To add a Product Nonconformance Record, you must access the Nonconformance module main page first. To navigate to the module, click the 'Management>Nonconformance' buttons. Once within the module, click the 'Add Nonconformance>Nonconforming Product' buttons. You will then be required to select a specific Product from a dropdown list of all of your Products added to Master Data. Click on the dropdown arrow, source your Product and click 'Create'. This will bring you directly to the first workflow stage of the Product Nonconformance Record. From there, you can complete the Record as per instructions outlined below.

Image: Navigation to Nonconformance Module

Image: Clicking 'Add Nonconformance>Nonconforming Product' Buttons, Selecting Correct Product

Image: Clicking 'Create' to add a Nonconforming Product Record

To add a Product Nonconformance via the 'Actions' button of another Programme or Record within Safefood 360°, click 'Actions>Add Related Record>Nonconformance' buttons. A pop-up will appear on screen prompting you to complete the following details of the first workflow stage of the Nonconformance: Nonconformance, Product/Material/Service, Supplier, Source, Trace No. and Description. The Nonconformance and Product/Material/Service are the only mandatory fields at this stage, allowing you to complete the remaining details in the Nonconformance Record itself. This will bring you directly to the first workflow stage of the Product Nonconformance Record. From there, you can complete the Record as per instructions outlined below.

Image: Actions>Add Related Record>Nonconformance

Image: Blank Nonconformance Pop-Up Screen

Image: Nonconformance Folders Dropdown [Mandatory Field]

Image: Product/Material/Service Folders Dropdown [Mandatory Field]

Image: Source Folders Dropdown (Supplier is N/A for a Product)

When you have completed all of the required fields, you can click 'Save & Submit' and the Nonconformance Record will be created and added to the Nonconformance module and also linked at the top of the Record for which the Related Nonconformance was created.

Image: Nonconformance Linked to the Record in the 'Related Record' Section

Image: Blank Nonconformance

1. Date: The Date the Record was opened will auto populate within this date field. However, it can be changed if needed by clicking into the calendar field and using the calendar to select the correct date.

2. Product: Confirm the Product selection - this will be pre-populated with the Product selected when creating the Nonconformance Record via the Nonconformance module or via a Related Record. You can re-select this by clicking on the dropdown arrow and selecting the correct Product from the folder until a grey background appears and click 'Select' to add it to the Record. [Mandatory Field]

3. Quantity/Unit of Measurement: Enter the Quantity in the open numerical field and select the Unit of measurement from the 'Units of Measurement' entered to Categories in Master Data via the dropdown arrow, in the same manner as selecting a Product.

Image: Products Folder Dropdown and Units of Measurement Folder Dropdown

4. Date of Manufacture: Select the Date and Time of Manufacture for the Product. Click the Calendar icon to choose your date, and the Time dropdown to choose your time. You can also type in a specific time if needed.

Image: Select Date of Manufacture Details

5. Date of Minimum Durability: Select the Date of Minimum Durability for this batch of Product by clicking the Calendar icon and selecting the required Date. Click the dropdown arrow to select whether your Product receives a 'Use By' or a 'Best Before' Date of Minimum Durability.

Image: Select the Date of Minimum Durability Details

6. Nonconformance: Using the Master Data dropdown, select the Nonconformance that cause the need for this Product Nonconformance Record, choosing from 'My Nonconformances' in Master Data or 'System Nonconformances'. The System Nonconformances consist of 'Critical, Major, Minor and Recommendation'. See the following article for more information on adding a Nonconformance. [Mandatory Field]

Image: Nonconformance Dropdown

7. Trace No.: This is an open-text field where you can assign a Lot or Batch number for the Product, if relevant. The Trace No. can be tracked within Safefood 360° via the Traceability module.

8. Brand: If applicable, you can select a Brand for the Product to which the Nonconformance relates to. Brands must first be added to 'Master Data>Categories>Brands'. To select a Brand, click on the dropdown arrow and source your Brand. Once you have sourced your Brand, click on the name until a grey background appears and click 'Select' to add it to the Record.

