Features

Tools for quality and improvement work

Certain QMS consists of six main tools for quality and improvement work.

Each tool offers extensive functionality and wide-ranging configuration options, so it can be adapted to your organisation’s work processes and access control. Follow the links to read more.

What you get

The quality work in one toolset — processes, documents, non-conformities, risk, plans and checklists hang together instead of living apart.
Documentation that stands up in an audit — version control, approval, read receipts and a traceable change log on everything.
Access matched to the role — detailed access control for users, super-users and administrators.
Tools that follow your workflow — every tool is configured to your processes, templates and terminology.
Tasks handled where people work — a ready-made integration with Microsoft SharePoint through web parts.

Proof: Oslo University Hospital uses Certain QMS — 27,000 users and more than 40,000 approved documents.

Processes

Result: everyone knows which process applies, and when it was last approved.

Nettalliansen manages shared procedures centrally in the process tool, with local adjustment in each grid company.

Sort processes into categories and levels (management processes, core processes and support processes).
Modelling tool for process landscapes, process maps and workflows.
Modelling tool based on BPMN.
Links to other relevant documentation: procedures, routines, templates, checklists, images, video, non-conformity categories and more.
Links to other features in Certain QMS, such as risk assessment and non-conformity categories.
Send processes out for internal review before approval.
Processes must be approved before they become available to the organisation.
Create reading lists and document that a process has been reviewed through a read receipt.
Review deadlines and version control.
Option to hide processes from selected users.
Strong search across all content.

Change log with full traceability.
Email notifications and reminders.
Detailed access control for users, super users and administrators.
Configurable reports.
Ready-made integration with Microsoft SharePoint through web parts.

Documents

Result: you can document that the right version was read by the people who had to read it.

Oslo University Hospital holds more than 40,000 approved documents in the solution, across 27,000 users.

Produce documents directly in the solution (HTML) or upload your own files.
Advanced text editor for formatting content.
Create document templates and document types matched to your organisation’s needs.
Define your own keywords and metadata for documents.
Sort documents into whatever folder structure you want.
Link documents to processes.
Send documents out for internal review before approval.
Documents must be approved before they become available to the organisation.
Create reading lists and document that the content has been reviewed through a read receipt.
Organisations with several sub-units, or subsidiary and sister companies, can distinguish between master documents and adapted versions at a subordinate level.
Review deadlines and version control.
Option to hide documents from selected users.
Strong search across documents and right down to folder level.

Change log with full traceability.
Email notifications and reminders.
Detailed access control for users, super users and administrators.
Configurable reports.
Ready-made integration with Microsoft SharePoint through web parts.

Non-conformities

Result: the case gets an owner, a deadline and measures, and is closed instead of left lying.

Create whatever non-conformity and reporting categories you need:
- Quality non-conformities
- HSE non-conformities
- Improvement suggestions
- Whistleblowing on matters of concern
- And more
Custom form layouts for reporting and submission.
Employees report cases and can attach the documentation needed.
Cases are routed to a predefined case handler based on the category of the case.
The person who reported the case is notified when it is assigned to a case handler.
The person who reported the case is notified when it is closed, and the case handler can choose whether the conclusion is sent to them.
Case handling uses root cause analysis with the “5 whys” method.
Cases are escalated up through the organisation if they are not dealt with.
The case handler can create tasks that must be completed in order to process the case.
The case handler creates measures that must be carried out before the case can be closed.
The case handler can assign tasks and measures to anyone in the organisation. The recipient is then notified by email and gets a link to an area where assigned tasks and measures can be answered, documented and closed.
The case handler always has an overview of how many cases are open, how many have passed their handling deadline, and how many tasks and measures have not yet been completed and closed.

Change log with full traceability.
Email notifications and reminders.
Detailed access control for users, super users and administrators.
Configurable reports.
Ready-made integration with Microsoft SharePoint through web parts.

Risk

Result: the risk picture stays current, and measures are traceable through to closure.

