Innovative QMS technologies

Bringing Quality 4.0 to SMBs, Simple & Cost-Effective

Small and medium-sized businesses (SMBs) have no time for complex eQMS projects and no resources for costly quality management software.

Good news! Even small companies can now benefit from modern software solutions to implement Quality 4.0 scenarios with no pain, quickly and cost-effectively.

With BPA software and apps on Microsoft 365, SMBs leverage innovative technologies already used by collaborators with no need to implement third party eQMS software. M365 is the right foundation for your eQMS, because it’s trusted, engaging, innovative, secure, and affordable.

Microsoft 365

Leverage existing Microsoft technologies used by your organization to reach your Quality 4.0 objectives.

In the journey towards implementing Quality 4.0 initiatives, we recommend to start simple by prioritizing your pain points (e.g. compliance document management, non-conformance handling, audit management…) and implement quick and effective solutions in 3 to 5 days of external guidance over a period of 3-4 months. During weekly online sessions with the client, we configure the QMS forms and pages to meet unique requirements and transfer knowledge to power users. We import prebuilt automated workflows (e.g. document approval, 8D problem solving…) selected by the client and go live quickly module by module. This brings excellent results with limited effort.

Agile QMS

Generic Power Automate workflows are ready to be imported in the client tenant for a quick go live.

Existing client data can be migrated easily from spreadsheets or other systems, and documents can be published in their existing formats. Graphical process maps and organization charts can be embedded in the QMS, making all collaborators aware of how your company works.

You can expect great results in a very short time. Your QMS becomes a central place for everyone to collaborate on any device. With automated workflows, the right persons get alerted on Teams and processes are much more efficient.

Mobility

The Audit Power Apps drastically simplifies audits, even while offline.

Whatever your maturity in the digital journey, we can start with simple scenarios and progressively introduce advanced solutions with Power Apps, Power BI, artificial intelligence and instant discussions.

Quality 4.0 is not just for large enterprises, and any company can benefit from digital transformation. It’s simple, cost-effective and it brings quick results.

>> We are ready to help, tell us about your challenges.

eQMS task management video

Introducing a Robust eQMS Task Management System

A great sales organization needs a CRM software to track daily tasks related to sales opportunities and drive sales. When a deal is signed, quality management is key to deliver the right products and services to your customers.

In the context of quality management, it’s crucial to have daily follow-up activities with important stakeholders and internal staff to make sure clients are satisfied, to drive continuous improvement, and to reduce costs.

The BPA QMS software is interfaced with Microsoft Planner for robust task management.

We have interfaced our QMS software with Microsoft Planner for robust task management. Tasks can be added easily from the software or a Teams discussion. While chatting in Teams, collaborators can ask the QMS and share interactive cards with their colleagues.

Above all, a great task management tool must provide a robust reminder system to guarantee tasks are done timely. This is the great benefit of Planner. Each collaborator get reminded about their tasks and receive one single periodical notification with all pending tasks grouped by due date.

The integration of your QMS with Planner brings a robust task management system and ensure tasks are done timely to reach your quality objectives.

>> Ask us for a Free Trial

eQMS Reporting

Great Visuals for Great Quality Management Reporting

Whether you need powerful BI reporting to drill down data or modern graphics to view consolidated data, we cover it all with our eQMS software.

In this article, we will focus on the chart capabilities offered in the out-of-the-box software.

Pareto chart with BPA eQMS software

Introducing Pareto Chart to know what root causes are responsible for 80% of the non-conformances.

Because of the Microsoft 365 technology, it’s easy to create interactive Power BI reports for any data in your eQMS software. This type of reporting will be needed for decision makers to analyze data like they want and quickly get the information they are looking for. We propose prebuilt Power BI reports for the different QMS modules. But not everyone has the chance to get covered with a Power BI license.

Risk Chart in BPA eQMS software

Risk heatmaps best present risk scores in different zones.

For most users, a simplified reporting with graphical charts bring the consolidated data they are interested in, with no need of additional software license needed. We have just introduced great modern charts especially designed for the purpose of quality management, like Pareto charts, risk heatmaps, radars, gauges and more.

