Gryffin QIMS
Quality Inspection Management System
From purchase order to dispatch clearance, on one thread.
Purchase orders, supplier submissions, inspection calls, reports, ratings and MDCC clearance live on one governed record that supplier, quality, inspection partner and HOD all work from.
- Built for
- Project procurement, EPC, renewables, capital equipment, vendor quality
- Covers
- PO and LOI to MDCC generation
- Roles
- Supplier, quality, inspection partner, HOD
- Integrates
- SAP purchase module, with API logs on every exchange
Process queue - every inspection flow against its purchase order, with COC and ICS raised from the row.
The problem
The inspection exists. The record of it is in five places.
Inspection is one continuous obligation, but it is usually recorded as a series of unrelated artefacts. When a dispatch is questioned, somebody spends a day assembling proof that already existed - and finds the report was cleared against a plan the supplier had already revised.
ERP
Purchase orders, quantities, delivery dates
Inspection calls, acceptances, reschedules
Drive
Plans and reports, revisions distinguished by filename
Tracker
Status, maintained by one person, true until they take leave
Lifecycle
One sequence, four organisations, no gaps.
Every inspection runs the same five stages. The stage says who owes the next action, and the record cannot skip forward - so a rating is never entered against a report that was never submitted.
- 01
Supplier action pending
Supplier confirms readiness and uploads the plan and supporting documents.
- 02
ICS draft
Inspection call sheet raised and issued to the inspection partner.
- 03
Inspection report draft
Partner records observations, witness points and deviations.
- 04
Rating pending
Quality and HOD assess the report and rate the supplier for the lot.
- 05
MDCC generation
Dispatch clearance generated and frozen against the revisions in force.
Modules
Three modules over one governed record.
The queue is where work happens; PO and LOI are the commercial spine beneath it; revisions are the evidence that survives the audit.
Module · Reports
Performance you can hand to an auditor.
The control centre consolidates workflow, supplier and inspection-partner performance for any period. Every figure is drawn from the operational record, so the report reconciles with the queue by construction.
- Active workflows, completion rate, overdue count and quantity accepted for dispatch
- Reporting period from daily and weekly through to half-yearly, yearly and custom
- Throughput trend plotting started against completed workflows
- Open stage distribution showing where the operational concentration sits
Operational control center - throughput against stage concentration for the selected period.
Module · PO / LOI
The commercial spine under the inspection.
Purchase orders and letters of intent are held centrally with project and supplier context, synchronised from SAP, so every inspection thread is anchored to a real commercial document.
- Central register with PO date, project code, supplier and item count
- Sync from SAP on demand, with API logs kept for every exchange
- Open status tracked per purchase order, drillable to the flows behind it
- Closed POs retained with their full inspection history
PO / LOI register - synchronised from SAP and anchoring every inspection flow.
Module · Document revisions
Which revision was the clearance given against?
Inspection documents are versioned in place against their purchase order and QIMS reference, with the update time and current status on the row - the question that usually surfaces only during an audit, answered from the operational screen.
- Revision register keyed to PO number, project, supplier and QIMS reference
- Update timestamp and current status on every row
- Search across PO, project and supplier
- Retained with the workflow, so clearance evidence stays assembled
Document revisions - every inspection document against its purchase order and QIMS reference.
What changes
The arguments that stop recurring.
The chase becomes a queue
Work waiting on a supplier, an inspection partner or an HOD is visible as a stage with a count against it, rather than a reminder somebody has to remember to send.
Every handoff has a name on it
Stage ownership is explicit across supplier, quality, partner and HOD, so the question of who was holding a lot on a given date has a documented answer.
Audit preparation stops being a project
Calls, reports, ratings, revisions and clearances are already assembled against the purchase order, exportable as one governed record.
Delivery
How it is deployed and supported.
Gryffin Global delivers this as an implementation, not a download. Configuration to your own process is part of the engagement.
- Deployment
- Cloud or customer on-premise
- Roles
- Supplier, quality, inspection partner, HOD, system administrator
- Role configuration
- Per-role screen and action permissions, configurable in the product
- Business rules
- Stage transitions, SLA thresholds and escalation held as configuration
- ERP integration
- SAP purchase-module sync, on demand or scheduled, with API logs
- Master data
- Supplier, project, item and partner masters maintained in-product
- Exports
- Print and CSV on reporting views
- Support
- Process mapping, configuration, supplier onboarding and training
See QIMS against one of your purchase orders.
Bring a live PO and a quality assurance plan; we will run the five stages through the system in the session.
We respond within 12 hours