Software House QMS Management
QMS Management
Optimise your business processes with QMS Management. Our quality management solutions guarantee effective control and improvement of your company's standards.
Enquire about the QMS Management offer now and raise the quality of your business!
Support in company quality management
Quality management (QMS Management) in companies is a process that has evolved considerably over the years. Not so long ago, spreadsheets and binders were used to keep records in order. Documentation was often scattered, making it difficult to access the information needed and introducing the risk of errors and inaccuracies. Employees had to spend a lot of time manually processing data, which reduced operational efficiency and increased the risk of mistakes.
Today, however, thanks to modern solutions, such a process can be greatly simplified and structured. The development of information technology and software dedicated to quality management has brought with it many benefits. One such tool is an application for Quality Management System (QMS), also known as QMS (Quality Management System).
Key features QMS system
Thanks to the use of modern QMS applications, companies can achieve higher levels of efficiency, better quality of their products and services and increased customer satisfaction. The integration of advanced technologies in quality management also allows for react more quickly to market changes and customer requirements, which is crucial in today's dynamic business environment.
Electronic storage and management of records
All documents are centrally managed and easily accessible, eliminating the need for physical storage and minimising the risk of loss or damage to documents.
Reporting and analysis
Advanced analytical tools enable the generation of reports and data analysis to support well-informed decision-making.
Compliance and audit monitoring
QMS applications can support the monitoring of compliance with standards and regulations, as well as preparation for audits by collecting and analysing data and generating reports.
Continuous improvement
QMS systems can collect data on process performance and quality results, enabling the identification of areas for improvement and the implementation of corrective and preventive actions.
Process automation
QMS systems can automate many routine tasks such as document review reminders, approvals and change tracking, reducing the workload for staff and reducing the risk of errors.
What is Quality Management System (QMS)?
Quality Management System QMS is a set of standards, procedures and processes designed to ensure the best possible quality of the products a company produces or services it provides. It is structured structure including documentation, rules, company policies, personnel management methods, safety standards, audits, risk management, and CAPA (Corrective and Preventive Actions).
The QMS enables digitisation and automation of many aspects of quality management. It allows records to be stored electronically, making them much easier to manage and access. Employees can quickly find the information you need, and document updates are immediately visible to all authorised users. In addition, the system can be integrated into other management systems, such as management systems in the laboratory.
Tools used in quality management
Software, applications and spreadsheets play a key role in the quality management systems (QMS) in companies. Each of these tools has its own specific applications, advantages and disadvantages. Below is an overview of these technologies, their benefits and potential applications in the context of quality management.
Quality Management Software (QMS Software)
Pros:
Process automation
QMS software automates many routine tasks such as records management, non-compliance tracking and audit planning.
Data centralisation
All quality data is stored in one place for easy access and management.
Scalability
QMS software can be scaled according to the needs of an organisation, regardless of its size.
Compliance with standards
Many QMS systems are designed to comply with international standards such as ISO 9001.
Reporting and analysis
The software offers advanced analytical tools and reporting features to help make data-driven decisions.
ETQ - A quality management platform that offers tools for risk, compliance and documentation management.
Intelex - Quality, safety and environmental management software.
MasterControl - Comprehensive QMS software that supports the management of documentation, training and regulatory compliance.
Best for medium and large companies. Offers advanced automation features, data centralisation, reporting and compliance.
Mobile applications for Quality Management
Pros:
Mobility
Allow employees to access the QMS from anywhere using smartphones and tablets.
Rapid communication
Employees can quickly report non-conformities and quality problems in real time.
Facilitated audits
Auditors can carry out on-site audits using mobile apps to complete forms and record data.
iAuditor - A tool for audits and inspections via mobile devices.
Qualtrax Mobile - A quality and compliance management application that allows access to documents and forms from anywhere.
Gensuite Mobile - It offers functions for quality, security and compliance management on mobile devices.
Ideal for companies that need mobility and quick access to quality management systems. They facilitate audits and communication in the field.
Spreadsheet
Pros:
Ease of use
Spreadsheets are widely known and easy to use, making them easy to implement and use.
Low cost
The cost of purchasing and maintaining spreadsheets is low compared to specialist QMS software.
Flexibility
Spreadsheets can be customised to meet the specific needs of a company by creating custom formulas, tables and charts.
An application for organising, analysing and storing data in tabular form, consisting of cells organised into rows and columns. Allows you to perform calculations, create charts and use functions and formulas to analyse data.
Excel - A commonly used Microsoft spreadsheet that can be used to create simple quality management systems.
