Cloud-Based Quality Management Systems

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1 Cloud-Based Quality Management Systems

2 The demand for faster production and higher quality has made it absolutely essential that businesses today move with technology instead of against it. They must be able to access information when and where they need it, from the production floor to administrative offices to business meetings all around the world. In fact, the only thing more important than worldwide access is that the information be the most current, up-to-date data available. Unfortunately, this kind of expectation is nearly impossible to meet without the correct tools and software... unless, of course, the organization has learned how to use cloud-based storage (suggest remove storage and replace it with technology) effectively to manage its quality management system (QMS) and production needs. So how, exactly, can businesses use it effectively to ensure that everyone from top management to production staff is able to access the information they need, no matter where they are? To understand this, we must first understand the cloud and what it is (as well as what it isn t). What is the Cloud? In its most simplified definition, the cloud is a data and program storage and access system. Unlike disks, hard drives, and other internal systems that are specific to the location, cloud information is stored, accessed, and run through as remote server on the internet ( the cloud ). These servers are maintained and operated by the service provider, thereby reducing the information technology infrastructure requirements for the client.

3 However, it is important to understand, that management and monitoring protocols shouldn t change for the cloud; it is simply designed to ensure you have what you need on demand. Instead, focus on how you provision and operate the elements and have them on the appropriate scale for your business. 1 Types of Cloud Services When it comes to data storage, there are three basic types of cloud services that businesses use, each with its own set of advantages and disadvantages: 2 Public Cloud: With public data storage, clients receive their own cloud within an infrastructure run by the cloud-service provider. 3 As such, the provider is responsible for security, maintenance, and system resources. The biggest advantages to this type of storage are its elasticity, cost-effectiveness, and access to the latest technology. Unfortunately, security can be a concern with this type of storage. (We will provide some tips on how to reduce the risks.) Private Cloud: For businesses that have their own internal IT team and want exclusive access to their information, there is private cloud computing. Created using the company s own software and hardware, private cloud computing provides more flexibility and greater control over security. But in order to use this form of cloud computing, companies must build their own data centers, which exponentially increases cost. Data can also be more difficult to access with private cloud options. Hybrid Cloud: Hybrid cloud computing is a mixture of both private and public clouds. The company s own IT team manages part of the cloud system in-house and the rest is monitored and managed off-site. This is perfect for companies that want to manage their more sensitive data without having to cover the cost of full private-cloud computing. It is important to note, however, that nearly half of companies using hybrid cloud computing have more than 1,000 employees. This may be due to the somewhat 1 What is Cloud Storage by Techopedia 2 All Cloud Roads Lead to Applications by James Urquhart: 3 What is Public Cloud by Ryan Goodrich, BusinessNewsDaily Contributor:

4 elevated costs and demand for manpower when compared to public cloud computing. Benefits of Cloud-Based QMS Now that we ve established what the cloud is, and what it isn t, let s look at why it s become such a popular application tool for businesses. First and foremost, cloud-based quality management systems enable remote access to any and all needed information from anywhere in the world. Whether you re having a shareholder meeting in Hong Kong, your employees are making deliveries in Boise, Idaho, or your production floor needs the most up-to-date maintenance schedule in Phoenix, Arizona, all the QMS information you and your company needs is right at your fingertips. Depending on the type of cloud computing your company chooses, there can be many other benefits as well, including improved accuracy and communication, as well as remote collaboration. More specifically, users of CEBOS QMS cloud services can expect a product that provides: Functionality Geared to Your Industry s Needs: Businesses aren t cookie-cutter; your cloud-based QMS shouldn t be either. With nearly two decades of industry-specific experience and knowledge, CEBOS can offer a cloud QMS program that works for your business. Flexibility for the Long-Term: Starting small but have big plans for the future? Have a large company but only want to deploy your new cloud-based QMS for higher priority departments, processes, functions, systems, or equipment? CEBOS can provide a system with the kind of flexibility you need for today, and for the future. Predictable, Cost-Effective, and Low-Risk Solutions: For most companies, the decision to expand or upgrade isn t an easy one. CEBOS makes it easier with cost-effective solutions that provide the benefits your company needs at a predictable cost. Clear, Simple, Straight-Forward Use and Deployment: CEBOS makes deployment and integration clear, simple, and straightforward with predefined plans and options that are designed to help your company easily mitigate information, improve the end-user experience,

5 and ensure your employees are trained and ready to use the new system. You with Control Over the Process: No one knows your company better than your company. Here at CEBOS, we understand this. We work closely with our customers to help them develop the right plan for deployment and rollout. Understanding Potential Cloud Risks While cloud computing can be a useful tool for monitoring the quality management system (as well as other aspects of the business itself), there are some potential drawbacks, especially where public cloud computing is concerned. 4 The biggest and most concerning is the possible security risk. But employee hesitation, resistance to change, and cost of training can also pose a very big problem for companies wishing to convert to cloud-based QMS systems. The following tips can help to safeguard and prepare your company for cloud-based QMS computing: Avoiding Security Risks: In order to reduce the risk of security breaches and potential loss of information, companies must do their due diligence. Know what to look for in a cloud-based provider, and know how to best protect your information. Some measures include: 1. Encrypt sensitive data. 2. Ensure appropriate security levels are maintained and mentioned in your service contract. 3. Verify that your service provider monitors performance and safety. 4. Have an exit plan in place, should the service provider be unable to meet your needs. 5. Have an additional storage measure in case of blackout or loss. Preparing Employees for Cloud-Based QMS: You can take all the precautions in the world, but if you fail to address issues at the employee level, your efforts will be futile. Prepare and equip your employees with the following measures: 1. Communicate with employees about the change and why it is necessary. 2. Listen to and address concerns. 3. Consult with and include change-makers within the organization. 4. Use I statements rather than you statements, especially when emotions are high or when addressing problems at the labor level. 4 Cloud Computing: A Small Business Guide by Sara Angeles, BusinessNewsDaily Staff Writer:

6 5. Provide training, materials, courses, and any other measures necessary to ensure that employees are equipped to handle the new system. 6. Keep lines of communication open and ask for feedback to ensure questions, concerns, and complaints are heard. 7. Address complaints, concerns, and questions in a timely and professional manner. Whatever it is you re looking for, CEBOS can help and we d like to show you how. Call us at (810) or [email protected] for more information.