Web QMS Software Modules & Applications

In order to improve the security of your information, the ISO 27001 standard requires that you maintain a register of your organizational assets associated with information and information processing facilities. Web QMS addresses this requirement through its wide encompassing application, Equipment Maintenance.

Through this application, organizations can identify their assets, manage information regarding their assets, and track location and assignments, such as Check In/Out of laptops -when assigned or loaned to employees.

• Asset Register: Have a comprehensive yet interactive Asset Register. Click on any Asset to view more details regarding the Asset and its status.
• Detailed Information: store pertinent information regarding your Asset, such as serial number, manufacturer, location, model number, licenses, etc.
• Asset Types: Depending on your industry, setup the types of assets you have in order to facilitate sorting and searching. Asset Types may be Laptops, Data Storage, Network Equipment, Printers, Software, etc.
• Asset Manuals: Attach or link Assets with corresponding manuals or checklists.
• Filter and search: Sort and view your Asset register, or apply various filters to narrow your search.
• Loan Equipment: When Assets, such as laptops, are loaned; you can record who it was issued to and keep it assigned until it is returned. This list can be crosschecked during offboarding to ensure the proper return of Assets.
• Historical Overview: The history window will provide a glimpse at the Asset history, including who it was loaned or issued to.

Please click here to learn more about these common features.

• Number of Assets per Location
• Number of Assets per Department
• Total Assets per status: Active, Inactive, Retired
• Number of Assets per Asset Type

Internal Audits are a key requirement of all ISO and API management system standards. The Audits App aims to handle the lifecycle not just of Internal Audits, but also External Audits, Customer Audits, Gap Analysis, etc. From scheduling and issuance of agenda, to reporting and issuance of nonconformities.the Audits app ensure audits and findings are managed appropriately.

Create, manage and maintain your audit programs in one place, ensuring each audit goes through its full life cycle:

• Various types of audits are available, such as Internal Audits, Registrar Audits, Customer Audits, Gap Analysis and Process Audits.
• Assign users as Lead Auditors so they can have access and manage audits.
• For each audit, attach agendas, reports, checklists, and create findings.
• Define the type of findings used in your organization, such as Opportunities for Improvement, Observations or Concerns, and Nonconformities.
• Quickly assign personnel to findings, to complete Root Cause Analysis, Actions, Verification, or Review of Effectiveness.
• View nonconformities history, such as when the nonconformity was created, when it was assigned, when it was verified, etc.
• My Tasks: quickly see if you have any tasks assigned to you, such as scheduling an audit, taking attendance, preparing the report, or completing any stage of a finding.
• Various Reports available to view and print useful audit information.
• Various KPIs available to view your audit statistics.
• Receive Notifications for audits or findings assigned to you.
• Simple and intuitive navigation, characteristic of Web QMS.

• Drag & drop documents and pictures
• Ability to export data to Excel
• Color-coded status based on Andon Lights principle
• My Tasks page showing pending audit activities or audit findings in need of follow up
• Key Performance Indicators (KPIs)
• Email reminders and notifications
• App Settings allows extensive configuration of fields and drop downs
• Role-based permissions
• Bulk migration
• Instructional manuals

Please click here to learn more about these common features.

• Audits and Findings
• List of Findings

• Number of Findings by Location
• Findings by Process
• Number of Findings by Audit Type
• Findings by Audit Number
• Findings by Finding Type
• Finding by Status
• Average Number of Finding by Criteria

Quickly and easily let your employees submit their observations regarding safety behavior, using our Behavior Based Safety application. In this application employees can submit Safe Behavior observations, Unsafe Behavior observations or both. Email notifications with the information submitted are sent to designated employees. Reports and Key Performance Indicators (KPIs) are available to view the data.

• Safe: Four safe behavior options for your employees to select from plus a comment area for them to provide additional information.
• Unsafe: Four unsafe behavior options for your employees to select from, and four errors to associate those behaviors with. A comment area is available for them to provide additional information.
• Notification: Configure the person or persons whom you would like to receive any BBS submitted.
• Reports and KPIs: Various reports and KPIs to view the available data.

• Number of responses per Unsafe state
• Number of responses per Critical error
• Number of responses per Safe behavior

Organizations certifying to ISO 27001 are required to ensure the continuity of information security management in adverse situations, for example during a crisis or disaster. The Business Continuity Plan (BCP) module helps you keep your BCP plan documented and available for your team to review, verify, and test.

Calibration is a requirement of most ISO and API management system standards, requiring organizations to establish a program to ensure equipment accuracy is maintained through calibration. Web QMS helps you establish this program through its Calibration application.
In the Calibration application, you can add new equipment, including information regarding model, manufacturer, accuracy, tolerance, ownership, calibration procedure, and calibration interval, among other variables. When equipment is calibrated, you can attach calibration certificates or enter the data if calibration was done in-house. The Calibration application will send out reminders to the Calibration Manager and appropriate Techs prior to the next Calibration due date.

If upon Calibration, equipment is found to be Out-of-Tolerance; the Calibration application will prompt you to conduct investigation in order to assess whether there is a possibility that nonconforming product was mistakenly released or the service performed was nonconforming.

Out-of-Tolerance conditions are handled through Web QMS’s flagship application, the CIP. Once an Out-Of-Tolerance Corrective Action is initiated, it goes through a series of stages to ensure appropriate investigation, verification and validation is completed.

• Calibration Equipment Register: Have a comprehensive yet interactive Calibration Equipment Register. Click on any equipment to view more details regarding the equipment and its calibration status.
• Standard: If the equipment is used as a Master or Standard, you can select this option when entering equipment. This will be helpful if you calibrate your equipment and print your own certificates, as certificates will pull data regarding the Master or Standard used -directly from Web QMS.
• Ownership: By default all equipment is owned by your company, however it can be assigned to an employee or customer for reminder purposes. If you select employee, you will be able to select the employee from all users on Web QMS, thus providing the system with the information needed to send reminders when the equipment is coming due for calibration.
• Calibration procedure: You can attach or link a calibration work instruction or procedure, to an equipment.
• Outsource or In-House: Whether you calibrate your own equipment, or outsource this task, the Calibration application allows you to upload the calibration certificate or enter the calibration data. Of course if you calibrate in-house, much of the data will be pulled directly from the Calibration application, such as the employee who conducted calibration, the data for the Master or Standard used, etc.
• Calibration Interval: Setup the interval for calibrating each equipment, to ensure the system flags equipment when it is due for calibration.
• Targeted reminders: Calibration Managers or Technicians receive email reminders for calibration that is past due or coming due, but only for the location they have been assigned to. Employees receive their own e-mail reminders regarding equipment they have been assigned to, and for calibration is expired or about to expire.
• Look ahead: Depending on your industry, you can setup reminders to look -so many months ahead- for upcoming calibration or past due calibration.
• Historical Overview: The history window will provide a glimpse at all the calibration certificates held, who conducted calibration, when they were renewed, etc.

