Quality Management System Implementation with Odoo

Quality Management System Implementation with Odoo

Introduction

This document presents a detailed procedure for implementing the ISO 9001:2015 standard within an organization utilizing the Odoo software platform. It correlates essential clauses of ISO 9001:2015 with pertinent Odoo applications and explains the means by which these applications can be employed to ensure adherence and enhance the Quality Management System (QMS).

Principle: PDCA Cycle with ISO & Odoo

ISO 9001:2015 adheres to the Plan-Do-Check-Act (PDCA) cycle. Odoo provides inherent support for this methodology, as outlined below:

  • Plan: Leverage Odoo applications for the strategic planning of processes, objectives, resource allocation, and risk management. Examples include the Project, Quality, Planner, Todo/Notes, Knowledge, and MRP Planning modules.
  • Do: Execute planned activities utilizing Odoo’s operational applications. This encompasses modules such as CRM, Sales, Marketing, Purchase, Manufacturing, Inventory, Expenses, Field Services, and Task.
  • Check: Conduct performance monitoring and measurement through Odoo’s reporting capabilities, dashboards, quality control checks, and survey tools. Implement corrective actions and process enhancements based on analytical findings.
  • Act: Standardize the processes and procedures utilizing Odoo for quality improvement initiatives and project management updates. Examples include the Knowledge, Website, Blogs, and E-learning.

Getting Started with Odoo for ISO 9001:2015

  1. Assess Your Current Processes: Identify your existing processes, workflows, and documentation practices.
  2. Map Processes to Odoo Apps: Determine which Odoo apps align with your key processes.
  3. Configure Odoo: Set up Odoo applications to match your organization’s needs and ISO 9001:2015 requirements.
  4. Document Procedures: Utilize Odoo Documents, QMS and Quality Related Apps to store and manage all required documented information, including policies, procedures, and work instructions.
  5. Train Employees: Ensure all employees are trained on the new QMS and how to use Odoo to support it.
  6. Monitor and Improve: Use Odoo’s reporting and dashboard functionalities to monitor performance, analyze data, and identify areas for improvement.
  7. Conduct a Comprehensive Process Evaluation: Analyze current organizational processes, workflows, and documentation systems.
  8. Align Processes with Odoo Applications: Identify and select Odoo applications that correspond to core organizational functions.
  9. Customize Odoo Configuration: Configure Odoo applications to precisely reflect the organization’s specific requirements and adhere to ISO 9001:2015 standards.
  10. Establish Formal Documentation Procedures: Utilize Odoo Documents to systematically manage and archive all essential documented information, including organizational policies, operational procedures, and work instructions.
  11. Implement Formal Employee Training: Conduct thorough training for all personnel regarding the new Quality Management System (QMS) and the effective use of Odoo to support its implementation.
  12. Establish a Continuous Monitoring and Improvement Framework: Employ Odoo’s reporting and dashboard capabilities to systematically monitor performance, analyze relevant data, and identify areas for process optimization and enhancement.

