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May 9 | Posted By

Things To Remember While Buying QMS Software


Technology can be a useful tool when implementing a Quality Management System (QMS). When searching for a vendor, you must be clear about what you are looking for and who is able to provide it. Here are some key steps to help you in the decision making process:

Buying QMS Software

Identify your needs

Clearly identify your needs. Your needs should guide the rest of the buying process. If you are not sure what your needs are, then ask yourself (and others) questions surrounding key facts, such as:

  • What do you want from the software?
  • Who is currently using the software?
  • What are the key feature requirements?
  • How much are you prepared to spend?

Create an exhaustive list of possible vendors

Do a thorough internet search to compile a list of all the possible suppliers in the market. When creating the list, keep the following requirements in mind:

  • The software should have the most important features you have identified
  • The supplier should offer strong customer support and quality service
  • Implementation should be easy
  • The vendor should have previous experience with customers similar to yourself
  • The solution offered should be customized
  • The solution offered should be within your budget range

Narrow your list

Once you have your list, narrow it down to a few candidates. Each candidate should have met most, if not all your requirements. You can then ask the candidates on this list for a demonstration.

Think of scenarios

Come up with as many real life scenarios as possible to give the vendors. The vendors can tailor their demos to suit your scenario. When you have seen the demos, you can then determine which one is best able to handle the situations that arise in your organization.

Take notes

When you have viewed each demo, take note of what you see. What were the good things? What was not so good? Make sure that your vendor knows what features you are looking for and what scenarios you want them to tackle.

Ask for references

Ask the vendor for references. You can find out important information from the references, such as hidden costs, bugs, efficiency and possible alternatives. Also, does the referee have anything to gain from being a reference?

Talk to your team

Ask for your team’s input. Whoever is going to be using the software should have an opinion on its suitability. Let them see the demo and ask if they see the same value, or if they prefer different software.

For further information or advice selecting the best QMS software, give us a call or come visit us today. Our specialists can help you find the best solution for your business needs.