Non-Compliance
The management can be found along the path Quality > Non-Compliance > New Non-Compliance or it can be executed from the Search Non-Compliance.
Non-Compliance serve to identify and document deviations from established standards or requirements, whether production or service-related.
This process helps ensure that products, services, or processes are corrected and improved to maintain quality and safety. Additionally, it facilitates the adoption of corrective actions to prevent future issues.
Non-Compliance must:
- determine the causes of the Non-Compliance;
- determine whether there are or can be similar Non-Compliance;
- assess the need for actions to eliminate the causes of the Non-Compliance.
As a standard, the following reports are available:
Non-Compliance: Non-Compliance record;
8D Non-Compliance: fillable form for 8D management of Non-Compliance.
Command Buttons
Save Non-Compliance
Pressing this button saves all modified information of the displayed Non-Compliance.
New Non-Compliance
Pressing this button saves all modified information of the displayed Non-Compliance and opens a new form, creating a new one.
Non-Compliance Valorization
Button contextual to the display of the Header tab.
It is possible to create a Debit Note against the Supplier or Customer to whom the Non-Compliance is assigned.
The button is enabled only if the Non-Compliance has been saved, approved, is of Customer Non-Compliance type or Supplier type, and there exists a Value to be charged.
A data request/confirmation is displayed for:
Customer or Supplier: is the recipient of the new Debit Note (mandatory data), with the Customer or Supplier of the originating Non-Compliance proposed.
Invoice Type: is the Document Type of the new Debit Note (mandatory data); the Invoice Type entered in the Non-Compliance Type of the originating Non-Compliance is proposed.
Description: is the description that will be used for the Expense Item line of the new Debit Note (mandatory data); the description parameterized in the Non-Compliance Valorization Parameters, section Non-Compliance References, is proposed.
VAT: is the VAT Type that will be used for the Expense Item line of the new Debit Note.
The VAT Type is proposed with the following priorities:
- if a Declaration of intent exists, the VAT Type present in the document is considered;
- if no Declaration of intent exists, the VAT Type associated with the Supplier of the Non-Compliance is considered;
- if no Declaration of intent exists and no VAT Type associated with the Supplier of the Non-Compliance has been specified, the VAT Type associated with the Non-Compliance Type is considered.
Then press the OK button or the Cancel button if you want to continue or not with the creation activity.
At the end of the Working, the newly created Debit Note will be displayed.
Create Corrective Action
Button contextual to the display of the Defect Management tab.
The button is enabled only if the Non-Compliance has been saved, approved, and a valid Defect line has been selected.
A request/data confirmation is displayed for:
Action Type: it is the Action Type (mandatory data).
The Action Type indicated in the Corrective Actions Parameters is proposed.
Number/Year: these are the Number and Year of the Corrective Action (mandatory data).
The Date is proposed as today’s date, and the Year and Number are proposed based on today’s date and the Numeration associated with the Action Type.
Sector: it is the code for the Sector.
The Sector indicated in the Corrective Actions Parameters is proposed.
Involved Area: it is the code of the Area (mandatory data).
The Area indicated in the Corrective Actions Parameters is proposed.
Responsible Person: it is the Employee responsible for the Corrective Action.
The Responsible Person indicated in the Corrective Actions Parameters is proposed.
Responsible Function: it is the Business Function responsible for the Corrective Action.
The Responsible Function indicated in the Corrective Actions Parameters is proposed.
