Q-Pulse
Q-Pulse has been designed to allow organisations to demonstrate compliance, reduce risk exposure and present opportunities to continually improve. It does this by optimising performance, resources, productivity and promoting a culture of continuous improvement to assist your transition from working in a hectic environment with urgent, invasive tasks, to a calm one where tasks are completed early using a planned approach.
Q-Pulse supports "doing the right things, right." Uniquely it extends beyond traditional record management by incorporating business mapping capability to enable individuals and teams to quickly and effectively identify improvements and how to deliver them; it is stunningly effective and simple to use.
Launch Pad and Workload
Encourages users to interact with the system through a clear and very easy to use interface. Their workload based on your business rules and information specific to their role is available on demand thus ensuring your employees have the correct information to make sure they are working on the right tasks at the right time. The Launch pad can also be customised for each user, thus it becomes their hub providing immediate access to information at the point of need.
Furthermore Workload provides instant visibility of due, overdue and completed work by person, department or your own user defined group of people, to ensure the right people are working on the right tasks at the right time. This is supported by email messaging should you wish to automatically provide notifications when new things happen, send reminders when deadlines are imminent, send escalations (the automated pester) when they are overdue and finally the automated escalation to line managers or more senior personnel within the business. Essentially there is no forget, it's do or do not on the basis that it's better you know about it before gaps are found by Customers, Regulators or External Certification Auditors.
In summary...
- Provide personnel with their own workload to ensure they are working on the right tasks at the right time.
- Customise the launch pad content so it is specific to users and their job role, thus encouraging interaction with your management system.
- Conduct keyword and other searches to get your hands on information quickly and at the point of need.
- Automatically remind and escalate to people when tasks are due and overdue, aka the automated pester based on your rules.
Documents
So much more than just document control.
A single secure repository for all your documents, with the tools to manage every phase of the whole document lifecycle. You can create, draft, approve with workflow, activate, distribute, raise change requests, review, revise, deactivate, reinstate, relate documents to others, file them in your own user defined structure and even associate them with other parts of your quality management system.
These associations can provide the basis for offering a pre audit pack without you having to remember what you might need.
It is also possible to establish your control documents as the basis of a training course, so when a document is revised Q-Pulse can automatically identify those individuals who require retraining as a result of the change.
A simple yet extremely effective keyword search is often the basis for rapid retrieval of a specific document.
User defined searches or collections of documents can be created by users and then shared with the relevant personnel so they don't have to find their way through all your documents just to get their hands on what they require at the point of need.
In summary...
- A single secure document repository that can be extended beyond your own personnel to customers, suppliers and your other chosen third parties.
- Define documents as the foundation of your competence based training requirements for automatic identification of future training needs when documents are revised.
- Create document properties to form the basis of your audit program to minimise the time required to prepare for and administer audits.
- Approve documents using document or document type workflows, to ensure the approval sequence is optimised to your specific needs.
Audits & Key Operational or Review Meetings
One central location for all audit and meeting information, which allows you to demonstrate your compliance status on demand with the minimum of fuss and disruption.
In summary...
- Define the scope relationships of your audit program to maximise your efforts when managing multiple standards through a single audit schedule.
- Automatically interrogate the audit knowledge base to identify possible areas of scope for upcoming or repeat audits.
- Generate consolidated Audit Reports and Meeting Minutes to eliminate the bureaucracy associated with their collation, drafting and distribution.
CAPA and Process Management
Quickly and easily capture and manage different types of events from Non-Conformance and complaints to new product development and initiatives. This is a vitally important module as it can be easily integrated with several other modules to provide one place for all process records to be visible and provide the necessary data for the graphical analysis module.
In summary...
- Raise Non Conformances, Customer complaints, Initiatives and other such process based events by creating your own user defined interview wizards with mandatory fields to specifically capture information relating to the event in question.
- Control your process based activities by creating your own user defined workflows to ensure your procedures are adhered to.
- Ensure the latest information is available on demand for meetings and reporting purposes.
- Categories all types of event to suit your business needs, thus providing the basis for searches, reports and ultimately graphical analysis.
Graphical Analysis of CAPA and Process
A graphical overlay of the CAPA and Process Management module, ideal for monitoring business KPI's and identifying continuous improvement opportunities using a range of analytical tools.
In summary......
- Establish your business KPI's for identifying continuous improvement opportunities through occurrence, cost, time and batch details monitoring.
- Trend and compare periods for events created in the CAPA and Process Management module by any of the fields you define content for such as departments, process, products, services, areas of standard and others.
- Understand how key stages of your processes affect your overall business performance by conducting reaction time analysis to see how you and your suppliers are reacting to their workload based on your business rules.
Workload & Resource Management
For visibility of due, overdue and completed work by person, department or your own user defined group of people, to ensure the right people are working on the right tasks at the right time.
In summary......
- Gain visibility on the workload required of your systems and resources by using the tools to break this down by person, department or your own user definable groups of people.
- Ensure the right people are working on the right tasks at the right time, so business actions are completed in a timely manner, and if not you are aware of this well in advance of audits and inspections.
- Automatically track completed work so you are able to effectively and accurately conduct your period Management reviews.
People, Training and Competence Management
A complete competence, training and personnel review management system, linked with the latest version of your controlled documentation to ensure your required competency needs are met.
In summary...
- Establish your own competence based training framework using controlled documents or other user defined events and link these to competency and competency levels.
- Manage Job roles using your competencies to automatically identify individual training plans based on your competency requirements.
- Conduct different types of personnel reviews of your choosing such as training or annual performance appraisals.
Assets Management
Manage and demonstrate all assets and equipment having an impact on the quality of service you provide are utilised, controlled and monitored in line with your specific requirements.