Out of Tolerance Corrective Action – Key Features:

• Approve/Reject: Approved Out-of-Tolerance corrective actions -or reject them- if the investigation, or actions taken are not satisfactory.
• Expedited closure: Reduce the time it takes to close Out-of-Tolerance corrective actions by using the reminder and escalation features, available at Coordination and Action stages.
• Cost/Benefit Analysis: Add cost and benefit dollar amounts at various stages of the Out-of-Tolerance corrective actions for later analysis.
• Historical Overview: Want to know who did what and when? The history window will provide a glimpse at the status of the Out-of-Tolerance corrective actions as well as when it was created, when it was coordinated, verified, etc. and who completed each step.

Please click here to learn more about these common features.

• Status of Equipment
• Equipment past due per Location
• Past Due Equipment per Department
• Internal Audit Findings by Status
• As Received Condition
• Equipment Owned or Assigned To
• Cost of Calibration

Out-of-Tolerance metrics:

• Out-of-Tolerance by Location
• Out-of-Tolerance by Product or Process
• Out-of-Tolerance classified as Corrective Action versus Preventive Action
• Out-of-Tolerance by Status
• Out-of-Tolerance Investigation Aging time
• Out-of-Tolerance Closure Aging time
• Out-of-Tolerance Cost by Location

Both ISO and API standards require organizations to determine the internal and external communications relevant to their management systems. Web QMS achieves that, through its Communication Plan module.

For ISO, show your Communication Plan in a grid like format, with pertinent information, such as:

• on what to communicate
• when to communicate
• with whom to communicate
• how to communicate
• and who communicates

If you subscribe to the ISO 14001 standard, the communication plan can be tailor to include compliance obligations.

The Conformity Matrix is a document that shows how the organization’s management system meets the requirements of API Spec Q1 and/or API Spec Q2. The blank matrix can be downloaded from the API website as a MS Excel file and it is required as part of the API application submittal.
Web QMS has a Conformity Matrix module where you can enter and update the information as required.

In the Conformity Matrix module, you can view all API Q1 or API Q2 requirements, as well as the policies, procedures, work instructions, forms or other areas that meet those requirements. Links are embedded to make it easier to go from the Conformity Matrix directly to the area on Web QMS where the requirement has been implemented.

A requirement of the API Spec Q1 or API Spec Q2, Contingency Planning is a way to plan and prepare -not for the unknown- but rather, for the risks that have been identified as being significant and likely to disrupt operations.

API requires that Contingency Plans be put in place for all significant risks identified during your Risk Assessment exercises. Therefore you must conduct a Risk Assessment session, before you can put your Contingency Plans in place.

The Contingency Planning application of Web QMS, helps you put plans in place for significant risks, ensuring responsible parties are identified, and actions are communicated.

• Automatic Creation of Contingency Plans: Contingency Plans are automatically created for Significant Risks identified in the Risk Assessment application, which triggered the creation of a CIP.
• Contingency Plans History: Show all Contingency Plans in one place -in a grid like format- with pertinent information, including: Risk Scenario, Response Actions, Mitigation Actions, Responsible Parties, and Communication Controls.
• Communicate Contingency Plan Actions: Contingency Plans stemming from significant risks handled throgh the CIP, are automatically communicated upon the verification of a CIP.
• Lock Contingency Plans: Contingency Plans stemming from significant risks handled throgh the CIP, are automatically locked to prevent modification.

Please click here to learn more about these common features.

• Number of Open Contingency Plans
• Number of Closed Contingency Plans

• Number of Contingency Plans by Status (Open/Closed)

Corrective Actions are the cornerstone of every ISO and API management system standard, and rightfully so; as they help funnel all continual improvement efforts to ensure successful closure. Web QMS therefore, has a solid stance on Corrective Actions:

1. All members of the management system must have access to initiate or propose a Corrective Action. Improvement tools should be available to everyone.

2. All Corrective Actions entered are sent to a Coordinator and not directly to any employee. This avoids any finger pointing, and maintains the integrity of your improvement program.

Corrective Actions in Web QMS are handled through its flagship application, the CIP.  Once a Corrective Action is initiated, it goes through a series of stages to ensure appropriate investigation, verification and validation.

• Flexible Short and Long Paths: Paths help you make better use of resources. Both paths comply with the ISO and API requirements for root cause analysis, and verification of effectiveness.
• Approve/Reject: Approved the Corrective Action or reject it if the investigation, or actions taken are not satisfactory.
• Expedited closure: Reduce the time it takes to close a Corrective Action by using the reminder and escalation features, available at Coordination and Action stages.
• Cost/Benefit Analysis: Add costs and benefits dollar amounts at various stages of the Corrective Action for later analysis.
• Historical Overview: Want to know who did what and when? The history window will provide a glimpse at the status of the Corrective Action including when it was created, when it was coordinated, verified, etc. as well as who completed each step.

Please click here to learn more about these common features.

• Corrective Actions awaiting Coordination
• Corrective Actions awaiting Investigation
• Corrective Actions awaiting Investigation Verification
• Corrective Actions awaiting Action
• Corrective Actions awaiting Action Verification
• Corrective Actions awaiting Validation
• Corrective Actions awaiting Risk Assessment
• Corrective Actions awaiting Risk Assessment Verification
• Corrective Actions Open
• Corrective Actions Closed

• Corrective Actions by Location
• Corrective Actions by Product or Process
• Corrective Actions by Status
• Corrective Actions Investigation Aging time
• Corrective Actions Closure Aging time
• Corrective Actions Cost by Location
• Corrective Actions by Month
• Corrective Actions by Customer
• Corrective Actions by Supplier

API Spec Q1 emphasizes the need to determine and be cognizant of the processes that are critical in your organization. As you determine these critical processes -everything that is tied to them becomes critical – most importantly the suppliers or vendors who are tied to those critical processes. For this reason Web QMS has a specific module dedicated to outline your critical processes, and ensure it is clear for everyone in your organization what those are.

API Spec Q2 emphasizes the need to determine and be cognizant of the critical services within your operations. As you determine these critical services everything that is tied to them becomes critical – most importantly the Service-Related Product (SRP) used in those services, the spare parts used in the SRP or equipment, as well as the suppliers or vendors who are tied to those Critical Services or critical SRP. For this reason Web QMS has a specific module dedicated to outline your Critical Services and SRP, and ensure it is clear for everyone in your organization what those are.

Although Customer Complaints are undesirable events – when received, they must be recorded and acted upon if you want to meet the requirements of a Quality Management System based on ISO or API standards.

Web QMS can help you process Customer Complaints through its flagship application, the CIP.

When a Customer Complaint is received and logged into the CIP, it goes through a series of stages to ensure appropriate investigation, verification and validation of it. The entire process is handled online within Web QMS through email notices to designated employees assigned by the CIP Coordinator.

• Allow Customer Notification and Access: You can enter the Customer email address and they will receive a copy of the Customer Complaint directly from Web QMS.  You can also authorize the customer to access your Web QMS and verify or validate the Customer Complaint.
• Flexible Short and Long Paths: Paths help you make better use of resources. Both paths comply with the ISO and API requirements for root cause analysis, and verification of effectiveness.
• Approve/Reject: Approved the customer complaint or reject it if the investigation, or actions taken are not satisfactory.
• Expedite closure: Reduce the time it takes to close a Customer Complaint by using the reminder and escalation features, available at Coordination and Action stages.
• Cost/Benefit Analysis: Add cost and benefit dollar amounts at various stages of the Customer Complaint for later analysis.
• Historical Overview: Want to know who did what and when? The history window will provide a glimpse at the status of the Customer Complaint including when it was created, when it was coordinated, verified, etc. as well as who completed each step.

