Case Study

Challenge

LioChem, a leading manufacturer based in the United States, specializes in producing high-quality plastic colorants, inks and coatings, and functional dispersions for industries such as automotive, construction, energy, and industrial applications. Operating in a highly regulated environment, LioChem is part of the artience group, a global organization headquartered in Japan, bringing extensive expertise in specialty chemicals and advanced materials, and serving diverse industries with a strong focus on innovation and compliance.

LioChem faced challenges in managing quality, compliance, and operational efficiency. To address these issues, the company partnered with Trackmedium to implement an integrated quality management system (QMS) tailored to their needs.

LioChem's operations in the United States faced several critical challenges:

• Compliance Management: Meeting stringent regulatory requirements such as ISO certification, alongside OSHA and EPA standards.
  Key Benefits with Trackmedium eQMS
  1. Centralized Compliance Management - Eliminates scattered records, improving tracking, visibility, and collaboration.
  2. Automated Reminders - Keeps teams on track with calendar alerts and status indicators (green | red).
  3. Prioritized Compliance Efforts - The Agencies Module provides an Interested Parties List (IATF) with impact rankings (low | medium | high) for proactive compliance management.
  4. Improved Efficiency & Audit Readiness - Instant access to critical compliance data, ensuring seamless operations and regulatory compliance.
• Fragmented Processes: Disconnected systems for managing audits, nonconformances, customer communications, and document control made processes more complex and time-consuming.
  Key Benefits with Trackmedium eQMS
  1. Trackmedium consolidates disconnected systems into a single source, streamlining operations and improving data accessibility.
• Fragmented Processes: Disconnected systems for managing audits, nonconformances, customer communications, and document control made processes more complex and time-consuming.
  Key Benefits with Trackmedium eQMS
  1. Trackmedium consolidates disconnected systems into a single source, streamlining operations and improving data accessibility.
• Supplier Approvals & Asset Calibration: Previously, supplier approvals and asset calibration lacked a structured workflow, creating operational bottlenecks.
  Key Benefits with Trackmedium eQMS
  1. Seamless routing system, ensuring that purchasing, accounting, and quality teams can efficiently exchange information with a centralized repository with a gated approval process.
  2. Now, each department can review, approve, or request changes at key checkpoints, ensuring compliance and transparency.
  3. Supplier scorecard storage for performance tracking and customer scorecards to monitor and evaluate ongoing relationships, making the entire process efficient and well-documented.
• Customized Workflows: Addressing unique workflows for IT asset approvals, safety data sheet management, and deviation tracking required a flexible and robust solution.
  Key Benefits with Trackmedium eQMS
  1. Efficiently track IT assets such as computers and accessories ensuring visibility into the owner and status.
  2. An internal IT ticketing system replaces the email-based process, enabling teams to submit, track, and resolve IT requests seamlessly. This transition provides measurable metrics on response times, issue resolution, and IT performance, ensuring faster repairs, improved accountability, and enhanced operational efficiency - all within a central repository

Solution

Trackmedium provided LioChem with a scalable and comprehensive QMS platform, deploying the following modules to address their specific needs:

• Asset Calibration & Maintenance:
  1. Automated scheduling and tracking of asset calibrations and maintenance tasks, replacing manual, time-consuming processes.
  2. Previously, records were stored offline, requiring physical checks, leading to inefficiencies. A centralized digital repository provides real-time access to calibration records, maintenance schedules, and asset status, ensuring improved reliability, reduced downtime, compliance and uptime of critical equipment.
• Audit Management:
  1. Streamlined internal and external audit workflows.
  2. Comprehensive tracking of audit findings and corrective actions.
• CAPA (Corrective and Preventive Actions):
  1. Efficient identification and resolution of root causes.
  2. Proactive measures to prevent recurrence of issues.
• Root Cause Analysis & Issue Prevention
  1. Streamline root cause identification and resolution, incorporating structured approvals, task assignments, and action tracking - features previously missing in LioChem's self-built Microsoft Access system.
  2. Enable collaborative problem-solving across diverse teams, Trackmedium eQMS ensures efficient issue resolution, proactive prevention, and full accountability, with documented proof of completed work through approvals and check-offs.
• Customer Communication & Management:
  1. Tools to improve transparency and responsiveness in customer interactions.
  2. Enhanced tracking of customer-specific quality requirements.
• Deviation and Nonconformance Management (NCM):
  1. Robust systems for recording, tracking, and resolving deviations and nonconformances. Digitizes and automates deviation and nonconformance management, replacing manual, binder-based processes that lacked updates, approvals, and status visibility.
  2. Auto-generate forms, pre-fill metadata, and streamline approvals, saving time and ensuring audit readiness - turning a former challenge into a point of pride praised by auditors each year.
• Document Control:
  1. Centralized management of all critical documents, ensuring version control, accessibility, and compliance. Employees can view up-to-date work instructions from any PC, eliminating outdated physical forms and reducing compliance risks.
  2. Automated task reminders ensure timely annual approvals, while the system also tracks physical document locations - a key safeguard during audits.
  3. As the most used module, Trackmedium's document control enhances visibility, efficiency, and regulatory readiness.
• IT Assets and Misc Approvals:
  1. Customized workflows for IT asset approvals, tracking and internal ticketing, ensuring seamless tracking and management.
  2. Highly customizable modules integrate effortlessly, creating a connected system that enhances efficiency and visibility across all IT processes.
• Management of Change (MOC):
  1. Structured processes for managing changes in materials, processes, or systems serving as a central repository for project tracking. Previously, there was no structured system for managing changes, and the difference is night and day - ensuring greater visibility, control, and efficiency.
• Materials, Suppliers, and Safety Data Sheets (SDS):
  1. Supplier management module customized for streamlined approvals and performance monitoring.
  2. Centralized SDS repository for easy access and compliance.
• Task and Training Management:
  1. Automated training schedules and competency tracking providing a clear training matrix that allows managers to pull data by department or individual to monitor progress in real time. LioChem played a key role in shaping this module, making it a highly effective tool.
  2. Since training is one of the most critical yet challenging aspects for many companies, Trackmedium eQMS has significantly improved training management, ensuring better compliance, skill development, and overall workforce readiness.

Results

Since implementing Trackmedium, LioChem has experienced transformative improvements in its operations:

• Enhanced Compliance: Maintained 100% compliance with ISO requirements, OSHA, and EPA requirements by utilizing the automatic notifications for due dates.
• Operational Efficiency: Streamlined workflows across 15+ modules, saving an estimated 30% in administrative time..
• Supplier Performance: Improved supplier approval times by 40% through customized workflows, increasing visibility to all necessary departments.
• Data Transparency: Centralized data repositories enabled faster decision-making and real-time insights.
• Improved Response Time: Improved customer response time by 20% through improved complaint and CAPA tracking.

Conclusion

Trackmedium has empowered LioChem's US operations to overcome its operational challenges and build a robust foundation for quality and compliance. By leveraging Trackmedium's customizable QMS modules, LioChem continues to lead in the manufacturing industry, ensuring safety, efficiency, and customer satisfaction. For more information on how Trackmedium can support your business, visit Trackmedium