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Quality Management System on SharePoint

SharePoint features to support a quality management system

Requirements of the quality management standard you meet with it

How do I set up a SharePoint QMS?

First, you need to add and configure lists for core elements required by ISO 9001
like issues, risks, actions, objectives and more (SharePoint QMS Template available).
Second, you need to add libraries with templates for process maps, Ishikawa diagrams,
runs charts and more. Third, you´ll configure reminders for resubmission dates,
conditional formatting for deadlines, and more.

read more frequendly asked questions about SharePoint QMS

ISO 9001 document control

Document approvals

Ensure review and approval of quality management system documentation, after creating and updating a document (ISO 9001:2015, Clause 7.5.2)

Video - Approval status of an operation procedure document in SharePoint Online, and how people request approval using Microsoft Teams on July 19, 2022

Importend moments in the video above: Approval status in version history of a document - Request approval using Microsoft Teams - Approval of a document in SharePoint

Document versioning

Optionaly control changes on documentation, see Quality management systems - Requirements (ISO 9001:2015), Clause 7.5.3.2 c)

Screenshot of approval request detail in Microsofts Teams App ‘Approvals’ showing a simple sign-off of a document by one person requested by another
Figure - Version history of a document in a SharePoint document library

Quality system scope, context, and processes

Scope definition document template

Supports you to demonstrate that you determined the scope of the quality management system (ISO 9001:2015, Clause 4.3)

Document template for ISO 9001 Quality management system scope in a SharePoint Document library
Figure - System scope definition template in reports library

External and internal issues

Show the results of your PEST analysis (ISO 9001:2015 Clause 4.1) - this is required input for annual reviews

External and internal issues to understand the organization and its context in Microsoft Lists on a SharePoint team site
Figure - Issues in SharePoint QMS

System requirements and parties

Requirements of relevant interested parties (ISO 9001:2015, Clause 4.2); not requirements for products or services

System requirment of a QMS in SharePoint
Figure - Requirments in SharePoint QMS

Interested parties and issues monitoring

Record and communicate issues are monitored by news post or article (ISO 9001:2015, Clauses 4.1 and 4.2)

Process library with Microsoft templates

Record established processes needed for the quality management system (ISO 9001:2015, Clauses 4.4 and 6.2)

Process steps table with diagram in Excel in a browser in front of a SharePoint library for processes for ISO 9001
Figure - Process diagram in SharePoint QMS

Using Microsoft templates, you create a table of process steps in Excel with connector labels and shape type.
Link the steps with Process Step ID´s and create a diagram showing your well documented process with just a click.

Quality planning actions, system risks, and objectives

Risks & opportunities

Demonstrate that you determined risks and opportunities to quality results, effects, and improvement (ISO 9001:2015, Clause 6.1.1)

Quality actions

Keep an eye on actions planned for risks and opportunities (ISO 9001:2015, Clause 6.1.2),
and improvement (ISO 9001:2015, Clause 10) using modern SharePoint Lists.

Microsoft Lists Work progress tracker showing ISO 9001 actions on a HiDPI Laptop screen
Figure - Progress tracker list in SharePoint QMS

Read more about Quality actions management in SharePoint

Quality objectives

Maintain documented information on measurable and relevant objectives to
enhance customer satisfaction (ISO 9001:2015, Clause 6.2)

Quality objective list designed according to SMART criteria to set goals and objectives
Record new objective in SharePoint or Lists app, an Automate rule sends e-mail to responsible about objectives

Read more about Quality objectives in Microsoft Office

Production and service provision

Resubmission and revision of procedures

Define activities in production and service provisioning (ISO 9001:2015, Clause 8.5).
Revision labels, reminders, and highlighting of documents support keep
Standard operation procedures (SOP) up to date.

Revision info in document header and in SharePoint library column - resubmission date exceeded
Figure - Standard operation procedures in the procedure library

Performance evaluation and improvement

Reports for evaluation and analyze

Reports library including templates from Microsoft for monitoring, measurement, analysis,
and evaluation (ISO 9001:2015, Clause 9) to support continual improvement (ISO 9001:2015, Clause 10)

Templates: Problem analysis, Run chart, Causes of low customer satisfaction, Customer
satisfaction improvement plan, Product quality control chart, Production errors scatter chart

Microsoft templates for evaluation and analyze of quality systems in a SharePoint document library
Figure - Microsoft templates for quality systems in a SharePoint Library

Frequendly asked questions about SharePoint QMS

What are the system requirements for this SharePoint QMS?

Creating a SharePoint Quality Management System requires Microsoft 365 Business Standard or
Microsoft 365 Business Premium. No other third-party tool or add-on is required.

How do I set up a SharePoint QMS?

First, you need to add and configure lists for core elements required by ISO 9001 like issues, risks, actions, objectives and more.
Second, you need to add libraries with templates for process maps, Ishikawa diagrams, runs charts and more.
Third, you´ll configure reminders for resubmission dates, conditional formatting for deadlines, and more.

SharePoint Quality Management System Setup Guide

BLUESITE Beratungsgesellschaft für die Informationstechnologie mbH

Document template for ISO 9001 Quality management system scope in a SharePoint Document library

A PDF guide that you can view on the screen next to your browser, while it guides you
step-by-step through setting up SharePoint to support your quality management system.

only 32.00 USD

Download

last update: November 25, 2022

How does a SharePoint Quality Management System template work?

When you create a new SharePoint Website using the SharePoint QMS template, SharePoint creates a new team site for you, and runs site scripts. This site scripts will create lists necessary for ISO 9001:2015 Quality management systems. In addition, you need to do some manual work following the setup guide. That´s because possibilities of this site scripts are limited.

Video - SharePoint QMS template to create a new site

Using site scripts is great, because it allows you to add quality management even to existing team sites.
However, because setup of site templates is done by texting commands (PowerShell), it is recommended only
if you want to setup multiple quality management sites. IT consultancies will save work and time - if they want.

SharePoint QMS template

Download

last update: June 14, 2022

Is SharePoint QMS just for ISO 9001 or also usable for other standards?

Applicable to all standards following the High Level Structure (HLS) ISO 9001:2015, ISO 14001:2015, ISO 27001:2013, ISO 45001:2018 and ISO 50001:2018

How do I use Sharepoint for Quality Management?

Using a SharePoint Quality management system

Demonstrating risks and action management, context of organisation, scope definition and more

Video content

External and internal issues

Interested parties and their requirements

System scope definition

Document processes using diagrams

Risks and opportunities