HORSE digitalizes its global machine safety management with a Power App

Until then, CCS were managed manually through Excel spreadsheets and SharePoint folders. On a global scale, with thousands of validations per year, this method generated inconsistencies and loss of traceability, and exposed the company to legal risks in the event of an accident. The need was clear: to have a centralized, reliable system compliant with industrial safety regulations, capable of operating in all of the group's plants regardless of country or language.

The project posed two major challenges:

1. Centralizing and standardizing the validation process. Each plant managed its CCS independently, with no global visibility or guarantees of consistency. With up to 20 or 30 procedures open in parallel per factory, it was impossible to detect which CCS were delayed, which were accumulating workload, or how many had been pending signature for weeks. Beyond the operational inefficiency, the problem had a legal dimension: CCS are documents with evidentiary value. In the event of an accident, the company must be able to prove that the validation process was completed correctly and signed by the department head. With scattered files and no digital signature, that traceability could not be guaranteed.
2. Supporting a complex, high-volume process. With closing cycles of 6 to 18 months, seasonal activity peaks, around 650 users including technicians and subcontractors, 250 control points per procedure, and up to 8 different validation roles involved in each CCS, the system had to be robust, flexible, and scalable.

Based on the analysis of the process and HORSE's requirements, Itequia designed and developed a custom Power App, integrated into the Microsoft 365 ecosystem and deployed progressively, starting with an initial pilot and eventually reaching all of the group's plants.

An application designed for a global, critical process

The solution centralizes the entire lifecycle of each CCS: from its creation to its final closure, including the validation of 250 control points organized into 6 milestones (stages in the process of installing or maintaining an element of the production line), incident management, and a legally valid signature workflow.

Key functionalities include:

• An interface designed for the industrial environment. The design was adapted to real-world use on the plant floor, where operators typically work with gloves and protective equipment. Simple navigation and comfortable handling under those conditions were prioritized, reducing friction and the margin for error.
• A home dashboard with a global view of all CCS (active, in progress, and closed) with filters by plant, project, status, and person responsible. For the first time, managers can simultaneously see the status of all open procedures across all plants.
• A creation form integrated with HORSE's machinery purchasing app. When a piece of equipment comes from a Shopping List, its data is automatically transferred to the new CCS, eliminating manual work and transcription errors. Information flows directly from purchasing management into the validation process.
• Milestone management with phase-specific checklists and a lifecycle structured into 5 states, from Pre-Signature through to closure.
• Evidence logging with photos and attached documents at each control point. If an incident is detected during a review, it is documented and linked to the CCS, providing the traceability needed in the event of an audit or legal proceedings.
• Non-conformity management (LUP) with three criticality levels (high, medium, and low). High-criticality incidents are blocking: until they are resolved and validated by all responsible roles, the signature remains disabled. Medium- and low-criticality incidents are managed with full follow-up and traceability.
• A three-round signature workflow (Signature 1, Signature 2, and the Department Head's signature) with automatic prior validation of conditions. The system verifies that all points have been validated and that no high-criticality incidents remain open before enabling each signature. Once the conditions are met, signatories automatically receive an email notification.
• Version change management with automatic notification to all plants whenever a procedure is updated, ensuring that every country always works with the current version.
• Export of the complete CCS as a PDF, in the user's active language, for legal archiving and potential audits.
• Multilingual support in 6 languages: Spanish, English, European Portuguese, Brazilian Portuguese, Romanian, and Turkish.
• A Power BI dashboard embedded in the application itself, with 4 analytical views (Milestones, Signature 1, Signature 2, and Closure), real-time KPIs, and visual alerts for procedures that exceed their planned dates. It makes it possible to compare actual progress against the plan and identify bottlenecks before they become blockers.

A progressive rollout to minimize operational impact

The project was structured in two phases: an MVP deployed at the Seville plant to validate the solution with real users, followed by the rollout to the rest of the group's plants with the full set of functionalities. This approach made it possible to iterate quickly and adapt to each factory's activity peaks.

Technology