Integrated management system software has played an integral role in the business world. ISO 14001 for environmental management, ISO 45001 for occupational health and safety and ISO 9001 for quality management systems are the most commonly adopted standards issued by the International Organisation for Standardisation.
An IMS software enables companies or businesses to comply with international regulations related to quality, health, safety and environment to avoid any unnecessary penalties. It makes sure that the working of an organization aligns with industry standards and technological innovations without losing its relevance and maintaining a safe working environment for its employees.
This blog explores the fundamentals of integrated management system software and outlines the criteria for selecting the best-suited tool.
What is an Integrated Management System Software?
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An integrated management system consolidates various operational aspects of an organization, aligning them with standards like quality control, environmental factors, and health and safety management. The main aim of having such a system includes combining existing formal systems and implementing the best practices throughout the organization for comprehensive management.
Some of the most famous integrated management systems are Quality Management Systems (QMS), Occupational Health and Safety Management Systems (OHSMS), Environmental Management Systems (EMS) and so on.
To ensure that a business or a company has these systems in place, software can be used to minimize human error to the maximum extent. The 4 main benefits of having an integrated management system software are:
- Reduction in audit fatigue and overhead costs.
- Effective usage of time by the senior management.
- Effective monetisation of resources to implement and manage systems.
- Skip any kind of duplication efforts and achieve a budget-friendly certification.
9 Criteria To Consider When Selecting an Integrated Management System Software
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Here are 9 points to remember when selecting the best integrated management system software so that you can avail the benefits of the software according to your requirements.
Organizational Needs and Requirements:
Before deciding upon which integrated management system software to deploy, make sure that your choice aligns with organizational needs and requirements. Tailoring software according to your needs is a must to avail maximum benefits. Also, ensuring that the software is industry-specific and relevant is a must.
Flexibility and Adaptability:
Business environments differ in scale and level of complexity. Therefore, make sure that your integrated management system software is flexible enough to get incorporated seamlessly into the existing system. The management system should also be able to organically grow with the expansion of the business and get updated as soon as new standards are introduced by the agencies.
Easy-To-Use Interface:
For faster adaptation, the interface of the software must be user-friendly. This will foster user engagement and make the training process easier. By having a user-friendly interface, employees can avail the benefits of software to its full extent and explore ways to improve their performance and increase their productivity.
Seamless Integration with Existing Systems:
Seamless integration of software in the existing system lowers redundancy, organizes data exchange and presents a holistic view of production processes. Not only that, effortless integration into the existing system also reduces extra costs as no new software has to be installed for optimisation.
Regulatory Compliance:
Adhering to local, national and international rules and standards is a must for businesses and companies. Integrated management software must offer comprehensive capabilities for monitoring and managing compliance. This also enables companies to avoid unnecessary penalties and maintain a positive reputation in the industry. Thorough auditing and detailed reporting must be a part of this system for the best outcomes.
Data Privacy and Data Security:Â
Owing to the high sensitivity quotient of data handled by IMS software, companies need to prioritize strong security measures. Therefore, make sure the software of your choice complies with industry standards to maintain privacy and data security, follows encryption protocols and maintains the integrity of the saved data.
Consistent Upgradation:
Installing an integrated management system software is not a one-time job. It is there to ensure continuous improvement of an organization and to ensure that timely remedial actions and proactive steps are taken on the basis of insights gained after analyzing data.
Ability to Assess Risk:
Good software must offer real-time reporting of issues to the management, identify potential risks and keep track of accidents to avoid the same mistakes again. This assessment and management of risks is a must to make a roadmap to avoid similar mishaps in the future.
Mobile Accessibility Â
Owing to the current competitive environment and strictness with rules and regulations, companies must opt for a software that offers mobile accessibility. Workers involved in manufacturing, assembly or production processes must have access to safety procedures and be able to participate in training sessions.
Conclusion
Selecting the right IMS software needs a lot of brainstorming and consideration of multiple factors. By prioritizing risk assessment, data privacy, the ability to comply with regulatory standards and reporting on issues in real-time, companies can come up with solutions that promote a collaborative work culture and promote safety.
However, make sure that the IMS software that you select reduces overhead costs, is the latest version and minimizes disruption that may be caused because of external audits.
Effivity offers exceptional software services catering to diverse needs that ensure employee safety and compliance with regulations. Try it for free and avail the advantages today!
Frequently Asked Questions
What are the 3 main integrated management systems?
The 3 main integrated management systems are ISO 9001, ISO 45001 and ISO 14001. The main functions performed by these systems are quality control, complying with environmental standards and meeting high occupational and health safety standards.
What is the main objective of having an IMS at the workplace?
An integrated management system consolidates multiple management systems to allow for a more streamlined and efficient process within an organization. A QMS, on the other hand, is a system that ensures an organization’s products meet the defined quality standards. by various systems within a single organization. It simplifies work, helps in avoiding conflicts and minimizes duplication of documents.
What are the 3 core functions of IMS?
The main functions of an IMS are ensuring compliance with national and international frameworks of working, improving performance by streamlining processes and leaving no room for human error.
What is the difference between QMS and IMS?
An integrated management system (IMS) unifies management systems and promotes a streamlined way of working within an organization. However, a Quality Management System (QMS) is a singular framework that focuses on ensuring that the organization’s products adhere to specific quality standards.
What is the best way to implement an Integrated Management System in an organization?
Assessing requirements, defining clear objectives and ensuring support from the top management of a company is a good way to start the implementation process of IMS. Comprehensive training to employees and focusing on consistent upgradation works best and reduces room for error.
