How do I add a non-conformance?

Owned by Customer Quasydoc
Sept 20, 2021
6 min read

General info


A non-conformity is a lack of conformity, it is a deviation from a specification, standard or an expectation. Here the product has not yet left production or has been returned as a result of a customer non-conformity.

Explanation buttons screen non-conformities :

  • Add Nonconformity: Create new Nonconformity.

  • Origin: View and add/delete origin of non-conformity. Here you can specify which parts/machines/processes can be an origin of non-conformities.

  • Block categories: Through this button it is possible to create or manage different categories of blockages.

  • Processing Methods: View and add/delete processing modes (for example: rework, alternative sales, etc.)

  • Report processing modes: It is possible to get an overview of processing modes over a certain period of time.

For more information on a particular topic, go to the individual pages (underlined).

Perform the following steps to enter a non-conformity


Quality assurance > Non-conformities > New Entry

  • Go to the green colored box "RECEIVER", this is the person who determined the non-conformity.

  • Nr: serial number automatically generated when creating the non-conformity.

  • Clock: enter the date of the non-conformity (especially applicable if a non-conformity is not registered in Quasydoc on the day of entry)

  • Status: state automatically generated and depending on the stage of the non-conformity. The following statuses can occur:

    • New: created non-conformity that has not yet been sent to a handler

    • To be treated: awaiting action by the handler

    • To be validated: awaiting approval of the action taken, by the QA manager

    • Cancelled: Nonconformance cancelled due to a stated reason, cancellation can only be done by the recipient of the non-conformance

    • Completed: non-conformity completely dealt with

  • Action by: person currently responsible for the progress of the action (depends on the status of the non-conformity)

  • Description short: short description of the non-conformity, this information appears in the general overview and should therefore be concise and clear. This is the summary of the non-conformity.

  • Description detail: provide a detailed description of the non-conformity. Explain clearly what is wrong.

  • Problem Code: Select via the "PROBLEM CODE" button the code that applies to this non-conformity. These are predefined. These codes are managed by the local administrator.

  • Origin: define the origin of the non-conformity (e.g. Girtim, SFS, Worqforce, etc.), these can be created by yourself

  • Executor: Depending on the problem code a handler is automatically selected, if you want to designate another person as executor select this via the button

  • Product: Select via the button "PRODUCT" the product to which the non-conformity relates.

  • Quantity: Fill in how much product the non-conformity relates to (for example 300 kg of meat has fallen because a pallet has fallen over), the unit in which you must fill this in appears automatically as soon as a product is selected. It is important to fill in the quantity in order to be able to link the costs to the non-conformity later on.

  • Upload file: Upload any photos to support the non-conformity.

The non-conformity is now fully described.

Click on the "EXECUTOR" button at the top to forward the non-conformity. You can also click the "SAVE" button if you want to add details later before forwarding the non-conformity to the handler.

  • Selecting or sorting non-conformities

In the overview of non-conformities it is possible to filter/sort on different parameters:

  • Action by

  • Problem code

  • Origin

  • Supplier

  • Production line

  • Processing proposal

  • Processing Method

  • Action by ranking

  • Hold back category

Treating a non-conformity (= handler)


When the non-conformity is in the executor stage, several buttons appear at the top.

  • Go to the green colored box "EXECUTOR", this is the person who will handle non-conformity. Click on the "NEW ACTION" button.

  • The "ACTION" screen will open. Here select the type of action you have taken and give a brief description of this action.

 

Explanation buttons :

  • Save: Saves the entered information for further processing.

  • Receiver: Sends the non-conformity back to the receiver after a reason has been given. The non-conformity is for example not complete or not correctly filled in.

  • Quality manager: The non-conformity is sent to the Quality manager to verify the action taken. He determines whether the action is effective or not.

  • New Action: Adds an action that you take as a handler.

  • Hold label: Through this button you can download a blockage form to hang on the goods to be blocked.

  • All actions taken will be bundled under "ACTIONS " (see screenshot above).

 

The following types of actions are possible:

  • Info

  • C&P action

  • Immediate action

  • To do

 

C&P action

  • Choose internal CPA if a corrective and/or preventive action has to be taken to remedy the non-conformity or to prevent it from occurring in the future.

  • You can add a new corrective or preventive action via the GREEN PLUST. The action screen of the corrective and preventive action module opens.

  • You can select a previously created corrective or preventive action via the LARGE SCREEN. This option is used when the same action is valid for several non-conformities, such as the follow-up of the labeling line when stickers do not stick properly on the packages.

Immediate action

An immediate action is selected if you are going to do something immediately and no follow-up action is necessary, for example throwing away fallen products in the category 3 bin.

To do

A to do action is selected if you need to do something to avoid this non-conformity, for example, ordering a fan additionally.

  • You can add a new to do via the GREEN PLUSTICE.

  • Via the LARGE PLACE you can select a previously created to do.

After you have added the actions, fill in the field TYPE OF ACTION (C&P action, incident, unjustified non-conformity).

  • Indicate the checkbox TREATMENT BLOCK. HOWEVER. This will display a list of all possible processing methods (released, rework = e.g., rework mismade product, destroyed = e.g., category 3 waste, alternative sale = e.g., employee sale). Determine the quantity of product per processing method and note the cost/unit. Look up the price in Reflex. Completing this box is necessary for tracking the costs caused by subcontractors.

  • Describe the cause analysis in the CAUSE field.

  • In the NOTE field, enter a description of the actions taken (e.g., an additional fan has been requested, the PRPs will monitor the labeling line more closely, etc.).

  • Press the "QUALITY MANAGER" button to forward the complaint for verification, if you need more information or cannot handle the complaint press the "RECEIVER" button.

Verify non-conformity (= Quality manager)

  • Go to the green colored box QM.

  • Fill in the field NOTE, describe here if the action of the handler is effective or not.

  • Give a ranking to the non-conformance (High = Average to maximum production loss, Low = No production loss, Medium = Minimal to average production loss).

  • Click on the button "SUCCESSFULLY TREATED" if the non-conformity has been properly and effectively treated.

The non-conformity is now finished. If this is not the case, click on the button "NOT EFFECTIVELY TREATED".

If necessary the non-conformity can be reopened, for example additional information has been found. Click on the "REopen" button.

 

 

 

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