Add a Supplier Corrective Action Record
Supplier Corrective Actions can be generated in four ways:
To manually add a Supplier Corrective Action Record in the Supply Chain Management module, click the 'Add Record>Add Supplier Corrective Action’ button. A pop up will appear on screen prompting you to select the Supplier the Supplier Corrective Action should be created for. Using the dropdown, or typing into the box, locate your preferred Supplier and click 'Create'. Once created, the Supplier Corrective Action Record will not be placed into the 'Actions' tab until you have clicked either the 'Save' or 'Save and Submit' buttons.
Image: Navigating to Supply Chain Management, Clicking 'Add Record>Add Supplier Corrective Action' Button
Image: 'Add Corrective Action' Pop Up Screen
Image: Selecting Supplier from Dropdown
Image: Clicking the 'Create' Button to Generate Blank Supplier Corrective Action Record
Image: Blank Supplier Corrective Action Record
To manually add a Supplier Corrective Action Record in the Supplier Master Data page, click the 'Add Record>Add Supplier Corrective Action’ button. Once created, the Supplier Corrective Action Record will not be placed into the 'Actions' tab until you have clicked either the 'Save' or 'Save and Submit' buttons.
Image: Navigating to Master Data>Contacts, Selecting the Supplier who the Supplier Corrective Action Record should be Generated
Image: Clicking 'Add Record>Add Supplier Corrective Action' Button within Supplier Page
Image: Blank Supplier Corrective Action Record
To generate a Supplier Corrective Action from a Pre-Assessment, Supplier/Material Full Assessment or Supplier Audit Record, use the 'Corrective Action' tick box within the Data Collection workflow stages. Ticking the Corrective Action box will bring the Requirement/Document line automatically down into the Nonconformance & Corrective Action workflow stage, where the Nonconformance details can be entered, e.g. Category, Responsible, Due Date. Once the Nonconformance & Corrective Action workflow stage has been 'Save & Submitted', the Supplier Corrective Action Record will be generated, linked to the top of the Record and be placed into the 'Actions' tab of the Supply Chain Management module. The first stage of the Supplier Corrective Action will be closed (Saved & Submitted) but can be edited if needed by clicking the 'Edit' button.
Image: Pre-Assessment Record Corrective Action Tick Boxes
Image: Full Assessment Record Corrective Action Tick Boxes
Image: Supplier Audit Record Corrective Action Tick Boxes
Image: Supplier Corrective Action Opened on the Corrective Action Response Workflow Stage
Image: Supplier Corrective Action Corrective Action Details Workflow Stage can be Edited if needed using 'Edit' Button
To generate a Supplier Corrective Action from a Record, use the 'Actions>Add Related Record>Supplier Corrective Action' buttons. A Supplier Corrective Action pop up screen will appear, where the details of the Supplier Corrective Action can be completed, e.g. Supplier, Responsible, Due Date. Once the 'Save & Submit' button has been clicked, the Supplier Corrective Action Record will be generated, linked to the top of the Record and be placed into the 'Actions' tab of the Supply Chain Management module. The first stage of the Supplier Corrective Action will be closed (Saved & Submitted) but can be edited if needed by clicking the 'Edit' button.
Remember: If the Supplier has access to the Supplier Portal, and they have been marked as Responsible for the Supplier Correction Action, they will not always be able to access the Record the Supplier Corrective Action was raised from, as the Supplier Portal has limited module access.
The Supplier will only be able to access the following Records if the permissions have been given:
- Pre-Assessment Records
- Full Assessment Records
- Supplier Audit Records
- Supplier Corrective Action Records
- Complaint Records
- Receiving Records
Image: 'Actions>Add Attachment' Button in Record
Image: 'Supplier Corrective Action' Button
Image: 'Add Supplier Corrective Action' Pop-Up to be Completed, Click 'Save & Submit' to Create Supplier Corrective Action Record
Image: Supplier Corrective Action Record Created and Linked to Record
Image: Supplier Corrective Action Record Created with Corrective Action Details Workflow Stage Closed
Image: Edit Button to make Changes to Corrective Action Details Workflow Stage
Stages of the Supplier Corrective Action Record
After generating your Supplier Corrective Action Record, the workflow stage the Record will open in will depend on which option you have used to generate your Supplier Corrective Action Record.
