EVIDENCE-BASED INTEGRATED QUALITY MANAGEMENT SYSTEM AND METHOD

Abstract

The invention relates to a computer-based integrated quality management system for collecting, processing, comparing, and transforming corporate quality data into improvement processes via server and database infrastructure. Its features include: at least one application server enabling user data entry and system operation; at least one database server located separately from the application server and containing a relational database where system data is stored; a data queue where data from external information systems is held before being directly recorded in the master data tables; a scheduled data processor that checks the data queue at specific intervals, verifies the data in the queue, and matches the verified data with the relevant database records; and a calculation unit that compares the target value recorded in the database with the actual value obtained from the data queue or user interface.The system should have a task creation unit that generates an electronic improvement task for the relevant user interface if the comparison result does not meet a predetermined threshold value, and a document management unit that stores the documents uploaded to the system in a file space on the application server and records the access paths and descriptive information of these documents in the database.

Description

EVIDENCE-BASED INTEGRATED QUALITY MANAGEMENT SYSTEM AND METHOD Technological Field: The invention involves collecting corporate quality data through server and database infrastructure. to transform into processes of processing, comparison and improvement It relates to a computer-based integrated quality management system. State of the Art: Quality management processes in higher education institutions are often independent of each other. software, spreadsheets, document folders, and manual reporting methods It is carried out through strategic objectives, performance indicators, risk records, Since action plans and stakeholder feedback are kept in different environments, this data Establishing a healthy relationship between them becomes difficult. This situation arises when multiple instances of the same data... excessive logins, use of outdated records, and institution-wide This prevents a holistic assessment from being made. In current systems, data from external information sources is directly transferred to the main database. Transferring data can increase server load, especially during periods of high usage, and This can lead to the creation of erroneous or duplicate records. Similarly, many a database where numerous reports and evidence documents are stored directly in the database It increases the size, prolongs query times, and negatively impacts system performance. This can have an impact. It is not possible to track which stage of the data transfer process is in. This makes error detection and record verification processes more difficult. In common practices, performance and risk outcomes are mostly only reported, the identified deviations are directly transformed into an improvement task, and this task... Re-evaluating the result is not always possible. Therefore, quality... 1. Management processes cannot be operated in a closed loop; which decisions are made retrospectively tracking whether it is based on data, feedback or documentary evidence This is becoming more difficult. As a result, time and labor are lost, and institutional memory is diminished. It is weakening and the continuous improvement approach cannot be implemented with the desired effectiveness. Strategic education services in patent application number AU2021104073A4 A system and method for management has been described. The document explains how the data is managed at the university. collected from various individuals, university quality indicators and ranking data It compiled a data matrix, filtered out irrelevant data, and developed strategic plans in five key areas. it measures progress towards the goal and links these areas / personnel to the strategic focus. It has been explained. However, the document states that strategic goals should be shared with students / academics / administrators. It has a system structure that determines whether the data collected from the personnel matches the actual data. It is not. To conduct results-oriented training in patent application number US20130185219A1 The system has been explained. However, the document does not include a system structure similar to the PDCA cycle. It has not been explained. Patent application number US20040110119A1 describes a web-based system for educational systems. The information management system has been explained. This system is used in K-12 state education systems and schools. a comprehensive, real-time, interactive, and web-based information system designed for the regions It is a management system. The document in question is solely about the student-focused educational system. It focuses on data collection and analysis. Patent application number US20050053908A1 describes an educational management system, method, and The computer program has been described. This system can be used in physical or online classroom settings. a comprehensive training designed to monitor the progress of instructors and students It is a management system. The document directly addresses the quality of educational outcomes for students and... There is a structure in place for evaluating teacher performance. However, it is geared towards achieving the educational institution's goals and the effectiveness of the processes. There is a lack of a measuring mechanism. 