The challenge
DNA’s quality management system had grown organically over time. It was largely manual, mostly paper-based and increasingly difficult to manage. Multiple spreadsheets handled quality processes individually, creating what Jacquelyn Warn, Director of Quality and Regulatory Affairs, described as “a disparate and cumbersome system to manage.”
To address the limitations, DNA developed MS Access databases to distribute quality management and reporting across multiple users. But this came with its own problems. Significant quality department resources were consistently required to develop, maintain and support the databases. Worse, the system could only be used by one person at a time, locking out everyone else.
The solution
Ideagen Quality Management gave DNA a single, powerful platform where all reporting data is compiled for the entire quality management system. Multiple users can access and update records at the same time, and the quality team can now create meaningful reports and dig into issues at whatever level of detail they need.
Ideagen Quality Management helped DNA overcome multiple obstacles. Once each module was deployed, quality department personnel and resource time allocation were significantly reduced. Managing quality management processes became automated and efficient.
Automated messages and reminders keep key personnel informed and make sure important quality improvements don’t fall through the cracks. SOPs can be reviewed and approved within DNA’s 14-day requirement, including by offsite medical directors. Information is automatically distributed to the right people, with reminders triggered if action isn’t taken.
My staff can now focus on other critical quality issues. Multi-tasking has truly taken on new meaning for our quality department.
The program also offers real flexibility. Organizations can sign up on a quarterly basis to lock in several days each quarter, contract a set number of days per year or purchase on-demand days. Support can be delivered onsite or remotely.
I have been an advocate for Ideagen Quality Management and ECL2, an Ideagen company, since purchase and implementation. It is user friendly, simple and intuitive to configure and meets the organization’s needs. We have leveraged the team’s knowledge in adopting the industry-vetted workflows they have developed to enhance our existing systems. It is a cost effective and efficient way of managing an organization’s quality management system.
The results
Since implementing Ideagen Quality Management, DNA has seen a significant reduction in the time needed to complete quality requirements, with overdue reporting virtually eliminated. The quality team spends less time on administration and more time on the work that matters.
The relationship with ECL2, an Ideagen company, didn’t end at implementation. Ongoing support covers everything from purchase and setup through to configuration, system deployment and continued customer service.
The ongoing support provided by ECL2, an Ideagen company, from purchase and early setup to configuration, system deployment and continued customer service, is outstanding. They are quick to respond and will seek out solutions by any means required to ensure obstacles are resolved. This is an ongoing professional relationship, one that doesn’t end at the purchase of the program.
For an organization whose work directly supports life-saving organ, tissue and eye donation across Arizona, having a quality management system that works as hard as the people using it makes all the difference.
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