Before you purchase quality management software, you should use a trial version so you can see it in action. Here are six steps to take in order to successfully pick a flexible quality management system.
Step 1: Implement the quality management software
Install the quality management system software on all devices you might want to use it on, such as tablets, smartphones, and laptops, especially if your company is involved in medical device companies and requires a comprehensive quality system. Customise it to your company and type of construction. Add your logo and consider integrating subcontractor companies or crews if you'd like to track performance and support continuous improvement.
And, add another system user or two. It's a good idea to have one of your project managers and a superintendent try the software, so add them as users. If you have any questions or need help, take the opportunity to contact the vendor so you can see what their support is like.
Step 2: Simulate a real project
Set up a test project with comprehensive checklists encompassing document control, supplier management, and quality processes, which you can then utilise for conducting actual inspections. To illustrate, if your task involves electrical installations, establish the project with checklists that encompass installing conduit, pulling wire, grounding, and supplier management.
In the event that the vendor supplies predefined checklists, invest some time in customising them to align with project-specific requirements. You may also consider appending a project specification and relevant images while editing or augmenting checkpoints as necessary. This approach will greatly assist in evaluating the software's suitability for your precise operational requirements.
Step 3: Test real inspection scenarios
Now it's time to have your personnel test the software features you’re interested in. This will help you see how they interact with the software. Consider having your superintendent use the software’s checklists in a simulation of real-life inspection scenarios.
As part of the field test, inspect a part of the project that has no problems and a part of the project where there are issues. Imagine deficiencies and document them with images. This will give you an idea of how those quality management processes work in the field.
Think through different scenarios that are likely to be most common in your construction specialty and outline what you expect. Then simulate and test different scenarios in the field.
When your superintendent encounters an issue, encourage them to document it thoroughly by taking a picture, annotating it, adding any necessary details, setting a due date, and promptly assigning it to the responsible party, whether it's a subcontractor, crew leader, or company department. This meticulous approach not only aids in risk management but also contributes to continuous quality improvement and the effectiveness of your quality management systems.
Then when the problem is solved, see how the responsible party informs the superintendent. Have the superintendent check the issue again. He can generate any reports you want to see, and if there is a subcontractor rating system, he can try it out. This will help show how the system's workflow helps resolve problems.
Your project manager should review open and past due items and look for reports that would help him or her manage construction quality and/or safety issues.
Read 6 Steps to Implement New Quality Management Software
Step 4: Test inspections by all types of inspectors
Be sure to test how different types of inspectors can use the system and organise the quality management data. In construction, everyone inspects; crews, subcontractors, superintendents, QA personnel, third-party inspectors, and clients. If there is a possibility of them using the software to do their inspections, see how it works for them in a controlled and secure manner.
Step 5: Review how well the system did
After your superintendent has used the software to complete all the activities you set out for your trial, have him rate how well the process and trial went from his perspective. That includes the quality and compliance processes as well as the user interface. You should also get feedback from any subcontractors that used the system and consider any problems they had when you evaluate the software. Two questions you might ask are:
Did the software help you get the job done?
Did you require any extra training, or were you able to get started right away?
Step 6: Evaluate the trial so you can compare one against another
Set up a rating system. For example, on a scale of 1 to 5, how easy was each system to put into place and how was the process of setting up the project, doing inspections, and communicating issues? This will allow you to compare systems against one another. The goal is to end up with a quality management solution that will improve customer satisfaction in future projects.
Conclusion
When dealing with quality objectives in the realm of life science companies, developing a well-structured plan for conducting a trial becomes paramount. This approach not only saves valuable time in the long run but also empowers you to take control of your quality control needs swiftly, ensuring compliance with regulations as you carefully select the most suitable quality management software. Given the weight of this decision, it's imperative to gather comprehensive information in advance.
You do not want to purchase the first option you find only to discover that there are problems or limitations with the software you cannot overlook. You should make sure the processes in the software work for your business.
