Explain the Five-Why Analysis to Determine Root Cause(s)?

Five-Why Analysis to Determine Root Cause

Repetitive quality problems can become a tough deal for quality managers. They need to establish an effective CAPA system to identify and address the root cause of such quality problems efficiently.

An effective CAPA management system, integrated with five whys, can be a powerful methodology to determine the root cause(s). It can help them identify symptoms of deeper problems and prevent wastage of critical resources.

In this blog post, we will explore 5 Why from a deeper perspective.

Roots of the 5 Whys Technique 

Sakichi Toyoda, the Japanese industrialist, innovator, and author of Toyota Industries, built up the 5 Whys procedure during the 1930s. It got well known during the 1970s, Toyota utilizes it to take care of issues today. Toyota has a “take a quick trip and see” reasoning. It implies that its dynamic depends on an inside and out comprehension of what’s occurring on the shop floor, as opposed to what somebody in a meeting room thinks may be going on. 

The 5 Whys procedure is consistent with this practice. It is best when the appropriate responses come from individuals who have operational experience of the cycle or issue. The technique is surprisingly basic: when a problem happens, you drill down to its main driver by asking “Why?” multiple times. At that point, when a counter-measure gets clear, you finish it to keep the issue from repeating. 

Note: The 5 Whys utilizes “counter-measures” instead of “arrangements.” A counter-measure is an activity or set of activities that try to keep the issue from emerging once more, while an answer may simply look to manage the indication. This way, counter-measures are more powerful and will more likely keep the issue from repeating. 

When to Use a 5 Whys Analysis? 

You can utilize 5 Whys for investigating, quality improvement, and critical thinking, yet it is best to determine specific or respectably troublesome issues. It may not be reasonable on the off chance that you need to handle an unforeseen or primary issue. This is because 5 Whys can lead you to seek after a solitary track, or a predetermined number of channels, of request when there could be different causes when truth be told. In cases like these, a more extensive going strategy, for example, Cause and Effect Analysis or Failure Mode and Effects Analysis, might be more successful. 

These basic methods, notwithstanding, can regularly guide you rapidly to the underlying driver of an issue. Along these lines, at whatever point a framework or cycle isn’t working as expected, check it out before you leave on a more inside and out approach – and absolutely before you endeavor to build up an answer. 

The device’s effortlessness gives it extraordinary adaptability, as well, and 5 Whys joins well with different strategies and procedures, like Root Cause Analysis. It is frequently connected with Lean Manufacturing, where it is utilized to recognize and kill inefficient practices. It is additionally used in the examination period of the Six Sigma quality improvement technique. 

What are the Five Whys? 

Five whys (5 whys) is a critical thinking technique that investigates the hidden circumstances and logical results of specific issues. The essential objective is to decide the underlying driver of imperfection or a problem by progressively posing the inquiry “Why?”. The number ‘5’ here comes from the episodic perception that five emphases of inquiring about “why” is ordinarily adequate to uncover the main driver. Now and again, it might take more or fewer whys, contingent upon the profundity of the underlying driver. 

Advantages of the 5 Whys 

  • Help distinguish the underlying driver of an issue.
  • Determine the connection between various main drivers of an issue. 
  • One of the least complex instruments; simple to finish without factual investigation. 

When Is 5 Whys Most Useful? 

  • When issues include human components or collaborations. 
  • In everyday business life, it can be utilized inside or without a Six Sigma project. 

The Problem with Five Whys 

The five why strategy is a demonstrated and well-known instrument for discovering the primary driver of an issue, be that as it may, it takes effort to build up this ability. Fledglings regularly ask and answer a progression of ineffective “why” questions. This prompts a bogus or frail underlying driver. Organized critical thinking techniques like five Whys can elicit incredible solutions for issues in the working environment. Groups, however, should initially figure out how to utilize this five why technique. The peril we face is when groups battle with these critical thinking instruments and afterward surrender. Without the authority of critical thinking abilities, groups produce second-rate answers for the business’ annoying issues. 

Central issues 

The 5 Whys procedure is a basic, powerful apparatus for uncovering the base of an issue. You can utilize it in investigating, critical thinking, and quality-improvement activities. 

  • Start with an issue and inquire as to why it is happening. Ensure that your answer is grounded, truth be told, and afterward pose the inquiry once more. Proceed with the cycle until you arrive at the underlying driver of the issue, and you can recognize a counter-measure that will keep it from repeating. 
  • Bear as a primary concern that this scrutinizing cycle is most appropriate to straightforward or decently troublesome issues. Complex issues may profit from a more point-by-point approach, although utilizing 5 Whys will, in any case, give you helpful bits of knowledge. 

Discovering the Root Cause of a Problem 

A Google looks for “five why” gives us a bunch of instances of five why investigation. Pretty much every model shows groups dashing from an indication to the main driver. In these models, creators rarely disclose how to ask compelling “why” questions. 

Step by step instructions to complete the 5 Whys 

  • Write down the particular issue. Composing the issue assists you with formalizing the problem and portray it totally. It additionally helps a group center around a similar issue. 
  • Ask why the issue occurs and record the appropriate response underneath the problem. 
  • If the appropriate response you just gave doesn’t distinguish the underlying driver of the issue that you recorded in sync 1, inquire why again and record that answer. 
  • Loop back to stage 3 until the group concurs that the issue’s underlying driver is distinguished. Once more, this may take less or a more significant number of times than five whys. 

It appears to be straightforward: answer the “whys,” so here we go. Amateurs, however, frequently reach a speedy impasse. Someplace as they continued looking for an underlying driver, they answer one of the “whys” like this: 

  • Why? “Human mistake… ” 
  • Why? “We’ve generally done it that way… ” 
  • Why? “Since the client needed… ” 
  • Why? “It requires some investment… ” 
  • Resulting “why” questions remove the group significantly further from a noteworthy underlying driver. 

How to Avoid the Wrong “Whys” in Your Analysis? 

Even though a five whys exercise will uncover an underlying driver, it’s significant not to concentrate on your examination’s most reduced level result. Consider it this way: if you focus on fixing the most minimal bar on a wrecked stepping stool, you’ll actually have a flawed stepping stool. Make a venture at each level of the “why” chain of importance since there were likely more modest disappointments at each stage that originated from the underlying driver and require consideration. 

In the case of the defective fan that we utilized above, you could put resources into specialized preparing for your support group; put resources into a preventive upkeep program, so administration notices are set off consequently; arrange adjusting and substitution plans according to producers suggestions, or even introduce a vibration sensor on the fan to anticipate a disappointment. After some time, ceaseless gradual ventures and enhancements will compound, improving the support workforce’s efficiency and saving time that was recently lost putting out fire breakdowns. 

The 5 Whys can be utilized independently or as a piece of the fishbone (otherwise called the circumstances and logical results or Ishikawa) chart. The fishbone chart helps you investigate all potential or genuine causes that bring about a solitary imperfection or disappointment. When all information sources are set up on the fishbone, you can utilize the 5 Whys procedure to bore down to the main drivers.

Qualityze CAPA Management Software: An Efficient Alternative to Execute Five Whys

Performing five why analysis using the traditional approach can be inefficient and unproductive. You can simply use a powerful CAPA Management Software like Qualityze to standardize your CAPA processes and root cause analysis. It also helps you take a proactive approach towards quality issues to prevent their recurrence in the future. The configurable workflows make it even simpler to streamline CAPA processes with the standard procedures of determining and resolving critical issues before they lead to the catastrophic consequences.

For more information on Qualityze CAPA Management Software Solution, you can call us on 1-877-207-8616 or write to us at info@qualityze.com, and our customer success team will be right there for you.

Are you able to manage supplier quality efficiently?

manage supplier quality efficiently

It used to be common practice to arrange various suppliers for the same raw materials, usually for fear of running out of their materials or for the sake of price reductions. But now, organizations focus on improving working relationships with fewer suppliers in favor of their long-range, company-centric strategies.

The advantages of supplier quality management include:

  • Less variety in fundamental interaction inputs when working with fewer suppliers
  • Reduced need for steady observing of suppliers and items if the suppliers have demonstrated to be compelling at controlling their yield

Setting up a powerful supplier the executives’ interaction requires:

  • Mutual trust and relationship working to share aptitude and assets and reduce quality risks.
  • A comprehension of the two associations’ interesting jobs all the while
  • Support from heads or top management of the two organizations included

Related Topics: Supplier Quality Management: A Brief Guide

5 Key Metrics of Supplier Quality Management

Supplier quality management (SQM) outlines how well a seller can source and convey merchandise or administrations to satisfy client needs. Appropriate SQM expects practically no changes after assessment. While there are a few components to consider when scoring SQM, organizations can survey their suppliers by checking key execution measurements

1. Cost of Quality

The cost of value estimates the price to creating a decent and is isolated into two subcategories: the expense of low quality and good quality. Cost of low quality incorporates extra assets from creation, like pieces and brought materials back. The cost of good quality alludes to anticipation uses, like administration programming and evaluations.