Image: Brands Dropdown

9. Source: The Source of the Nonconformance can be specified here if known - you can select either from a specific Production Units, such as a Production line, or a specific Item. Both the Production Units and Items need to be added to ‘Master Data’ (Production Units = Categories, Items = Items) before they can be selected here. To select a Production Unit/Item, click on the dropdown arrow on the required folder and find the required source. You can then click on the name until a grey background appears and click 'Select' to add it to the Record.

Image: Source Dropdown

10. Description: Use this open-text field to enter a detailed description of the Product's Nonconformance. Provide as much detail as you can to ensure all specifics of the nonconformance are documented.

11. Save: Click the 'Save' button to save the information added to the Nonconformance workflow stage. This will save the information added, but not move to the next workflow stage. As this is the first workflow stage, the 'Save' button will also move the Record into the Actions Tab. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information that was added to the Record. Ensure to click the 'Save' button to save the progress of your work.

12. Save & Submit: Click the 'Save & Submit' button to save the Nonconformance workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.

13. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move back to the Nonconformance module.

Image: Completed 'Nonconformance' Workflow Stage After 'Save & Submit' (Record Created, Risk Assigned to the Record)

1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.

2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.

3. Hold/Quarantine: The next workflow stage has been enabled and expanded, ready to be completed.

Image: 'Nonconformance' Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Second Signature Added (3)

Image: Blank Hold/Quarantine

1. Date/Time on Hold:  Select the Date and Time the nonconforming Product was put on hold. This is pre-filled with the Date and Time that the Record stage was opened but can be updated as needed. Click the Calendar icon to update the date and click on the Time dropdown to edit the time. If needed, you can also type in a time if it is not on the list.

Image: Selecting Date and Time 'On Hold'

2. Location: This is an open-text field where you should enter the hold location of where the quarantined Product is currently being stored.

3. Identification: Use the dropdown arrow to select the identification type of the Hold. You can select from a few different system options - Identification Label/Placard, Identification Location, Other.

Image: Identification Dropdown

4. Authorised By: Click on the dropdown arrow to select who authorised the Nonconforming Product Hold. You can select from a list of Employees as well as other Contacts. Once you have sourced the required person, click on their name until a grey background appears and click 'Select' to add the name to the Record.

Image: Selecting the 'Authorised By'

5. Isolation Method: Select the Isolation Method used to isolate the nonconforming Product from unaffected stock by using the dropdown arrow.

You can choose from 7 options:

- Cautionary Tape
- Fixed Barrier
- Inventory Management System
- Mobile Barrier
- Not Applicable
- Secure Room/Store
- Other

Image: Isolation Method Dropdown

6. Save: Click the 'Save' button to save the Hold/Quarantine workflow. This will save the information added, but not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and be able to come back to it.

7. Save & Submit: Click the 'Save & Submit' button to save the Hold/Quarantine workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.

8. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Nonconformance module.

Image: Completed 'Hold/Quarantine' Workflow Stage After 'Save & Submit'

1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.

2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.

3. Decision: The next workflow stage has been enabled and expanded, ready to be completed.

Image: 'Hold/Quarantine' Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Second Signature Added (3)

Image: Blank Decision

1. Decision: Select the Decision by clicking the dropdown arrow to display all the options. [Mandatory Field]

You can choose from 9 options:

- Accept by Concession
- Partial Acceptance
- Partial Rejection
- Regrade
- Reject and Dispose
- Release
- Re-test
- Rework
- Other

2. Authorised By: Click on the dropdown arrow to select who authorised the Nonconforming Product Decision. You can select from a list of Employees as well as other Contacts. Once you have sourced the required person, click on their name until a grey background appears and click 'Select' to add the name to the Record.  [Mandatory Field]

Image: Selecting the 'Authorised By'

3. Date: Confirm the Date that the Decision was made. This is pre-populated with the Date when the workflow stage was opened but can be updated by using the Calendar icon.

