Developing QMS

In my previous article entitled ‘QMS: Aspects to Ponder’ I discussed few aspects that need some brainstorming before we actually start developing Quality Management System (QMS). So now we are aware of what preparations we need to do and what kind of challenges we might face while implementing QMS.

So now it’s time to start developing QMS. This article shall give you an overview of activities that needs to be performed.


  • Set Clear Goals:

Existence of any organization is complete and meaningful if it has its defined goals. This is in a similar way that as a person’s existence is more meaningful by the goal he/she wants to achieve in their life.

An effective QMS is the one which is aligned to the organization’s strategic goals and objectives. Organizational goals set a clear futuristic path towards what it has to achieve. Objectives are short term achievable tasks towards goals. These objectives when achieved collectively help organization to reach their goals.

E.g. Organizational Goal – To achieve high productivity; Quantitative objective: Achieve 70% Productivity in six months.

  • Set Measurement Objectives:

Strategic objectives are derived from strategic goals. Measurement objectives are strategic objectives that need to be managed quantitatively.

These quantitative objectives should be aligned to the processes to be built so that metrics can be derived from the processes implemented.

Later on, after implementation, these metrics are collected and analyzed to understand how well the process is able to meet these objectives.

  • Define Scope of QMS

Scope of QMS determines what are inclusions and exclusions of QMS or in simpler terms boundaries of QMS.

Inclusions and exclusions can be defined based on organizations physical locations, types of projects, types of products, services, departments, etc.

E.g. Scope of QMS includes all types of projects excluding research based projects.

  • Define and Implement QMS

Processes in the QMS are defined aligning to the QMS scope and measurement objectives.

This includes process definition documents, policy manual, guidelines, tools to implement the process (templates, checklists, forms, automated tools, etc.), case studies, manuals etc.

Once the processes defined it needs to be implemented by relevant stakeholders across departments. An implementation plan should be prepared that describes the scope of the implementation to be carried out.

E.g. QMS implementation is done phase wise. In which phase 1 only short term projects will start implementing the QMS. Research department is excluded in phase 1 implementation.

  • Evaluate and Improve QMS

QMS needs to be evaluated periodically so that same can be improved for better performance.

Evaluation of QMS effectiveness, efficiency can be based on qualitative and/or quantitative analysis.

  • Qualitative analysis involves analysis of Implementation feedbacks from users and customers, audits, reviews reports etc.
  • Quantitative Analysis uses statistical methods to analyze metrics collected by monitoring QMS implementation.

Improvement feedbacks are used to revise the QMS. Revised QMS is then implemented in the next iteration and so on, hence called as continuous improvement.

Revisions in Strategic goals may result in revising the measurement objectives and therefore the aligned QMS processes.