2. Generally Equipment Effectiveness

The general hardware adequacy (OEE) measures suppliers’ accessibility, proficiency, and quality to decide their public exhibition. The OEE screens how regularly resources are accessible or created, just as frequently items fulfill quality guidelines.

3. Items in Compliance Percentage

Consistency is essential in exceptionally managed fields like biotechnology, drug store, and clinical businesses. By checking the consistency rate, organizations can guarantee items comply with laws and guidelines to stay away from lawful repercussions.

4. Complete, On-Time Shipments

Item quality ought not to imply that organizations need to forfeit idealness. Suppliers should have the option to give total, on-time conveyances to forestall stockouts.

5. New Products Introduction

New item presentation (NPI) alludes to the level of new items that meet volume, quality, and time targets. Numerous businesses, including cars and electronics, depend on NPI to remain significant and look after deals. Consequently, suppliers should meet the organization’s interesting NPI objectives.

Systems and practices for proficient Supplier Management

The intricacies of the present items appear to be rising similarly with the complexities of supply chains. Consider the complicated snare of suppliers needed to make an item like a plane, a number that effectively reaches out into the large numbers. Regardless of whether it’s about supplier quality, consistency, or another region, dealing with that numerous suppliers can undoubtedly get overpowering and incoherent. Headways identified with individuals and initiative, business cycles, and innovation models are assisting with engaging this.

A significant number of the present market pioneers are executing supplier quality administration so well that it’s become a wellspring of separation from close contenders. The procedures utilized to accomplish this level are continually developing and expanding on past triumphs. We’ve distinguished the leading five that you need to think about.

1. Incorporate an Integrated IT Architecture That Extends Deep Into Your Supply Chain

It’s nothing unexpected that the present enormous (and minuscule) associations face an IT design contained separated information sources and frameworks. These arrangements are regularly executed to tackle many issues without thinking about that more drawn-out term vital vision of a consistently coordinated structure of big business arrangements. This raises some significant difficulties for supplier quality administration, particularly if monetary, designing, quality, and operational frameworks are detached.

Market pioneers contemplate the higher perspective, putting resources into coordinated arrangements that empower correspondence and joint effort from acquisition up through plan, assembling, and administration. This implies organizations are making shut circle quality administration by coordinating venture applications across the worth chain. Supplier Quality Management System, which can be conveyed independently or through an expansion of existing endeavor arrangements like EQMS, PLM, MOM, or ERP, is substantially more successful when part of the generally incorporated IT design with admittance to big business monetary, item, supplier, and resource information.

Organizations can robotize numerous traditionally paper-based and manual cycles by embracing these arising arrangements and oversee them on a single framework instead of various separated ones. Incorporating these information sources with other endeavor applications conveys levels of permeability and association between functional units that a few organizations have been endeavoring to accomplish for a long while.

2. Carry out a Supplier Risk Scorecard Solution that is Standardized Across the Enterprise

With suppliers comes hazard, and supplier hazard scorecards are fundamental to overseeing, understanding, and alleviating that hazard. Organizations that depend on numerous suppliers create supplier hazard scorecards and cycles to assess and rank suppliers dependent on chronicled and current execution. When you’re managing many suppliers, such a cycle can turn into the foundation of your SQM activities.

It’s essential to build up a normalized approach to assess and rank suppliers that reaches out across the venture. Once more, this can be accomplished with a considerable lot of the present endeavor supplier quality arrangements, just as other venture frameworks. The components of normalization and centralization are vital for improving the trustworthiness of your endeavor hazard portfolio, just as forgiving information upheld knowledge to leaders in various specialty units pointing work with suppliers.

3. Recognize a List of Metrics and KPIs to Monitor Supplier Performance

Each office will have its specific manner of estimating supplier execution. Yet, it’s fitting to build up a rundown of supplier measurements and KPIs that should be assessed across all specialty units. Normalizing how these measurements are determined and written about will convey significant advantages regarding distinguishing territories for development and figuring out which regions require more assets or some progress. Measurements to consider include:

  • Success of new item presentations
  • Defective parts per million
  • Percentage of flawed items got
  • Percentage of brought items back
  • Chargebacks for non-conformances
  • Complete and on-time conveyance
  • Percentage of items out of consistency or quality guidelines

4. Establish a Collaborative Environment and Establish Processes for Managing Supplier Compliance and Audits

Since numerous suppliers are situated throughout the planet, there will consistently be the test of ensuring the parts and segments being created and conveyed meet consistent necessities. Consistence prerequisites might be inward or outer particulars or officially meeting unofficial laws or industry norms. Market pioneers, particularly in exceptionally managed businesses, utilize supplier entries to impart prerequisites and confirm that they’re being met.

Supplier reviews can uphold meeting consistency necessities, yet only one out of every odd association has the assets required or the cycles set up to lead them. It’s pivotal to build up a collaborative relationship related to the formal review of the board plan, which outlines the recurrence of on-location visits, announcing necessities for suppliers, and the profundity into the store network to which you’ll go for evaluating suppliers. On the off chance that these connections are based on trust, and the two players see that expanded spotlight on quality conveys advantages to all activities and change are considerably more prone to be successful.

5. Consider Suppliers More Accountable For the Quality of their Suppliers’ Products

One of the difficulties of working with suppliers is that they have their inventory chains. In addition to the fact that you have to depend on them to perform, you also need to rely on their suppliers. Many market pioneers are expanding the duty of supplier quality administration down to suppliers, considering them responsible for the nature of items. Sometimes, market pioneers are, in any event, putting resources into their suppliers’ SQM capacities to decrease the potential for and cost of low quality.

Organizations need to focus on SQM to stay cutthroat, reliably satisfy client needs, and keep away from stockouts. To improve SQM procedures, organizations ought to think about the above-given techniques.

Additionally, the organization can implement powerful Supplier Quality Management Software like Qualityze to streamline all the supplier-related processes.  It allows you to track and manage the supplier qualification process, supplier data, certifications, and more.  It seamlessly integrates with the existing quality systems to provide more control and confidence in managing supplier quality.

If you wish to know more about Qualityze Supplier Quality Management, please get in touch with our customer success team on 1-877-207-8616 or write to us at info@qualityze.com, and we will be right there for you. You can also request a free demo for complete functional insights.

5 Significant Gaps In Quality Management Systems

Have you ever tried preparing a dish never prepared before without its recipe? Probably not. The recipe provides you a list of ingredients required, cooking time, how to serve, and the final dish texture. Without a recipe, you would not have used the right ingredients in the right proportions.

Similar is the case with eliminating gaps from your quality management system. Without performing a gap analysis, you would not be able to identify and eliminate the inconsistencies from the system. The gap analysis provides you detailed insights into the issues that need to be addressed.

Gap Analysis: What is it?

A gap investigation examines the deviation from the actual performance, thereby locating the inconsistencies in Quality Management System.

What is the purpose of GAPA Analysis? 

It is a straightforward way to assess whether business necessities are being met and, if not, what steps should have been taken to ensure they are being implemented effectively. 

What does the Gap Analysis tell you? 

Gap Analysis is an exceptionally powerful method of evaluating the processes and product quality at the ground level. Gap Analysis is essential in identifying the prerequisites within a project. It can be used in numerous spaces, including Sales, Finances, Marketing, and so on. 

What are the essential components for a Gap investigation? 

Make sure you have the following components to perform gap analysis:

  • Identifying gaps in information to direct Gap Analysis. The certified and experienced experts must be consulted on this task.
  • Develop a Gap Analysis Checklist.

What is the Gap Analysis Checklist? 

A Gap Analysis Checklist is a rundown of all necessities of a specific sort of ISO norms outlined in survey design. 

How does a Gap Analysis Checklist help in reviewing QMS? 

The Auditor utilizes this rundown to examine the QMS setup recommended by the ISO 9001 Standard. Wherever there is an inadequacy, it is referred to as a “gap,” to which an appropriate healing measure is applied to “fill the gap.” 

Gap Analysis: What Should be included in Checklist?

The Gap Analysis Checklist typically consists of;

  • The document containing detailed instructions.
  • Plan for the Project
  • Template for the Project Plan
  • Flyer to help employees become familiar with the Gap Analysis

Having a good Gap Analysis on hand can help properly evaluate QMS and compliance with ISO standards. 

