QMS Module - Complete Guide

Comprehensive documentation covering all QMS module features, menus, workflows, and settings

QMS Menu Items

Module Overview

What is QMS Module?

The Quality Management System (QMS) module provides comprehensive quality and safety management capabilities for organizations. It helps manage workplace hazards, standard operating procedures (SOPs), training pathways, incident reporting, and corrective actions to ensure compliance and continuous improvement.

Access Path

Company Dashboard → Quality Management → Module Features

Platform URL

Production URL: https://chosenpathinnovations.com/

Key Capabilities

Hazard Management

Hazard assessment, control, and register management

SOP Document Management

Standard Operating Procedures with version control and approval workflows

Training Pathway

Automated training pathway assignment and tracking

Incident Reporting

Incident tracking and root cause analysis

Corrective Action Requests

CAR management and tracking

Reports & Analytics

Comprehensive QMS reports and compliance tracking

QMS Dashboard

Overview

The QMS Dashboard provides a comprehensive overview of all quality and safety metrics, including hazard statistics, incident reports, training progress, SOP compliance, and corrective action status.

Access Path

Quality Management → QMS Dashboard

Dashboard Features

  • Hazard Statistics: Overview of active hazards, assessments, and controls
  • Incident Summary: Recent incidents and their status
  • Training Progress: Training pathway completion rates
  • SOP Compliance: SOP acknowledgment and compliance rates
  • Corrective Actions: Open and completed CARs
  • Compliance Status: Overall compliance metrics

Hazard Assessment

Overview

Hazard Assessment allows you to systematically identify, assess, and document workplace hazards with risk evaluation and priority ranking. The system uses a risk matrix to calculate risk scores based on probability and severity.

Access Path

Quality Management → Hazard Assessment

Creating a Hazard Assessment

  1. Navigate: Quality Management → Hazard Assessment → Create
  2. Hazard Information:
    • Hazard Description (required)
    • Location (required)
    • Department (required)
    • Hazard Category
    • Identified By (auto-filled for employees, selectable for QMS managers)
    • Assessment Date (required)
  3. Risk Assessment:
    • Probability Rating (required: Low, Medium, High, Very High)
    • Severity Rating (required: Low, Medium, High, Very High)
    • Risk Score (auto-calculated based on probability × severity)
    • Priority Level (auto-determined: Low, Medium, High, Critical)
  4. Additional Information:
    • Existing Controls
    • Recommended Actions
    • Attachments (photos, documents)
  5. Save: Click "Create" to save the hazard assessment

Hazard Assessment Workflow

Created
Under Review
Approved
Archived

Hazard Assessment Process

  1. Hazard Identification:
    • Employee or QMS manager identifies a hazard
    • Documents hazard details and location
    • Assesses probability and severity
  2. Submit for Review:
    • Submit assessment to manager or QMS assessor
    • System sends notification to reviewer
  3. Review Process:
    • Manager/QMS Manager reviews the assessment
    • Can approve, reject, or request changes
    • If approved, hazard can be added to Hazard Register
  4. Archive:
    • Completed or resolved hazards can be archived
    • Archived assessments remain accessible for reporting

Hazard Assessment Features

  • Risk Matrix: Automatic risk score calculation using probability × severity
  • Priority Ranking: Automatic priority assignment based on risk score
  • Attachment Support: Upload photos and documents
  • Workflow Management: Complete approval workflow
  • Notifications: Email notifications for review requests and approvals
  • Hazard Register Integration: Approved hazards can be added to Hazard Register

Hazard Control

Overview

Hazard Control allows you to create and manage control measures for identified hazards. Controls can include engineering controls, administrative controls, personal protective equipment, and safety procedures.

Access Path

Quality Management → Hazard Control

Creating a Hazard Control

  1. Navigate: Quality Management → Hazard Control → Create
  2. Control Information:
    • Control Name (required)
    • Related Hazard (optional - link to hazard assessment or register)
    • Control Type (required: Engineering, Administrative, PPE, Emergency, Other)
    • Description (required)
    • Responsible Person (required)
    • Implementation Date (required)
    • Review Date (optional)
  3. Control Details:
    • Control Measures
    • Effectiveness Criteria
    • Monitoring Requirements
    • Attachments
  4. Save: Click "Create" to save the hazard control

Hazard Control Workflow

  1. Control Creation:
    • Create control measure for identified hazard
    • Assign responsible person
    • Set implementation date
  2. Approval:
    • Submit control for approval
    • Manager/QMS Manager reviews and approves
  3. Implementation:
    • Responsible person implements control
    • Track implementation progress
  4. Completion:
    • Mark control as completed
    • Verify effectiveness
    • Schedule regular reviews

Hazard Control Features

  • Control Types: Engineering, Administrative, PPE, Emergency, Other
  • Hazard Linking: Link controls to specific hazards
  • Responsibility Tracking: Assign and track responsible persons
  • Effectiveness Monitoring: Track control effectiveness
  • Review Scheduling: Schedule regular control reviews
  • Approval Workflow: Complete approval process

Hazard Register

Overview

The Hazard Register is a centralized repository for all identified hazards. It tracks hazard status, control plans, implementation progress, and resolution. Hazards can be added from Hazard Assessments or created directly.