Every step of risk work is carried out in the solution:
- Planning
- Risk analysis
- Risk evaluation
- Risk management
The solution is configured and adapted to your organisation’s overall risk strategy.
Your risk areas can be predefined with the relevant consequence areas, acceptance levels and the events to be risk assessed.
Predefined set-ups make the analysis work more efficient and let employees work within the boundaries set for the organisation’s different risk areas.
The steps and content fields come with plenty of help text, so employees who do not work with risk day to day can also carry out risk analyses efficiently. The help text can be adapted by the organisation.
Several people in the organisation can contribute to the different steps of the risk work through tailored roles and permissions.
The analysis follows a cause analysis process in which several causes of an event are assessed individually.
Option for a simple analysis with a one-to-one relationship between event/hazard and cause.
Risk acceptance is set for each consequence area and can be locked for an entire risk area.
Probability and consequence matrices can be set to 5×5 or 4×4.
Measures already in place in the organisation can be linked to events, so they can be taken into account in the analysis.
Risk is presented in both matrix and table format.
Once measures have been identified, probability is evaluated again. Dedicated views make the change from initial to reassessed risk clear.
The analysis result, the proposed action plan and the conclusion are passed to the manager or risk owner for risk management.
In the management phase of the work, the manager or risk owner can:
- Prioritise which measures to implement.
- Accept residual risk.
- Delegate responsibility for carrying out measures.
- Set deadlines for measures and for following them up.
- Record the costs of implementing measures.
- See the status and progress of each measure.
The risk analysis can be closed or marked as complete once the risk owner has followed up the effect of the measures taken, signed off the residual risk and written a conclusion for the work.

Change log with full traceability.
Email notifications and reminders.
Detailed access control for users, super users and administrators.
Configurable reports.
Ready-made integration with Microsoft SharePoint through web parts.

Planner

Result: the annual wheel shows what has to be done, by whom and when.

A tool for high-level planning and an overview of planned activities across the organisation.
A shared planning tool for management level and for the specialist communities and departments below.
Create plans for a whole calendar year, or plans with a limited duration.
Choose to divide the plan by month, quarter, four-month period or school year.
Activities can be shown in table format or visualised in an annual wheel.
The administrator or owner of the plan decides whether activities are visible to the whole organisation or only to selected roles or departments.
Each activity has one responsible owner, but you can create several tasks per activity.
Tasks can be linked to processes, documents, non-conformity categories, risk analyses and checklists.
Responsibility for completing tasks can be assigned to several people.
Everyone responsible can sign off the tasks they have completed.
By sharing plans across the organisation, employees get an overview of internal activities relevant to their role without taking part in them – audits, budgeting, campaigns, conferences and so on.
Choose whether the plan should repeat for one year or several.
- For a repeating plan you can change activities and tasks, either for the current year or for the whole series.
Create individual tasks without linking them to a specific plan or activity.

Change log with full traceability.
Email notifications and reminders.
Detailed access control for users, super users and administrators.
Configurable reports.

Checklists

Result: the check is carried out and documented, including out in the field.

Design and complete digital checklists.
Flexible design gives the checklists many uses:
- Job safety analysis (JSA)
- Equipment checks
- Safety inspections
- Employee onboarding
- Internal audits
- Quality control of products or services
- Quality assurance of internal processes and procedures
The checklists can be used right across the system – they can be linked to processes, procedures, tasks and more.
Employees working in the field complete checklists on mobile.
Checklists can be shared as a link or by email.
Employees get an overview of the checklists they have completed, and administrators can see every completed checklist.
Employees can compare their own checklists to see what they answered previously. They can also see what others have answered, where the checklist in question allows it.
Administrators can tick off any number of checklists and collate the answers, and can also see who answered what.
Checklist answers can be presented in charts, for an easy overview and quick statistics.
All checklist data can be exported to Excel for further analysis.
Detailed access control for users, super users and administrators.

See Certain QMS in practice

The demo takes 45 minutes and comes with no obligation. An adviser walks you through the tools, starting from the way you work today.

Book a demo

+47 51 95 80 00 · info@netpower.no