Related Topics: Significance and Challenges of Closed-Loop Quality Management System

Here are five common yet significant gaps identified in the quality management systems during regulatory audits and inspections:

Gap 1: Scope and Design of Management System VS. Business Context and Strategy

Gap 2: Management Systems Processes VS. ISO Standard Requirements

Gap 3: Business Strategy VS. Design and Resource Capacity/Capability

Gap 4: Planned Management System Results VS. Real Results

Gap 5: Preferred Culture and Attitude VS. Genuine Culture and Attitude

Gap 1: Scope and Design of Management System VS. Business Context and Strategy

In primary language, a gap investigation is an examination between actual execution with the ideal presentation, subsequently surveying the irregularities in Quality Management System .

Many enterprises wish to implement a quality management system that meets the fundamental requirements of ISO standards. It sounds ideal too. In reality, organizations fail to unlock the full potential of their quality management system. They find it an excellent way to advertise their brand to attract new customers and projects.

The inability to assess the expected gaps in your quality management system and plan can undermine the organization’s capability to achieve its goal. It may also cause additional risks, such as poor performance, operational and quality issues, disengaged employees, and increased overhead expenses.

Organizations must use available infrastructure, quality management system, and tools –

  • To respond to their unique business environment and requirements,
  • To create a culture of quality,
  • To understand and monitor risks and opportunities,
  • To make strategic plans for managing the available assets,
  • To improve business results, and
  • To enhance consumer loyalty.

Gap 2: Quality Management Processes VS. ISO Standard Requirements 

Enterprises must identify their specific challenges, objectives, risks, and opportunities to qualify for ISO Certification. They can also leverage business benefits like reducing product recalls, improving operational efficiency, and meeting compliance and customer expectations by matching specific needs with standard requirements.

The gaps between your quality management processes and the applicable standard requirements may put your certification in danger. Businesses should conduct an internal audit to evaluate the adequacy of process cycles and methods. It identifies inconsistencies that can prevent you from meeting compliance.

Gap 3: Business Strategy VS. Design and Resource Capacity/Capability

Every business is different. So are its strategies and quality objectives. It becomes the responsibility of management to equip the right resources to achieve quality goals on time. They should also facilitate compliance training programs for their teams so they can perform well in assigned tasks. If they do not provide the required resources, tools, and systems, gaps are likely to occur. It will eventually lead to product and process quality issues.

The top management can fill such gaps by creating SOPs and other procedural documents to guide their quality teams through best practices. It will help them achieve goals efficiently without any conflicts.

Gap 4: Planned Management System Results VS. Real Results

Enterprises must set clear expectations in terms of products’ and services’ quality they intend to deliver. It helps them streamline the key processes and workflows. When the processes are not streamlined, gaps may occur between the intended outcomes and the ones achieved. It will eventually slow down the quality management system and cause you to miss deadlines.

Such gaps must be investigated and eliminated proactively before they result in nonconformances or catastrophic events. Organizations must also continuously improve their measures to deal with the gaps more effectively and efficiently.

Gap 5: Preferred Culture and Attitude VS. Genuine Culture and Attitude

Quality culture influences the mentalities and behaviors of its kind, and so, it is crucial to the success and sustainability of an organization. It determines how your business behaves, how your employees perform, and how your clients see you.

If there is a gap between your ideal culture of quality and reality, your employees are likely to under-deliver and under-perform the quality objectives. Moreover, it impacts the organization’s ability to engage in core activities and be innovative, to submit proposals, and to collaborate to accomplish its targets.

To build a quality culture, the organizations must incorporate standards such as authority, commitment, and relationship. Also, they should evaluate their approaches, process cycles, and goals from the top down. It will help them adjust and incorporate the best practices to fill the above-mentioned gaps.

You can either avoid these gaps through a conventional approach or manage them smartly with an integrated Enterprise Quality Management Software.

EQMS Solution: A Smarter Way to Identify, Prioritize, and Manage Your Major Quality Management Gaps

There are many instances when the most common gaps in performance are disparate systems, processes, and records for nonconformance management, corrective and preventive action management, document management, etc. The gaps can be identified in the supplier quality management capabilities, providing better insights into the cost of quality.

Once you have defined best practices and prioritized your gaps, it’s time to research for the right EQMS. The next-generation quality management platform of EQMS makes it easy to keep quality on top so that organizations can focus on the things that matter. The technology is essential in progressing forward in quality capabilities and making leaps and bounds.

Qualityze EQMS Suite is the most reliable solution to manage gaps in your quality management processes. It enables organizations to create a closed-loop quality system that connects all the key processes and procedures to optimize product quality, safety, and reliability. It provides valuable insights into supplier performance, quality improvements, and other critical processes that are standardized.

With advanced capabilities like Audit Trail, Qualityze makes it simple for your quality teams to trace the source of gaps and manage them effectively. It ensures that you and your teams follow industry-proven best practices to align workflows with the quality objectives. It seamlessly integrates with the existing quality systems to provide you better control and confidence in managing critical data. Furthermore, it helps foster a culture of quality and informed decision-making.

If you wish to know more about Qualityze Enterprise Quality Management Suite, you can call us on 1-877-207-8616 or write to us at info@qualityze.com, and our customer success team will be right there for you.

Audit Trails: Uncover the Improvement Opportunities

The term “Audit Trail” is generally referred for uncovering the inconsistencies through the system. It records the activities in the sequence they are actually carried, making it easy for reviewer, approvers, and auditors to track – when, why, and what went wrong. Having an electronic system to record audit trail ensures step-by-step recording and demonstrates culture of quality in the organization.   

Is audit trail just a collection of records that reflects sequential order of the activities performed or it has more valuable significance for your organization?

You might have asked yourself this question many times, especially when things appear to be going well. You will only realize its significance at the time of adverse events or when a process change will lead to dire consequences.

What Are the Different Types of Inconsistencies Audit Trail Help Identify?

With the help of a formalized audit trail system, you can keep a track of:

1. Compliance Issues

Recording activities in the order in which they occur will enable you to track any process that does not comply with the standards. You eventually end up preventing compliance issues while ensuring best practices are followed.

2. Internal failures

There are too many systems or users accessing your business data. As a result, it can be quite challenging to keep up with all the activities because it is time-effective, resource-intensive, and not to mention the hidden risks if it is not done correctly.

3. Data Theft

With the ease of sharing data across the globe, there comes a risk of data theft, closely tracking the data transfers and sharing activities can help you to save your critical data from going into wrong hands.

Related Topics: After an Audit, What Next?

Audit trails keep a record of framework action both by framework and application measures and by client action of frameworks and applications. Related to fitting apparatuses and methods, audit trails can help with distinguishing security infringement, execution issues, and defects in applications. This announcement centers around audit trails as a specialized control and talks about the advantages and goals of audit trails, the kinds of audit trails, and some normal execution issues. 

Audit trails are a set of recorded events pertaining to a particular operating system, program, or client. A PC framework may have a few audit trails, each committed to a specific kind of action. Examining is a survey and examination of the executives, operational, and specialized controls. The auditor can acquire significant data about movement on a PC framework from the audit trail. Audit trails improve the auditability of the PC framework. 

Audit trails might be utilized as either a help for normal framework tasks or a sort of protection strategy or as both of these. As protection, audit trails are kept up yet are not utilized except if required, for example, after a framework blackout. As a help for tasks, audit trails are utilized to help framework overseers guarantee that the framework or assets have not been hurt by programmers, insiders, or specialized issues. 

Are audit trails concealing something? 

An audit trail begins with a source report (a receipt, a receipt, a voucher, and so forth) and incorporates all the documentation applicable to that buy. It is put away in the overall record, which is the focal stockpiling for all bookkeeping data. 

In the middle, there are a few stages itemizing the interaction of that exchange. An audit trail can be straightforward or extremely mind boggling, contingent upon the kind of exchange, or how thorough the organization’s inner controls are. 

A typical audit trail could look something like this: 

To start with, somebody would provide a buy request to approve the buy. At that point, after the PC is bought, the store would give you a bill of offer specifying the exchange. Both of the records, just as any correspondence identified with the buy, would be essential for that exchange’s audit trail. 

If there is a problem with the exchange, the means will be tracked and checked. There will be checks done on all records if there is a doubt of inside misrepresentation. 

Here’s a decent audit trail model: 

A typical extortion endeavor is to adjust checks. In the event that a client initially composed a check and later added a payee, that is a high alert, as it can imply that the client printed a limitless ticket to ride, filled in the payee name by hand and later changed the PC records to show an alternate payee. 

Such endeavors can be immediately found if your audit trails are clear and complete. 

Devices for Analyzing Audit Trails 

The sheer number of occasions remembered for an audit trail calls for mechanizing the assortment of audit trail data. Instruments that have pattern examination and identifications for uncommon use can get unfriendly or non-threatening penetrates. Warning admonitions for unapproved log-ins (if effective) give assault recognition. Capacities that follow characterized client exercises can distinguish abuse to forestall the burglary or debasement of significant information. Distinguishing application or framework disappointments is likewise a vital perspective for ceaseless activities and to forestall unscheduled blackouts or personal time. 