2In conclusion, a new approach that can overcome the disadvantages mentioned above. Technology is needed. Description of the invention: The main purpose of the invention is to create different units and information systems in higher education institutions. to gather scattered quality management data into a common system, The goal is to process and make data traceable. This eliminates manual data collection and duplicate recording. Outdated reports, inability to determine what data the decisions are based on, and problems such as improvement activities being carried out in a disconnected manner Strategic objectives, performance indicators, risks, activities, and feedback are being addressed. By linking notifications within the same system, quality management becomes more organized and efficient. It is being transformed into a sustainable structure. The invention enables the direct transfer of data from external information systems into master data records. Instead, it keeps the data in a data queue and processes this data at specific intervals. This prevents large data inputs from creating a sudden load on the application server. This reduces the number of erroneous or incomplete records and prevents their transfer to the main system. The data transfer process is monitored by marking the data as pending, successful, or unsuccessful. It can be easily tracked. The system compares the targeted values ​​with the actual values. Performance should be evaluated not only through end-of-period reports but also through current data. It allows monitoring. Performance values ​​that fall below the defined limits. or when high-risk situations are identified, the relevant unit has a task to improve the situation. This allows for the creation of a system where problems are not merely reported, The processes for addressing the identified deficiencies will also be carried out through the same system. is being initiated. It is also important that the evidence documents uploaded to the system are not stored within the database. This provides an advantage. The documents are stored in a separate file area on the application server. While being stored, the database only contains path information that allows access to the document and the document itself. Three explanatory records are stored. This structure prevents the database from growing unnecessarily. to prevent, facilitate interrogation procedures and where numerous documents are located In these situations, it helps maintain system performance. The application server and the database server are separate from each other. Its placement enhances system security and operational continuity. The inability of users to directly access the database prevents unauthorized access to institutional data. It also helps protect against interference. Furthermore, it allows users to only... They have the authority to access the relevant units, activities, documents and reports, and corporate information. It ensures that it is managed in a controlled manner. Thanks to the invention, the Plan, Do, Check, and Act stages can all be performed on the same computer. They are interconnected within the system. Which objective does an activity relate to? what it is, what data was used to evaluate it, what evidence supports it, and as a result... It is possible to track retrospectively which improvement action was taken. This This situation ensures transparency and accountability in decision-making processes while being corporate. It also contributes to memory preservation. Because the different modules of the invention operate through a common data structure, it is strategically important for the organization. Planning, performance, risk, satisfaction, documentation, and improvement processes are separate software programs. or does not have to be tracked through separate files. Repeated Reducing data entry and manual reporting saves time and labor. This is achieved by keeping documents and reports digitally, thereby reducing paper consumption. It creates a more efficient work routine. Detailed Description of the Invention: The terminology used here is intended solely to describe specific applications. and does not limit the scope of the invention. Used here The term "and / or" refers to any one or more of the items listed as related. It includes one and all combinations thereof. Also, the singular "one" used here, "one" The terms "number" and "specified" are used in their plural forms unless the context explicitly indicates otherwise. It is designed to include singular forms such as 4. Furthermore, the terms used in this specification... The terms "includes" and / or "contains" refer to the specified features, steps, processes, It indicates the presence of elements and / or components, but one or more other features, steps, processes, elements, components and / or groups thereof It will be understood that this does not exclude its existence or addition. Unless otherwise noted, all terms used herein (including technical and scientific terms), in the sense that a person with general knowledge in the field to which this invention belongs would generally understand it They have the same meaning. Furthermore, as defined in commonly used dictionaries... The terms will have a meaning consistent with the context of the relevant field and this explanation. it should be interpreted as idealized unless otherwise explicitly defined here. or it will be understood that it will not be interpreted in an overly formal sense. The description of the invention will reveal a series of techniques and steps involved. These are: Each of them provides benefits individually, and at the same time, one or more of them can be used together. In some cases, all of the other techniques described may be used in combination. Accordingly, To ensure clarity, each step in the disclosure of the invention should be presented as accurately as possible. By doing this, unnecessary repetition of all combinations will be avoided. Together, the specification and claims, such combinations fully constitute an invention and claims. It should be read with the understanding that it falls within its scope. The invention enables a single system for quality management processes carried out in higher education institutions. an integrated quality system that enables monitoring and management via a computer system It is related to the management system. The system includes strategic planning, process management, and performance. monitoring, risk management, document management, satisfaction assessment and improvement It combines its activities under a common structure. The system used in the invention is an application server located within the organization. and operates through a database server. The application server allows users to... to access the system, enter data, view reports and within the system It enables the execution of transactions. The database server, on the other hand, provides the strategic data entered into the system. 