Please click here to learn more about these common features.

• • Customer Complaints awaiting Coordination
  • Customer Complaints awaiting Investigation
  • Customer Complaints awaiting Investigation Verification
  • Customer Complaints awaiting Action
  • Customer Complaints awaiting Action Verification
  • Customer Complaints awaiting Validation
  • Customer Complaints Open
  • Customer Complaints Closed

• Customer Complaints awaiting Coordination
• Customer Complaints awaiting Investigation
• Customer Complaints awaiting Investigation Verification
• Customer Complaints awaiting Action
• Customer Complaints awaiting Action Verification
• Customer Complaints awaiting Validation
• Customer Complaints Open
• Customer Complaints Closed

ISO and API Quality Management System standards require organizations to have control over customers’ or external providers’ property made availablefor use or incorporation into the products and services. Web QMS addresses this requirements through its flexible Customer Property module.

Whether you have intellectual property, drill bits, raw material, or other property that belongs to an external provider; this module will help you identify the property, and keep a register so that you can conduct periodic verifications and maintenance as necessary.

Obtaining customer feedback to determine whether the organization has satisfied customers; is a requirement of ISO and API Quality Management System standards, such as ISO 9001, API Q1, and API Q2.

Web QMS can help you meet this requirement through its Customer Satisfaction module. You can design simple anonymous surveys to send to your customers, and keep track of the results received. You can also view graphs of the feedback results.

Training is essential to ensure employee competency as required by ISO and API management system standards. The eLearning application provides organizations with extensive training resources to build a robust training program.

When employees login to Web QMS, the system matches their Job Title with their training required, and shows them the training waiting to be completed. Employees can then review the training material and take the tests.”

• Onboard employees faster by assigning them an account and a job title on Web QMS, and let the eLearning app do the rest.
• Create as many courses as required by your Training Plan, specifying their recurrence, such as one-time, every year, etc.
• Link your courses to Movie files (.mov), PowerPoint presentations (.ppt), PDF files (.pdf), or to procedures on your Web QMS.
• Assign courses to employees or Job Titles who need the training in accordance with your Training Plan.
• Establish categories or buckets for your courses, such as Orientation, Quality, etc. and prioritize the order in which to take them.
• Create one or more test per course as necessary. Tests can be taken in any order, or setup a specific order.
• Tests questions can be Multiple Choice, Multiple Select, or True/False.
• Specify the length of time to complete the test, such as 15 min, 30 min, etc. A timer will show remaining time while the test is being taken.
• Define the number of questions to show on each test. Questions will be shown in random order from the test’s pool of questions.
• Set Required Minimum Passing Grade based on your organization policy or procedures, such as 70%, 80%, etc. Users who do not pass the test will have a chance to Retake the test and this will continue until they pass.
• Training Matrix shows training courses assigned to Job Titles.
• My Tasks: Quickly view all documents pending review with details of other reviewer’s status and comments.
• Various Reports available for employees and managers, to view and print training records. Specific reports such as questions missed are also available to aid in training design.
• KPIs such as Average Passing Rate, or Completion Rate by Course are available.
• Simple and intuitive navigation characteristic of Web QMS.

Please click here to learn more about these common features.

• Completion Report
• Training Outstanding
• Completion by Category
• Attendance
• Plan by Employee
• Plan by Job Title
• Detailed Test Result

• Average Passing Rate
• Completion Rate By Course
• Training Hours Spent for all Courses by Year
• Completion Rate By Category

While having a detail contact list of key personnel and aid agencies such as fire department, spillage clean-up services, etc. is a requirement of ISO 14001; Web QMS offers this module as a best practice for all management systems. The Emergency Contacts module allows you to keep a list of emergency contacts at reach for all your employees to use when needed.

Both ISO 14001 and ISO 45001 require organizations to plan its emergency preparedness and response process, and to maintain documented information necessary to have confidence that the process is carried out as planned. Web QMS meets this requirement through its Emergency Preparedness module.

With the Emergency Preparedness module, organizations can ensure their Emergency Preparedness Plan is live and front center within their management systems.

The Employee Certification Application helps keep track of certifications that employees are required to maintain in order to perform their jobs.

In the Diving industry for example, Divers are required to maintain certifications such as ADC Card, Dive Helmet, First Aid, etc., sometimes upwards of 20 certifications per Diver depending on their job position or as required by federal or regulatory agencies.

The Employee Certifications application can store employees’ certificates electronically, keep a history for each certification type, and issue reports of certificates expired, or coming due. Email reminders are also sent to Certification Coordinators or the employees themselves, letting them know ahead of what is due for renewal.

• Certification Types: Setup the types of certification your employees are required to have based on your organization, industry, customer, or other legal requirements. And setup also the recertification interval for each of these certification type.
• Recertification Intervals:  Since every certification type can have its own recertification interval, when you a certification for an employee, that particular employee’s certification will have its own individual renewal timeframe.
• Targeted reminders: Certification Admins receive email reminders for all certifications that are past due or coming due. Certification Techs receive a similar email reminder for all certifications that are past due or coming due, but only for the location they are in charge. Employees receive e-mail reminders regarding their own individual certifications that are expired or about to expire.
• Look ahead: Depending on your industry, you can setup reminders to look ahead for overdue/coming due certifications for a certain timeframe. For example, if you have offshore employees who may be offshore for 1.5 months, you may want the system to send you a list of certifications that will expire within 2 months minimizing the risks of employees being out of compliance in the middle of their assignment.
• Historical Overview: Want to know all the certifications held? The history window will provide information on each certification type, including when it expired and when they were renewed.

Please click here to learn more about these common features.

• Number of Certificates per Location
• Number of Certificates per Certification Type
• Number of Certificates per Employee
• Number of Certificates per Job Title
• Number of Certificates per Certifying body
• Total cost per Location
• Total cost per Job Title

While having an Employee Handbook is not a requirement per se of any ISO or API standard, Web QMS makes this module available in order to provide employees with important ISO or API requirements that may not find a place in other areas of your management system, such as:

• Awareness of the Consequences of not complying with the management system
• Requirement for Background Checks (Required by ISO 27001)
• Requirement for signed Non-Disclosure Agreements (Required by ISO 27001)
• Requirement for Performance Evaluations as a measure of Competence, etc.

The Employee Handbook module, will help you not only keep this document available to all employees, but also promote Web QMS as the go-to place for information.

Whether your organization manufactures a product or provide services, there is a good chance you use equipment as part of your operations and while ISO 9001  calls out to maintain the organization’s infrastructure; API Q1 and API Q2 are very clear in that Preventive Maintenance is required for:

• Equipment used in manufacturing or
• Service-Related Product (SRP) used in the provision of services.

