Who is this article for?

Administrators and users needing to add and manage non-conformances.

Administrator permissions required..

This article explains how to create and manage non-conformance records within the Incident module, including completing all required fields and tracking updates.

Adding a new non-conformance

To create a new non-conformance record:

1. Navigate to the Incident module.
2. Select Non-Conformance from the list of available issue types.

This will open a new non-conformance form where you can enter the required information.

Completing the non-conformance form

Fill in all required fields before submitting the record. The sections below explain the purpose of each field.

Date Detected: Use the date selector tool or enter the date the non-conformance was detected (defaults to date entered).

Source of Non-Conformity: Select the source of the non-conformance, for example: policy, equipment, contract specification.

Specification Reference: Enter the specification reference if relevant.

Non-Conformity Identified By: Select how the non-conformance was identified, for example: complaint, inspection, audit.

Actual / Potential Non-Conformity: Select if an actual or a potential non-conformance.

Brief Summary: Enter a summary on the non-conformance.

Details of Non-Conformity: Enter additional details on the non-conformance.

Adding persons involved

Add names of all people involved in the non-conformance, including those not part of the organisation.

To add one or more names:

1. Click Add.
2. Select the person's name from the drop-down list or type their name if it does not appear in the list.
3. Select the type of person (for example: public).
4. Type any other relevant details.
5. Click Save and New to enter an additional person or click Save to continue.

Adding contractors and suppliers

Contractor Involved: Click Add to add any contractors involved in the non-conformance.

Supplier Involved: Click Add to add any suppliers involved in the non-conformance.

Using the log of non-conformity

Use this section to track any notes relating to the non-conformance.

To add a log entry:

1. Click Add.
2. Use the date selector tool or enter the date the log was entered (defaults to date entered).
3. Enter the file note.
4. Click Save and New to add another note or Save to return.

Tips for managing non-conformance records

• Ensure all mandatory fields are completed before submitting
• Include as much detail as possible to assist with investigation and corrective actions
• Use the Log of Non-Conformity section to maintain a complete history of updates and activities associated with the record