- Option 1 & 2: The Corrective Action Details workflow stage will open
- Option 3 & 4: The Corrective Action Response workflow stage will open (Corrective Action Details workflow stage will already be 'Saved & Submitted')
The current workflow section must be completed and saved and submitted for the next workflow section to become accessible. The other workflow sections will remain greyed out until the 'Save & Submit' button has been clicked within the workflow section before it.
See below how to complete the five workflow stages of the Supplier Corrective Action Record:
Image: Blank Corrective Action Details
Remember: The Corrective Action Details workflow section will already be 'Saved & Submitted' if the Supplier Corrective Action Record was generated using Options 3 and 4. However, you can use the 'Edit' button to make changes to this workflow stage, as not all the information will be completed when generating a Supplier Corrective Action Record using Option 4.
1. Nonconformance/Requirement: The details related to the Nonconformance, what the Supplier may be required to complete, can be detailed using the open text field. [Mandatory Field]
2. Nonconformance: The Nonconformance Category can be selected using the 'My Nonconformace' and 'System Nonconformance' folders. The 'System Nonconformance' folder will contain the system set dropdown list of Minor, Major, Critical and Recommendation. The 'My Nonconformance' folder will contain the Nonconformances created in Master Data using the 'Add Specific Category>Nonconformance' button.
Remember: The Nonconformance Category selected when generating a Supplier Corrective Action within the Pre-Assessment, Full Assessment or Supplier Audit Records (Option 3), will have an association between the Nonconformance Category selected and the Risk of the Supplier Corrective Action Record. Therefore, the Risk of the Supplier Corrective Action will be populated automatically within the Record.
Image: Nonconformance Dropdown
3. Comments/Observations: Any comments or observations for this Nonconformance can be detailed using the open text field. [Mandatory Field]
4. Risk: Using the dropdown, select the Risk from the Risk Values, None (1), Low (2), Medium (3) or High (4). This Risk Value will become the Risk of the Supplier Corrective Action Record. [Mandatory Field]
Remember: The Risk of the Supplier Corrective Action may be completed already, depending on the way the Record was generated.
- Option 1, 2 & 4: The Risk will not be completed, you must complete this manually.
- Option 3 - Pre-Assessment/Full Assessment: When raising a Supplier Corrective Action from a Pre-Assessment or Full Assessment Record, and the Nonconformance Category is selected, the Risk will auto populate in the following ways:
- If you select a Nonconformance Category from your 'My Nonconformance' folder and that Nonconformance has been associated with a Risk in Master Data, e.g. Medium, then Medium will appear in the Risk value field of the Supplier Corrective Action Record automatically.
- If you select a Nonconformance from 'System Nonconformance' folder, e.g. Minor, Major, Critical or Recommendation, the Risk in the Supplier Corrective Action will appear with a matching Risk level, e.g. Low (Minor or Recommendation), Medium (Major) and High (Critical).
- Option 3 - Supplier Audit: When raising a Supplier Corrective Action from a Supplier Audit Record, and the Nonconformance Category is selected, the Risk will auto populate in the following way:
- If you select a Nonconformance from 'System Nonconformance' folder, e.g. Minor, Major, Critical or Recommendation, the Risk in the Supplier Corrective Action will appear with a matching Risk level, e.g. Low (Minor or Recommendation), Medium (Major) and High (Critical).
Note: If the Nonconformance Category is left blank in the Pre-Assessment, Full Assessment or Supplier Audit Record, the Risk of the Supplier Corrective Action will not be auto populated with any Risk level and will need to be completed within the Supplier Corrective Action Record.
