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Things to Consider when Implementing a QMS System

Chirag Panjwani on June 3, 2022

QMS implementation

Manufacturing companies use Quality Management Systems to identify faults in their processes and fix them by optimizing and standardizing them. This blog will guide you in comprehending the concept of quality management as well as the important things to consider for the implementation of QMS system.

Table of Contents:

  • Overview
  • Defining Quality Management System
  • Result of a successful QMS implementation
  • Things to consider when implementing a QMS System
  • Summarizing thoughts

Overview

Businesses all around the globe are mounting their confidence in QMS systems to produce high-end quality products.  They have recognized the need for an inclusive QMS software and are deploying it with the objective of enhancing the quality of their business processes, staying compliant with the stringent rules, and satisfying the customer demands. They, these days, are proactively assessing and investing in QMS solutions to ensure that quality standards are maintained at every stage of the product lifecycle.

Defining Quality Management System –

Before diving into the subject, here’ a quick brush-up on what a QMS essentially is-

Quality Management System (QMS) is a system that documents processes, procedures, and responsibilities for achieving quality policies and objectives. A QMS helps coordinate and direct an organization’s quality-related  activities to meet customer and regulatory requirements and improve its effectiveness and efficiency on a continuous basis. Quality control systems are used by businesses to assess the quality of all factors involved in manufacturing and to ensure that the products or services meet their technical standards.

The implementation of a QMS system results in process improvement and standardization, as well as ensuring product and service quality.

QMS overview

Why a QMS implementation?

  • Achieves organizational goals.
  • Reduces costly errors.
  • Improves customer satisfaction.
  • Improves documentation.
  • Identifies issues and rectifies them.
  • Creates a culture of quality.
  • Better internal communications.
  • Consistent products quality.
  • Improves compliance.

Things to consider when implementing a QMS System –

Implementing a quality management system is not child’s play. It requires a huge amount of effort to put in. Companies need to take inputs from their staff members at all levels, right from the top management (the decision-maker) to the lower management. Once everyone gets on the same page, the aforementioned step should be followed for a QMS Implementation in manufacturing:

Need Analysis:  A thorough analysis or an internal audit should be conducted. Companies should gather all the key business requirements and determine the software’s true need. They should calculate the anticipated risks and break down the important areas that will give significant consumer satisfaction. It will give businesses a good understanding of where the current procedures are lagging and what the new system will do.

Planning: Make a list of the gaps in the current processes based on the analysis of the quality management processes. It will enable companies to go on to the next step of gathering resources and establishing an effective implementation strategy. Divide the project into sub projects and assign a deadline for each. Put up a team that monitors if the implementation progress takes place in the specified time frames or not. Any delays should be brought to the notice of top management and should be accounted for.

Bringing team & stakeholders on the same page: Ensure that all the employees from the top to the bottom are involved in the project. They should know about the new system. Furthermore, all stakeholders should be trained on using the new system.

Teamwork: Form a team to deal with the issues related to the software. It should be composed of people from several departments, with someone in charge, ideally from the quality or IT departments.

Selecting the system: Select the appropriate solution after articulating the needs, and search for key business-critical variables. Know about frequent updates, vendor support in terms of training and maintenance, etc.

Deployment phase: Deploy the system and validate that it is compatible with all existing business systems and that it has been configured to meet specific needs. Collecting and migrating existing data to the software’s database is also done at this stage.

Control & Measure: Set some benchmarks for evaluating the new system’s performance. Define the procedures for controlling, measuring, and monitoring outputs to verify that they satisfy quality standards.

Review process for continuous improvement: Schedule product or process audits to ensure that policies and requirements are met. Companies should continue to audit and assess the procedures on a regular basis to ensure that they are evolving.

Summarizing thoughts:

By following the steps mentioned above, businesses can implement an effective QMS system. Contact us to know about an expert partner who can assist you with the implementation of quality management system in manufacturing. Our in-house quality experts at QualityPro will be pleased to help you.

What is Document Management System (DMS)?

Chirag Panjwani on June 1, 2022

Document Management System

Do you know what all companies have in common? It doesn’t matter if it’s the IT industry, healthcare, manufacturing, automobiles, cosmetics, finance, or any other industry, they all rely heavily on documentation.

