How To Create A Non-Conformance Report in PDF

Based on a survey of nearly 600 construction leaders, the time spent on non-optimal activities such as fixing mistakes, looking for project data and managing conflict resolution accounts for $177.5 billion in labor costs per year in the U.S. alone. To accurately present details of an identified incongruity in a quality audit or other process review, formal documentation is required. A non-conformance report or an NCR is a document that addresses specification deviation or work that fails to meet quality standards. Its main objective is to make an unambiguous, defensible, clear, and concise definition of the problem so that corrective action can and will be initiated by the management.

A Portable Document Format (PDF) is a file format invented by Adobe. It is mainly used to present and exchange formal documents without relying on any software, hardware, or operating system. It is currently adopted as an open standard maintained by the International Organization for Standardization (ISO). Build your non-conformance report with these helpful suggestions.

1. Provide Basic Information

A non-conformance report should provide the necessary information that presents what went wrong and why it doesn’t meet the specifications. It should also explain the actions taken to prevent the problem from happening again. Having a summary list of the key players involved is also essential.

2. Know When to Issue an NCR

Here are some common scenarios that require the issuance of an NCR. A product that doesn’t meet the functional and operational requirements defined in the technical specifications. A process or procedure that falls below the specified tolerances as established in the project specifications. A work not built as indicated in the approved contract and other relevant quality standard concerns.

3. Anticipate Consequences

Although non-conformance reports are critical for quality control, it can also introduce possible additional problems into the contract. Financial institutions can view NCRs as red flags with a potential for the economic impact on future projects. In some situations, it can also open the door to claims and even further arbitration processes. You must be ready to face a lot of paperwork and research to effectively gather information, specs, standards, and list procedures that were affected by the situation. Always have a backup research report to support your work further.

4. Perform Report Verification

The subject matter of all the non-conformance reports should be verified by an employee of the organization examined. It adds additional credibility to the report and increases the possibility that corrective action will be taken. Each non-conformance report should, therefore, be endorsed by the local verifier who often represents the auditor’s guide.

5. Familiarize the Non-Conformance Management System

A non-conformance management (NCM) is a process designed to manage non-conformances data properly should your employer, or a customer requests it. One of its core elements is having an ongoing analysis of trends in non-conformance data. It allows an organization to have the ability to make specific changes to their process to reduce the occurrence and costly impact of non-conformances. So, make sure to build your non-conformance report following your company’s non-conformance management system.

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