4. Basis for Decision: Select the Basis for Decision from the options provided in the dropdown. [Mandatory Field]

You can select from 5 options:

- Evidence - control measure effective
- Evidence - combined control measures met performance specification
- Evidence - testing and analysis results confirmed product safety and/or quality
- Evidence - testing and analysis results did NOT confirm product safety and/or quality
- Other

Image: Basis for Decision Dropdown

5. Report: Enter a Decision Report. This is an open-text field where you can provide an in-depth report to justify the selected decision.

6. Save: Click the 'Save' button to save the Decision workflow. This will save the information added, but not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and be able to come back to it.

7. Save & Submit: Click the 'Save & Submit' button to save the Decision workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.

8. Cancel: Click the 'Cancel' button if you wish to discard your progress and return to the main Nonconformance Review module page. Clicking the 'Cancel' button will cause you to loose your progress without the possibility of recovering the information.

Image: Completed 'Decision' Workflow Stage After 'Save & Submit'

1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.

2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.

3. Rework/Reject and Dispose/Close out: The next workflow stage has been enabled and expanded, ready to be completed.

Image: 'Decision' Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Second Signature Added (3)

Image: Blank 'Rework' Workflow Stage

1. Date: Select the Date of the Rework. This is pre-populated with the Date that the Record stage has been opened but can be adjusted by using the Calendar icon.

2. Supervised By: Select the person who supervised the Rework process. Click on the dropdown arrow and select from Employees and Contacts entered to Master Data. Click on the required name until a grey background appears and click 'Select' to add the name to the Record.

Image: Selecting 'Supervised By'

3. New Trace No.: If needed, you can assign a new Lot or Batch number for the Reworked Product. The Trace No. can be tracked within Safefood 360° via the Traceability module.

4. Checklist: The Checklist lists questions to be answered. These questions cannot be edited within the Record. For each of the questions you can select a ‘Yes’ or ‘No’ Answer and add any notes in the ‘Notes’ column, if required.

5. Answer: The answer is automatically pre-populate with a 'Yes' response. Click on the dropdown arrow to select a different response. You can only select a 'Yes' or 'No' response for the checklist questions.

Image: Selecting an Answer from the Dropdown

6. Notes: This is an open-text field allowing you to enter any notes that relate to the Checklist questions and the answers selected.

7. Decision: Select the Rework Decision by clicking the dropdown arrow to display all the options. [Mandatory Field]

In this stage, you can choose from 7 options:

- Accept by Concession
- Partial Acceptance
- Partial Rejection
- Regrade
- Reject and Dispose
- Release
- Other

Image: Decision Dropdown

8. Save: Click the 'Save' button to save the Rework workflow. This will save the information added, but not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and be able to come back to it.

9. Save & Submit: Click the 'Save & Submit' button to save the Decision workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes

10. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Nonconformance module.

Image: Completed 'Rework' Workflow Stage After 'Save & Submit'

1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.

2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.

3. Reject and Dispose/Close out: The next workflow stage has been enabled and expanded, ready to be completed.

Image: 'Rework' Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Second Signature Added (3)

Image: Blank Reject and Dispose

1. Date: Select the Date the Product was disposed or will be disposed. This is automatically populated with the date that the workflow stage has been opened. Click on the Calendar icon to select a different date. [Mandatory Field]

2. Supervised By: Select the person supervising the disposal of the affected product. Click on the dropdown arrow and select from Employees or other contacts added to Master Data. Once you have sourced the required person, click on their name until a grey background appears and click 'Select' to add it to the Record.

Image: 'Supervised By' Dropdown

3. Licensed Contractor: Select the Licensed Waste Contractor who is responsible of disposing of your nonconforming Product. Click on the dropdown arrow and select from the Contacts added to Master Data. Once you have sourced the required person, click on their name until a grey background appears and click 'Select' to add it to the Record.