Mapping of ISO 9001:2015 Clauses to Odoo Applications

ISO 9001:2015 Clause Key Requirement(s) Relevant Odoo App(s) How Odoo Helps Achieve Compliance
ISO 9001:2015 Clause Key Requirement(s) Relevant Odoo App(s) How Odoo Helps Achieve Compliance
Clause 4: Context of the Organization Store strategic analyses (SWOT, PESTLE) in Odoo Documents. Use Dashboards to consolidate information from various apps reflecting internal performance. Track market trends or competitive information notes within relevant Odoo records or Documents.
4.1 Understanding the organization and its context Determine external/internal issues relevant to strategic direction and QMS. Monitor and review this information. Documents, Dashboards, Various Reporting Apps (Sales, HR, Finance) Store strategic analyses (SWOT, PESTLE) in Odoo Documents. Use Dashboards to consolidate information from various apps reflecting internal performance. Track market trends or competitive information notes within relevant Odoo records or Documents.
4.2 Understanding needs of interested parties Determine relevant interested parties and their QMS requirements. Monitor and review this information. CRM, Surveys, HR (Employees), Purchase, Website Portal Manage customer data, communications, and requirements in CRM. Use Surveys to collect feedback from customers, employees, and other stakeholders. Manage employee requirements and information in the HR module. Manage supplier requirements and performance in Purchase. Use Website Portal for customer interaction and feedback.
4.3 Determining the scope of the QMS Define boundaries and applicability of the QMS. Scope must be documented. Documents, Settings (system-wide & app-specific), Knowledge Formally document the QMS scope, including products/services covered and justifications for non-applicable requirements, in Odoo Documents with version control. Odoo’s modularity and app configurations implicitly support defining the operational boundaries of the QMS.
4.4 QMS and its processes Establish, implement, maintain, and continually improve the QMS processes. Determine inputs, outputs, sequence, criteria, resources, responsibilities, risks, evaluation, and improvements for processes.  All Odoo Apps, Documents, Studio (for customization), Quality Odoo apps (Sales, Manufacturing, Inventory, etc.) inherently define and manage numerous business processes with inputs, outputs, and sequences.  Use Studio to customize processes or add fields for specific QMS data. #- Define process criteria, responsibilities (via user roles), and link to resources within app configurations. Store SOPs, process maps, and related documentation in Odoo Documents. The Quality app helps define and control process quality points.
Clause 5: Leadership Top management can use configurable Dashboards for QMS performance overview. Communicate QMS importance, policy, and objectives via Discuss, Email, or internal Website blogs. The HR module helps define roles and responsibilities.
5.1 Leadership and commitment Top management ensures policy/objectives alignment, integrates QMS, promotes process approach & risk-based thinking. Dashboards, Discuss, Email, HR (Employees), Website (News/Blogs) Top management can use configurable Dashboards for QMS performance overview. Communicate QMS importance, policy, and objectives via Discuss, Email, or internal Website blogs.  The HR module helps define roles and responsibilities.
5.2 Policy Establish, implement, and maintain a quality policy. Communicate the quality policy. Documents, Website, Discuss, HR (Employees), Odoo Knowledge App Document the Quality Policy in Odoo Documents (version controlled, accessible). Publish the policy on the company Website for external stakeholders.Use Discuss or internal communication channels within HR to ensure it’s understood and applied within the organization.
5.3 Organizational roles, responsibilities Ensure responsibilities and authorities are assigned, communicated, and understood. HR (Employees, Organization Chart), Settings (Users & Companies) Define job descriptions, roles, and organizational structure in HR (Employees). Assign specific system access rights, process ownership, and approval authorities through Users & Companies settings in Odoo, ensuring clear responsibilities.
Clause 6: Planning Use Odoo Documents to maintain risk registers and opportunity assessments. – Manage actions to address risks/opportunities as tasks or projects in the Project app. The Quality app (e.g., FMEA-like analysis if customized, or tracking risk mitigation for quality processes). – Add custom fields using Studio to track risks/opportunities directly on relevant records (e.g., a sales opportunity).
6.1 Actions to address risks & opportunities QMS intended results, enhance desired effects, prevent undesired effects, achieve improvement. Plan actions and evaluate effectiveness. Project, Documents, Quality, Custom fields (via Studio) in relevant apps (CRM, Sales, MRP) Use Odoo Documents to maintain risk registers and opportunity assessments. Manage actions to address risks/opportunities as tasks or projects in the Project app. The Quality app (e.g., FMEA-like analysis if customized, or tracking risk mitigation for quality processes). 
6.2 Quality objectives & planning to achieve them Establish measurable quality objectives consistent with policy. Plan actions: what, resources, who, when, how evaluated. Project, Quality, Dashboards (KPIs), Surveys, Documents Document quality objectives in Odoo Documents. Track progress towards objectives using KPIs on Dashboards (e.g., customer satisfaction from Surveys, defect rates from Quality). Use the Project app to plan, assign, and track activities to achieve quality objectives, including resource allocation and timelines.
6.3 Planning of changes Carry out QMS changes in a planned manner considering purpose, consequences, integrity, resources, responsibilities. Project, Documents, PLM (Product Lifecycle Management) Manage QMS changes through the Project app to ensure planned execution. Document change management plans, impact assessments, and approvals in Odoo Documents. For product/service design changes, the PLM app offers structured change management (ECOs/ECRs).
Clause 7: Support 
7.1 Resources Determine and provide necessary resources (people, infrastructure, environment, monitoring/measuring resources, organizational knowledge). HR (Employees, Recruitment), Maintenance, Inventory, Quality, Documents, eLearning, Website (Blog/Wiki) HR: Manage personnel, recruitment, skills. Maintenance: Manage infrastructure, equipment, and calibration schedules for monitoring/measuring resources. Inventory: Manage tools. Quality: Manage monitoring and measuring equipment records. Documents / Website (Blog/Wiki) / eLearning: Maintain and share organizational knowledge (procedures, lessons learned).
7.2 Competence Determine necessary competence; ensure persons are competent (education, training, experience). HR (Employees, Skills, eLearning, Appraisal) Use HR (Employees/Skills) to define competency requirements for roles. Track employee qualifications, experience, and training records. Manage training programs and track completion using HR (eLearning). Document evidence of competence (certificates, training records) within employee profiles or Odoo Documents.
Clause 8: Operation