References to documents from which the action originated: free notes on references to documents from which the Corrective Action originated.Non-compliance description or non-compliant situation(also potential): (mandatory data) free notes on non-conformities or non-conforming situations (including potential ones). If the request comes from:
- a Complaint - the proposed information is the Reason of contention present in the header data;
- a Defect of a Non-compliance - the proposed information is the description of the Defect detected from the selected line;
- a Program of a Corrective Action - the proposed information is the Description of non-compliance present in the header data;
Causes that led to non-compliance, documentation on the possible investigation made: free notes on the causes that led to the non-compliance, documentation of any investigation conducted. If the request comes from:
- a Defect of a Complaint in Defect Management mode - the proposed information is the description of the Cause from the selected line;
- a Defect of a Non-compliance - the proposed information is the description of the Effective Cause, if indicated, or the Alleged Cause from the selected line;
- a Program of a Corrective Action - the proposed information is the Causes present in the header data;
Proposed action: free notes on the subject. If the request comes from:
- a Defect of a Complaint in Defect Management mode - the proposed information is the description of the Proposed solution present in the Defect Data of the selected line;
- a Containment action of a Complaint in 8D - problem solving mode - the proposed information is the Containment action of the selected line;
- a Permanent action of a Complaint in 8D - problem solving mode - the proposed information is the Permanent action of the selected line;
- a Defect of a Non-compliance - the proposed information is the description of the Proposed solution present in the Defect Data of the selected line;
- a Program of a Corrective Action - the proposed information is the Proposed action present in the Corrective Actions Programs of the selected line;
Expected closing date: it is the date by which the Corrective Action is expected to be completed.
All information proposed by the source documents is editable.
Then press the OK button or the Cancel button if you wish to continue with the creation activity or not.
At the end of the processing, the newly created Corrective Action is displayed for completion with the necessary information, and the reference (Type, Year, and Number) is updated in the line of the source document.
Data Management
Document Header Information
The managed information includes:
Non-Compliance type: it is the Type of the document (required data).
Upon the creation of a new Non-Compliance, the Non-Compliance type indicated in the Complaints and Non-Compliances Parameters section Non-Compliances is proposed.Year/Number/Date: these are the Year, Number, and Date of the Non-Compliance (required data).
Upon the creation of a new Non-Compliance:
- the Date is proposed as today’s date;
- the Year and the Number are proposed based on the Date and the Numbering associated with the Non-Compliance type.
Customer or Supplier: it is the reference of the Customer or Supplier recipient of the Non-Compliance (required data if the Non-Compliance type is To supplier or To customer).
Customer or Supplier are enabled based on the indicated Non-Compliance type.Function/Area/Department: it is the reference of the Function/Area/Department (required data if the Non-Compliance type is Internal).
It is enabled based on the indicated Non-Compliance type.
Header
The managed information includes:
Responsible person: this is the Employee responsible for the Non-Compliance.
Upon the creation of a new Non-Compliance, the Responsible person indicated in the Complaints and Non-Compliances Parameters section Non-Compliances is proposed.Responsible function: it is the Business Function responsible for the Non-Compliance.
Upon the creation of a new Non-Compliance, the Responsible function indicated in the Complaints and Non-Compliances Parameters section Non-Compliances is proposed.External reference: free notes on the contact person of the Customer, Supplier, or Function/Area/Department recipient of the Non-Compliance.
Production site: this is the reference of the Production site where the Non-Compliance was identified.
Reason: free notes on the reason for the entry of the Non-Compliance (required data).
Proposed solution: free notes on the subject.
Usually used to indicate a proposed solution to the recipient of the Non-Compliance.Notified/On date: These are manual indications of whether the Non-Compliance has been notified and on what date to the recipient.
Supplier/Internal response: free notes on the subject.
Usually used to record any response given by the recipient of the Non-Compliance to the notification thereof.Audit Trail: read-only expander where the following information is visible:
Creation date/Name: it is the date and the A.R.M. User who entered the Non-Compliance.
Last modification date/Name: it is the date and the A.R.M. User who made the last modification to the Non-Compliance.Approved/On date: expander where it is possible to enter the approval information for the Non-Compliance:
Only the Responsible person or Responsible function can approve the Non-Compliance.
Approved: indicates that the Non-Compliance is Approved.
At the time of approval, the following are automatically proposed: On date, proposed as today’s date and with the possibility of being changed, Name and Person proposed as A.R.M. User linked and Employee linked to the A.R.M. User.