Image: Selecting a 'Licensed Contractor'

4.  Save: Click the 'Save' button to save the Reject and Dispose workflow. This will save the information added, but not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and be able to come back to it.

5. Save & Submit: Click the 'Save & Submit' button to save the Reject and Dispose workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.

6. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Nonconformance module.

Image: Completed 'Reject and Dispose' Workflow Stage After 'Save & Submit'

1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.

2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.

3. Close out: The next workflow stage has been enabled and expanded, ready to be completed.

Image: 'Reject and Dispose' Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Second Signature Added (3)

Image: Blank Close Out

1. Report: This is an open-text field which allows you to provide a Close out report for the overall Nonconformance investigation.

2. Root Cause: Select the Root Cause of the Product Nonconformance. The Root Cause can be selected from the Causes uploaded in Master Data. To add a Root Cause to the Close out stage, click on the dropdown arrow to display the folder and source your Root Cause. Once you have sourced your Cause, click on it until a grey background appears and click 'Select' to add it to the Record.

Image: 'Root Cause' Dropdown

3. Costs/Losses Type: Select any Costs or Losses incurred due to the Nonconformance. This is not limited to monetary loss only, as you may have lost time, reputation, material, or required additional workers, time, staff, etc. Click on the dropdpown arrow to select a the 'Type' of loss. This is your Costs/Losses entered in Master Data. To select Costs/Losses, click on the dropdown arrow and source the required category. Then click on the name of the category until a grey background appears and click 'Select' to add it to the Record.

Image: 'Costs/Losses' Dropdown

4. Amount: Enter the amount in this numerical field. You can use positive (+) numbers, as well as negative numbers (-) in this field. The system will automatically complete the calculation for you at the bottom in the form of 'Total'. In this field you can enter any value to 2 decimal places. [Mandatory if Costs/Losses Type Selected]

5. Add Line: Click the 'Add Line' button to add more Costs/Losses.

6. X: Click the red 'X' button to remove a Costs/Losses line. You will be asked to confirm your choice in a pop-up window.

Image: Costs/Losses Total Calculated Automatically by the System

7. Authority/Customer: Select from the Customers and Organisations added to Master Data. Click on the dropdown arrow to display the folder, source the required Contact and click on their folder a grey background appears, then click 'Select' to add them to the Record.

Image: Selecting an Organisation

8. Date Notified: Click on the Calendar icon to select the date on which the selected Contact was notified of the Product Nonconformance. [Mandatory if 'Authority/Customer' Selected]

9. Method: Use the dropdown arrow to select the Method used for contacting the selected Customer/Organisation. You can select from the system default options - Email, Phone, Letter, Meeting or Other. [Mandatory if 'Authority/Customer' Selected]

Image: Contact Method Dropdown

10. Contact Person: Use this open-text field to enter the name of the person who was contacted about the Product Nonconformance.

11. Notes: Use the open-text field to enter any Notes regarding the process of contacting the selected Authority/Customer, i.e., if any agreements or requests were made by the other party, etc.

12. Add Line: Click the 'Add Line' button to add more Organisations and/or Customers that were contacted.

13. X: Click the red 'X' button to remove an Organisation/Customer from the contacted list. You will be asked to confirm your choice in a pop-up window.

14. Save: Click the 'Save' button to save the Close Out workflow. This will save the information added, but not complete the Record. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it.

15. Save & Submit: Click the 'Save & Submit' button to save the Close Out workflow stage and complete the Record. As this is the final workflow stage, if you choose to 'Save & Submit', the final workflow stage will be closed, and the Record will be moved from the 'Actions' tab to the 'Complete' tab. Going forward, you must click the 'Edit' button to re-enter the stage to make any changes. Once the Record has been moved to the 'Complete' tab, it cannot be moved back to the 'Actions' tab.

16. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move back to the Nonconformance module.

Image: Completed 'Close out' Workflow Stage After 'Save & Submit'

1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.

2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.

Image: 'Close out' Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Second Signature Added (3)