Camtronics Medical Systems

Camtronics Medical Systems Enhances Efficiency, Customer Service with Integrated Solution

After Camtronics Medical Systems implemented IFS Applications™, it received rapid payback through increased efficiencies and improved customer service. And when the company updated its software to take advantage of the latest IFS technologies, it saved even more money by handling almost the entire process itself.

Multiple Systems, Fragmented Data

Although Camtronics Medical Systems is a leader in providing advanced information systems to its clients, the company was burdened internally by a variety of standalone systems supplemented by homegrown databases and spreadsheets.

“As a result, we had lots of duplication of data entry,” said Barb Hamann, Manager of Systems Development and Product Support for Camtronics. “It was difficult to reconcile between the systems.”

One particular concern was that the system Camtronics used to track customer calls was not integrated with its manufacturing and financial solutions. As a result, the repair department had to use several systems to make and document repairs. The department also used a separate database to track serial numbers for the as-shipped and as-is configurations.

“Because of the lack of integration, the repair process wasn’t as smooth or quick as it could have been,” Hamann said.

Finding an Integrated Solution

Camtronics used a software evaluation package to identify potential solutions from several software vendors. A multidisciplinary team from sales, customer service, manufacturing, engineering, finance, and information systems participated in the demonstrations and provided input on their needs and wants.

Camtronics selected an integrated solution from IFS, a leading global business applications provider. The selection team felt that IFS’ functionality offered the best overall value to meet the company’s needs.

Smooth Implementation

Because the company converted from a variety of legacy systems, the implementation was complex. Yet it was also smooth.

“It was all orchestrated very nicely,” said Lisa Janssen, Director of Information Technology for Camtronics. “As soon as part of a migration was done, the users knew what data and business processes to check and whom to contact next. The implementation really went without a hitch.”

Improved Tracking of Serialized Products, Warranty Information

The IFS system has improved efficiency and reduced costs through its ability to track serialized products. In the event of a product recall, the company can focus on the range of serial numbers for the product in question, avoiding the expense of a total product recall.

“With the volume of serialized products increasing, we would be so much further behind where we are today if we didn’t have IFS,” Hamann said.
IFS Applications provides detailed information on warranty costs, also a critical area for high-technology medical systems. The system provides a detailed repair history and can identify warranty, out-of-warranty, and service agreement coverage.

“We now have the ability to isolate cause codes to determine which parts are causing problems so we can take the most appropriate actions,” Hamann said.
Camtronics has also used the engineering change order process in IFS Applications, improving what had been a manual operation.

More Efficient Financial Processes

On the financial side of the business, Camtronics has realized a variety of efficiencies from its integrated system. After going live with IFS, the company added a Canadian subsidiary and was able to perform consolidations faster and more easily.

Using IFS’ periodic cost allocation capabilities, the company uses the system to allocate service and maintenance revenue across accounting periods—a process that was done manually on separate spreadsheets.

Camtronics uses IFS to track profitability by product line and prepare budgets more efficiently. Not only can the company’s financial analysts prepare the budget entirely within the system, but they can also generate revised budgets quickly and easily using actual data together with remaining budgeted amounts.

“It’s been a great tool,” Hamann said. “The analysts from the finance department appreciate the time savings.”

Improved Information Flow

IFS’ integrated document management application has made it easier to keep track of important business documents. Instead of keeping paper copies, which can be easily lost, the company stores documents electronically in a central repository.

“You can attach drawings, quotes, and notes, and they can pull them up on the floor instead of having to try to find the latest copy,” Hamann said. “You run the risk of somebody using an outdated copy if they’re pulling it from paper. If you’re pulling it from the system, then you know which one is the latest revision.”

One feature that Camtronics’ customers appreciate is automatic e-mail notification when work orders are opened or closed.

Economical Updates

One year after implementing IFS Applications, Camtronics updated its system to take advantage of IFS’ latest functionality. Using IFS’ unique do-it-yourself approach, the company was able to handle most of the update process itself, resulting in a substantial cost savings.

“We definitely recommend the do-it-yourself approach to other companies,” Janssen said. “It’s an advantage not only from a cost standpoint, but also because users view the system as their system. They’ve tested it, and they own it.”

In the near future, the company plans to add IFS’ System Validation Kit for medical device companies. The package simplifies regulatory compliance by allowing electronic signatures to be validated as required by the U.S. Food and Drug Administration (21 CFR, Part 11).

Recognized Success

Camtronics’ success in implementing an integrated system has received independent recognition. The company was the winner in the Medical Systems category of Start magazine's 2003 Technology & Business Awards. The awards recognize end-user companies and their visions for implementing technology to solve business challenges.

One of the judges for the competition, Dan Miklovic of Gartner, concluded that “Camtronics’ implementation of IFS Applications serves as a case study on how to do ERP (enterprise resource planning) right.”