Warning: If the Corrective Action details workflow stage has been 'Saved & Submitted' with a Nonconformance Category selected previously, which generated the Risk of the Record, and you then 'Edit' this workflow stage, changing the Nonconformance, the Risk will not update to reflect this change. Ensure you update the Risk manually if needed.
Image: Risk Dropdown
5. Add Attach/Link: Using the 'Attach/Link' buttons, you can attach a file from your device or link a URL to an internal system Record/Document, or any external sources, to help justify your chosen Risk Value for the Risk Assessment. Both the attachment and the link will be displayed in the Risk Assessment to be viewed at another time.
6. Report: Using the 'Report' open text field, you can provide further justification for your Risk Assessment choice.
7. Responsible (Action): Using the Master Data dropdown, select the person responsible to complete the Corrective Action Response workflow stage. This may be a Supplier Contact, if the Supplier Portal invitation has been sent, or an Internal Employee, if the Supplier Portal invitation will not be sent. [Mandatory Field]
Image: Responsible (Action) Dropdown
Note: If the Supplier Contact has access to the Supplier Portal, the Supplier Contact will be able to see the Supplier Corrective Action within their Supplier Portal 'Assessment' tabs even if they were not assigned as 'Responsible (Action)' within the Supplier Corrective Action. They will only see the Supplier Corrective Action Record in their 'My Actions' tab if they have been assigned as 'Responsible (Action)' within the Supplier Corrective Action. They will also receive any Alerts that have been set up if they are assigned as 'Responsible (Action)' within the Supplier Corrective Action.
If the Supplier Corrective Action is raised from a Pre-Assessment, Full Assessment or Supplier Audit Record, and the 'Responsible' for the Nonconformance is selected, this contact will be automatically pulled into the 'Responsible (Action)' field of the Supplier Corrective Action. If left blank in Pre-Assessment, Full Assessment or Supplier Audit Record, the 'Responsible (Action)'will automatically populate with the Employee that has been associated with the User who completed the 'Nonconformance and Corrective Action' workflow stage of the Record. If there is no Employee associated with the User who completed the 'Nonconformance and Corrective Action' workflow stage of the Record, the 'Responsible (Action)' will remain blank and will need to be selected in the Supplier Corrective Action Record, as it becomes a mandatory field.
If the Supplier Corrective Action is generated using the 'Actions>Add Related Record>Supplier Corrective Action' from a Nonconformance Material Record, the system will automatically pull the Supplier Main Contact into the 'Responsible (Action)' field, but it can be changed to an Internal Employee name if needed.
Note: The Supplier Contacts options within the Master Data dropdown will show the Supplier you have selected to generate the Supplier Corrective Action for, but also show any Suppliers that have been connected to this Supplier encase you wish to send the Supplier Corrective Action Record to another contact associated with this Supplier to complete. You will not see the full list of Suppliers from Master Data.
Image: Supplier Folders in Responsible (Action) Dropdown
8. Responsible (Review): Using the Master Data dropdown, select the person responsible to complete the Review workflow stage. This will be an Internal Employee, who will review the details provided by the Supplier Contact in the Corrective Action Response workflow stage. [Mandatory Field]
Image: Responsible (Review) Dropdown
Note: If the Supplier Corrective Action from a Pre-Assessment, Full Assessment or Supplier Audit Record, the 'Responsible (Review)' is automatically set as the Assigned Assessor or Auditor from where the Supplier Corrective Action was raised.
If the Supplier Corrective Action is generated using the 'Actions>Add Related Record>Supplier Corrective Action' from a Nonconformance Material Record, the system will automatically pull the Employee’s name associated with the User creating the Record, but can be updated to any other employee name. If the contact association in the Settings module is blank for the user adding the Supplier Corrective Action, the system will require that you select the Responsible (Review) manually.
9. Due Date: The Date the Supplier Corrective Action was raised will auto populate within the Due Date field, However, using the calendar field, the Date the Supplier Corrective Action should be due to be completed by can be selected.