Web QMS addresses the infrastructure and Preventive Maintenance (PM) requirements through its wide encompassing application, Equipment Maintenance.

Through the Equipment Maintenance application, organizations can manage all details regarding their equipment or assets, such as:

• Setup multiple Preventive Maintenance per equipment to ensure equipment functions properly.
• Issue Work Orders for Repairs, prioritize and assign Work Orders to ensure they are taken care expeditiously.
• Track Usage of equipment, such as check in/check out activities; or actual usage by hours for example – if required for PM purposes.
• Maintain equipment certifications, such as vessel inspections.

With extensive reporting, Key Performance Indicators, and reminder options, the Equipment Maintenance application can provide an solution that will be fully integrated with the rest of your management system.

Equipment Features:

• Detailed Information: store pertinent information regarding your equipment, such as serial number, manufacturer, location, model number, associated manuals, etc.
• Asset Types: Depending on your industry, setup the types of equipment or assets you have in order to facilitate sorting and searching, such as Compressors, Boosters, Forklifts, Cranes, Mixers, Dive Bell, etc.
• Asset Manuals: Attach or link equipment with their corresponding manuals or checklists.
• Filter and search: Sort and view your equipment register, or apply various filters to narrow your search.
• Historical Overview: Want to know who did what and when? The history window will provide a glimpse at the history of the equipment PM, as well as the history of repairs and the history of who it was loaned or issued to.

Preventive Maintenance Features:

• PM Types: Setup Preventive Maintenance based on Time (i.e. days or months), based on Hours, or based on Mileage; and create appropriate cycles for it, such as Every 3 months, Every 500 hours, etc.
• PM Checklist: For every Preventive Maintenance Type established, create customized PM Activities or Tasks that will be used as checklist items for that particular PM.
• Targeted reminders: Maintenance Admins receive email reminders for all PMs that are past due or coming due. Maintenance Supervisors or Maintenance Techs receive a similar email reminders but only for the location they are in charge.
• Ownership: By default all equipment is owned by your company, however you can assign it to an employee or customer for reminder purposes. If you select employee, you will be able to select from all Web QMS users, so that the user will be sent a reminder when the equipment is coming due for PM.

Repair Features:

• Log Repairs: If the repair already took place, or is a simple task, enter it on the Repair window for the equipment.
• Issue Work Orders: Work Orders can be issue to queue equipment repairs needed. Work orders for repair use a workflow that ensures mechanics are notified and assigned as necessary, repair is logged, and verification is conducted.

Usage Features:

• Hours Usage: Field personnel or Service Techs can log the number of hours equipment is used daily, in order to ensure the system triggers the appropriate PM.
• Loan Equipment: When equipment is used as a loaner, you can record who it was issued to and keep it assigned until it is returned.
• Issue Equipment: If equipment is regularly send out to the field; you can keep track of who or which job is checked out to, and ensure it is checked back in.

Please click here to learn more about these common features.

Equipment or Asset KPIs:

• Number of Equipment per Location
• Number of Equipment per Department
• Total Equipment per status: Active, Inactive, Retired
• Number of Equipment per Asset Type

Preventive Maintenance KPIs:

• Total number of PMs Completed versus Incomplete, versus Past Due (Not Started or Expired)
• Total number of Expired PM per Location
• Completed PM per Asset Type
• Incomplete PM per Asset Type
• Expired PM per Asset Type

Repair and Work Orders KPIs:

• WO by Location
• Aging Days of Open WO
• Turn Around Time of Closed WO
• Total WO by Asset ID
• WO Created vs WO Closed
• WO by Status
• Total WO Created by Month
• Closed WO by Month

Documented information of external origin -used but not issued by our organization, such as OSHA regulations, ASME standards, ASTM standards, the very ISO or API standards, etc.- shall be controlled, as required by ISO and API management system standards. Web QMS addresses this requirement through its External Documents module. Through the External Documents module, you can identify:

• External Document Title
• Version or Revision
• Location
• To the source – if available on the internet (such as OSHA regulations), on Web QMS, or on your network.
• Person responsible for its update.

Most organizations in all industries use jargon and acronyms as part of their daily operations. Web QMS embraces this notion through its Glossary module.

In the Glossary module, organizations can capture all their company-specific acronyms or jargon used, so that new employees can quickly adjust to the culture and have a reference to these terminology. Words can be sorted alphabetically for easy retrieval or be searched by letter.

If the Health Safety and Environmental (HSE) Policy is the most important document in a HSE Management System, the HSE Manual is second in command, and although ISO 14001 or ISO 45001 no longer require it per se, it is still a much expected document by most people, including your customers. Mireaux’s stance when Consulting, has been to create an HSE Manual, therefore Web QMS has the HSE Manual module dedicated for it.

The Health Safety and Environmental (HSE) Policy is undoubtedly one of the most significant requirements of a Health and Safety and/or Environmental Management System standard such as ISO 14001 and ISO 45001, providing the organization’s Top Management stance regarding HSE. While not all organizations subscribe to both standards simultaneously, most do prepare an HSE Policy which combine the requirements for a policy from ISO 14001 and ISO 45001, though they can exist separately also. Web QMS has a specific module for the HSE Policy. With the HSE Policy module your HSE Policy will be prominently displayed front center for all your employees to quickly access.

Although Information Security Incidents are undesirable – when they occur, they must be recorded and acted upon if you want to meet the requirements of ISO 27001, the Information Security Management System standard.

Web QMS can help you process Information Security Incidents through its flagship application, the CIP.

When an Information Security Incident is entered, it goes through a series of stages to ensure appropriate investigation, verification and validation of it. The entire process is handled online within Web QMS through email notices to designated employees assigned by the CIP Coordinator.

• Incident Type: Assign the incident the proper type from our list, such as Failed, Attempt, or Suspected incident; or setup your own classification.
• Nature of Incident: Record whether the incident was against your security policies, network devices, computer system, data, or of other nature.
• Severity: You can setup your own severity scale in order to properly assign resources when investigating information security incidents.
• Approve/Reject: Approved Information Security Incidents-or reject them- if the investigation, or actions taken are not satisfactory.
• Expedited closure: Reduce the time it takes to close Information Security Incidents by using the reminder and escalation features, available at Coordination and Action stages.
• Cost/Benefit Analysis: Add cost and benefit dollar amounts at various stages of the Information Security Incident for later analysis.
• Historical Overview of Incidents: Want to know who did what and when? The history window will provide a glimpse at the status of the Information Security Incident as well as when it was created, when it was coordinated, verified, etc. and who completed each step.

Please click here to learn more about these common features.

• Information Security Incidents awaiting Coordination
• Information Security Incidents awaiting Investigation
• Information Security Incidents awaiting Investigation Verification
• Information Security Incidents awaiting Action
• Information Security Incidents awaiting Action Verification
• Information Security Incidents awaiting Validation
• Information Security Incidents Open
• Information Security Incidents Closed

• Information Security Incident by Location
• Information Security Incident by Product or Process
• Information Security Incident classified as Corrective Action versus Preventive Action
• Information Security Incident by Status
• Information Security Incident Investigation Aging time
• Information Security Incident Closure Aging time
• Information Security Incident Cost by Location

In order to detect deterioration, both API Q1 and API Q2 require that the condition of product, service-related product, or constituent parts In stock; be assessed at specified intervals. While most companies may be able to handle this through their ERP or MRP programs, Web QMS offers a simple Inventory Control module to maintain your inventory list ensuring visibility to your team.

