Questionnaire: AI-Assisted Quality Management

Welcome to our questionnaire!

The purpose of this questionnaire is to better understand your needs and challenges in the area of quality management.
We are developing a Document Management System (DMS) aimed at drastically reducing the effort required for certifications.
Imagine:

Procedural instructions required for certification can be automatically created based on just a few questions.
Process diagrams are intelligently generated.
Work instructions can be generated by AI, for example, from videos of process flows.
The AI creates drafts for risk assessments and workplace assessments (e.g., for ISO 45001) that are sufficient for an audit.

Your feedback is crucial for developing a system that offers you real added value.

Not all questions need to be answered. However, the more detailed your answers, the more helpful it is for us.

Your Contact Details

Your Name:

Your Email Address:

Initial Situation

1. What is a higher priority for you in a (new) management system?

Passing the audit with as little effort as possible.

A tool that provides long-term added value in daily operations and makes daily work easier.

2. In which industry do you work and how many employees does your company have?

3. Does your company already have an established management system or one or more certifications?

Yes

No

4. How do you currently manage documents, processes, and quality data? (e.g., folder structures, SharePoint, specialized QMS tool…)

Pain Points

5. Where do you feel you waste the most time on QM tasks, or where do you see the biggest time sinks? (Multiple selections possible)

Writing 8D reports (or other corrective action reports)

Conducting audits (preparation, execution, follow-up)

Creating work instructions

Creating process descriptions

Document search and filing

Training organization and tracking

Preparing the management review

KPI tracking and analysis

Other:

6. What currently causes you the most difficulties with document or process changes? (Multiple selections possible)

Identifying all affected documents/processes

Distributing the changed documents

Tracking the implementation of changes

Ensuring all relevant employees are trained

General time spent on making adjustments

Risk assessment of the impact of the change

Other:

7. What challenges do you face with internal/external audits or customer/authority inquiries?

Feature Requests & Priorities

8. Document creation and monitoring is often limited with classic tools like Word/Excel. A web-based display (similar to Notion) could offer more possibilities (e.g., better linking, dynamic views, integrated workflows). How important is it for you that documents continue to be primarily generated in Word or Excel? Are you open to new ways if there is still an export option to Word/Excel?

Very important, we want to stick with Word/Excel.

Rather important, but open to new things with an export option.

Neutral, as long as the functionality is right.

Rather open to web-based solutions with an export option.

Very open to modern web-based solutions, export is nice-to-have.

9. How valuable would an AI that creates drafts for QM documents be for you? For example, for procedural instructions, forms, 8D reports, management reviews, or Certificates of Conformity (COC).

10. Imagine that with every change (e.g., to processes, products, procedures), an AI automatically analyzes which documents, processes, and risks are affected, what adjustments are required according to your QMS, and what training becomes necessary. How helpful would this be for you?

11. How important do you find AI-assisted root cause analysis and suggestions for actions for deviations?

12. How important is AI-assisted risk management to you (e.g., proactive risk detection, assessment suggestions for FMEA, ISO 45001 workplace assessment)?

13. To what extent do you see potential in AI-generated training materials and automated knowledge tests?

14. Would the ability to create work instructions from videos (e.g., of process flows on the shop floor) using AI be useful for you?

15. Which systems (ERP, MES, LIMS, HR software…) would need to be connected to provide real benefit?

16. What general wishes or expectations do you have for an AI-assisted document management and process system (DMS) that have not been mentioned so far?

Purchasing Criteria & Budget

17. What are the three most important criteria for you when selecting a QMS tool?

18. In which area do you expect the greatest cost savings or efficiency gains from a new system?

19. What annual budget would you realistically plan for a QMS Software-as-a-Service (SaaS)?

20. When would be the earliest feasible start date for implementing a new system in your company?

Conclusion

21. What doubts, concerns, or risks do you see with an AI-assisted solution for your management system?

22. If you look back in 12 months on the implementation of such a system: How would you know that the project was a complete success?

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