QDMS – INTEGRATED MANAGEMENT SYSTEM SOFTWARE
QDMS Integrated Management System has been developed for the automation of the activities required for the management system standards owned by the companies. Application establishes the documentation infrastructure required for all kinds of management system Standards (ISO 9001:2008, ISO 14001, OHSAS 18001, ISO 22000, ISO 16949, ISO 17025, ISO 27001 etc.) and in this way it ensures to perform and follow-up of all related activities.
Design and developments criteria of QDMS are as follows.
- Ease of learning – All modules of the application has an user interface which is simple and can be easily learned.
- Ease of use – All dependent activities (Verification, control, reporting progress, etc.) excluding the ones initiated by the person (document preparation, creating CAPA etc.) can be easily performed by clicking the links on the e-mails.
- Accessibility from everywhere – As it is internet based; system can be easily accessed and used from remote points.
- Easy and fast go-live – It allows bulk document transfer, data transfer and integration with the corporate systems.
- Easy adaptability to the changing conditions and requirements – with several parameters and adaptable data sections; it can be easily adapted to the data flows and changes in the data requirements without software revision. System has position (role) based infrastructure.
- Automation of the activities within workflow logic with e-mail supported workflow feature, workflows can be monitored and reported.
- Ability to undertake routine works– system has e-mail warning for delays and timeouts, monitoring works with parametric escalation, automatically reporting data input with user defined report templates)
- Able to operate with minimum data input – data can be entered and completed later within time, workflow can be started with minimum data
- Data pool and corporate memory functionality – monitoring data and historical information with reports and graphs.
- Easy information access – Running queries within groups and categories, full-text searching feature within the document body.
- Authorized data access – Authorization on the basis of function and record.
- Minimum IT support – As it is internet based; server installations sufficient for version upgrades.
QDMS ensures communication and coordination between units, individuals, parties and activities. In this way; it makes saving from workforce and time and contributes to the corporate memory.
QDMS is 100% Web based application developed by using Microsoft ASP.NET technology. Application structure is completely modular and parametric; and starting from basic module (System Infrastructure Definitions) and Document management module, modules can be put into use at any time and at any phase. Users access to the system through Internet Explorer and perform their activities. Any program setup is not required for user computers. By these means; Application can be easily used from remote locations and via Intranet. (Secure access is recommended for Internet use.)
All kinds of activities in the system are automatically reported by means of pre-defined report templates. System notifies the responsible people with e-mails for to-do tasks and actions in background, and users can perform their activities from system or through the links in e-mail attachments depending on their preference. System is able to integrate with all SMTP/POP3 compatible mail systems. Also; information related with the documents and activities kept in the associated database can be analysed in details from the graphs and reports taken in the system. All modules can be adapted to the changing conditions and policies by means of available rich parameters.
Queries can be done for the whole company and on the basis of the workplaces as well. Multiple management systems are supported and it is possible to take management system based reports, if requested.
In this module; it is ensured that the documents are prepared, revisions in these documents are kept in the system in version logic, users can access these documents within the limits of their authority, and the related persons (in accordance with the distribution matrix) are notified in case of any changes in the document. With the transfer functionality in the system; documents can be transferred to the system one by one or collectively. Documents are prepared and updated in electronic media in formats such as Word, Excel, Visio, Powerpoint, PDF or other formats which are familiar to the users. Document Addition, Document Revision or Cancellation Requests can be monitored in the system and these documents are kept in the system as templates and not opened to the other users until all the competent approvals are taken. Variety of reports can be taken from the system regarding the issues such as the status of the document in the system, summary lists of the documents and whether the documents have been read by the people to whom they are distributed. Application structure is completely parametric and it is possible that the users easily add and arrange new document groups independently from the vendor.
Controlled Copy Management
It is the module which enables the follow-up and reporting of the hard copies to be given to the distribution points in the corporation where it is not possible to distribute them in electronic media. Once these distribution points are defined in the system; information regarding the number of hard copies to be given to each distribution point is entered into the system. System generates mail fort he person responsible for distribution. It is possible to take reports from the system on the basis of documents, document groups and distribution place. This module is within the scope of Document Management module and it is not subject to additional fee.
Quality Records Management
Empty reports used in the system gain functionality in this module. Forms such as Monthly Waste Follow-up Form, Laboratory Analysis Form etc. are filled up in Quality Records Module and in-house distribution is provided. System assigns an automatic number and keeps the distributed versions of these forms. Statistics such as Quality Record code, generation/revision date and person, explanation can be accessed by search buttons. This module is within the scope of Document Management module and it is not subject to additional fee.
External Customer Complaints
It is the module where the complaints of customers and suppliers are opened and followed up. If it is preferred; the complaint which is entered into the system can be confirmed by specific person or persons before it is opened and so it can be possible to control whether the each complaint is actually customer complaint or not. After the complaint is opened; the person who will solve the problem enters Development Report (Emergency Measure). As Customer Complaints and CAPA are integrated; complaint can be transferred to CAPA in development phase as well. Person, who is responsible for the solution of the problem; enters Result Report after Development Report and closes the complaint. Person, who is responsible for closing the complaint, delivers a mail for closing the complaint. Link of the action to be performed are available in all mails sent to the users and once they click the link, they are directed to the page of the action they need to perform. And this provides great convenience to the user in terms of system implementation. Reports and Graphs of all entered data are made automatically by the System. This information can be transferred to Excel media and so all information entered in the system can be managed as desired.
