Part 1 of 4: How to Create a Practical Quality Control Plan for Business providing Editable Templates, Best Practices, Management Guidelines, and Practical Steps.
Reading Time: 13 minutes – Updated November 2025 to keep up or fall behind.
We’ll show and tell how to create a practical quality control plan with 10 management guidelines and 12 practical steps.
Follow along with this DIY guide to browse typical demo documents from available QMS kits that establish Company policies and procedures to achieve conformity with industry standards.
Do-it-yourself because no matter what, someone in the Company must become the subject-matter-expert to facilitate the quality program with Employees, and represent policies and procedures with Customers and Auditors.
See applicable QMS procedure numbers in the following flowchart, and those that apply to key product realization processes.
Quality System Flowchart and Key Product Realization Procedures
Start of 10 Management Guidelines – Top Level Policies and Procedures
Documents named QMS-00 through QMS-17 are a family of documents that establish the foundation of a practical quality plan.
1) Business Policies and Objectives: QMS-00 Quality Handbook
The quality manual summarizes Company policies and describes “what to do”. The procedures referenced by the quality manual describe the “how to’s”.
2) Management Review: QMS-04 Management Process Procedure
Its important that top management demonstrates commitment and continuous improvement for Employees, Customers, and 3rd Party Auditors. Consider a kick-off meeting that management documents on a Management Review Report.
A signed Change Order that authorizes implementation of a new or updated quality program is priceless evidence of commitment. Because it demonstrates application of a policy to document and authorize changes that really cements an Auditors confidence.
Here’s a gotcha that happens: An Auditor completes the audit with few if any findings, then asks: “Have you got a copy of the standard?”. Not a standardized audit question, more an ethical question. Turns out, the audit proves you know requirements… but how could you without the standard?
Moral of the gotcha, acquire the applicable standard for your quality improvement project to affirmatively answer the simple question: “Have you got a copy of the standard?” or copy of the requirements, for instance:
- ISO 9001
- …baseline for many industry standards
- AS9003
- …applicable to low complexity projects with no design authority
- AS9100
- “The” comprehensive standard for high complexity projects
- ASA-100
- …standard for Distributors according to the Aviation Suppliers Association
- Nadcap
- …foundation for QMS based upon AC7004 or AS9100 for special process certifications
- AISC
- …steel fabrication and/or erection, and applicable special processes
- FAA Repair Station
- …Part 145 certification
- FAA PMA
- …Parts Manufacturer Authority
- FAA ODA
- …requirements according to CFR 14 Part 183 Subpart D, accompanied by instructions and procedures for evaluating ODA applications according to FAA Order 8100.15 – to improve efficiency
Browse a typical implementation schedule in MS Office format to learn how much time you need to complete a comprehensive quality improvement initiative.
3) Responsibilities and Authorities, QMS-05 Responsibilities and Authorities Procedure.
Consider two Company organization charts. One organization chart for inclusion in the quality manual that only displays the title of each position. Consider another chart with Employee titles and names that you revision control according to the QMS-02 Configuration Management Procedure. Some requirements mandate that you include names and titles in the quality handbook – its not one world…
4) Policies and Definitions, QMS-00 Quality Handbook and QMS-16 Definitions and Abbreviations.
The quality handbook summarizes Company policies (what to do), and QMS procedures provide details about “how to” apply policies. Tailor the quality handbook and definitions and abbreviations procedure to integrate your Company’s terminology.
Top Level Policies and Procedures continued:
5) Management considers Resource Needs, Personnel and Skills, Infrastructure and Information Technology, Facilities, Equipment and Maintenance, and more according to the QMS-04 Management Process Procedure.
Auditors expect a completed Management Review Meeting Form that includes resource considerations, and closure of many other agenda items.
Consider organizing the workplace using the 5S methodology to engage everyone in the improvement initiative.
Part 1 of this how to create a practical quality control plan helps any Company establish a foundation for its QMS.
