All About Quality Management Systems and the OMS Feature in Smart Factory MOM

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All About Quality Management Systems and the OMS Feature in Smart Factory MOM

Are you looking to streamline your business operations, reduce waste, and minimize customer complaints? A Quality Management System (QMS) might hold the key to achieving these objectives. Unfortunately, many businesses struggle with implementing and managing QMS effectively due to their complexity.
This guide is designed to equip you with the knowledge, tools, and resources necessary to navigate the intricacies of quality management systems. Moreover, it offers insights and practical assistance to help you seamlessly integrate a QMS into your organization.

We will also delve into the definitions, benefits, principles, and methods of quality management systems. In the later part of this guide, we will explore an innovative feature known as Operating Method Sheets (OMS) within the Smart Factory Manufacturing Operations Management (MOM) solution, highlighting how it empowers businesses to maintain high-quality production through electronic step-by-step instructions, non-linear processes, and adaptability to various scenarios. Let’s begin the journey to enhance the quality of your operations and customer satisfaction.

What is a Quality Management System (QMS)?

A QMS is a structured and documented framework that encompasses a company’s operations, procedures, and policies. Its primary purpose is to facilitate the continuous improvement of quality while striving to meet or exceed the demands and expectations of customers.
In essence, a QMS serves as the backbone of an organization’s commitment to quality assurance. It comprises a meticulously organized set of methods, techniques, policies, procedures, processes, and allocated resources. This holistic approach enables businesses to ensure that contracts, agreements, relationships, schedules, and responsibilities align with established standards, particularly those related to food safety, environmental concerns, and product safety.
At its core, a well-implemented QMS empowers companies to not only meet regulatory requirements but also enhance overall operational efficiency and customer satisfaction. It becomes the guiding compass for organizations in their journey toward quality excellence.
According to a study by the American Society for Quality (ASQ), companies that effectively implement quality management systems can achieve a 10-15% increase in profitability.

Principles of Quality Management

Understanding the fundamental principles of quality management is essential for grasping the core purpose of quality management systems. These principles serve as the cornerstone of effective quality control and continuous improvement. The four primary elements of quality management include:
  • Planning with Quality: Quality management begins with setting clear objectives and a well-defined roadmap for achieving them. This includes identifying customer expectations and the standards that must be met.
  • Quality Assurance: Ensuring that the processes, procedures, and resources are in place to consistently produce products or services that meet the established quality standards.
  • Quality Control: It refers to the systematic examination and monitoring of processes and outputs to detect and correct any deviations from the defined quality standards. This includes methods such as inspections, testing, and data analysis.
  • Enhancement of Quality: It refers to a commitment to continual improvement. This involves learning from past experiences, customer feedback, and the latest best practices to evolve and refine processes over time.
Understanding the fundamental principles of quality management is essential for grasping the core purpose of quality management systems. These principles serve as the cornerstone of effective quality control and continuous improvement. The four primary elements of quality management include:
  • Customer-Oriented: Meeting or exceeding customer expectations is paramount. Quality management focuses on understanding and fulfilling the needs of clients.
  • Leadership: Effective leadership is crucial for creating a quality-driven culture within the organization. Leaders set the tone and direction for quality initiatives.
  • Engaging People: Involving employees at all levels is essential. Engaged and motivated employees are more likely to contribute to quality improvement.
  • Process Approach: Quality management emphasizes a process-oriented approach, where understanding, managing, and optimizing processes are vital for consistent quality.
  • Continuous Improvement: The pursuit of ongoing improvement is a core principle. Identifying areas for enhancement and actively making changes lead to higher-quality outcomes.
  • Evidence-Based Decision Making: Decisions should be driven by data and factual information. This ensures that choices are well-informed and based on evidence.
  • Managing Relationships: Collaborating effectively with suppliers and stakeholders is essential. Strong relationships support the flow of resources and information, contributing to overall quality.
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Advantages of Implementing a Quality Management System

Quality management software offers a multitude of advantages that can benefit businesses across various industries. Here are the significant benefits of putting a QMS in place:

Enhanced Customer Satisfaction

One of the primary advantages of a QMS is establishing a pervasive culture of quality within the organization. This quality-conscious approach extends from top management to front-line staff, fostering a customer-centric company focused on meeting and exceeding customer requirements and expectations. This increases customer loyalty and trust, ultimately boosting revenue and sales. Furthermore, QMS systems often include tools to gauge customer satisfaction, enabling companies to fine-tune their processes and products in response to customer feedback, further cementing satisfaction levels. A study by the Harvard Business Review found that a 1% increase in customer satisfaction can result in a 1.9% increase in revenue.