8.1 Operational planning and control Plan, implement, and control processes for providing products/services. Manufacturing (MRP), Sales, Purchase, Project, Inventory, Quality MRP: Plan and control manufacturing operations, BoMs, routings. Sales/Purchase: Manage order fulfillment and procurement processes. Project: Plan and control service delivery projects. Inventory: Manage material flow and storage. Quality: Define and implement quality control criteria within operational processes.
8.2 Requirements for products & services Customer communication, determining and reviewing requirements (customer, statutory, organizational). CRM, Sales, Website/eCommerce, Helpdesk, Documents CRM/Sales: Manage customer communications, capture product/service requirements, handle inquiries, orders, and changes. Conduct sales order reviews within Sales. Website/eCommerce: Provide product/service information. Helpdesk: Obtain customer feedback and handle complaints. Store requirement specifications in Documents or as part of product masters.
8.3 Design and development Establish, implement, and maintain a design and development process (planning, inputs, controls, outputs, changes). PLM, Project, Documents PLM: Manage the entire design and development lifecycle, including stages, ECRs/ECOs, BoM management, document linking, reviews, verification, validation activities, and design outputs. Project: Manage D&D projects, tasks, resources, and timelines. Documents: Store and control D&D documentation (specifications, drawings, test reports).
8.4 Control of externally provided processes, products & services Determine controls for external providers based on risk. Criteria for evaluation, selection, monitoring, re-evaluation. Ensure adequacy of requirements communicated. Purchase, Inventory, Quality (Vendor Quality), Documents Purchase: Manage supplier information, RFQs, purchase orders, and track supplier performance. Document supplier evaluation criteria. Inventory: Manage incoming products from external providers. Quality: Perform incoming quality inspections (control points) for externally provided products/services. Store supplier contracts, evaluation records, and communication in Documents.
8.5 Production and service provision Implement controlled conditions, identification & traceability, handle customer property, preservation, post-delivery, control of changes. Manufacturing (MRP), Inventory (Lots/Serials), Sales, Field Service, Quality, Maintenance, PLM MRP: Control production processes, work orders, routing adherence. Inventory (Lots/Serials): Ensure identification and traceability of products and components throughout the process. Handle customer property with care, potentially tracking it using specific inventory locations or custom fields. Inventory: Manage preservation of products through proper storage conditions and handling. Sales/Field Service/Helpdesk: Manage post-delivery activities (warranty, support). PLM/MRP: Control changes to production/service provision.
8.6 Release of products and services Implement planned arrangements to verify requirements met before release. Retain documented evidence of conformity and authorization. Quality Control (Control Points, Quality Checks), Inventory, Sales Quality: Implement final quality checks and control points before product/service release. Record evidence of conformity (pass/fail results, measurements) directly in Odoo Quality Checks. Manage release authorization within the workflow (e.g., quality team approval before shipment in Inventory/Sales).
8.7 Control of nonconforming outputs Identify and control nonconforming outputs to prevent unintended use/delivery. Take appropriate action (correction, segregation, etc.).  QMS Module. Quality (Alerts, Non-conformances), Inventory (Scrap, Quarantine), Maintenance Quality (Alerts/Non-conformances): Identify, document, segregate, and manage nonconforming outputs. Track actions taken (correction, rework, scrap). Inventory: Manage nonconforming products in specific quarantine locations or scrap them. Maintenance: Address nonconforming equipment. Document all details of the nonconformity and disposition.
Clause 9: Performance Evaluation
9.1 Monitoring, measurement, analysis, evaluation Determine what to monitor/measure, methods, when, and how to analyze/evaluate QMS performance and effectiveness.  Dashboards (all apps), Reports (all apps), Surveys, Quality, CRM, BI Connectors Utilize configurable Dashboards and standard/custom Reports across all Odoo apps to monitor KPIs (e.g., on-time delivery, defect rates, sales performance). Surveys: Measure customer satisfaction and other stakeholder feedback. Quality: Track quality metrics (inspection results, non-conformance rates).
9.2 Internal audit Conduct internal audits at planned intervals to verify QMS conformity and effectiveness.  Audit (if available/customized), Project, Documents, Calendar, Quality Plan audit schedules using Calendar, Project and QMS module. Store audit programs, checklists, audit scope, and criteria in Odoo Documents. Record audit findings and evidence in Documents or link to records in other apps. Manage corrective actions arising from audits using Quality (Alerts/Non-conformances) or Project. Retain audit reports and follow-up actions as documented information.
9.3 Management review Top management to review QMS at planned intervals for suitability, adequacy, effectiveness, and alignment. Consider inputs (audit results, customer feedback, process performance, etc.)  Documents, Dashboards, Reports (all apps), Calendar Schedule management reviews using Calendar. Compile inputs for management review from Dashboards and Reports across Odoo (QMS performance, audit results, customer satisfaction from Surveys/CRM, corrective actions from Quality). Document meeting minutes, decisions, and action items from management reviews in Odoo Documents.
Clause 10: Improvement
10.1 General Determine and select opportunities for improvement; implement actions to meet customer requirements and enhance satisfaction. Project, Quality, All apps providing data for analysis Identify improvement opportunities from performance data (Clause 9), internal audits, and management reviews. Manage improvement initiatives as projects in the Project app. Use the Quality app for process improvement actions.
10.2 Nonconformity and corrective action React to nonconformities, take action to control/correct, deal with consequences. Evaluate the need for action to eliminate causes, implement actions, review effectiveness. Quality (Alerts, Non-conformances), Project, Maintenance Use Quality (Alerts/Non-conformances) to record nonconformities, conduct root cause analysis, define, implement, and track corrective actions. Review the effectiveness of corrective actions. Update risk assessments (stored in Documents or custom fields) if necessary. If QMS changes are needed, manage them via Project or update relevant documentation in Documents. The maintenance app can handle corrective actions for equipment.
10.3 Continual improvement Continually improve the suitability, adequacy, and effectiveness of the QMS. Consider analysis, evaluation, and management review outputs. All Odoo Apps (as part of the PDCA cycle), Project, Quality This is an ongoing effort supported by the entire Odoo system. Use outputs from analysis (9.1.3) and management review (9.3) to identify areas for continual improvement. Implement improvement actions using Project or specific app functionalities (e.g., optimizing workflows in Sales or Manufacturing, refining quality checks in Quality).