Radar Chart in BPA eQMS software

Radars are great to view audit performance per audited regulations.

End users are not always connected to your eQMS software and it’s great to summarize the latest quality events in the home page.

What's new cards in BPA eQMS software

What’s new cards display key indicators for end users.

Other graphics are available to count, sum or average items in gauges or pie charts.

BPA eQMS software brings easy reporting for everyone, especially if Power BI is not an option.

Non-conformance dashbaoard in the BPAeQMS software

Example of a non-conformance dashboard.

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BPA Planner Integration

Announcing Microsoft Planner Integration With BPA Apps

Exciting news, it will be soon possible to use Microsoft Planner as a robust task management system together with BPA software.

With Planner, you make sure tasks are done timely thanks to a powerful reminder system and tools to view tasks in graphical boards and charts.

Task Reminder Notification

Reminder notification with user-related tasks grouped by due date.

BPA software solutions bring the business layer on the top of Planner. End users can assign a Planner task from our components in a mouse click and keep the task origin automatically. For example, starting from a non-conformance, the task will be automatically linked with it.

BPA Planner Task

Creating a task from the BPA software is straightforward. it will be automatically added to the right plan and bucket in Planner and linked with its original item in BPA.

Organizations can decide to have different Planner plans per BPA software module, so tasks will be grouped by module, for example a plan for non-conformance related tasks and another plan for audit tasks with BPAQuality365, or a plan for sales opportunities in BPACRM365. It’s even possible to send a task in a specific bucket based on configurable conditions (e.g. a task related to a customer non-conformance should go to the customer NC bucket).

Non-conformance Planner Board

Non-conformance task plan in BPAQuality365 with different buckets for customer, supplier and internal non-conformance related tasks.

Tasks related to a specific item in the BPA software can be easily filtered (e.g. by typing the non-conformance title or ID).

The Planner board view makes it very convenient to view tasks by due date or progression.

Task Board by Due Date

Example of non-conformance related tasks grouped by due date (overdue, tomorrow, this week, etc.).

The chart dashboard gives a graphical summary of all tasks in a plan, like how many overdue tasks remain or the number of tasks per bucket.

Planner Chart View

Chart view of all non-conformance related tasks, grouped by status, bucket, priority, and members with interactive task filtering options.

For a consolidated view of all QMS-related tasks, it’s best to connect to the Planner app directly. This will drastically improve your QMS task management meetings.

With the BPA Planner extension, you get a robust and performing task management system to enable continuous improvement and ensure tasks won’t be missed or overdue anymore.

The BPA Planner extension will be soon available (should be under the Christmas tree) to all customers using BPA modern solutions on M365, at no additional cost.

Ask us for a Product Demonstration

QMS on Microsoft 365

Audit Software on Microsoft 365 – Live Demo from ASQ Audit Division Conference

As platinum sponsor of the last ASQ Audit Division Conference in Orlando FL, BPA presented innovative software solutions for audit management on Microsoft 365, SharePoint, Teams, Power Apps and Power BI, leveraging existing technologies used by most organizations.

This live presentation was performed by Belinda Schöni, CEO at BPA Solutions USA, and highlights how companies can best use new Microsoft technologies in the context of audit management and continuous improvement.

In one hour, the software is installed in your secure Microsoft cloud environment and it’s ready for use by all collaborators on their preferred tools, like Teams or SharePoint on any device.

You can trust Microsoft to bring the best security for your QMS data. All users are already setup in your company directory to use the software with no change needed. Organizations benefit from Microsoft retention policies, user permission features and the latest M365 technologies.

With the audit module included in the software, audits can be accessed in SharePoint or Teams. Audit planning is simplified with Teams calendar. Teams propose the best time for your audits based on collaborator availabilities and notifications will be sent in each personal calendar. Audit questions can be selected from your own catalogue and appended to audits.

BPA has developed a generic Audit Power Apps to simplify the audit execution on any device, even while offline. Auditors can run audits anytime, anywhere, go through questions and touch screen to set compliance, take photos and record voice.

After the audit was executed, optional findings are added in the software and automated workflows start and alert the right persons throughout the whole 8D problem solving process. An audit report is automatically generated, merging audit details, photos, findings in a formatted document ready to be shared with the concerned persons.

