiar user interface and integration with Microsoft Office, allowed users to quickly become proficient with the entire range of quality processes.

The result is faster deployment, less training and higher adoption rates.

At the same time, Kellogg’s IT team appreciate that the RecordPoint is “Built in SharePoint” and out-of-the-box, which means that it sits comfortably within a standard SharePoint implementation and is ready to deploy. The result is less complexity, lower implementation costs and far lower costs of ownership than alternative quality management systems built on proprietary, legacy platforms.