Key Considerations for Odoo & ISO 9001 Implementation:

  • Quality Control Module and QMS: QC and QMS modules are two different modules for Quality Control and Quality management, and administration.
  • Process Mapping First: Clearly define your quality processes before trying to configure them in Odoo. Odoo should support your well-defined processes.
  • Leverage Odoo’s Integrated Nature: The real power comes from how Odoo apps work together (e.g., linking quality issues to manufacturing orders, customer complaints in CRM to corrective actions).
  • Documentation Management: Utilize the Odoo Documents app effectively for controlling your QMS documentation as required by ISO 9001 (Clause 7.5).
  • Customization vs. Configuration: Odoo is highly configurable. Explore standard functionalities thoroughly before resorting to extensive customization, which can make upgrades more complex. 
  • Training: Ensure users are trained not only on how to use Odoo but also on their roles and responsibilities within the QMS.
  • Development Needs: Odoo studio might be applicable for some minor modifications but you need development support when there are multitudes of custom requirements.

How Bista Solutions Drives Odoo Implementation and ISO 9001 Compliance

Achieving ISO 9001 certification or adhering to its family of standards is a significant undertaking that, when combined with an ERP implementation like Odoo, can transform an organization. Navigating both simultaneously requires deep expertise in the ERP platform and a thorough understanding of quality management principles, framework, and implementation knowledge and experience. This is where a knowledgeable partner like Bista Solutions becomes invaluable.

Bista Solutions, with its extensive experience in Odoo implementations, is well-positioned to guide organizations through this dual journey, ensuring that the Odoo platform not only streamlines operations but also embeds the very processes and controls necessary for ISO 9001 compliance.

Expert Odoo Implementation Aligned with Quality Standards:

    1. Rigorous Process Analysis and Documentation: Conduct a thorough analysis of existing processes against ISO 9001 stipulations and meticulously map these within the Odoo modular structure. This ensures the integration of core Quality Management System (QMS) processes, such as document governance, corrective action implementation, risk mitigation, and operational oversight, directly into the Odoo framework.
    2. Strategic Module Configuration: Employ comprehensive expertise in Odoo applications, including Quality, Documents, Product Lifecycle Management (PLM), Manufacturing, Inventory, Project, Customer Relationship Management (CRM), and Sales, to configure these modules in direct support of ISO 9001 requirements, establishing Odoo as the central repository for the QMS.
    3. Targeted Customization for Specialized Needs: While Odoo provides extensive out-of-the-box functionalities, develop precise customizations or utilize Odoo Studio to address distinctive quality management needs or specific industry requirements related to ISO standards, while maintaining system integrity.

The Bista Solutions Advantage:

Collaboration with Bista Solutions offers the advantage of engaging a team proficient in both the technical complexities of Odoo and the strategic requirements of quality management. We facilitate the development of an Odoo environment that is not only operationally effective and accessible but also serves as a strong basis for attaining and upholding ISO 9001 certification, while encouraging an environment of continuous enhancement. Integrating Odoo implementation with ISO 9001 standards from the beginning, Bista Solutions enables you to optimize your investment, minimize redundancies, and cultivate a more robust and quality-centric organization.