Quality Management System in SharePoint

How to create a Quality Management System in SharePoint?

A corporate environment is quite crowded with projects, people, processes, and many other matters at stake. This calls for the need to monitor and ensure everything stays on track.

And the best way to keep everyone and everything on track is an effective Quality Management System. The evolution of quality management has come a long way. It started with the defense sector followed by the automotive and marine sectors.

Today, the quality of products and services has become an integral part of business processes across the globe. Most organizations are adopting quality management systems to ensure customer retention and surpass their competitors in the market.

What is a QMS?

A Quality Management System is a formalized method to review products, services, and operations of the business. The key objective is to identify the scope of quality improvement. QMS is required in all aspects of the business, regardless of the nature and size of the organization.

How QMS is beneficial for your business?

Implementing a Quality Management System offers tremendous benefits to your organization. In fact, a study found that the QMS implementation yields an average ROI of 300%. Other empirical studies confirm that businesses have also achieved non-measurable returns like happier customers, consistent operations, greater awareness of quality, and improved brand valuation.

Some of the critically important objectives of implementing a Quality Management System include regulatory risk, compliance, and certification. However, risk reduction is not the only benefit, but it can create a transformative impact on the company culture by creating a formalized system of processes.

Benefits of Quality Management Systems

Quality Management System benefits

Why SharePoint is the best choice to create Quality Management System?

No matter which QMS certification you are pursuing, SharePoint can help you build a QMS system to fulfill all your quality needs with flying colors. Everything is housed in an integrated system in a super-organized manner. It will also fulfill the management review and reporting requirements easily and quickly.

With the increasing adoption of the Microsoft 365 suite, it can be your best choice to satisfy QMS requirements. Read on to get a detailed overview of the SharePoint features that can be leveraged to create an efficient Quality Management System.

11 SharePoint Features You Need to Create a Quality Management System

1. A Centralized Documentation System

QMS involves various procedures, protocols, manuals, work instructions, and standard operating procedures to enhance the quality of the products and services within the organization. But simply having these documents is not enough, it is important to store these documents in an organized and easily accessible manner.

The inbuilt document management system of SharePoint serves this purpose by capturing, organizing, tagging, digitizing, storing, accessing, approving, and completing the documents automatically. The additional features like built-in version history, enterprise-grade security provided by Microsoft, and an automated document approval process are extremely helpful to manage and secure the documents effectively.

Document Management Features offered by BizPortals 365

Document Management Features offered by BizPortals 365

Overview of Document Library

Overview of Document Library

Document Approval System

Overview of Document Library & MetaData

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2. Enterprise-Grade Security

Information is one of the most important assets for modern-day businesses. It is essential to secure the stored information and preserve the data confidentiality, integrity, and availability. To avoid security risks, SharePoint offers enterprise-grade security features provided by Microsoft. It allows a customized security system to provide user and role-based permissions at the library, site, folder, and even document level.

Library Permission Management

Library Permission

Document Permission Management

Document Permission

3. Detailed Audit Trail

Today, employees are working from multiple devices and locations and dealing with a constant flow of documents, and approvals. With all these variables, the importance of compliance has increased, especially in the manufacturing industry. An audit trail helps in getting a time-stamped and sequential record of the information. SharePoint proves to be a highly beneficial feature to track the document versions, date and time of document access, the name of the user who checked in or check out a document, actions taken with the document, comments, and much more.

Version History

Version History

Recent Activity

Recent Activity

4. Audit Information Management

The management of audit information is important to ensure proper compliance. The audits have specific administrative purposes, such as auditing documents, performance, risks, and following up on corrective actions. As auditing is a mandatory requirement of a Quality Management System, it needs to be done very efficiently. With SharePoint, audit information can be managed with the help of customized document sets and lists. The audit information can be added as metadata and configured within the document sets to organize all the audit folders within the system.

Document Set

Document Set2

5. Automated Document Acknowledgement

As manufacturing processes are very lengthy and require a series of approvals. And the problem arises when users do not read the new policy updates and keep working according to outdated procedures. This is where document acknowledgment plays a crucial role. SharePoint offers automated approval and acknowledgment features with the help of Power Automate. It enables to create the custom approval workflows and capturing the acknowledgment responses of users in an automated manner.

Content Approval

Customize Automate Flow

Custom Approval Workflow

Serial Parallel Workflow

6. CAPA (Corrective and Preventive Action)

Corrective and Preventive Action (CAPA) includes a set of actions intended to improve the organizational processes and eliminate the causes of non-conformances. These actions are typically utilized in manufacturing businesses to fulfill compliance and regulations. Here, digital tools are very helpful in managing the process of CAPA. SharePoint helps in tracking custom lists with the help of Microsoft forms. It also allows customizing the lists in different views, colors, and metadata according to specific requirements.

Microsoft Forms

MS forms Survey

7. Display Knowledge Base Efficiently

To cope with the sheer amount of knowledge in the manufacturing business, it is important to reuse the existing knowledge base. The inbuilt knowledge base of SharePoint QMS helps in creating and formalizing the knowledge, creating the basis for smart manufacturing, and supporting the production system. Site pages solve this purpose efficiently. It creates dedicated pages to create a knowledge base in SharePoint. With this page template, you can easily embed diagrams, project-related documents, and collaterals, add metadata, and much more.

Overview of Knowledge Base

Create a KB Article

How to increase the efficiency of manufacturing businesses with Microsoft 365 Intranet?

8. Logging Change Requests

Change is an inevitable part of business procedures but it is important to track the changes and ensure that they do not impact business activities negatively. A Quality Management System manages the change request and tracking mechanism in a streamlined manner. Here, the Power Apps offered by Microsoft can be very helpful in capturing the details of change requests and storing the information in relevant SharePoint folders. It does not only log the change request but also reviews them after implementation to verify the completion of the required changes.

9. Customer Feedback

Every business is eager to improve its business processes, product, and services. So, they decide to gather customer feedback and store the information in SharePoint along with basic order details. And the easiest way to gather and store customer information is through Microsoft Forms. The information can be stored in SharePoint custom lists to access them anytime, from anywhere.

User Response Collection

Collecting user responses

10. Efficient Tracking of Metadata and Automated Notifications

Data quality starts with the effective management of metadata. It provides the necessary definitions and documentation to ensure that data is understood and consumed properly across the organization. Quality Management System maintains specific information such as expiration dates of policies and procedures. SharePoint helps in tracking and managing the metadata within the document library to keep the information always up-to-date. In addition, the user notifications can also be automated with the help of customized SharePoint workflows to ensure that the information is communicated to the relevant users.

Library with metadata

Library with Metadata Color code4

11. Enables Effective Internal Communication

The complexity of communication has increased drastically with the emergence of varied communication platforms. With the rise of digital transformation, businesses are finding new tools to drive internal communication success. Here, SharePoint plays a key role to build dedicated communication sites and leveraging communication channels like Microsoft Teams, Yammer, and Outlook email within the SharePoint intranet.



Project Site Discussion Forum

Project Site Discussion forum

Start leveraging SharePoint QMS with BizPortals 365

At BizPortals 365, we have years of experience building next-gen SharePoint Quality Management Solutions. Moving from conventional Excel spreadsheets and offline files into SharePoint provides great control of data, greater visibility, and enhanced workflow capabilities to manage business processes efficiently.

How to increase the efficiency of manufacturing businesses with Microsoft 365 Intranet?

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