QMS Module - Complete Guide

What is the QMS Module?

The Quality Management System (QMS) module provides comprehensive quality and safety management capabilities including hazard assessment, SOP document management, training pathways, incident reporting, and corrective action tracking.

Access Path

Company Dashboard → Quality Management → Module Features

Platform URL

Key Capabilities

Overview

Hazard Assessment allows you to systematically identify, assess, and document workplace hazards with risk evaluation and priority ranking.

Access Path

Quality Management → Hazard Assessment

Creating a Hazard Assessment

1. Navigate: Quality Management → Hazard Assessment → Create
2. Hazard Information:
   • Hazard description
   • Location
   • Department
   • Hazard category
3. Risk Assessment:
   • Probability rating
   • Severity rating
   • Risk score calculation
   • Priority level
4. Submit for Review: Submit to manager or QMS assessor
5. Approval: Manager/QMS Manager reviews and approves

Hazard Assessment & Control

Comprehensive hazard identification, assessment, and control management system for workplace safety.

Hazard Assessment

Hazard Control

Hazard Management Workflow

Standard Operating Procedures

Complete SOP management system with document creation, version control, and approval workflows.

SOP Creation & Management

Approval Workflow

SOP Categories & Organization

Access Path

Quality Management → Document Management (SOP)

Creating an SOP Document

1. Navigate: Quality Management → Document Management → Create SOP
2. Basic Information:
   • SOP title (required)
   • Description
   • Department (required)
   • SOP type (Safety, Quality, Operational, Emergency, Training, Policies)
   • Confidentiality level (Public, Internal Use Only, Confidential, Restricted)
   • Version number (required)
   • Effective date (required)
   • Review date (required, must be after effective date)
3. Document Upload (Enhanced SOP):
   • Upload document (PDF, DOCX, TXT, DOC, XLSX, PPT, images, ZIP, RAR)
   • System parses document and extracts structure
   • Preview parsed sections, subsections, and steps
   • Edit structure as needed
4. Manual SOP Creation:
   • Purpose and scope
   • Responsibilities (array of responsibilities)
   • Equipment and materials (array)
   • Procedures (structured steps)
   • Safety precautions (array)
   • Quality checks (array)
   • Troubleshooting information
   • References
5. Signature Requirements:
   • Requires signature (yes/no)
   • Number of required signatures
   • Roles required to sign
6. Related Documents: Link to related SOPs
7. Attachments: Upload supporting documents
8. Save: Save as Draft

SOP Workflow

SOP Workflow Steps

1. Draft: SOP created in draft status
2. Submit for Approval: Creator submits SOP for manager/QMS manager review
3. In Review: Manager/QMS Manager reviews the SOP
4. Approve: QMS Manager approves the SOP
5. Publish: SOP is published and becomes Active
6. Acknowledgment: Employees in relevant departments/roles acknowledge the SOP
7. Signature: If required, employees sign the SOP digitally
8. Archive: When superseded, SOP is archived

SOP Features

• Enhanced SOP Creation: Upload documents and parse structure automatically
• Structured Content: Sections, subsections, and steps organization
• Version Control: Track all versions and changes
• Edit History: View complete edit history
• PDF Export: Export SOP as formatted PDF
• Digital Signatures: Employees can sign SOPs digitally
• Acknowledgment Register: Track who has acknowledged the SOP
• Department Notifications: Notify relevant departments when SOP is published
• Review Reminders: Automatic reminders for review dates

Overview

Training Pathway allows you to create structured training programs that are automatically assigned to employees based on their department and job role. Training pathways integrate with the LMS module to assign courses to employees.

Access Path

Quality Management → Training Pathway

Creating a Training Pathway

1. Navigate: Quality Management → Training Pathway → Create
2. Basic Information:
   • Title (required)
   • Description
   • Department (required)
   • Job role (required)
   • Training type (Safety, Quality, Operational, Compliance, Professional Development)
   • Status (Draft, Active, Inactive, Archived)
3. Learning Objectives: Define what employees will learn
4. Course Selection:
   • Select courses from LMS module
   • Courses are assigned in sequence
   • All courses in pathway must be completed
5. Training Details:
   • Total hours
   • Validity period (months)
   • Prerequisites
   • Assessment criteria
   • Certification requirements
   • Cost (if applicable)
6. Resources:
   • Instructor requirements
   • Resources required
   • Notes
   • Attachments
7. Save: Save training pathway

Training Pathway Assignment Workflow

How Training Pathway Assignment Works

When a training pathway is activated, the system automatically assigns it to matching employees:

1. Pathway Activation: Training pathway status is set to "Active"
2. Employee Matching: System finds employees matching:
   • Department (must match pathway department)
   • Job role (must match pathway job role)
   • Active employee status
   • Same workspace
3. Course Assignment: For each matching employee:
   • System creates course assignments in LMS module
   • All courses in the pathway are assigned
   • Assignments are linked to the training pathway
   • Employees receive notifications
4. Manual Assignment: You can also manually trigger assignment:
   • Navigate to training pathway details
   • Click "Assign to Employees" button
   • System assigns to all matching employees
5. Training Completion: Employees complete courses in LMS
6. Pathway Completion: When all courses are completed, pathway is marked complete

Training Pathway Status

• Draft: Pathway is being created, not yet active
• Active: Pathway is active and can be assigned to employees
• Inactive: Pathway is temporarily disabled
• Archived: Pathway is archived and no longer used

Training Pathway Features

• Automatic Assignment: Automatically assigns to matching employees when activated
• LMS Integration: Seamlessly integrates with LMS module for course assignment
• Department/Role Based: Assigns based on department and job role
• Validity Tracking: Tracks training validity periods
• Progress Monitoring: Monitor employee progress through pathway
• Certification Tracking: Track certification requirements
• Attachment Support: Attach training materials

Quality Audits & Inspections

Comprehensive audit management system with scheduling, execution, and follow-up tracking.

Audit Planning & Scheduling

Audit Execution

Follow-up & Corrective Actions

Safety Incident Management

Complete incident management system for reporting, investigating, and preventing workplace incidents.

Incident Reporting

Investigation Process

Incident Tracking & Analytics

Regulatory Compliance Management

Comprehensive compliance tracking system for regulatory requirements and standards.

Compliance Requirements

Compliance Monitoring

Compliance Reporting

QMS Document Management

Complete document management system for QMS documents with version control and access management.

Document Library

Document Lifecycle

Safety & Quality Training

Integrated training management system for safety and quality training programs.

Training Programs

Training Integration

QMS Analytics & Reporting

Comprehensive reporting and analytics system for quality and safety performance.

Standard Reports

Analytics Dashboard

QMS Module Integration

The QMS module integrates seamlessly with other platform modules to create a unified quality and safety management system.

Module Integrations

Automated Workflows