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QMS Software

If you are a small manufacturer trying to figure out what software is needed to run your business, the avalanche of choices and the risks of implementing systems that reveal unexpected limitations that you can only discover after the details of implementation are applied, is challenging to say the least.

Before you spend thousands on consulting to help you figure it out, keep reading and we will outline a common sense plan based on these 6 elements so you will recognize a good solution for your business when you see it.

1. Robust

Robust

When it comes to QMS software, has anyone noticed just how many modules they now have? If the software only addresses quality workflows, that number can be up to 10-15, and if the quality management software includes material management, that number can be as high as 30, as is the case with Total Lean Management (TLM) QMS Software.

The same is happening across other software categories as can be seen with online software leaders such as ZOHO One, that have over 40 distinct modules for a wide variety of business workflows, except those needed for ISO 9001 certification, which quality management software is focused on.

This is because there is simply more value in being able to do more within the same software application, and as a result, this establishes the foundation to address the other 6 elements below.

However, there is a drawback of software that proposes to bury a new user under a dump truck of bells and whistles, in that the more complicated and capable the software is the harder it is to get new users up to speed.

This brings up the next element, separate interfaces for different user groups.

2. Upstream / Downstream User Experience

Upstream / Downstream User Experience

A phenomenon especially applicable to QMS Software is that there are two distinct user groups, Upstream and Downstream.

Upstream: This is the Quality Manager and anyone else in the quality department that knows their way around the ISO standards and understands the nature of a quality management system and what quality management software is supposed to do. With this framework under their belt, a user interface that has a lot of capability is much easier to understand and work with.

Downstream: In contrast, downstream users should be involved with the quality management software, but only need isolated and simple access to key activities, such as looking up released procedures, signing off on training records, or easy access to the basic document control activities such as, creating a new documents, uploading a draft, and reviewing approving a document before release.

Ideally downstream user access should be via a user friendly web app to make it mobile accessible so the Quality Manage can get approval signatures from senior management quickly when needed.

3. Integrated

Integrated

Robust is good, but not enough, because the fact of your business and quality management software data is that it is all connected. It is quite literally an endless list of examples we could make at just how many relationships there could be between QMS Software modules. In Total Lean Management (TLM) QMS Software, for example, the Document Management screen has 22 options for links to other aspects of the quality management system, such as:

  • Other documents
  • ISO Sections the document addresses
  • Pre Approval Checklist
  • Deviations
  • Risk and Opportunities
  • Parts
  • Projects
  • And more…..

4. Flexible

Flexible

Now that we have the tools to work with that can talk to each other, the next requirement is flexibility in how that is done. Total Lean Management (TLM) QMS Software has a tag line on their website that goes, “There is Only One Type of Quality System…. Yours!”

Ask any ISO consultant and they will tell you that while they have a variety of documents and templates they use for a job, the final QMS is always unique to each client. Unfortunately for small companies, it’s hard to afford consulting AND QMS software, so they settle for building their initial QMS on paper, and the list of reasons that is a mistake is too many for this blog, but we will cover that in a future blog so check back soon.

Flexibility in quality management software can be established in three ways:

  • Data entry Flexibility
  • System Settings
  • Custom Fields

Data Entry Flexibility: It should be relatively easy to simply start anywhere and be connected to other areas of the software if data from another module is needed for what you are doing. Plus, due to the needs of flexibility and integration, you will need to be able to open as many screens as you need, move them around on multiple monitors, and they should be “Sticky,” so they will reopen where you left them last, giving you the ability to set up temporary “work areas” for whatever collection of modules are needed.

System Settings: What happens when your company needs a feature to work in a certain way, but other companies don’t want to spend the extra time that might take? Your QMS Software should therefore have an area where any feature that may need to be configured or turned off can be accessed and set up the way you want it.

Custom Fields: Different industries and different companies tend to evolve certain terms everyone recognizes. Whether you want to call it a work order, or traveler, your quality management software should allow you to customize what certain key fields are called as well as control the options on certain data entry drop down lists.

5. Plays Well With Others

Plays Well With Others

The simple truth of the business software landscape is that nobody can do everything, and as you collect different software systems there is going to be overlap in data, such as CRM data. Whether ERP, Accounting, or QMS Software, chances are they will all have a place for customer and vendor data.

Is there any way to avoid entering the same data in all these different systems?

And once entered, how do you manage updates so that after a year it’s not a total mess?

The best QMS Software will provide integration support so that if commitments have already been made to an ERP system, for example, your Quality management software has the capability to import Parts and PO data so that your QMS software can let your receiving inspectors simply enter the PO number and pack slip number and the QMS Software automatically provides a drop down list of items and quantities from that PO which were imported automatically from your ERP data.

6. Affordable

Affordable

There are very few truly capable software systems that can check off all the elements above and are also affordable. If you are a small company, this is a must and a deal breaker, even if all the other elements are present.

We know of two systems that together cover the entire business landscape, do so based on the elements above, AND are affordable to small companies.

1. Total Lean Management (TLM) QMS Software
2. ZOHO ONE

Contact us for a demo and let us show you all of this in action, at least that way you will have a better idea of how to recognize the best systems on the market that can address what you need to accomplish as you build your digital landscape based on your quality management software.

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