Internal Customer Complaints
It is the module where the complaints of Employee are opened and followed up. If it is preferred; the complaint which is entered into the system can be confirmed by specific person or persons before it is opened and so it can be possible to control whether the each complaint is actually customer complaint or not. After the complaint is opened; the person who will solve the problem enters Development Report (Emergency Measure). As Customer Complaints and CAPA are integrated; complaint can be transferred to CAPA in development phase as well. Person, who is responsible for the solution of the problem; enters Result Report after Development Report and closes the complaint. Person, who is responsible for closing the complaint, delivers a mail for closing the complaint. Link of the action to be performed are available in all mails sent to the users and once they click the link, they are directed to the page of the action they need to perform. And this provides great convenience to the user in terms of system implementation. Reports and Graphs of all entered data are made automatically by the System. This information can be transferred to Excel media and so all information entered in the system can be managed as desired.
Corrective/ Preventive Activities (CAPA)
It is the module where the identified inconveniences in the firm or Improvements are followed up. This module is integrated with Customer Complaints and Audit Activities. Once the inconvenience/ improvement is identified and entered into the system; they can be sent for confirmation later if requested and only after the confirmation CAPA is opened. After Corrective or Preventive Activity is defined; person/persons who will solve the problem enters/enter Development Report and they can plan actions after performing Root Cause Analysis. Person who is supposed to perform the task is notified about the planned actions as usual by mail. Once these people click on the link in the mail, they are directly connected to the system and can see the action they are supposed to do on their screens. Reports and Graphs of all entered data are automatically generated by the system. As these data can be transferred to Excel media; data entered to the system can be managed as preferred. In accordance with the information entered into the system; the application generated G8D Reports on its own.
Audit Activities Management
Internal and External Audits can be followed up in this module. Once the audits are completed; Audit Detail Plan is issued by Senior Auditor and after the audit findings are entered, Audit Report is automatically generated and issued by the system and Audit work order is closed. Audit Activity and CAPA modules can operate in integration and the identified inconveniences can be converted to CAPA in the system. Report on Audit Activity can be taken in different formats. Work orders and historical data of all audits can be accessed from these reports. On the basis of Management System, question pool can be created and questions can be chosen from this pool.
General Action Management and Management Review Module
General Action Management
Action Management is the module in which due dates of a work (Meeting, Project Management etc.), responsible person and task are planned and monitored. Once the Action Plan is made, it is possible to make Work Plans as much as required. Defined Work Plans are sent to the e-mail boxes of the persons as Actions and again by clicking on the link in these mails, users are directed to the page they will complete the task. While making the Work Plans of the Actions; it is possible to make Budget Plans and define Efficiency Percentages. On the basis of Work Plans of the project; actual completion percentage is automatically calculated by the system. It is possible to generate reports on the basis of Main Actions and Work Plans of these actions.
In this module; the Administrators are able to see the report of Planned and Delayed Works on the basis of Customer Complaints, CAPA, Audit, General Actions, Environment-Occupational Safety- Quality Management Programs, Persons and Departments. So; instead of scanning the modules one by one, system automatically scans the data in the module and submits it to the Administrator.
It is the module in which Internal and External Calibrations are monitored on the basis of work order and reports are taken. Once the devices are defined in the system; each calibration is monitored as work order and it is possible to generate collective work orders on a montly basis or in requested periods. For each generated work order; system creates mail for the person responsible for Calibration and for the one responsible for Device. After the person responsible for Calibration enter the results into the system; it is possible to make report from these data and Master Plans and it is possible to transfer these reports to Excel.
It is the module where the in-house and outside trainings are defined and monitored. After the trainings are defined in the system including the details such as sessions, trainers, attendants and locations; system automatically sends mail to the people who are supposed to attend the training. Once the results of the trainings are entered into the system by Training Coordinator; system can generate Training Reports including all the details requested.
Environmental Dimensions and Impacts Module (Environmental Risk Analysis)
In this module methods and forms, which are created to identify the dimensions and inconveniences which have impact on the environment, can be monitored. The impacts of the activities on dimensions can be reviewed and you can create your action plans in line with this information. Environment forms can be connected with legal requirements and once the identified data is entered into this form, system can automatically calculate the Magnitude of Environmental Dimensions. In accordance with the result of the calculation made for the Magnitude of Environmental Dimensions; it is possible to integrate Document, CAPA, Action Management and to make Work Plans. Environment Assessment forms can be revised in desired intervals and details and revisions can be seen in a single report.
Safety Risk Analysis
It is the module where the dangers likely to occur in terms of Occupational Health and Safety during business activities, these dangers and risks are analysed and assessed with available controls and the transactions are monitored. The created Risk Form can be connected with Legal requirements and as a consequence system calculates the Magnitude of the Risk automatically. In accordance with the result of the calculation made for the Magnitude of Risk; it is possible to integrate Document, CAPA, Action Management and to make Work Plans. All risks can be seen in a single report and Measures and Risks can be revised in desired periods.
Mobile Audit Activities
This module is an install based mobile application where works on IOS/Android OS based mobile tablet devices. Internal and External Audits can be executed in this module easily. CAPA can be opened, audit findings can be entered by Senior Auditor when the audits are completed. Audit Reports are automatically generated and published by the system between web version and Audit work order can be closed. There is a native integration on Web version and mobile application.