Companies implementing ISO 9001 face huge challenge in keeping their records.
On one hand they have to keep records as per regulatory and statutory requirements and also as per customer requirements.
Many times many customers demand things such as test certificate, analysis report etc. in a specific format. It becomes difficult to organizations to prepare records in separate format and and keep an additional copy as well.
ERP or Enterprise Resource Planning software are good tools to help keep records in proper database format. The benefit is that you can print the record in any format you like (subject to condition that your ERP has facility to select different formats for printing a specific record).
ERP’s are normally designed taking account as base. I mean only financial matters are given importance or preference when ERP is designed or selected. The quality records relating to production, quality control, maintenance still remain on paper requiring double work for the staff.
So when you select a ERP or design one for your industry, keep in mind the records required by your quality management system (ISO 9000) and eliminate all possible paper based records to electronic records.
There are many solutions but may of these system lack in quality assurance. Product inspection and testing records are still required to be maintained on paper but not with QASoft. This also gives benefit of instant analysis of data and taking preventive action on time.
Consider this, you manufacture one product which requires normally 13 different tests but there are 2 optional tests which are done only when required by the customer. Can your ERP handle such situation?
Consider this, you have a machine which needs periodic maintenance very 15 days, but due to lack of time or load on the machine last time you did after 20 days, will your software alert you as per planned schedule or automatically extend the schedule to 5 days?
Consider this, you have billed a customer in USD, but now he wants to pay in EURO, and you are keeping accounts in INR. Will your system require one voucher entry or more than one?
Consider this, you have issued products (raw material etc) for manufacture as per standard bill of material (BOM) but for some r other reason your manufacturing department needs extra material, will your system give valuation based on standard BOM or actually consumed products?
Again will your ERP give price based on standard price or actual batch used in the manufacture?
These are some of the factors you should consider while selecting an ERP solution for your organization.
About the author:
Manoj Jain is a Management consultant and software architect, who provided consultancy and training to 100’s of companies. He has developed ERP’s meeting requirements of ISO 9000/ ISO 9001 and published e-books, training PowerPoint (ppt) kits, document manual sets, and auditor examination software which is used by even certification bodies apart from over 1000 companies. He has authored Do It Yourself ISO 9000 ISO 9001 2008 eBook Training PowerPoint ppt Document Manuals and Exam Software
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