Non-Conformance Reports - NCR

Overview

The NCR module provides all the functionality to manage and report on your NCRs from recording the Problem to the Final Evaluation.

Data Filters are provided to search on Date, Category, Type, Customer, Supplier, Status and Staff. The Staff filter looks at the Owner and Assign to fields. The default Filter displays all the Active NCRs, where Status = All Active - not Complete or Cancelled. You are also able to search for an NCR by Number.

Multiple Sections can be populated on an NCR, including Containment, Root Cause, Corrective Action, Preventative Action and Evaluation. The visible Sections can be preset on a Category or directly on an NCR using the Sections field.

The Status button is used to set the Status of the NCR Transaction. When the Status is set to Complete or Cancelled, the NCR becomes read-only.

Functionality exists to Output (Print & Email) an NCR or list of NCRs as well as to Export Grid/Email Excel the list view of NCRs.

The NCR Types that are supported include:

Supplier Return - Links to a Purchase Order Item
Customer Complaint - Links to a Customer Invoice Item
Production Related - Links to a Work Order Item
Process Related - Related to a problem on an internal Process
Audit Finding - Related to a Quality Audit finding that requires an intervention
Safety, Health & Environment (SHE)

NCR Fields

Status -The following fixed Statuses are used to manage the NCR to completion. When you approve a section, the Status moves on to the next visible section: Problem (Default for new), Containment, Root Cause, Corrective Action, Preventative Action, Evaluation, Complete, Cancelled.
Status Note - Used to record status-related notes
Entity
Target - The target date for completing the NCR
NCR No. - Auto-generated reference number
Date - The date on which the NCR was raised (editable)
Reminder - a Reminder date.
Category - You need to select a Category before you can edit the information on the left
Customer/Supplier - Supplier Returns are linked to a Supplier; Customer Complaints link to a Customer.
Contact - Select a Contact Person if a Customer or Supplier was selected.
Department - Select from a lookup list of Entities in the company Organigram.
Problem Reference - A brief description of the problem which can be used to search the NCR (lookup functionality included)
Correction
Preventative Actions
Evaluation
Transaction - NCR - Link to a transaction item - The Transaction type that can be selected depends on the NCR Type. This field is not visible for Process/Audit-related NCRs.
Qty - The number of items on the linked transaction item that are affected.
Transaction - Remake - The Transaction (Work Order) used to recut/remake a job, where items have been scrapped.
Problem - Enter a detailed description of the problem
Owner - Select from the Active Staff list. The Owner needs to approve all the completed steps in the NCR. You can update this field by selecting from a list of Active staff.
Assign to - This is the person that the NCR is currently assigned to. You can update this field by selecting from a list of Active staff.
Containment - Select from a lookup list linked to the selected Category and enter a detailed Description. eg. Scrap, Remake, Rework, Repair, Downgrade, Recall (Does not apply to Process/Audit related NCR's)
Root Cause - Select from a lookup list linked to the selected Category and enter a detailed Description.
Investigated by / Date - Select from an Active Staff list and assign the Investigation date.
Corrective Action - Select from a lookup list linked to the selected Category and enter a detailed Description.
Implemented by / Date - Select from an Active Staff list and assign the Implementation date.
Preventative Action - Select from a lookup list linked to the selected Category and enter a detailed Description.
Implemented by / Date - Select from an Active Staff list and assign the Implementation date.
Evaluation - Select from a lookup list linked to the selected Category and enter a detailed Description.
Evaluated by / Date / Effective / Preventative - Select from an Active Staff list, assign the Evaluation date and indicate whether or not the Corrective Action was Effective and Preventative.

Progress

Every time the Status, Owner or Assign to is updated, a timestamped note is added to the Progress list

Staff

Enter a list of the Staff involved in the NCR, as well as their respective Roles.

Actions

Add Attachment / Link
Copy to Transaction (Re-work)
Copy NCR - the linked transactions are not copied.

Attachments

Multiple Links and Attachments can be linked to an NCR. Click Actions (button) > Add an Attachment to link a file to the NCR. This can be a link to an online document/resource or a link to a document stored on the local network. The Attachments are visible as hyperlinked text in the top right corner of the NCR.

Costs

Costs are displayed in local currency for Types: Customer, Supplier and Production related and include the following:

Direct Costs - Purchases, Credit Notes, Stock Issues, etc. which are linked to the NCR.
Labour Costs - Derived from valid Timekeeping records linked to the NCR

When Costs have been linked to an NCR, you are no longer able to change the Transaction linked to the NCR.

Transactions - Direct Costs

Transaction Costs are linked to an NCR by selecting the NCR on a Transaction. The NCR field is visible if the Transaction is a Cost transaction (See setting below) and it is in the same flow as the Transaction linked to an NCR.

Tracker - Labour Costs

When Tracking time against a Transaction (eg. WO) which is linked to an NCR, you will be prompted to select an NCR when you start Timekeeping. This will automatically link the Labour Cost of the Timekeeping record to the NCR. You are able to edit the Timekeeping records in the Timekeeping module if mistakes were made in the Timekeeping process.

Service Manager

All Customer Complaints and Queries should be logged in the Service Manager. In certain cases, the Complaint may be escalated to an NCR. Functionality has therefore been provided to create an NCR from a Service Ticket.

Click Actions (Button) > Create a new NCR and then select the Category for the NCR (Only the Customer Complaint Categories will be available for selection) - this will create an NCR which is linked to the Service Ticket and then open the NCR. The Customer, Contact and Reference are copied from the SM to the NCR.

Note: A linked NCR can only be created from a Customer SM (Customer Complaint). If no Customer Complaint NCR Categories exist, the Create a new NCR menu item is hidden.

Settings

Reference lookup

Select Menu (Button) > Edit Reference lookup to View/Edit the NCR Reference lookup list

Multiple Transactions can be linked to the settings below:

Transaction Settings > NCR > Default: Transaction used for 'Customer Complaints' - eg. Customer Invoices
Transaction Settings > NCR > Default: Transaction used for 'Supplier Returns' - eg. Purchase Order
Transaction Settings > NCR > Default: Transaction used for 'Production Related' - eg. Work Orders
Transaction Settings > NCR > Default: Transaction used for 'Direct Costs' - eg. Purchase Orders, Stock Issues

Role Settings

Roles > Tracker > Timekeeping: Enable NCR - Yes/No (Default = No)

User Access

Role Settings > NCR > Non-conformance Reports (NCR) - Access Allowed - None, User, Administrator - Administrators can access the NCR Category settings, Delete and execute the Actions to Approve, Cancel and Revert to Previous Status.