On date: it is the date when the Non-Compliance was Approved.
At the time of entering the date, the following are automatically proposed: Name and Person proposed as A.R.M. User linked, Employee linked to the A.R.M. User and the Approved flag is set.
Name: this is the A.R.M. User who approved the Non-Compliance. The information is read-only.
Person: this is the Employee who approved the Non-Compliance. The information is read-only.
Function: this is the Business Function that approved the Non-Compliance.
Enabled only if the Non-Compliance is Approved.Closed/On date: expander where it is possible to enter the closing information for the Non-Compliance:
Only the Responsible person or Responsible function can close the Non-Compliance.
Closed: indicates that the Non-Compliance is Closed.
At the time of closing, the following are automatically proposed: On date, proposed as today’s date and with the possibility of being changed, Name and Person proposed as A.R.M. User linked and Employee linked to the A.R.M. User.
On date: it is the date when the Non-Compliance was Closed.
At the time of entering the date, the following are automatically proposed: Name and Person proposed as A.R.M. User linked, Employee linked to the A.R.M. User and the Closed flag is set.
Name: this is the A.R.M. User who closed the Non-Compliance. The information is read-only.
Person: this is the Employee who closed the Non-Compliance. The information is read-only.
Function: this is the Business Function that closed the Non-Compliance.
Enabled only if the Non-Compliance is Closed.
Closure notification/On date: These are manual indications of whether the closure of the Non-Compliance has been notified and on what date to the recipient.
Document Reference
In the tab, there are indications about the documents that gave rise to the Non-Compliance being managed. The information present includes:
Purchase Invoice, Purchase Delivery Note, Goods Receipt, Subcontractor Return, Claim, Year/Order/Lot, and Phase/Subphase/Declaration No.:
these are all read-only references to the original document that created the Non-Compliance.
In the standard, the only document that can create a Non-Compliance and automatically sets the reference and the Claim.
Annotations
In the tab, there are general annotations for the document and specific ones for the area. The information present includes:
Commercial Notes: free annotations on the subject reserved for the commercial area staff.
Technical Notes: free annotations on the subject reserved for the technical area staff.
Administrative Notes: free annotations on the subject reserved for the administrative area staff.
Extra Data
It is possible to enter Extra Data related to the Non-Compliance.
Other Costs
In the tab, it is possible to enter additional costs beyond those resulting from the Cost of contested items and from Document Management.
Direct Costs
A list of costs directly attributable to the cost of contested items, the service provided, and the costs of the work needed to manage the Non-Compliance. This list includes the information of:Cost Element and Cost Element Description: only Cost elements of Cost type = Direct cost can be selected.
Cost Type: read-only information that reports the Cost type associated with the selected Cost element.
Application on ...: read-only information that indicates on what cost component the Value is applied (if expressed as a percentage); the possible attributions are to:Material Cost: the sum of the single component of the article costs of Defective Objects and Materials Used;
Machine Cost, Labor Cost, and Working Cost: the sum of the single component of the Working costs of Defective Objects;
Industrial Cost: the sum of the Total Reworked Material and Total Non-Reworked Material.Percentage / Value: read-only information that indicates the calculation methods to be applied to the Value (Percentage or Fixed Value).
Value: it is the Percentage that will be applied, or the Value that will be added, to the specified cost component in Application on ....
Note: free annotations.General Costs
A list of general costs not directly attributable to the Non-Compliance and that support the entire business process. This list includes the information of:Cost Element and Cost Element Description: only Cost elements of Cost type = General cost can be selected.
Cost Type: read-only information that reports the Cost type associated with the selected Cost element.
Percentage / Value: read-only information that indicates the calculation methods to be applied to the Value (Percentage or Fixed Value).
Value: it is the Percentage that will be applied, or the Value that will be added, to the sum of the Total Reworked Material and Total Non-Reworked Material.
