maximize your quality management system
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Want to Maximize Your Quality Management System?
By: Kanupriya Bhatli | Posted: Oct 28, 2010
Any organization that has faced an FDA inspection or ISO audit would realize how critical it is to have an
optimal quality system that makes your life easier by reducing duplication and risks. During an audit, the
main concern of any agency is to find out if a business has quality at the heart of its operation and that
every process is followed per the quality manual. In the current competitive market, various companies
recommend using an electronic Quality Management System (QMS) to achieve savings in time, and long
term costs. So, whether you currently own an automated QMS or not, it is important to understand what
you can gain if you maximize your electronic QMS. Some of the immediate benefits an optimum quality
system can offer any business include:
Quick return on investment
Significant administrative time and cost savings
Increased chances of market success
Solid infrastructure for a robust system that supports quality related tasks and processes throughout
the organisation
Five Ways to Optimize Your Quality Management System
Integrated Solution for Quality Management
Every business faces the challenge of ensuring the entire quality system is well connected between
departments and teams. One of the sure ways of optimizing a quality system is to have all quality
processes connected through a central system and removing silos of information throughout the company.
It's a common occurrence that during an audit or survey, a change in the process or non-conformance is
highlighted. A process change may impact three to four departments, therefore, having a centralized
system that triggers a required action, based on an identified issue, would save man hours in transcribing
the findings and then communicating to each stakeholder separately.
Analysis and Reporting Capability
It's often said that what gets measured, gets done! Through reporting and analysis tools of an automated
quality system, it is easy to generate audit reports, training plans, resolve issues quickly through issue
resolution trends analysis, and analyze the performance indicators of your quality system. Through built-in
and customized reporting facilities, it's simple to first get a bird's eye view of key management information
and then drill down into details if necessary.
Take a Process-Based Approach to Quality Management
When operating under a formal QMS, whether influenced by external quality assurance requirements or
not, it is necessary to provide clear and complete set of operational process maps defining the entire
organization. Such process maps tie specific procedural supporting documents and forms to each process
step, are dynamic to allow changes, and are easily accessible to all staff. A process-oriented quality
system can yield quicker returns through marked improvements in the effort and time it takes to find,
review, edit, and communicate any information change.
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Training as an Integral Part of Your Quality System
Regulatory authorities require every employee to demonstrate they are competent for their role and are
being continually trained to fulfill growing job requirements, or any changes in their work processes. The
quality systems enable managers to match personnel competencies to the skills and then trigger any
training needs for an employee wherever there is a mismatch, or change of role.
Scalable and Flexible System
If you are new to an automated Quality Management System, it is natural that you would like to take a
stepped approach towards rolling out your quality system throughout the organisation. As an experienced
user of an electronic quality system, your requirements may grow with business expansion. Having a
system that is flexible and can be expanded as your needs grow is a proven way to maximize your quality
system.
Electronic QMS is a proven method of achieving ISO and FDA compliance, but it's important to optimize
your software investment by choosing the right solution and expanding it for your business.
About the Author
Kanupriya is a copywriter for Proquis. Proquis offers web-based compliance management and process
mapping / analysis software including document control and audit management system. Proquis software
provides enterprise-wide automation of processes, complete audit trail and an efficient document change
management. Visit www.proquis.com to request a live demonstration of Proquis software.For more
articles like this, related news and information, subscribe to the Proquis Resources.
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