USE CASE

Change management with full control throughout the process

Change management is a crucial aspect of many businesses, ensuring that modifications to products, processes, or services continue to meet established requirements once implemented. The process varies depending on the industry and customer demands. Here, we explore how AM System can be used for change management, providing full control throughout the entire workflow.

 
Change management

AM System explains

What is change management?

Change management involves planning, structuring, and documenting organizational changes to ensure they are implemented effectively without disrupting daily operations. This can include introducing new workflows, implementing technical solutions, or updating processes and products to meet evolving requirements or new opportunities.

A well-functioning change management process creates clarity and structure. By identifying risks, assigning responsibilities, and tracking the impact of changes, organizations can not only minimize negative consequences but also maximize the benefits of improvements. With the right tools—such as digital platforms for documentation and follow-up—change management becomes a controlled and streamlined process that enhances quality, engagement, and results.

Meet the right standards

According to ISO 9001, change management must ensure that modifications are reviewed, controlled, and documented effectively. In AM System, you can easily create the necessary processes and routines to meet these requirements. Process flows are mapped in process mapping, procedures are managed in document management, and everything is linked with case management to build intuitive workflows throughout the process.

  • Establish clear process flows to comply with ISO 9001 requirements.
  • Link procedures and cases for seamless change management.
  • Maintain documentation to track and verify implemented changes.
Register Change Request in AM System

STEP BY STEP

Digitize the change process

Change management is inherently a cross-functional task involving multiple teams and departments. By digitizing this process with AM System, you can include the right people from the start while ensuring that tasks are managed, tracked, and completed in real time.

Register change request

Change is registered, and a case is opened

In the case management module, change requests are registered with all relevant data, including text, images, and attachments. Mandatory fields can be configured to ensure that all necessary information is recorded before the process moves forward, providing a solid foundation for change management.

  • Add text, images, and attachments to create a complete change request.
  • Ensure accurate data collection with mandatory fields.
  • Customize the registration process to match your organization’s needs.
Change management plan action example

Actions are planned

Once the change is registered, the next step is to initiate action planning. Teams and responsible individuals are assigned based on your requirements, and clear deadlines are set for each activity. This makes it easy to maintain oversight and keep projects on track.

  • Form teams based on individuals, departments, or roles.
  • Define lead times and deadlines for each stage of the process.
  • Set automated reminders to notify team members as deadlines approach.
Evaluation Change Request - Template

Approval and completion of the requested change

Once all actions have been carried out, the change process concludes with an approval stage. AM System allows you to track completed activities, analyze results, and ensure that all necessary documentation is in place before closing the case.

  • Verify that all tasks are completed before granting approval.
  • Gain a clear overview of finalized activities and outcomes.
  • Store and archive documentation for future reference.
Overview of cases and internal deviations for reporting and analysis

Track and analyze change performance

In AM System, every case form functions as a database, making it easy to search, analyze, and track your data. With Query Builder, you can create, save, and share custom searches to identify trends and gain insights into your change management process. This helps you make data-driven decisions and continuously improve your processes.

  • Perform detailed searches based on all case form fields.
  • Save and reuse common searches with Query Builder.
  • Analyze statistics to identify improvement areas and optimize performance.

Add-ons & permissions

In the case management module, you can utilize various add-ons to enhance and optimize your workflows. Add-ons act as triggers, automatically sending notifications when specific events occur, ensuring that all participants remain informed and the process flows smoothly. With the “New Case” add-on, you can trigger additional case forms to manage related processes such as supplier evaluations, FMEA, or PPAP workflows. Meanwhile, the system ensures that permissions and data access are controlled to protect sensitive information and restrict access to specific sections and fields.

  • Automate notifications and additional case forms for optimized workflows.
  • Involve external stakeholders and share relevant information as needed.
  • Manage permissions and access controls to enhance security and oversight.
Triggers and Addons for automating case flows

Pre-built change management templates – get started faster

AM System’s case management module includes ready-made templates for change management, which you can modify to fit your specific needs—or create entirely new workflows from scratch.

With an intuitive drag-and-drop interface, you can customize text fields, lists, and images to match your process requirements. If the change request process evolves over time, you can easily adjust or expand the form to align with the updated workflow.

By digitizing and structuring your change management process with AM System, your organization gains full control, improved efficiency, and streamlined collaboration - ensuring that every change is handled with precision and transparency.

Change Management Template in AM System

Get a demo

Ready to make work easier - and more enjoyable?

Want to see for yourself how AM System can make a difference for you? Request a demo and discover how easy it is to create structure, efficiency, and seamless workflows in your daily operations.

Testa-AM-System-gratis-1