QMS system

Setting up a QMS system - Setting up a QMS system.  Where do you start when setting up a QMS system and then a QMS system that is demonstrable and certifiable. It is important to determine in advance what the level of the organization is. If there is nothing, it is best to start simple. What are the important processes and how are they managed? Make this demonstrable and record it in a mmanagement system. However, try to leave the ad hoc approach behind. If an organization is much further along in its development, it is initially more about collecting the available (process) descriptions, instructions, spreadsheet registrations, etc. Structuring this and then transforming it into a solid management system. It may already be possible to have more proactive control, but then all systems must be well connected.

The overview below shows the maturity stages of a QMS system. If it is clear where your own organization stands, it is easier to draw up an action plan for the follow-up process.

QMS system - the maturity stages

In a QMS system, the following maturity stages can be distinguished:

1. Ad hoc
   Management's understanding of quality, environment, health and safety, information security is limited. The control of processes is fragmented and problems are widely ignored. There is a lot of ignorance in terms of quality and there is a belief that everything is good. Formally, there are no responsibilities and accountability is not given. Documentation of processes and practices is limited and often outdated. Communication by e-mail and access to quality data and documentation is difficult.
    
2. Reactive
   In addition to the quality manager (QM), only a limited number of people are involved in quality management. Quality data is collected in a limited way, usually in separate spreadsheets. Users wait for problems to occur and only then react. Important quality problems are recorded, but not yet sufficiently analyzed to prevent recurrence. There is no integration yet.
    
3. Managed
   Management of quality, environment, health and safety, information security is important throughout the organization, not just for the quality manager. Audits and controls are carried out regularly. KPIs have been introduced and are being steered accordingly. Ownership and responsibilities have been established. 
    
4. Proactive
   Data on quality, environment, health and safety and information security are available and accessible throughout the organization. Working methods are up-to-date and laid down in a practical way and also accessible throughout the organization. Problems are recognized and analyzed. Actions are identified and implemented to prevent recurrence. 
    
5. Integrated and optimized.
   Management of quality, environment, health and safety, information security is a spearhead and a value within the organization. A full process integration supports proactive, risk-based quality decisions. Quality data is correlated with each other, if necessary with artificial intelligence. Collaboration is the key to success to drive positive business and customer outcomes. 

QMS system - what to use when setting up

On the IT side, developments are perhaps even faster than in certification land: mobile working, social management systems, straight from the cloud. Quite different from the collection of process descriptions, procedures, instructions and forms. Printed and bundled inthe book in the cupboard of every department manager.... A digital management system can do so much more, apart from the different 'ISO standards'.

An overview of 'standard' functionalities of a mature management system:

Just for fun, set up our cloud solution in 60 seconds as a test, software tool for management systems: documentation, risk analysis, notifications, audits, supplier assessments, etc. And look for the differences with your current way of working ...