Best Custom Software (To Track QMS & Processes) Provider

NikkiQSM

Quite Involved in Discussions
#1
Hello All -

I did a search through the previous posts slightly related to my question, but couldn't find the answer I need.

Currently our system is "controlled" by using Microsoft Excel and Word. We make an individual excel file for each formulation (product) we produced. This file contains the formulation, process sheet, revision page, product history page, and a COA template.

We are a small company of ~40.

Using Microsoft is not the best for us. Too many people can get into and CHANGE too many important things. Control doesnt exist in my eyes.

Recently we had a rejection, because the wrong product was produced. This stemmed from Scheduling opening up the wrong file.

I want to implement a computer system that can stop this from happening. Something that can lock down files and prevent changes, and also something that can show up who made those changes.

I understand there really isn't a "canned" program out there and it will most likely need to be custom made.

My question - Which company do you think is the best at this? Which company provides excellent service, and can make a program molded around our processes?

Thanks much for your thoughts!
 
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Randy

Super Moderator
#2
You can password protect it and possibly make the available stuff a pdf. I've audited companies that have done just that.

Save the money, keep it simple and stay away from the fluff
 

NikkiQSM

Quite Involved in Discussions
#3
You can password protect it and possibly make the available stuff a pdf. I've audited companies that have done just that.

Save the money, keep it simple and stay away from the fluff
We have tried the password protection - but there are always so many people in the files, or who need to get into the files. So a lot of people end up with the password. It gets to the point where people are frustrated with the passwords and they remove them.

Also I am in need of a system that can track changes and who made them. At this time, I have to depend on the person who is making a change, to actually record it in the file. This is hardly done.
 

Pancho

wikineer
Super Moderator
#4
Also I am in need of a system that can track changes and who made them.
Try a wiki. It does exactly that and makes your document control almost automatic.

You can actually empower folks to edit your documents - capturing their knowledge - while insuring that only good edits persist.
 
Z

zancky

#6
We have tried the password protection - but there are always so many people in the files, or who need to get into the files. So a lot of people end up with the password. It gets to the point where people are frustrated with the passwords and they remove them.

Also I am in need of a system that can track changes and who made them. At this time, I have to depend on the person who is making a change, to actually record it in the file. This is hardly done.
my modest suggestion:
I protect my files with macro. Opening the document the operator is requested by username and password if he wonts to edit. In a section of the document there is a log where all the access for modification are recorded as name and date.
A section of the macro manages the password change, user updating, password reset etc.
 

NikkiQSM

Quite Involved in Discussions
#7
my modest suggestion:
I protect my files with macro. Opening the document the operator is requested by username and password if he wonts to edit. In a section of the document there is a log where all the access for modification are recorded as name and date.
A section of the macro manages the password change, user updating, password reset etc.
Without being too much of a pain in the butt, how exactly would I set that up?

I haven't used Macro much....:eek:
 
B

BethP

#8
If your team is already using Microsoft products, SharePoint might be a good solution for you. It allows for document check-in and check-out as well as version history. It also allows for permissioning, so that you may control who can only read files vs. edit files. As a Microsoft product, it has tight integration with other Microsoft products like Word and Excel.
 
C

Chance

#9
SharePoint might best fits your needs. As mentioned by other poster here, it is part of the Microsoft office product. You can assign task to people who needs to review the document, assign permissions, track who edited the files. If you need further assistance, please let me know.
After the document has been reviewed and approved, we maintain our QMS system in SharePoint in PDF format.
 
I

Ikrion

#10
If your team is already using Microsoft products, SharePoint might be a good solution for you. It allows for document check-in and check-out as well as version history. It also allows for permissioning, so that you may control who can only read files vs. edit files. As a Microsoft product, it has tight integration with other Microsoft products like Word and Excel.
I'm going to agree here. MS SharePoint is probably your most direct approach.

Others have discussed the password protecting of files. You may also consider actually changing the permissions on the folder they are accessing and making it so only QA can issue those records. That way you at least get a logic check. Having access to formulas in an uncontrolled fashion to production will certainly lead to errors.
 
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