The Non-Conformity Process

Introduction

The non-conformity process is triggered either from a tile or from the QMS steering page

*Note*: The configuration of visible fields (read-only or mandatory) is defined during the solution configuration. Some fields present in the example below may therefore differ from your application.

The non-conformity process consists of 4 steps:

• The declaration
• The analysis
• The action plan
• The evaluation / closure

Declaration of a non-conformity

The creation of a new non-conformity is done from the "NC" tab of the SMQ Steering page via the "New" button OR from a tile on the home screen.

When creating a non-conformity, a declaration form is offered to the user.

The user must enter the type of observation, the observation, its origin, and attachments as well as all necessary and useful information for its processing.

He can also record the list of possible immediate actions that he implements. Immediate actions are not intended to be processed and tracked on the platform, they are offered for information only.

Metadata or additional data are also offered to classify and tag the non-conformity. This metadata will be used to provide statistics on NCs.

Some form fields can be hidden (on request) or renamed to match your needs.

The analysis

The analysis step allows identifying the analysis of causes to permanently resolve the malfunction. The analysis manager accesses the same form as the declaration where all fields are read-only. He has a dedicated tab for the analysis phase to qualify the NC via a method to choose from a list (5M, Ishikawa, cause tree, etc.).

The analysis manager can:

• Describe the analysis he implements.

• Optionally open an Action plan and create actions.

• Associate the documents of his analysis.

• Delegate this analysis step. This is done by selecting the "Delegate analysis" decision and by obligatorily selecting the assigned person (who receives an email and will have a task to process).

Action plan

The action plan implementation step takes place 'outside the process'. The plan manager accesses the monitoring of his action plan from the 'Actions / Action plans' menu.

He finds the actions created during the analysis step and can add as many actions as necessary. When all actions are completed, he can close the plan, via the 'Close' button on the right side.

NC evaluation

A final step allows the NC manager to compare the cost of the action plan with the cost of the NC.

The manager can then reopen the action plan or close the NC.

Updated on: 19/03/2026