Which tool is right for my company?

The comparison for QM in medium-sized companies.

Imagine that you want to hire a new quality manager: Applicant A is an all-rounder who still needs further training in QM — it's cheaper in return. Applicant B is an experienced QM professional and could get started right away — but costs more. Who would you hire?

It's the same with QM software: Why pay for a specialized solution when you can also document processes in SharePoint? There is no right or wrong here — it depends on what you and your company want to achieve.

Q.wiki the experienced industry expert

Q.wiki is a specialized, ready to use management system for quality and process management. It is particularly suitable for medium sized companies that focus on employee involvement, compliance with standards and fast implementation without additional IT effort. However, it is an extra piece of software you need to pay for.

SharePoint the reliable all rounder

SharePoint and Office 365 are versatile platforms for collaboration and document management that integrate seamlessly into the Microsoft ecosystem. If you want to meet the basic requirements of quality and process management with them, the necessary configuration can be quite complex and demanding, both financially and in terms of resources for your IT department.

Q.wiki vs. SharePoint — compare!

Use cases

	Q.wiki	SharePoint & Office 365
Process management	Built in by default and ready to use	Possible but requires customization
Quality management	Built in by default and ready to use because it was developed specifically for standard requirements such as ISO	Possible but usually requires third party tools or custom development
Knowledge management	Built in by default and ready to use including a freely configurable metadata concept	Possible but usually only on document or page level
E learning	Built in modules for read confirmations, comprehension checks and audit programs	Possible with add ons and Power Platform

Features

	Q.wiki	SharePoint & Office 365
Collaboration	Comments @ mentions Idea and suggestion management Task management Teams integration	Comments @ mentions Teams integration
ERP connector	Context aware integration into ERP systems such as SAP via Q.Connect
Versioning	Automatic standards compliant versioning	Automatic versioning but not compliant with quality standards
Document control	Built in by default including approval workflows, read confirmations and change log	Possible via workflows but complex
Process map	Built in by default and ready to use as a central navigation element	Possible but usually with third party tools or custom development
Workflows	Preconfigured approval workflows and forms built in by default and ready to use	Extensive workflow options but configuration required
Search	Full text search across all documents Specific filters for QM content Multilingual search with more than 40 languages	Powerful search Filters Metadata
User friendliness	Intuitive to use	Modern UI but complex configuration
Automatic translations
AI based comprehension check
AI generated process suggestions in BPMN 2.0
Multisite for mapping corporate structures
Audit management
Risk management
Review reminders for documents
Turtle diagrams
Usage statistics
External auditor access

Technical deployment

	Q.wiki	SharePoint & Office 365
Hosting
System requirements	Browser based, low requirements for end devices	Browser based, Office integration, own IT resources required for on premises environments

Data protection and security

	Q.wiki	SharePoint & Office 365
Data protection
GDPR compliance	Built in by default, support for evidence and documentation	Possible but especially for on premises environments responsibility remains with the customer
Data storage	Cloud or on premises hosting with data location according to customer requirements	Cloud: server locations vary On premises: in the company data center
Encryption	Encryption and security measures according to industry standards	Cloud: encryption at rest and in transit by default On premises: responsibility of the admin

Data protection and security

	Q.wiki	SharePoint & Office 365
Data protection
GDPR compliance	Built in by default, support for evidence and documentation	Possible but especially for on premises environments responsibility remains with the customer
Data storage	Cloud or on premises hosting with data location according to customer requirements	Cloud: server locations vary On premises: in the company data center
Encryption	Encryption and security measures according to industry standards	Cloud: encryption at rest and in transit by default On premises: responsibility of the admin

Support and services

	Q.wiki	SharePoint & Office 365
Support	Personal support Specialised consulting for quality management and mid sized companies	Extensive documentation Microsoft support Large community Partner network
Training	Individual training and onboarding workshops provided by the vendor	Online resources Training delivered by Microsoft partners
Community for exchange with other users

Implementation and methodology

	Q.wiki	SharePoint & Office 365
Implementation effort	Low because many functions are preconfigured and ready to use	Variable and often underestimated
Customisation	Preconfigured with adjustments focused on quality and process management	Very high but requires expertise and possibly external support
Time to go live	Quickly ready for use because it is designed as a complete quality management system	Variable depending on required customisation and company size

Do you have all the information you need to make your decision?

Do you already know which candidate is the right one for your company or do you still have open issues? Then let's discuss them and plan the next steps together! After all, QM is not an IT project, but an entrepreneurial decision.

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testimonials

Hear from our customers!

In the following testimonials, you will learn about how we empower organizations to build effective, sustainable management systems. Get inspired — and find out how Modell Aachen can help your company succeed too.