Part 2 of 4: Continuous Improvement Tool
The Request for Support Form is the most effective continuous improvement tool in the QMS…!
eQMS Request for Support Form
Based on the Author’s 40 years of real-world, hands-on quality management experience across many industries – and on cues from tens of thousands of successful Customers who use our product library – we have found the Request for Support Form to be most effective because it:
- Focuses attention on a problem or condition that you should solve or clarify,
- Gives you permission to discuss what you know with decision makers that can make the job easier and more rewarding,
- Informs and communicates without restriction,
- Is a tool that continuously improves people, products, Customer confidence and good Suppliers,
- Involves people in the decision-making process,
- Makes good practices better,
- Moves the point of focus from finger-pointing to serious decision-making,
- Provides historical records of actions to support lessons-learned decisions,
- Reinforces the resolve to do things right,
- Standardizes procedures and consolidates efforts so all are working towards the same goal!
10 Management Guidelines – Top Level Policies and Procedures continued:
6) Control of Product and QMS Data, QMS-01 Control of Documented Information Procedure.
Consider control of records according to the Control of Documented Information Procedure.
Most methods of archiving paper records are expensive, and subject to water and fire damage. Registrars and Auditors prefer digital document management systems because they inherently make it easier to meet the core requirements of document control, such as access control and data integrity. Electronic records reduce archival storage costs and simplify data mining efforts enabling continuous improvement. Of course, digital storage of records is not immune to problems, such as aging technology.
To simplify control of records, consider converting all “paper” records into a database format. Multiple Users can access a database at the same time enabling substantial benefits.
Consider using a watermarked or “Temporary-Use” paper form, then later transfer data to a database format, which helps to eliminate the expense of archiving paper records.
Users can scan records to PDF format for storage.
In practice, the User can treat almost any form as a “temporary-use document” and dispose of the paper record after scanning it. For transfer of content in paper records to a database format, it is important to assign the data entry task to a person that is detail and numbers oriented to avoid transposition errors. Consider display of a watermark or the term “Temporary-Use” on such forms. The savings are considerable because the Company is not archiving temporary-use paper records.
If your Company has been in business for a while but is wondering where to start a quality control system, consider part of the project to update at least six (6) months of archived records. The updated records enable Auditors to confirm compliance with new Company policies and procedures.
Of course, some requirements mandate unaltered archive of records, which excludes the possibility of bringing them up-to-date. In that case, consider “simulating” records, or win-by-attrition by creating records as you implement your new or upgrade quality program.
Top Level Policies and Procedures continued:
7) Control of Nonconformities, QMS-14 Control of Nonconformities Procedure.
Consider processing and documenting nonconformities according to the Control of Nonconformities Procedure using the Request for Support Form. The RFS Form is very flexible to document continuous improvement opportunities, clarifications, and nonconformities. In addition, the RFS can document a calculated risk release, change control authorization, and record precautions, notifications, and outstanding performance.
Use the 3-part heading of the RFS to sort records into quality system performance metrics:
- Nonconformity
- Continuous Improvement
- Calculated Risk
We always say:
“Its amazing what you find when you start looking…!”
and…
“Performance metrics enable a quality program to continuously improve.”
8) Corrective Action, QMS-13 Corrective Action Procedure.
Consider documenting and processing corrective actions according to the Corrective Action Procedure using the Request for Support Form. Use the RFS to document internal corrective actions, which includes preventive actions. Consider using the Investigation and Corrective Action Request Form to document Supplier corrective actions.
9) Internal Audits, QMS-12 Internal Auditing Procedure.
Consider documenting and performing internal audits according to the Internal Auditing Procedure using the Internal Audit Report, which helps to find improvement opportunities, and fix gaps in conformity. Complete a Request for Support Form to document observations, opportunities, findings, and corrective actions. Follow-through is important to confirm effectiveness of applied actions.
10) Customer Satisfaction, QMS-04 Management Process Procedure.