Documents are the foundation of any company. Documents play a critical part in the smooth operations and ultimate success of it.

There isn’t a single business on the planet that can get through a day without reading and sharing papers. This comprises of, among other things, marketing brochures, project proposals, technical documentation, training materials, etc.

Yep. Documents in the workplace are essential!

The difficulty is that the more documents we create and rely on for work, the more important it is to have processes in place to manage them across the organization. And, a Document Management System can be a best bet for this.

But, first thing first-

What is actually a Document Management System or DMS?

As the name implies, a Document Management System (DMS) is a system or software that makes it easier to create, store, manage, index, protect, and retrieve digital documents. Although the majority of Document Management Solutions store all of your digital documents on the cloud, they are much more. In a true sense, it is a framework that allows vital information to flow freely throughout a company.

A competent Document Management System may help you organize all of your files and data in one place, maintain track of all of your key papers, increase accuracy, and enable 24/7 access to documents from anywhere in the globe. As a result, using it allows you to stay ahead of the competition by providing all of the information your staff requires to complete their tasks effectively.

What’s more? Document Management System is totally off the charts!

Apart from helping make all of the tasks associated with document management easier, faster, and more efficient, DMS offers numerous reasons why a company should use it right away. Here are a few examples:

1. Reduced Storage Space

Any business can benefit from a software-based DMS that eliminates the need for file cabinets, boxes, and storage bins, freeing up valuable office space.

2. Enhanced Security

To protect sensitive data, document security is crucial for enterprises of all sizes. Access to sensitive information can be regulated at the folder level for different groups or individuals. In addition, a DMS keeps a track of who has viewed a document, when it was accessed, and how it was altered. Documents that are managed are highly traceable and can be labelled to trigger automated alerts.

3. Improved Regulatory Compliance

Meeting certain compliance standards manually in document management can be rather complicated. At the same time, non-compliance can result in fines, license suspension, and, in some situations, criminal liability. Sarbanes Oxley and HIPAA, for example, are federal and state regulations that require tight security and privacy guidelines. However, non-compliance is less likely with a Document Management Solutions.

4. Easier Document Retrieval

Finding and recovering papers can take a long time, and we all know that is ultimately taking money out of our pockets. The average office worker spends 30 to 40% [Source: Forbes] of their day looking for printed documents, while businesses spend $20 on labor to file a document, $120 on labor to find a misfiled document, and $220 on labor to reproduce a lost document [Source: Konica Minolta]. These excessive document management expenditures chew into a company’s budget, hinder productivity, and limit its potential for growth.

A Document Management System can be a time-saving and powerful tool. A DMS can retrieve files based on a word or phrase in a document, depending on the solution used.  It also allows users to access documents from afar. Documents can be accessed from anywhere at any time as long as there is an internet connection.

5. Better Collaboration

Acting as a central repository, an advanced Document Management System Software substantially simplifies the ability to access documents and collaborate. It gives more visibility into business processes and allows for improved workflow monitoring. 

6. Better Disaster Recovery and Backup

A data backup and disaster recovery plan are included in a well-designed Document Management Solution. Documents are protected from fire, flood, and other disasters with digital archiving as a back-up. Documents are also easily traceable and may be tracked using a variety of criteria using a DMS. Thus, it lessens the possibility of papers being misfiled or lost after they have been seen.

7. Productivity Improvements

With all the data and documents just a click away, the team can put all its efforts in just working rendering higher productivity, every single day. Staff morale and client satisfaction can both benefit from faster and more efficient document retrieval.

So, what are you waiting for? Turn over a new leaf with QualityPro’s DMS and stop putting your files into a closet no less than a well.

QualityPro’s Enterprise Document Management System is a feature-rich desktop and DMS that allows you to save, create, track, retrieve, and manage all types of documents. It supports the complete document lifecycle for an organization, from content generation through distribution to archiving and, finally, secure content retention and deletion.

In a nutshell, it unifies your document management requirements into a single, cost-effective system. Furthermore, it is simple to use, has a simple interface, and provides a high level of flexibility, allowing businesses of all types and sizes to use it to suit their document management needs.

As a result,  Cloud-based Document Management System is getting popular in businesses that want to become paperless. Want to be in same boat? If yes, ask for a demo now!