The 5C rule
Digitalising your management system is an important choice for your company. That's why it's important to carefully consider a number of criteria, so that you can make the best choice for you and so that the solution you choose can easily grow with your business. Here are the 5 key criteria to put in place an effective solution for digitising your QSE management system.
1. Business content :
- Does the solution cover all standards chapters that interest you (e.g. can you do thestakeholder analysis in the solution)? Is it a truly comprehensive solution, and does it really save you from having to use business spreadsheets alongside the solution?
- Does the system offer business content automated checklists, etc) that save you time?
- Are you notified early enough about forthcoming changes to regulations and standards so that you can anticipate them with peace of mind?
- Was the solution developed by QSE experts ? (e.g. with many years' experience in setting up management systems and auditing ISO, eduQua or other management systems)
- IT support and a business support are they available?
- Is support available in the language users (e.g. for Switzerland: French, German, etc. International English, etc.)
2. Customisation capability :
- Does the solution enable you to build and customise your management system in your own image, according to your own needs (by creating the relationships that seem relevant to you). For example, if it is important in your sector to link strategic objectives to operational risks, or to link training to course materials, can you do this directly?
- Does the solution enable you to customise fields and forms with your own customisable vocabulary (for example, if you talk about "business" and not "function", can you adapt the labels to suit your needs?
- If the standards change, do you have the option of adapting your management system with a new standard? simple configuration of the architecture the database?
- Do you have the option of manage several branches potentially using different languages?
- Do you have the option of setting up and using several risk analysis methods ? (e.g. one method for OHS risks, one method for financial risks, one method for IT risks, another for chemical risks, etc.).
- Do you have the option of develop your own modules and functionalities?
- Can you create your own automation (notifications, etc.)
3. Interfacing capability :
- Is the solution really can be integrated into the IT environment of your company, using dynamic interfaces with other data (e.g. staff list, supplier list, customer list, event log, etc.)?
- Do you have the possibility ofeasily interface the solution with collaborative platforms and internal social networks such as Teams, Whatsapp, Slack, etc. so that you can centralise your notifications?
4. Collaborativity :
- Is the technology used by the solution modern? fast and responsive ?
- Do you have the possibility of sharing access to information and feedback to your management system throughout the organisation, including for people who do not have business licences, at no extra cost (e.g. operational staff)?
- Can you use the solution in several languages ?
- Can you make dynamic forms available (e.g. to connect customer satisfaction surveys or feedback from near misses to your management system).
- Do you have the possibility ofimport/migrate data easily by yourself without having to go through the IT department or the software company every time?
- Is the application visual (possibility of integrating workflows, images, diagrams, videos)?
- Do you have the option of easily recording and sharing your customised reports (e.g. your filters, queries, etc.).
- Can you easily give listeners access to your management system without having to apply for additional licences?
5. Compliance :
- Does the software really comply with recognised requirements? For example, for process modelling, does it incorporate all the requirements of recognised standards (e.g. the ISO 14001 standard)? BPMN standard) and not restricted versions of these standards?
- Are you free to retrieve all your data in standardised portable formats at any time? For example, can you retrieve your processes in .xml or .bpmn formats?
- Is data hosted in compliance with the RGPD and the LPD?
- Are the application and data hosted in the country where your company does business?
- Does the company have an in-house certified Data Protection Officer?
... and a bonus: to help you make the right choice!
- Le billing method of the solution (e.g. monthly invoicing for licences, free choice of commitment period)?
- Does the pricing model allow you toaccess all modules Or do you have to pay each time to add an additional business module?
- Do you have the possibility ofaccess to a test area ("sandbox") free of charge with meaningful data for your business or your own data?
