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Understanding Quality Management System (QMS)

Did you know that implementing a Quality Management System (QMS) can significantly enhance your organization’s efficiency and customer satisfaction? According to a study by ISO, companies with certified QMS frameworks see a 30% reduction in process errors and a 20% increase in customer loyalty. In this article:

  • Components of QMS
  • Benefits of QMS
  • Core Elements
  • QMS Implementation
  • Resources
quality management system
principles of a quality management system

What is a Quality Management System (QMS)?

A Quality Management System (QMS) is a set of guidelines that helps a company ensure its products and services meet customer expectations. It includes strategies like setting quality goals and creating policies, and procedures such as specific steps for manufacturing, inspections, and quality checks.

For example, a company that manufactures medical devices might implement a QMS to ensure product quality and regulatory compliance. They set quality goals to achieve a defect rate of less than 0.5%. During the production process, they document specific procedures for each stage, from sourcing raw materials to final assembly. At each stage, they conduct thorough inspections and quality checks to detect and address any issues. This systematic approach helps improve product safety and reliability, ensures compliance with medical regulations, and enhances overall customer satisfaction.

Benefits of a Quality Management System

Implementing a Quality Management System (QMS) is a crucial step for any organization aiming to improve performance and achieve long-term success. A QMS helps ensure consistency, efficiency, and satisfaction for both customers and stakeholders. 

The benefits of a Quality Management System (QMS) include:

  • Getting the Job Done Right the First Time: Ensures accuracy and efficiency in processes.
  • Reducing Production Costs: Minimizes waste and errors.
  • Enhancing Customer Loyalty: Improves customer satisfaction and retention.
  • Improving Processes: Streamlines and refines operational procedures.
  • Enhancing Stakeholder Perceptions: Builds trust and credibility.
  • Demonstrating Due Diligence: Shows compliance with standards and regulations.
  • Increasing Profit Margins: Boosts profitability through better efficiency.
  • Gaining Market Share: Strengthens competitive advantage and market presence.
benefits of a qms

Why Is It Important?

A Quality Management System is important for:

  • Running a disciplined, structured, and systematic business.
  • Presenting a quality-oriented role model by senior management.
  • Establishing a strategic plan for the business.
  • Making employees aware of expectations.
  • Implementing Key Performance Indicators (KPIs) for quality.
  • Identifying and mitigating high-level risks to quality.
  • Understanding and managing stakeholder needs and expectations.

Core Elements of a QMS

Components of a Quality Management System

Quality Control Planning

Establishes the procedures and standards for quality control, ensuring consistent application across all production and service activities.

Quality Control (QC)

The most basic level, focused on implementing predefined arrangements on the shop floor or in distribution services.

Quality Assurance (QA)

Includes quality control and also covers design aspects to ensure processes and products meet specified requirements.

Quality Improvement

Involves ongoing efforts to enhance processes, products, and services based on feedback and data analysis.

Standards Related to Quality Management Systems

  • ISO 9001: Quality Management Systems
  • ISO 13485: Medical Devices
  • ISO 14001: Environmental Management
  • ISO 45001: Occupational Health and Safety
  • IATF 16949: Automotive QMS

The PDCA Cycle in a QMS​

  • Plan: Establish the QMS based on customer requirements, product specifications, statutory/regulatory requirements, organizational context, and stakeholder needs.
  • Do: Implement established policies, procedures, and supporting tools with competent personnel and appropriate infrastructure.
  • Check: Monitor and measure product and process outputs, analyze data, perform internal audits, and conduct management reviews.
  • Act: Conduct root cause analysis on identified gaps, implement corrective actions, and drive continual improvement.

The PDCA cycle is essential for the effective implementation of a QMS. It provides a systematic method for planning, executing, monitoring, and improving quality management practices. This iterative process ensures that the QMS is continuously refined and adapted to meet evolving requirements and standards

Implementing a Quality Management System

By understanding and utilizing the PDCA cycle, organizations can systematically develop, execute, evaluate, and enhance their QMS, ensuring it effectively meets quality objectives and drives continuous improvement. This structured approach ensures that the QMS is not just implemented but is continually improved to adapt to changing needs and standards.


Identify Requirements: Define customer requirements, product specifications, statutory/regulatory needs, organizational context, and stakeholder expectations.

Set Objectives: Establish clear quality goals and policies.

