Case Study · Quality & Compliance
QIMS - Quality Inspection & MDCC Management System
At a Glance
One platform for the full inspection-to-dispatch lifecycle
Digitize and streamline the end-to-end quality inspection, compliance, and Material Dispatch Clearance Certificate (MDCC) process. The QMS provides a centralized platform to manage the complete lifecycle of Purchase Orders (POs) and Letters of Intent (LOIs), from supplier initiation and inspection allocation to quality approvals, document management, and final dispatch clearance.
The Challenge
Challenges
Fragmented Workflows
Coordinating suppliers, the quality team, third-party inspection partners, and approvers across multiple inspection stages.
Manual Data Handling
Managing purchase order (PO) and Letter of Intent (LOI) information while minimizing repetitive data entry.
Approval Delays
Ensuring timely reviews, approvals, and follow-ups across multiple stakeholders.
Document Management
Maintaining inspection reports, compliance documents, photographs, and clearance certificates in an organized and accessible manner.
Compliance Tracking
Standardizing inspection, document verification, and certification processes, including Certificates of Compliance (COCs) for eligible small items.
Limited Process Visibility
Tracking workflow status, pending actions, rejections, and escalations throughout the material clearance lifecycle.
Our Approach
Solutions
SAP Integration
Integrated SAP APIs to retrieve PO/LOI details and populate inspection workflows, reducing manual data entry.
Centralized Supplier Portal
Enabled suppliers to review orders, submit Inspection Call Sheets (ICS), upload supporting documents, and initiate inspection workflows.
Automated Inspection Management
Streamlined inspection allocation, scheduling coordination, Inspection Report (IR) submission, and quality team reviews.
Configurable Approval Workflows
Implemented approval, rejection, hold, recall, and reopening mechanisms, with time-based approvals and escalation rules.
Centralized Document Management
Integrated OneDrive for storing and retrieving inspection reports, compliance documents, photographs, and MDCCs in PDF format.
Automated MDCC Generation
Enabled the quality team to generate Material Dispatch Clearance Certificates following the required approval process.
Digital COC Processing
Introduced a dedicated workflow for eligible small items, enabling COC submission, review, and direct MDCC generation upon approval.
Automated Notifications and Ratings
Enabled email and mobile notifications at relevant workflow stages, along with separate supplier and inspection partner ratings.
Technology
Tech Stack
The Impact
Results
Faster Processing
SAP integration, automated workflow routing, and configurable time-based approvals help reduce administrative delays.
Reduced Manual Effort
Automated data retrieval, document submission, notifications, and MDCC generation minimize repetitive activities.
Improved Traceability
Centralized document storage and structured approval workflows improve access to inspection reports and compliance records.
Improved Process Transparency
Established a structured workflow to track inspection progress, approval decisions, and pending actions.
Enhanced Compliance and Traceability
Standardized inspection reporting, document management, and material dispatch clearance procedures.
Better Stakeholder Accountability
Defined responsibilities and introduced supplier and inspection partner rating mechanisms to support performance monitoring.
By the Numbers
Performance Metrics
- 30-40%
- Reduction in Processing Time
- 40-50%
- Reduction in Manual Effort
- 50-60%
- Faster Document Retrieval
- 30-40%
- Less Approval Coordination Effort
- 60-70%
- Less Manual Notification Effort
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