Quick Start Guide

SHAREPOINT QUALITY
MANAGEMENT

SharePoint QMS implemented by Synesis has everything needed to impress auditors, streamline
siloed processes and enhance product quality. This quick-start guide will help you navigate your
free 14-day trial so you can focus on what's most important to your quality team.

www.synesisintl.com | [email protected] | 864-288-1550

SYNESIS INTERNATIONAL, INC. SHAREPOINT QMS QUICK START GUIDE

Features & Benefits

WHY SHAREPOINT
QMS?
With increasing regulations, and higher liabilities and fines, it is extremely important
that your team has access to quality documents, reports and dashboards anywhere,
anytime.

Unlike traditional QMS software, our SharePoint-powered solution, is simple and

intuitive with a short learning curve, so you can immediately begin to improve your
quality processes.

Make your processes bulletproof with these out-of-box features and benefits:

Quick Deployment
Integrated with Office 365 and Teams,
SharePoint QMS can be deployed in weeks
rather than months because of its no-code
development feature.

Collaborative, Intuitive Experience

Collaborate and share meaningful data rom
your desktop or mobile device.

Drive Continuous Improvement

Improvement Process icons allow
your team to easily drive ownership
for each Deming Cycle Process: Plan-Do-Check-Act.
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Dashboards & Analytics

HOME SCREEN
Dashboards provide visibility to monitor the metrics that matter most: key performance indicators
(KPIs). SharePoint QMS is relational, allowing you to search, sort and filter the most important data
to you - making life easier for you and your team. KPIs are designed to help you prioritize and
focus on urgent issues, based on real-time data while each dashboard chart is clickable: drill down
to see the detail rows that are summarized on the chart.

The SharePoint QMS home page is configured as a tailored dashboard, specific to each user.
Once logged in, a user sees their own personal:
alerts, recent changes, events, and tasks requiring their attention.
favorite accounts, contacts, actions, etc. for convenient access.
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Dashboards & Analytics

DRILL-DOWN
PROCESS MAP
QMS out-of-the-box includes a drill-down
process map. The default map includes typical
business processes.

1. Information about a process (such as 2. For each process, SharePoint QMS

inputs/activities/outputs) is often tracks related Risks, Opportunities,
shown on a turtle diagram. SharePoint Documents and KPIs. Each item on those
QMS enables you to capture detailed lists becomes an actionable task (assigned
process information, and to show how to someone, with a due date and
the processes are related. objective).
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Dashboards & Analytics

NCRS / CAPA
What happens today in your business when a non-conformance is discovered? For
example, you receive a customer complaint, or a material issue requiring disposition,
an audit finding, a warranty or service claim, or a supplier issue.

Your response may vary depending on the nature of each incident. Some cases are
easily resolved: send replacements due to shipping damage. Other cases require a
full 8D analysis with an investigation to uncover the root cause. Action planners will
implement the necessary CAPA, then someone will verify the effectiveness of the
plan. Material incidents typically involve disposition with a different process for
rework, scrap, return to vendor, or use as is.

In all cases, there are important questions to consider (both reactive and proactive):
How can we resolve this incident? Immediate response; diagnose, and prescribe
remedies.
Are other customers at risk? Possibly quarantine a batch of defective parts or raw
material.
How to prevent this issue in the future? Improve procedures/instructions/training,
poka-yoke mistake proofing.

You can't fix what you can't see (or what you don't know). Peter Drucker, considered
to be the inventor of modern business management, put it this way: "If you can’t
measure it, you can’t improve it." If you don't monitor the most important factors that
impact success, you're flying blind.

The solution is to identify and track these key performance indicators, so that they
can be analyzed with business intelligence tools. For example, dashboards reveal
where to focus resources - the most urgent needs.

