Continuous Quality Improvement: Using the Cloud

Posted by Timothy Landerville on Mon, Dec 08, 2014 @ 09:48 AM

You must always strive for continuous quality improvement. These days, with so much happening in the “cloud,” it’s important for quality management teams and business heads to figure out how to use it to their advantage. The cloud benefits quality management. Using it with your quality management practices and software can truly help you with continuous quality improvement.

Understanding the Cloud is the First Step in Continuous Quality Improvement

The idea of the cloud is still a mystery to people. When you add in functionality beyond just sharing files, it can seem complicated. When you get into things like SaaS as a platform for delivering software solutions, it can get confusing.
At a basic level, the cloud is a server. You probably already employ some form of cloud computing in your business. Even if it’s on a local network, having a centralized server for file sharing and collaboration boils down to the same thing as cloud computing.

Do you run software from a server?
Does your quality management software sit in a central location?

Even if you do use a local solution, here’s a few reasons you may want to use a cloud hosting service instead.

Lowering Costs Is a Part of Continuous Quality Improvement

Consider all the money, labor, and hours associated with running your own servers. Costs include:

Hiring a dedicated IT administrator or even a whole team
Constantly running servers eat up electricity
Implementing security practices and training personnel to keep your servers safe
Paying for upgrades to software and hiring people to install and test them
Replacing equipment if something malfunctions or becomes damaged
Licensing proprietary software

There’s a host of other considerations. You may have come across many of them yourself. The bottom line is that having professionals take care of all these concerns for you is much more more cost-effective.

Freeing Up Time Aides Continuous Quality Improvement

You don’t want your people wasting time trying figure out why the management software isn’t working right on their new workstations. Cloud solutions offer you the benefit of “one less thing to worry about.”
It also means that rolling out changes will happen more smoothly as well. If you have an IT guy going workstation to workstation loading up new software whenever there’s a change, then you’re doing it wrong. The cloud can help make updates and upgrades seamless and worry-free.
Documented information residing on cloud storage will always be the most current revision, with careful planning and process controls you can incorporate cloud storage into your control of documented information process.

Greater Security Ensures Continuous Quality Improvement

Cloud based solutions offer a wealth of security features. Many will encrypt your data before, during and after transfer. You have the power to grant access to only those that need access to the cloud based services.
You don’t have to sacrifice any aspect of the ISO 9001 standard to use the cloud as secure server for deploying your management system. Many cloud providers, especially those that deploy software, adhere strictly to the applicable ISO Standard.
Professional providers will happily show you all of their professional stamps of compliance. From their PCI DSS level, if you deal in credit card transactions; to their SSAE certification, if you’re worried about their internal controls.

Ever Increasing Options Maintains Continuous Quality Improvement

Services that were once strictly in the domain of the in-house server are increasingly becoming standard to the cloud. As your needs and business grows, the options available to you will grow as well. This is what continuous quality improvement means.

When quality guidelines change,
If your business grows from a handful of people to hundreds of employees
When it’s time to go from lower tier quality management software to an enterprise solution
The End - or The Beginning - of Your ISO 9000 Implementation Plan
Posted by Timothy Landerville on Mon, Sep 15, 2014 @ 09:55 AM

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You and your business have worked using your ISO 9000 Implementation Plan climbing the steps to ISO 9001:2008 certification, but now you feel ready. You know that the ISO agency doesn’t do the certification itself, and you have retained a certification agency that will do the final audit.

This audit, like the pre-audit you conducted, is based on an extensive sample of your sites, functions, products, services and processes. You should have taken care of any nonconformities, but there is a possibility that the auditor might find something. At that time your business will have to modify your 9000 implementation plan to demonstrate to the auditors how you are going to make improvements. After the auditor is satisfied that you have corrected the nonconformities, the auditor will issue you the certificate.
In a certain scope the certificate is limited to what you do and will display any and all addresses to which the certificate refers. But don’t rest on your laurels yet – besides the fact that you will need to be recertified in three years and with different criteria in ISO 2015 – you also need to keep the momentum going.
Take one last look at the pyramid we have been climbing,
Yes, there on the top is continual improvement.
What is your Continuous Improvement Plan?
As a formal part of your ISO 9000 Implementation Plan you will have created a Continuous Improvement Plan to keep current of future changes you will be making.
One sort of system you might use in your Continuous Improvement Plan is PDCA (plan–do–check–act or plan–do–check–adjust), an iterative four-step management method used in business for the control and continuous improvement of processes and products. It is also known as the W. Edwards Deming circle/cycle/wheel, Shewhart cycle, control circle/cycle, or plan–do–study–act (PDSA). Another version of this PDCA cycle is OPDCA. The added "O" stands for observation or as some versions say "Grasp the current condition."

Implementing Quality Management Systems procedures and keeping track of them can cause resistance among your personnel. They may feel that now that the certification pressure is off that they do not have to monitor procedures and make changes. Remind them that as the QMS starts to settle down, the PDCA (plan–do–check–act or plan–do–check–adjust) kicks in. The QMS and its benefits support the business, the clients and the employees. Quality Management Systems processes are ongoing exercise that will improve all aspects of the organization over time, especially communication!
How do we monitor the processes to see if they are functioning correctly?
Once the QMS has been implemented and has been in operation for about 3 to 6 months, it’s time for a look at your Continuous Improvement Plan and conduct an internal audit and a management review should be performed and the necessary corrective actions implemented.
Management reviews are introduced to ensure the continuous improvement cycle and highlight the actual effectiveness of your Quality Management Systems.
Do not forget about the quality policy and objectives in the quality manual. They will have to be amended because of changes as the improvement cycle continues upward.
Management reviews consist of feedback on:
- Customer feedback.
- Results of past audits
- Progress and status of previous management reviews
- Customer feedback
- Process performance and product conformity
- Progress and status of corrective and preventive actions
- Changes that could affect the QMS
- Recommendations for improvements and continuous improvement
Management reviews can highlight the failures of the implementation. This could include lack of involvement from employees at all levels including the CEO and top management or exclusion of everyone in the process stages. The monitoring of deadlines and the progress are vital steps and common pitfalls.
With this continuous improvement a firm part of your business processes, you will be ready for your next certification period.

Continuous Quality Improvement: Using the Cloud