This guide aims to help you get started with using our non-conformance management module and ensure the process is executed smoothly and efficiently.
Basic Understanding
Begin by developing an understanding of the area by reading the following article:
What is Deviation Management?
How Should It Be Done?
To facilitate the work, we have provided you with a structured process for managing non-conformances, improvement suggestions, incidents, and other events that may impact your organization.
To achieve your goals, you need to:
- Assign permissions to those who will be working with non-conformance management.
- Ensure that all employees understand how to report non-conformances and improvement suggestions in AmpliFlow.
- Review and adapt your non-conformance process to align with your organization's needs and procedures.
- Update the information page in AmpliFlow where you describe how you work with non-conformance management and who is responsible and involved.
- Go through and check off the control points (final step) in the checklist.
- If you are collaborating with a consultant from AmpliFlow, notify them when the work is ready for review.
Tips for Successful Implementation
- Create an Open Company Culture: Encourage all employees to report non-conformances and improvement suggestions. Remember, every reported non-conformance is an opportunity for improvement.
- Communicate Clearly: Ensure everyone understands what a non-conformance is, how it should be reported, and what happens when it is reported.
- Provide Feedback to Employees: Do not forget to provide feedback to the person who reported a non-conformance. This increases motivation and engagement.
- Prioritize Non-Conformances: Use severity ratings to prioritize which non-conformances should be addressed first.
- Designate Responsible Parties and Participants: Be clear about who is responsible for following up on a non-conformance and who is involved in its management.
- Train Your Staff: Ensure everyone knows how to use AmpliFlow for non-conformance management through training and support.
Frequently Asked Questions (FAQ)
Should we also register positive events?
Yes! It is important to register both positive and negative events. If you are unsure about how your organization works, ask! The information should be available on the intranet or in the employee handbook. If it is not, leave an improvement suggestion!
How should I formulate the text when registering?
Try to keep it short and concise without losing relevant information. Over time, you will learn how your organization needs to communicate.
Can users update a registered non-conformance after it has been submitted?
Yes, they can.
Is my improvement too small or irrelevant?
Sometimes it can be difficult to know, but it is better to register an improvement than not, especially in the beginning. If many people, for example, have a seemingly small problem, there might be a larger issue behind it. Make your best guess, and it will be right!
If I am unsure about which impact level to choose, what should I do?
Make your best guess—the person receiving the case can update this easily if needed. The organization will become better over time!
Can I expect feedback on positive customer feedback?
It depends on the company. We recommend using positive customer feedback internally to spread information and inspiration. Feedback is always beneficial.
If I wonder who is responsible for a specific area, such as improvement suggestions, how do I find out who it is?
All such information should be available on your intranet or in the employee handbook.
Why do I have to register more than just text?
The reason for not just registering text is to help the person receiving and working with these issues—right issue in the right order. This ensures the right case is linked to the right people and enables the company to detect patterns, such as "The wrong contract template is being used repeatedly by the sales department."
Can I register an improvement for someone else?
Yes, you can. You should then add the person as a participant during registration so they can also view and follow the case. Also, note in the text why you registered on behalf of someone else so the recipient understands.
Explanation of Each Field in Non-Conformance Management
System Fields
All non-conformances, regardless of the template in AmpliFlow, have several system fields. These are partially controlled by your administrator based on enabled functions.
- Description: Here you detail the improvement or non-conformance. Explain what happened or what can be improved, why it is important, and who is involved.
- Impacted Areas Select the areas affected by the non-conformance from your impact matrix (see separate checklist in AmpliFlow), such as "Delivery," "Environment," "Health & Safety," "Immediate Savings Potential," "Internal Audit," or "Positive Customer Feedback." This helps to understand where the non-conformance has the greatest impact.
- Impacted Processes Select the process/sub-process/process step (see separate checklist for Process Mapping in AmpliFlow) where the non-conformance occurred and where it was discovered. This helps trace and analyze which part of the business needs actions and gives the responsible person for the impacted process the rights to see and work with the non-conformance.
- Discovered In: Specify where the non-conformance was first discovered. This provides insight into which stage of production or service delivery the issue was identified.
- Occurred In: Specify where the non-conformance originally occurred. This helps identify the source of the problem and prevent similar incidents in the future.
Template-Specific Activities
In each template, we can add as many fields as needed for data collection (though we recommend keeping it minimal). Below is an example of what our basic non-conformance template includes, and which you can now edit yourself:
- Specify the date the non-conformance occurred: Provide the exact date and, if possible, the time when the non-conformance occurred. If the time is unknown, at least select the date.
- Potential/Confirmed Consequences: Describe the potential or actual consequences of the non-conformance. This can include direct costs, such as additional use of materials or labor, as well as indirect costs, such as lost revenue.
- Immediate Actions: Describe the immediate actions taken to minimize the effects of the non-conformance. This may include quick corrective actions to limit damage or loss.
- Supplier: If the non-conformance was caused by a supplier, select the supplier from the list. If the supplier is missing from the list, note this in the comments field.
- Photo: If possible and relevant, take a photo documenting the non-conformance or improvement. This can provide visual support and clarity in reporting.
- Comments: Here you can write any additional comments or information that may be relevant to the non-conformance or improvement suggestion.
These fields are examples from our standard non-conformance template, and you can customize them according to your organization's specific needs and projects. System fields such as "Description" and "Impacted Areas" come from the severity matrix module and are available if it is enabled. Fields like "Impacted Processes" (discovered in, occurred in) exist only if process mapping is enabled and completed.
Implement Non-Conformance Management in Corporate Culture
- Define what a non-conformance is for your organization: It is important to have a clear definition of what a non-conformance is so that everyone in the organization knows what to look for and report.
- Create a Clear Process: Describe in simple steps how non-conformances should be reported and managed. Ensure the process is easily accessible to all employees.
- Train Your Staff: Conduct training so that everyone in the organization knows how to report and manage non-conformances in AmpliFlow.
- Follow Up and Evaluate: Regularly review the non-conformance management process and make adjustments as necessary.
- Communicate Effectively: Regularly share the results of non-conformance management. This shows that non-conformances are taken seriously and motivates employees to continue reporting.
- Adapt the Process: Every organization is unique, so adapt the process to suit your specific needs and challenges.
Remember: Every reported non-conformance is an opportunity for improvement!
By having a structured and transparent non-conformance management process, you can:
- Improve the Quality of your products and services.
- Increase Customer Satisfaction by quickly addressing issues.
- Promote a Culture where employees feel heard and engaged.
- Identify Patterns and underlying problems that might otherwise go unnoticed.
Contact and Support
If you have any questions or need further assistance, do not hesitate to contact our support.
Contact:
By following this guide, we hope you have a smooth and efficient experience with non-conformance management in AmpliFlow. Together, we can work towards continuous improvements and a stronger organization.
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