Transforming Quality Management with Workflow Automation
For manufacturing, cosmetics, healthcare, and life sciences industries, the key is conformance. Conforming to standards ensures consistent quality of the products and services. This is where Quality Management comes in. Quality Management helps to achieve and maintain a desired level of quality within an organization. It is divided to four components:
- Quality Planning – The process of identifying the quality standards relevant to the project and deciding how to meet them.
- Quality Improvement – The purposeful change of a process to improve the confidence or reliability of the outcome.
- Quality Control – The continuing effort to uphold a process’ integrity and reliability in achieving an outcome.
- Quality Assurance – The systematic or the planned actions necessary to offer enough reliability that a particular service or product will meet the specified requirements.
Companies around the world certify quality within their organizations, with International Organization for Standardization (ISO) as the most used framework for quality management systems. If you think Quality Management is a daunting task, then you’re right. How do we make managing quality management and compliance less challenging and more effective? This brings us to Workflow Automation. Workflow Automation’s aim is to streamline your processes, help you manage your systems, and eliminate mundane and tedious tasks that are necessary to achieve compliance.
CHALLENGES QUALITY MANAGERS FACE WITH MANUAL PROCESSES AND OLD TECHNOLOGY
Most of the core processes in Quality Management Systems require a workflow for compliance and auditing. Thanks to technology, managing these systems has been made easy. The difference lies in adopting and fully utilizing these new tools rather than holding on to the traditional methods and antiquated technology.
- STRUGGLE TO MEET QUALITY STANDARDS. With old technology and manual processes, quality managers are compelled to take a reactive approach. Instead of fully integrating quality and compliance in the process, these vital systems are being treated as mere items on a list which can be ineffective and fails to support overall quality management
- LACK OF REAL-TIME INFORMATION. Manual routing of information throughout an organization can be time-consuming, especially for organizations with a large workforce.
- INEFFICIENT EMPLOYEE COMMUNICATION. Quality Management involves a lot of coordination and documentation, which can be time-consuming. Chasing people for training and non-conformance is reactive and wastes considerable time which can be used for planning and design activities.
- INCOMPLETE DOCUMENTATION. This is often overlooked but it happens. The risk of incomplete documentation can be eliminated by an automated checklist, since the process won’t move forward when documents and/or other information are missing.
WORKFLOW AUTOMATION FOR EFFECTIVE QUALITY MANAGEMENT
- Simplifies the tasks involved in management Quality Management Systems
- Shorten supply chain cycle for approvals and receipt of goods
- Streamlines simple to complex document approval processes, allowing attachments and digital signatures
- Helps companies in enforcing standardized quality and safety reporting, product quality control and governance
- Breaks down organizational information silos
- Prevents issues and mistakes from happening.
USE CASE EXAMPLES:
Policies and Procedures AuthoringWorkflow for authoring and approval routing of policies and procedures. The workflow manages the approval of line managers and management. Automate the document approval process. Send email reminders for open tasks.
Case Management and Non-Conformances
Workflow for tracking the completion of cases that includes documentation, classification, actions, current status and completion. Case files are attached to each process for easy retrieval. Ideal for NCR or CPAR processes. Ensures that cases are documented and closed in a timely manner.
Workflow for tracking critical tasks such as audit preparations and audit reporting.
Workflow to ensure that all regulatory deadlines are met. Business renewals, employee remittances and etc. Critically important for Real Property Taxes, BIR, SSS and other mandatory submissions. Avoid Penalties.
Activity Factory is a workflow automation software designed to help organizations spend less time on tedious manual process by automating the execution of business processes and eliminating paper forms, manual routing and approvals.