6 essential features of a qms

In this article, we discuss the importance of the following essential features of a QMS in 2023:

A digital quality management system (QMS) is software for helping ensure that an organization’s products, services, and processes meet required quality standards.

The right system should streamline administration, provide oversight and control over operations, and make it much easier to comply with requirements. To do this, however, it has to offer the right capabilities.

When deciding which quality management software to use, we recommend insisting on the following key features.

1. Automation

One of the key advantages of a digital QMS compared to a paper-based one is tasks can be automated. A digital QMS that doesn’t offer automation overlooks one of the main reasons most businesses don’t use paper-based systems anymore.

Automation of specific tasks ensures that vital steps, like reviewing and approvals, aren’t overlooked or delayed. This can save your business essential time because there’s no need to monitor the entire system.

It also helps keep everything up to date, so your QMS can be ready if there’s an audit. This eliminates much of the stress associated with prepping for a compliance-related audit.

isoTracker’s system supports automation for a variety of tasks, including reporting, task notifications, document archiving, requesting feedback, automated workflows, reminders for corrective actions, and rating of risks.

2. Enterprise-wide integration and connectivity

Quality management often involves implementing changes to processes to improve quality or to address problems. For example, a change to a product’s manufacturing process might need to be introduced so that the product meets industry standards.

If these changes aren’t universal throughout the QMS, the same problem can persist somewhere in the manufacturing process. This is why the different aspects of quality management can’t be managed as separate entities once implemented.

A digital QMS should have modules that easily integrate, so the system doesn’t have communication issues. isoTracker’s system is specifically designed to have modules that can stand alone but integrate with each other seamlessly when needed.

3. Scalability

As mentioned, all businesses can benefit from a QMS, even if they’re just starting out. However, developing a QMS can be a large undertaking that consumes work hours and money.

A good QMS should allow you to initially choose the aspects of quality management that are most important to your business. You can build the system as you have more time and resources.

As your business grows, more staff will need access to the system. Find a QMS that lets you control the number of users with access and for how long.

isoTracker’s cloud-based system lets you control the size of your QMS by providing individual modules that can stand alone but integrate seamlessly with each other as needed.

We offer subscription tiers based on the number of users, length of access and modules required. This lets you tightly control how much you’re spending on your QMS from day one.

4. Integration with training and development

Continuous training is good for any business, and it makes sense to integrate this development into your QMS so it translates directly into better manufacturing standards. Some industry standards, such as the ISO 9000 series, require “continual improvement” to meet compliance requirements.

A QMS that includes training and development as a core focus will ensure training is done as needed, on time and that there’s a record of completed training. Unrecorded training isn’t much use when it comes to compliance.

isoTracker’s system includes a module that focuses exclusively on training. It allows you to create courses and build tests for various competencies that are directly linked to job roles within the business.

This makes the training targeted and effective, while allowing you to address gaps in knowledge through corrective actions.

5. Analytics and reporting

Having a QMS in place is one thing, but how do you make sure it’s effective? Without analytics and reporting, it’s difficult to track if your QMS is doing what’s needed – maintaining and improving the quality of your product or service.

Reporting and analytics help identify if changes need to be made to your system and where the gaps are; for example, where in a lengthy or complicated manufacturing process a change might need to be introduced to ensure a better (or more compliant) end product.

Without this data, identifying problems might be impossible. An overlooked non-conformance can have disastrous results, such as a recall. However, just an overload of analytical data can also be overwhelming and unhelpful.

A QMS that offers user-friendly analytics and reporting is vital to make sense of this feedback. isoTracker’s system uses real-time data and analytics to help identify areas for improvement and ensure fast, proactive responses to shortfalls.

6. Closed-loop CAPA system

CAPA, or corrective and preventative action, isn’t a once-off quality management task. It’s an ongoing part of a QMS that looks out for potential problems or non-conformances.

A closed-loop CAPA is a continuous cycle of monitoring, identifying potential issues, preventing them/introducing corrective action, confirming implementation, learning from the non-compliance and going back to monitoring.

A distinction must be made between corrective and preventative action. It’s not always necessary to introduce both to an issue. If preventative action does what it’s supposed to, no corrective action should be needed.

In reality, your QMS must have a robust CAPA system that’s continuously preventing and rectifying threats to your product’s quality. isoTracker’s CAPA module is dedicated to tracking and recording non-conformances and their root causes.

It also streamlines the process of rectifying these issues through collaboration, automated workflows, reminders and real-time CAPA data.

isoTracker offers a comprehensive cloud-based quality management software system that includes all the essential features of a QMS.

Sign up for a free 60-day trial and get full access to the system with support emails and web demos.