Digital permit certificate management only works if it exists in everyday life
Paperless permit certificate management is only progress if it works in practice: intuitive, auditable and without new hurdles.
In the first part of the interview, Harald explained why paper-based certificate management can become a security risk in modern industrial environments. In this second part, we will look at how exactly mularis: Digital Release Certificate Management closes these gaps - and what the real benefits are in everyday life, in audit preparation and in terms of efficiency.
In the second part of our interview with Harald, Head of Development at mularis, we show exactly how this is implemented.
We talk about mandatory steps, audit trails, template logic and easy integration into existing processes - and how companies are not only digitizing documentation with mularis, but also strengthening their entire safety culture.
Harald, how exactly does mularis: release certificate improve process reliability in daily use?
Our solution enforces certain mandatory steps that make the entire process structured and verifiable. Approvals can only be granted once all required fields have been filled in and the associated checklist has been completed. This ensures that security-relevant points are not inadvertently skipped.
In addition, mularis: Release bill logs every single step in the background: processor, time stamp, changes - everything is documented automatically. This systematic approach not only strengthens compliance, but also creates commitment in everyday life. It specifically prevents shortcuts, which can quickly arise in hectic operations or under time pressure - and ensures that every approval is traceable and fully documented.
Which specific work steps are eliminated by using your digital solution?
Depending on customer requirements and implementation, there is no need to print out documents at all. Instead, employees have direct digital access to the approvals. These can be called up and processed at terminals, for example, making the traditional trip to the control room superfluous. This reduces unnecessary walking distances and significantly speeds up the flow of information, especially in plants with several production areas or extensive factories.
The manual distribution of paper documents, which used to take place via shift supervisors, central filing systems or personal handovers, is also no longer necessary. mularis: Release bill ensures that all those involved can access the current status of a release at the same time - without any media disruption. The documents are stored automatically and audit-proof in the system, so that archiving and subsequent traceability is completely digital and searchable.
The often time-consuming search for specific approvals in folders or suspension files is also no longer necessary. Instead, all information is immediately available. Coordination by telephone or queries about the processing status can also be largely avoided, as it is always clear which approval is in which processing step - a decisive advantage for smooth processes in dynamic production environments.
What typical increases in efficiency can be measured after the introduction of digital release certificate management?
After some initial additional work due to the complete integration of the approval process - especially in companies with complex organizational structures or individual approval paths - some additional work is initially required. However, this effort quickly pays off: the ability to define templates and use them multiple times noticeably reduces the amount of time spent completing them in day-to-day business. Employees no longer have to resort to free text fields, but to clearly structured masks. The required personal protective equipment (PPE) is assessed using predefined selection fields and predefined risk categories. As a result, the risk assessment is no longer the sole responsibility of the individual filling in the form, but follows a standardized scheme - this reduces room for interpretation and increases safety.
Adapting existing forms is also much easier: changes - for example due to new legal requirements, operational processes or internal audits - can be made centrally and immediately transferred to the operational process. Printed carbon copy forms do not have to be replaced, withdrawn or redistributed. Even in companies that still work with paper, printing costs are massively reduced - because simple A4 printouts replace expensive pre-printed A3 sets with multiple carbon copies.
Another key advantage is communication: queries about the processing status, which were commonplace in the past, are significantly reduced. Everyone involved can see in real time which approval step has already been completed - and by whom. This prevents duplication of work, misunderstandings and increases transparency.
In addition, new forms or approval categories can be created and introduced with just a few clicks - a huge relief for companies that work with seasonal processes, special approvals or changing regulations. The advantage is particularly noticeable during audits: All required documents are centrally available, searchable, versioned and fully traceable. This significantly reduces the time and effort required for preparation - and increases the certainty of being able to present exactly what is required in an emergency.
To what extent does mularis: Digital Release Certificate Management support companies in complying with regulatory requirements such as SCC, ISO 45001 or other industry-specific standards?
