Resource Center

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

Guide to Non-Conformances

Download Non Conformance V2.2 Guide

V2.2 Guide

Introduction

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

Any user on Safety 360 Elite can report Non-Conformances.

In order to close a Non-Conformance, the user must have the role of “Non-Conformance Manager” or “Non-Conformance Assistant” under system roles in employee management.

To be informed of any logged Non-Conformances on their occurrence, the user must be a subscriber to a “Notification Center” card created for Non-Conformances under the tool “Notifications”.

Only users with Non-Conformance Manager role/Non-Conformance Assistant 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, click  “Non-Conformance” as shown below.

From there the following Cards will be displayed:

Now, we will have a detailed look at what each card does.

How to log a Non-Conformance

On your system, from the left navigation pane, Click on “Non-Conformance”. Select  “Log Non-Conformance”. 

 

How to log a Non-Conformance – SETUP

Let us look at the various blocks that need to be completed.

Selecting this card will open the Ad-Hoc Non-Conformance. Step one is to start logging detail about the non-conformance

Setting the Priority on the Drop-Down Display.

Step 1 – Select Priority

Select the priority level to indicate the seriousness of the situation.

Select a Type

Step 2 –Selectin the Type of Non-Conformance

The Type list will appear in the drop-down display. There are more options to Select than those shown in this picture, see the next page.

Types of General Non Conformances

Step 3 – Select add a Title: Name your Non-Conformance.

Step 4– Select the date and add the date using the calendar.

When registering the new  Non-Conformance, these fields are mandatory fields.

Step 5– Click inside the text box to describe your Non-Conformance.

 

How to Log a New Non-Conformance - Under Workspace

The next section requires Workplace Selection.

Add the Region(1), Operation(2), Inspection Area(3), and the Involved Department(4) by Selecting from the drop-down. If there is nothing to Select, then it is not set up in the Settings tab.

How to Log a New Non-Conformance – Under 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.

How to log a New Non-Conformance – Under 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 My Company (which is your company), Connected Company or Standard Contractor or Client.​

NOTE: The next Selector would be to Select Involved Person.

NOTE: The next Selector would be to Select Involved Person from the drop down menus’.

To “Delete” involved person, click on the red cross icon next to the name.

How to log a New Non-Conformance – Under Supporting Documents

You can add relevant documentation by selecting the plus sign. This will take you to the “Add a File” page.

When you select “Log Non-Conformance you will be taken to the Signature page to submit.

When done, select Submit.

Non-Conformance Register

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

  1. The Non–Conformance Register will give you an overview and counts of all the Non-Conformances logged from Safety 360 Elite features. It will show OPEN Non-Conformances ONLY.
  2. You can log a new General   Non-Conformance from this register​.

  3. You can customize this list by selecting the Filters tab.

  4. Here you can view details relating to the, logged Non-Conformance.​ Once you assign the NC the grey man will turn black. Select the line item to start managing it

​

Non-Conformance Register – Filters for Register

You can use the Filters section to easily find Non-Conformances.

Non-Conformance Register

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 #459 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:

  1. Edit icon– Enables you to edit any information from Dashboard.​
  2. Assign Manager– This is where you set responsible person. The NCR Manager/Assistant​.
  3. Assign an Approver to the NC
  4. View Versions– Enables you to download a pdf of the logged non-conformance​.
  5. Archive NCR– Enables you to delete the logged non-conformance​.

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.

Only employees with the role “Non-Conformance Manager” can be selected.

Non-Conformance Assigned Approver Manager

The Non-Conformance manager is the overall responsible person to manage and close off the Non-Conformance. They might not be the person responsible for solving the problem, they will manage and add Involved Parties as needed.

Only employees with the role “Non-Conformance Manager” can be selected.

Non-Conformance Involved Person

The Non-Conformance “Involved Persons” is the people involved in the process of closing off the Non-Conformance.

Root Cause Analysis (RCA)

Before we start, lets first have a look at Setting applicable to Root Cause Analysis. 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).​

From Settings select “Root Cause Questions Type”.

Select the pen to start building your own default questions, or select the back arrow to use the default questions.

Root Cause Analysis. From the Main Setting Tab (see guide on Settings) Control users have the ability to set RCA Question.

Default Root Cause Analysis questions:

If no questions was added in the setting – RCA question section these questions will be used.

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.​ We will do RCA first then a CAR.

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. In the Box type your answer.

Depending on adjustment to Settings as shown in Slide 23, the user would need to repeat this process 5 TIMES (5 Why’s).

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 finish.​

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.

Set the Accountable User

Select the accountable Involved Person.

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.

Click to finalize Feedback. You can repeat as required.

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​.

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.

Closing – Incomplete Corrective Action Plan

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.

Observations

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

Observations Register

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).​

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.​

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 above.

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 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

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.

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:

FOR MORE INFORMATION, SEE GUIDE ON REPORTS AND ADVANCED REPORTS.

Conclusion

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

 

Share
Copy Link
×
Scroll to Top