Improved Productivity

QMS provides a structured framework for identifying, documenting, and implementing procedures that ensure products and services consistently meet or surpass customer expectations. By implementing a QMS, businesses can reduce waste, eliminate inefficiencies, and enhance operational efficiency. Moreover, QMS systems offer a methodical approach to risk management, helping companies to identify potential operational hazards and mitigate their impact effectively.

Enhanced Decision-Making

Quality management systems establish guidelines and practices to ensure quality in all aspects of the company, from customer service to product design. These procedures enable businesses to collect and analyze data related to their operations, products, and services, facilitating informed decision-making aimed at raising quality standards and satisfying customers. Key performance indicators (KPIs) and metrics aid decision-makers in swiftly identifying improvement opportunities and taking appropriate actions. In the end, a well-executed QMS ensures that every decision is underpinned by solid information, industry standards, and a commitment to quality.

Increased Employee Engagement

A well-structured QMS ensures that employees understand their roles and responsibilities. Employees who are clear about their expectations are more likely to feel accountable and take ownership of their work. This leads to greater commitment to achieving company objectives and improved job satisfaction. The framework for continuous improvement within a QMS encourages employees to take ownership of processes and actively seek out opportunities for enhancement.

Regulatory Compliance

A QMS can help businesses meet regulatory requirements by providing an organized framework for recognizing and comprehending the regulations relevant to their industry or products. By documenting and regularly reviewing these requirements, a company can ensure ongoing compliance, respond promptly and effectively to regulatory changes or issues, and mitigate the risk of penalties or legal actions resulting from non-compliance.

Effective Risk Management

QMS establishes a framework for identifying and managing risks related to product or service quality, compliance, and safety. By implementing risk identification, assessment, and mitigation procedures throughout the organization, a company can identify potential hazards early and take necessary preventive actions. Additionally, QMS enhances risk communication, improving the organization’s ability to respond to and manage risks effectively. According to ISO, companies implementing ISO 9001 (a widely recognized QMS standard) experience a 57% reduction in insurance claims.

Continuous Improvement

The structured processes, procedures, and performance measures within a QMS framework provide a systematic approach to continuous improvement. Organizations can monitor their progress, identify areas that are in need of improvement, eliminate bottlenecks, reduce waste, and minimize process variability using quality techniques like statistical process control, process mapping, and root cause analysis. QMS facilitates the implementation of corrective and preventive actions, ensuring that problems are addressed and prevented from recurring. As a result, QMS supports long-term success by helping companies to meet consumer expectations and enhance performance consistently.

Quality Management Methods

It’s essential to recognize that there are numerous varieties of QMS, each with unique benefits and drawbacks. This diversity enables businesses with distinctive values and products to identify the system that best aligns with their needs. The approaches to quality management include:

Standardized Methods: Any QMS that complies with a set of federal codes and regulations is considered standardized. Notable examples are the various ISO certifications:

  • ISO 9000 Series
  • ISO 14000 Series: Environmental Management
  • ISO 13485: Medical Devices
  • ISO 19011: Auditing Management Systems
  • ISO/TS 16949: Automotive Management
The most widely used and accepted quality management standard globally is ISO 9001:2025. It provides specifications for a QMS that companies can adopt to meet their specific goals.

Total Quality Management (TQM): TQM places a strong emphasis on quality in all aspects of an organization. By aligning all internal operations with the company’s principles and beliefs, focusing on the long-term development of high-quality products and customer service. This involves evaluating each process to determine its contribution to the company’s main objectives and implementing flexible solutions when necessary.

Continuous Quality Improvement (CQI): The primary goal of Continuous Quality Improvement (CQI) is the continual and ongoing improvement of internal teams and individuals involved in quality control. Incentives play a crucial role in this approach. Many organizations, even those not using CQI as their primary QMS, have adopted the “Plan, Do, Check, Act (PDCA)” methodology.

Six Sigma: Six Sigma is a data-driven, perfection-focused approach to quality control. It employs precisely defined processes, including “define, measure, analyze, improve, and control”, to achieve continuous improvement and reduce variability. Many large organizations widely adopt six sigma, often involving extensive and specialized training.