Access Path

Quality Management → Hazard Register

Creating a Hazard Register Entry

  1. Navigate: Quality Management → Hazard Register → Create
  2. Hazard Information:
    • Hazard Description (required)
    • Location (required)
    • Department (required)
    • Hazard Category
    • Risk Level (required: Low, Medium, High, Critical)
    • Identified Date (required)
  3. Risk Assessment:
    • Probability
    • Severity
    • Risk Score
  4. Save: Click "Create" to add hazard to register

Hazard Register Workflow

Identified
Under Review
Control Plan
Resolved

Hazard Register Process

  1. Hazard Entry:
    • Add hazard to register (from assessment or directly)
    • Document hazard details and risk assessment
  2. Review:
    • Manager/QMS Manager reviews hazard
    • Determines if control plan is needed
  3. Control Plan Creation:
    • Create control plan for the hazard
    • Define control measures and implementation steps
    • Assign responsible persons
    • Set deadlines and costs
  4. Control Plan Verification:
    • Verify control plan effectiveness
    • Update implementation status
  5. Resolution:
    • Mark hazard as resolved
    • Document resolution details
    • Close the hazard entry

Hazard Register Features

  • Centralized Repository: All hazards in one place
  • Status Tracking: Track hazard status through lifecycle
  • Control Plan Management: Create and manage control plans
  • Cost Tracking: Track implementation costs
  • Resolution Tracking: Document hazard resolution
  • Reporting: Generate hazard summary reports

Document Management (SOP)

Overview

Standard Operating Procedure (SOP) Management provides comprehensive document creation, version control, approval workflows, and acknowledgment tracking. SOPs can be created manually or enhanced from uploaded documents.

Access Path

Quality Management → Document Management

SOP Creation Methods

Standard Creation

Create SOP manually using the form with basic fields and content.

Enhanced Creation

Upload a document (PDF, DOCX) and the system will parse and structure it automatically.

Standard SOP Creation

  1. Navigate: Quality Management → Document Management → Create
  2. SOP Information:
    • SOP Number (auto-generated)
    • Title (required)
    • Description
    • Department (required)
    • SOP Type (required: Safety, Quality, Operational, Emergency, Training)
    • Purpose
    • Scope
    • Responsibilities
  3. Procedures: Enter step-by-step procedures
  4. Attachments: Upload supporting documents
  5. Save: Click "Create" to save the SOP

Enhanced SOP Creation

  1. Navigate: Quality Management → Document Management → Create Enhanced
  2. Download Sample Files (Optional):
    • Before uploading, you can download sample files to understand the expected format
    • Click "Download Sample" button on the Enhanced SOP creation page
    • Available sample types:
      • PDF Sample: Sample PDF document showing proper structure
      • DOCX Sample: Sample Word document with sections and subsections
      • Template: SOP template for creating new documents
    • Sample files demonstrate:
      • Proper document structure (sections, subsections, steps)
      • Formatting best practices
      • How the system will parse your document
  3. Upload Document:
    • Upload PDF, DOCX, DOC, or TXT file
    • System automatically parses document structure
    • Extracts sections, subsections, and steps
    • If document structure is unclear, refer to sample files for proper formatting
  4. Review Structure:
    • Review parsed document structure
    • Edit sections, subsections, and steps as needed
    • Add or remove content
  5. SOP Metadata:
    • Enter SOP title, department, type
    • Set effective date and review date
    • Configure signature requirements
  6. Save: Click "Create" to save the structured SOP

SOP Workflow

Draft
Submitted
Approved
Published

SOP Workflow Process

  1. Draft Creation:
    • Create SOP in draft status
    • Edit and refine content
    • Add attachments and supporting documents
  2. Submit for Approval:
    • Submit SOP for approval
    • System sends notification to approvers
    • Multi-level approval if configured
  3. Approval:
    • Approvers review SOP
    • Can approve, reject, or request changes
    • Digital signatures if required
  4. Publishing:
    • Publish approved SOP
    • SOP becomes available to employees
    • Notifications sent to relevant departments
  5. Acknowledgment & Signing:
    • Employees acknowledge SOP
    • Digital signatures captured
    • Track acknowledgment status

SOP Acknowledgment & Digital Signing

Once an SOP is published, employees assigned to the SOP (based on department or manual assignment) must acknowledge and sign it. The system captures digital signatures and tracks acknowledgment status.

