Qudos 3 and the PDCA cycle

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The PDCA cycle and how Qudos 3 software can help you implement it in your organisation

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Qudos 3 and the PDCA cycle:

Qudos 3 and the PDCA cycle

What is the PDCA cycle?:

What is the PDCA cycle? It is a 4-step methodology for business process improvement. Plan Establish objectives and how they will be achieved Do Put the plan into effect Check Verify that the process achieved the desired results Act Analyse any differences and their causes. Take action to improve things. It is an iterative process- so repeat to continue achieving improvement.

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ISO 9001, ISO 14001 and other management system standards are based on the concept of the PDCA cycle. Qudos 3 is a comprehensive, web-based software solution that provides great assistance in all phases of the cycle.

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Context: Overall management system PLAN Gap analysis e.g. against ISO 9001 Legal & regulatory requirements Assigning responsibility & authority Policies Objectives / targets / KPIs Procedures Project plans Risk Assessment DO Training / competence Work as per plans and procedures Use of equipment and resources Infrastructure Work environment Purchasing Record keeping ACT Reporting nonconformity Dealing with surface problems Root cause analysis Corrective action Preventive action Management review Responses to feedback CHECK Monitoring Measuring Customer / employee surveys Internal audits Complaints and other feedback Supplier assessments

The Planning Stage :

The Planning Stage PLAN DO Training / competence Work as per plans and procedures Use of equipment and resources Infrastructure Work environment Purchasing Record keeping ACT Reporting nonconformity Dealing with surface problems Root cause analysis Corrective action Preventive action Management review Responses to feedback CHECK Monitoring Measuring Customer surveys Employee surveys Internal audits Complaints and other feedback Planning your system could involve: Setting up an Organisation chart Preparing Job descriptions or Role Statements A List of authorities – concisely indicating who can do what Establishing and regularly reviewing a register of relevant standards / legislation Establishing a Quality policy – and any subsidiary policies referring to privacy, confidentiality, customer complaints Communicating those policies to workers and other interested parties e.g. In manuals, on intranet, on display in reception or main office, in management system software, published on web site Setting measurable objectives for the organisation and business units Setting Targets or KPIs for individuals and planning their development Establishing forms of contract – price lists, fee structures, terms and conditions Establishing plans for how quality will be assured for specific projects or projects Objectives module for planning corporate and business unit objectives. Links to actions plans Individual Development Plans for personnel development. Action plans Risk Assessments recorded in the Risk module. Quality/Safety/Enviro toolkits include guidance on relevant standard clauses, sample quality manuals, and templates

Doing it :

Doing it PLAN Assigning responsibility & authority Legal & regulatory requirements Policies Objectives / targets / KPIs Contracts Project plans DO ACT Reporting nonconformity Dealing with surface problems Root cause analysis Corrective action Preventive action Management review Responses to feedback CHECK Monitoring Measuring Customer surveys Employee surveys Internal audits Complaints and other feedback Implementing the system could include: Ensuring that work is performed by adequately trained and competent people Supervision where necessary A system of keeping training records Reminders about training that needs a refresher course Performing work in accordance with plans, contracts, and procedures Ensuring that procedures and other documents are available where needed Ensure that work is performed in a suitable environment – physical and otherwise Access to suitable equipment and tools Necessary infrastructure is in place – may include information technology resources Maintaining control of subcontracted services and purchased items Maintaining records of activities Procedures and process plans are made available in the Documents module –allowing instant access to the correct document for everyone. A key element of the IT infrastructure. Training module for training records, query tools and reminders Quality/Safety/Enviro toolkits include guidance on relevant standard clauses and sample procedures and forms

Is that what was planned? :

Is that what was planned? PLAN Assigning responsibility & authority Legal & regulatory requirements Policies Objectives / targets / KPIs Contracts Project plans DO ACT Reporting nonconformity Dealing with surface problems Root cause analysis Corrective action Preventive action Management review Responses to feedback CHECK Checking could mean any form of monitoring or measurement activity. In quality systems it might include: Asking customers about their satisfaction with a product or service – perhaps via a survey Monitoring using any of the senses – visual inspection, listening, tasting, smelling, feeling Monitoring or measuring with equipment – in which case the equipment may need appropriate care and calibration Other feedback loops – such as product reviews or media articles, complaints or returned goods, requests for refunds etc. An important pro-active check is performing Internal audits to verify that procedures and plans are being followed in practice – and are effective. Internal audits are a mandatory requirement of ISO 9001. Your auditors should be trained , and your audit program designed to focus on verifying the things that really matter! Internal Audits Benchmarking and Supplier assessments (Benchmark module) Calibration ( Audit module) Issues reporting ( Actions module) Quality/Safety/Enviro toolkits include guidance on relevant standard clauses, sample procedures, checklists survey tools, and Inspection and test reports

Acting on any discrepancies :

Acting on any discrepancies PLAN Assigning responsibility & authority Legal & regulatory requirements Policies Objectives / targets / KPIs Contracts Project plans DO ACT CHECK In the quality management context, a discrepancy between the plan and reality is typically referred to as a nonconformance. If a check has found discrepancies between the plan and what was done , we need to analyse the cause(s) and act to improve the situation. In quality management, a discrepancy between the plan and reality is typically referred to as a nonconformance . There are 3 main types of improvement action: Action to fix a nonconformity This is action taken to rectify the immediate problem Corrective action This is action to eliminate the cause or causes of the nonconformance. Sometimes we find that a problem only occurs when two or more contributing factors combine Preventive action This is action to eliminate the cause or causes of a potential nonconformance – e.g. When we have identified that something may go wrong if we don’t act now to prevent it. Actions module for recording corrective action, preventive action, and root cause analysis Meetings module for management reviews and other meetings Quality/Safety/Enviro toolkits include guidance on relevant standard clauses and sample procedures

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