e-smart iso

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Quality Standards Workflow

The e-SMART ISO quality control system software runs on Microsoft’s Web Base (Web Base) in “Electronic Work Flow” and “email” formats, thus reducing errors in standard operations. It allows easy and accurate search of documents to increase user incentives. It also enables organizations to maintain ISO certification and expand the scope of obtaining certification.

The e-SMART ISO system is continuously being further developed to ensure users can continue to maintain their quality standards and enjoy easy implementation procedures.

KEY BENEFITS

  • Increase efficiency in administration and management of quality documents.
  • Save time on implementation, learning and use.
  • Communicate every Steps with E–Mail system, reduce communication problems in the organization.
  • Follow up on the status of documents with the online system to search for documents instantly.
  • Document Tracking System.
  • Reduce document storage space, reduce the use of paper in the office, reduce long–term costs.
  • Maintaining the standard system to be more efficient.
  • Improve the efficiency of expanding the scope of Certify ISO.
  • Improve work efficiency for the organization.
  • Increasing employee motivation in accordance with ISO standards.

Module Functionality

Roles / Rights
  • Set standards for unlimited usage such as ISO 9001, ISO 14001, OHSAS 18001, TS16949 and many more.
  • Define types of documents such as Work Instruction, Form, Procedure and many more.
  • Define workflow for each document type.
  • Define your own departments / units following your organization’s suitability.
  • Define details of document number (Running Number).
  • Set permissions to access the system and rights to access each document.
  • Assign group of users to facilitate the announcement of the document of the organization.
Document Control
  • Continuously provide users with up–to–date documents.
  • Automated separating or archiving of outdated documents as soon as the latest version is published.
  • Trace original documents from current documents.
  • Define shelf life of canceled documents.
  • Work with MS Office and Open Office documents.
  • Define access rights to documents according to user rights such as viewing online, downloading and printing.
  • Trace histories of document access, editing and working in each step of the document.
  • Browse documents through the online system.
  • Search documents through the online system.
  • Track documents through the online system.
  • Convert document files of extension .doc , .xls , .ppt , .pptx for viewing them online via web page.
  • Applicable with multimedia documents.
  • Control contract / agreement documents or documents which have obsolete date. Notification will be issued upon each due date.
Document Record

  • Able to define workflows or steps for creating quality records.

  • Able to set permissions for access to quality records.

  • The system requires the use of up–to–date forms to prevent outdated recordings.

  • Quality records can be made through the system without paperwork.

  • Documents can be searched easily and quickly.

  • CAR defects can be recorded immediately if defects are found from recording quality.
Internal Audit
  • Able to define Workflow or internal audit procedures.
  • Able to set annual internal quality audit plan.
  • Able to notify the schedule of internal quality monitoring automatically via email.
  • Able to check the status. internal quality audits through online system.
  • Able to confirm or postpone the quality audit planning. The system will keep the history of the postponement.
  • Able to create a follow up checklist, record the follow up results and record audit result summary (Audit Report) immediately.
  • Able to notify the results of internal quality monitoring automatically through email.
  • Able to check the Auditor Profile through online system.
  • Able to record Defects Record or CAR immediately once defects are found from internal quality audits.
Action Management

  • Able to define workflow or steps to correct and prevent defects.

  • Able to set the type of troubleshooting and type of preventing the deficiencies.

  • Able to create correction and prevention of defects through the standard forms of the system.

  • Able to create correction and prevention of defects through the internal monitoring system, management review meeting system and quality record keeping system.

  • Able to notify the approval of issuance of corrections and prevention of defects through email.

  • Able to notify schedules of monitoring the correction and prevention through email.

  • Able to check the status of correction and prevention of defects though online system.

  • Able to perform quick search for subject of correction and prevention though online system.

  • Able to review reports of correction and prevention though online system.

Management Review
  • Able to notify meeting appointments through the system.
  • Able to confirm attendance through the system.
  • Send reminders to confirm the meeting schedule.
  • Record minutes of the meeting through online system.

  • Assign tasks from the meeting through the system.

  • Able to record CARs immediately once found and confirm during the meetings.

