Add a Service Nonconformance
The Nonconformance module in Safefood 360° is specifically for recording Nonconformances that happen internally in relation to Finished Products, Materials, or Services. The workflow allows you to define the issue and then provide details on what has happened to the Product, Material, or Service, e.g. are they on hold/quarantine and what is going to happen, are you rejecting and disposing, reworking, etc. A Corrective Action Record can then be generated from the Nonconformance Record using the 'Actions>Add Related Record>Corrective Action' buttons so that a full root-cause analysis etc. can be put in place.
Tip: A Nonconformance can also be added directly through most Programmes and Records via the 'Actions>Add Related Records>Nonconformance' buttons. Some of the Nonconformance Record details will be completed via the 'Add Related Record' option, and the Nonconformance Record is then added to the 'Actions' tab of the Nonconformance module to be completed.
Important: In order to complete a Service Nonconformance Record, the Service must have been added to the Products & Materials in Master Data. For further details on adding Services, see here.
How to Add a Service Nonconformance
A Service Nonconformance Record can be raised in two ways:
To add a Service Nonconformance in Safefood 360°, navigate to the Nonconformance module using the 'Management>Nonconformance' buttons and click the 'Add Nonconformance>Nonconforming Service' buttons. A pop up will appear on screen prompting you to select the Service to create the Service Nonconformance Record from. Using the dropdown, or typing into the box, locate your preferred Service and click 'Create'. Once created, the Service Nonconformance Record will not be placed into the 'Actions' tab until you have clicked either the 'Save' or 'Save and Submit' buttons.
Image: Navigating to Nonconformance via 'Management>Nonconformance', Clicking 'Add Nonconformance>Nonconforming Service' Buttons
Image: Add Nonconformance Pop-Up Screen
Image: Selecting the Service to create the Service Nonconformance Record from
Image: Clicking the 'Create' Button to generate a Service Nonconformance Record
Image: Blank Service Nonconformance Record
Stages of the Service Nonconformance Record
After creating your Service Nonconformance Record, the Nonconformance Details workflow section will open. The Nonconformance workflow section must be completed and saved and submitted for the next workflow section to become accessible. The remaining workflow sections will remain greyed out until the 'Save & Submit' button has been clicked within the Nonconformance Details.
See below how to complete the three workflow stages of the Service Nonconformance Record:
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. Supplier: Using the Master Data dropdown, select the Supplier who provides the Service you are adding the Nonconformance for. [Mandatory Field]
Image: Supplier Dropdown
3. Service: The Service you previously selected within the 'Add Nonconformance' Pop-Up screen will populate here. However, if you have accidentally selected the wrong Service, this can be changed using the Master Data dropdown. [Mandatory Field]
4. Service Date: Using the calendar field, select the date the Service took place.
5. Nonconformance: Using the Master Data dropdown, select the Nonconformance that cause the need for this Nonconformance Service 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
6. Description: Using the open text field, give a detailed description of the Nonconformance.
7. 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.
8. 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.
9. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move back to the Nonconformance module.
Note: The Risk of the Nonconformance will become the Risk of the Nonconforming Service Record. If the Risk is noted as 'None' or 'Low', the Record will become overdue after 14 days and if the Risk is noted as 'Medium' or 'High', the Record will become overdue after 7 days on the Summary Dashboards if not closed out.
Image: Completed Nonconformance
Image: Blank Decision
1. Decision: Using the fixed dropdown, select the Decision made on what action to take following the Nonconforming Service. [Mandatory Field]
2. Authorized By: Using the Master Data dropdown, select the Contact who Authorized this Decision. [Mandatory Field]
Image: Authorized By Dropdown
3. Date: Using the calendar field, select the date the Decision was made.
4. Report: Using the open text field, enter details on the Decision Report.
5. 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.
6. 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.
7. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Nonconformance module.
Image: Completed Decision
Image: Blank Close Out
1. Report: Using the open text field, enter details on the Nonconforming Service Close Out.
2. Root Cause: Using the Master Data dropdown, select the Root Cause of the Nonconformance.
Image: Root Cause Dropdown
3. Cost/Losses: Using the Master Data dropdown, select the Cost/Losses that have occurred as a result of this Nonconformance.
Image: Cost/Losses Dropdown
4. Amount: Using the numerical field, enter the Monitory Amount of the Cost/Losses. Plus and Minus numbers can be used. The total is then automatically calculated and placed beneath the Cost/Losses.
5. X: Click the 'X' button to remove Costs/Losses.
5. Add Line: Additional Costs/Losses can be added by clicking the 'Add Line' button.
6. Authority/Customer: Using the Master Data dropdown, select the Authority/Customer you had to inform about this Nonconformance.
Image: Authority/Customer Dropdown
7. Date Notified: Using the calendar field, select the date the Authority/Customer was notified.
8. Method: Using the fixed dropdown, select how the Authority/Customer was notified.
Image: Method Dropdown
9. Contact Person: Using the open text field, enter the Contact Person that was notified.
10. Notes: Using the open text field, additional notes can be added.
11. X: Click the 'X' button to remove Authority/Customer.
12. Add Line: Additional Authority/Customer can be added by clicking the 'Add Line' button.
13. 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.
14. 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.
15. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move back to the Nonconformance module.
Image: Completed Close Out
Tip: If a Corrective Action is needed following the Nonconforming Service, use the 'Actions>Add Related Record>Corrective Action' button to create a Corrective Action Record and link it to the Nonconforming Service Record.
Image: Creating a Corrective Action using the 'Actions>Add Related Record>Corrective Action' Button