Supplier responses to non-conformances can be collected easily with Forms and appended in the QMS software, making collaboration with external stakeholders straightforward.

Finally, Power BI dashboard display consolidated graphics about audit coverage and findings with data mining capabilities and automated chart filtering.

>> Ask For a Free Trial

BPA eSignature with SharePoint

Easy eSignatures for Everyone with SharePoint and Microsoft 365

eSignatures are becoming a standard way to acknowledge contracts and legal documents.

The BPA eSignature component provides a simple way for everyone to sign documents or forms based on the robust Microsoft Multi-Factor Authentication system, used by most companies with Microsoft 365.

In the context of quality and compliance management, eSignatures are used to make sure the right persons have reviewed and approved important procedures or technical files, in compliance with regulations. It’s also used to make sure collaborators have been trained on documents. Form signatures ensure incidents or audits have been treated correctly and completely.

A new feature has been developed to preview documents prior signing.

eSignature Document Preview

Preview documents prior signing with the BPA eSignature module.

The good news is that eSignatures can be used in Power Automate workflows, i.e. to verify if documents have been signed and move to the next workflow step, and check if the signer is allowed to sign for each workflow step.

eSignature Workflow with Power Automate

eSignatures can be tested and verified in Power Automate workflows.

End users get eSignature tasks in their home page and receive automated reminder notifications about pending signatures. It’s straightforward for end users to sign and validate signatures with their phones, the same way they access Microsoft 365 applications.

eSignature Task

End users access their eSignature tasks it the home page.

The eSignature component is available with our apps for quality, medical, CRM and can be used to build your own software solutions with no development.

>> Ask For a Free Trial

Non-conformance Power Apps

Non-Conformance Power Apps and Failure Catalogue

BPA’s Non-conformance Power Apps (or Incident Power Apps) is a generic app for collaborators to simply register incidents or non-conformances with any device, anywhere even while offline, for example when visiting clients or suppliers, during inspection controls, in the field, or on production lines.

Combining the front-end Non-conformance Power Apps and backend QMS software, enterprises get an end-to-end solution for optimal problem solving, allowing everyone to report incidents easily with any device, anywhere.

Non-conformance + failure catalogue Power Apps quick overview video.

On production lines, end users can browse the failure catalogue, enlarge photos and take quick decisions about product acceptance with no need to ask line managers.

We designed the app for a large manufacturing enterprise and prepared a generic app version to match various organizations unique requirements with no or little configuration needed. It’s ready to be used with BPA Quality or Medical software on Microsoft 365, avoiding complex and costly app development.

The main purpose of the Power Apps is to replace manual processes and paper systems when managing incidents or nonconformities at each stage of the value chain. Collaborators can search the failure catalogue by product, process, failure type or by scanning a product bar code (option) and compare a nonconformity with a registered incident. Each registered incidents contains one or many photos to simplify comparison, and includes additional information, like product acceptance for clients, cause, remedies and a link to related procedure.

No need to ask line managers anymore, the Power Apps bring all needed information to take quick decisions about nonconformities. When no similar nonconformity exists in the failure catalogue, a new incident can be easily registered and include one or many photos taken with your device.

Once registered the incident is automatically added in the BPA QMS software. An automated workflow starts to alert the support team with a notification in Microsoft Teams. Instant discussions and teamworking accelerates the incident assignment, investigation, risk and root cause analysis, action plan, and solving. BPA has developed a new innovative way of productive real-time messaging to solve problems, avoiding frustration spending too much time on emails.

Solved incidents and non-conformances can be added in the failure catalogue together with investigation information and photos, and will be accessible in the Power Apps.

Enable continuous improvement with the BPA Non-conformance Power Apps and take faster decisions on production lines with a digital failure catalogue.

>> Ask For a Free Trial

Innovative QMS technologies

Exploring Innovative Technologies for Better Quality Management

BPA is constantly exploring innovative technologies in the context of quality management with the objective to simplify processes, engage collaborators and stay compliant.

BPAQuality365 technology overview video.

