Challenge
Lack of structure with overview of history and knowledge sharing
Vikima Seed needed a system that could structure and manage history while ensuring always updated documentation. If a procedure changed, it was complicated and time-consuming to ensure that employees had the latest version of the document in production.
“We lacked an overall overview of logs for facilities and machinery. For us, the worst-case scenario is a breakdown or downtime in production. This is especially critical during peak season, which for us is in the spring when all farmers are ready to sow, or immediately after harvest in late summer when all seeds must return to the factory for cleaning and processing. At those times, everything needs to run smoothly to avoid bottlenecks,” explains Rikke Karkov Hansen.
She also notes that training new employees was difficult. Although Vikima Seed invests heavily in side-by-side training, there are constantly new developments that must be communicated to people who may not be familiar with computers. “Here, D4InfoNet has made it easier to document our training of employees.”
Solution
A system that supports structure, training, and communication
D4InfoNet functions as Vikima Seed’s primary quality management platform. There is a CRM system for warehouse management and customer databases, while D4InfoNet is used for documentation, complaint handling, and internal audits.
“With D4InfoNet – and especially Document Management, Registration and Process Management, and the News Channel, which are my favourites – we now have a structure that ensures we can always access and share the latest knowledge within the company. In an ideal scenario, we would become even better at feeding data into the platform, so that in the long term we can extract data for analyses, for example on the frequency of replacing specific spare parts in our facilities. In that way, we would become more conscious of which spare parts we should always have in stock, which could ultimately help minimise downtime.”
Another important tool for Vikima Seed is the News Channel. The company holds an internal Monday morning meeting where the CEO shares status, what is new, and customer visits for the coming week. “The summary is then published on the News Channel so it is accessible to everyone. In this way, we ensure that all employees receive the same information,” says Rikke Karkov Hansen.
“In addition, I often spice up our Monday meetings with a round of Tips & Tricks in a PowerPoint presentation. Here, I present new initiatives in D4InfoNet or short updates about new policies. These presentations are also published afterwards as news for 14 days and can always be found in a handbook created for that purpose. It is very positively received. Our News Channel is also used for information and registration for social events.”
It can be challenging to get all production employees to engage fully with the platform. That is why Rikke Karkov Hansen involves them in developing, for example, forms. She succeeds by going into production when new procedures are being written. “I try to make procedures for production as specific and concise as possible, and I use many images and short video clips where relevant. It makes everything much more user-friendly,” explains Rikke Karkov Hansen.
– Rikke Karkov Hansen, Quality Coordinator
Result
Fewer loose papers, knowledge sharing available to all, and better communication year-round
“D4InfoNet has created better structure, overview, and knowledge sharing in an ongoing process. We now have one place where we can always find the latest information – tailored to the individual employee and their work area, so they receive only what they need,” says Rikke Karkov Hansen, who sees it as a great advantage that employees are not bombarded with irrelevant information that makes them blind to what actually matters.
Vikima Seed continuously develops the platform and adapts it to their needs, which Rikke Karkov Hansen also highlights as a major advantage. There are not yet concrete measurements of results, but she clearly experiences an improvement in quality, better processes, and simpler, faster training.
“Another benefit is the ability to customise D4InfoNet. We can continuously integrate new tools and functions, such as activities and calendar features, which provide an overview of busy periods and make it easier to plan new projects. Add to that the pop-up function with notifications throughout the year. We continuously find new opportunities as we develop our use of D4.”
Who is Vikima Seed?
Vikima Seed produces vegetable and flower seeds. Approximately 85% of the business is multiplication, where customers send parent seeds for propagation at Vikima Seed. Farmers handle cultivation and harvesting, while Vikima Seed cleans, packs, analyses, and returns the seeds in the required packaging. In this way, Vikima Seed functions as an intermediary between owners and growers, with a focus on consultancy, documentation, and quality requirements.
The remaining part is managed by the Selection Department, which sells open pollinated seed varieties without special rights. Here, seeds are produced in Denmark, France, and the USA, while more exotic varieties are purchased from countries such as Chile, China, and Italy. All sales are for export.
Visit Vikima Seed’s website: vikima.com