The Inventory Control module allows you to maintain your inventory in a grid like format, with pertinent information, such as Part Number, Location, Description, Minimum Reorder Point, Typical Reorder Quantity, Last Inventory Check, Last Inventory Count, Expiration, etc.

If the ISMS Policy is the most important document in an Information Security Management System, the ISMS Manual is second in command, and although ISO 27001 does not require it per se, it is still a much expected document by most people, probably including your organization’s interested parties. Mireaux’s stance when Consulting, has been to create an ISMS Manual, therefore Web QMS has the ISMS Manual module dedicated for it.

The Information Security Policy is undoubtedly one of the most significant requirements of a Information Security Management System standard such as ISO 27001, providing the organization’s Top Management’s stance regarding information security. Web QMS has a specific module for the Information Security Policy which is prominently displayed front center in the Information Security area. With the ISMS Policy module your ISMS Policy will be prominently displayed front center for all your employees to quickly access.

All ISO and API standards require that job responsibilities, as well as the competency of employees -in terms of education, training, skills and experience- be defined for all job positions. As most organizations address these requirements through the creation of job descriptions, Web QMS has a specific module to ensure all your job descriptions are organized and available to your employees.

A Job Safety Analysis (JSA) promotes the identification of potential hazards within basic steps of a job in order to recommend the safest way to do the job. It is a much used tool not just for organizations certifying to ISO 45001, but for any organization looking to improve their safety focus. Web QMS has a specific module to ensure all your JSAs are organized and available to your employees.

In the project management world, is typical to use mistakes and successes as learning material for future projects. And while ISO or API management system standards do not call for this requirement specifically, ISO 9001 does call out for organizational knowledge, as a way to mantain knowledge and make it available to the extent necessary.

Web QMS, makes it possible to initiate and track Lessons Learned through its flagship application, the CIP.

• Lesson Type: If your company classifies lessons learned, you can setup this parameter on the Settings according to your needs.
• Equipment, and Asset: If your Lesson Learned is associated with a particular equipment or asset, you can add link to the equipment or assets on Web QMS as necessary.
• Approve/Reject: Approve or reject Lessons Learned if the investigation, or actions taken are not satisfactory.
• Expedited Closure: Reduce the time it takes to close Lessons Learned by using the reminder and escalation features, available at Coordination and Action stages.
• Cost/Benefit Analysis: Add costs and benefits dollar amounts at various stages of the Lesson Learned for later analysis.
• Historical Overview of findings: Want to know who did what and when? The history window will provide a glimpse at the status of the Lesson Learned as well as when it was created, when it was coordinated, verified, etc. and who completed each step.

Please click here to learn more about these common features.

• Lessons Learned awaiting Coordination
• Lessons Learned awaiting Investigation
• Lessons Learned awaiting Investigation Verification
• Lessons Learned awaiting Action
• Lessons Learned awaiting Action Verification
• Lessons Learned awaiting Validation
• Lessons Learned Open
• Lessons Learned Closed

• Lessons Learned by Location
• Lessons Learned by Product or Process
• Lessons Learned classified as Corrective Action versus Preventive Action or Action Item
• Lessons Learned by Status
• Lessons Learned Investigation Aging time
• Lessons Learned Closure Aging time
• Lessons Learned Cost by Location
• Lessons Learned by Customer
• Lessons Learned by Supplier

Adhering to the ISO or API standards requires organizations to comply with relevant legislative statutory, regulatory, and contractual requirements. Web QMS addresses this mandate through its Legal Requirements module, where organization can explicitly identify, list, and keep their requirements up to date.

Like a foundation for a house, Mireaux strongly believes that one of the most important steps in the development of an ISO or API management sytem is to map the organization’s core and support processes. While this requirement is clearly detailed in the ISO 9001, API Q1 and API Q2 standards, all other ISO standards do mention it as well.  For this reason Web QMS has a module dedicated exclusively to show your organization’s Main Process Map, so that employees are aware of how they fit in the management system.

We all know that change is part of everyday life. But is how we prepare for the change, and how we control the change -or its unexpected outcomes- that will ensure our success.

All ISO and API standards require that changes to the management system be managed in order to achieve the intended outcome of the management system. In Web QMS, these Management of Change or MOCs are managed through its flagship application, the CIP as follows:

• For ISO implementations, MOCs can be coordinated as simple Action Items, thus going through Action and Verification stages before closure.
• For API Q1 and API Q2 implementations however, MOCs require Risk Assessment before proceeding with the change. As such the change will go through Risk Assessment, and Risk Assessment Verification, before continuing with Action and Action Verification up to closure.

• Reasons for Change: All standards specify what changes need to be managed, for example:
  – For ISO 45001 you are required to start an MOC when introducing new products, services, or processes that can impact the Occupational Health and Safety.
  – In API Spec Q2, you need to control changes in the organization structure if the may impact the execution of a service.
  With Web QMS you can populate the reason for the change depending on the standard that you comply with.
• Risk Assessment Path: For API Q1 and API Q2 implementations, Web QMS will take the MOC through Risk Assessment and Risk Assessment Verification stages before continuing to Action and Action Verification, thus ensuring that you comply with the requirements of those quality management system standards.
• Approve/Reject: Approve MOCs -or reject them- if the Risk Assessment, or actions taken are not satisfactory.
• Expedited closure: Reduce the time it takes to close MOCs by using the reminder and escalation features, available at Coordination and Action stages.
• Cost/Benefit Analysis: Add costs and benefits dollar amounts at various stages of the MOCs for later analysis.
• Historical Overview of findings: Want to know who did what and when? The history window will provide a glimpse at the status of the MOCs as well as when it was created, when it was coordinated, verified, etc. and who completed each step.

Please click here to learn more about these common features.

• MOCs waiting Coordination
• MOCs awaiting Investigation
• MOCs awaiting Investigation Verification
• MOCs awaiting Action
• MOCs awaiting Action Verification
• MOCs awaiting Validation
• MOCs Open
• MOCs Closed

• MOCs by Location
• MOCs by Product or Process
• MOCs by Status
• MOCs Investigation Aging time
• MOCs Closure Aging time
• MOCs Cost by Location

Management Reviews are an important requirement of all ISO and API management system standards, necessary to achieve and maintain certification.

The Management Review Application on Web QMS allows the creation of Management Review events, where employees can be invited to, where inputs and outputs can be uploaded, and where individual Action Items can be created and followed up in a timely manner.