10. Save: Click the 'Save' to save the details entered and leave the Corrective Action Details workflow stage open, the next workflow stage will not open. Mandatory fields are required to be completed to click 'Save'.
11. Save & Submit: Click the 'Save & Submit' button to complete the Corrective Action Details workflow stage and open the next workflow stage. All Mandatory fields require completion in order to save and submit the workflow stage.
12. Cancel: Click the 'Cancel' button to discard any details added, and move back to the Supply Chain Management module.
Note: When there are Parent and Child relationships defined with the Suppliers in the system, for example, one Child Supplier that has two Parent Suppliers, if the Child Supplier Contact, e.g. manufacturer, is assigned 'Responsible (Action)' Supplier Corrective Action Record, any Parent Supplier of the Child Supplier will also be able to see the Supplier Corrective Action in their Supplier Portals.
If a Supplier Corrective Action is assigned to one of the Parent Supplier Contacts on behalf of the Child Supplier, the Child will see the Supplier Corrective Action Record in their Supplier Portal, but will not have an Action for this Supplier Corrective Action. However, as the Supplier Corrective Action was assigned to one of the Parent Supplier Contacts, the other Parent Supplier will not see this Supplier Corrective Action on their Supplier Portal.
Image: Completed Corrective Action Details
The Corrective Action Response workflow stage gives the Supplier an opportunity to respond to the Supplier Corrective Action if they have been invited to the Supplier Portal or gives the Internal Employee the place to detail the Suppliers response from external systems.
Note: If Alerts has been built for the Supplier Corrective Action Record, the Contact selected as 'Responsible (Action)' in the Corrective Action Details workflow stage can receive an email notification notifying them that they must complete the Corrective Action Response workflow stage.
Image: Blank Corrective Action Response
1. Investigation/Root Cause Analysis: Using the open text field, an overview of the investigation conducted concerning the Corrective Action can be detailed. [Mandatory Field]
2. Corrective Action: Using the open text field, details of the Corrective Actions that have been taken by the Supplier to correct the situation can be detailed. [Mandatory Field]
3. Prevention Action: Using the open text field, any Preventative Actions that will prevent the problem from re-occurring in the future can be detailed. [Mandatory Field]
4. Completion Date: The Date the Corrective Action Response workflow stage is being completed will auto populate within the Due Date field, However, using the calendar field, the Date can be changed.
5. Supporting Documents: The File Name and Description of the Documents attached using the 'Add File' button will appear here.
6. Add File: If the Supplier requires to attach any Supporting Documents, they can click the 'Add File' button to access the files from their device. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Supplier Corrective Action Record and click 'Open'. Once your file is within the 'File' field, before clicking the 'Upload' button to attach the file to the 'Supporting Documents' field, you can complete the Description open text field to provide details on the attachment. To view the file, click the name of the file which will be in blue text. The file can be removed from the 'Supporting Documents' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Note: A file with a size more than 10MB will not be visible on a 'Preview' screen in the Supplier Corrective Action. A file larger than 10MB will be downloaded to your device automatically when the the File Name in blue text is accessed.
*A .jpeg or .Png File have no 'Preview' screen, regardless of the File size. These types of files will always be downloaded to your device automatically when the the File Name in blue text is accessed
Note: If the Supplier Corrective Action has been raised from a Document within a Doclist of a Pre-Assessment, Full Assessment or Supplier Audit Record, and the a new file is added here, the new Document will then replace the previous version of the Document. You will only be able to add one Supporting Document in this scenario.
Image: Supporting Documents 'Add File'
Image: 'Add File' Pop Up Screen and Three Dots to Access Files
Image: Selecting File from Device Folder, Click 'Open' to Select File
Image: File Added to Add File Screen, Description can now be completed
Image: Click 'Upload' to Upload File and Description to Supporting Documents
Image: File Attached to Supporting Documents
7. Save: Click the 'Save' to save the details entered and leave the Corrective Action Response workflow stage open, the next workflow stage will not open. Mandatory fields are required to be completed to click 'Save'.