With mularis: Digital release certificate management, we map all necessary approval steps, inspection obligations and documentation requirements completely digitally - as required by SCC, ISO 45001 or other industry-specific standards. In concrete terms, this means that every process step is mapped in the system and every inspection obligation is clearly documented.
The solution is designed in such a way that no release can take place until all regulatory criteria have been met - regardless of whether safety-related inspections, technical releases or organizational approvals are involved.
This mandatory structure not only prevents individual points from being overlooked or released too early, but also increases security: processes only continue to run if all the specified criteria have actually been met. mularis thus becomes a reliable control mechanism - and helps companies to manage their processes in a standard-compliant and resilient manner, even with increasing complexity and under high time pressure.
How does mularis: Digital Release Certificate Management document compliance with the regulations in a transparent and traceable manner?
Every processing step within mularis: Digital Release Certificate Management is automatically documented - audit-proof, traceable and clearly assignable. This starts with the initial entry: every action, every signature, every change is versioned and saved with a time stamp and the responsible user. The first version of a release document remains as a separate entry so that the original status can be restored or viewed at any time.
All subsequent adjustments - whether content changes, comments or corrections - are recorded in a detailed audit trail. This shows exactly who made which change and when. It is also possible to flexibly configure which changes should be logged at all. The system can also be configured so that certain interventions can only be provided with a mandatory comment - for example, in the case of subsequent adjustments to forms that have already been approved.
This provides companies with a complete, digitally traceable approval history. In the event of an audit or internal review, it can be clearly and unambiguously documented at any time who initiated, checked or approved what and when - without any queries, search effort or manual documentation requirements.
What role does your solution play in audits and external audits?
With mularis: Digital Release Certificate Management, we create the basis for efficient and seamless preparation for certifications and external audits. The digital traceability of all release processes makes it easier for our customers to provide the required documentation quickly and in a structured manner in the event of an audit. This makes the integration of mularis: Release Certificate a valuable building block for confident and transparent audit management - all in the interests of successful certification.
What factors were particularly important to you during development to ensure the acceptance and user-friendliness of the software?
A key objective in the development of our mularis: Digital Release Certificate Management module was to make the solution so user-friendly that users can work productively straight away without long training periods. After all, every minute counts in practice - and nobody wants to integrate additional complexity into already dense workflows. In order to achieve this goal, we specifically involved pilot users from different areas of application in the early project phase. Their direct feedback was continuously incorporated into the development - not as an afterthought, but as a binding requirement.
At the same time, we attached great importance to intuitive navigation and self-explanatory user guidance: Work instructions, mandatory steps and notes are integrated directly into the form. The user interface is deliberately kept to a minimum in order to focus on the essentials - regardless of whether mularis is used stationary at the terminal, mobile via tablet or across multiple locations. For many of our users - from safety officers to plant managers - it is precisely this clarity that is the decisive factor in not only accepting the digital solution, but actively integrating it into everyday life.
What technological trends are currently influencing your development work?
We are currently focusing on three trends in particular:
- Firstly, we are focusing on the development of open interfaces so that our solution can work seamlessly with other systems in the company - such as ERP or document management systems.
- Secondly, we are increasingly working on automation, for example through the automated creation of work approvals, which employees can then process in a targeted manner.
- Thirdly, we attach great importance to expanding our platform so flexibly that approval processes can be mapped individually across all sectors - from plant construction to the energy industry.
How do you plan to further develop your solution in the coming years? What role could AI or cloud-based solutions play in this?
Our cloud-based solution is already available and enables location-independent access and easy scalability for companies of all sizes. We are keeping a close eye on developments in the field of artificial intelligence and are convinced that AI-supported technologies will offer significant added value in the medium to long term.
What do you recommend companies do to remain competitive in terms of secure and efficient approval processes in the future?
In my view, openness to digital innovations and the consistent switch to comprehensible, audit-compliant digital processes are essential. Companies should regularly review their workflows, identify potential for increasing efficiency and invest early in solutions that offer both security and flexibility.