Note: free annotations.Other Costs
A list of other costs. This list includes the information of:Cost Element and Cost Element Description: only Cost elements of Cost type = Other cost can be selected.
Cost Type: read-only information that reports the Cost type associated with the selected Cost element.
Unit of Measure: it is the Unit of Measure with which the information of the Quantity is to be expressed.
Quantity: it is the Quantity of the Cost element.
Cost per unit: it is the Cost per unit of the Cost element.
Total Cost: read-only information that reports the product of Quantity and Cost per unit.
Note: free annotations.
Values
In the tab, it is possible to enter information related to debit and credit documents of the Non-Compliance, the incurred costs, those to be charged, and the costs recognized by the Supplier/Customer. The information present includes:
Currency, Direct, and Value Date: it is the Currency of the Supplier or Customer with which all values of the document are specified, the corresponding exchange rate to the Company Currency, and the Value Date.
Valorized and Debit Document Reference: read-only information that indicates if the Non-Compliance has been valued and the reference to the generated Debit Note.
Credit Document Reference: it is the reference to the Credit Note received from the Supplier or Customer.
Credit Document Notes: free annotations on the subject.Total Non-Reworked Material: read-only information if, in the Complaints and Non-Compliance Parameters, for the year of the document date, in the Non-Compliance section, the Automatic Total Recalculation has been requested; it proposes the sum of the single component of the article costs of Non-Reworked Defective Objects and of the Materials Used.
Total Reworked Material: read-only information if, in the Complaints and Non-Compliance Parameters, for the year of the document date, in the Non-Compliance section, the Automatic Total Recalculation has been requested; it proposes the sum of the single component of the Working costs of the Reworked Defective Objects.
Total Direct Costs: read-only information, it is the sum of the application of the Values from the list of Direct Costs present in the Other Costs tab.
Total General Costs: read-only information, it is the sum of the application of the Values from the list of General Costs present in the Other Costs tab.
Total Other Costs: read-only information, it is the sum of the application of the Values from the list of Other Costs present in the Other Costs tab.
Management Cost: it is the Management Cost taken from the Management Cost present in the Complaints and Non-Compliance Parameters, for the year of the document date, in the Non-Compliance section; the value can be changed.
Total Non-Compliance (Totale non conformità): read-only information if, in the Complaints and Non-Compliance Parameters, for the year of the document date, in the Non-Compliance section, the Automatic Total Recalculation has been requested; in this case, the total is recalculated as the sum of: Total Non-Reworked Material, Total Reworked Material, Total Direct Costs, Total General Costs, Total Other Costs, and Management Cost; if the Automatic Total Recalculation has not been requested, the value must be manually entered.
Value to be charged: it is the Value to be charged to the Customer or Supplier; if in the Complaints and Non-Compliance Parameters, for the year of the document date, in the Non-Compliance section, the Automatic Total Recalculation has been requested, the value is suggested to be equal to the Total Non-Compliance and can then be modified.
Recognized Value: it is the value recognized by the Customer or Supplier; the value can be entered manually.
Defect Management
This is the list of defects to be notified to the recipient of the document and consists of the following information:
Sequence: it is the Sequence for displaying defects; a progressive number is proposed with the possibility of being changed.
Defect detected
Code: it is the code of the Defect detected; only Active Defects that are anticipated by the Non-Compliance type of the document can be entered.
Description: read-only information is the description of the Defect detected.
Notes: free annotations about the Defect detected.Alleged cause
Code: it is the code of the Alleged cause that generated the defect; only Active Alleged causes that are active and anticipated by the Non-Compliance type of the document can be entered; the Alleged cause may later be confirmed or denied in the Effective cause after an analysis of the Defective Objects.
Description: read-only information is the description of the Alleged cause.
Notes: free annotations about the Alleged cause.Detecting step
Code: it is the code of the Detecting step of the process where the defect was found; only Active Detecting steps can be entered.
