What the system covers

QDMS is a corporate web application where regulations, directives, procedures and principles, policies, job descriptions, forms and guides — together with business processes and quality records — are managed electronically. The full life cycle of a document, from drafting and publication to revision and withdrawal, is recorded in the system. University activities are defined under the main processes of education and training; research, development and knowledge transfer; social contribution; internationalisation; and strategic management and support services.

Open to everyone

The public section of the system requires no login. Documents can be searched by type, unit and keyword; student and staff documents are reachable from separate headings. The process map, process flow charts, and the separate tracking of internally and externally sourced documents are also in this section.

Every document carries its document number, revision number and publication date in the header, and a permanent link together with a QR code in the footer. Scanning the QR code opens the current version of that document, so the version in force is always reached through the same address and the same code.

For authorised users

After signing in with an institutional e-mail account and selecting a role, authorised users can submit new document and revision requests and record corrective, preventive and improvement actions, stakeholder requests and opinions, PDCA cycles and internal audit planning, implementation and reporting. Each unit has a Data Entry Officer (unit quality representative) responsible for opening requests and entering data, while the head of the unit acts as Unit Approval Officer. New document and revision requests are created only through the “Document Request” and “Revision Request” screens; requests sent outside the system are not processed.

Unit web pages and the integration work

Rather than publishing document files on their own web pages, units are expected to link to the document’s permanent address in QDMS, or to embed the self-updating document list produced by the “Website List Generator”. Work has also begun on integrating the documents on unit web pages with QDMS; once completed, it will be announced separately with an information sheet or training content.

Introduction and “How-To” videos

An introductory video and six “How-To” videos prepared by the Coordinatorship have been published on our web page and in the playlist on our YouTube channel.

The first three videos cover the public section, which requires no login, and are suitable for all students, staff and external stakeholders. The remaining four are intended for the Data Entry Officers and Unit Approval Officers of the units. The system also provides on-screen, step-by-step guides for document search and unit documents.