SharePoint QMS is an essential tool for integrating all these components. The detail
page for each non-conformance shows the related CAPA actions, root causes, risks,
opportunities, attachments – all on one screen. This 360-degree panoramic view
helps you see the big picture around each incident including relationships with other
data.
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Dashboards & Analytics

NCRS / CAPA
Non-Conformance Report (NCR) Dashboard

Corrective and Preventive Actions (CAPA) Dashboard

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Dashboards &
Analytics

DOCUMENT
CONTROL
What happens today in your business when a controlled document is created or
modified? For example: Standard Operating Procedures (SOP), work instructions,
forms, checklists - any document that requires formal review, signoff, and distribution
of the change to designated parties.

When outdated versions of documents are used in business, quality (and even safety)
issues can result. Workers are unaware that a setting changed on a machine, or
instructions were revised. Introducing an “improved” document can have unintended
consequences if the right people are not trained on that version.

The other side of that coin: a new procedure is introduced, the right people are
trained on those changes, but the document was not reviewed by the appropriate
engineer or manager. Both links in the chain (approval process, and training on the
new version) must be strong and connected for successful change management.

SharePoint QMS is a flexible, configurable toolkit. Workflows and emails can be

tailored to your specific needs. Similar flows can also be used to manage project
documents (test plans, reports, drawings, customer manuals).

The following diagram illustrates how document approval routing can be managed
with workflows:

A document might route to one or more reviewers, one after another in sequence,
with the option to approve or reject at each step. As a final check, reviewers can
collaborate in parallel, and approve using eSignature if needed.
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Dashboards & Analytics

DOCUMENT CONTROL
Optional Power BI Document Dashboards
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Dashboards & Analytics

RISK ASSESSMENT

One significant change in the ISO 9001:2015 standard is the emphasis on identifying
and mitigating risks. Traditionally, businesses would perform routine preventive
maintenance on a schedule (change the oil, replace a filter) and hope for the best.

Risk management involves a more proactive role: identify potential threats to each
process. For each risk: On a scale of 1 to 5, how likely is it to happen? How significant
is the impact if it did happen? Multiply the 2 ratings. The resulting score determines
the priority: the most critical risks.

QMS Risk Assessment with Heat Matrix

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Dashboards & Analytics

AUDITS
Audit Dashboard

Optional Drill-Down Visio Example: Audit Process Flowchart

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Reporting

MICROSOFT
TEMPLATES

For a simplified process, any Microsoft Word file can be used as a reporting template.
Think of a blank form that a user might fill in with pencil and paper. But instead, the
fields from SharePoint QMS lists are mapped to the blanks on the Word template.
When you need to run a report, click a button. SharePoint QMS retrieves the data for
the current record, fills out the form like a mail merge letter, then generates a
completed report using your design, colors, logo, field labels, etc.

Below is an example NCR 8D report for a specific customer complaint. The gray
shaded fields are mapped from SharePoint QMS; they will be replaced with actual
values when you run the report. The report pulls from several different SharePoint
lists to find customer address and contact name, containment actions, root causes,
corrective actions, and how the issue was ultimately resolved.
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Reporting

EMAIL NOTIFICATIONS

SharePoint QMS automatically sends email notifications to the right people, based on
specified events. For example:
Email the investigator when an NCR changes to Investigation status.
Email the technical editor when a document approval reaches that status.

"Watch the Clock" email notifications:

Email action planner one week before due date as a reminder.
Email action planner when the plan is past due, and weekly until resolved.

SharePoint QMS out-of-the-box includes email notifications for NCRs, CAPA actions,
and Document Approvals. Similar emails can be configured as needed for any
module.

Document Approval Email Notification Examples

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External System

INTEGRATION
Optional Integration with External Systems (parts, vendors, production or financial data, etc.) can
be done using Power BI. Power BI allows you to pull data from multiple systems into one chart (lab
inspection, scrap data, sales data, etc).

If you need to integrate data from ERP or other systems with QMS, Synesis recommends optional
Layer2 software.
SharePoint Quick Start Guide

THANK YOU

www.synesisintl.com | [email protected] | 864-288-1550