The NIST Handbook contains a rundown of standards and practices for getting IT frameworks and remembers a segment for audit trails. NIST characterizes an audit trail as “a record of framework action by framework or application measures and by client movement.” NIST prescribes the accompanying contemplations to adequately survey audit trails: 

  • The capacity for commentators to perceive both typical and strange action 
  • The capacity to question and channel audit records for explicit data 
  • The capacity to heighten audit trail surveys if an issue is recognized 
  • The improvement of survey rules to distinguish unapproved exercises 
  • The utilization of computerized apparatuses to keep audit trail data at the very least and furthermore remove valuable data from the gathered information 

Advantages of an Audit Trail 

The capacity to follow records back to their root gives various advantages, including straightforwardness and a guard of records for consistence, record trustworthiness and exactness, framework assurance from abuse or mischief, and security of delicate or indispensable data. These are accomplished through these four territories: 

  • User Accountability: A client is any individual who approaches the framework. Executing audit trails advances proper client conduct, which can forestall the presentation of infections, inappropriate utilization of data, and unapproved use or changes. Moreover, the client realizes that their activities are naturally recorded and attached to their interesting personality. 
  • Reconstruction of Events: When an examination is justified or set off, the initial step to remediate an issue is to know the “when,” the “how,” and the “what” of the occasion. Perceiving ability into this data can help in issue location and forestall future events of things, for example, hacking, framework disappointments, blackouts, or debasement of data. 
  • Intrusion Detection: Audit trails help in distinguishing dubious conduct or activities. Unapproved access is a major issue for most frameworks. Numerous guidelines currently have orders for the security of data and looking after secrecy. Insurance likewise reaches out to protected innovation, plans, faculty data, and monetary records. 
  • Other Problem Identification: Through constant observing, you can utilize robotized audit logs to distinguish issues that demonstrate framework execution issues, operational issues, surprising or dubious exercises, or framework and administrator mistakes. 

For what reason is the respectability of the audit trail urgent? 

These days, each organization claims it has carried out solid information safety efforts to keep business exercises moving in an ideal and hazard-free way. Because of that information security is an interesting issue, however information honesty is the thing that remains in the core of this training. The organization should ensure the information stays unchanging during the entire lifetime of activities with this piece of information. In addition, on account of false exercises, inner or outside, this rule will save most presumably organizations’ standing, time, and cost over the long haul. 

Consistence – Standards and guidelines requiring a protected audit trail 

Audit trail is at the core of each norm and guideline distributed in the previous decade or somewhere in the vicinity. Regardless of whether security, information protection, secure exchanges, or uprightness are discussed, audit trails should be set up, secure in an undeniable way. Obviously, contingent upon the business diverse consistence necessities are set up – beginning from PSD2, PCI DSS, GBLA in the money and fintech organizations, at that point FISMA, SOX, and so forth for the public area, HIPPA and DiGAV for wellbeing area and, obviously, the fundamental bunch influencing every one of the enterprises – GDPR, ISO 27001, NIST Directive, CCPA. 

Since most enterprises today fall under a few administrative resolutions either in the U.S. or then again universally, those substances, particularly those that keep electronic records, ought to keep a solid and exact audit log and trail framework. The IT division assumes an imperative part in the support, security, accessibility, and uprightness of the records to give auditable data to the safeguard of industry consistence. 

Audit trails can either be paper records or electronic records, although the term is typically used to refer to the computerized records. A log audit could be pretty much as straightforward as a fundamental document or data set table; however, it needs some design to abstain from getting befuddling. A few groups may utilize an audit log audit layout, which will give you an attempted and tried design and organization. This implies you simply need to enter your logs. In the event that you think an audit log survey format may be appropriate for you, there are audit log models available on the web, or they ought to be installed inside your examining programming.

But you need not worry about creating audit logs. You can simply upgrade to an advanced quality management software like Qualityze EQMS Suite. It comes with in-built audit trail capability to record the sequence of activities and improve overall visibility.

For more information on Qualityze Enterprise Quality Management Suite, you can call us on 1-877-207-8616 or write to us at info@qualityze.com, and our customer success team will be right there for you.

A Brief Guide to Federal GMPs for Dietary Supplements

Guide to Federal GMPs for Dietary Supplements

Ensuring quality, safety, and integrity of the dietary supplements require nutraceutical companies to build a culture of quality and meet compliance with Federal GMPs. Thankfully, the development of advanced technologies has made quality management for nutraceuticals more straightforward than ever.

With the increasing popularity of dietary supplements, the concern for quality and safety is also on the rise. Nutraceuticals companies need a next-generation approach to manage quality and ensuring product integrity. It will help them restore customer confidence and ensure good health for everyone.

Nutraceutical’s quality management has also gained regulatory interest and compliance enforcement. Due to active ingredients in the supplements, an overdose may pose health risks and can even cause adverse events.

All the conversation around the safety and quality of dietary supplements implies the need for more regulated management of dietary supplements and their ingredients. But a thorough approach requires nutraceutical companies to keep everything documented, including:

  1. Amount of Active Ingredients to be used in a supplement, 
  2. Extraneous materials used in the supplement,
  3. Safer substitutes of the synthetic substance,
  4. Inspection of the materials that are claimed naturally derived,
  5. Products adulteration details (if done with drugs or their analogs), and more.

In addition to documentation, standardizing the processes as per industry best practices can help nutraceutical organizations gain a strategic advantage.

In this post, we will look at all the best practices and regulatory guidelines defined under Federal GMPs for Dietary Supplements. The guidelines include:

  • Stringent requirements for manufacturing, packaging, labeling, and holding dietary supplements.
  • Evaluating identity, quality, purity, strength, and composition of the dietary supplements and their dietary ingredients.

If you want to meet the requirements of the DS CGMP rule, you must perform the following activities:

  • Approving or rejecting any deviations from or modifications to controls, procedures, tests, and examinations that could possibly affect dietary supplement identity, purity, strength, or composition.
  • Any supplier’s qualification documentation shall be reviewed and approved.
  • Examining and approving supplemental information explaining why meeting in-process specifications, combined with component specifications, is intended to improve dietary supplements’ integrity and composition.
  • Reviewing and approving the documentation set out reasons why the dietary supplement’s finished batch will meet the product specifications.
  • Examining and approving the documentation for any exempted product specifications that are mandatory, as well as any in-process documents or other tests that are necessary for ensuring compliance with such requirements.
  • Providing all representative samples.
  • Collecting and storing all reserve samples.
  • Verifying whether all specifications of 21 CFR 111.70(a) are met.
  • Detailed procedures for a laboratory (21 CFR 111.110);
  • Material review and disposition decisions (21 CFR 111.113);
  • Equipment, instruments, and controls requiring maintenance and repair (21 CFR 111.117);
  • Before producing dietary supplements, appropriate actions must be taken regarding the components, packaging, and labels.
  • Manufacturing operations need to be entered into the master manufacturing record, batch production record, and manufacturing records (21 CFR 111.123);
  • Packaging and labeling operations (21 CFR 111.127);
  • Management of returned dietary supplements (21 CFR 111.130); 
  • Product complaint procedures as defined under (21 CFR 111.135).

Supplement manufacturers must follow the above-mentioned good manufacturing practices to deliver safe and accurately labeled products to consumers and achieve public health benefits.

Here’s the detailed version of Federal CGMP for Dietary Supplements.

But Are GMPs Making Any Difference to Quality of Dietary Supplements?

Certainly!

Building processes as per GMPs best practices can drive multiple benefits for the nutraceutical companies since it helps them to

  • Ensure that product is free of contamination or adulteration.
  • Take steps to avoid mix-ups and errors.
  • Spread awareness about what needs to be done and how it needs to be done.
  • Control the manufacturing process and ensure consistent results.
  • Ensure quality product and process design goes into manufacturing.
  • Keep track of what happened throughout the entire production cycle.
  • Have an experienced team for reviewing and deciding to release or reject the project.
  • Standardize processes to resolve quality issues, learn from mistakes, monitor operations, and continually improve.
  • Deliver products that meet their stringent quality standards.

Traditional v/s Next-Generation Approach: What’s Better?

The traditional approach to quality management may get ineffective and inefficient with the constantly growing challenges. The compliance requirements are also getting stringent every day. Therefore, nutraceutical companies require robust and scalable quality management software that can grow with their business needs.

We all understand and agree with the fact that “Change is the only constant.” Upgrading to EQMS software is the change that nutraceutical companies need. An effective quality management software helps streamline quality processes while mitigating operational and compliance risks. It also provides more control and insights into quality data for better decision-making. Most importantly, it helps build a closed-loop quality system to foster a continuous improvement culture without any extraneous efforts.

