Case study
Implementing an ISO 9001-Certified Quality Management System for a Social Sector Association
Konsolute implemented a quality management system for a social sector association, built to meet the requirements of ISO 9001 certification. Policies, procedures, records and audits are now managed in one controlled system, with the evidence the association needs to demonstrate quality to auditors and stakeholders.
Overview
Quality management the organisation can evidence
The client is a UK association working in the social sector. Its services, funders and partners expect it to work to consistent, demonstrable standards of quality.
The association wanted to formalise its approach to quality and achieve ISO 9001 certification. Its policies, procedures and quality records were spread across documents and locations, making it difficult to control versions, show who had approved what and prepare for audit.
Konsolute implemented a quality management system (QMS) that brings document control, records and quality processes together. The system was designed around the requirements of ISO 9001 certification, so the association could run its quality management day to day and evidence it when audited.
The challenge
Turning good practice into auditable evidence
Many organisations follow sound practices but struggle to prove it. Without controlled documents and clear records, it is hard to show that the current version of a procedure is the one being followed, that changes were approved, or that issues were investigated and resolved.
ISO 9001 certification requires exactly that evidence. The association needed a system that made document control, approvals, corrective actions and audits part of normal work, rather than a burden before each audit.
The association needed to:
- Bring policies, procedures and quality records into one controlled system
- Control document versions, reviews and approvals
- Record and track issues, corrective actions and improvements
- Support internal audits and external certification audits
- Meet the requirements for ISO 9001 certification
- Not-for-profit
- Social Sector
- Quality Management
- Enterprise Content Management
- Modern Workplace
- Microsoft 365
- SharePoint Online
- Power Automate
Our approach
Design around the standard, then build it into everyday work
We started from the requirements of ISO 9001 and the association's existing practices, then built a system that made compliance the natural way of working.
Requirements and gap analysis. Konsolute reviewed the association's existing documents and processes against the requirements of ISO 9001. This identified what was already in place, what needed formalising and what was missing.
Document control. Policies and procedures were brought into a controlled library with version history, review dates, ownership and approval workflows. Staff always see the current approved version.
Quality processes. We implemented processes for recording issues, nonconformities and corrective actions, so each is tracked from identification through to resolution and review.
Audit support. The system supports internal audits and preparation for external certification audits, with records and evidence held in one place and easy to retrieve.
Training and handover. Konsolute trained staff on using the system and handed over documentation, so the association could run its QMS independently.
Result
A QMS ready for certification and everyday use
The association now manages its policies, procedures and quality records in one controlled system. Document versions, approvals and reviews are tracked automatically, and staff work from current, approved procedures.
Issues and corrective actions are recorded and followed through to resolution, giving the association a clear record of continual improvement.
With evidence held in one place, the association is equipped for internal and certification audits, and has a QMS designed around the requirements of ISO 9001 certification.
Your questions
Quality management system FAQs
It needs controlled documents, defined processes, records of activity and evidence of review and improvement. For this association, Konsolute designed the QMS around those requirements from the start. The specific requirements depend on the standard being certified against.
Yes. Microsoft 365 provides document management, version control and workflow that can support a QMS. Konsolute’s QPoint product builds on this for documents, corrective actions, incidents, audits and training, with evidence kept in the organisation’s own SharePoint.
A QMS keeps evidence such as approvals, reviews and corrective actions in one place, so it is ready when auditors ask. For this association, records needed for internal and certification audits are easy to retrieve rather than assembled at the last minute.
Talk to Konsolute
Working towards ISO 9001 certification?
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