Microsoft is inventing the way companies will work in the future and BPA QMS software directly benefits from these modern technologies. Combining 20+ years of Quality Management + Microsoft technology expertise, we designed innovative software solutions on Microsoft 365, Teams, SharePoint & Power BI, bridging the gap in Microsoft’s offering for quality management solutions.

BPA’s end-to-end QMS software includes over 30 different integrated modules to continuously improve the overall quality of the final products and services and comply with regulations. The main modules include the management of stakeholders, processes, compliance documents, incidents, audits and inspections, risks, collaborator competencies, training, and equipment.

BPA modular components extend Microsoft capabilities, providing a great user experience while filling in the gaps of missing features that are needed for a high-performing QMS. This includes relational capabilities, report generation, graphical charts, eSignatures, intelligent forms, reminders and more.

Companies can further select options to boost capabilities of the QMS software by using prebuilt extensions leveraging Microsoft Teams, Power Automate, Power Apps, Power BI, and Artificial Intelligence.

With Teams, end user interact with the QMS while chatting. Documents and quality events can be shared with team members, with the option to schedule meetings and assign tasks without leaving the chat box.

We designed prebuilt Power Automate workflows to match typical organizations needs with no need to reinvent the wheel, including document approval, problem solving, and audit management workflows.

Power Apps for non-conformances and failure catalogue management, and audit management are generic front-end solutions to use on any device, anywhere even offline.

By using artificial intelligence, end users find the right documents by asking common questions to a chatbot.

With BPAQuality365, organizations get a complete solution to continuously improve, comply with regulations, and leverage innovative Microsoft 365 technologies.

>> Ask For a Free Trial

Microsoft Teams

Announcing BPA Teams Productivity

Great news for our clients! BPA Teams Productivity is announced to be released soon.

Interact with your Quality software (or CRM, Medical) while chatting in Teams, share cards with colleagues and simplify task & meeting management.

BPA Teams Productivity brings the business context back to Microsoft Teams and transforms discussions into productive teamwork. The tool allows end users to interact with the QMS software – or Medical, CRM – and assign tasks or schedule meetings while chatting in Microsoft Teams.

This video goes through a typical use case where you have to discuss about a specific supplier nonconformity with your Quality team and schedule a meeting to take action. Finally you want to make sure your purchasing SOP is still accurate.

BPA Teams Productivity was developed to solve similar business scenarios happening every day, making discussions productive and leveraging tasks and meeting management with Microsoft Teams.

While discussing, end users can search the QMS and share cards with team members, including links to view items in the QMS software, and buttons to schedule meetings and assign tasks.

As a conclusion, end users get a better collaboration experience and take faster decisions with productive real-time chat messages while eliminating frustration spending too much time on emails.

Turn to a new way of working with productive chatting and BPA Teams Productivity.

>> Contact us for a free demo

Office365-eSignature

Benefits of BPA Software Versus Standard SharePoint Document Management

 

SharePoint is not a QMS Software

SharePoint doesn’t serve as a QMS software and faces limitations in terms of document management to comply with typical quality and medical compliance regulations (ISO, FDA, MDR, etc.). Several required features are missing to make sure only authorized users can approve documents with eSignatures and automated workflow rules. Constraints exist when users search for documents. Relational data is not visible in pages making it complex for end users to have an overview of the whole document lifecycle.

BPA has developed a QMS software on Microsoft 365, Teams and SharePoint elevating standard SharePoint document management capabilities to meet compliance regulations and improve user experience.

Save Time with a Prebuilt Document Management System (DMS)

The DMS module in the BPA QMS software contains all prebuilt configurations needed for a performing document management system, covering the complete document lifecycle from creation to archiving. Libraries are preconfigured with attributes to comply with regulations, for document templates, source documents and published documents. Prebuilt repositories are used to track proof of evidence for document requests, approvals, training, revision and archiving. Intelligent forms extend SharePoint forms with numerous capabilities, like prebuilt conditional forms to protect document attributes from being changed during the approval process.

Save time and get all needed features with a preconfigured DMS.

Get the Whole Picture When Working with Documents

We have built modular components to extend SharePoint capabilities and consolidate relational data in one single page. End users get the whole picture when working with documents. They can navigate in the document folder structure and preview documents with all contextual data, like document reviews, approvals, training, and change requests. The whole document lifecycle – from document creation to archiving – is visible in one single location.