Therefore, for the nutraceutical industry to evolve, the companies must be comfortable with the change that the next-generation approach will bring. It will enable them to manage risks more effectively and efficiently than before. Most importantly, there will be lesser wastage, materials rejection, and rework.

Which EQMS Software to Choose?

Considering the need for flexibility, scalability, and reliability, it would be best to invest in a cloud-based EQMS software like Qualityze EQMS Suite.

With Qualityze Enterprise Quality Management Software, nutraceutical companies can:

  • Establish best practices workflows to streamline and standardize quality processes.
  • Perform timely inspection of chemicals, active ingredients, adulteration materials, substitute substances, and much more.
  • Optimize supplier quality using a pre-defined supplier questionnaire and avoid supplier risks.
  • Manage and maintain quality documentation.
  • Perform timely review of quality and compliance requirements to ensure SOPs are up to date.
  • Track adverse events, inconsistencies, and change conditions through the system.
  • Keep a check on the quality, safety, and purity of the dietary supplements before delivering them to the customers.
  • Improve employee competency by keeping them trained on best practices and compliance requirements for packaging, labeling, and handling dietary supplements.
  • Manage equipment calibration and maintenance schedules to ensure consistent quality outputs.
  • Assess and eliminate the quality risks and their root cause(s).
  • Manage and resolve customer complaints while keeping every record.
  • Keep track of activities performed through audit trails.

These are just a few to mention. You can control and manage every process that contributes to product quality. It comes with KPI Dashboards, Reporting Tools, E-Signature, Centralized Database, Intuitive Platform, and much more to simplify nutraceutical quality management while meeting compliance with applicable regulatory standards.

Don’t you think it is time to upgrade to quality management software?

If yes, please get in touch with our customer success team at info@qualityze.com or call us on 1-877-207-8616. We will configure the quality management software to meet your business-specific needs.

Risk Assessment Vs Risk Management: How Are they Different?

Understanding the risks is the first step to make informed business plans, strategies, procedures, processes, and decisions. The organizations that overlook the concept of risks are likely to face more challenges than usual and a declined productivity. Hence, it is imperative to perform risk management right to avoid any unpleasant surprises.

Every business face certain risk to achieve its quality objectives. It will not be wrong to say that risk is the primary requirement for development, growth, and profitability. But you must know the different methods you can use to deal with risks and gain success.

Before you learn about risk management, it would be better to understand the concept of risk assessment even though certain risk related terminologies are used interchangeably. In this post, we will dig deeper in the commonly used risk terminologies beginning with risk assessment.

So, what is risk assessment?

Risk assessment refers to the evaluation of all the potential risks associated with a certain activity or your organization’s way of doing business. It includes different types of risks such as operational risks, project-related risks, process-related risks, and much more.

Every risk assessment process consists of two critical procedures, namely:

Risk Identification

Since risk constitutes of two parts i.e., the probability of something going wrong and what could be the consequences of it.

Considering the probability of things going wrong at different phases or processes comes under risk identification. For example – you are manufacturing a spare part, the things that can go wrong are its measurements such as height or weight dimensions. Hence, you have identified the risks involved.

Risk Analysis

On the other hand, risk analysis covers the other part where the possible consequences of a risk are considered. For example – if the spare part is manufactured with wrong dimensions, what could be the consequences? Will it lead to the product failure? Or How it will be impacting the functionality of the product.

Related Topics: Know How Quality Management and Risk Management Inter-related

What are the different types of risk assessments?

The types of risk assessment activities in any organization depend on the operational activities conducted on a regular basis. Many industries have specific environmental or legislative requirements to take care of. Some of the most common types of risk assessment activities include:

  • Fire-Safety Related Risk Assessments

To prevent fire incidents in the organization.

  • Health and Safety Related Risk Assessments

To prevent any disease or injury to the workforce.

  • Equipment Usage Related Risk Assessments

To prevent risks of overusing the equipment.

  • COSHH Related Risk Assessments

To prevent accidents, especially in the workplaces that use hazardous substances.

Businesses may have different risk assessment methods and strategies based on the types of operations conducted. The strategy shall contain the details of the risks and the step-by-step procedure that your team needs to follow to control its spread.

Why are risk assessments important?

As already discussed above, risk assessments are the primary step for effective risk management. It is recommended for every industry or organization to document their risk assessment strategy. After-all, it ensures the well-being of the employees and employers.

The main objectives of performing risk assessments are:

  • Identification of the health and safety-related hazards by evaluating the risks identified within the workplace.
  • Evaluation of the effectiveness of existing risk control measures and recognizing the need for new controls.
  • Ensuring that all the controls are correctly implemented, leaving no room for loopholes.
  • Prioritizing the other resources to ensure adequate controls and risk management.

Not having sufficient risk management controls may transform risks into expensive learning for a business to prioritize risk for making better business decisions. There will not be only the financial loss. The companies will also see the impact on productivity, equipment efficiency, employee engagement, and most importantly, brand reputation and market share.

When and how to conduct the risk assessments?

Another critical aspect of risk assessment that businesses face more often is when to conduct them.

The best time to perform a risk assessment is before the task/activity designated. It will help eliminate and prevent numerous issues beforehand that may have severe consequences if left unattended.

You must take into consideration that risk assessment is not a one-time activity. You need to review it regularly to make necessary changes and upgrades to managing risk more proactively and efficiently.

Now that you know how a regular risk-assessment activity should be planned and reviewed regularly, you must create a suitable strategy for conducting the risk assessments.

For any type of risk- the typical risk assessment plan includes following steps:

  • Identifying the critical assets or data that are vulnerable to the risks.
  • Creating different risk profiles for different assets.
  • Mapping the processes connected with those assets.
  • Prioritizing the risks to be addressed on urgent basis.
  • Developing a corrective action plan for sudden failures.
  • Developing a preventive plan to minimize attacks and vulnerabilities.
  • Monitoring and reviewing risks on a continuous basis.

The industries generally prioritize their process/product related risks as:

  • Moderate
  • Severe
  • High
  • Low

What is risk management?

Risk management refers to the process of identifying, assessing, and eliminating risks that can cost businesses more than monetary loss. Through risk management strategies, companies can stay prepared for unexpected events and surprises. You have different ways of managing risks, such as:

  • Avoiding the risks that are of no advantage to your business.
  • Sharing the risks with the team, stakeholders, and third-party to lower its burden.
  • Accepting the risks that have no possible solution at the particular time or may require a contingency plan in the later phase.
  • Controlling the risks through suitable CAPA Management plans. You can also rely on PDCA, i.e., Plan-Do-Check-Act methodology, to manage risks efficiently and effectively.

Implementing the risk management plan prevents risks and monetary losses and drives multiple benefits to the organizations. Some of them are:

  • Creating a safer and secure work environment for your workforce and manufacturing safer products for the customers.
  • Increasing the operational excellence of the business while decreasing the possibilities of compliance issues.
  • Ensuring protection from adverse events that may impact the company’s reputation and work environment.
  • Protecting all involved parties and critical assets from the potential risks.
  • Helping organizations to establish prevention strategies and contingency plans.

Hence, risk management is the umbrella term covering all the risks related activities, including risk assessment, risk analysis, and much more.

Hope you have a clear distinction between risk management and risk assessment and can prepare a better strategy to eliminate and prevent risks.

Is Automation the Next-Big Thing?

Yes, Automation is indeed the next big thing to obtain accurate and consistent results especially when it comes to risk assessment and risk management activities. The organizations are looking forward to proactive approach of managing risks, which can be achieved only through automation of tasks and utilizing the right technology.

Having the right quality management solution that can help you document, monitor, and track all the risks, the action plans implemented, and the effective resolution systematically can protect you from the compliance issues.

Qualityze EQMS Suite enables organizations to identify, document, and eliminate the quality and compliance risks. It also helps them to prioritize the risks, based on the different metrics. It comes with built-in risk matrix to evaluate the risk severity and prioritize the resolution activity accordingly.

Qualityze also generates the audit trail of the risk management activities and keeps every detail documented for quick retrieval at the time of regulatory inspections and audits.

Experience the most simplified way to manage risks related to the different quality management activities with Qualityze EQMS Suite and make informed business decisions for improved bottom line including productivity and profitability.

If you wish to know more about Qualityze EQMS Software and the built-in risk management tools, please get in touch with our customer success team on 1-877-207-8616 or write to us at info@qualityze.com; and we will be right there for you!

