eQMS Software – Getting it right first time

When you’re choosing eQMS software, it’s important to consider not only how much time the software will save you and how it will reduce your business risks, but you should consider ongoing costs and support in your selection.  Here are some important questions to consider, when selecting the right software partner to work with.

• How easy is the software to use?
• How much will it cost?
• Is training provided?
• Are you looking for a complete eQMS package, or tools to assist you with specific challenges, such as supplier evaluation and corrective action management?

At Advena we are used to helping clients with the many challenges of ISO compliance, which is why we’ve chosen to partner with Activ.  Activ is straightforward, modular QMS software and whether you’re a small organisation approaching management systems for the first time or a compliance expert looking to improve the efficiency and effectiveness of your operations, Activ’s powerful and flexible tools can transform the way you manage your resources, helping you to ensure audit-readiness at all times.

Here are some common Quality Management challenges, and how Activ will help you overcome them.

Document access & control

• Is document versioning difficult to maintain and control?
• Are you looking for an easy way of assigning and monitoring responsibilities for document reviews?
• Do you have a central repository, which is access-controlled, where your controlled documents are housed?

Activ’s File Manager module provides a straightforward solution for managing your QMS documents and records. A centralised location enables access to all relevant management system documents, records and processes, in a controlled way.

• Move away from laborious version numbering with automatically tracked version control.
• Schedule one-off or regular reviews of all controlled documents and monitor progress
• Separate your documents into specific libraries, each with their own access control.

Business Risk

• Do you rely on one or two key people to maintain your management system?
• Is your management system heavily dependent on documents and a file structure which only the management representative understands?
• If they left your business, could you maintain continuity and ensure audit readiness?

Use Activ to map your processes and link from them to all critical documents, ensuring that anyone can access the organisational knowledge required.

• Limit over dependence on individual team members.
• Avoid the possibility of needing to rebuild your management system when staff change.
• Reduce your financial and reputational risk of non-compliance.

Employee engagement and management system performance

• Are your employees and senior management aware of their roles and responsibilities in relation to your management system?
• Are they engaged in the compliance process, or does maintaining certification feel like a burden?
• How long do you spend chasing actions, or gathering information ahead of audits?

Within Activ, your key management system activity is maintained in a structured and coherent framework that is easy to access and straightforward to audit. Transparent accountability, automated alerts and reminders and one-click reports liberate your team from mundane administration.

• Configurable settings allow for consistency of information entered and meaningful analysis.
• Halve the time tied up in the completion of zero-value activity such as chasing overdue actions and manually updating records.
• Ensure audits and management meetings run smoothly with easy-to-find information and one-click reports.

Summary

Your Quality Management System software should bring substantial efficiency savings, reduce compliance-based risk and increase employee engagement with the ISO framework,  provide secure, controlled access to your QMS and enable you to be audit-ready at all times.