Maintain information related to your Management Reviews, ensuring that all required inputs are considered, and all required outputs are generated:

• Create a Management Review, with detailas such as Location and standards covered, Meeting Chair, Inputs, Presentation and Outputs.
• Selectd attendees for the meeting and send them email invitations to the meeting.
• Create as many Action Items as necessary from one single Management Review and assign them to specific users for action or verification, within a specified timeframe.
• My Tasks: Quickly see if you have any tasks assigned to you, such as uploading of outputs or issuance of Action Items.
• Various Reports available to view and print useful information regarding your Management Reviews, including future schedule of “planned” meetings.
• Various KPIs available to view statistics regarding past Management Reviews.
• Simple and intuitive navigation, characteristic of Web QMS.

Please click here to learn more about these common features.

• List of Upcoming Management Reviews
• List of Past Management Reviews
• Detailed List of Management Reviews (includes Action Items)
• Management Review Schedule

• Actions by Status
• Actions by Location
• Actions by Year
• Open Actions by Employee

The Master Documents application manages the lifecycle of documents; ensuring procedures, work instructions, forms and other types of documents are organized, controlled, accessible, and readily retrievable when needed as required by all ISO and API management system standards.

With a simple interface to help employees find their controlled documents fast, the Master Documents application makes the process of version control, online review, approval, and publication -a breeze.

• Add new documents or add new versions to existing documents, with various attributes such as Document Title, Document Number, Author, Process Owner, Release Date, Next Review Date, etc.
• Assign documents to one or more reviewers and select from two types of review workflows.
• A single document may undergo multiple review cycles, each assigned to the desired people.
• Quickly open a document or view its details, including metadata, and revision log. Various Icons are available for download, mail me, subscribe, and other quick functions.
• Keep multiple versions of documents, or restrict past versions to Administrators only.
• Users can subscribe to documents of their choice and be notified when there are changes to the document.
• Create custom tailored views to match your organization’s processes or departments.
• Setup categories to match your organization’s document hierarchy to allow for easy filtering.
• Clean and responsive landing page contains filters, a search box, and sortable columns to help you find what you need quickly.
• An Audit Log is available to certain roles, showing them a full history of actions taken; such as who has opened, downloaded, reviewed, or approved a document.
• My Tasks: Quickly view all documents pending review with details of other reviewer’s status and comments.
• Various Reports available to view and print your Master Document Register (MDR).
• Simple and intuitive navigation, characteristic of Web QMS.

Please click here to learn more about these common features.

• Master Document Register (MDR) by Title
• Master Document Register (MDR) by Category
• Master Document Register (MDR) by Folder

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All ISO and API management system standards require organization to monitor, measure, analyze and evaluate data regarding the performance and effectiveness of their management systems. As this requirement is in a separate clause to the Objectives requirements, it has to be addressed separately and given it duly importance.
Web QMS addressed the monitoring and measurement requirements through its module Monitoring and Measurement.  With the Monitoring and Measurement module, organizations can outline the following as necessary:

• What they monitor
• The methods used for their monitoring, measurement, analysis and evaluation
• When monitoring and measuring is performed
• When the results are analyzed
• Who shall analyze and evaluate the results

The Non Conformance Report application or NCR is designed to track product or service which do not conform to specifications and therefore has to be dispositioned as either Rework, Return to Vendor, Use As Is, Scrap, etc.
Once an NCR is created, it goes through a few stages such MRB Routing, Action, and Action Verification, before being closed.

While some companies confuse Nonconformances with Corrective Actions, and want to force every NCR to go through Root Cause Analysis; Mireaux’s Web QMS follows the ISO and API standards’ stance: NCRs are different than Corrective Actions – the requirements for each are rightfully placed in two separate clauses- and as such they cannot and must not be confused with one another.

One of the purposes of recording NCRs is to have the ability to analyze the data and identify the critical few defects where you can focus your Corrective Action efforts on, and Web QMS’ NCR Application can help you exactly with that.

• Disposition: NCRs can be dispositioned as Rework, Use As Is, Scrap, or Return to Vendor; or use other available dispositions options such as Downgrade, Remake, and Recall.
• Approve disposition:  Select a person to approve the disposition or setup a team -Material Review Board (MRB)- to review and sign off on the NCR disposition prior to taking action.
• Defect List: In order to have trends you must have a well defined set of defects. With Web QMS, you can define your Defect Categories, as well as detailed Defects within each Category, thus giving you the ability to analyze specific defect trends.
• Internal, Customer, or Supplier NCRs: Log and trend NCRs generated internally, received from Customers, or issued to Suppliers.
• Approve/Reject: Approved the NCR or reject it if the actions were not satisfactory in bringing the product or service back to conformity.
• Historical Overview: Want to know who did what and when? The history window will provide a glimpse at the status of the NCR including when it was created, when it was coordinated, and verified, as well as who completed each step.

Please click here to learn more about these common features.

• NCRs awaiting Coordination
• NCRs awaiting MRB Routing
• NCRs awaiting Action
• NCRs Open
• NCRs Closed

• NCRs by Status
• NCRs by Disposition
• NCRs by Product/Area
• NCRs by Site
• NCRs by Month
• NCRs by Part Number
• NCRs by Type (Internal, Customer, Supplier)
• NCRs by Defect Category
• NCRs by Defect Code or specific Defect
• Condition NCR was Found
• Total Cost of NCRs per Location
• Total cost of NCRs by Part Number
• NCRs by Supplier
• Closed NCRs per month

Having objectives to ensure the continual improvement of your management system, is a requirement of all ISO and API standards. Web QMS provides the Objectives module to help keep your organization’s objectives in one place and available to all your employees.

Whether your Objectives are SMART, or just great objectives; the Objectives module can be tailored to make it fully compliant with the ISO or API management standard you subscribe to.

Additionally the Objectives module has a cross reference field, to ensure consistency with your management system policy.

• Objectives information: Show all your objectives in a grid like format, with pertinent information, such as the Objective Definition, Goal and Trigger, Frequency, Responsible, and Resources.
• Recurrence: State your Objectives as they are, or set them up in monthly, quarterly or yearly format, for easy tracking and generation of charts.
• Graphs: Graphs are automatically populated once data and recurrence is populated.
• Cross-Reference: You can link each objective to one or more sentences in your management system policy that are relevant to that objective.

The ISO and API standards require organizations to define the responsibilities and authorities for relevant roles. While responsibilities are typically defined in Job Descriptions (handled through Web QMS’s Job Description module), most organizations define authorities through the establishment of Organizational Charts.

Web QMS has a specific module for Organizational Charts, allowing you to organize your organizational charts and make them visible to your employees. For API Q1, and API Q2 organizations, we also provide an area to identify Top Management versus Management – as many of the requirements of these two specifications revolve around these two groups.

Preventive Actions are undoubtedly a great tool for continual improvement alongside Corrective Actions. They are, however, difficult to come up with, which is why we think ISO management system standards obsoleted this requirement, though still a requirement for API Q1, and API Q2.

Web QMS handles Preventive Actions through its flagship application, the CIP. When a Preventive Action is initiated, it goes through a series of stages to ensure appropriate investigation, and verification before closure.