Employee Acknowledgment Process
  1. Notification:
    • Employees receive notification when an SOP is published
    • Notification includes SOP title and link to acknowledge
    • Reminders sent if acknowledgment is not completed (if auto-reminder enabled)
  2. Accessing SOP for Acknowledgment:
    • Navigate to Quality Management → Document Management
    • Find the published SOP
    • Click "Acknowledge" button on the SOP
    • Or access directly from notification link
  3. Reviewing SOP:
    • Employee reviews the complete SOP content
    • Can view all sections, subsections, and steps
    • Can download SOP as PDF if needed
  4. Digital Signing:
    • Click "Sign & Acknowledge" button
    • Digital signature pad appears
    • Employee signs using mouse, touchpad, or touchscreen
    • Signature is captured as image
    • Employee confirms acknowledgment
  5. Signature Capture:
    • Signature is saved with timestamp
    • Employee name and date are recorded
    • Acknowledgment status updated to "Acknowledged"
    • Confirmation message displayed
Admin Viewing of Signed SOPs

Administrators and QMS managers can view all SOP acknowledgments and signatures in several places:

1. Acknowledgment Register

Access: Quality Management → Document Management → [Select SOP] → Acknowledgment Register

The Acknowledgment Register shows:

  • All Employees: List of all employees assigned to the SOP
  • Acknowledgment Status:
    • Pending - Not yet acknowledged
    • Acknowledged - Signed and acknowledged
    • Overdue - Past acknowledgment deadline (if set)
  • Signature Information:
    • Employee name
    • Acknowledgment date and time
    • Signature preview (thumbnail)
  • Actions Available:
    • View full signature
    • Download signature as image
    • Export acknowledgment register
2. SOP Details Page

Access: Quality Management → Document Management → [Select SOP] → View

On the SOP details page, admins can see:

  • Acknowledgment Summary:
    • Total employees assigned
    • Number of acknowledgments received
    • Number pending
    • Acknowledgment percentage
  • Quick Access: Link to full Acknowledgment Register
  • Individual Signatures: View signatures for each employee
3. Signature Viewing & Download

Access: Quality Management → Document Management → [Select SOP] → Acknowledgment Register → [Select Employee] → View Signature

Admins can:

  • View Signature: View full-size digital signature
  • Download Signature: Download signature as PNG/JPEG image
  • Signature Details: View employee name, date, time, and IP address (if logged)
  • Print: Print signature for records
4. Reports & Analytics

Access: Quality Management → Reports → Compliance Status

Compliance reports show:

  • SOP Compliance Rate: Overall acknowledgment percentage
  • Department-wise Compliance: Acknowledgment rates by department
  • Overdue Acknowledgments: List of employees who haven't acknowledged
  • Signature Audit Trail: Complete history of all signatures
Signature Requirements Configuration

SOPs can be configured to require signatures:

  • Requires Signature: Enable/disable signature requirement when creating SOP
  • Required Signatures: Configure which roles/departments must sign
  • Signature Roles Required: Set specific roles that must acknowledge
  • Auto Reminder: Enable automatic reminders for pending acknowledgments
Signature Features
  • Digital Signature Pad: Interactive signature capture interface
  • Signature Storage: Signatures stored securely with timestamps
  • Signature Verification: View signature with employee details
  • Export Capabilities: Download signatures individually or in bulk
  • Audit Trail: Complete history of all signature activities
  • Compliance Tracking: Track acknowledgment compliance rates

SOP Features

  • Version Control: Automatic versioning with change tracking
  • Document Parsing: Automatic structure extraction from uploaded documents
  • Multi-level Approval: Configurable approval workflows
  • Digital Signatures: Capture digital signatures for acknowledgments
  • Acknowledgment Tracking: Track who has acknowledged SOPs
  • PDF Export: Export SOPs to PDF format
  • Edit History: Complete edit history tracking
  • Department Assignment: Assign SOPs to specific departments
  • Review Scheduling: Schedule regular SOP reviews

Training Pathway

Overview

Training Pathway allows you to create structured training programs that link to LMS courses. Training pathways can be automatically assigned to employees based on their department, job role, or manually assigned. The system tracks training progress and completion.

