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.