It's up to you to define what you call an asset, so it could be a simple calibration of a device, management of buildings or facilities, PAT Testing, IT help desk, Pest Control, Safety Guard inspection, Security Card Access, Fire Extinguisher Management, Licensing or even Intellectual Property.
This is simply a tool which allows you to define, control frequency and record routine or unplanned activities that you conduct on your assets.
In summary...
- Create a single register for all your assets to control and record the activities they require in order to meet the needs of your business or organisation.
- Track the availability and allocation of assets, with the ability to raise Non-Conformances or manage process based activities with them.
- Provide access to the correct controlled document per activity per asset, so that the right information is guaranteed at the point of need.
Customer Management
Manage complaints, compliments or other such process based activities like New Product Development with your customers.
In summary...
- Effectively track customer complaints so that you have an absolute status on demand.
- Control your New product Development Critical Path when working with (or without) your customer for new products and services.
- Store vital documentation such as contracts, specifications, codes of practice or other such important controlled documentation to effectively manage revisions and expiry.
Supplier Management
A listing of all suppliers, their details and a quality record for controlling evaluations, approval and review status, plus all aspects of performance monitoring.
In summary...
- Control supplier evaluations to ensure that new suppliers are properly processed to gain approval status and track their accreditation status.
- Monitor supplier performance to provide an evidence base for contract reviews and risk based, rather than frequency based auditing.
- Store vital documentation such as contracts, specifications, accreditation certificates or other such important controlled documentation to effectively manage revisions and expiry.
The QMS Web Client
An alternative way for users to interact with and access information for Documents, Audits and records in the CAPA and Process Management Modules. It also provides a simple mechanism to deploy the key parts of Q-Pulse with the minimum of fuss or to remote locations. The web client is an excellent way to extend your quality management system to customer, suppliers and any other chosen third party in a secure manner.
In summary...
- Extend your quality and compliance management system in a secure manner, to selected third parties such as customers and suppliers.
- Use the web client for ease of deployment to remote locations and large quantities of access points, which you do not wish to manage locally.
- Facilitate timely completion of remote activities so information is captured directly into your management system, without the need for email or the risk of loosing vital information on paper, a laptop or other storage device.
Q-Pulse IMS - The Modules explained
Everything that QPulse QMS provides plus:-
Occurrence Management (Form Submission)
A wonderful tool that allows you to create your own additional custom fields of varying data types, format, data entry validation and various methods to interact with them when they are completed on the form, there is even a confidential and mandatory reporting option.
Once your fields are created, you may then use them to design your own custom forms for capturing information and data relating to different types of occurrence.
The form builder utilises 'drag and drop' technology so you can quickly build the forms you need and then publish them within Q-Pulse and onto the Web for completion.
Once a form has been submitted it may be accepted or rejected, and for those that you accept you can create and incident to manage the consequential activities.
You may also attach any other occurrences that refer to the same incident and in fact Q-Pulse is able to automatically offer occurrences it believes are for the same incident based on simple data matching settings in your control.
Logically this lends itself to compliance reporting for Health & Safety, Food Safety, Environmental issues, Clinical incidents and SMS activities for Aviation, but it's up to you how you define occurrences.
How will you use yours?
In summary...
- Create your own custom fields ready for form design.
- Drag and drop fields to create your custom forms.
- Publish and use your forms to capture data for the items you need to report on.
Incident Management and Risk Assessment
Incident management is all about reducing risk when used proactively or managing risk once an incident has occurred. There may be several occurrences related to the same hazard analysis or incident, so Q-Pulse allows you to associate one or several occurrences to any one record.
You may now classify the incident with your user defined classifications and also conduct various risk assessments, again of your own design. Q-Pulse provides you with tools to create a library of custom risk assessment matrices to guide your decision and action management process, while the incident remains open.
Incidents can also be managed using custom workflows suited to the specific incident in question, and each stage has tools to manage actions, findings, define team members and also attach relevant documentation or photographic evidence.
Findings can also be classified and risk assessed and if necessary you can raise a more formal finding using a custom interview wizard created in the CAPA module, again with workflow to manage each and every stage of the finding.
In summary...
- Create incidents from occurrences, then classify and risk assess them, associating any other relevant occurrence reports.
- Manage the incident with custom workflows, raising Actions and Findings at each stage, classifying and risk assessing findings as necessary.
- Report on incidents and provide key occurrence data from the main occurrence for graphical incident analysis.
Incident Analysis
Analyse your incidents using the data captured on the main occurrence report, thus the fields you created for your occurrence report are graphically analysable along with key incident information such as incident summary fields, classifications and of course risk assessments.
We also recognise that increased periods of activity during busy periods can have an adverse affect on your reporting trends, thus Q-Pulse has an Operational Data tool for you to normalise your occurrence data relevant to activity, so you can see the true picture.
It is also possible to analyse the cost of incidents rather than just the count of occurrences, typically providing you with a very different picture of the same information.
In summary...
- Identify further opportunities for improvement by analysing your custom fields.
- Normalise your data to compensate for busy periods and see the true picture.
- Analyse by cost not just the quantity of incidents.
- One system to Manage and analyse your Incident Management Activities along side your Quality and compliance Management activities.
The IMS Web Client
Extended to provide the completion and submission of your customised occurrence reports.
In summary...
- Extend your occurrence reporting system in a secure manner, to selected third parties such as customers, suppliers and authorised contractors.
- Use the web client for ease of deployment to remote locations and large quantities of access points, which you do not wish to manage locally.
- Facilitate timely completion of occurrence reports so information is captured directly into your management system, without the need for email or the risk of loosing vital information on paper, a laptop or other storage device.