Develop Processes: Create procedures and processes that align with the objectives and requirements.


Resource Allocation: Provide necessary resources, including competent personnel and appropriate infrastructure.

Implementation: Execute the established policies and procedures across the organization.


Monitoring and Measurement: Regularly monitor and measure product and process outputs.

Data Analysis: Analyze the data to assess performance.

Audits and Reviews: Conduct internal audits and management reviews to ensure compliance and identify areas for improvement.


Identify Gaps: Perform root cause analysis on any identified gaps or issues.

Corrective Actions: Implement corrective actions to address deficiencies.

Continual Improvement: Foster a culture of continuous improvement to refine processes and enhance the QMS.

Certify Your Organization's QMS

Contact Jack Sekhon & Associates, Inc. for questions related to your company’s QMS certification. Our proven and successful strategies can help you achieve QMS certification without any delays and hassles.

Focus Areas of a QMS

  • Product: Focuses on ensuring the quality and consistency of the final product delivered to customers.
  • Process: Involves optimizing and controlling the processes involved in production and service delivery.
  • Supplier: Manages and evaluates the performance and quality of suppliers to ensure they meet the organization’s standards.
  • Compliance (Statutory and Regulatory): Ensures adherence to relevant laws, regulations, and industry standards.
  • Customer: Enhances customer satisfaction and addresses their needs and feedback.
  • Leadership: Involves top management in setting goals, providing direction, and fostering a quality-centric culture.
  • Process Identification and Risk: Identifies key processes and assesses associated risks to improve efficiency and mitigate potential issues.


The purpose of a Quality Management System is to deliver a message or perception to the current customer/potential customer that your organization is capable of meeting or exceeding their requirements as well as meeting applicable statutory/regulatory requirements related to products/services. In addition, your organization possesses human competence and an appropriate infrastructure/work environment to deliver their defined products and services.  

What is a Digital QMS?

A Digital Quality Management System (Digital QMS) leverages technology to manage and automate quality processes, documentation, and data. Unlike traditional paper-based systems, a Digital QMS uses software solutions to streamline quality management activities, ensuring efficiency, accuracy, and compliance.

Formats of Digital QMS

  • Cloud Based QMS
  • On-premises QMS
  • Hybrid QMS
purpose of an ims

Types of QMS Software

QMS software helps ensure that products or services meet specified requirements and standards while continuously improving processes. Types of software used for managing QMS include:

  1. Enterprise Resource Planning (ERP) Software: Integrates quality processes with business functions like production, inventory, and finance.
  2. Document Management Software: Organizes and controls access to quality documents.
  3. Quality Management Software: Tracks and manages quality-related activities.
  4. Compliance Management Software: Ensures compliance with industry standards and regulations.
  5. Statistical Process Control (SPC) Software: Monitors and controls processes by analyzing statistical data.
  6. Customer Relationship Management (CRM) Software: Manages customer feedback and interactions.
  7. Risk Management Software: Assesses and mitigates potential risks.
  8. Training Management Software: Tracks and manages employee training.

Justice Institute of B.C.

(Post-Secondary Institute) Jack Sekhon and Associates assisted Justice Institute in achieving certification to ISO 9001 QMS Standard.
Read Case Study

Baker Hughes

(Oilfield Servicing) - Jack Sekhon and Associates assisted Baker Hughes in achieving certification to ISO 9001 QMS Standard.
Read Case Study

National Oilwell Varco

(Oilfield Equipment, Technologies, And Expertise) - Jack Sekhon and Associates assisted NOV in achieving certification to ISO 9001 QMS Standard.
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Coast Testing

(Non-Destructive Testing, Inspection & Engineering) - Jack Sekhon and Associates assisted Coast Testing in achieving certification to ISO 9001 QMS Standard.
Read Case Study
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Frequently Asked Questions

Check out answers to Frequently Asked Questions.

ISO 9001 helps by ensuring processes are efficient and effective, reducing waste, and minimizing errors, which collectively reduce the cost of quality.

Prevention costs are incurred to prevent defects and non-conformance, such as costs for training and process improvements.

Appraisal costs are associated with measuring and monitoring activities to ensure quality, such as inspection and testing.

Failure costs are incurred when products or services fail to meet requirements, including rework, returns, and warranty claims.

By analyzing cost categories (prevention, appraisal, and failure) and implementing strategies to reduce waste, enhance processes, and improve overall efficiency.


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