Description: read-only information is the description of the Detecting step.
Notes: free annotations about the Detecting step.Severity
Code: it is the code of the Severity attributed to the defect; only Active severities can be entered.
Description: read-only information is the description of the Severity.Defective closure
Only the Responsible person or the Responsible function can close the management of the specific Defect.
Closing all Defects does not automatically close the Non-Compliance.Closed: indicates that the management of the specific Defect has been completed; it must be manually indicated by the operator.
At the time of closure, the following are automatically proposed: Closure date, proposed as today's date and with the possibility of being changed, Name and Person proposed as A.R.M. User linked and Employee linked to the A.R.M. User (*Name and Person are information present in the expander Defect closure data in the Defect data tab).
Closure date: it is the date when the management of the specific Defect was completed.
At the time of entering the date, the Closed flag is automatically set.Reference corrective action
Type, Year, and Number: are the read-only references to the Corrective action associated with the specific Defect line and generated through the Create corrective action button.
Notes: free annotations about the specific Defect line.
Defect Data
These are additional information for the selected Defect line. The managed information includes:
Effective cause: it is the effective cause that generated the defect; only Effective causes that are active and anticipated by the document's Non-Compliance type can be entered.
Effective cause notes: free annotations about the Effective cause.
Proposed solution: it is the suggested technical/commercial/administrative solution to adopt; only Active solutions can be entered.
Proposed solution notes: free annotations about the Proposed solution.
Decision taken: it is the technical/commercial/administrative decision taken to resolve the defect; only Active decisions can be entered.
Decision taken notes: free annotations about the Decision taken.
Supplier/Internal response: free annotations on the subject. Usually used to record any response given by the recipient of the Non-Compliance related to the Defect.
Defect closure data: expander where you can enter the closure information of the Defect:
Name: it is the A.R.M. User who closed the Defect. This information is read-only.
Person: it is the Employee who closed the Defect. This information is read-only.
Function: it is the Business function that closed the Defect.
Claimed Objects
This is the list of Claimed Objects associable with the selected Defect defected and consists of the following information:
Object
Bar code: can be used to add or replace the Item, Batch, Serial number, and Load unit.
For all information on how to encode barcodes, refer to the page on the Barcode tokenizer.
Class: is the Claimed Item Class.
Item code: is the code of the Claimed Item.
Item description: is the description of the Claimed Item.
Variant: is the variant code of the Claimed Item.
Batch: is the code of the internal Batch of the Claimed Item.
Load unit: is the Load unit of origin that contained the Claimed Item.
The entry of a Load unit automatically includes all the detail lines of the Item contained within it.
If, in the Complaints and Non-Compliance Parameters, for the year of the document date, the Non-Compliance session has requested Data grouping U.D.C., lines with identical Items will be reported in a single line with quantities summed.
Serial number: is the Serial number of the Claimed Item.
Load unit to return: is the Load unit that contains the Claimed Item to be returned.Quantity
Unit of measure: read-only information is the Unit of measure of the Claimed Item.
Received: is the quantity of the Item received.
Contested: is the quantity of the Item that is being contested.
Not reworked: is the quantity of the contested Item that has not been reworked.
Reworked: is the quantity of the contested Item that has been reworked.
Returned: is the quantity of the Item returned.Alternative Quantity
The columns in this group are displayed only if, in the Complaints and Non-Compliance Parameters, for the year of the document date, the Non-Compliance session has requested the Alternative U.M. proposal.
Unit of measure: is the Alternative unit of measure of the Claimed Item.
Price unit of measure: indicates whether the Unit material cost refers to the Alternative unit of measure.
Received: is the quantity of the Item received expressed in the Alternative unit of measure.
Contested: is the quantity of the Item being contested expressed in the Alternative unit of measure.
Not reworked: is the quantity of the contested Item that has not been reworked expressed in the Alternative unit of measure.
