"Since implementing QSToolbox in 2015, ADAMS have now been through two successful surveillance audits for ISO 9001, and we have now integrated our safety management system into QST making it easier to comply with statutory regulations."-- Ron Calabrese (Adams Coachlines)
Adams Coachlines is Perth's premier bus and coach service provider. They have over 45 vehicles of various sizes from 10 seater mini vans all the way up to 62 seater five star luxury coaches.
ADAMS Coachlines have been accredited to ISO 9001 since 2014. They were managing their system documents on a file server and using Excel for all their registers. An auditing body identified an 'opportunity for improvement', recommending that ADAMS should look at a better document control and compliance management system. After considering various options ADAMS chose QSToolbox to manage their documents and compliance system records.
What problems were you having with your old system ?
"We had all our documents on a file server and it was difficult to locate documents urgently. Staff were spending too much time on searching for documentation. Version control was difficult to maintain as everyone had access to the file server and could make unauthorised alterations to documents. Updating the document register was frustrating as there were many similar documents that had not been appropriately filed in a specific location."
"We have a lot of drivers and vehicles out in the field. Our system for managing maintenance was working fine, but keeping track of training and inductions for all our drivers was becoming difficult to manage with Excel. We couldn't easily identify who had specific vehicle or product training without the time consuming task of filtering through columns and rows of data."
Have things improved since Toolbox was implemented ?
"Since implementing QSToolbox in 2015, ADAMS have now been through two successful surveillance audits for ISO 9001, and we have now integrated our safety management system into QST making it easier to comply with statutory regulations."
After implementing Toolbox, what improvements have you observed ?
"The issues module has made the biggest difference to our day-to-day compliance management. It has been really helpful in capturing all the information and evidence around the problem in one place. The improved visibility of issues across all our business units has meant all users of QST at ADAMS can now monitor / implement and take corrective actions in a controlled systematic approach."
"Having a defined documentation structure within QST has really helped us to quickly and effectively retrieve and accurately authenticate our documents and records. It's been much easier to set, communicate, follow organisational policies and best practices, I now have more time to focus on (thinking about holidays) managing risk to the company."
"Knowing we have everything in QST has dropped our stress levels at audit time. There's no more chasing up of information on the file server, Excel or who is responsible and accountable for resolving issues, the auditor can easily find records and documents with a temporary login to QST, and I can now perform my daily business activities with less stress while we are under audit."
"Majority of documentation required to be reviewed by the Auditor i.e. company policies, procedures, employees’ training records, evidence of resolving customer related issues etc. was easily accessible in QST. That not only save us time needed to retrieve and present evidence of compliance with ISO 9001 standard but also reduced amount of documentation kept in paper form."