Integrated Quality + Information Security Compliance with Office 365 & BPA Apps

Combining Quality + Information Security – like required by ISO 27001 or GDPR – with BPA Quality on SharePoint/Office 365.

There are a lot of similarities in ISO clauses/chapters for quality (9001), environment (14001), information security (27001), health and safety (45001) and others. This means organizations can use the same tools to setup a “global compliance system”.

Continual improvement is best described by the Deming’s wheel (Plan-Do-Check-Act). Processes, objectives, risks, documents, audits, etc. are the tools to support continual improvement regardless the standards in place.

Let’s follow the PDCA approach to integrate an information asset register with your existing QMS, like required by ISO 27001 or GDPR regulations. For each value-added process, it’s required to identify data/document flows, what kind of data/document is stored and how.

This video presents a scenario to integrate information security with BPA Quality on Office 365, by simple configuration with no code.

In this example, we start from the overall value-added process map and drill down a process to view related compliance documents, audits, indicators, etc. The process data flow has been published in the QMS document library.

The information asset register has been created in the BPA app starting from an existing Excel register. Information assets are added with their required attributes, like data classification, retention and others. Significant assets with sensitive customer data requires a risk analysis. Controls need to be applied for assets with sensitive data.

The same approach can be used for environmental aspect, health and safety registers.

As a conclusion, it is possible to extend your QMS to a global compliance system by integrating new processes. Using a digital app like BPA, you can convert any spreadsheet to a new data register and connect it with the existing modules for continual improvement.

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Improving Cross-Company Collaboration with BPA, Teams & Office 365/SharePoint

Improving cross-company collaboration, with Teams, Power Apps, Power Automate and BPA Quality on SharePoint/Office 365.

Cross-company collaboration is complex, even in the digital world. Emails remain the traditional way to communicate with suppliers, customers and external stakeholders. However, emails are personal, not formatted and not very efficient. Using self-service portals with external stakeholders is a better alternative, however it’s more complex to setup, cost is higher and portals are not flexible to adapt.

Microsoft Teams with Office 365 brings new tools for improving communication with internal or external stakeholders. Teams is a tool for instant discussions, meetings, and file sharing. It’s now possible to post forms in Teams (using adaptive cards), which opens new doors for better cross-company collaboration.

This disruptive scenario presents a client organization improving collaboration with a major supplier using Teams. By receiving a supplier nonconformity, the client register the incident using a mobile device and the supplier gets an automatic Teams alert. A form is posted to the supplier to determine actions regarding the nonconformity. Finally, the supplier gets periodical performance indicators from the client.

In this example, Teams is used as an “unstructured” front-office collaboration tool while BPA Quality is the structured back-office software to track all data, decisions and actions. Teams is well adopted by growing number of organizations. New cool features are expected soon, like Talkie Walkie, task management, bringing Teams to shift workers and the shop floor.

At BPA, we think instant collaboration is the future of Quality. By replacing inefficient emails, heavy portals and traditional task workflows, instant collaboration improves communication with internal and external stakeholders. Benefits are numerous, sharing Teams with external users involves no additional cost for the client (Teams is part of Office 365) and it’s no charge for external stakeholders (they get invited by the client).

As a conclusion, BPA software and Office 365 provide new tools to reach Quality 4.0 and improve cross-company collaboration. This no-code scenario can easily be configured and implemented for any type of organization.

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Building Effective Customer Feedback Surveys with Office 365/SharePoint & BPA Apps

Integrated approach for building a customer feedback survey, consolidate data and take the necessary measures, using Forms, Power Automate and BPA Quality on SharePoint/Office 365.

In ISO 9001:2015, the clause 9.1 requires an organization to determine appropriate methods for monitoring and measuring customer satisfaction by using customer satisfaction surveys or providing methods for receiving and dealing with customer feedback.

It is obvious that businesses must guarantee their customers are satisfied. Happy customers will most likely remain loyal on the long term and recommend your products to other organizations. Listening to their clients makes organizations successful, and customer feedback surveys is an easy way to do it.

This no-code scenario presents a simple configuration example to prepare an effective customer feedback survey with the BPA Quality app.

The customer feedback form was built with Microsoft Forms and can be shared with customers by email, QR code or embedded in your web site. The form is adapted to fit any screen, even mobile phones. When submitting the survey, data is sent to BPA Quality using a simple Power Automate flow and internal users get notified.

Survey replies get consolidated in the BPA app, and the concerned persons will be automatically alerted in case a customer is not fully satisfied. Survey data is visible from the client organization page, together with other client-related information like contacts or complaints. Dashboard display instant metrics like the overall customer satisfaction and other consolidated metrics about customer feedback or visits.

In summary, it’s very easy to create any survey, consolidate data and take the necessary measures in the BPA app. By listening to customers, your organization will improve business results.

