In the era of digitization, every industry is experiencing transformations more than they ever expected including the highly regulated industries including healthcare and lifesciences. It cannot be denied that such industries need to adopt the next-generation QMS systems to assist the critical quality processes and procedures since customers are aware and concerned for quality products more than ever. Attaining quality is not important with respect to customer expectations, but also to comply with the compliance and regulatory requirements.
What is a Quality Management System?
A QMS is referred to as a formal system that enables organizations to document all the procedures, processes, and responsibilities that ensure best practices are followed to attain quality goals and policies. It also helps organizations to align their activities with the customer and compliance requirements that make an effective contribution towards building a culture of continuous improvements.
What is eQMS?
eQMS stands for Enterprise Quality Management Software, refers to the software category that particularly manages the business processes while ensuring quality and compliance throughout the supply chain. It is also defined as a platform for quality management integrated with IT to facilitate enhanced collaboration and communication among dispersed functions and teams.
Major Purposes Served by QMS
A streamlined, effective, and efficient quality management system serves many purposes such as:
- Improved Processes
- Mitigating Errors and Waste
- Reducing Quality Costs
- Identifying New Training Opportunities to Facilitate
- Employee Engagement
- Ensuring Proper Directions Organization-Wide
9 Significant Reasons You Need eQMS instead of Traditional QMS
Keeping the Entire Organization Collaborated and Engaged
One of the major roles played by the Quality Management System is to link different teams and different departments of the organization together even if they are not in the same office. The use of paper-based quality management system may not be effective enough to eliminate the gap of collaboration among the different teams in an organization. It used to make integration even more tedious. However, everything is taken care well including the integration capability by the eQMS.
Improved Data Management Processes
Having an eQMS implemented in the organization, it becomes quite easy to manage all sorts of data in real-time. And, recording data history for corrective and preventive actions, change control, customer complaints, nonconformances is one of the key requirements to meet the regulatory and compliance standards. An eQMS makes all the data management processes as easy a matter of few clicks, unlike the paper-based records that need extensive efforts and time to manage the data records.
For the organizations that have a paper-based quality management system, the restricted storage space and accessibility are among the key problems to keep their quality management system in function. On the other hand, an eQMS makes it quite easy to access the required records anytime, anywhere. An internet connection and valid credentials are all you need. An efficient retrieval system for records ensures seamless functioning of the quality processes.
Traceability and Flexibility
Yet another important advantage you can get with an eQMS is traceability and flexibility. Traceability ensures that you can trace all the records right from the beginning through the information recorded in your eQMS. Moreover, you can leverage flexibility for accessing records, collaborate and communicate with your team, retrieval of information, etc. Therefore, having an eQMS implemented in your organization would be a beneficial possession in terms of increased organizational effectiveness and productivity.
Reduced Amount of Rework and Waste
With an eQMS like Qualityze in place, you will be able to create a closed-loop quality management system in the organization to keep all the quality aspects managed from customers’ complaints management to CAPA management, driving a culture of continuous improvement. A closed-loop system ensures lesser errors and reworks while helping organizations to implement a proactive approach to deal with quality issues and maintaining compliance requirements.
Effective CAPA Management
Let’s face the fact that paper-based quality management systems are not effective enough to drive continuous improvement in the organization. The lack of a closed-loop system makes the investigation and implementing corrective actions a tedious job. This further leads to organizational failure in meeting compliance and industry-specific regulatory standards. On the other hand, an eQMS software streamlines all the processes to capture maximum information for the investigation and to define and implement the right action plans.
Enhanced Document Change Control
In the paper-based QMS, you cannot develop an effective process to manage documents and their revisions efficiently. You may even tend to lose critical documents in traditional approach whereas an eQMS gives you complete control on your business-critical information by storing all the electronic records on a centralized platform if you have a cloud-based quality management system. An eQMS also helps you keep a track of document revisions through version control. Isn’t an eQMS a practical solution for document change control?
Needless to say, the paper-based quality management systems make it difficult for organizations to collect the necessary data for analytics and reporting so that the right actions plans can be defined. An eQMS makes it a lot easy to fetch reports and perform adetailed analysis of the collected information. It enables an organization to plan and prepare for the unforeseen challenges that may arise over time. This ensures evidence-based decision making wherein analytics reports work as evidence.
Paper-based quality management environments come with extensive costs to maintain whereas an eQMS reduces the cost of quality to a minimum. In traditional QMS, most of the employee’s time gets invested in managing documents and files. An eQMS enables the organization to focus on the core activities and objectives while offering them an automated means to record and manage all the business-critical information in a lesser time span.
The bottom line is that an eQMS is a better option than the traditional quality management system, especially for the highly regulated companies that take Quality seriously. A digital quality management solution like Qualityze not only reduces paperwork, it helps you unleash the fullest potential of data that your business collects on a day-to-day basis. Hence, transforming the QMS into an eQMS is not at all a questionable aspect. It is something you can call need of the hour for ensuring quality and compliance.
If you would like a quick tour of functionalities that an eQMS leverages for your business, get in touch with Qualityze customer success team and they will get back to you to schedule a free demo as per your availability. You will get the one-week free trial with free demo registration.
Call us at +1-877-207-8616 or leave us your queries at firstname.lastname@example.org for the quick reply!