8. Save & Submit: Click the 'Save & Submit' button to complete the Corrective Action Response workflow stage and open the next workflow stage. All Mandatory fields require completion in order to save and submit the workflow stage.
9. Cancel: Click the 'Cancel' button to discard any details added, and move back to the Supply Chain Management module.
Image: Completed Corrective Action Response
The Review workflow stage allows the 'Responsible (Review)' to review the Supplier's Corrective Action Response and create a review report for the Supplier to view. The 'Responsible (Review)' will then select one of the options listed within the Decision dropdown.
Note: If Alerts has been built for the Supplier Corrective Action Record, the Contact selected as 'Responsible (Review)' in the Corrective Action Details workflow stage can receive an email notification notifying them that they must complete the Review workflow stage.
Image: Blank Review
1. Report: Using the open text field, the 'Responsible (Review)' can detail any comments/remarks for the Supplier. [Mandatory Field]
2. Decision: A Decision can be made on the Supplier Corrective Action using the system set dropdown list. [Mandatory Field]
The Decision dropdown list is as follows:
- 'Additional Information Required': If you require additional information from the Supplier, this option can be selected. This will open an additional workflow stage called 'Additional Information' for the Supplier to provide said addition information. This option can be chosen multiple times until all necessary information has been submitted by a Supplier, see steps 5 and 6 below.
- 'Closed - Approved': If you wish to close the Supplier Corrective Action and approve the Supplier Corrective Action, this option can be selected. The Record will be marked as complete, moved to the complete tab and the Supplier will no longer be able to provide further information through this Supplier Corrective Action.
- 'Closed - Not Approved': If you would like to close this Supplier Corrective Action but do not wish to approve the Supplier Corrective Action, this option can be selected. The Record will be marked as complete, moved to the complete tab and the Supplier will no longer be able to provide further information through this Supplier Corrective Action.
- 'Closed - Dropped': If you wish to close the Supplier Corrective Action and take no action, this option can be selected. The Record will be marked as complete, moved to the complete tab and the Supplier will no longer be able to provide further information through this Supplier Corrective Action..
- 'Closed - Not Concluded': If you can’t come to a conclusion on the Supplier Corrective Action and want to close it, this option can be selected. The Record will be marked as complete, moved to the complete tab and the Supplier will no longer be able to provide further information through this Supplier Corrective Action.
Image: Decision Dropdown
3. Save: Click the 'Save' to save the details entered and leave the Review workflow stage open, the next workflow stage will not open. Mandatory fields are required to be completed to click 'Save'.
4. Save & Submit: Click the 'Save & Submit' button to complete the Review workflow stage, and depending on the 'Decision' selected, the Record may be completed or another workflow stage will open. All Mandatory fields require completion in order to save and submit the workflow stage.
5. Cancel: Click the 'Cancel' button to discard any details added, and move back to the Supply Chain Management module.
Image: Completed Review
If 'Additional Information Required' was selected as the Decision within the Review workflow stage, the 'Responsible (Action)' will be prompted to respond to the Supplier Corrective Action Record again using the Additional Information workflow stage.
Note: If Alerts has been built for the Supplier Corrective Action Record, the Contact selected as 'Responsible (Action)' in the Corrective Action Details workflow stage can receive an email notification notifying them that they must complete the Additional Information workflow stage.
Image: Blank Additional Information
1. Report: Using the open text field, the 'Responsible (Action)' can detail any comments/remarks. [Mandatory Field]
2. Supporting Documents: The File Name and Description of the Documents attached using the 'Add File' button will appear here.