A Quick Overview of ISO 13485 Requirements for Medical Device Companies

A Quick Overview of ISO 13485 Requirements for Medical Device Companies

It is an undeniable fact that safety and quality are the top-most priority for medical device companies. However, the best-practices to maintain these priorities are defined under ISO 13485. You cannot brush aside the need for implementing the right enterprise quality management software to create and maintain the culture of quality and continuous improvements. The software may help you meet compliance with next-generation features and functionalities like electronic signature and documentation, outgrowing the limitations of traditional practices.

The quality of medical devices directly impacts the safety of the patients. It is the reason that regulatory bodies require medical device manufacturers and suppliers to implement an internal quality system where all the activities are performed, documented, audited, and verified. Without a validated quality system, they may lose growth and improvement opportunities. They may also experience unnecessary delays to enter the major markets and earn a better share of profitability.

Before selecting the right quality management software, it is imperative for you to know and understand the critical requirements of ISO 13485. You are likely to get a checklist of considerations and features to look for while selecting your organization’s right quality management system.

First of all, what is ISO 13485?

ISO 13485 is specifically designed to help medical device manufacturers to streamline their designing, production, installation, servicing, and auditing processes.

The ISO 13485 requirements are recently revised to comply with the latest industry best practices, including the evolutions of next-generation technological solutions, stringent regulatory requirements, and growing customer expectations. The newest version of the standard focuses on risk management, risk-based decision-making, and complex supply chain-related changes.

Though ISO 13485 is based on the ISO 9001 model and relies on the concepts of Plan, Do, Check, Act, it is designed to help medical device organizations meet regulatory compliance; therefore, it is more detailed in nature and requires a comprehensive QMS system.

ISO 13485 was basically defined to support medical device manufacturers in implementing a powerful QMS that standardizes their processes for effective and efficient outcomes. It also ensures consistency through all the critical phases of medical device manufacturing from production to delivery, marking them safe for the intended purpose.

The certified organizations are the ones that demonstrate interconnected processes and data systems. For example, they must show how complaints are reviewed and processed for making significant quality improvements through properly documented and controlled processes.

Why ISO 13485 Is Important for Medical Devices Industry?

When it comes to the medical devices industry, ISO 13485 is vital for manufacturers and suppliers of medical devices. The certification significantly improves the organization’s market share, demonstrating their commitment to quality and industry best-practices.

ISO 13485 drives numerous benefits to the medical devices’ manufacturers, including:

  • Increased access to global markets and a significant rise in profitability.
  • Well-documented and outlined processes to perform the review and improve activities throughout the organization.
  • Increased efficiency, reduced costs, and improved supplier performance.
  • Consistent production of safer, reliable, and effective medical devices
  • Continually meet stringent regulatory requirements and growing customer expectations.

The significance of ISO 13485 doesn’t just lie in implementing the best practices; it also lies in auditing these practices in regular intervals to avoid failures and surprises that may affect patient safety and blemish the manufacturer’s reputation.

RELATED READING: Major Challenges Medical Device Industries face to Manage their Device Records

How to Implement ISO 13485 Quality Management System?

If you want to implement ISO 13485 Certified Quality Management System, you need to:

  • Get support from the top management to make implementation successful and hassle-free.
  • Identify the critical requirements you want the quality management system to fulfill.
  • Define the scope of the implementation to let everyone understand how you want things to get done.
  • Define the critical processes and procedures to ensure consistent quality medical devices.
  • Implement the defined procedures and processes aligned with industry best practices and the quality objectives you wish to achieve.
  • Provide your workforce with the right training management systems and programs to guide them through the best practices and regulatory requirements, ensuring that everyone in the team is on the same page.
  • Choose the right certification body to audit your QMS for the ISO 13485 requirements.
  • Review and measure the effectiveness of the quality management system regularly to demonstrate compliance.
  • Conduct internal audits at the required frequency to identify and eliminate the system inconsistencies.
  • Encourage the management review activities to ensure everyone is involved in quality management.
  • Identify the root cause of the quality problems and take necessary corrective actions on time to avoid any legal consequences.
  • Keep every process and procedure documented and stored in one place to demonstrate your commitment to quality to external auditors and regulatory bodies too.

How Can an Enterprise Quality Management Software Help?

An Enterprise Quality Management Software enables medical device companies to take a holistic approach to quality management. It allows them to create repeatable workflows and processes to ensure safer quality products while preparing them for operational and compliance challenges. It often will enable them to gain a competitive advantage.

The next-generation EQMS systems enable organizations to leverage the connected systems’ potential for an informed decision-making process. From identifying a nonconformance to sufficient resolution through root cause investigation and analysis, you can standardize all the quality processes to ensure consistency.

Since the ISO 13485 also requires a thorough auditing process, you can rely on EQMS software for regular audits. There is specific software that comes with pre-defined audit checklists that you can customize based on your internal and external requirements.

Therefore, an Enterprise Quality Management Software can reduce the process cycle times, product recalls, and compliance and supplier issues for medical device manufacturers.

Which EQMS Software to Go For?

The single-stop quality management software solution that can help resolve all the quality issues for medical device manufacturers while driving operational and compliance excellence is Qualityze EQMS Suite.

Qualityze Quality Management Software for Medical Devices industry is specifically designed to handle the industry’s unique challenges effectively and efficiently while meeting compliance with applicable regulatory standards. It helps you configure form, fields, and workflows based on the industry best practices, leaving no room for inconsistencies in the system.

As they say – “Almost all quality improvement comes via simplification of design, manufacturing, layout, processes, and procedures.” Qualityze brings that simplification through its configurable and intuitive interface. Built on the most reliable, powerful, and secure cloud platform, i.e., Salesforce.com, it ensures greater flexibility and accessibility to manage critical business data.

Most importantly, you can seamlessly integrate it with existing quality systems to leverage better control of data, processes, and product quality.

The Bottom Line

Every industry has its unique challenges and regulatory requirements to comply with. For the medical devices industry, it is ISO 13485 and ISO 9001 requirements. You can strike the balance of quality, compliance, and operational excellence with the right yet powerful quality management software like Qualityze EQMS Suite for the medical device industry. The next-generation software helps your quality teams to streamline and standardize processes to ensure safer, reliable, and quality products.

If you need any more information on Qualityze EQMS Suite, including the 13485 requirements it helps you to meet, you can get in touch with our customer success team on 1-877-207-8616 or write to us at info@qualityze.com; and we will be right there for you!

Are Your Employees Filing Nonconformances Properly?

Are Your Employees Filing Nonconformances Properly

Nonconformances are generally the evidence of something that went wrong. It could reflect through poor-quality products, mismanaged processes, and missed timelines. Having a standardized nonconformance management system can help make informed decisions and resolve the nonconformances effectively.

Some Common Reasons Behind Nonconformance Occurrences

Some of the most common reasons include:

  1. Miscommunication within and outside the organization (possibly among employees or with suppliers).
  2. Improper documentation of the records and relevant evidence.
  3. Lack of training resources and systems to maintain employee competency for the roles and responsibilities assigned.
  4. Lesser emphasis on employee engagement.
  5. Lack of inspection management system that could prevent the use of poor-quality materials, components, and parts.
  6. Uncalibrated tools and equipment in the production.
  7. Not having control of maintenance schedules for critical assets (not only impacts the product’s quality but also lead to production downtime)
  8. Lack of effective CAPA system to identify and resolve the quality problems from the roots.
  9. Not having a streamlined audit management system to focus on inconsistencies in the system.
  10. Not taking customer complaints into account when it comes to quality improvements.

On top of all, the disconnected quality systems are the reason for the non-conformances and their re-occurrences. It implies a robust quality management system that can connect all the quality system in a single system, creating a closed-loop system to drive continuous improvements. 

Well, that was all about the systems. Let’s look at the people side of it. This question is for every organization that’s thriving for quality – “Are your employees filing the non-conformance reports properly?”.

Many of you will nod into a yes. 

Suppose they are filing nonconformances correctly, then why you are facing similar problems repeatedly. You may cite the identifying the actual root cause as a reason. But you cannot identify the root cause unless you have complete details regarding the quality problems or, say, non-conformances.

With traditional non-conformance filing and reporting systems, it could be tough to track the inconsistencies in the reporting structures and forms every employee uses. The new-age businesses require a next-generation nonconformance management system that could meet their quality management needs smartly, efficiently, and accurately while enabling them to comply with the applicable regulatory standards. 

Because when not filed and appropriately managed, non-conformances may often lead to non-compliance, lawsuits, and heavy penalties from the regulatory authority.

Consequences of Not Filing Nonconformances Properly

You may face several problems if you or your employees are not filing nonconformances properly. It could seriously impact:

  1. Safety and productivity of your workforce
  2. Safety of your customers
  3. Overall compliance of the organization
  4. Process quality
  5. Product’s quality, safety, and reliability.