• Flexible Short and Long Paths: Paths help you make better use of resources. Both paths comply with old ISO and current API requirements for root cause analysis, and verification of effectiveness.
• Approve/Reject: Approved the Preventive Action or reject it if the investigation, or actions taken are not satisfactory.
• Expedited closure: Reduce the time it takes to close a Preventive Action by using the reminder and escalation features, available at Coordination and Action stages.
• Cost/Benefit Analysis: Add costs and benefits dollar amounts at various stages of the Preventive Action for later analysis.
• Historical Overview: Want to know who did what and when? The history window will provide a glimpse at the status of the Preventive Action including when it was created, when it was coordinated, verified, etc. as well as who completed each step.

Please click here to learn more about these common features.

• Preventive Actions awaiting Coordination
• Preventive Actions awaiting Investigation
• Preventive Actions awaiting Investigation Verification
• Preventive Actions awaiting Action
• Preventive Actions awaiting Action Verification
• Preventive Actions awaiting Validation
• Preventive Actions Open
• Preventive Actions Closed

• Preventive Actions by Location
• Preventive Actions by Product or Process
• Preventive Actions by Status
• Preventive Actions Investigation Aging time
• Preventive Actions Closure Aging time
• Preventive Actions Cost by Location
• Preventive Actions by Month
• Preventive Actions by Customer
• Preventive Actions by Supplier

When required by contract, API Q1 requires organizations to develop a Product Quality Plan that specifies the processes of the QMS and the resources to be applied to a product.  Web QMS’ Product Quality Plan module helps to document Product Quality Plans and any revisions to them to ensure customer requirements are met.

If the Quality Policy is the most important document in a Quality Management System, the Quality Manual is second in command, and although ISO 9001 no longer requires it per se, it is still a much expected document by most people, including your customers.  Since API Q1 and API Q2 do require a Quality Manual, Mireaux’s stance when Consulting, has been to create a Quality Manual, therefore Web QMS has the Quality Manual module dedicated for it.

The Quality Policy is undoubtedly one of the most significant requirements of a Quality Management System standard, providing Top Management’s stance regarding quality. No other document has such profound effect on the Quality Management System, than the Quality Policy. Since ISO 9001 and the API standards required that the Quality Policy be available to all employees, Web QMS has a specific module for the Quality Policy, which is prominently displayed front center in the Quality area.

Within the realm of documentation, having records is a commonplace requirement of all ISO and API standards. Web QMS helps you organize your records through its Records Retention Matrix module.
The Records Retention Matrix module makes it easier to identify which documents to keep as records and which to toss.  For those required to be retained, you can identify:

• Record Title
• Record Location
• Minimum Retention Time
• Maximum Retention Time (optional)
• Disposition, and
• Access.

And if the source of the is available on Web QMS (such as Corrective Actions), or on your network, you can link each Record directly to its source.

In a world where information is highly available, people expect products to be free of defects and to be delivered faster. Risks like poor product quality, late delivery, losing information, or causing injury are detrimental to a business and its employees. All ISO and API management system standards require organizations to plan for risks in order to manage them proactively.

For this reason, Web QMS has implemented the Risk Assessment application to help your organization identify and control its risks.
With the Risk Assessment (RA) application, any member of the organization can initiate RA events, identify risks within each RA event, analyze each risk based on pre-determined parameters and scale, as well as control or treat each risks through the automatic creation of a CIP.

• Various Risk Assessment (RA) types: In business, our tolerance for risks depends on the type of risk we are dealing with. For this reason, Web QMS’ Risk Assessment application has 5 type of risks to ensure you treat each according to your risk tolerance. The Type of risk are: Environmental, Information Security, On-Time Delivery, Quality, and Safety.
• Setup your Risk Attributes: The Risk Assessment application comes with 3 attributes to choose from: Severity, Probability and Detection. You can select which to use depending on your processes and Risk Assessment procedures.
• Setup your Scale and Definitions: For each attribute, you can select a Scale of 1 to 10, and provide the definitions for each. Definitions help RA owners and event facilitators make better decisions when assigning a value to a risk.
• Setup your Risk Thresholds: Based on the Attributes and Scale chosen, you can configure the thresholds and let the system know what your organization considers a low risk, a medium risk, and a significant risks.
• Lock RA Events: Owners of RA Events can lock the event to prevent modification, and unlock it when they are ready to add new risks to it.
• View RA Events History and Risks: View the list of all RA Events conducted by the organization, as well as all risks identified within each event in a spreadsheet like format.
• Standard 4-T Treatement Options: For risks with a medium or significant risk value, the Risk Assessment application allows you to select a treatment option from the well known 4-Ts – Treat, Tolerate, Transfer, and Terminate. Selecting the Treat option, triggers the creation of a CIP.
• Follow up on Treatment Controls through the CIP: Significant risks automatically generate a CIP, and kicks off the CIP process for tracking the successful implementation of the controls.
• Comprehensive Risk Information: Maintain all records related to your Risk Assessments in one place, including, Date, Risk Type, Facilitator, Process, Reports, Significant Risks and their control.

• RA Events Open
• RA Events Closed

• Number of Risks identified by Process
• Number of Significant Risks per Risk Assessment Type

The Safety Incident Application provides logging and tracking capabilities of recordable and non-recordable occupational incidents such as Injuries, Illnesses, Near Misses, and First Aid Only, to improve your safety program and facilitate compliance with the requirements of the ISO 45001 standard.

Recordable incidents, such as injury or illness,follow the USA’s Occupational Safety and Health Administration (OSHA) requirements, specified in the forms 300, 301 and 300A.

Maintain a comprehensive history of recordable incidents (Injury and Illnesses) and non-recordable incidents (Near Misses and First Aid Only).

• Enter recordable incidents (Injury and Illnesses) on a form that mimics OSHA’s 300 Log requirements.
• A new recordable incident creates a case that complies with form 300A and requires additional information as per form 301.
• Specify the type of follow up. Recordable incidents require Corrective Action, non-recordable Incidents have options to create a Corrective Action, simple Action Items, or no follow up.
• Corrective Actions require Root Cause Analysis (RCA), completion of actions and verification (which can be assigned to multiple users), as well as Review of Effectiveness.
• At the end of the year, the OSHA Form 300A gets generated for completion, printing and posting. Ability to assign a company officer to sign the Form 300A.
• My Tasks: Quickly see if you have any tasks assigned to you, such as completion of Form 301, completion of 300A Report, or follow up on open corrective actions.
• Various Reports available to view and print useful information regarding your safety incidents.
• Various KPIs available to view your safety incident statistics.
• Simple and intuitive navigation, characteristic of Web QMS.

Please click here to learn more about these common features.

• Statistics per Quarter
• Statistics per Location
• 300A/Summary of Work-Related Injuries and Illnesses Poster

• Recordable Incidents by Quarter
• Recordable Incidents by Location
• Number of Incidents by Incident Type
• Number of Injuries by Location
• Number of Illnesses by Location
• Illness Types
• TRIR per Year
• DART per Year
• Near Misses by Location
• First Aid Only by Location

The API Spec Q2 standard requires the development of Service Quality Plans to control the execution of services or use of service-related products (SRP). Unlike API Q1, API Q2 requires Services Quality Plans for all jobs.  Web QMS’ Service Quality Plan module can help your organization keep track of these critical documents and any revisions to them to ensure customer requirements are met.