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BPA Quality App on Office 365/SharePoint – 3 Minute-Introduction Video

BPA Quality is an integrated app for Quality, Health, Security and Environment to fit ISO series or any regulation and methodology. It covers all modules needed for efficient continual improvement, like customer satisfaction, supplier evaluation, graphical process maps, compliance document management and more.

Customers can extend the app to their needs and replace existing spreadsheets by collaborative apps easily.

End users connect to their Office 365 company portal and access the BPA app in one click, with no need to re-authenticate.

The app works together with the tools organizations are using – like Microsoft Office, Outlook emails, calendar and reminders – in the same interface. It has powerful collaboration capabilities for document approval and sharing, discussions, reporting, AI, and automation capabilities.

The app goes beyond traditional quality management solutions and provides an innovative collaborative platform for the entire company. With unique discussion, automation and AI capabilities, organizations will ensure a company-wide alignment to continual improvement and develop a preventive mindset leading to quality products and services.

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Pareto

Pareto Analysis as an Effective Quality Improvement Tool

Pareto dashboard example to determine which root causes provoked 80% of nonconformities using BPA Quality on Office 365 and Power BI.

In the quality improvement context, a Pareto chart is a simple tool that helps organizations identify the most frequent defects, complaints, or any other factor that can be counted and categorized. The chart takes its name from Vilfredo Pareto, originator of the “80/20 rule,” which postulates that 80 percent of the problems come from 20 percent of the causes.

You can use a Pareto chart any time you have data that are broken down into categories, and you can count how often each category occurs.

For instance, a Pareto chart can be used

  • to prioritize suppliers to evaluate (e.g. in ABC categories), based on the total cost of the purchased material/services with each supplier;
  • to identify main risks or hazards that caused 80% of incidents
  • to determine major root causes that provoked 80% of the complains or nonconformities.

Knowing major root causes that caused the biggest part of complaints and nonconformities allows an organization to prioritize actions to be taken to become more efficient.

This video presents a Pareto dashboard example to determine which root causes triggered 80% of nonconformities using BPA Quality on Office 365 and Power BI. The entire scenario was configured with no code.

The bar chart represents occurrence for each root cause in decreasing order. The curve represents the cumulated percentage of these root causes. In this case, 7 root causes triggered 80% of nonconformities, which represents a bit more than 6% of all root causes.

In summary, a Pareto analysis can be done easily for any categorized data available in your BPA Quality app. The analysis outcome allows organization to prioritize actions to become more efficient and enable continuous improvement.

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Building an Efficient Skill or Competency Matrix with Office 365 & SharePoint

Innovative way to manage skills, competencies and produce an interactive skill matrix dashboard, using Power Automate for automation, Power BI for reporting and BPA Quality on SharePoint/Office 365.

In ISO 9001:2015, the clause 7.2 specifically requires an organization to determine the necessary competency of collaborators and ensure they are qualified on the basis of appropriate education, training, or experience. All businesses have the requirement for qualified collaborators. The more competent the people, the better potential business results. A skill (or competency) matrix is typically a table that displays people’s proficiency in specified skills and knowledge.

This no-code scenario presents a simple configuration example to build an efficient skill management system with BPA Quality. The needed data for jobs, skills, and collaborators can be easily imported from existing spreadsheets generally used by organizations.

Skills need to be determined for a particular job function. They can be grouped by skill set for the applicable industry, for instance: basic skills, required skills for ISO management systems, or technical skills. The skill level is determined to accomplish a particular job function. This is the “should” level of competence needed to effectively perform a job function. Periodical collaborator assessments allow to determine the “Actual” level of competence. We generally have 4 level categories from basic to specialist. Skill gaps are automatically calculated.

The identified skill gaps will be basis of your organizational training program. In this example, the needed skill training items are automatically created using a simple workflow built with Power Automate. Responsible persons or mentors to plan training are automatically alerted.

The skill matrix dashboard is a powerful business intelligence report created with Power BI. The first matrix displays skill gaps by collaborator. Needed training is highlighted in red, collaborators exceeding skills are in green. Totals sum gaps by collaborator or skill. The second matrix displays skills by jobs. The third line displays the sum of actual skill rating by collaborator, by job and training status by collaborator.

By selecting a collaborator in the matrix, other charts are automatically filtered. For instance, Boris requires training in induction program, ISO 9001 and SAP. His job function is quality. The sum of actual skills is 1.25. Boris has 2 identified training and 1 planned.

In summary, the skill matrix dashboard gives an instant and comprehensive report about the needed skills and training needed for your organization. Using such a tool, you can guarantee your organization has the needed competencies and education to perform efficiently and improve business results.

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Simplifying Audit Management with Office 365/SharePoint

Innovative approach for managing audits by using BPA Quality and Microsoft Office 365 technologies like Flow for automation, Power Apps for mobility and Power BI for advanced reporting.