Training Record
  • Create annual training plan.
  • Review / approve annual training plan through online system.
  • Create individual training plans for each job position.
  • Record results of compulsory employee trainings.
  • Able to check employee training history.
  • Able to check the training history of each course.
  • Able to record training results immediately after training.
  • Able to Review training assessment according to different assessment criteria of each course.
Calibration & Maintenance
  • Record data and check history of online tools.
  • Notify of calibration / verification exam/test deadlines.
  • Schedule a notification when the specified period is past due.
  • Keep a record of calibration / verification exam/test history.
  • Notify maintenance schedule of equipment.
  • Create a Calibration plan with a selected time period.
  • Schedule reminders prior to the maintenance period.
  • Keep a record of maintenance history.
Risk Assessment

  • Determine the risk assessment criteria under the standard of ISO9001, ISO14001 and ISO45001.

  • Determine the risk level (Likelihood) and score criteria in many aspects.

  • Determine the risk impact level (Impact) and score criteria in many aspects.

  • Define workflow, risk assessment and risk management plan.

  • Create risk management plans and monitor the status of risk management plans.

  • More than one standard is allowed for each assessment Users define workflow for approve risk assessment results and risk reduces plan.

  • Import activity data and operational procedures, to be used in risk assessment.
  • Review the assessment history of each activity.
  • Create a risk management plan, in case correction is required following the risk assessment results. Soft file or link can be attached for reference.
  • Check status of risk assessment.
  • Check the assessment report via online.
Legal Assessment

Legal Registration (collect legal database)

  • Assign users involved in the legal registration (Workflow).

  • Create legal database and prepare legal registration via online.

  • Ensure Up–to–date legal registration.

  • Search for relevant legal and legal information.

  • Track legal registration status.

Relevance assessment, Conformity Assessment, Risk assessment

  • Define groups of users involved in the assessment (Workflow).

  • Assess relevance, compliance and work standards.

  • Assessed conformity simultaneously at several levels, such as legal level, essence / section level, and To do List level under particular essence / section.

  • A summary of the risk assessment results readily available, immediately after the assessment of relevance and conformity.

  • Track the status of each assessment via online.

  • Notify users of due dates required for re–assessment or for any specified time period.

Developing an Action Plan to track the remediation of inconsistencies

  • Define users involved in the preparation of Action Plan (Workflow).
  • Set remedial plans and preventive guidelines (Action Plan) at the level of essence / section and To do List.
  • Check Action Plan status and track status via online.

Legal Registration Report, Relevance, Conformity and Risk Assessment

  • Report by departments.
  • Report by assessment divisions / units.
  • Reports based on material contents.
  • Reports based on annual regulations / enforcement summary.
Management of Change (MOC)
  • Define workflow or change management procedures.
  • Define template of conditions of what, when, where, why and how.
  • Schedule projects and determine levels of importance, area and owner of the area.
  • Define follow-up checklist of both before and after changes.
  • Define list of measurement items (Measurable).
  • Set users rights to allow save and update data in each MOC.
  • Assign users teams to work in each MOC.
  • Manage documents according to different document status: Draft, In-Process, Approval or Closed out.
  • Compare job status using Dash board and graph.
  • Display list of documents (MOC master list).
  • Record history Logs/transaction at every step.
  • *Work connected with Risk Assessment module.
  • *Work connected with Legal Assessment module.
  • *Work connected with Document Control module.
  • *Work connected with Action Plan module to allow tracking and managing progress.

(* refer to the case that the e–SMART ISO system is used in the referenced Module.)

e-Form
  • Design forms and define database field types. No maximum limits on the input number of forms or number of fields.
  • Allow customize of approval process or workflow of each form.
  • Able to set list of approvers both individually and in groups.
  • Notification sent via email at every processing step.
  • Assign access rights to view documents and forms to groups or individual requested to view certain documents.
  • Able to check the processing status of documents at each step via online.
  • Printing out of forms and documents in the same format as data recording screen layout.
  • Export data in Excel file format for reporting purpose or other data analytics work.
Sales Manager

Walaiporn Chuepet

Telephone

+66 (0)84-077-3772

email

walaiporn@magicsoftware.co.th