Introduction to CMap QMS

In this article, we will learn about what a Quality Management System (QMS) is, and why it is useful for organisations to implement one. Following this, we will take a closer look the in-built QMS on CMap PIM and how it can be incorporated into your QA processes. 

What is a QMS?

A QMS is how an organisation make sure it does things properly, every time. It is a clear set of rules, ways of working and checks that help a business:

• Deliver products or services that meet customer expectations
• Follow laws and industry requirements 
• Keep improving over time 

A QMS is like a recipe for how an organisation works - helping everyone do the right things, the right way at the right time. 

Importance of a QMS

Developing and implementing a QMS is increasingly becoming more and more critical for businesses and organisations, specifically for those in the AEC sector where complexity, regulation and risk are considerable. 

Today, the success of a building or construction project isn't just measured by whether it was completed or not. Quality, compliance, client satisfaction and long-term performance all play equal and key parts. 

To make sure standards, deadlines and targets are met, a QMS can help an organisation:

• Deliver consistent quality by ensuring products and services meet customers and regulatory requirements every time. 
• Improve efficiency and reduce risk by standardising processes, reducing errors and minimising need to rework.
• Increase customer confidence and satisfaction through reliable performance and a focus on customer needs. 
• Support continual improvement by using data, feedback and evidence to drove better decisions and results. 

ISO 9001

So, a QMS can help an organisation deliver quality and improve the way they work. It can also provide a strong foundation for achieving the ISO 9001 certification. 

The ISO 9001 certification is often hailed as the global standard for effective quality management. It sets out what a good quality management system looks like and can be used by any organisation, regardless of size or industry. 

ISO 9001 helps organisations improve performance, meet customer needs and manage risks by encouraging clear processes and continuous improvement. 

Being ISO 9001 certified shows that an organisation has reliable ways of working and is committed to delivering quality. In today's competitive markets, this can really matter. Certification helps organisations set themselves apart from others, signalling to customers, clients and stakeholders that they have gone above and beyond to make quality and performance clear priorities. 

Whether or not you aim to become ISO 9001 certified in the future, a QMS can help embed good processes, promote best practices and create a strong focus on quality in everything you do. 

CMap QMS User Roles

Before we take a look at how CMap QMS works, let's quickly go over the user roles and what they do. It is important to understand the difference between the users as each will use CMap QMS differently. 

Task Users

Task Users will use CMap QMS to complete their assigned tasks, such as answering questions and uploading supporting documentation. They will also update statuses and task completion dates. 

Auditors

Auditors will be responsible for conducting the quality audits for the tasks completed by the task users. They will review each task answer submitted and record their audit findings. They too have the option to upload accompanying documentation and link evidence to their audit reviews for full transparency. 

Project Managers

Project Managers will use CMap QMS to gain more of a bird's eye view of project progress, rather than looking at the task-level. Using the reporting tabs, they will use dashboard overview to track task completion and quality across multiple projects at once. They can also export the reporting data from the QMS to perform deeper, more complex analysis. 

Admins

Taking more of a behind-the-scenes role, Admins will be in charge of configuring the QMS setup, including the task, stages, groups and question types. They will also be responsible for making any edits or updates the existing QMS, or configuring new setup as and when they are required. 

How to use CMap QMS 

In this section, we will see how Task Users, Auditors and Project Managers use CMap QMS. For Admin users, please refer to the Configuring CMap QMS article.

Task Users

As a task user, you will be responsible for completing your assigned QMS tasks to set deadlines.  You can access your assigned tasks either via the tab on the Hubsite or on the project site

To open a task, click on it so the pop-out panel opens:

Look at the task question and answer it accordingly. If you need to come back to a task at a later date, we suggest updating the status to 'In Progress' so other team members or Project Managers are aware that you've started work on it. 

Once you have completed the task, head back to the pop-out panel and update the task status to 'Complete'. It will now be be displayed with a green 'Complete' status. 

Auditors

As an auditor, you will be responsible for checking the information and evidence submitted by task users, ensuring it is accurate and compliant. Start by going to the 'Audit' tab - either via the Hubsite tab or on the project site. 

Create a new audit after selecting a task set and a project to review by clicking in the '+' button:

Pick a name for your audit and which stage you want to audit:

After you set up a new audit, it will automatically save once you start completing your task audits. If you need to come back to your audit at a later date, you can use the 'Select Audit' dropdown to pick up where you left off. 

To audit a task, click on it to open the pop-out panel. Review the information and evidence submitted by the task user. Add your audit notes, a status, a date and your name then click on 'Save'. 

Once you've saved your audit, you'll be able to see the task status and audit status next to each other:

Project Managers

As a Project Manager, you'll be responsible for making sure tasks and audits are completed on time, helping to keep projects on track and to deadlines.  

You will predominately use the QMS Report and Audit Report tabs, which are accessible from either the Hubsite or via the project sites. 

QMS Report

This tab opens to a easy-to-navigate dashboard where you'll be able to see what tasks have been completed, in progress, on hold or not started. 

There's also a handy bar chart that gives a visual breakdown of the stage tasks group by their statuses. With this information, you can delegate outstanding tasks and establish whether or not the tasks are set to be completed on time.

If you need to perform deeper analysis or carry out further reporting, you can export the report to Excel using the button:

Audit Report

Audit report has a similar set up to QMS report, with the bar at the top giving a quick visual overview of the audit's progress. 

From here, you can see which tasks have been audited and whether or not the information/evidence provided is compliant. You can then use this data to reassign tasks amongst the project team, amend timelines and realign project priorities. 

Again, you can export the information to Excel for deeper analysis and review. 

Key Features

So now that we understand what QMS is and how CMap QMS works, let's look at some of the key features and functionalities of the software.

Email Alerts

As part of the QMS configuration, you'll be able to set-up automatic email notifications for key events, such as notifying a task user or auditor when they have been assigned to a task, or when a due date has changed. This means team members will always be kept in the loop with what they need to do and when work is due, helping to ensure projects stay on track and to deadlines.

Reporting 

Get instant, easy to understand visuals of where each project is up to, with clear overviews of tasks and audit progress. Use this information to your advantage to effectively plan the next steps of your project, and to identify project priorities. 

Configuration 

Not using the RIBA Plan of Work? No problem! Configure and tailor key parts of the set up to create a QMS workflow that works in line with your organisational needs and requirements. 

Task Groups

When setting up your QMS, your admin can group tasks together. These can be based on project function, job role or anything else! Groups can help better organise and delegate outstanding work, making sure task users complete their correct work - whatever the type of project. 

Golden Thread

The QMS processing takes place with your SharePoint, therefore all data is captured and stored in one key and easily identifiable location, allowing your and your organisation to maintain a golden thread of information. Additionally, as the QMS allows you to link revisions directly from a project's records area, you'll have peace of mind that files won't be lost or disrupted or removed if they are linked to a task.  

Congratulations!

You now understand what a QMS is and how CMap QMS works. If you have any further questions, contact your consultant or the CMap PIM Support team.