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Quality management

A QMS that is a system, not a folder

Controlled documents with version approval, a process register that says who is accountable for what, and a record of exactly who read which policy and when.

Controlled documents, process registry and acknowledgement tracking are live in production.

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Everyone has a QMS. Almost nobody can prove it works.

Accreditation requires a quality management system, so every provider has one: a folder of Word documents, each with a version number in the filename, several of which are out of date, at least one of which exists in three versions on three laptops. The documents are real. What is missing is any evidence that the current version is the one in use and that the people bound by it have seen it.

  • Three versions of the same policy, and no authoritative answer about which is current.
  • No record of who approved a document, or when it was approved.
  • Staff sign an acknowledgement register once, at induction, and never again.
  • A policy changes and nobody bound by it is told.
  • Processes exist in people’s heads, so when someone leaves the process leaves with them.

What the QMS module does

Controlled document register

One register of every controlled document, with the current version unambiguous and superseded versions retained rather than deleted.

Version, approval and publication

A document is drafted, approved by a named person, and then published. Until it is published it is not in force, and the register knows the difference.

Read-and-acknowledge tracking

Who has read which version, and when. Not a signature at induction — a record per document per version per person.

Process registry

Your processes and procedures written down as records rather than as attachments, so they survive the person who wrote them.

Accountability matrix

RACI against each process: who is responsible, who is accountable, who gets consulted and who gets told.

Reader-rank access

Documents reach the people they apply to. Learners see the policies that bind learners, and nothing else.

Getting control of the documents

  1. 1

    Load the register

    Bring your existing policies and procedures in as controlled documents with an owner each.

  2. 2

    Approve and publish

    A named approver puts a version into force. Drafts stay drafts.

  3. 3

    Push acknowledgement

    The people bound by a document are asked to read it, and the register records that they did.

  4. 4

    Revise with a trail

    A new version supersedes the old one, and acknowledgement starts again for the people it affects.

What this does not do yet

  • Phase 1 covers controlled documents and the process registry. Scheduled internal audits, non-conformance and corrective action (NC-CAPA), management review and automated review-date sweeps are on the roadmap and are not available today.
  • Documents can be sent for electronic signature under section 13(2) of the ECT Act — an ordinary electronic signature, not an advanced one. Fields are placed by dragging them onto the page, layouts can be saved as reusable templates, and reminders go out automatically. Signers are emailed their signing link and need no account.

Questions providers ask

Is this ISO 9001 certified?
No, and be careful of anyone who says their software is. ISO 9001 certifies an organisation’s quality management system, not a piece of software. What this module does is give you the document control, approval trail and acknowledgement records that a 9001 audit — or a QCTO site visit — will ask you to produce.
How is this different from a shared drive with folders?
A shared drive stores files. It cannot tell you which version is in force, who approved it, who has read it, or who is accountable for the process it describes. Those four questions are the entire content of a document-control finding, and a folder cannot answer any of them.
Can learners be required to acknowledge policies?
Yes. Learners see the policies that apply to them in their own portal and acknowledge them there, which is what lets you show a learner was told the rule before they broke it — useful in an academic integrity or disciplinary case.
What happens to old versions?
They are superseded, not deleted. The register keeps the history, so you can show what the policy said at the time something happened rather than only what it says now.
Does it handle our accreditation evidence too?
The QMS holds the controlled documents. Accreditation evidence about learners — portfolios, assessment records, workplace verification — lives in the evidence and assessment modules, and audit readiness pulls both together.

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