Reworked: is the quantity of the contested Item that has been reworked expressed in the Alternative unit of measure.
Returned: is the quantity of the Item returned expressed in the Alternative unit of measure.Cost per unit
Material: is the Cost per unit of the Item; the value must be entered manually.
Working: is the Cost per unit of the Working; it is proposed equal to the rate associated with the Cost Centers linked to Machine and Labor group of the Work center; the value can be modified.Hours
Worked: are the hours and minutes worked for the repair of the non-conforming Object; the value must be entered manually.
Object Data
These are additional information for the line of the Claimed Object selected. The information managed includes:
Project: it is the reference to the Project of the specific Defect.
Item notes: free annotations about the Item of the specific Defect.
Batch notes: free annotations about the Batch of the specific Defect.
Load unit notes: free annotations about the Load unit line of the specific Defect.
Notes: free annotations about the line of the specific Defect.
Work center: it is the Work center with which the repair work of the non-compliant Object is performed.
The choice of Work center will propose, in the Cost per unit of processing, the rate to apply to the time dedicated to the processing.
The proposed rate is the sum of the rates of the Cost Centers associated with Machine and Labor group of the Work center.
Total non-reworked material: read-only information, it proposes the value of the product between the Non-reworked quantity and the Cost per unit of material of the selected Defective Object.
Total reworked material: read-only information, it proposes the value of the product between the Reworked quantity and the Cost per unit of processing plus the product between the Worked hours and the sum of the rates associated with the Cost Centers related to Machine and Labor group of the Work center.
Total defect: read-only information, it is the sum of Total non-reworked material and Total reworked material.
Extra Data
It is possible to enter Extra Data for the selected Claimed Object.
Attached Documents
In this list, it is possible to enter and consult any documents attached to the selected Claimed Object.
Materials Used
In this list, it is possible to indicate the materials that were used to remedy the selected Defect.
The list consists of the following information:
Item
Class: it is the Item class.
Code: it is the code of the Item.
Description: it is the description of the Item.
Variant: it is the variant code of the Item.
Batch: it is the code of the internal batch used.
Serial number: it is the serial number used.Quantity
Unit of measure: read-only information, it is the Unit of measure of the Item.
Consumption quantity: it is the quantity of Item used to remedy the selected Defect.Value
Cost per unit: it is the Cost per unit of the Item; the value must be entered manually.
Total cost: it is proposed as the ratio between Consumption quantity and Cost per unit; the cost can be changed.Notes: free annotations.
Subjects involved
The tab contains information about the Business Functions and/or Employees who will take part in managing the selected Defect.
The list consists of the following information:
Sequence: it is the Sequence for displaying the "Subjects involved"; a progressive number is proposed with the possibility of being changed.
Business function
Code: it is the code of the involved Business Function.
Description: it is the description of the involved Business Function.Employee
Code: it is the code of the involved Employee.
Description: it is the last name and first name of the involved Employee.Involvement Management
Subject description: free annotation in case the involved subject is neither a Business Function nor an Employee.
Reason for involvement: free annotations on the subject.
Expiry date: it is the date by which the involved subject must complete the activities related to the reason for their involvement.
Response: free annotations on the subject.
Closed: indicates that the involvement of the subject has been completed.
Only the Responsible Function or Person of the Non-compliance or the involved Business Function or Employee can close the involvement.
Upon closure, the Closure date is automatically proposed, set to the current date and can be changed.
Closure date: it is the date on which the involvement of the subject has been completed.
Only the Responsible Function or Person of the Non-compliance or the involved Business Function or Employee can enter or change this date.
Upon entering the date, the Closed flag is automatically set.Note: free annotations.
Extra Data
It is possible to enter Extra Data for the selected Defect.
Attached Documents
In this list, it is possible to enter and consult any documents attached to the selected Defect.
For everything not detailed in this document regarding the common functioning of the forms, please refer to the following link Common functionalities, buttons, and fields.