Google Sheets - An alternative to Excel, offering real-time collaboration features and online access.
Suitable for small companies or companies at the beginning of their journey in quality management. Easy to use, flexible and low-cost, but less effective for larger organisations. Choosing the right tool depends on the company's specific needs, size, process complexity and budget. Integrating different tools can also bring additional benefits by combining the advantages of each tool.
4 advantages implementation of QMS
1. structured information
One of the key advantages of implementing a quality management system (QMS) is having structured information. All quality-related data and documents are collected, managed and stored in one central system, which significantly facilitates access to information, organisation of documents and increases transparency and efficiency. The centralisation of data reduces the risk of duplication and errors, and the automation of processes, such as notifications for reviews or training, further enhances the company's quality management.
2. Faster flow of information
Data centralisation and process automation make all information readily available in one place, speeding up internal communication and enabling rapid responses to problems. Employees can immediately obtain the data, documents or notifications they need, leading to increased operational efficiency, reduced errors and better coordination across the organisation.
3 Monitoring and control
Through data centralisation, process automation and advanced analytical tools, organisations can monitor and control all aspects of their quality processes on an ongoing basis. The QMS enables performance tracking, identification of non-conformities, analysis of the causes of problems and implementation of corrective actions. Regular monitoring allows a rapid response to any deviations from standards, and close scrutiny ensures that all procedures and standards are followed, leading to continuous improvement in the quality of products and services.
4. Planning of processes and tasks
It enables tasks and processes to be precisely defined, scheduled and assigned to the right people or teams. This enables organisations to better coordinate their activities, ensuring that all tasks are completed according to agreed deadlines and standards. Automatic reminders and notifications of upcoming tasks or reviews further streamline management, minimising the risk of missing important milestones or deadlines. Planning in the QMS allows you to optimise the use of resources, improve operational efficiency and ensure continuous improvement of quality processes.
Quality management - benefits and improvements
Improving operational efficiency
Automating many quality management processes reduces manual work and minimises the risk of errors. Streamlining the flow of information and documentation speeds up decision-making and operational processes.
Compliance with standards and regulations
Facilitate compliance with standards such as ISO 9001 and industry regulations, which is important for maintaining licences and certificates. Enables preparation for internal and external audits through transparent management of documentation and processes.
Cost reduction
Reduction in product errors and defects, resulting in lower costs related to complaints and returns. Optimisation of resources and processes, leading to operational savings.
Improving the quality of products and services
Systematic monitoring and control of quality at each stage of production or service provision. Ability to quickly identify and eliminate sources of quality problems.
Increasing customer satisfaction
Better product and service quality leads to higher customer satisfaction and increased loyalty. More efficient information management allows for a faster response to customer needs and complaints.
Continuous improvement
The systematic collection of data and analysis of results makes it possible to identify areas for improvement. The implementation of corrective and preventive measures leads to continuous improvement of processes and products.
To whom is the QMS offer aimed at?
Quality management systems (QMS) are aimed at companies of all sizes:
Small companies
They can use the basic functions of the QMS to improve the organisation and quality of their products or services. The QMS helps small businesses to gain the trust of customers and meet market demands.
Medium-sized companies
They can implement more advanced QMS functions that support larger-scale process management. The OMS enables efficient management of the growing volume of data and documentation and better quality control.
Large companies
They benefit from the full functionality of the QMS, which integrates quality management at an organisation-wide level. These systems support complex processes, compliance with international standards and management of large amounts of data.
Standards quality management
A collection of requirements, guidelines and specifications developed to ensure that products, services and systems meet appropriate quality standards.
ISO 9001
International standard that defines the requirements for quality management systems (QMS). It focuses on a process approach, continuous improvement and customer satisfaction. It can be used by organisations of all sizes and sectors.
ISO 14001
Defines requirements for environmental management systems (EMS). Helps organisations minimise environmental impact, comply with legislation and strive for continuous environmental improvement.
ISO 45001
Standard for occupational health and safety management systems (OHSMS). It focuses on ensuring safe and healthy working conditions, minimising risks and improving overall safety in the workplace.
ISO 27001
Defines the requirements for information security management systems (ISMS). Helps organisations protect data and information, manage the risks associated with its storage and processing and ensure business continuity.
ISO 13485
Standard for quality management systems in the medical sector. Focuses on meeting regulatory requirements and ensuring the safety and quality of medical devices.
Methods quality management
Tools and techniques used to improve the quality of products, processes and services.