Access Path

Quality Management → Training Pathway

Creating a Training Pathway

  1. Navigate: Quality Management → Training Pathway → Create
  2. Pathway Information:
    • Pathway Number (auto-generated)
    • Title (required)
    • Description
    • Department (optional - for automatic assignment)
    • Job Role (optional - for automatic assignment)
    • Training Type
    • Status (Active, Inactive)
  3. Training Details:
    • Learning Objectives
    • LMS Courses (select courses from LMS module)
    • Total Hours
    • Validity Period (months)
    • Prerequisites
    • Assessment Criteria
    • Certification Requirements
    • Cost
  4. Attachments: Upload training materials
  5. Save: Click "Create" to save the training pathway

Training Pathway Assignment

Training pathways can be assigned in two ways:

  1. Automatic Assignment:
    • Set department and/or job role in pathway
    • System automatically assigns to matching employees
    • New employees matching criteria are auto-assigned
  2. Manual Assignment:
    • Select specific employees
    • Assign pathway manually
    • All courses in pathway are assigned to employees

Training Pathway Workflow

  1. Pathway Creation:
    • Create training pathway with courses
    • Configure assignment criteria
  2. Assignment:
    • Automatic or manual assignment to employees
    • Employees receive notifications
    • Courses appear in employee's LMS dashboard
  3. Training Progress:
    • Employees complete courses
    • System tracks progress
    • Completion status updated
  4. Completion:
    • All courses completed
    • Pathway marked as completed
    • Certification issued if configured
  5. Renewal:
    • If validity period expires, pathway can be renewed
    • Employees may need to retake courses

Training Pathway Features

  • LMS Integration: Link to courses in LMS module
  • Automatic Assignment: Auto-assign based on department/role
  • Progress Tracking: Track individual course and pathway completion
  • Validity Management: Track pathway validity periods
  • Certification: Issue certifications upon completion
  • Reporting: Generate training progress reports

Incident Reporting

Overview

Incident Reporting allows employees and managers to report workplace incidents, accidents, near-misses, and safety concerns. The system tracks incident investigation, root cause analysis, and corrective actions.

Access Path

Quality Management → Incident Reporting

Creating an Incident Report

  1. Navigate: Quality Management → Incident Reporting → Create
  2. Incident Information:
    • Incident Type (required: Accident, Near Miss, Property Damage, Environmental, Other)
    • Incident Date (required)
    • Incident Time
    • Location (required)
    • Department (required)
    • Reported By (auto-filled for employees)
    • Description (required)
  3. Incident Details:
    • Severity Level (Low, Medium, High, Critical)
    • Injuries (if any)
    • Witnesses
    • Immediate Actions Taken
    • Attachments (photos, documents)
  4. Save: Click "Create" to save the incident report

Incident Reporting Workflow

Reported
Under Review
Investigation
Resolved

Incident Reporting Process

  1. Incident Report:
    • Employee or manager reports incident
    • Document incident details
    • Submit for review
  2. Review:
    • Manager/QMS Manager reviews report
    • Can approve, reject, or request more information
  3. Investigation:
    • Initiate root cause analysis
    • Investigate incident
    • Document findings
  4. Corrective Action:
    • Create Corrective Action Request (CAR) if needed
    • Link CAR to incident
    • Track corrective action implementation
  5. Resolution:
    • Mark incident as resolved
    • Document resolution details
    • Close the incident

Incident Reporting Features

  • Multiple Incident Types: Accidents, near-misses, property damage, environmental
  • Severity Classification: Classify incidents by severity
  • Root Cause Analysis: Initiate and track root cause analysis
  • CAR Integration: Create CARs directly from incidents
  • Attachment Support: Upload photos and documents
  • Investigation Tracking: Track investigation progress
  • Reporting: Generate incident summary reports

Corrective Action Requests (CARs)

Overview

Corrective Action Requests (CARs) are used to address non-conformances, incidents, and quality issues. CARs can be created independently or from incident reports. The system tracks CAR approval, implementation, and completion.

