How You Can Cut Costs and Save Money with a QMS

In a large operation with several assets, procedures, and locations, managing operational content and keeping it updated is a time-sensitive and high-cost process which requires input from management and Subject Matter Experts (SMEs). Content and procedures are typically stored in binders, filing cabinets, and rarely receive feedback from those who are closest to high-risk tasks: field workers. 

To reduce incidents, field workers need to be involved in the review process. Management also needs a better way to make content reviews more efficient. So how can the content review process be streamlined, and how can the associated cost be reduced?

A Quality Management System (QMS) can reduce the chance of incident by connecting field workers to the content review process and can reduce administrative costs by reducing the effort associated with content reviews.

First, let’s see how field workers take part in the review process.


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Reducing incidents and connecting workers

After the QMS is implemented, content reviews become easier as both workers and SMEs can leave comments on the digital procedures and digital content they use in the field day-to-day, letting management know about corrections faster.

Your field workers know your operation best, so rather than waiting for an incident to happen, field workers and SMEs can use their knowledge to contribute to a safer work practice. Over time, your field workers will feel like they own the content they use every day.

Imagine a field worker is completing a task where they must start a pump when they discover that the temperature of the pump is abnormal. The field worker then shuts down the pump and discovers that there is debris and dirt in the pipe system. Before, the field worker would need to leave the task site to contact an SME or remember to make management aware of the correction after the procedure is complete. However, there’s no guarantee the feedback will be acted upon or get lost in a stack of papers on someone’s desk.

With access to a QMS, a field worker would leave a comment on the procedure in the flow of work to let management know an additional step for flushing the system is required, making the task easier and safer for the next field worker. This action is tracked, the comment is tagged, and now becomes governed in the electronic workflow.

The QMS keeps operations organized and transparent with enforced due dates, escalation, and reporting. The lack of accountability in normal paper-based programs can lead to poor procedure use culture in organizations, and workers lose trust in the process when feedback is not acted upon in a timely manner. With a QMS in place, organizations can avoid substandard quality in procedures, inaccurate content, and will see the benefits of improved training and human performance. When workers are involved in content reviews, organizations can save millions as incidents and maintenance costs are reduced through operations ownership and proactive error correction.   


See how a QMS has impacted clients using AcceleratorKMS

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Incidents are also reduced in other ways. A QMS makes operations safer by ensuring field workers only see the latest version of a digital procedure when doing their job, preventing an incident in the event an outdated procedure is used.

If an incident does occur, field worker response time is increased as automated workflows let those in the facility know to take appropriate actions.


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Cutting costs and management effort

A QMS further cuts operational costs by reducing the unnecessary administrative effort associated with content reviews through organic and annual reviews.

Annual reviews keep operations running smoothly by keeping management aware of what content is going to become outdated and potentially hazardous to use.

Organic reviews reduce administrative effort even further by eliminating the need to review procedures actively being used and updated by field workers. This means that management will always review content that is high-priority while leaving other procedures to be reviewed by the field workers who are most familiar with them.

With a QMS in place your workers are able share their expertise to make operations safer, and management can update content easier. This means more time for focusing on other critical operational tasks and contributing to the bottom line.

Are you ready to see up to a 95% reduction in the effort for annual procedure reviews and a safer place to work? Contact Innovatia Accelerator today for a demo of AcceleratorKMS today.


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Izionworu, Vincent & Ukeame, Maxwell. (2017). Effective service delivery through quality management system (QMS) in oil and gas servicing companies, a case study of selected firms, Port Harcourt. Chemistry International. 3. 106-113.

PECB ISO 9001:2015 Quality Management Systems - Requirements Whitepaper