3. Add File: If the Supplier requires to attach any Supporting Documents, they can click the 'Add File' button to access the files from their device. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Supplier Corrective Action Record and click 'Open'. Once your file is within the 'File' field, before clicking the 'Upload' button to attach the file to the 'Supporting Documents' field, you can complete the Description open text field to provide details on the attachment. To view the file, click the name of the file which will be in blue text, the file will download to your device, there is no Document Preview screen within the Supplier Corrective Action Record. The file can be removed from the 'Supporting Documents' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Note: If the Supplier Corrective Action has been raised from a Document within a Doclist of a Pre-Assessment, Full Assessment or Supplier Audit Record, and the a new file is added here, the new Document will then replace the previous version of the Document. You will only be able to add one Supporting Document in this scenario.
Image: Supporting Documents 'Add File'
Image: 'Add File' Pop Up Screen and Three Dots to Access Files
Image: Selecting File from Device Folder, Click 'Open' to Select File
Image: File Added to Add File Screen, Description can now be completed
Image: Click 'Upload' to Upload File and Description to Supporting Documents
Image: File Attached to Supporting Documents
4. Save: Click the 'Save' to save the details entered and leave the Additional Information workflow stage open, the next workflow stage will not open. Mandatory fields are required to be completed to click 'Save'.
5. Save & Submit: Click the 'Save & Submit' button to complete the Additional Information workflow stage and open the next workflow stage. All Mandatory fields require completion in order to save and submit the workflow stage.
6. Cancel: Click the 'Cancel' button to discard any details added, and move back to the Supply Chain Management module.
Image: Completed Additional Information
The 'Responsible (Review)' will once again be required to review their Supplier's Corrective Action Response, this time from the Additional Review workflow and create an Additional Review report for the Supplier to view. The 'Responsible (Review)' will then select one of the options listed within the Decision dropdown.
Note: If Alerts has been built for the Supplier Corrective Action Record, the Contact selected as 'Responsible (Review)' in the Corrective Action Details workflow stage can receive an email notification notifying them that they must complete the Additional Review workflow stage.
Image: Blank Additional Review
1. Report: Using the open text field, the 'Responsible (Review)' can detail any comments/remarks for the Supplier. [Mandatory Field]
2. Decision: A Decision can once again be made on the Supplier Corrective Action using the system set dropdown list. [Mandatory Field]
The Decision dropdown list is as follows:
- 'Additional Information Required': If you require further additional information from the Supplier, this option can be selected. This will open another additional workflow stage called 'Additional Information' for the Supplier to provide said additional information. This option can be chosen multiple times until all necessary information has been submitted by a Supplier.
- 'Closed - Approved': If you wish to close the Supplier Corrective Action and approve the Supplier Corrective Action, this option can be selected. The Record will be marked as complete, moved to the complete tab and the Supplier will no longer be able to provide further information through this Supplier Corrective Action.
- 'Closed - Not Approved': If you would like to close this Supplier Corrective Action but do not wish to approve the Supplier Corrective Action, this option can be selected. The Record will be marked as complete, moved to the complete tab and the Supplier will no longer be able to provide further information through this Supplier Corrective Action.
- 'Closed - Dropped': If you wish to close the Supplier Corrective Action and take no action, this option can be selected. The Record will be marked as complete, moved to the complete tab and the Supplier will no longer be able to provide further information through this Supplier Corrective Action..
- 'Closed - Not Concluded': If you can’t come to a conclusion on the Supplier Corrective Action and want to close it, this option can be selected. The Record will be marked as complete, moved to the complete tab and the Supplier will no longer be able to provide further information through this Supplier Corrective Action.
Image: Decision Dropdown
3. Save: Click the 'Save' to save the details entered and leave the Additional Review workflow stage open, the next workflow stage will not open. Mandatory fields are required to be completed to click 'Save'.
4. Save & Submit: Click the 'Save & Submit' button to complete the Additional Review workflow stage, and depending on the 'Decision' selected, the Record may be completed or another workflow stage will open. All Mandatory fields require completion in order to save and submit the workflow stage.
5. Cancel: Click the 'Cancel' button to discard any details added, and move back to the Supply Chain Management module.
Image: Completed Additional Review