Consider establishing Customer satisfaction as a standard agenda item in the Management Review Meeting.
In addition, consider sending a Customer Satisfaction Survey Form to all Customers. Many Customers do not return their survey form. Top management uses many methods to determine Customer satisfaction. The goal is to use Customer feedback for continuous improvement. Forward survey information to management meetings for consideration.
End of 10 Management Guidelines
Begin 12 Practical Steps
Part 3 of 4: Contract Review Form
The Contract Review Form enables integration of Customer requirements into the business operation.
eQMS Contract Review Form
1) RFQ and Quote, QMS-07 Proposal Development and Contract Review Procedure.
The Proposal Development and Contract Review procedure helps to translate Customer requirements before acceptance of a contract.
As a matter of standard practice, browse the procedure, then open and complete the Contract Review Form. Complete all fields in a form. Enter N/A or – – – in any fields that remain blank, including any record that might be archived with blank data entry fields.
2) Order Processing and Contract Review, QMS-07 Proposal Development and Contract Review Procedure.
The Proposal Development and Contract Review procedure also applies after acceptance of a contract. Again, as a matter of standard practice, browse the procedure, then open and complete the Contract Review Form. The Contract Review form integrates known requirements and those that are unknown to the Customer but mandatory for the contract’s success before the start of work activities.
Remember, no blank fields in any record!
3) Design and Development, QMS-17 Design and Development Procedure, QMS-01 Control of Documented Information Procedure, QMS-02 Configuration Management Procedure, QMS-08 Purchasing Procedure.
The Design and Development procedure applies to contracts that require development of new products or services. Browse the Design and Development Procedure and periodically complete a dedicated Design Review Form.
The Configuration Management Procedure controls documents created during the design phase using a Change Order.
The Purchasing Procedure controls purchase of goods and services needed for the design phase using a Purchase Order Form.
The Control of Documented Information Procedure applies to storage and recall of all contract-related work activity records.
You can watermark or designate some “paper” forms as “Temporary-Use” for later transfer of information to database format.
After a User transfers data to the permanent record (checked for transposition errors), they can dispose of the “paper” form to eliminate some cost of records storage. This is a notable paperwork reduction achievement for any QMS.
3.1) Specs, Plans, Work Instructions, QMS-01 Control of Documented Information Procedure.
Create new specifications, plans and work instructions, then consider control of the documents according to the Control of Documented Information Procedure.
3.2) Calibration, QMS-15 Calibration Procedure.
Calibrate measuring equipment used for development and testing of items or services using the Calibration Report Form. Repeat for all equipment used to accept or reject deliverable items and services.
3.3) New Product Tests and Results, QMS-01 Control of Documented Information Procedure.
Retain and store “paper” test records according to the Procedure and/or scan records for electronic storage.
3.4) Nonconformities (and Improvement Opportunities), QMS-14 Control of Nonconformities Procedure.
Consider documenting all nonconformities and opportunities for improvement according to the Control of Nonconformities Procedure using the Request for Support Form.
4) Scheduling Requirements, QMS-07 Proposal Development and Contract Review Procedure.
Use your favorite software program to create a milestone schedule, and complete the Contract Review Form to report production start and end dates.
5) Purchasing, QMS-08 Purchasing Procedure.
5.1) Material Requests, QMS-08 Purchasing Procedure.
Some contracts impose complex flowdown requirements that need a Responsible Authority to review “requisitions for materials”.
In most cases, review and signature approval of the Purchase Order eliminates review and approval of requisitions.
5.2) Approved Suppliers, QMS-08 Purchasing Procedure.
Review and approve all Suppliers whose product or service goes into Contract deliverables using the Supplier Evaluation Form. Of course, flowdowns could require Suppliers to be compliant with ISO 9001 or other industry standards.
If an industry standard such as ISO 9001 is too much, consider flowing down applicable requirements from document named Supplier Quality Requirements.