Document Contextual View

BPA component to preview documents and consolidate all contextual data in one single page.

Easily Find Documents in the Entire DMS

It’s crucial for end users to find documents easily in the entire DMS. A good practice is to store compliance documents in folders by process or department to simplify user navigation and define access rights on documents. When working with folders, SharePoint allows to search in the selected folder only which is a tough constraint.

With BPA components, end users can search the complete DMS folder structure by typing a few letters in selected columns (e.g. title contains ABC and type contains SOP) or using advanced operators.

Make Sure Authorized Users Only Can Approve Documents

Most regulations state that authorized users only can approve documents. It’s required to reauthenticate when approving documents and Microsoft 365 technologies are not compliant with it.

BPA’s eSignature component elevates SharePoint capabilities when signing documents. The tool requires end users to reauthenticate when approving documents by using the Microsoft Muti Factor Authentication (MFA) system. An eSignature stamp is added in the document metadata (and document content). The eSignature protects the document content plus metadata and it gets invalidated when the document is changed. With prebuilt workflows we make sure documents can be signed by authorized users only for the specific workflow steps and avoid the same signer to sign multiple steps.

Collect SharePoint eSignatures

Collect eSignatures in documents and comply with regulations.

Reduce Manual Work With Prebuilt Automated Workflows

SharePoint provides libraries for storing documents but no automated workflows for document management.

Based on our experience with hundreds of clients we have developed prebuilt automated workflows on Power Automate for the whole document lifecycle, including document requests, identification, review, approval, publication, training, revision and archiving. These workflows cover 90% of typical organizations demands and can be changed easily to meet unique client’s needs. They are ready to be imported in the client’s environment with no need to spend time in reinventing the wheel.

With a ready-for-use DMS module and prebuilt workflows, clients can drastically reduce manual work and go live with their top-notched DMS in a few days, not months!

 Document Management Workflows

Go live quickly and reduce manual work with prebuilt document management workflows.

Eliminate Email Frustration With Intelligent Reminders

SharePoint brings no solution for automated reminders. Building reminder notifications in Power Automate generate tons of emails which is frustrating and counterproductive for end users.

With BPA Reminders, end users get one single notification for all documents pending their approval. Power users can build highly configurable reminder rules with powerful conditions (e.g. documents pending revision, or documents with a broken eSignature).

Reminder Notification

Get one single reminder notification with all documents pending your review.

Access Documents While Chatting in Teams & Improve Productivity

Teams discussions and DMS are separate tools and users need to switch context when using both apps.

BPA Teams Productivity is an extension to access the DMS when discussing in Teams. Users can search and share documents with team members without leaving the chat box in Teams. A document card is added in the discussion flow with options to view the document, create a follow-up task or schedule a meeting.

BPA Teams Productivity brings the DMS context back to Teams and make discussions productive while eliminating frustration spending too much time with emails.

Teams Productivity Card

Access documents while chatting in Teams, share cards with colleagues and simplify DMS task & meeting management.

Find The Right Documents by Asking Common Questions to a Chatbot

BPA Cognitive Search is an extension to augment human intelligence and find the right documents by asking common questions to a chatbot. The AI algorithm promptly lists the best matching documents with impressive pertinence results. With the “Find similar” intelligent search refining system, users will find relevant documents like never before.

BPA Cognitive Search can be used with Teams or SharePoint on any device and drastically improves user experience when searching for documents.

Cognitive Document Search

Find the right documents by asking common questions to a chatbot.

Improve Decision Making with Prebuilt Power BI Templates

We have built Power BI templates ready to be imported in the client’s environment. The document training matrix is a great BI report to simplify document training follow-up and take faster decisions.

Document Training Power BI Report

Prebuilt Power BI report to simplify document training follow-up.

Request For A QMS Trial

Benefiting from the agility and the power of the Microsoft platform, BPA Solutions has developed an end-to-end QMS software on Microsoft 365 to help customers to achieve more, leveraging modern, evolving tools and exploring new technology areas.

>> Request for a free trial now !