What You Should Ask Before Switching Quality Systems

Switching to a new quality management system (QMS) is a major decision for any life sciences organization. Whether you’re upgrading from a legacy tool, moving away from manual processes, or trying to streamline operations across global teams, the stakes are high. 

Choose the wrong system and you risk delays, data migration issues, user adoption struggles, and even compliance gaps. But ask the right questions up front, and you’ll set your team up for long-term success. 

In this blog, we’ll cover the most important questions to ask before transitioning to a new QMS and how PSC Software address them when switching to its validated, cloud-based solution, ACE (Adaptive Compliance Engine). 

Why Organizations Switch Quality Systems 

Common reasons life sciences companies switch QMS platforms include: 

• Inability to scale as teams and operations grow 

• Struggles with maintaining audit readiness or compliance 

• Manual workflows leading to inefficiencies 

• Limited system configurability 

• Lack of vendor support or outdated interfaces 

PSC Software built ACE to directly address these pain points. It’s a modern, fully configurable QMS platform designed specifically for regulated industries and offers scalability, compliance readiness, and a responsive customer success model. 

Key Questions to Ask Before Switching Quality Systems 

Below are the essential questions your team should ask when evaluating a new QMS—and how PSC Software approaches each area. 

1. Is the System Validated or Validation-Ready?

In FDA-regulated industries, system validation is required. Without it, you’re at risk for audit findings or noncompliance. Some vendors leave you to handle validation on your own which can take up time and resources. 

With PSC Software:
ACE is built with validation in mind and supported by validation packages that include documentation templates, test scripts, and consulting services. Whether you’re pursuing 21 CFR Part 11, GAMP 5, or Annex 11 compliance, PSC helps you implement and validate with confidence. 

2. How Will Data Migration Be Handled?

Migrating from an older system can be a major source of concern, especially when large volumes of records, documents, and audit trails are involved. 

PSC Software supports secure, structured data migration with a dedicated services team. We work closely with your internal teams to preserve historical data, maintain audit integrity, and ensure a clean transition from legacy systems. 

3. Does the System Meet All Regulatory Requirements?

Your QMS must support current and evolving global regulatory requirements. 

ACE is purpose-built for life sciences, with built-in compliance features supporting: 

• 21 CFR Part 11 (electronic records and signatures) 

• EU Annex 11 

• ISO 13485 and ISO 9001 

• GxP, GAMP 5, and FDA predicate rules 

ACE includes automated audit trails, secure electronic signatures, and validated document workflows to help keep your organization inspection-ready. 

4. Can the System Scale With Your Growth?

Some QMS platforms work well for small teams but can’t handle global collaboration, multi-site operations, or rapid growth. 

PSC Software designed ACE to scale with your organization.
From early-stage startups to global enterprises, the platform supports: 

• Multi-site and multilingual capabilities 

• Role-based access and workflow configuration 

• Flexible user licensing and deployment options 

You can grow without having to rebuild your system or overpay for additional users. 

5. What Does Implementation and Support Look Like?

The implementation experience can make or break your QMS rollout. A lack of support during setup can cause confusion, delays, or even failed deployments. 

PSC Software assigns a dedicated implementation team to every customer. You’ll receive personalized training, best-practice guidance, and hands-on support to ensure your team gets up and running quickly. 

And support doesn’t end after launch. PSC offers ongoing customer success, knowledge base access, and responsive service. 

6. How Will the System Integrate With Our Existing Tools?

Your QMS should work alongside your existing ecosystem and not operate in a silo. 

ACE supports seamless integration with a wide range of systems like: 

• Open API 

• eSignature integrations 

• ERP, PLM, and LIMS systems 

• Identity and access management (SSO, Active Directory) 

PSC Software also provides technical support for custom integrations, ensuring your systems work together smoothly. 

7. How Intuitive Is the User Experience?

Even the most powerful QMS won’t succeed if your team can’t or won’t use it. 

ACE is designed for usability.
With a modern, configurable interface, users can easily: 

• Create and manage quality documents like CAPAs, deviations, and complaints 

• Route and approve controlled documents 

• Complete training tasks and audits 

PSC Software also provides role-based dashboards, task reminders, and built-in mobile access to improve adoption and efficiency. 

Making the Switch

Switching to a new QMS is a strategic investment. By asking the right questions about validation, compliance, support, usability, and scalability, you can reduce risk and increase the value of your decision. 

PSC Software helps life sciences companies transition with confidence. With ACE, you get a modern quality system designed to support regulatory requirements, streamline your processes, and grow alongside your organization. 

Ready to Explore a Better QMS? 

Contact us today to schedule a demo or consultation and see how PSC Software can support your team through every stage of your quality journey.