Add a Product Non-Conformance

The Non-conformance Module in safefood360 is specifically for recording non-conformances that happen internally in a site 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 i.e. 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 non-conformance record using the Actions function so that a full root-cause analysis etc. can be put in place.

Below details the workflow for a product non-conformance.

Click here for a webinar on the non-conformance module.

1. Enter Non-Conformance Details

Enter Nonconformance Details
  1. Select the date the product non-conformance was reported.
  2. Enter the quantity of the non-conforming product.
  3. Select the date and time of manufacture for the product.
  4. Select the durability date (Best Before or Use By) of this batch of product.
  5. Select the non-conformance from the categories module that best applies.
  6. Assign a lot or batch number for the product. This will ensure that trends are easier spotted.
  7. Select the brand this product non-conformance relates to.
  8. Select the specific Production Line this batch of product was produced on. Again, this may help point to trends and avoid future issues.
  9. Enter a description of the product non-conformance.

2. Enter Hold / Quarantine Details

Enter Hold / Quarantine Details

All non-conforming products should be put on hold and placed in quarantine.

  1. Select the date and time the non-conforming product was put on hold.
  2. The hold location denotes where the product is currently being stored.
  3. Select how the hold is being identified.
  4. Select the person who authorized the hold.
  5. Select the isolation method used to isolate the non-conforming product from normal stock.

3. Make Non-Conformance Decision

Make Nonconformance Decision

A decision needs to be made as to what to do with the non-conforming product.

  1. Select the appropriate decision*
  2. Select the person of authority who has made this decision.
  3. Select the date the decision was made.
  4. Select the basis of the decision from the available options.
  5. Enter a decision report.

*If a decision is made to Rework the non-conforming product, then the Rework section will open. If a decision is made to Reject & Dispose of the non-conforming product then the Reject & Dispose section will open. All other decisions will lead straight to close-out.

3.1. Enter Rework Details (if applicable)

Enter Rework Details (if applicable)
  1. Select the date of the rework.
  2. Select the person who is supervising the rework.
  3. Enter the new lot or batch number of the reworked product.
  4. Answer the relevant questions and make a note if required.
  5. Select the appropriate decision*

*At this point you may still decide to Reject & Dispose the reworked product and if so, the Reject & Dispose section will open. Otherwise, all other decisions will lead to close-out.

3.2. Enter Reject & Dispose Details (if applicable)

Enter Reject & Dispose Details (if applicable)
  1. Select the disposal date.
  2. Select the person supervising the disposal.
  3. Select the licensed waste contractor responsible for disposing of the non-conforming product.

4. Close out Non-Conformance

Close out Nonconformance

The close out section allows you to record a final report, select a root cause to the non-conformance, detail any costs or losses and any notifications made to customers or regulatory bodies concerning the non-conforming product.

  1. Provide a close out report on the non-conformance.
  2. Select the root cause of the non-conformance.
  3. Select any costs or losses incurred due to the non-conformance.
  4. Select the customer or organization from the contacts module, select the date they were notified, select the means through which they were notified (email, phone, letter, etc.), enter the specific contact person who was notified, enter any other relevant notes relating to the notification.

Note: The risk of the record comes from the risk of the non-conformance selected.  If they have no risk they become overdue after 14 days and if they have a risk of low, medium, or high they become overdue after 7 days on the dashboard if not closed out.