5.3) Purchase Orders, QMS-08 Purchasing Procedure.
Consider creating purchase orders using the Purchase Order Form according to the Purchasing Procedure. The Responsible Authority should review all purchase orders for supplies and services used in contract deliverables and approve them.
Purchase orders for non-deliverable items are exempt from review or approval.
6) Receiving, QMS-09 Receiving Procedure.
Consider receiving and processing purchased items through receiving inspection according to the Receiving Procedure using forms named Daily Receiving Record or Receiving Log. Company policies exempt non-deliverable supplies from formal inspection but process them through “Receiving”. Finalize Supplier approval using form named Supplier Evaluation.
Consider using Supplier performance as a metric. Send Suppliers a periodic report using the Supplier Performance Rating Spreadsheet.
6.1) Nonconformities (and Improvement Opportunities), QMS-14 Control of Nonconformities Procedure.
Use the Request for Support Form to document findings and observations from the receiving process. Use the Investigation and Corrective Action Request Form to correspond with Suppliers.
Part 3 in this series will help any Company create objective evidence records that demonstrate how it controls deliverable items.
Part 4 of 4: How to Create a Practical Quality Control Plan – Production Inspection
The Team applies the Production Inspection Form to report the status of deliverable supplies during the production process.
eQMS Production Inspection Form
7) Inventory Management, QMS-09 Receiving Procedure.
Receiving inspection processes purchased supplies and releases them to the stockroom with applicable identification for traceability.
8) Calibration, QMS-15 Calibration Procedure.
Consider using the Calibration Procedure to calibrate measuring equipment used for acceptance or rejection of deliverable items or services using the Calibration Report Form. Repeat for all equipment used to accept or reject contract items and services.
9) Production, QMS-10 Production Procedure.
Consider performing production inspection operations according to the Production Procedure using the Production Inspection Form.
Consider using a Routing Ticket Form and/or QC tags or more comprehensive form(s) (e.g., traveler forms) to identify the status of deliverable items during the production process.
9.1) Nonconformities (and Improvement Opportunities), QMS-14 Control of Nonconformities Procedure.
Consider documenting all nonconformities and opportunities for improvement according to the Control of Nonconformities Procedure using the Request for Support Form (RFS).
Many, many years of practical experience in quality management has confirmed the RFS Form is more capable and imparts much less negative impact than the old-traditional nonconformance report form shown in this demo.
Responsible Authorities use the RFS Form to document their suggestions, concerns, observations and “way-to-go” comments. Until the MRB processes the RFS Form, it remains a “request for support”.
10) Product Tests and Inspection Results, QMS-01 Control of Documented Information Procedure.
Consider controlling documented information from tests and inspections according to the Control of Documented Information Procedure.
Use acceptable results to validate successful performance of the design and/or production process using the Verification and Validation Form.
11) Shipping, QMS-11 Shipping Procedure.
Consider performing the shipping process according to the Shipping Procedure, and record deliveries using form named Shipping Log.
Assign a Responsible Authority to become a packaging expert and familiarize themselves with ASTM D3951 Standard Practice for Commercial Packaging.
12) Customer Complaints, Customer Assessments, Product Returns (and Improvement Opportunities), QMS-14 Control of Nonconformities Procedure.
Consider creating records of improvement opportunities from Customer Satisfaction Surveys and feedback using the Request for Support Form.
Consider processing all Customer feedback records according to the Management Process Procedure using the Management Review Meeting Form.
Part 4 in this series will help any Company document compliance with quality system requirements from Dock-to-Stock through Production and Shipping (and Customer feedback).
You can implement, operate, and maintain every quality system standard using the ‘do-it-yourself’ methodology for creating a practical control plan.
After completing the above steps, measure your Company’s compliance using the Quality Systems Assessment Checklist. Take some time to address observations and findings, then confirm and document their closure. Your Company is now ready to assert compliance with its chosen quality system standard, or begin the QMS registration process.