This non conformance report form:
A non-conformance report form is used to document issues with personnel, products or services. Non-conformance reports are also sometimes called deviation reports or exception reports. The report is used to track corrective and preventive actions taken to address an issue.
Non-conformance reports are an important part of quality control and quality assurance product or service processes. The NCR process helps companies to identify and track issues so that they can be addressed quickly and effectively and so a similar situation or a reoccurrence does not occur.
A non-conformity is the non-fulfillment of a requirement, where a requirement is a need or expectation that is stated, generally implied or obligatory.
When a non-conformity is identified, it is important to take quick and effective action to maintain compliance with requirements. Here are a few key steps to effectively write a non-conformance report and manage a non-conformity.
When a non-conformity is identified, it is important to take quick action to isolate the non-conformity. This means identifying the affected product, service or area and putting it under control so that the non-conformity does not continue or spread. This may involve stopping production, removing finished products from the affected area, or taking other measures to prevent the non-conformity from spreading.
Determining the failure to meet a requirement or doing a root cause analysis of a non-conformity is critical to ensure that corrective and preventive actions are effective in preventing recurrence. To do this, we need to ask why the non-conformity occurred. This may be done using the ‘Five Whys’ method.
Once corrective and/or preventative actions have been agreed upon, plans of action should be developed. The details of who is responsible for applying the corrective or preventative actions should be included in documents and the appropriate timing for the completion of such actions to prevent the problem occurring should be identified too. Allowances should be made for tracking the status of action items until such action is completed.
Note: The records of actions, including the assignment of responsibility and appropriate timeframes should be maintained for a non-conformity. This will allow the tracking of the action status until corrected, closed out and verified as effective.
A means of review and close-out should be followed to assess the status of action items. The review should be recorded against the action item for verification purposes.
A conformity report of all action items that remain outstanding after planned completion dates should be presented for discussion at management review meetings.
These reports should be retained as ‘documented information.’ The report should also be signed and dated by the person who was responsible for addressing the issue.
This non-conformance report has provisions for the following aspects of a non-conformance: