Resource Center

Documentation center for Safety 360 Elite Modules, Downloads & Assets.

Guide to Non-Conformance

Introduction

This information guide will assist the user with Logging/Assigning/Managing Non Conformances on Safety 360 Elite.

Any user on safety 360 elite can report non conformances.

In order to close off a non conformance, a user must be allocated the role of “non conformance manager ” or the “non conformance assistant”.

To be informed of any  logged non conformances on its occurrence, the user must be a subscriber to a Notification Center card created for Non Conformances.

Only users with Non-Conformance Manager/Assistant HSE role can use the Non-Conformance Management platform to close out Non Conformances.

This guide will go through the following options:

  1. Employee Roles in Non- conformance
  2. Types of Non Conformances
  3. Introduction
  4. Log a new Non-Conformance
  5. Non-Conformance Register
  6. Root Cause Analysis (RCA)
  7. Corrective Action Plan (CAP)
  8. Action Plan Register
  9. Root Cause Register
  10. Archived Non Conformances
  11. Observation Register
  12. Archived Observations
  13. Closed Non Conformances
  14. Non Conformances Reports

Employee Roles in Non- conformance

It is important to note that any user can report any Non Conformances on Safety 360 Elite.

The Management on Non Conformances are limited to users with correct HSE Roles.

Types of Non Conformances

There are several features on Safety 360 Elite that automatically generate Non-Conformance. The Non-Conformance Register will show all Features and their counts. You can click on any feature to filter the NCR Register.

Introduction

On your system, from the left navigation pane, go to “Non- conformance” as shown below. 

From there the following Cards are available:

Log a New Non-Conformance

On your system, from the left navigation pane, go to “Non- conformance” and click “Log Non-Conformance” shown below. 

 

Log a New Non-Conformance – Details

The first step is to select Priority (1), choose a Type (2), add a Title (3) and pick the date (4) of the NCR. Next you will find the box to describe your Non-Conformance (5).

Types of General Non Conformances

Log a New Non-Conformance – Workspace

The next section requires Workplace Selection.

Log a New Non-Conformance – Optional Info

There is also space for additional optional information. Here you can add Document Number (1), Contractor/Client selector (2) and Site of NCR (3)

Important to Note: Contractors or Clients can only be selected if they have already been added to your Contractor Management Dashboard. For more information, please visit the Contractor Management guide.

Only Sites that have already been added can be selected. For more information, please visit the Sites guide.

Log a New Non-Conformance – Involved Persons

This is a very important step in Creating a new NCR on the system. Here we need to include ALL the Involved Persons. These include people that need to act as well as people who only want to be informed.

To add Involved Person, click + icon shown above. This will open a window where you can select where Involved Person is linked too, either Your Company, Connected Company or Standard Contractor.

The next selector would be to select Involved Person.

Log a New Non-Conformance – Involved Persons

You can remove names from the Involved Person list.

Non-Conformance Register

On your system, from the left navigation pane, go to “Non- conformance” and click “Non-Conformance Register” as shown below. 

The  Non –Conformance Register will give you an overview and counts (1) of all the Non Conformances logged from Safety 360 Elite features. OPEN Non Conformances ONLY.

You can log a new General Non-Conformance from this register (2)and you can customize this list by adding Filters (3).

Non-Conformance Register – Filters for Register

You can use the Filters section to easily find Non Conformances. Here you can use the Search Box (1), search by Region (2) Operation (3), Inspection Area (4) and Department (5)

From the main Non-conformance Dashboard, you can select any feature or click on any of the recent logged non-conformance line items. This will open the Non-Conformance Dashboard.

We will close off  Non-Conformance #68782 as an example. To Start, click the Line Item as shown below.

 

Non-Conformance Dashboard

The Non-Conformance Dashboard will show us all the information the system has on this NCR. From there we can Edit (1), Assign Manager (2), View Versions (3) and Archive NCR (4)

Non-Conformance Assigned Manager

The Non-Conformance Assigned manager is where you to choose the overall responsible person to manage and close off the Non-Conformance. They might not always be the person that will physically solve the problem, but they will manage and add Involved Parties as needed.

Root Cause Analysis (RCA)

Before we start, lets first have a look at Setting applicable to RCA. From the Main Setting Tab (see guide on Settings) Control users have ability to set RCA Question Depth (1) as well as building custom RCA Questions (2).

By default, the depth will be 5 Questions (5Whys) and the system will use the following default Questions.

Default Root Cause Analysis questions:

Root Cause Analysis is one of 2 ways to close a NCR, the other being Corrective Action Plan. As NCR Manager you can do both, or only 1. The Root Cause Analysis is only available to the Assigned NCR Manager.

From the Main NCR Dashboard, navigate to section for Root Cause Analysis as shown above. From there the Assigned NCR Manager can click the + Icon to start the RCA.

Once you clicked the + Icon you will see the Window for the First Question, as shown below.

Depending on adjustment to Settings as shown in Slide 23, the user would need to repeat this process 5 TIMES (5whys). Please note the Depth Setting only sets the MINIMUM, users can go as deep as they require.

Once all required inputs have been met, the NCR can be closed out by adding a Sign-Off description and selecting Signature. Click Submit to finnish.

Corrective Action Plan (CAP)

The other option to close out NCR is Corrective Action Plan. PLEASE NOTE: This can be used in conjunction with RCA, you can do both or either.

From the Main NCR Dashboard, navigate to section for Corrective Action Plan as shown above. From there the Assigned NCR Manager can click the + Icon to start the CAP.

This will open the Create Action Plan window.

The other option to close out NCR is Corrective Action Plan. PLEASE NOTE: This can be used in conjunction with RCA, you can do both or either.

Once the Corrective Action Plan has been created and Involved Users/Parties have been added we can continue to Feedback Section. You will now see a line item under the Corrective Action Plan section.

Please note you can have multiple simultaneous Corrective Action Plans. They would all need to closed before NCR can be signed-off.

The Corrective Action Plan feedback window will show us the Responsible NCR Manage and Due Date (1) as well as the requirements of the Corrective Action Pan (2). We also have the following options:

Corrective Action Plan (CAP) Feedback

The Feedback Progress window allows all involved parties to communicate and provide evidence. The goal is to comply and complete the Corrective Action Plan. Files and Images can be loaded and reviewed.

Non-Conformance Corrective Action Plan (CAP)

The Corrective Action Plan window will show all feedback as well as Files and Images that have been loaded. When the Assigned NCR Manager is satisfied with evidence provided, they can close the Corrective Action Plan by clicking icon shown below.

The Corrective Action Plans section will show all Action Plans. The ones that are completed will have 2 Green Ticks.

Once either RCA or CAP has been completed, the NCR Sign-Off will become active. The Assigned NCR Manager can add a final comment and CLOSE out the NCR. This will remove the NCR from the active list.

Action Plan Register

On your system, from the left navigation pane, go to “Non- conformance” and click “Action Plan Register” as shown below. 

The Action plan Register shows all the ongoing Corrective Action Plans that have not yet been finalized. Control Users and Users with NCR Manager/Assistant Manager HSE Role will see ALL open CAP, the rest will only see their own.

You can make use of the Search Box and Filters to find specific open Corrective Action Plans. You can also use the slider to Show Incomplete Only or Show Assigned To Me, the latter will then only show YOUR Corrective Action Plans.

To continue with the Action Plan, you can click the Line Item to Open the NCR Dashboard at the Corrective Action Plan Section.

Root Cause Register

On your system, from the left navigation pane, go to “Non- conformance” and click “Root Cause Register” as shown below. 

The Root Cause Register shows all the ongoing Root Cause Analysis that have not yet been completed. Control Users and Users with NCR Manager/Assistant Manager HSE Role will see ALL open RCA, the rest will only see their own.

You can use the slider to Show Incomplete Only or Show Assigned To Me, the latter will then only show YOUR Corrective Action Plans.

To continue with a Root Cause Analysis, you can click the Line Item to Open the NCR Dashboard at the Root Cause Analysis Section.

Archived Non Conformances

On your system, from the left navigation pane, go to “Non- conformance” and click “Archived Non Conformances” as shown below. 

 

How to manage Archived Non-conformance

The Archived Non Conformances Register will show all the Non Conformances that have been archived.

Control Users can Restore Archived Non Conformances

Observations Register

On your system, from the left navigation pane, go to “Non- conformance” and click “Observations” as shown below. 

Observations are not yet Non Conformances, but they can be. Observations are logged from Checklists, Forms and Site Observations. By clicking the “Observations” card in previous slide, you will be taken to the Observation Register.

This list will show all active Observations from all features. You can make use of the filter by Feature (1), filter by Observation Type (2) or use the Search box (3) to find Observation. All Observations will be listed in register (4).

You can click on any line item in register to open Observation Dashboard.

Observation Dashboard

The Observation Dashboard will show all the information from Observation source. Here you can view Title, Type, Feature, Logged By, Logged Date and Description.

From here users can Escalate to Non-Conformance (1) as well as Archiving (2) the Observation.

Observation Escalate to Non Conformance

If you would like to Escalate the Observation to a Non-Conformance please click the button shown below.

This will remove the Observation from the Register and move it to the Non-Conformance Register in Slide 19.

From there you can continue to close out the Non-Conformance via Root Cause Analysis or Corrective Action Plan, or both.

The Type of NCR will depend on the feature where Observation was raised. Checklist and Forms will send to their respective Types while Site Observation will be listed as General Type.

Archived Observations

On your system, from the left navigation pane, go to “Non- conformance” and click “Archived Observations” as shown below. 

The Archived Observation Register will show all Observations that have been archived. Control users can re-instate the Observation.

Closed Non Conformances

To Find CLOSED Non Conformances on your system, go to “Non Conformance Register” as shown below. 

From the main Non Conformance Register you can click the Filters tab as shown below.

Next you will use the slider shown below to activate “Show Complete”. Once activated the Register will only show closed/signed-off Non Conformances.

Non Conformances Reports

On your system, from the left navigation pane, go to “Reports” as shown below. From there you can use the NCR Reports section.

The following options are available:

Conclusion

This feature can be used to manage and resolve any Non Conformances in the company .