5. Goals, activities, performance metrics, risks, feedback, and others It stores corporate data. The application server and the database server are separate entities. It is positioned so that users can access the database directly. This is being prevented, and corporate data is being stored more securely. The system is designed to operate within the organization's own computer network. This In this way, the data produced by the institution is stored on servers located within the institution. is being held. The system's implementation part was developed using Java-based Spring Boot. The application runs on Apache Tomcat and is used for data storage. The PostgreSQL database is used. The software structure stores data, the user screen, and... The transaction rules are separated from each other. Thanks to this structure, users can enter the system. The information is first received by the application server, and after the necessary checks are performed... It is then saved to the database. The strategic planning management module within the system outlines the organization's objectives. It enables the definition of objectives and performance indicators. Each objective is related to... It is associated with an academic or administrative unit. Also, in order to achieve goals... The activities to be carried out and the indicators to be used to measure these activities are entered into the system. It is recorded. Activities and processes carried out within the organization through the activity and process management module. Each activity is tracked through the system; along with its relevant objective, process, responsible unit, and It is linked to a performance indicator. This allows us to determine which organizational goal an activity is directed towards. the target and which indicator was affected as a result of the activity through the system visible. The performance management module compares the target values ​​entered into the system with the actual values. It compares them. The actual values ​​can be entered into the system by users, as well as... from student affairs, personnel or other similar information systems used within the institution 6 can be taken. As a result of the comparison, the extent to which the goal has been achieved is determined and the relevant The results are reported. Preventing data from external systems from creating load on the application server. A data queue is used for this. Information sent by external systems, First, it is saved to an intermediate table in the database. The application server then selects a specific table. It periodically checks this interim table and processes the pending data, thereby improving performance. It transmits this information to the indicators. The processing status of records in the data queue is monitored by the system. (Not yet available) Unprocessed records are pending, successfully processed records are marked successful, and unprocessed records are marked unsuccessful. It is marked as incorrect. Thus, it is unclear which data was transferred to the system and which data is incorrect. It can be determined that an error occurred. Monthly performance data is presented in 0 to 11 month formats, representing the months of the year. It is checked based on the values ​​between them. Data belonging to the same month and the same indicator. instead of creating a new record if it has already been registered in the system The existing record is updated. This prevents the same data from being recorded multiple times. This prevents inconsistencies in reports. The internal control and risk management module relates to the activities and processes within the organization. It enables the identification of risks. Risks are defined as the probability of occurrence and their actual occurrence. The impact it will create in this situation is taken into consideration during the evaluation. The calculated risk value When the limit is exceeded, the system will make improvements to the relevant process. determines what is necessary. The satisfaction and feedback management module collects feedback from students, academic staff, It enables the recording of feedback received from administrative staff and external stakeholders into the system. The collected feedback is associated with the relevant unit, activity, or process. This data, performance and risk results should be evaluated together to identify areas for improvement. It is used in determining areas. 7. The document management module handles reports, minutes, forms, and other documents related to activities and quality processes. It enables the storage of similar evidentiary documents. Documents uploaded to the system are directly accessible. Instead of being stored within the database, the documents are stored in a separate database located on the application server. It is saved in the index. In the database, the location of the document and a descriptive description of the document are recorded. Information is stored. This structure prevents large documents from being stored in the database and saves data. This prevents the database from becoming unnecessarily large. The user can view a document... When requested, the system uses the document path stored in the database to retrieve the relevant file. The application retrieves the document from the server. The document also includes the relevant objective, activity, risk, or It is associated with the improvement record. The system's basic operational structure consists of the following stages: Plan, Implement, Check, and Act. It is based on the resulting PDCA cycle. Organizational goals during the planning phase, Indicators and activities are defined. During the implementation phase, units will carry out these activities. The studies conducted and the related data are recorded in the system. The values ​​obtained during the Check phase are compared with the target values. Same At each stage, risks, satisfaction outcomes, and feedback are evaluated. if the performance value falls below the defined limit or a risk value If the specified limit is exceeded, the system detects that