If you don’t want to face these consequences, you must investigate the root cause, i.e., your employees’ key reasons are not adequately filling non-conformances. Some of the common reasons include:

1. They consider it as a reflection of their performance.

One of the key reasons employees feels afraid of filing a nonconformance lies in the organization’s culture. They may fear the “blame-game culture” where the reported mistakes will be counted as their inability to perform. Organizations need to realize blaming them and counting non-conformances into performance failures will only result in a disengaged workforce. 

You must encourage them to report mistakes so everyone can learn from them and not repeat them in the future. It is rightly quoted, “When you make a mistake, there are only three things you should ever do about it: admit it, learn from it, and don’t repeat it.”

It is where organizations need to act responsibly. Only then your employees will start taking responsibility for the mistakes that happened, work on them, and improve. And this will also strengthen your employee’ relationship with the organization, making them more accountable than ever.

2. They can’t categorize the non-conformances rightly.

Another important reason that employees don’t file the non-conformance is that they don’t realize if the problem they encountered is a non-conformance. Technically, if a product or process doesn’t meet the specifications or requirements, it’s a non-conformance. The quality problem can be big or small, but the lessons learned could drive more significant benefits and value to the organization. 

You must provide training to your employees on categorizing and filing nonconformances properly. It is the most basic kind of awareness that organizations need to bring among their employees to act on and resolve the quality problems effectively and efficiently.

For example – a product not packaged correctly may not lead to any harmful consequences. Still, it doesn’t meet the packaging specifications, and it should be filed as non-conformance (as a minor non-conformance.) Whether it’s a major, minor, or severe non-conformance, it needs to be reported and filed with all the concerning details for future reference and evidence-based decision making. 

3. They don’t realize the importance of filing every non-conformance.

As we already discussed above, filing even the minor non-conformances can drive more significant benefits to the organization. It becomes even more critical to make your employees realize the importance of filing the non-conformances formally. It will significantly improve the overall decision-making ability of the organization when they have appropriately collected data. It also encourages organizations to take a proactive approach to deal with the quality problems rather than reacting to them when the damage is already done. 

It would be best to educate them about the significance of filing non-conformances and the consequences that organizations may face for not filing nonconformances. You can integrate a non-conformance reporting and filing system with a training management system to keep your existing and new employees trained.

Once your employees realize the importance of filing nonconformances properly, they will report non-conformances in a detailed manner. Also, you will not face any compliance issues due to improper documentation. 

What Do You Need to Do?

Don’t let these reasons hold your business back from gaining compliance, quality, and operational excellence. You should rather:

  • Examine the blaming culture within the organization and act accordingly.
  • Educate your employees with the simplest means of categorizing non-conformances 
  • Create awareness among your staff about the importance of filing and reporting the non-conformances formally.
  • Implement a powerful, cloud-based nonconformance management software like Qualityze to record and file non-conformances without missing a single detail formally.

Why a Cloud-Based Nonconformance Management Software?

Choosing a cloud-based, intuitive nonconformance management software like Qualityze can help streamline and standardize the non-conformance workflow so you can identify, document, evaluate, contain, dispose of, and investigate the non-conformances in a compliant and timely manner before it becomes a compliance issue.

Qualityze Nonconformance Management helps manage all types of products and process non-conformances efficiently while maintaining a balance between customer demands and compliance requirements. The streamlined quality process minimizes the defects and deviations. It also helps reduce process cycle times, foster continuous improvements, and reduce operational costs by reducing product rework and recalls.

Want to experience the intuitive interface and unique functionalities of Qualityze Nonconformance Management in real-time? Request a free demo right now. You can also get in touch with our customer success team for your queries on 1-877-207-8616 or email us at info@qualityze.com, and we will be right there for you.

Quality Management in Hospitality: Critical Components Explained!

When it comes to quality management in the hospitality industry, the only rule to win is consistently delivering the highest quality services to the customer. And maintaining the service quality helps gain a competitive advantage over others in the industry. If you want to maintain consistent excellent services, you must understand the hospitality quality’s critical components and train your staff accordingly.

Before we look at the components, let’s understand the concept of service quality.

Service quality is generally evaluated based on customer expectations. If your service is fulfilling and exceeding the customer expectations, they are often considered of top quality. In simple words, service quality is what customer receives and happily pays for. 

The businesses continuously try to bridge the gap between the expected service and the service provided to attain service excellence. It often requires them to invest in employee training on quality service standards. 

“People will forget what you said. They will forget what you did. But they will never forget how you made them feel.”

Hence, hospitality quality revolves around the customer experience. 

As we already discussed above, training plays a crucial role in preparing your staff to deliver excellent customer service. But to train them right, you must dig deeper into service quality components to create the right training programs.

Hospitality service quality is categorized into two components, including:

1. Functional Quality

It refers to how service quality is delivered to the customer.

2. Technical Quality

It refers to what is delivered to the customer.

Based on these two critical aspects, you can design and develop the training programs to make your staff more competent for their duties. You can also utilize advanced training management software to provide flexible training programs to your workforce, ensuring minimal impact on productivity.

But the quest for excellence doesn’t end here. There are a lot more things involved, including:

1. Continuous Improvements

Any business must continuously improve their product’s or process quality – and the hospitality industry is no different. The only difference is it requires improvements in service quality. It would be best if they emphasize better quality services, they are likely to build a loyal customer base. It will drive more value to their business in terms of a long-term relationship with their customers. 

Continuous improvements often reflect your business’s commitment to quality and best practices, establishing you as a reliable and trustworthy brand. Most importantly, quality services give your customers a reason to come back.

Continuous improvements take the quality standards to a better and higher level and demonstrate that business is growing. You can utilize quality management solution to identify the key areas that require improvement to plan and implement changes effectively. Since quality and progress are consistent processes, make sure the quality management system for the hospitality industry you choose helps you to establish a closed-loop process that ensures regular improvements.

2. Customer Relationship Management

In the hospitality industry, retaining existing customers and expanding business horizons is of supreme importance. Hotels often introduce loyalty programs and other exclusive offers to capture their customers’ attention while working towards improving customer experience through personalized services and much more. This implies that customer relationship management isn’t as easy as it sounds. Even when they offer so many exclusive benefits, discounts, and offers, they fail to maintain customer relationships for the long term.

One of the primary reasons is not handling customer complaints efficiently. After-all, complaints denote something negative, especially in the hospitality industry. This is what exactly needs to be changed. Considering complaints as an opportunity to improve can help the hospitality industry make significant improvements that can impress their customers. A change in perspective can lead to a world of difference in your service quality.

You can utilize a cloud-based complaints management system to track, manage, and resolve customer complaints effectively. It also ensures a timely response to the customers, making them feel heard and valued. You can also integrate complaints management software with can integrated the complaints management system with existing quality systems to resolve all the service quality problems. In the end – “What we need is a mindset shift that will make us relevant to today’s consumers, a mindset shift from telling to selling to building relationships.” Only then will we get better at customer relationship management.

3. Supplier Quality

The landscape of the hospitality sector’s quality requirements is as diversified as the services and facilities it offers. The industry deals with multiple suppliers for timely availability of the products like toiletries, bedding, crockery, and much more to ensure an excellent customer experience. Managing multiple suppliers can be challenging and time-consuming with traditional quality systems. On the other hand, quality management software makes it easy for you to classify the approved suppliers based on their performance and the quality of the products they deliver.

Hotels need to build quality relationships with their suppliers to stay ahead of competitors, maintain loyalty, and eventually pass off value to their customers. Many advanced supplier quality management systems allow them to communicate with their suppliers more often and strengthen their business relationships while improving together.

Hence, managing and controlling the supplier quality is as essential as managing cost, quality, and service excellence. The quality management software provides the hospitality industry a better control of supplier-related processes and data to make informed business decisions, especially when it comes to selecting the right suppliers since you cannot change suppliers now and then. Right suppliers can really make a world of difference to your service quality.

4. Regular Audits

In addition to financial stability, audits reveal the system’s inconsistencies, processes, product, and service quality that need immediate attention. Maintaining the audits’ frequency is also crucial, especially in an environment like hospitality where a service glitch could ruin customer experience and brand reputation.

Since service audits can help create a memorable customer experience, improve training programs, encourage staff engagement, and increase profitability, you must have the right audit management system in place to manage the end-to-end audit cycle in a compliant and timely manner. The software also leverages the potential of advanced reporting and analytics to analyze audit trends. You can also follow up on the audit observations and recommendations by using the alert and notifications feature.  

Are you still in doubt about the potential of regular audits for hospitality quality management? If yes, you are losing many improvement opportunities. You should realize that audits are the tools that drive the culture of continuous improvements, identifying loopholes, and improving the quality of your service to a whole new level.

