The Corrective Actions Management, Preventive Actions Management and Improvement Actions Management Forms allow you to manage the actions to be taken on the Quality System, from planning, to implementation and verification of effectiveness. The three forms all have the same fields.
The Actions Management on the Quality System consists of three overlying tab:
- Writing form for identifying the object of the intervention and analyzing the causes,
- Improvement form for the preparation of specific intervention actions,
- Audit form for verifying the results and the effectiveness of the actions taken.
WRITING FORM
The Writing form looks like in Figure:
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When you open the form, the Number of the action which occurs is the first available:
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if you want to open a new action on the Quality System, click on the New button: the date of the day is automatically entered in the Date field;
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if you want to open an action already present, click on the List button and choose the action from the list
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- In the Importance of the action field, indicate the relevance of the action (Critical, Important or Secondary). These are preset values, but can be modified using the parameterizable causal management form (AQIMP code – Importance of Action on the Quality System).
- Then set the details of the intervention to be implemented, indicating: Object, Area (internal department, entity or process), Product (optional) and Compete, as the time or activity in which the problem occurred. The Compete field is a parameterizable reason (code AQCNT – Action Context on the Quality System), and is therefore customizable.
- To better identify the defect or the risk and therefore measure the improvement, you can set a parameter, the check-box Use parameter and specifying an initial value (Initial Val.) in order to compare it with the value found in the implementation and verification of effectiveness.
- In the Description of the action and analysis of the causes field can be given an an analytical investigation of the causes that generated the non-compliance or the risks that may manifest a non-compliance can be reported.
- By clicking on the Save button, the name of the person drafting the corrective action is automatically recorded in the Editors field.
Now pressing the tab Improvement to define the implementation modalities of the intervention (tab Improvement ).
RESOLUTION OF THE ACTION
After you have defined all improvements and audits (in the respective form), so action set must be carried out to the end. Follow the procedure:
Approval
- To delegate someone to approval, the editor must press the appropriate button in the workflow and choose from the available names those to be authorized for the approval of the planned intervention (see procedure). It is possible to approve an action even if you are not in the program with your username, simply by selecting your name from the list of approvers and pressing the check button in the workflow. The password will be requested before carrying out the operation.
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It is possible to send an e-mail notice by right-clicking on the approver’s name and selecting Send message from the menu: the program automatically opens the e-mail service installed on the computer and sends the approver a message already pre-set in which your approval is requested from the document whose details are provided. With the same system, the latter will be able to notify the editor of the approval.
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Then, clicking the right mouse button pointed to the name of the approver, and choosing from the menu send message, the program automatically opens the mail service installed on your computer and send a message to the approver learned which require its approval to the document for which you provide the extremes. With the same system these will warn the editor that approval.
- It is possible to change the date required for approval by right-clicking on the approver’s name and selecting Change date from the menu.
RESOLUTION
After receiving approval, you can proceed to the actual resolution of the action set, by ticking the box Deliberated: the program will write the date automatically. That date could still be changed as long as the action will not be finally closed, double-clicking on the same field.
It is possible to connect to every action one or more N.C. forms , using the documents link. The corrective action report (preventive or proactive ) will provide the list of linked Non-conformity.
CLOSURE
Once all the planned all improvements and audits actions have been completed, the corrective/preventive/improvement action can be closed, so that no more changes are made.
Check the Closed box. The program will automatically insert the date and the document will no longer be editable. The closing date can be changed at any time.