Virchow Group
Managing assets across 5 sites with SOP-driven maintenance and audit-readiness through Dovient.
Industry Context
Petrochemical and pharmaceutical operations face some of the most demanding maintenance requirements in any industry. Pharma facilities need complete audit trails for every maintenance activity because regulators can request documentation at any time. Petrochemical plants operate under strict safety compliance rules where equipment failures carry risks far beyond production loss. When an organization runs multiple sites across both sectors, the challenge compounds: every location needs to follow the same standards, but local teams may have developed their own ways of working. Standardizing maintenance procedures across sites is not just about efficiency. It is about ensuring that safety and compliance hold up everywhere, not just at the headquarters location.
The Goal
Virchow Group operates 5 petrochemical and pharmaceutical sites. Each site has its own set of equipment, its own maintenance team, and its own operational rhythm. The leadership team recognized that managing assets across all these locations required a unified approach. Without standardization, each site would continue developing its own procedures, making it difficult to ensure consistent quality and compliance across the organization.
The maintenance leadership wanted a single platform where assets from all 5 sites could be managed centrally. They needed to standardize maintenance procedures with SOPs so that every technician, regardless of which site they worked at, would follow the same process for the same type of task. This was especially important for pharma operations where audit trails are a regulatory requirement, and for petrochemical operations where safety compliance cannot vary from site to site.
The target outcome was straightforward: all 5 sites running on one platform, with SOP-driven maintenance workflows, and the ability for the senior maintenance team to review compliance status across every location from a single dashboard. They wanted to be audit-ready at any time, at any site, without scrambling to compile records when an auditor arrived.
The Approach
- Onboarded assets from all 5 sites into Dovient, creating a centralized asset registry with location-level segmentation so each site's equipment was organized separately but accessible from one view.
- Defined and attached standard operating procedures to maintenance tasks so every technician follows the same process regardless of site. SOPs were versioned and controlled to meet regulatory documentation standards.
- Configured preventive maintenance schedules aligned to both regulatory and internal audit requirements, with separate frequencies for pharma-grade and petrochemical equipment.
- Set up compliance tracking so that safety-critical maintenance tasks in petrochemical operations and audit-required tasks in pharma operations were flagged and tracked separately from routine maintenance.
- Configured role-based access so site-level teams could manage their own work orders and schedules, while the senior maintenance team had a cross-site view for oversight and reporting.
- Rolled out site by site, starting with the largest facility to establish the template, then replicating the configuration to the remaining 4 sites with site-specific adjustments.
- Trained site-level maintenance teams individually, with refresher sessions after the first month to address questions that came up during daily use.
- Enabled cross-site visibility for the senior maintenance team to review compliance status and work order progress from one dashboard, with the ability to drill down into any site for detail.
The Outcome
Timeline
5 Connected Sites
All 5 sites now run on Dovient with standardized, SOP-driven maintenance workflows. The Virchow Group team has audit-ready records across every location, with consistent procedures that hold up to regulatory scrutiny. The senior maintenance team can review the compliance status of any site from one dashboard, and site-level teams have the autonomy to manage their own day-to-day work within the standardized framework. When auditors visit any of the 5 facilities, the team pulls up the relevant records directly from Dovient rather than assembling documentation from multiple sources.
What Changed Day to Day
- Technicians at every site see the same SOP format when they open a work order. Whether they are at the pharma facility or the petrochemical plant, the process is consistent. New team members can follow the documented procedure without relying on verbal instructions from colleagues.
- The senior maintenance team holds a weekly cross-site review using the Dovient dashboard. They can see PM completion rates, overdue tasks, and compliance flags for all 5 sites on one screen, then drill into any site that needs attention.
- Audit preparation is no longer a scramble. Maintenance records, SOP adherence logs, and PM completion histories are continuously documented in the platform. When an auditor requests records, the site team pulls them up in minutes, not days.
- Safety-critical maintenance in the petrochemical operations is tracked with its own compliance flags, ensuring these tasks are never deprioritized in favor of routine work. The team has clear visibility into which safety tasks are upcoming and which are complete.
“Brought assets from 5 Petrochemical & Pharma sites into Dovient, now audit-ready with SOP-driven maintenance.
Dovient Features Used
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