improvements are needed. During the Action Phase, the system prepares an improvement plan or Corrective Action for the relevant unit. Creates a record of corrective actions. The created record is made available to the user of the responsible unit. It is transmitted to the screen. After the responsible unit carries out the necessary activity, the information regarding the activity is sent to the screen. They upload the explanations, new performance data, and supporting documents to the system. Performance and risk assessments are revised when new data is entered into the system. This is done to determine whether the implemented improvement has achieved the desired result. It is checked. If the improvement is insufficient, a new activity can be created. In this way All stages of the PDCA cycle are interconnected within the same system. It is carried out. 8 The data analysis and reporting section gathers information from different modules within the system. It brings users together. Users can group data based on a specific period, unit, strategic goal, or performance. It can view the results related to an indicator, risk, or activity. It can also show which decision was made. through a system that is based on performance data, feedback, or evidence document traceable. Users' access to the system is restricted according to their roles and departments. Each Users can only access targets, activities, documents, and reports for which they are authorized. User passwords are not stored openly in the database; they are recovered using BCrypt. They are stored as non-returnable summary values. During the development of the invention, the institution's strategic goals and indicators were considered first. The system defines the activities carried out by the units and the results obtained. Values ​​are entered into the system or via a data queue from other corporate systems. The data is collected. The application server matches this data with the relevant targets and indicators. The system compares the targeted and actual values ​​to determine the performance result. It determines and also evaluates risk and feedback data related to the relevant processes. If a situation requiring improvement is identified, a task is created for the relevant unit. Once the task is completed, new information and supporting documents are entered into the system, and The results will be re-evaluated. This invention combines different quality management data within the organization into a common data set. combines this data at its base, processes this data on the application server, and displays the results. by communicating with the relevant units and re-checking the results of the improvement activities. It ensures the uninterrupted continuation of the quality management process. 9

Claims

1- The invention relates to the collection, processing, and transmission of data obtained from corporate information systems. It is a computer-based integrated quality management system for monitoring, feature;  Data entry by users and system operations at least one application server that enables its execution,  located separately from the application server in question and PostgreSQL at least one database server containing a relational database,  Integration of realization data from external information systems into master data records an intermediate table where it is recorded before being transferred,  where strategic goals, performance indicators, and target values ​​are defined a strategic plan management module,  A performance management system that compares target values ​​with actual values. module,  A risk management system that assesses risk based on impact and probability values. module, Feedback obtained from students, academic staff, administrative staff and external stakeholders a satisfaction and feedback management module where notifications are recorded and  Documents uploaded to the system are stored in a file area on the application server. storing and providing descriptive information about the documents in question via the access route. It includes a document management module that saves data to its database. 2- The invention involves creating a computer environment from data obtained from corporate information systems. It is an integrated quality management method for processing, and its characteristic feature is;  Into the database of strategic goals, performance indicators and target values recording,  Realization data from external information systems is stored on the database server. transferring to an intermediate table that is found,  The intermediate table is checked periodically by the application server,  By verifying the data in the interim table and comparing it with the relevant performance indicators. matching,  Comparison of target values ​​and actual values,  Calculating the risk value based on impact and probability values,  Comparison result or risk value outside the predetermined limit if applicable, a remediation plan or a record of corrective and remedial actions. creation and  Documents uploaded to the system are saved to the file space on the application server. The documents are recorded in the database along with their access methods and descriptive information. It is about storing and containing the processing steps. 3- According to Claim 2, it is an integrated quality management system, the characteristic of which is; implementation. The server checks the intermediate table at regular intervals, and in the intermediate table verifying the data found and applying the verified data to relevant performance indicators. It is characterized by its transmission. 4- It is an integrated quality management system according to Claim 2, and its characteristic is; as shown in the intermediate table. Records are marked as pending, successful, or incorrect, and monthly results are provided. Characterized by controlling the data using values ​​between 0 and 11. It is done. 5- According to Claim 2, it is an integrated quality management system, characterized by; the same month and the same a previously recorded actual data regarding the performance indicator If a new record is found, the existing record is updated instead of creating one. It is the characterization of the situation. 11