Managing audits or inspections is not an easy process. Typical considerations when managing audits include: audit planning and preparation, audit execution – e.g. with a mobile device, treatment of findings and follow-up actions, audit report preparation and sharing, audit monitoring, notifications to the concerned people, audit process validation, and business intelligence.

The audit module in BPA Quality lets you track any audit, like internal or stakeholder audits, quality, health, security, environmental, or data privacy audits or assessments.

A configurable workflow – built with Microsoft Flow – automatically alerts the right persons throughout the entire audit process, update the audit status, enforce all questions to be answered and actions to be compliant prior closing. The workflow generates new audits automatically based on the audit frequency, avoiding manual audit planning.

In this example, the audit is executed by using a simple mobile app. The app was created with Power Apps and it’s completely configurable. The auditor goes through each question and set compliance with notes and append photos if needed.

Finally we present a simple business intelligence report built with Power BI, with no code. The report lets you check the coverage of your audits, here by ISO 9001 clause. By selecting a clause, the report will dynamically filter audits where this specific clause was audited, questions that have been asked and the related number of findings.

Together with Office 365 technologies, we bring tools to improve traditional business processes.

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Text Recognition AI Plugin Brings Unique OCR Capabilities to BPA Apps

Disruptive way to scan a business card, read contact details and transfer data in BPA software, by using a mobile phone or a tablet.

Microsoft Office 365 brings new AI capabilities for text recognition and business card scanning. These new features can be easily integrated with BPA apps to solve typical business problems, like processing business cards, contracts, invoices or documents.

In this example, a user can take a business card photo with a smart phone, during an exhibition or while traveling to a client. The app will read the card details and parse text in the contact form, ready to be sent to BPA CRM. A picture of the business card will be appended to the contact details.

This fully configurable no-code scenario includes the following Office 365 technologies: PowerApps for the mobile app, BPA CRM on SharePoint as repository, and Flow for process automation.

This powerful OCR recognition AI model can be used for many other purposes, like processing contracts, invoices or any document to be stored in BPA apps while keeping context and alerting the right people.

Together with Office 365 technologies, we bring tools to improve traditional business processes.

Benefits are obvious, AI and text recognition simplifies administration processes, reduces manual work and saves cost.

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Object Detection AI Model Applied to Quality Management

Disruptive way to detect a non-compliant product and register a nonconformity using BPA software and the object detection AI model provided by the Microsoft power platform with Office 365.

BPA is exploring new areas to continuously simplify and improve business processes.

This scenario presents a disruptive way to detect a non-compliant product by taking photos with your mobile device.

Microsoft Office 365 provides a no-code object detection AI builder included in their power platform (Power Apps and Flow). By using a smart phone, a user can take a product photo, e.g. while controlling products in the production line. The app will count the number of compliant and non-compliant products. In case a product is not compliant, a nonconformity can be registered in the BPA Quality software.

In this example, we have built a mobile app with Power Apps which contains the object detection AI model. The AI model was trained by taking photos and tagging compliant and non-compliant products. More than 30 photos have been taken to train the AI model. The object detection accuracy improves with the number of photos.

This powerful object detection AI model can be used for many other purposes, for example inventory or inspection management. Using Flow (Microsoft Office 365 automation platform), power users can build no-code workflows using output data from the object detection AI model. For example, a notification will be sent to the inventory manager if some products are missing.

Together with Office 365 technologies, we bring tools to improve traditional business processes.

Benefits are obvious, AI and object detection can help taking faster decisions, reducing costs and improving customer satisfaction.

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Introducing Contextual Help & Training Add-in for BPA Software

BPA Solutions entered into a partnership with VisualSP, editor of a walkthrough software for SharePoint and Office 365.

Not only end users will benefit from contextual help to use BPA’s software, they will get online training about quality, risk, GDPR processes and documents to improve quality of the delivered products and services.

Splash screens provide visible instructions to end users, including multimedia content, images or videos. Instructions can point to a specific context or graphics in the user interface, like a navigation link or button. By clicking the help button, users can access contextual help, start a walkthrough tour or view multimedia resources.

In this example, end users who access the compliance document module in BPA Quality can take a walkthrough session by clicking the contextual help button. They will learn about the company document approval process, understand how to search for documents, discover how to accomplish a document training and more.

Example: Contextual help on how to use the compliance document module with BPA Quality.

Once a document is distributed, targeted end users need to get trained about the document content. A different training-oriented walkthrough guides end users to understand the purpose of the document.

Example: Compliance document training walkthrough (HR Procedure).

Once the walkthrough is completed, end users can log training evidence in the BPA Quality software.

These 2 examples demonstrate how the VisualSP add-in brings value to end users, guiding them to use the BPA software and train them about compliance documents and good practices.

The VisualSP add-in is a separate module that can be used jointly with BPA software for quality, risk, GDPR or CRM.

Request for a free trial and discover how BPA Quality and VisualSP work together.