Significant risks identified during Risk Assessment events automatically trigger the creation of a CIP and therefore are handled through the CIP application. These CIPs go through Action, and Verification steps, to ensure successful implementation of controls.

• Approve/Reject: Approved the actions developed to control the Significant Risks-or reject them- if you deem they have not been implemented satisfactorily.
• Expedited closure: Reduce the time it takes to close out the actions on Significant Risks by using the reminder and escalation features, available at Coordination and Action stages.
• Cost/Benefit Analysis: Add costs and benefits dollar amounts at various stages for later analysis.
• Historical Overview of Significant Risks: Want to know who did what and when? The history window will provide a glimpse at the status of the Significant Risk as well as when it was created, when it was coordinated, verified, etc. and who completed each step.

Please click here to learn more about these common features.

• Significant Risks awaiting Coordination
• Significant Risks awaiting Investigation
• Significant Risks awaiting Investigation Verification
• Significant Risks awaiting Action
• Significant Risks awaiting Action Verification
• Significant Risks awaiting Validation
• Significant Risks Open
• Significant Risks Closed

• Number of Significant Risks by Status
• Number of Significant Risks by Location
• Number of Significant Risks by Product or Process
• Significant Risks Investigation Aging time
• Significant Risks Closure Aging time
• Significant Risks Cost by Location

The Short Service Employee (SSE) application is a great tool for organizations who have a need or requirement to tightly manage new employees due to the complexities or risks in the job.

The SSE application is designed to help new employees in certain positions, learn and adjust to their duties, by providing them with mentorship and periodic evaluations.  With a built in workflow, reports, and Email reminders, the SSE application will surely help manage new employees to ensure the right competency is achieved.

• SSE Enrollment: Enroll any employee on the Short Service Employee (SSE) program, and setup a start date and evaluation periods.
• Mentor: SSEs are assigned a mentor from the pool of employees who have the appropriate Mentor or Liaison role.
• Stages: The SSE program has 3 evaluation stages or periods – 1 to 30 days, 30 to 60 days, and 60 to 90 days. A Closure Stage is available once all stages have been completed.
• Evaluation: Employees are evaluated at the end of each period, and if approved, they graduate to the next stage. Employees have to pass all three stages to graduate from the SSE program, unless their mentor ends it early.
• Email Reminder: A few days prior to the end of each stage a reminder will notify the assigned SSE Mentor to fill out the evaluation form. After Stage 3 is completed, an email will be sent to the SSE Department Head regarding closure.

• SSEs on Stage 1
• SSEs on Stage 2
• SSEs on Stage 3
• All SSEs awaiting closure
• All SSEs closed

The ISO 27001 standard requires organizations to maintain appropriate contacts with special interest groups or other specialist security forums and professional associations, ideally to keep abreast of threats, vulnerabilities, and advances in information security. Web QMS assists with this requirement through its Special Interest Group module.

With the Interest Group module, organizations are able to keep track of the group or forums they belong to, including:

• Group Name
• Description of their purpose
• Direct link to their site
• Contact information if needed

The Statement of Applicability (SOA) is a document that shows how the organization’s Information Security Management System meets the requirements of ISO 27001 Annex A. The SOA is required as part of the certification process. Web QMS has a Statement of Applicability module where you can enter and update the information as required.

In the Statement of Applicability (SOA) module, you can view all the requirements of ISO 27001 Annex A, as well as the policies, procedures, work instructions, forms or other areas that meet those requirements. Links can be embedded throughout to make it easier to go from the SOA requirement directly to where the requirement has been implemented on your Web QMS.

Supplier Corrective or Preventive Actions in Web QMS are handled through its flagship application, the CIP. Once a Supplier Issue is initiated, it goes through a series of stages to ensure appropriate investigation, verification and validation are completed.

Supplier Corrective Actions can be issued automatically from the Approved Supplier List application and therefore will be connected.

• Allow Supplier Notification and Access: You can enter the Supplier email address and they will receive the Supplier Corrective or Preventive Action directly from Web QMS. You can also authorize the supplier to access your Web QMS and reply to the Corrective or Preventive Action directly.
• Flexible Short and Long Paths: Paths help you make better use of resources. Both Short and Long Term paths comply with the ISO and API requirements for Root Cause Analysis, and verification of effectiveness.
• Approve/Reject: Approve the Supplier Corrective/Preventive Action or reject it – if the investigation, or actions taken are not satisfactory.
• Expedite closure: Reduce the time it takes to close a Supplier Issue by using the reminder and escalation functions, available at Coordination and Action stages.
• Cost/Benefit Analysis: Add cost and benefit dollar amounts at various stages of the Supplier Issue for later analysis.
• Historical Overview: Want to know who did what and when? The history window will provide a glimpse at the status of the Supplier Issue including when it was created, when it was coordinated, verified, etc. as well as who completed each step.

Please click here to learn more about these common features.

• Supplier Issues awaiting Coordination
• Supplier Issues awaiting Investigation
• Supplier Issues awaiting Investigation Verification
• Supplier Issues awaiting Action
• Supplier Issues awaiting Action Verification
• Supplier Issues awaiting Validation
• Supplier Issues Open
• Supplier Issues Closed

• Supplier Issues by Location
• Supplier Issues by Product or Process
• Supplier Issues classified as Corrective Action versus Preventive Action
• Supplier Issues by Status
• Supplier Issues Investigation Aging time
• Supplier Issues Closure Aging time
• Cost of Supplier Issues by Location
• Supplier Issues by Supplier

For organization with a large number of employees to train, the Training Events application will help them manage multiple sessions of physical or Instructor-led training courses.

In the Training Events application, Admins can create multiple sessions of a training course, with a defined capacity, and invite employees to register online to a session of their choice. As employees signed up to specific classes, the capacity of each session is reduced.

Once employees attend a training session, the Instructor takes attendance and can add test scores to employees who registered and are part of the roster.

Training records are kept electronically and KPIs are available to monitor the effectiveness of your training program.

The Training Events application is complementary to the E-Learning application and Instructor-led courses may be linked to E-Learning tests, making it easier for employees to fulfill their training requirements.

• Create Courses and Sessions: Setup physical courses and sessions for those courses based on a date and maximum number of seats or attendees per session. Course material can also be attached to training courses.
• Tests: Assign test to the events or training courses.
• Registration: Send invitations to potential attendees based on their names or Job Titles. Employees can register for a session based on invitation, or Admin can register them. Available seats on each session will diminish as employees sign up to attend.
• Event Management: Ability to add, edit, or delete Training Categories, Training Locations -such as Conference or Training Rooms, as well as available Instructors.

Please click here to learn more about these common features.

• Training Completion
• Training Attendance
• Training Plan
• Training Outstanding
• Training Gap
• Detailed Test Result
• Training Gap Attendance
• Missed Questions
• Event Report

All ISO and API management system standards require that training be provided to employees in order to fulfill competence requirements. While Web QMS’ E-Learning application is the tool to deliver the training, Web QMS utilizes its Training Plan module to display your training requirements per job title.

The Training Plan module will ensure that all training requirements are capture, including management system training, job-specific training, and even customer-specified training.