PDCA (Plan-Do-Check-Act)
The Deming cycle, also known as the PDCA cycle, is an iterative process improvement method. It consists of four stages: planning (Plan), execution (Do), checking (Check) and action (Act). It helps organisations to continuously improve their processes.
Six Sigma
A methodology focusing on the reduction of variation and defects in processes. Uses statistical tools to identify and eliminate the causes of quality problems. It incorporates the DMAIC (Define, Measure, Analyze, Improve, Control) and DMADV (Define, Measure, Analyze, Design, Verify) methodologies.
Lean Management
An approach that focuses on eliminating waste and optimising processes. Focuses on delivering customer value with minimal resources. Includes tools such as 5S, Kaizen, Value Stream Mapping (VSM) and Just-in-Time (JIT).
Kaizen
Japanese philosophy of continuous improvement. Focuses on incremental, small changes in processes that lead to significant improvements in the long term. Promotes employee involvement in the improvement process.
Total Quality Management (TQM)
A comprehensive approach to quality management, covering all aspects of the organisation. Focuses on the commitment of the whole organisation to excellence and customer satisfaction. Includes principles such as customer orientation, process approach, employee involvement and data-driven decision-making.
FMEA (Failure Mode and Effects Analysis)
A method of risk analysis focusing on the identification of potential defects and their consequences. It helps organisations to assess risks and implement preventive actions.
Root Cause Analysis (RCA)
Method for identifying root causes of problems. Uses tools such as the Ishikawa (fishbone) diagram and the „5 Why” method.
Implementing quality management standards and methods will help companies improve operational efficiency, increase customer satisfaction, reduce costs and ensure compliance with legal and industry requirements. Standards, such as ISO 9001, and methods, such as PDCA, Six Sigma or Lean Management, can be applied to small and medium-sized enterprises as well as large corporations, in a variety of economic sectors.
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Frequently asked questions
(FAQ)
Here you will find answers to many questions related to quality management in your company.
A quality management system (QMS) is a set of policies, processes and procedures that an organisation applies to ensure that its products or services meet specified quality standards.
- Increasing operational efficiency - Automated processes, better document management.
- Improving the quality of products and services - Systematic monitoring and quality control.
- Compliance with standards and regulations - Easier compliance with standards and regulations.
- Increasing customer satisfaction - Better quality leads to higher customer satisfaction.
- Cost reduction - Reducing errors and defects, optimising resources.
- Continuous improvement - Identification of areas for improvement, implementation of corrective actions.
ISO 9001: International standard that specifies requirements for quality management systems.
ISO 14001: Environmental management systems standard.
ISO 45001: Standard for occupational health and safety management systems.
ISO 27001: Information security management systems standard.
ISO 13485: Standard for quality management systems in the medical sector.
PDCA (Plan-Do-Check-Act): Continuous process improvement cycle.
Six Sigma: Methodology for reducing variation and defects in processes.
Lean Management: An approach that eliminates waste and optimises processes.
Kaizen: A philosophy of continuous improvement.
Total Quality Management (TQM): A comprehensive approach to quality management.
FMEA (Failure Mode and Effects Analysis): Risk analysis method.
Root Cause Analysis (RCA): A method for identifying root causes of problems.
ETQ: A platform for quality and risk management.
Intelex: Quality, safety and environmental management software.
MasterControl: Comprehensive QMS software to support documentation and compliance management.
- Mobility: Access to the QMS from anywhere.
- Rapid communication: Ability to report problems in real time.
- Facilitated audits: Conducting audits via mobile devices.
Pros:
- ease of use and low cost,
- flexibility to adapt to specific needs.
Disadvantages:
- manual data processing increases the risk of errors,
- limited scalability and lack of automation.
Small businesses: They can use the core functions of the QMS to improve organisation and quality.
Medium-sized companies: The implementation of more advanced QMS functions supports process management.
Large companies: They use the full functionality of the QMS to integrate quality management at an organisation-wide level.
- Needs assessment: Understanding the company's specific requirements.
- Selection of appropriate tool: Selection of QMS software or other quality management tools.
- Staff training: Ensure adequate training for all users of the system.
- System implementation: Implementation of the company's QMS, including data migration and process configuration.
- Monitoring and improvement: Continuous monitoring of QMS effectiveness and implementation of improvements.
Initial costs - Investment in software and training.
Resistance to change - Employees may be reluctant to adapt new processes.
Data management - Storage and management of large amounts of quality data.
Maintaining compliance - Continuous compliance with changing standards and regulations.
The implementation of a quality management system brings numerous benefits and improvements, but requires careful planning and management to reach its full potential.
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