Common Features

Common Features

Web QMS is very intuitive and easy to use, thanks to the common theme across its modules and applications. Once you learn to navigate one module or application, you will have learned them all.  See below for the features that are sure to add value to your management system and ensure you can sustain it for years to come.

All Web QMS applications have advanced Search options so you can filter by many of the available fields and be able to narrow your results as desired.

Across the board, many of Web QMS Applications and Modules allow you to attach documents or pictures to support your actions. Whether you are attaching evidence to support your root cause analysis on a Corrective Action, or support your proposed actions on a Management of Change, or attach a picture of an equipment that needs maintenance; Web QMS ensures that you can preserve the evidence and the records on the appropriate place.

Using pre-defined import spreadsheets, and in some cases tailored screens, we help your organization bring into Web QMS large amount of information at once. For example, you can bulk import customers, suppliers, records, assets or equipment, training questions, etc.

Having immediate visibility of what is pending for your action, is key to ensuring your management system stay relevant. As soon as you login, Web QMS matches your credentials to the roles you belong to and provides a quick summary of items, from the various applications, that require your attention. From Corrective Actions you need to verify, to upcoming certifications that need to be renewed before expiration, Web QMS can ensure you and your employees are made aware of what needs your attention.

Configuration of applications and modules is prevalent on Web QMS. Beyond configuring locations, customers, and suppliers as explained above, a myriad of variables can be configured by your own team. From the text on email reminders for Information Security incidents to the address emails are sent from, configuration will help your organization customize your Web QMS to your own needs.

What is the best part of handling your entire management system on Web QMS? All the transactions become de facto records, and you need not keep additional copies or files to support them. MOCs generated due to a change in key personnel, or Information Security incidents processed in the CIP application, or E-Learning taken, will all be stored in your Web QMS for easy access and retrieval.

As Web QMS strives to minimize your resources and maximize the use of technology, most applications can be configure to escalate actions to a Manager, if the assigned person does not act on time. As such, the pre-selected Manager will receive an E-mail notifying them of items, such as past due NCRs, past due Calibration items, etc.

All Web QMS applications have built in workflows that send E-mail Notifications immediately after an action is completed. The E-mail notification alerts the next employee in line of their pending actions, such as taking assigned E-Learning courses, verifying an Internal Audit finding, or reevaluating a Supplier; thus ensuring the integrity of the management system is maintained.

All Web QMS applications have built in E-mail reminders that are sent directly to employees letting them know of upcoming or expired items, such as due investigation on an Internal Audit finding, pending PM, pending E-learning, or upcoming Vendor Reevaluation.

Sometimes even all the reports and Key Performance Indicators (KPIs) available may not suit your immediate needs. For this reason, most applications on Web QMS have a feature to allow your organization to conduct analysis of your management system data beyond what the KPIs or reports can offer you. Our Web QMS modules and applications allow you to export data as MS Excel of .CSV files, where you may be able to create sophisticated analysis as necessary.

While many of our Web QMS applications use pre-defined roles for performing functions, granular permissions can be setup in our modules by specific user, to allow them to view, add, edit, or delete information.

Granular permissions also mean that you can allow a user to view a page, but only see one of the modules in that page for example. This is useful when you are not ready to assign a role for a certain function and prefer to do it on a case-by-case basis.

We have extensive and detailed manuals to show you how to view and configure modules and applications in Web QMS; as well as how to add, edit, or delete items in the various modules and applications. For all applications with a workflow, our manuals provide step by step explanation on how to generate an item and move it along its phases, such as moving a Customer Complaint from coordination, to investigation, to verification, up to validation for closure.

For most Web QMS applications, we provide a number of videos upon deployment of your Web QMS. These videos are included in the E-Learning application and are made part of your employees’ orientation training.

All Web QMS application count with KPI charts with up to-the-minute data to show you the status of your management system.

Whether you are looking at trends on Information Security Incidents, Percentage of compliance with Assigned Training, or NCRs per part number; you have ample availability of charts to analyze your management system information. And if you have multiple locations, rest assure that if a Customer Complaint is entered at your Australian office, you will see it show in the KPIs as soon as it is entered.

This can certainly help in your next staff meeting, or even in your next Management Review, as putting together the presentation for your Management Reviews become a breeze, when you use information from Web QMS’ KPI charts to gather the much needed inputs.

While keeping all things online, and saving paper is considered more appropriate in our quest to conserve energy and minimize impact to the environment; printing reports, tables, and grids, can be done from all Web QMS applications and modules. Whether a printout of a specific stage of a Preventive Action, a summary report on a Safety Incident, or your list of assets, convenient printing is available throughout.

Do you Evaluate and Reevaluate your Vendors? Do you issue NCRs or Corrective Action to vendors? If you do, then maintaining an accurate Vendor List on Web QMS is critical to make sure you obtain the right performance metrics. Web QMS allows you to add Vendors one at a time, in bulk, or through a connection to your ERP. If you are using the Supply Chain application, then this list will be overridden by the approved Suppliers or Vendors in the Supply Chain application.

Determining the core and support processes in your organization is a requirement of all ISO and API standards. Therefore being able to add, edit, or delete your own processes, or departments on Web QMS ensures that you can assign Internal Audit findings, NCRs, or other items – to the process that generated them.

Whether you have one or multiple locations, you are in control of adding, editing, or removing locations on your Web QMS. As your organization grows, or expands; setting up regions, locations, or sites on Web QMS is easy and becomes of critical importance when generating NCRs, Corrective Actions, or entering equipment maintenance for example.

Customer Complaints, NCRs received from customers, Corrective Actions received from Customers, or Calibration Equipment received from Customers; all have a common theme -they require you to maintain a customer list. Whether you enter it one by one, import them, or run a nightly query into your ERP – Web QMS helps you be in control of your Customer list to ensure your management system has accurate information.

Need a quick report filtered by location, or by status? With Web QMS most applications and modules have simple filters or ready-made reports so that you can get the information you need most frequently with ease.

Web QMS has been built with maximum accessibility and visibility in mind, and as such, all users with Employee role can view your entire management system, however every module and application has distinct security roles with varying degree of permissions and responsibilities.

For example:

  • You want certain users to be able to make dispositions on defective material as part of the NCR application? Then given them the NCR MRB role.
  • Or say you want certain group of users to receive emails regarding past due calibration but only for equipment at their respective locations. Then assign them the Calibration Tech role and link them to their location.
  • Or you may want to assign training personnel the ability to add Courses and Test in the E-Learning application, then give them the Training Super User role.

The possibilities are plentiful so that can sustain your management system the most effective way.

Collecting cost for many of the components of your management system is easier with Web QMS, as most applications allow you to enter costs for items like Corrective Action, NCRs, Calibration, Employee Certifications, etc. And you can see the costs tallied up against other parameters in the KPI charts.