As a quality professional or senior manager you already know how critically important quality products and services are to your customers. After all, they are the lifeblood of your business. Quality products and services do not happen by accident. Consistency comes from robust processes and procedures. If your company is also accredited to industry standards, then you have the added responsibility of complying with these standards and being able to show to your customers (and auditors) that you comply. And it’s a moving target with the bar continually being raised by market demands for increased efficiencies.
So how does your existing paper-based or enterprise system stack up? Does it provide you with a competitive advantage? Is it really cost effective? Is it keeping up with your ever-increasing workload and providing you with solid data to speed up decision making? No? Perhaps it’s time to look at other options…
That is Why Implementing a Continuous Improvement Quality System is Important...
First of all, let’s look at why you need a good QMS:
It keeps you in compliance, operating well within your corporate culture on critical decisions and staying on the right side of all relevant governmental regulations and the law. An audit will happen – will you be ready?
It gets you to market more efficiently, with less risk and fewer unpredictable expenses.
It increases efficiencies and effectiveness of:
Workflow and related operations
It allows you to focus on your job and make decisions based on facts.
Is your current system giving you positive results in these key areas?
So what about documentation…
Traceability + objective evidence = everything. Remember “If it wasn’t documented, it didn’t happen.”
A recent survey of quality professionals showed that 2 of the 3 most time-consuming tasks are documenting work and reviewing documents. You need to be focused on adding value, not updating spreadsheets, reviewing documents and chasing approvals…
The misconception about paper-based systems….
Many companies start out with a set of templates and written procedures that meets the minimum criteria needed to meet their quality objectives. As they grow, spreadsheets and databases are developed by managers to help automate their workload.
Contrary to popular belief, these paper-based systems are NOT the cheapest and easiest Quality Management System to operate. They actually add to your workload and bring with them costly problems:
Missing documents (misfiled or lost) and records
Documents and records will be out of sync – obsolete documents still in circulation
“Must have” review and approval signatures will be missing during an audit
Lost or missing documents during an audit
Companies may invest in a document management system to address these issues, but stop there. In addition to documentation issues, paper-based QMS also suffer from the following drawbacks:
Hinders team-based work
Follow-up meetings are needed to check progress
Complicates design transfers between teams
Action items tracked in various locations and often forgotten
Complicates risk management
Provides zero value to new product development
Way too slow to perform risk analysis
Very hard and time consuming to update or show traceability
So perhaps these “quality systems” are not as cost-effective and efficient as they seemed at the outset.
Looking for a better solution?
The good news is there are amazing software solutions that will take away all of these issues and free up your time to focus on adding value. Not only will they remove these headaches, the leading-edge software will actually cost you less than what you currently spend on your paper-based QMS!
How Continuous Improvement Software outperforms a paper-based approach…
Using a fully integrated QMS covers everything you do: Electronic Document Management; Meetings, Agendas and Action Items; Nonconformity; Process Auditing; Near Miss; Calibration; Maintenance and Repair; Customer Feedback; Work Orders; Corrective Action; Vendor Management; Risk Analysis and Evaluation; Inventory Management (Job Release, kitting and Pick Tickets) ; Accident/Incident OSHA Reporting; Human Resource and Training; Food Safety HACCP Solutions; Receiving, In-Process and Final Inspection; Customer Supplied Product Management; Manager Action Items Reporting; Customer Special Requirements; Sales and Marketing; Master Calendar of Events and Actions Due; Reports and Graphs; and Complete Help Videos and Manual and much more...
Documents all work performed. Maintains critical documents in a secure location with access granted by permissions
Reviews all documentation and approvals
Communicates automatically with team members
Performs data/project analysis. Decisions are based on collected data
Organizes work / Prioritizes work
Has an action list for EVERYTHING
Links / traces related items
Requests approvals automatically for your processes as required (CAR, CAPA, EQHS, etc.)
Provides objective evidence of compliance
Establishes and monitors risk control measures
If that list is not complete enough, best-of-breed software also provides you with a built-in Database Management and Creation tool to build any additional databases for process you have or wish to add in the future.
What you will experience using CIS software…
Comply with all the latest regulations by leveraging technology with the latest best practices built-in and continually updated
Easily manage and mitigate risk
Improve your time to market by increasing efficiency and effectiveness of processes
Empower stakeholders with real time access to complete and accurate data
Break down departmental silos with integration across the entire organization
Add accountability for results
“But we already have a low power legacy solutions and/or battleship, enterprise solutions…”
Most companies already have a “system” in place that gets the job done, so why change? In the majority of cases these are either partial solutions (like document management) or ad hock “add-on” afterthoughts attached to the enterprise accounting/production solution. They were not designed around the quality needs of the modern organization. While they may do some QA tasks, they force you to compromise and develop “workaround” processes in order to get your job done. Let’s face it, they are not ideal:
Complicated and hard to use
Cost and time of implementation and maintenance are often not well understood
No team of quality experts to walk you through every step of the process
Not specifically built for managing ALL aspects of your QMS
Not promptly and continuously updated to new industry standards
When you combine the best-of-breed Continuous Improvement Software with industry best practices you get...
Alignment and compliance with industry regulations and requirements
Workflows and best practices integrated to improve overall efficiency
Intuitive user interface and usability
Quick and easy implementation and training
Technical and customer support to address questions related to your QMS
Expertise to ensure your QMS continues to align with changing needs of your industry
What our customers say…
“We love how CIS tracks training and can upload training records certificates to 20, 30, 50 people at one time!”
“Having an action list for EVERYTHING when we log in means we never forget an action (calibration coming due, training, action from an audit, action from a management review, corrective action, etc.)”
“CIS email reminds us of our to do lists in advance and on the day and when it goes past due - really keeps our team on track”
“Easiest audit ever! Everything the auditor needs is available at the click of a button.”
Why not take the time to see what CIS-Continuous Improvement Software can do for your business? Book a demo. See what customers are saying. It could be the best decision you’ll make all year.
Let us open the door to continuous improvement for you…