A prerequisite for succeeding with quality management and improvement is that all employees have quick and easy access to internal documentation and internal reporting systems.
That is why we have chosen to make the functions that all employees need to use available in SharePoint.
SharePoint is familiar and user-friendly
Adopting “yet another IT system” can be demanding for employees who do not have direct responsibility for developing the organisation’s QHSE processes. At the same time, the entire organisation should benefit from the QHSE work carried out within the quality management system.
With SharePoint as the work surface, employees can search for internal procedures and processes, and report non-conformances without leaving the intranet. Notifications in SharePoint and shortcuts to reading lists ensure that information reaches all employees.
Quick and easy access to up-to-date and relevant information is the key to improvement – and that is what we can offer with SharePoint as the work surface.
What can you do in SharePoint?
In SharePoint we have gathered the most important functions for the organisation’s employees, along with useful notifications for tasks that require handling directly in Certain QMS.
Non-conformances
All types of non-conformances, suggestions for improvement or reports of serious concerns can be registered by employees directly in SharePoint.
Case handlers for non-conformances and other types of cases receive notifications in SharePoint showing the status of the following:
- Number of new cases awaiting assignment to a case handler
- Number of own cases currently being processed
- Number of tasks and measures not yet closed
- Number of cases that have exceeded the internal deadline
Processes
- Search for processes
- Navigate the process landscape
- Read and click on activities within processes
Employees who produce or are responsible for the organisation’s processes receive dedicated notifications showing how many processes have not been approved or have passed their revision deadline.
Documents
- Search for documents
- Read documents
- Confirm reading
Employees who produce or are responsible for the organisation’s documentation receive dedicated notifications showing how many documents are awaiting approval or consultation, or have passed their revision deadline.
Reading lists
- Display of a personalised reading list applicable to the employee’s role or position
- Notification showing the number of unread documents in the reading list
Risk
Employees who carry out risk assessments in Certain QMS receive notifications showing the number of their own risk analyses currently in progress, and the number of risk-reducing measures that have not yet been closed.
Useful for multiple types of users
Certain QMS is a digital solution designed to be used in different ways and for different tasks, depending on the role a person holds within the organisation. For everyone with management or QHSE responsibilities, Certain QMS will be an important professional and governance system.
For employees who work directly within the system – for example, producing documentation, carrying out risk analyses or handling non-conformances – SharePoint will also be useful for notifications and status updates.
The personalised section of SharePoint displays new cases, unread documents or deadlines for revision and case handling. This gives those responsible a quick overview of tasks awaiting attention and a practical shortcut directly to the work surface in Certain QMS.
The user account in SharePoint is linked to the user account in Certain QMS, so information and access permissions will always be tailored to each individual employee and their role.
Marte Sunde
Business Consultant