Office 365: Setting up for ISO9001

I work for a non-profit, which is getting ready to be ISO9001 compliant. The last ten years we worked with a different quality-management system, but given our recent transition to Office 365 and the need for a more efficient and transparent way to continually raise our quality, I set out to design and implement a new quality-management system in Office365. A few requirements:

  • easy to work with
  • easy to implement, preferably within O365
  • low-cost
  • easily maintanable without proprietary code

I did some research on different products and vendors but no one was able to match the above requirements. One software company close-by had a very promising solution within Sharepoint, but was way too expensive for our non-profit (we provide for people with Down, Autism, Fetal Alcohol Spectrum Disorder, Acquired Brain Injury etc.) and rely on state-funding and donations. So I set out to do it myself.

Basically the QMS consists of 4 main items:

  1. Library of Documents: basically a long list of documents which contain and describe (a lot of) workflows and forms. Most of these documents were already written, but all had to be edited to fit in this system. A lot of work!
  2. Fobo (Fout, Ongeluk of Bijna Ongeluk): Mistake, Accident, Near-Accident. Which is a systematic approach to dealing with and learning from (near) mistakes and accidents. The challenge here was to set up a workflow which helps everyone involved to easily report new mistakes or accidents. These reports are definitely not about who is to blame: we try to learn form these reports as a team, and come up with solutions to prevent this from happening again.
  3. Verbeteringen-register: an easy way to get new ideas from employees into a central database, which makes it less likely that these ideas are forgotten and more likely that something will come out of this.
  4. A interactive website with all kinds of info for employees, to make it easy and intuitive to find information or enter forms.

In several other posts I will expand on these 4 items and show you how we did this.