5. Quality Documentation

With the recent revolutions of technology, the hospitality industry is also shifting towards the paperless way of doing business by adopting an electronic document management system. The software enables companies in the hospitality sector to record, maintain, store, and share information comprehensively while maintaining security through role-based access and password authentication. It brings good news for customers as well since it means more confidentiality for their information as well.

The next-generation document management software is specifically designed for hotels to streamline their document-related workflows. It also provides them with better control of data collected to ensure flawless operations, data compliance, and a significant reduction in costs.

The hotels also need not worry about the storage limitations with the new cloud-based document management system that can be scaled with their growing needs—leverage technological solutions to gain a sustainable competitive advantage over others.

Shift your focus to all the critical dimensions if you really want to build a culture of quality and excellence. 

To take a holistic approach to hospitality quality management, an enterprise quality management software like Qualityze can help. It prepares you for the competitive challenges on the horizon while enabling you to resolve traditional quality issues simply and straightforwardly.

Built on the most powerful and secure cloud platform, i.e., Salesforce.com, Qualityze comes with an intuitive interface and easy-to-configure workflows to standardize quality processes as per the industry best practices. It simplifies the regulatory reporting and submissions with pre-defined templates. You can leverage its truly unique features to stay compliant with applicable regulatory standards.

To gain more insights about Qualityze EQMS Suite for Hospitality Industry, you can get in touch with our customer success team on 1-877-207-8616 or email at info@qualityze.com, and we will be right there for you. We deliver smarter quality solutions to transform your QMS into Quality Decision Making Engine

You can also request a free demo right now by clicking here.

Here’s the Guide to Build an Effective Maintenance Plan

Guide to Build an Effective Maintenance Plan

Maintenances managed well can positively impact every area of the company, preventing the production downtime and increasing the assets’ life. It’s time that enterprises take a leap from reactive maintenance to proactive maintenance with the right tools and technologies available like cloud-based maintenance management software.

Are you among the companies that are still relying on the traditional approach to maintenance management, which is inefficient and expensive? You certainly need to rethink and restructure your maintenance management programs. It will not only prevent downtime but will also save your time and money due to sudden failures of equipment, instruments, and critical devices.

Fortunately, you have advanced maintenance management systems for analyzing the data and trends to predict and prevent malfunctions and breakdowns. It will not be wrong to cite that it’s time to give up the reactive maintenance approach for good.

According to a recent research study, it is estimated that an organization usually spends 50% of its productive time on managing maintenances and emergency repairs. The maintenance becomes five times more expensive with the reactive approach. If you want to save such heavy burdens from the budget and productivity, you must consider a preventive attitude. 

As the name the proactive or preventive maintenance itself suggests, you need to stay prepared ahead of failure; you must have an effective maintenance plan to leverage the preventive approach’s full potential.

So, how would you build an effective maintenance plan?

Since every business has different production requirements and schedules, so are their maintenance requirements. This post will look at the seven-step guide to build an effective maintenance plan that will work for almost every business. 

The guide is simple and straightforward. It requires you to:

1. Prioritize Maintenance Schedules for Critical Assets First

The first and foremost step of an effective maintenance plan requires you to prioritize the maintenances of the most critical assets. If you prioritize and take one asset at a time, you will be able to analyze results quickly and plan for other assets accordingly. Your team members will also get enough time to adjust to new transitions that a proactive approach requires in the processes and workflows. For identifying the most critical assets, you may consider the three things, including:

  • Importance of the asset for the production success.
  • How frequently the asset requires maintenance?
  • What are the total expenses of repairs and failures? Whether they are significantly higher?

Classify your assets based on these considerations; you will get a list of critical assets quickly. 

2. Gather All the Relevant Details for Appropriate Planning and Scheduling

The second step requires you to gather all the relevant information about the critical assets, for example – the number of times it has been maintained, what sort of failures already occurred, what are the most common issue, date of purchase, warranty, vendor name, supplier name, any replacement/repairs done, and much more. All such details can give you a quick overview of equipment’s health and safety so you can plan and schedule their maintenance activities, respectively. It will also help you identify the devices that need to be replaced urgently to avoid any harmful incidents in the production unit, which may pose life-risks for your workforce.

You can develop a standardized form or template for your assets to record their details consistently. It will make maintenance planning and scheduling activities even more efficient.

3. Invest in a Maintenance Management Software

Change is The Only Constant! You cannot expect the same efficiency and accuracy from the traditional maintenance management systems that you can get from the next-generation maintenance management software. It will help if you consider upgrading advanced software to manage your equipment maintenance schedules without any errors. The software will save you enough time to focus on productive tasks. 

With maintenance management software, you can easily manage production instabilities, malfunctioning machines, or complete breakdowns to avoid potential production downtime. The software also allows you to set up alerts and notifications to keep your team notified before the maintenance is due. It simplifies the tracking and analyzing data trends regarding downtime and production failures to create an effective maintenance plan and make informed decisions.

4. Make Data-Driven Decisions and Changes for Maintenance Plans

Data-decisions are reliable since analyzing the data provides a clear picture of the maintenance strategies that are performing well and the ones that still need improvements. However, it is a recommended practice to implement proactive maintenance strategies for one or two critical assets, to begin with. If it works well, you can continue with other assets’ maintenance as well. Also, it is the most cost-effective way to implement changes to the existing systems and processes.

All you need to make data-driven decisions and changes in your maintenance plans are to systematically record all the activities. You can choose an advanced maintenance management software that automatically documents every event and activity with date, time, and owner details. It will also be helpful at the time of quality inspections and audits. 

5. Track the Maintenance Results and Adjust Accordingly

Tracking the maintenance results can prove helpful to adjust to new strategies and plans. You must follow the instruments’ performance before and after the maintenance to have a clear picture of whether the existing maintenance strategy is working for your business. Else, it will merely increase your expenses – including the maintenance costs and downtime. If the maintenance results aren’t satisfactory enough, it’s high time to make some changes.

However, these changes must be well-coordinated with the team members involved for successful change implementation. If documented regularly, you can also compare the maintenance results with the records for better insights. 

The good news is that tracking the maintenance results isn’t challenging anymore since you have advanced maintenance management software to improve traceability significantly. You can quickly analyze results from every maintenance activity performed without missing a single performance metric. Isn’t it a smarter way of making productive adjustments to your maintenance schedules?

6. Take Inputs from your Maintenance Operators Regularly

To adopt the proactive approach, you should not rely on software and tools alone. Your people are involved too. Count their opinion since they are the ones who work with the machines and equipment every day. They can give you many insights that your software may not provide since the maintenance logs and reports are all about the data you provide for processing.

You may identify many preventive solutions to the most frequent breakdowns by just taking inputs from the operators. For example, he usually gets back the equipment up and running when there are no spare parts or components available or the details are experiencing wear and tear that others may not notice. You can also deploy a team to inspect such things at the primary level. Only then will you be able to implement a preventive maintenance plan in real terms.

7. Keep It All Documented in a Secure Environment

In many of the steps above, we have discussed the importance of keeping the maintenance-related details documented well – be it the plan, policies, results, compliance requirements, or any other specific document. The proper documentation can help you drive consistency throughout the organization and foster informed decision-making.

You can leverage a cloud-based maintenance management software that automatically documents every maintenance record on a centralized platform, ensuring safety, flexibility, and accessibility. The cloud solution also eliminates the need to set up additional infrastructure or acquire more storage space for storing the documents. You can expand the cloud storage as per your requirement. Don’t you think a cloud platform can be a real game-changer?

Following this seven-step guide will bring you closer to your maintenance objectives without any hassles. In addition to these steps, what makes your maintenance plan effective is personnel with the right skill set to manage maintenance tasks. You may need an integrated training management system and maintenance management software to ensure that your maintenance operators understand their roles, responsibility, and accountability.

The better alternative could be a Cloud-Driven Maintenance Management Software with third-party integration capability like Qualityze Maintenance Management. It can be seamlessly integrated with the existing training management system to ensure your employee’s competency. 

Qualityze Maintenance Management Solution enables organizations to create and manage maintenance programs to ensure the equipment’s safe functioning and hassle-free production. You can integrate. It enables you to enhance your assets’ performance, including equipment and spare parts, while decreasing downtime and overall maintenance costs.  

With Qualityze Maintenance Management, you can: Create Asset and Criteria Library, Manage Maintenance Schedules, Implement effective maintenance plan, Perform Scheduled/Unscheduled Maintenance, Quickly Alert the Equipment Owners for Maintenance Schedules, Get Improved Visibility of Equipment Performance, Have Better Control On Maintenance Records and Data, and much more. If you are interested to get more information about Qualityze Maintenance Management Software, please get in touch with our customer success team on 1-877-207-8616 or write to us at info@qualityze.com, and we will be right there for you.