Establishing and Implementing QMS

Before implementing a QMS to ensure customer satisfaction, businesses must oversee several interconnected, multifunctional activities. The organization’s diverse needs, objectives, and the range of products and services offered should all be considered when designing the QMS. The PDCA cycle serves as a major foundation for this framework, enabling ongoing enhancement of the QMS. To implement a QMS, follow these fundamental steps:

Design and Build: The design and build phases establish the framework, processes, and implementation strategies of a QMS. Senior management should oversee this phase to ensure that the systems align with the company’s and clients’ needs.

Deployment: Breaking down each process into smaller steps and providing personnel with training, documentation, education, and key performance indicators (KPIs) ensures that deployment is executed in a granular manner. Company intranets are increasingly facilitating the implementation of quality management systems.

Control and Measure: Measurement and control are integral to creating a QMS, achieved primarily through regular, systematic audits of the system. The specifics of measurement and control differ significantly between organizations, depending on factors such as size, potential risk, and environmental impact.

The Innovative OMS Feature in Smart Factory MOM

Ensuring high-quality production is more critical than ever in today’s competitive manufacturing landscape. This is where the Quality module of Smart Factory MOM comes into play. At the heart of this cutting-edge system lies the Operating Method Sheets (OMS), an impeccable feature designed to revolutionize how manufacturers ensure top-tier quality and operational efficiency.

What is OMS?

Operating Method Sheets, or OMS, are digital documents that are the backbone of Smart Factory MOM’s Quality module. These electronic documents provide step-by-step instructions for completing tasks and processes within the manufacturing environment. OMS is not your typical static instruction manual; it’s a dynamic and adaptable solution that empowers manufacturers to streamline operations while maintaining a sharp focus on quality.

Flexibility and Adaptation to Varied Scenarios

One of the standout features of OMS within Smart Factory MOM is its unparalleled flexibility. Manufacturing processes are rarely linear, and they often involve multiple options and conditional branching. OMS effortlessly handles these complexities, ensuring that operations can adapt to various scenarios with ease. This adaptability is a game-changer, especially in industries where product variations and customer demands significantly evolve.

Key Features of OMS in Smart Factory MOM

The OMS feature in Smart Factory MOM offers a range of powerful capabilities that contribute to its effectiveness in ensuring high-quality production. Some of these features include:

Unlimited Process Customization

Manufacturers can define and execute unlimited processes, sections, and instructions, tailoring the system to their unique needs.


Time Management

OMS includes electronic chronometers and timers to record time and planned wait times within processes, enabling precise control over time-related factors.


Interactive Questions

OMS allows for the inclusion of open-ended and directed questions, with actions triggered by responses. This interactive element enhances the guidance provided to operators.


Transaction Recording

Transaction instructions are supported, enabling the recording of consumption and other critical transactional data.


Adaptive Actions

OMS enables the definition of mandatory and optional steps, as well as action restrictions based on responses, ensuring a flexible and adaptive process flow.


User-Friendly Interface

The system features a user-friendly interface for easy process assignment and utilization, reducing the learning curve for operators.


Version Control

Versioning and Engineering Change Notice (ECN) control for processes in electronic formats ensures that manufacturers can seamlessly manage process revisions.


Paperless Documentation

Electronic distribution of processes eliminates the need for paper-based documentation, contributing to a more sustainable and efficient manufacturing environment.


Conditional Branching

OMS supports processes with conditional branching and multiple execution paths, enabling manufacturers to address complex production scenarios.


Multimedia Integration

To enhance instructions, OMS offers multimedia support, including images, videos, text files, data tables, and more. This multimedia integration provides visual clarity and aids in comprehension.


Compliance and Traceability

OMS ensures compliance with process sections and enables dynamic traceability of processes. This is crucial for quality assurance and regulatory adherence.

The OMS feature in Smart Factory MOM empowers manufacturers to enhance their production quality while maintaining the flexibility needed to adapt to changing market demands. By providing step-by-step instructions, multimedia support, and a user-friendly interface, Smart Factory MOM’s OMS is a driving force in the future of manufacturing operations.
Feel free to contact us today to see the OMS feature in action and how it can help your workforce deliver exceptional process and product quality.
Contact us today to learn more about how we can help you implement, train, and maintain the Smart Factory MOM solution and count on us to help you overcome any hurdles along the way.