Access Path

Quality Management → Corrective Action Requests

Creating a CAR

  1. Navigate: Quality Management → Corrective Action Requests → Create
  2. CAR Information:
    • CAR Number (auto-generated)
    • Title (required)
    • Description (required)
    • Priority (required: Low, Medium, High, Critical)
    • Due Date (required)
    • Assigned To (required)
    • Related Incident (optional - link to incident report)
  3. Corrective Action Details:
    • Root Cause
    • Corrective Actions
    • Preventive Actions
    • Implementation Plan
    • Attachments
  4. Save: Click "Create" to save the CAR

Creating CAR from Incident

  1. Navigate: Quality Management → Incident Reporting → [Select Incident] → Create CAR
  2. CAR Information:
    • CAR details are pre-filled from incident
    • Incident is automatically linked
    • Complete CAR information
  3. Save: Click "Create" to save the CAR

CAR Workflow

Created
Approved
In Progress
Completed

CAR Process

  1. CAR Creation:
    • Create CAR independently or from incident
    • Assign to responsible person
    • Set priority and due date
  2. Approval:
    • Submit CAR for approval
    • Manager/QMS Manager reviews and approves
  3. Implementation:
    • Assigned person takes ownership
    • Implements corrective actions
    • Updates progress
    • Commits work done
  4. Completion:
    • Mark CAR as completed
    • Verify effectiveness
    • Close the CAR

CAR Features

  • Incident Integration: Create CARs from incident reports
  • Ownership Management: Assign and transfer CAR ownership
  • Work Commitment: Employees can commit work done
  • Priority Management: Set and track CAR priorities
  • Due Date Tracking: Track CAR due dates and deadlines
  • Attachment Support: Upload supporting documents
  • Dashboard: CAR dashboard for overview
  • Reporting: Generate CAR reports

QMS Reports

Overview

QMS Reports provide comprehensive analytics and insights into quality and safety performance, compliance status, and training progress.

Access Path

Quality Management → Reports

Available Reports

Hazard Summary

Summary of all hazards including assessments, controls, and register entries with status breakdown.

Incident Summary

Summary of all incident reports with severity breakdown, investigation status, and resolution rates.

Compliance Status

Overall compliance metrics including SOP acknowledgment rates, training completion, and regulatory compliance.

Training Progress

Training pathway completion rates, employee training status, and certification tracking.

QMS Settings Configuration

Overview

QMS Settings allow you to configure various aspects of the QMS module including notifications, workflows, compliance standards, and module-specific settings. These settings are accessed from Company Settings.

Access Path

Company Settings → QMS Settings

QMS General Settings

Access: Company Settings → QMS General Settings

General QMS module settings include:

  • QMS Notifications Enabled: Enable/disable QMS email notifications
  • QMS Auto Approval Enabled: Enable automatic approval for certain workflows
  • Compliance Standards: Configure compliance standards (ISO, OHSAS, etc.)
    • Enable/disable specific standards
    • Set standard versions
    • Add descriptions

Hazard Assessment Settings

Access: Company Settings → Hazard Assessment Settings

Hazard assessment configuration includes:

  • Hazard Assessment Enabled: Enable/disable hazard assessment module
  • Hazard Auto Notification Enabled: Enable automatic notifications for hazard assessments
  • Hazard Approval Required: Require approval for hazard assessments
  • Hazard Severity Matrix: Configure severity and likelihood levels
    • Define severity levels (Low, Medium, High, Very High)
    • Define likelihood levels (Low, Medium, High, Very High)
    • Set colors and descriptions for each level

Document (SOP) Settings

Access: Company Settings → Document Settings

SOP management configuration includes:

  • SOP Module Enabled: Enable/disable SOP module
  • SOP Workflow Enabled: Enable approval workflow for SOPs
  • SOP Acknowledgment Required: Require employee acknowledgment of SOPs
  • SOP Auto Reminder Enabled: Enable automatic reminders for SOP acknowledgments
  • SOP Document Types: Configure SOP document types
    • Add/remove SOP types (Safety, Quality, Operational, Emergency, Training)
    • Customize types as needed
  • SOP Workflow Configuration: Configure SOP workflow stages and transitions
    • Define workflow stages (Draft, Submitted, Approved, Published, Archived)
    • Configure stage transitions
    • Set permissions for each transition

Training Settings

Access: Company Settings → Training Settings

Training pathway configuration includes:

  • Training Module Enabled: Enable/disable training pathway module
  • Training Auto Assignment Enabled: Enable automatic assignment of training pathways
  • Training Completion Tracking Enabled: Enable tracking of training completion
  • Training Certification Enabled: Enable certification issuance upon training completion

Configuring QMS Settings

  1. Navigate: Company Settings → [Select QMS Setting Category]
  2. Configure Settings:
    • Enable/disable features as needed
    • Configure compliance standards
    • Set up severity matrices
    • Configure workflow stages
    • Add/remove document types
  3. Save: Click "Save" to apply settings

Settings Best Practices

  • Initial Setup: Configure all settings before using QMS features
  • Severity Matrix: Align severity matrix with your organization's risk assessment criteria
  • Workflow Configuration: Set up workflows that match your approval processes
  • Notifications: Enable notifications for important workflows
  • Regular Review: Review and update settings periodically