Automation · Operations
Non-conformity and corrective action records right at the machine
You record a non-conformity at the machine on a phone, the non-conforming product is blocked, and the corrective action gets an owner, a deadline and an effectiveness check. We build it on top of the accounting software, ERP or quality system you already have.
Part of Quality control
How do you record non-conformities today?
A non-conformity without a record cannot be evaluated or claimed. An action without an owner and a deadline does not get done.
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“The non-conformity gets reported to the supervisor verbally and within a week it’s forgotten.”
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“The corrective action is in the minutes, but nobody is in charge of it and it has no deadline.”
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“The same defect keeps coming back and nobody knows what it costs us.”
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“The supervisor has the photo of the defect on their phone and it never makes it into the record.”
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“A non-conforming part went back into production by mistake because it wasn’t marked.”
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“We introduced the action, but nobody checked whether it worked.”
Flow
The path of one non-conformity – from the machine to closure
The system handles recording, alerts, deadlines and overviews. People decide about the product, the cause and the action.
- 01
Recording
A QR code on the machine opens a form: what happened, photo, quantity, order or batch. The supervisor and the quality engineer get an alert.
Person: Records the non-conformity right at the machine, not at the end of the shift.
- 02
Quarantine
The non-conforming product or lot is marked as blocked and stays highlighted in the overviews until someone decides about it.
Person: Decides what to do with the product: rework, sort, return, scrap, or release with the customer’s consent.
- 03
Cause
5 Whys or Ishikawa is ready in the record. The system shows similar non-conformities from the same machine or the same supplier.
Person: Finds the real cause, not just someone to blame.
- 04
Action
A task with an owner and a deadline. A reminder before the deadline, an alert to the manager after it.
Person: Carries out the action and documents it.
- 05
Verification
After the agreed period the system asks whether the defect has come back and shows the data for that period.
Person: Confirms effectiveness and closes the non-conformity. If the action did not work, reopens it.
What we build for your non-conformity register
Six tasks. You can start with just recording non-conformities and quarantine. Add the rest once it catches on in the workshop.
Recording a non-conformity at the machine
A form on a phone or tablet opened from a QR code on the machine. Defect from a list, photo, quantity, order or batch. The machine and time are filled in automatically. The form has to be faster than paper, otherwise nobody will use it. At a line without signal it can save the record and send it later, depending on the chosen tool.
Quarantine and the decision on the non-conforming product
The non-conforming product is marked and blocked so that it is not used or shipped by mistake. Someone with authority decides: rework, sort, return to the supplier, scrap, or release with the customer’s consent. Who decided and how is written into the record.
Corrective action with an owner and a deadline
You look for the cause with 5 Whys or Ishikawa right in the record. The corrective action is a task with an owner, a deadline and a reminder. Repairing the defective piece and removing the cause are tracked separately so they don’t get mixed up.
Effectiveness check
After an agreed period, for example 30 days, you check whether the defect has come back. The non-conformity is closed only when the action has worked. Otherwise it is reopened and gets a new action.
Complaints and 8D from one non-conformity
For a customer complaint, an 8D report with steps D1–D8 following the VDA methodology is created from the non-conformity. For defective material, photos, quantity and batch are together for a claim with the supplier. One non-conformity number follows the record from the form to the complaint, in the ERP wherever the system allows it.
Pareto and cost of non-conformities
An overview of which defects, machines and suppliers recur most often, how many pieces went to scrap or rework and what state the actions are in. If you have prices in your ERP, it is converted into money. A summary arrives by e-mail once a month.
What do you run on?
Every system handles non-conformities and complaints differently. Here is what is possible.
POHODA
The Complaints module with three types: customer, purchase (defect found before stocking) and stock (defect found after stocking). Progress is recorded in statuses you define yourself. A batch can also be recorded with the complaint.
ABRA Gen
In job tickets you can record a non-conformity and its correction, which creates a non-conforming production record. The product history record (rodný list) contains the recorded non-conformities. Supplier points can be given directly on the goods receipt, for example by the number of pieces under complaint. The system also works with a complaints warehouse.
ABRA Flexi
Complaints as a separate type of received order, optionally with a complaints warehouse and an issue slip on return. Via the REST API a complaint can be created directly from a non-conformity, and webhooks report changes.
Raynet CRM
A customer complaint as a deal or a task with custom fields. A custom action button or a webhook starts the non-conformity workflow.
Quality system (CAQ)
PALSTAT CAQ has a Non-conformities module with a Global 8D form and actions with responsibility and a deadline. KTK QMS records non-conformities, corrective actions and complaints and generates 8D reports.
You keep non-conformities in a notebook or in Excel? That is a starting point too. In the audit we look at what can be carried over into the defect list.
When you don’t need us
A non-conformity register doesn’t have to be a project. When a little is enough, we tell you.
- You have a few non-conformities a month and one person handles them
- A shared spreadsheet with fixed columns and a clear owner is enough. In the audit we show you which columns to use.
- You have a CAQ system with a non-conformity module
- PALSTAT CAQ and KTK QMS can both record non-conformities and corrective actions. We don’t build a second one.
- You only need to record customer complaints
- POHODA has a Complaints module, ABRA Flexi handles complaints as a type of received order. Use what you already pay for first.
- You are looking for a quality system consultant or certification
- A consultant sets up your quality system and a certification body issues the certificate. We build the tool in which the records are kept.
Corrective actions and quarantine in our own operation too
When a value is outside the limit in our packing facility, the app asks for a corrective action.
PackLabsApp
The operations app of our packing facility in Kuřim: shifts, training signed on a phone, hygiene checks with limits, QR labels and the order plan. In Czech and Ukrainian.
Automation references Our own operations · PackLabsBatch traceability in our packing facility
In our own packing facility in Kuřim we record every batch through simple forms on a phone. For each batch (LOT) we can trace the raw material delivery, its shelf life and who the batch was shipped to, and the system itself makes sure that no raw material in quarantine or past its best-before date gets into packing.
Packaging and logistics divisionHow it works
- 01
Free audit
30 minutes. How you record non-conformities today, who decides about them and where they end up.
Output: Recommended next step
- 02
Defect list
From your notebooks and spreadsheets we put together a list of defects, machines and decisions on non-conforming products.
Output: Task proposal and price
- 03
Pilot at one machine
A QR code on the machine, the form and quarantine. We fine-tune the form until it is faster than paper.
Output: Verified recording
- 04
Actions and overviews
Tasks with deadlines, effectiveness checks and a monthly Pareto. Training for supervisors and the quality engineer.
Output: Non-conformity register in operation
Frequently asked questions
Do we have to buy a quality management system (QMS) for a non-conformity register?
What does the ISO 9001 standard require for non-conformities?
Can we turn a non-conformity straight into an 8D report or a claim with the supplier?
What if someone records a non-conformity incorrectly? And won’t people be afraid to report non-conformities?
How much does it cost and how long does it take?
Related
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More8D report step by step
Article: what belongs in steps D1–D8 and how to find the real cause in D4.
MoreBatch traceability
Batches from receiving to shipping, tracing one step back and one step forward.
MorePOHODA integration
POHODA accounting software connected to the rest of your company.
MoreEnquiry — Non-conformity register
Tell us what you are dealing with. We start with a free 30-minute audit.